How to Enter a Baptism and Confirmation |
| Enter a Child or
Spouse |
Enter a Single Adult
|
Before you begin
entering the information into Shelby, edit the report. This means
checking the report for required information. Required information
includes: Full name (first/middle/last), birth date, parents name (when
entering a child), address, full name of officiants, date and place of
baptism and confirmation. Optional information includes birthplace and
parent information if entering an adult. If you are missing information
do not add baptismal information to Shelby.
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To enter a Child or Spouse
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| 1. |
A child must be 8 years old
before being baptized. The system will not let you enter the baptism if
they are not yet 8, even it only by a few days. Before you begin to
enter a baptism, first check to see if the child/spouse has already been
entered as a friend or miscellaneous name. If not, you are ready to
enter. If yes, you will use that record to enter the baptism. After
verifying that the child/spouse is connected to a parent/spouse, you can
skip to step 8. If they are not in Shelby, go to step 2.
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| 2. |
If either of the parents/spouse
is a member, pull-up the Head of House parent/spouse name. If entering a
child and both parents are nonmembers, at least one parent will need to
be added to Shelby as a “friend” so that the child can be attached to
them. (Refer to section on “How to Enter a Non-Member Parent” for
additional information.)
|
| 3. |
After you have pulled up the
Head of House parent/spouse name, highlight the name by clicking on it
once. Go to the tool bar and click the “New” tab. (It’s the first item
on the toolbar and looks like a white sheet of paper.) |
 |
| 4. |
You will get a message that
says, “ Is this new person to be added to the family of…” If yes click
“Yes”, if no click “No”.
|
| 5. |
You will now have a
screen that says GlobaFile Information Criteria. Click “OK”. (Don’t add
anything to this tab, just the last name will be there and that is how
it should be for now.)
|
| 6. |
Next will be a screen that says
“GlobaFile Information -(Pick a name)”. Do not pick a name or change
anything on this screen, just click “Add” at the bottom middle of the
screen.
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| 7. |
This will bring you into the
GlobaFile where you add the first and middle name; the last name should
already be in the last name field. If the last name is different
(Stepchild, Foster-child) change the last name to what it should be. If
the name is Mc or Mac do not put a space between. EXAMPLE: McDonald not
Mc Donald.
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| 8. |
Tab 1 - The address
should be entered. Verify that it is correct.
|
 |
| 9. |
Tab 2 - The phone number
should be entered. Verify that it is correct.
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| 10. |
Tab 3 - Add the
child’s/spouse’s birth date, gender and marital status. Change the
salutation if needed. (For example if the child’s name is William, but
goes by Bill you would enter William in the First Name field and Bill in
the salutation.)
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| 11. |
Tab 4 – If entering a
child, make sure relationship says child. (If only one parent is listed,
the system will automatically put each added entry in as a spouse.) If
child/spouse has different last name, check the box “Spouse or child
with different last name”.
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| 12. |
Tab 5 – This tab
is not used for this type of entry. Tabs 6 and 7 are not used at
this time.
|
| 13. |
Tab 8 - If this is
a new entry and not connected to someone already in the system you will
need to add the last four digits of the congregation they are attending.
If this is a new entry and they are connected to someone, this should
already be filled in.
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| 14. |
Click “Finished”. This will
take you to the Individual Information area in the Membership Module.
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| 15. |
Tab 1 – This
screen shows some of the information that you have already entered, such
as the address, phone number, and the DOB. The information on this
screen cannot be changed here. You must go back to the GlobaFile to make
any changes or corrections.
|
 |
| 16. |
Tab 2 – This screen will
be completed during a later step.
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| 17. |
Tab 3 - This screen is
not used at this time.
|
| 18. |
Tab 4 – This
screen shows the relationship information if they are connected to a
parent or spouse. The information on this screen cannot be changed here.
You must go back to the GlobaFile to make any changes or corrections.
|
| 19. |
Tab 5 – This screen is
not used at this time.
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| 20. |
Tab 6 – On already
existing records, this screen may contain information that was converted
from our old system into Shelby.
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| 21. |
Tab 7 - Click the “Add
new” button at the bottom left of the screen. This will bring up the
data entry screen to enter life events. At the top is small box that
will say “Description” and will have “Baby Blessing” already filled in.
