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.
This will be obvious in your access and what you can do when you log in.
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.

*Before you get started, familiarize yourself with the LSAG side of your role as DM or SC by visiting the EXPECTATIONS page under ABOUT US.
Read the expectations for your job as well as the expectations for Members on the same page. 

For questions NOT answered below regarding shows or the database,
contact the current 2nd VP of Shows / Database listed on the Leadership page under ABOUT US by emailing your question to
lsagvpshows@gmail.com .
Additionally, you may also contact the Database Assistant at  
lsagconnect@gmail.com .

Important Dates / Timeframes:

-Two Months Prior to Your Show:  List the show in the database.  The format is your league's name, season (fall, winter, or spring), open or closed, SHOW, followed by the last name of your judge.  Be sure to also email  lsagconnect@gmail.com with the same information for the website.  It will not otherwise magically appear.  Note the deadline for participating in the convention show. 

-One Month or More Prior to Your Show:  Advertise on the LSAG newsletter by sending an announcement to  lsagannouncements@gmail.com.  READ the Posting Policies FIRST.

-Within 10 Days of Your Show Being Judged:  Add wins to the database & double check them for accuracy.

-Year-round:  Add NEW members to your group EXPEDIENTLY so they may participate in other shows and  enjoy other benefits of being an LSAG member.

-Between the last show of the season & no later than February 28:  Update your league's database roster by being sure all members are listed (even if they do not participate in shows), new members have been added, deceased members have been removed, and old members who have not yet renewed have been contacted.  We encourage you to give them a deadline to reply / renew BEFORE taking them off of the roster.  Please note:  NEVER remove an artist who has qualifying artwork.  Contact LSAG 2nd VP of Shows / Database or the Database Assistant to make the adjustment.

-By the cutoff date for convention eligibility:  Be sure your records are accurate-- particularly that of membership & eligible wins.  If a NON-member entered your show, won an award, and did not become a member, that should be reflected as such.  They are NOT eligible for the Convention Juried Show.  If they became a member AFTER they won in your show, that should ALSO be reflected correctly as they will likely want to be in the convention show AND they ARE in fact eligible to do so.   The cutoff date is listed on the Show Schedule page under SHOWS.

  

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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 NEW member to the MEMBERSHIP ROSTER who will NOT be in the show:

-Login as DM & click on Artists.
-Click Add New.
-Fill in first & last name (display name will appear on its own)
-Add your league as home league & provide their division ----YES, even if they are not participating in a show.     ****Please see NOTE above.
-Check box that says 'This artist has no email.'  
-Click Add Artist.

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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To DELETE an artist who is NO LONGER a MEMBER:

If the member is deceased, please do the following:
-Login as DM & click on Artists.
-Search for by last name by adding the person's last name in the blank field & click Search.
-Click on the correct artist.
-Click Delete Artist, then OK.

If the member is changing to a different league or otherwise has artwork listed:
Contact LSAG's 2nd VP of Shows/ Database or the Database Assistant. 
You should NEVER delete an artist who has artwork listed.  

To use the database to your advantage for your show:

One of the reasons for the updated online database is to assist leagues in conducting shows in a less time consuming / less cumbersome way.  Show Chairs or Database Managers can get a panel estimate and have access to a number of things to print out instead of doing things by hand.  This takes much of the time and tasks out of the planning and preparing for a show.  If you need assistance in learning how to use the database to your league's advantage, please contact the  current 2nd VP of Shows/ Database at  lsagvpshows@gmail.com. 

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