IMS RA Registration User Guide · PDF fileIMS RA Registration User Guide Last Updated: 3/12/2014 | Page 5 of 48 To access the RA Registration subsystem, click on RA REG on the IMS

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IMS

RA Registration

User Guide

Financial & Membership Services

Membership Management Services

Version 032014

IMS RA Registration User Guide

Last Updated: 3/12/2014 | Page 2 of 48

TABLE OF CONTENTS

Overview ........................................................................................................................................................................ 4

Security & Access ....................................................................................................................................................... 4

Statistics on Landing Page ......................................................................................................................................... 6

Message Area ............................................................................................................................................................ 7

Affiliates ......................................................................................................................................................................... 8

Affiliates Search ......................................................................................................................................................... 8

Affiliate Profile ......................................................................................................................................................... 10

Modify An Affiliate ............................................................................................................................................... 14

Lock a Unit ............................................................................................................................................................... 14

Lock Multiple Units .............................................................................................................................................. 15

Manage Delegates/Successors ................................................................................................................................ 16

Affiliates Notes ........................................................................................................................................................ 19

Cluster Profile .......................................................................................................................................................... 21

Add a New Cluster ............................................................................................................................................... 23

Manage Delegates/Successors for Cluster .......................................................................................................... 25

Notes for Cluster .................................................................................................................................................. 25

Delete A Cluster ................................................................................................................................................... 25

Affiliates Task Menu ................................................................................................................................................ 26

Quick Search ........................................................................................................................................................ 27

Print Profile .......................................................................................................................................................... 27

View Audit Info .................................................................................................................................................... 27

Add New Delegate ............................................................................................................................................... 28

Maintain Charter ................................................................................................................................................. 28

Maintain Affiliate ................................................................................................................................................. 29

Back to Search ..................................................................................................................................................... 29

Delegates ..................................................................................................................................................................... 30

Delegate Search ....................................................................................................................................................... 30

Search Results ...................................................................................................................................................... 32



Delegate Information .............................................................................................................................................. 33

Tasks ........................................................................................................................................................................ 38

Quick Search ........................................................................................................................................................ 38

Back to Search ..................................................................................................................................................... 38

Print Profile .......................................................................................................................................................... 38

View Audit Info .................................................................................................................................................... 39

Add New Delegate ............................................................................................................................................... 39

RA Affiliate Profile ................................................................................................................................................ 39

Individual Profile .................................................................................................................................................. 39

Add a New Delegate ................................................................................................................................................ 40

Search for Individual ............................................................................................................................................ 43

Membership Verification ..................................................................................................................................... 44

Adding a Delegate to a Category 2 Cluster .......................................................................................................... 45

Delete a Delegate/Successor Record ....................................................................................................................... 45

Rollover ........................................................................................................................................................................ 46



OVERVIEW

The IMS Representative Assembly Registration (RA-Reg) subsystem provides 1) delegate allocation figures for

every NEA state and local affiliate, 2) information on all NEA chartered affiliates such as President Contact

information, and 3) RA-Reg is used to record delegates and successors to the NEA Representative Assembly (RA)

each year.

Current year delegates and successors information can be added, updated, and reviewed. Users can also change a

member from successor status to delegate status and vice versa after they’ve reported their official delegate

election results. The “Rollover” process allows authorized users to view a list of the prior year RA delegates, select

those who are returning for the upcoming RA, and rollover their profile data to the current year. Users with access

to the Membership, Reporting, and Analytics (MRA) reports can produce various RA reports. NEA local affiliate

charter data can be viewed by all users but is maintained by NEA.

The RA Registration is integrated with IMS Affiliates, Individuals, Role Assignments, and Security. Therefore, much

of the information displayed in RA-Reg comes from data entered in the other IMS subsystems. Authorized users

can update an individual’s address, phone, or email address in RA-Reg which also updates the data in the IMS

Individuals subsystem upon confirmation.

At the end of the NEA RA each year, a snapshot is taken of all the delegate and successor records, state and local

Presidents, and affiliate data to include allocation figures. This historical data, dated back to 1998 is available for

review at any time. At the same time the historical data is saved, RA-Reg Current Year is incremented by one year.

For example, on July 10, 2013 all the data for the July 2013 RA is saved and the RA-Reg “Current Year” becomes

2014.

SECURITY & ACCESS

There are six RA-Reg security access levels:

Description

Level 1 – NEA Administration User

Complete add/update/delete capability for the Delegates, Affiliates, and

Administration modules.

