Dear District Governors,
Greetings from RI South Asia office
As most of you know that Rotary clubs in districts in Zones 4, 5 & 6 hold the credit of sponsoring significant count of Club Sponsored Organizations (CSO) viz. Rotaract, Interact and RCC as compared to any other district in the Rotary world. Each CSO adds to the strength of their respective sponsoring Rotary club by initiating projects and building leaders for the future, hence, they are also known as ‘Partners in Service’.
Some of the Rotaract / Interact club members have even joined Rotary clubs and became active Rotarians in the recent past. The combined efforts of these CSO’s adds significant strength to Rotary International as a whole.
As per recent report generated through the membership records it has been found that most of the Rotaract clubs in this region have not updated information of their club leadership (President) for last several years and hence seems to be either non-functional or they are not aware of (semi-annually) reporting club leadership to Rotary International.
The reporting of club officers of a Rotaract club can be done online using Member Access Portal (MAP) available through RI website www.rotary.org. I am attaching ‘step by step instructions’ of registering and then updating the information online using MAP:
You are requested to share this information with all the Rotary clubs and Rotaract clubs in your respective districts so as the Rotaract club officers are routinely updated (twice every year).
Alternatively, following link can also be used by Rotaract and Interact clubs to update information about their current leadership:
For Rotaract Clubs:
For Interact Clubs:
In absence of related information, the Rotaract / Interact clubs will be considered as ‘Non-Functional’ and can be suspended / terminated by the concerned department at RI World Headquarters.
This communication is also being shared with district governors-elect for information and request to follow-up on the missing information and let the Rotary clubs once again know during Rotary year 2013-14 about this compliance.
We thank you for your continued support to Rotary International.
With regards
AJAY GOYALThis communication and any files or attachments transmitted with it may contain information that is confidential, privileged and exempt from disclosure under applicable law. It is intended solely for the limited use of the individual or the entity to which it is addressed. You are hereby notified that any use, dissemination, or copying of this communication is strictly prohibited. Thank you for your cooperation.
P Please consider your environmental responsibility before printing this e-mail
For
Rotaract club presidents:
If you are already registered with Member Access, log in
via the Rotary Website here: http://www.rotary.org/en/selfservice/Pages/login.aspx
For first time users:
In order to create an account with Member Access, you must
provide your e-mail address to Rotary International by completing the Rotaract
update form here:
This is
also valid for new Rotaract clubs.
(Please wait at least 72 hours before
attempting to log in again).
Here you can add, view, edit and
terminate Rotaractors.
Note:
The
first time you login, you may find a number of Rotaractors and/or Rotaract
Advisers listed who are no longer active. You should confer with your club’s
membership records to determine their membership dates and terminate those individuals
accordingly.
How
to Add a Rotaractor
1. Once logged‐in, click on Update Membership Data
2. Click on Add new Rotaractors
3.
Enter all required fields
(marked with a red asterisk) as well as all other fields for which you have Information
4. Click Submit
5.
Repeat this process for
each Rotaractor in your club
How
to Edit a Rotaractor
1.
Click on Edit Contact
Info next to the name of the Rotaractor you would like to edit
2.
Scroll through the options
(address, phone, fax, email, website, and language) until you find the field
you need to edit
3.
Update relevant fields,
and click “Save Changes”
How
to Terminate a Rotaractor
1.
Click on Edit/Terminate next to the name of the Rotaractor
you would like to terminate
2. Select the effective date for the field Terminate as of:
3.
Select a termination
reason from the required Termination reason drop‐down menu
4.
Click the Terminate button
Important: The RI Board requires you to confirm every six months that the
contact information of Rotaractors is up to date by clicking on Confirm Contact Information under Update Membership Data.
Here
you can record your meeting details, view/edit mailing address, and add the
incoming Rotaract club president.
How
to edit Meeting Details
1.
Click on Edit under
the Meeting Details Section
2.
Enter all required fields
(marked with a red asterisk) as well as all other fields for which you have
information
3. Click Submit Changes
How
to view/edit your club’s Permanent Mailing Address
1.
Click on View/Edit under
the Club’s Permanent Mailing Address and Contact Information section
2.
Scroll through the options
(address, phone, fax, email, and website) until you find the field you need to
add or edit
3.
3. Update relevant fields,
and click “Save Changes”
How
to add Incoming Officers
1.
Click on Add Incoming
Officer under the Incoming Officer section. You will be directed to a
three‐step process
2.
(Step 1 of 3) Click on the
Add button next to the name of the incoming officer
3. (Step 2 of 3) Click on Add Incoming Officer
4. (Step 3 of 3) Ensure the start date and end date for the next
Rotary year are correct, and click Submit
Here
you can contribute to The Rotary Foundation using a credit card.
For
sponsoring Rotary club presidents:
Log
into Member Access via the Rotary Website here: http://www.rotary.org/en/selfservice/Pages/login.aspx
In your capacity as a
president of a Rotary club that sponsors a Rotaract club, you, your club
secretary, and executive secretary will have access to Rotaract membership
reports.
1.
Click
on 
2.
Scroll
to the end of the page
3.
Click on Download All Rotaractors or Download All Rotaract Club Officer
Information
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