Use the drop down box to change this to “Baptism” and add the following
information:
- Effective Date: Date of Baptism
- Officiant: Enter the full name (First, Middle Initial, Last)
Note: Make sure the officiant holds the proper Priesthood office.
If an officiant from outside of your area has officiated, you can
call Membership Records to verify the Priesthood office held by the
minister.
- Location: City, State where the baptism took place. (Use the two
digit state abbreviation, for example, Independence, MO)
- Congregation Enrolled: Enter the official name of the
congregation. (You can use Tab 8 in the GlobaFile to see the
official name of the congregation. Use the name not the four digit
number.)
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| 22. |
If this is this person has a
baby blessing entered, the following information should be entered in
the notes section of the blessing, not the baptism. If there is no Baby
Blessing entered, add the information in the “Notes” section at the
bottom enter the information in the following format:
- Birthplace: City, Two Digit State Abbreviation
- Father: Full Name
- Mother: Full Name (Maiden Name)
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| 23. |
Click “OK” to exit out of this
screen and “OK” again to save the information that has been entered and
exit the record.
|
| 24. |
Double click on the name
that you just added. Go to Tab 7. Follow the instructions in step 21,
except click on the drop down arrow and choose confirmation. Add the
following information:
- Effective Date: Date of Confirmation
- Officiant: Enter the full name (First, Middle Initial, Last)
Note: Make sure the officiant holds the proper Priesthood office.
If an officiant from outside of your area has officiated, you can
call Membership Records to verify the Priesthood office held by that
person.
- Location: City, State where the baptism took place. (Use the two
digit state abbreviation, for example, Independence, MO)
- Congregation Enrolled: Enter the official name of the
congregation. (You can use Tab 8 in the GlobaFile to see the
official name of the congregation. Use the name not the four digit
number.)
|
| 25. |
Click “OK” to exit out of this
screen and “OK” again to save the information that has been entered and
exit the record.
|
| 26. |
Double click on the name to go
back into the records.
|
| 27. |
Tab 2 - Should say:
- Module: Member
- Record Status: Active
- Relationship: Active
- How Received: Baptism
- Date Received: Date of Confirmation
The baptismal number will be added from Headquarters.
Click “OK” to save the entered information and exit the record. |
 |
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|
To Enter a Baptism for a Single Adult
|
To enter a single
adult you follow the same procedure as for a child/spouse with a few
differences. Follow the instructions on how to enter a baptism for a
child/spouse with the following changes:
|
| 1. |
The same as Step 1
(see above on entering a child/spouse)
|
| 2. |
Skip step 2.
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| 3. |
Replace step 3 with
the following: Go to the tool bar and click the “New” tab. (It’s the
first item on the toolbar and looks like a white sheet of paper.)
|
| 4. |
You may get a
message that says, “Is this new person to be added to the family of…?”
Choose “No.”
|
| 5. |
The same as Step 5
(see above on entering a child/spouse).
|
| 6. |
The same as Step 6
(see above on entering a child/spouse).
|
| 7. |
This will bring you
into the GlobaFile. This is where you will add the first and middle name
in the first name field and the last name in the last name field. If the
name is Mc or Mac do not put a space between. EXAMPLE: McDonald not Mc
Donald.
|
| 8. |
Tab 1 –
Enter the address. (Please refer to the section on entering addresses
for additional information.)
|
| 9. |
Tab 2 –
Enter the phone number. Please refer to the section on entering phone
numbers for additional information.)
|
| 10. |
Tab 3 - Add
the birth date, gender and marital status. Change the salutation if
needed. (For example if their name is William, but goes by Bill you
would enter William in the First Name field and Bill in the salutation.)
|
| 11. |
Tab 4 –
There will be no data entry on this screen as this is for a single
adult.
|
| 12. |
Tab 5 - This
tab is not used for this type of entry. Tabs 6 and 7 are not used
at this time.
|
| 13. |
Tab 8 - Add
the last four digits of the congregation they are attending.
|
| 14. |
Click “Finished”.
This will take you to the Individual Information area in the Membership
Module. Steps 15 through 26 should now be completed as listed in the
section on “How to Enter Baptismal Information
For a Child or Spouse”. These steps must be followed to
complete the entry. |
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