Level 2 – NEA Update User In addition to a level 3, the users have general maintenance and add/delete

capability in the three modules with the exception of the unit allocation fields,

the Credentials, and VIP fields on the Delegate Profile page.

Level 3 – SEA Advanced Add User

In addition to a level 4, the user can add and delete cluster units, and can

update the RA Only Email address field for a unit.

Level 4 – SEA/UniServ/LEA Add Ability User

In addition to a level 5, the user can rollover prior year delegates to current

year, can add and delete a Delegate/Successor record and can lock a unit in

Affiliates.

Level 5 – SEA/UniServ/LEA Update & Manage User

In addition to a level 6, the user can 1) update a Delegate’s address, phone

number, email address, 2) restrict email, 3) update the Green, Association Rep

and NBCT fields, 4) update ethnicity, 5) add a note, and 6) swap delegates and

successors.

Level 6 - NEA/SEA/UniServ/LEA Inquiry Only User

View only access to the Affiliate and Delegate profile pages. No access allowed

to the administrative tasks of Rollover.



To access the RA Registration subsystem, click on RA REG on the IMS Welcome page.

If the primary IMS subsystem you use is RA-Reg, you may select RA-Reg from the Quick Launch list on the IMS

Login page. So each time you login into IMS, you will be taken directly to the RA-Reg subsystem.

Once logged in, you will be brought to the RA-Reg landing page below:

There are five modules as described below:

: Information about state and local affiliates, student units, retired units, clusters,

and ex-officio units. A unit is an organization in RA-Reg that represents a state or local affiliate, student,

retired, cluster, or ex-officio unit. Allocation figures and NEA Charter information is displayed for each

unit, where applicable. This module also allows Delegates and Successors to be swapped.



: Delegate and Successor profiles within a unit can be accessed and added in this

module.

: RA Reports from MRA can be accessed here, however, login information is

required.

: A function to select delegates named in the previous year RA and copy forward (or

rollover) the profile data to the current RA year.

: Used at the RA to record a delegates attendance (future development).

There is a Feedback link at the top of every page. When you have a question on using the subsystem that you

cannot find an answers to in this User Guide, click . This will initiate an email to NEA with your

specific question and the subsystem page you are on.

STATISTICS ON LANDING PAGE

The real-time statistics shown on the landing page are based on the security permissions associated with your login

ID. State users will see the total figures for their state; clicking the Details link provides a delegate allocation report

for all units within your state affiliate. NEA users will see statistics nationwide; clicking the Details link provides a

delegate allocation report for all state affiliates.



MESSAGE AREA

Current messages and reminders are displayed. Click the “More” link to see the complete message.



AFFILIATES

NEA affiliated state and local association information is displayed within the Affiliates module. Much of the data is

populated from the corresponding SEA or LEA in the IMS Affiliates subsystem. Each January, after NEA runs the

Delegate Allocation program, numbers on membership and number of delegates allowed can be viewed. In

addition, the user can display information for Student, Retired, Ex-Officio, and Cluster units.

The types of organizations found in RA-Reg Affiliates:

State: a state affiliate of the NEA.

Local: a local affiliate of the NEA.

Student: a unit that provides information about NEA student members in the state affiliate.

Retired: a unit that provides information about NEA retired members in the state affiliate.

Ex-Officio: a unit specific to RA-Reg that provides information about the State President and NEA Board

Members.

Cluster: a group of two or more locals (each having 75 or fewer members) that temporarily join

membership for the purpose of obtaining enough members to qualify for a delegate.

After NEA has approved a new local affiliation request, NEA staff will add the charter information to the local

record in IMS Affiliates. This includes the chartered name, local type (Local Affiliate), affiliation date, status, and

corresponding unit number for RA-Reg. Once this has been completed, the affiliate is available for use in RA-Reg.

Affiliate records dated back to 1998 are available for view. The data displayed is a snapshot of the data as of July

each year. A few of the current data fields were either not in existence before 2013 or the values have changed in

2013. Therefore a few fields for prior years will have different values from Current Year.

Click from the RA-Reg landing page to access the Affiliates module.

TIP: You can open two tabs in your browser - one with the Affiliates module and one with the Delegates module,

to enable you to easily switch back-and-forth. Hold down the Ctrl key and click with you left mouse button on the

RA-Reg tab.

AFFILIATES SEARCH

In order to view an affiliate record, you must first enter search criteria. Search criteria include unit ID, a full or

partial affiliate name, organization type, lock status, organization ID or user ID, and RA-Reg affiliate status.



Description

Year* RA Year for the search criteria. The default is Current Year. A prior year can be selected from

the list.

