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Membership Records Worksheet
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How to Enter a Death
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, address, the divorce date, and if the last name will be changing, what the new last name will be. If you are missing information do not add the divorce information into Shelby until all required information is received. The place (city/state) of the divorce is not required to enter a marriage, but can be added if known.
   

 

Death of a spouse where both are members

Spouse That Dies is Female:     (Spouse That Dies is Male)
 
1. In the Membership module, click on the “Change Criteria” button. Enter the woman’s name and click on “OK”. When her name appears, double click on it, to enter the record.
 
2. Click on the “Globafile Information” box in the lower right corner. This will take you to the GlobaFile.
 
3. Tab 4 - You will need to change the “position” of the spouse to “Head of House”. To do this, click in the box next to the word “spouse” and a drop down arrow will appear. Click on the drop down arrow and choose “Head of House”. You will then get a message saying “Since you changed this person to be the head of house, do you want to set him/her up in a new family?” Click “Yes”.
 
4. Tab 3 - Make mail status “N”.
 
5. Click “Finished”. This will take you back to the Membership module.
 
6. Tab 7 – Click the “Add New” button at the bottom left corner of the screen. At the top is a small box that will say “Description” and will have “Baby Blessing” already entered. Use the drop down arrow to choose “Death”. Enter the following information in the spaces provided:
  • Effective Date: Date of Death
  • Location: City, State where the person died. (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. Use the name, not the four-digit number.)
7. Click “OK” to exit the screen and “OK” again to exit the record.
 
8. Enter the record again and you should be in the Membership Module.
 
9. Tab 2 – Should read:
  • Module: Member
  • Record Status: Deleted (This should change automatically)
  • Relationship: Deceased.

NOTE: If deceased person has made contributions, the Record Status will change to “I” for inactive instead of deceased.
 
10. Click “OK” to save the information and exit the record.
 
11. In the Membership module, click on the “Change Criteria” button. Enter the husband’s name and click on “OK”. When his name appears, double click on it, to enter the record.
 
12. Click on the “Globafile Information” box in the lower right corner. This will take you to the GlobaFile.
 
13. Tab 3 - Change his marital status to Widowed.
 
14. Click “Finished”. This will take you to the Membership module.
 
15. Tab 7 – Double click on the marriage information for them. Enter an end date on their marriage. (This will be the date of death of the spouse).
 
16. Go to the notes section on this screen. Next to where the spouse’s name was added for the marriage type “Deceased”. If the spouse’s name is not listed there, please add it and then type, “Deceased”.
 
17. Click “OK” to exit the screen and “OK” again to save the information and exit out of the record.
 
Spouse That Dies is Male
1. In the Membership module, click on the “Change Criteria” button. Enter the woman’s name and click on “OK”. When her name appears, double click on it, to enter the record.
 
2. Click on the “Globafile Information” box in the lower right corner. This will take you to the GlobaFile.
 
3. Step 4 must be done before you change any other information or you will change the information on both the husband and wife’s record.
 
4. Tab 4 – You will need to change the “position” of the spouse to “Head of House”. To do this, click in the box next to the word “spouse” and a drop down arrow will appear. Click on the drop down arrow and choose “Head of House”. You will then get a message that says, “Since you changed this person to be the head of house, do you want to set him/her up in a new family?” Click “Yes”.
 
5. Tab 3 - Change her marital status “Widowed”.
 
6. Click “Finished”. This will take you back to the Membership module.
 
7. Tab 7 - Double click on the marriage information for them. Enter an end date on their marriage. (This will be the date of death of the spouse).
 
8. Go to the notes section on this screen. Next to where the spouse’s name was added for the marriage type “Deceased”. If the spouse’s name is not listed there, please add it and then type, “Deceased”.
 
9. Click “OK” to exit the screen and “OK” again to save the information and exit out of the record.
 
10. In the Membership module, click on the “Change Criteria” button. Enter the husband’s name and click on “OK”. When his name appears, double click on it, to enter the record.
 
11. Click on the “Globafile Information” box in the lower right corner. This will take you to the GlobaFile.
 
12. Follow steps 4-9 listed above in recording a death for a female member.
   

Death of Non-Member Spouse
1. You will first need to check to see whether or not the non-member spouse has been added to Shelby. If the name is in the system use the same steps listed above for entering a death when both are members.
 
2. If the non-member spouse has not been added to Shelby use the following steps. If a woman is the member, follow the steps listed above for “Spouse that Dies is Male”. Follow steps 1 and 2. Skip steps 3 and 4. Continue with steps 5-9. If a man is the member follow the steps above for “Spouse that Dies is Female”. Follow steps 10-16.
   

Death of a Single Person Over 18
1. In the Membership module, click on the “Change Criteria” button. Enter the name and click on “OK”. When the name appears, double click on it, to enter the record.
 
2. Click on the “Globafile Information” box in the lower right corner. This will take you to the GlobaFile.
 
3. Tab 3 - Make mail status “N”.
 
4. Click “Finished”. This will take you back to the Membership module.
 
5. Tab 7 – Click the “Add New” button at the bottom left corner of the screen. At the top is a small box that will say “Description” and will have “Baby Blessing” already entered. Use the drop down arrow to choose “Death”. Enter the following information in the spaces provided:
  • Effective Date: Date of Death
  • Location: City, State where the person died. (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. Use the name, not the four-digit number.)
6. Click “OK” to exit the screen.
 
7. Tab 2 – Should read:
  • Module: Member
  • Record Status: Deleted
  • Relationship: Deceased.

NOTE: If deceased person has made contributions, the Record Status will change to “I” for inactive instead of deceased.
 
8. Click “OK” to save the information and exit the record.
   

Death of a Child
1. In the Membership module, click on the “Change Criteria” button. Enter the name and click on “OK”. When the name appears, double click on it, to enter the record.
 
2. Click on the “Globafile Information” box in the lower right corner. This will take you to the GlobaFile.
 
3. Tab 3 - Make mail status “N”.
 
4. Tab 4 – You will need to change the “position” of the child to “Head of House” to separate it from the parents record. To do this, click in the box next to the word “child” and a drop down arrow will appear. Click on the drop down arrow and choose “Head of House”. You will then get a message that says, “Since you changed this person to be the head of house, do you want to set him/her up in a new family?” Click “Yes”.
 
5. Click “Finished”. This will take you back to the Membership module.
 
6. Tab 7 – Click the “Add New” button at the bottom left corner of the screen. At the top is a small box that will say “Description” and will have “Baby Blessing” already entered. Use the drop down arrow to choose “Death”. Enter the following information in the spaces provided:
  • Effective Date: Date of Death
  • Location: City, State where the person died. (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. Use the name, not the four-digit number.)
7. Click “OK” to exit the screen.
 
8. Tab 2 – Should read:
  • Module: Member
  • Record Status: Deleted
  • Relationship: Deceased.

NOTE: If deceased person has made contributions, the Record Status will change to “I” for inactive instead of deceased.
 
9. Click “OK” to save the information and exit the record.