Using the database for League Database Managers & Show Chairs

Please read the following  carefully so that you can use the database effectively and direct your questions accordingly.

*DM is used to abbreviate Database Manager---the league level person responsible for their league's database information including adding or deleting members for an accurate membership roll and adding wins after a show.  DMs assist the SC leading up to and after shows.

*SC is used to abbreviate Show Chair---the league level person responsible for their league's judged shows  which may include database information as it relates to the shows.  

*All LSAG leagues operate independently, and in some the Show Chair and Database Manager are one and the same person because the two jobs are so tightly associated.  In other leagues, these are 2 different people, and the league has spelled out who is responsible for what.  Please ask YOUR LEAGUE FIRST on how they dole out the responsibilities.

*Remember to use your DM or SC login for management purposes and NOT your artist login. 
Likewise, you will not be able to use your DM or SC login for registering for a show.

To differentiate between the 2 logins, you will see a DM or SC behind your name when you have logged in under that leadership role.

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To ADD a NEW member who WILL be a participant in your show: 

-Login as DM or SC & click on Artists.
-Click Add New.
-Fill in first and last name (display name will appear on its own).
-Add your league as the home league & provide their division.               ****Please see note below.
-Add email address there and again at the bottom under Login Information.  They CANNOT have a login without an email address. 
-Add a password & put it again in the password confirm area.
-Click Add Artist.

*****NOTE:  Membership in LSAG is contingent upon the integrity of its members, & division of an artist is based on their LIFE EXPERIENCE with art -----NOT on their newness to your league or to LSAG.  You may NOT automatically add a new member at the Adult Student level UNLESS they qualify as such under the definition which is taking up to 2 yrs of art at the college level OR self teaching/ private instruction for up to 3 yrs. WHEN art is NEW to them.   Those who do not qualify under that definition MUST be added at their appropriate level.  Professionals may NEVER be listed as anything other than professional.  If a person is not very experienced, but they do not qualify as an Adult Student, they should be added as a NON-Professional.  Semi-Professional is for those who are in between these ---not yet making a living at or supplementing their income (professional) and yet beyond the beginner level of NON-professional.  
Once added THEN you must...
-Communicate to them what password & email you have used so they can login and add their pieces for the show.  You may wish to have a system in setting up passwords for your league.  Use a combination of
things such as the year, your league's letters, or some other general word WITH something specific to the artist, such as an artist's initials or other unique aspect.  Do NOT use their email in the password. 

To ADD a NON-member who WILL participate in your show:

-The DM or SC will need to contact the current LSAG Database Administrator, Julia Koutroulis at   lsagvpshows@gmail.com 
to get a login for that person as a NON-member. 

For these participants, their league will
be listed as 'NONE'.   Remember to remind them if they receive a qualifying ribbon, they will NOT be able to participate in the convention show UNLESS they become a member of an LSAG league AND have their information added as qualifying BEFORE the current cutoff date (see convention or show schedule pages).
Due to the way the database functions, we can NOT carry over wins to another year. 

It is imperative that you maintain a deadline for those who are NOT members of your organization
to sign up for your shows.  Otherwise, you will have to accept them as walk ins and request that the VP of Shows/ Database add them AFTER your show is over.  Unfortunately, we cannot guarantee availability in the 9th hour leading up to your show.  

Retain your written records of your show wins until the end of convention that year.  Should they choose to join, they can be added by the show chair or the database manager.  One of these two leaders will then add their participating pieces and wins manually.













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