State* SEA Users: Pre-populated State Affiliate associated with user login.

NEA Users: select a state affiliate from the drop down.

Lock Status Optionally select whether the search criteria should return locked, un-locked affiliates, or

both. The default is “Both”. Refer to the “Lock A Unit” section for more information.

Unit Optionally, enter the 4-digit Unit ID of the organization. Leading zeroes can be omitted. Unit

ID is a RA-Reg identifier and can be found in the Maintain Charter screen within the Affiliates

subsystem.

Affiliate Name Optionally, enter a partial or full organization name. The wild card (%) is optional. Refer to the

Individuals user guide for more information on how to use the wild card (%) feature. If you

enter a full name, be sure it matches the affiliate’s name in the database.

RA Organization

Type (RA Org

Type)

Optionally, select the RA Organization type from the list: Local, State, Cluster, Retired,

Student, or Ex-Officio.

Organization ID

(Org ID)

Optionally, enter the ten-digits internal organization ID of the SEA or LEA. Leading zeroes are

not required. Not applicable for Student, Retired, Ex-Officio, or Cluster organizations. The Org

ID can be found in the corresponding affiliate profile within the Affiliates subsystem.

Organization User

ID (Org User ID)

Optionally, enter the LEA User ID for the local. Not applicable for Student, Retired, Ex-Officio,

or Cluster organizations. The User Org ID can be found in the corresponding affiliate profile

within the Affiliates subsystem.

Status Optionally, select the status of the organization from the list. The default is Effective. Other

options are Hold, Inactive, Pending, and Ended.

When ‘Reset’ is clicked, the search criteria will clear-out.

When ‘New Cluster’ is clicked, the New Cluster Profile page opens to add a new cluster. Refer

to the Add a Cluster section for more information.

Initiates the search function to return results that meet the search criteria.

*Indicates a required field.

In addition to the required State and Year fields, at least one other criterion should be entered.

Unit ID or Org ID are the best methods to search for one specific unit.

A partial name and RA Org Type is used if you do not know the unit number.

The Org User ID can be used if you know it (found in the IMS Affiliates Subsystem).



Selecting only a RA Org Type, like Cluster, will retrieve a list of all clusters in the state.

Enter your criteria then click .

The results list displays a table with column headers Unit Number, Org ID, Org User ID, Affiliate Name, RA Org

Type, Status, Lock, and State. Click on a column header to sort the results in ascending or descending sequence by

that header.

If you retrieved 100 or more records, the system defaults to displaying the first 100 on the first page. Use the down

arrow to display up to 300 records per page. Use the “Prev” or “Next” buttons to go forward and backward

through the list.

Double-click anywhere in the row in order to select an organization.

AFFILIATE PROFILE

The Affiliate Profile displays 1) SEA or LEA organization data that is obtained from the IMS Affiliates database, 2)

State or Local president data which is obtained from the Role Assignment database, and 3) Delegates and

Successors allowed and named for the unit. The profile will look similar for State, Local, Student, Retired, and Ex-

Officio units. The Cluster profile page is different and is explained in the Cluster Profile section. The tabs across the

top of the page are Affiliate Information, Manage Delegates/Successors, and Notes.

All of the data displayed on the Affiliate Information page is view-only, except for the “RA Only Email” field.

The Delegate Allocation process is typically run the last week in January in the current RA year which populates the

number of members and the number Delegates Allowed broken out by Category 1 and 2 displayed at the bottom

of the Affiliates profile page. The figures are based on allocation formulas per the NEA Bylaws.

Prior year profiles may be viewed but not updated.

The task panel on the left allows users to search for another unit, print the profile, view audit information (who

last updated the record and when), add a new delegate, view the charter and affiliate profile within the Affiliates



subsystem, or go back to the Search page. The Affiliation Charter information for local affiliates only can be viewed

by all users but is maintained only by NEA staff.

The Affiliate Information tab has three data sources. The data in the left column is populated from the Affiliates

Charter. The right column is populated from the President’s Role assignment. The figures at the bottom are

populated from the Allocation process.

Description

RA Year The corresponding RA year for the data displayed on the page. The RA Year is

approximately July 15 through July 14. This will be the year entered in the Search page.

Unit A four-digit RA Reg identifier. This is NEA user-assigned and must be unique within a SEA.

SEA unit: 0000, Student unit: 8100, Retired Unit: 8500, Ex-Officio unit: 9000 Range for LEA’s with Active memberships: 0001-6999 Range for Clusters: 7001 - 7999

Affiliate Name Name of the organization. Populated from the Organization Name field in the IMS Affiliates

subsystem.

