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Hints, Tips, and Reminders
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| Do Not withdraw or reinstate membership of a
person. |
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This
information should be sent to the First Presidency office and then they will
notify Membership Records. |
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| Do Not change anyone’s priesthood
status. |
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This type of change
should only be made by Membership Records. If the status change is to
inactive or to reactivate priesthood, send the request to Membership
Records. All other changes in priesthood status (Release, silence or
priesthood reinstatement) must to be sent to the First Presidency
Office, who will then notify Membership Records. |
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| Superannuations need to have apostolic
approval before they can be processed. |
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Send the request to the Mission Center, who will then send it
on to the Apostle for your area. They will then notify Membership
Records, at which time we will issue a certificate that will be mailed to
the Mission Center President and the superannuation added to Shelby. |
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| When transferring someone who holds
priesthood to the Unknown |
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Let Membership Records know so that their priesthood status can be changed
to inactive. If someone has been found and transferred into a
congregation, the pastor will need to take action to make the priesthood
active. |
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| Shelby is not a genealogical database. |
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Do not connect anyone
but immediate family. (Father, mother, children under 18). Do not enter
grandparents or other family or list this information in Shelby. Refer
to the section on entering a baby blessing for where to enter parental
information. |
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| The # after a person’s name |
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This is their Shelby ID number, NOT their
baptismal number. |
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| Do Not change the record status of anyone to “Inactive”. |
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The only time this should be used is if someone has died and had
contributions tied to their record. Their record status becomes
“Inactive” instead of “Deleted”. If someone does not attend,
follow procedures regarding transfer to the general category. If records
are found with “Inactive” record status, they will be changed
back to “Active”. |
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| Just looking? Exit with Cancel |
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When looking at someone’s records and not making any changes be sure
to say Cancel and not OK when exiting the record. |
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| Do Not list the priesthood office before the
officiant's name. |
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For example, Elder Jonathan Q. Smith. It should be listed as Jonathan Q.
Smith. Also, full legal names should be entered NOT nicknames. For
example, Jon Smith. If someone uses their middle name instead of their
first list the name as J. Quincy Smith. |
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| Forgot how your congregational name is
formatted? |
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You can look on tab 8 in the GlobaFile to see how the congregational
name is formatted. |
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| When entering information in Shelby
remember . . . |
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Do not use all CAPS. |
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Do not use punctuation in the address. |
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Always include area code with phone number. |
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Check if a name is already in the database before adding
a new one. |
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Be sure all addresses have a country listed. |
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When entering a new address, always archive the old address. |
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Do not use the GlobaFile box in Life Events when entering
officiants. |
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When entering a location in the Life Events section |
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Enter the city,
followed by the two-letter state/province abbreviation for USA and
Canada. Examples: Independence, MO or Chatham, ON. If you are unable to
get the city and state, the county and state/province or just the
state/province can be entered. For areas other than USA and Canada,
include the country. Example: London, England or Chingola, Zambia. |
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| When entering an officiant or location on
the Life Events Tab |
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Please pay attention to what is typed. As you start to type, the system
will fill in the information for you. The information being filled in is
not from the database, it is from a table, which will allow any name or
spelling to be added. If it fills in the information, PLEASE VERIFY
it before going on. If it fills in the name or location and you find
that it is incorrect, please type it in correctly. This includes adding
punctuation in a name or location, middle initials or changing incorrect
spellings. |
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| When an address is undeliverable |
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Enter a “U” in the mail status,
but leave the undeliverable address on the main/home address line. Even
though it is not a good address we want it left there for reference.
Only archive it if a new address is found. |
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| When adding, removing, or changing the mail status (Tab 3, GlobaFile) |
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Be sure to adjust the mail status for each member in the family. It is not
automatically changed on other family members. |
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| Check mail status on the #3 Demographics Tab in the GlobaFile.
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If
address is valid leave mail status blank. If address is undeliverable
mail status should be “U”. If someone does not want to receive mail
status should be “N”. A “G” means the person is on the General. if you
transfer the person to a congregation the “G” should be removed. The
notes section of the demographics screen (Tab 3) can be used to enter
information regarding returned mail or no mail requested. In the first
line of the notes section on Tab 3, enter the date and a brief note. For
example “mail returned”, “forwarding order expired” or “no mail
requested”. |