Organization ID

(Org ID)

The ten-digit system generated internal identifier for the organization populated from the

IMS Affiliates subsystem data. This is applicable for SEA and LEA units only.

Organization User

ID (Org User ID)

The state user-assigned ID for the organization, populated from the IMS Affiliates

subsystem data. This is applicable for SEA and LEA units only.

RA Organization Identifies the type of organization for RA purposes: State, Local, Student, Retired, Ex-



Type (RA Org Type) Officio, or Cluster.

Report Name The name of the organization when generating a report or printing. The report name may

be the same or a shortened version of the affiliate name. This is populated from the Report

Name field in the IMS Affiliates subsystem.

Status Populated from the Status field in the Maintain Charter screen from the Affiliates

subsystem. Some of the statuses refer to the organization itself and/or the status of the

charter.

Effective: the charter and an organization status are in good standing.

Hold: this status is set per the Credentials Committee or NEA Governance & Policy Support

because the local has not followed election regulations, not paid required dues or other

issues. This status pertains to the organization.

Inactive: the local currently has no members and if no members for the prior consecutive

three years, the affiliate will not be rolled over to the new RA year. This status pertains to

the organization.

Ended: the charter has been ended with an End Date and End Reason. This status pertains

to the charter.

Pending: Reflects a new local waiting on approval of the NEA Affiliation request. This status

pertains to the charter.

Application Date The date the original NEA affiliation application was received at NEA Headquarters. The

application arrival data is stamped on each application. (May be blank for locals that

affiliated before record-keeping became standardized).

Charter Date The date the charter of affiliation was granted by NEA.

Status Date The date the current status was entered or updated.

Charter Name The official name of the State or Local organization as entered in the Affiliation subsystem

which is derived from the Charter Name field.

Composition The types of members in the local affiliate.

Level The level at which the members are employed in the local.

Mailing Default is “Yes” to be included in the RA related mailings. “No” indicates do not include in

mailings.

Presidents Name

(FN, MN)

The first and middle initial of the president.

For local affiliates, the local president is displayed, populated from the role assignment in

the IMS Affiliates organization.

For State, Student, and Retired units, the president of the State affiliate will display.

For Ex-Officio units, “The President” will display as first and last name.

Last Name The last name of the president.



Address #1 Address line 1 data for the president. For Ex-Officio units, Address #1 is blank.

Address #2 Address line 2 data for the president. For Ex-Officio units, Address #2 is blank.

City The city of the address data.

State The state abbreviation of the address data.

Zip The zip code of the address data.

Phone The telephone number of the president.

Email The email address of the president.

RA Only Email An optional preferred email address the president wishes to use for all NEA RA-related

correspondence.

Allocation Delegate Allocation information will be at the bottom of every organization profile page.

Numbers will be initiated each year in late January, based on membership as of January

15th

.

# Members The total number of NEA active members as of January 15th

for the selected year.

# Cat 1 Allowed The total number of Category 1 delegates allocated to the organization. Category 1 includes

NEA Active (annual) members who are not supervisors and NEA Active Life members who

are not supervisors, retired, or staff.

# Cat 2 Allowed The total number of Category 2 delegates allocated to the organization. Category 2 includes NEA Active members who are administrators, supervisors, and NEA retired Life (NEA Active Life) members, and NEA Active members for life who are past presidents of the Association.

Total # of Delg

Allowed

The total number of delegates allocated to the organization. This number is the sum of Cat

1 and Cat 2 delegates allowed.

# Cat 1 Named The total number of Category 1 delegates that have been entered into RA-Reg. The number

is updated as delegate data is added or removed/changed to successor status.

# Cat 2 Named The number of Category 2 delegates that have been entered into RA-Reg. The number is

updated as delegate data is added or removed/changed to successor status.

# Succ Named The number of successors that have been entered into the subsystem. The number is

updated as successor data is added or removed/changed to delegate status.

If checked, no additional additions or deletions of Delegates or Successors can be made to

the unit. This indicator is set by a NEA or SEA user with the appropriate access.

When clicked, a grid/table pops-up displaying the individuals entered for the unit as

Delegates or Successors. This enables the user to quickly review what has been entered so

far. This grid can be exported to MS Excel.

When clicked, resets the page to the original display.

When clicked, data is saved to the database.



Click the Refresh button to refresh the allocation counts and delegates named information

displayed on the delegate profile. This is helpful after you have added/switched

delegates/successors and need to see current counts without having to re-query for the

unit on the search page.

M O D I F Y A N A F F I L I A T E

Only security levels 1 – 3 may enter or update an email address to be used only for RA purposes in the “RA Only

Email” field. This can be found on the affiliate profile page.

Click to save your updates.

LOCK A UNIT

The purpose for locking a unit is to capture the original election results in IMS. Once a unit is locked, the system

will prevent additional delegates or successors being added to the unit. When all the delegates and successors

have been entered for a unit, select the indicator on the units’ Profile page. Only users with Security

level 1 through 4 may lock a unit. However, the “Manage Delegate/Successor” tab allows you to change a

delegate’s status from Delegate to Successor and vice versa after the unit has been locked.

In order to generate and print the Official Delegate Election Form Report, users must access the RAAL0600 from

MRA at http://reports.nea.org, get each page signed by the affiliate president, and forward to NEA at

[email protected].

http://reports.nea.org/

mailto:[email protected]



L O C K M U L T I P L E U N I T S

You may lock multiple units at the same time from the Affiliate Search Results list.

1. Search for all the local units, or a few by letter of the alphabet or any other search criteria.

2. Click the icon. A column with checkboxes for selecting units to be locked will appear in the

left column. Units already in a Lock status will be highlighted in red.



3. Check the box next to the unit(s) to be locked.

4. Click .

5. You will see a confirmation message. Click OK.

6. The units selected will be locked. The page refreshes to remove the checkbox column and the units that

have been locked will appear in red within the search results grid.

Note: If you have inadvertently locked a unit, please contact a NEA RA MMS contact to unlock it for you.

MANAGE DELEGATES/SUCCESSORS

This function allows a user to view and manage a list of a unit’s Delegates and Successors. Users may move a

record from the Successor column to the Delegate column and vice versa. Users may highlight two individuals, one

in each column, and swap them. Users may only view, not update, delegates and successors from prior years. As

delegates and successors are swapped (moved from one column to the other), the counts in the applicable Named

fields (e.g., # Cat 1 Named, # Cat 2 Named, and # Succ Named) in the Allocation area at the bottom of the page will

automatically update.

When you move individuals from one column to the other, be sure they have the same category type (i.e., both

records are Category 1 Delegates/Successors or both are Category 2). Note: the ability to manage delegates and

successors statuses, the unit must first be locked.



You can re-sort the grid in ascending or descending sequence by clicking in a column heading. If you wish to review

the profile for a delegate or a successor, double-click on the row. The Delegate Profile page will open in a new tab

within your Web browser. After reviewing/updating the profile, you may close the tab.

Description

RA Year The RA year for the data displayed on the page.

State The state abbreviation to which the affiliate belongs.

Unit The 4-digit RA-Reg identifier for the organization.

Affiliate Name The name of the organization.

President’s Name The name of the president for the organization.

Delegates A list of individual’s Names, Delegate IDs, and Category that are named as Delegates. For an

explanation of the table grid headers, see page 19.

Successors A list of individual’s Names, Delegate IDs, and Category that are named as Successors. For an

explanation of the table grid headers, see page 19.

When clicked, it will move a selected individual record from the Delegate column to the

Successor column. This changes the individual’s status from Delegate to Successor.

When clicked, it will move a selected individual record from the Successor column to the

Delegate column. This changes the individual’s status from Successor to Delegate.



When clicked, it will switch a selected Delegate and a selected Successor to the opposite

column.

Click the Refresh button to refresh the Allocation counts displayed on the page. This is helpful

after you have added/swapped delegates/successors and need to see current counts without

having to re-query for the unit on the search page.

Allows a user to print the Delegate and Successor information as it’s presented on the screen.

When clicked, a window will open along with the print dialog box.

Displays the total count of named delegates and the total count of named successors. These

totals should match the number of rows in each column.

To change an individual record from Delegate to Successor status, highlight an individual on the left side and click

the arrow pointing right. A dialog popup will appear that reads “Selected Delegate has been made as Successor”.

Click OK. The allocation “Named” counts at the bottom of the page will automatically update based on your

selection.

If the Maximum Number of Delegates Allowed has NOT been reached, you may move a Successor to the Delegate

column by highlighting an individual on the right side and clicking the arrow pointing left. A dialog popup will

appear that reads “Selected Successor has been made as Delegate”. Click OK. The allocation “Named” counts at

the bottom of the page will automatically update based on your selection.



To exchange (swap) Delegate/Successor positions for two individuals, click one individual in each column and click

the Swap button. A dialog popup will appear that reads “Selected Delegate and Successor has been swapped”.

Click OK. The allocation “Named” counts at the bottom of the page will not change. When individuals are

“swapped”, the delegate number (Delg #) changes for both individuals. The original delegate number (Orig Delg) is

stored in the Delegate profile and is shown in the Orig Delg column within the grid as a column header.

The table grid column descriptions are as follows:

Description

Delegate ID (ID) A system generated six-digit unique delegate/successor identifier that is assigned/re-assigned

per RA year. If an individual is a delegate in more than one year, he/she will have a different

Delegate ID for each year.

Name Name of delegate or successor by Last Name, First Name.

Delegate # (Delg #) Depicts the sequential order in which a user added a delegate or successor to a unit.

Rank Displays the ranking of the individual (i.e., 1, 2, 12, etc.) This data is captured from the

Delegate Profile. It is encouraged for units to use this field to capture rank order of votes

received.

Votes Displays the number of votes the individual received in an election held by the unit.

Category (Cat) Indicates the category (1 or 2) to which the unit is comprised of.

Original Delegate

(Orig Delg)

As individuals change delegate status (e.g., swapping Delegate to Successor), the original

delegate number indicates the individual’s position prior to the swap.

AFFILIATES NOTES

This tab contains a free-form text box that can be used to enter or modify notes about the unit. After entering text,

click .





CLUSTER PROFILE

A cluster is a group of locals, each having 75 or fewer members, who join together to form a cluster unit with a

combined membership of more than 75, in order to elect and send a delegate to the RA.

Clusters from the prior year do not carry over to the current year, therefore clusters must be created each year.

To view a Prior Year or Current Year cluster, select the applicable year and unit number (7001-7999) or RA Org

Type of Cluster from the Affiliate Search page.

To select a cluster, double-click on the row to view the Cluster Profile Page.



Description

Cluster Name* The name given to the cluster by the SEA. This field is editable for the current year.

RA Year The year for the data displayed on the page.

Unit* The user-assigned RA-Reg identifier for the cluster. The range is 7001-7999 and must be

unique within the State.

Category The majority of clusters are for Category 1 members. The default is “1”. Select “2” if the

cluster is composed of all Category 2 members.

Organization ID

(Org ID)

Not applicable for clusters. It will be blank and cannot be edited.

Organization User

ID (Org User ID)

Not applicable for clusters. It will be blank and cannot be edited.

Available Locals Automatically populates a list of locals in the state with 75 or fewer members that are not

already assigned to a Category 1 cluster. Note: This list of available locals cannot be

assigned to a Category 2 cluster. See Add a New Cluster section for more information.

Locals in Cluster The list of assigned locals in the cluster. Note: This list only pertains to a Category 1 cluster.

See Add a New Cluster section for more information.

On the left side, it displays the total number of available locals in the state with 75 or fewer

members that are not already assigned to a Category 1 cluster. On the right side, it displays

the total number of locals that have been assigned to the Category 1 cluster displayed on

the screen. These totals should match the number of rows in each column.




A D D A N E W C L U S T E R

Clusters can be added by clicking from the Affiliate Search page. A blank Cluster Profile Page is

displayed.

TO CREATE A NEW CATEGORY 1 CLUSTER:

1. Enter the Cluster Name. This is a required field.

2. Enter a 4-digit Cluster Unit ID into the Unit field, in the range of 7001-7999. The number must be unique

within the state. This is a required field.

3. Leave the Category default of 1.

Note: the Org ID and Org User Id will remain blank as these are not applicable to clusters.

4. Local associations with 75 or fewer members will be listed in alphabetical order in the Available Locals

table grid. Select one local at a time and click the right arrow to move it to the Locals in Cluster table grid.

The # Members field at the bottom of the page will automatically sum the number of members assigned

to the cluster.

5. Continue selecting local associations until the # Members in the cluster reaches a minimum of 76.

6. The system will automatically calculate the # Cat 1 Allowed as locals are assigned.

7. Click to save the cluster record.



TO CREATE A NEW CATEGORY 2 CLUSTER:

1. Enter the Cluster Name. This is a required field.

2. Enter a 4-digit Cluster Unit ID into the Unit field, in the range of 7001-7999. The number must be unique

within the state. This is a required field.

3. Select the Category code of “2”.

Note: the Org ID and Org User Id will remain blank as these are not applicable to clusters.

4. The assignment arrows in the middle of the page will be disabled once “2” is selected for Category. The

system does not allow locals to be automatically assigned to Category 2 clusters or calculate delegates

allowed.

5. Click to save the cluster record.

6. IMPORTANT: Provide an NEA RA Contact with the list of locals to update the Category 2 cluster record

and we will finish the process by manually entering the Number of Members (# Members) and calculate

the Number of Category 2 Delegates allowed (# Cat 2 Allowed).



M A N A G E D E L E G A T E S / S U C C E S S O R S F O R C L U S T E R

The Manage Delegate/Successor function for a cluster is identical to the function for other units. This function is

explained under the Manage Delegates/Successors section of this user guide.

N O T E S F O R C L U S T E R

The Notes function for Clusters is identical to the function for other units. This function is explained under the

Affiliate Notes section of this user guide.

D E L E T E A C L U S T E R

If you need to delete a Current Year cluster, use the Affiliate Search page to retrieve and display it in the results

grid. You can delete a cluster even if there are locals assigned and delegates assigned. The system will remove the

delegates and un-assign the locals.

Click the in the search results row of the cluster to be deleted.



A confirmation message is displayed. Click Confirm to delete the cluster.

Note: this functionality is available only to users with Level 1-3 security access.

AFFILIATES TASK MENU

Several functions are listed on the left side of the page.



Q U I C K S E A R C H

The field at the top of the task list that reads “ID Number” is used to search for another unit, without having to go

back to the Search page.

Enter the unit number and click the arrow to retrieve the next unit.

P R I N T P R O F I L E

Click the Print Profile link to produce a printer-friendly profile report page. A print dialog box will also appear for

convenience.

V I E W A U D I T I N F O

Click the View Audit Information link to view a page displaying the user ID and timestamp of whom and when the

profile was created and last updated. Click the “X” to close the popup.



Description

Created By The user ID of the person who created the record

Created Date The date and time the record was added to the database.

Updated By The user ID of the person who last updated the record.

Updated Date The date and time the record was last updated.

A D D N E W D E L E G A T E

You may add a new delegate by clicking the link. This action will take you out of the Affiliates module and into the

Delegate module. See the Add a New Delegate section in this guide for instructions.

M A I N T A I N C H A R T E R

NEA staff is responsible for maintaining NEA affiliated local association charter information. This is view only

information for all other users. You will notice that some data is missing for most locals prior to the launch of the

IMS RA-Reg subsystem in 2011. The Signatory field is blank for almost all locals. Some of this information was kept

in a paper file at NEA. From 2011 forward, as new locals become affiliated with NEA, all the data on this Charter

page will be maintained in the IMS database. The Charter data can be viewed in both RA-Reg and Affiliates

subsystems.

Description

Charter Name The official name of the State or Local organization as it was submitted on the local

application.

RA Unit The 4-digit RA-Reg identifier for the organization.

Composition The types of members in the local affiliate.

Status Populated from the Status field in the Maintain Charter screen from the Affiliates

subsystem. Some of the statuses refer to the organization itself and/or the status of the

charter.



Description

Effective: the charter and an organization status are in good standing.

Hold: this status is set per the Credentials Committee or NEA Governance & Policy

Support because the local has not followed election regulations, not paid required dues or

other issues. This status pertains to the organization.

Inactive: the local currently has no members and if no members for the prior consecutive

three years, the affiliate will not be rolled over to the new RA year. This status pertains to

the organization.

Ended: the charter has been ended with an End Date and End Reason. This status pertains

to the charter.

Pending: Reflects a new local waiting on approval of the NEA Affiliation request. This

status pertains to the charter.

Level The level at which the members are employed in the local.

Charter Date The date the charter of affiliation was granted by NEA.

Application Date The date the original NEA affiliation application was received at NEA Headquarters. The

application arrival data is stamped on each application. (May be blank for locals that

affiliated before record-keeping became standardized).

Signatory The person who signed the application for NEA affiliation. This is usually the president of

the local.

End Date The date the local ended its affiliation with NEA.

End Reason The reason for the disaffiliation.

Job Classification The types of employment positions of the members of the local.

Notes Free-form text box.

M A I N T A I N A F F I L I A T E

Clicking the Maintain Affiliate link will open (in a new Web browser tab) the unit organization landing page in the

IMS Affiliates subsystem for convenience. In order to learn more about this page, please reference the Affiliates

User Guide.

B A C K T O S E A R C H

Clicking the Back to Search link returns you to the previous Search page.



DELEGATES

The Delegates module is used to add delegate and successor records for the current RA year and review delegates

from prior years. After searching for and selecting an individual, data currently in the database is displayed on the

Delegate profile page. In general, an individual is elected once as either a State, Local, Retired, or Student delegate.

Occasionally, a person may run in multiple elections (i.e. State and Local, or twice for the State) and can be elected

in each.

Enter the delegate data in each unit for each election won.

If the election was for one state and one local, the delegate record will be “Valid” in both units.

If the individual won twice, or more, in the same unit, you will enter the delegate as many times as

elections won.

After the president certifies the election by signing the Official Delegate Election Report, all delegate

records for the same individual must be reviewed and only one record selected.

To access the Delegate module click on the RA Registration landing page.

DELEGATE SEARCH

In order to view a delegate record, you must first search for the individual.

Description

Year* RA Year for the search criteria. The default is Current Year. A prior year can be selected from

the list.

State* SEA Users: Pre-populated State Affiliate associated to your user login.


Unit Enter the 4-digit Unit ID of the organization. Any leading zeroes are not required. The Unit

Number is an RA-Reg identifier and is not part of the IMS Affiliates module.

Affiliate Name Enter a partial or full organization name. The wild card (%) is optional. Refer to the

Individuals user guide for more information on how to use the wild card (%) feature. If you

enter a full name, be sure it matches the affiliate’s name in the database.

RA Organization

Type (RA Org Type)

Select the RA Organization type from the list: Local, State, Cluster, Retired, Student, or Ex-

Officio. The default is blank to retrieve all organization types.



Delegate ID Enter the six-digit Delegate identifier for the individual (e.g., 334903).

Delegate Type Select the type of record: Delegate or Successor. The default is blank to retrieve both.

Delegate Status The default value is ‘Valid’. You may choose another status to view an alternative delegate

or successor status (i.e., Duplicate, Suspend, Other, Review, or Valid). Select blank to

retrieve all statuses.

Individual ID (Indv

ID)

Enter the ten-digit Individual ID for the individual which can be found on his/her record

within the Individuals subsystem.

SSN/SSN4 Enter the nine-digit Social Security Number or the last 4 digits of the SSN.

Alternate ID (Alt

ID)

Enter the Alternate Identifier for the individual, if applicable.

First Name Enter the full or partial first name of the individual. However if you enter a first name, the

last name search parameter must also be used.

Middle Name Enter the full or partial middle name of the individual.

Last Name Enter the full or partial last name of the individual. However if you enter a last name, the

first name search parameter must also be used.

When clicked, the entered search criterion is cleared.

When clicked, a blank delegate profile page opens for entering data for a delegate.

When clicked, the Search is initiated to the database according to the entered criteria.


Enter at least one of these search criteria to view a current year or prior year delegate or successor. You do not

need to select all of the search fields, only the fields that will give you the results you seek.

Year is a required field. The default is Current Year. Select a year from the drop-down list for Prior Year.

NEA users must select a State Affiliate.

Enter the Individual ID, nine-digit SSN, six-digit Delegate ID, or Alternate ID to retrieve one individual.

Enter the Unit Number to retrieve a list of delegates and/or successors belonging to that unit.

Enter a partial Affiliate Name and Org Type to retrieve a list of delegates. Be sure the name you enter is

the same as the affiliate name in the database.

Enter a Unit Number and first and last name to retrieve one delegate.

Enter a Unit Number and Delegate type to retrieve a list of individuals of that delegate status.

Enter a partial/full first name and full/partial last name to retrieve one delegate.



S E A R C H R E S U L T S

The results of the search criteria will be displayed in a grid with key information such as Delegate ID, Individual ID,

Delegate Name, Successor status, Unit, and Affiliate Name.

The grid provides the search results list by unit and then last name. Click on a column header to re-sort the data in

ascending or descending sequence. Double click on a row to select the individual record.

Use the feature to export the results list to MS Excel format. This is a quick way to obtain a list of

delegates for a unit.



DELEGATE INFORMATION

The Delegate Profile is where all data germane to the delegate or successor is captured and displayed. Additionally,

allocation information about the affiliate he/she represents is displayed.

Description

Key Line The individual’s Name, Individual ID, and the RA Year for which the data is displayed.

Unit The four-digit unit number of the organization.

State The state abbreviation to which the affiliate belongs.

Affiliate Name The name of the organization.

Organization ID (Org

ID)

If the unit is a SEA or LEA, the ten-digit internal organization identifier will be populated

from IMS Affiliates subsystem. Otherwise, the field will be blank.

RA Organization Type

(RA Org Type)

The type of organization of the unit.

# Category 1 Allowed

(# Cat 1 Allowed)

The total number of Category 1 delegates allocated to the organization which is based on

Active and Retired membership counts per the Bylaw.

# Category 2 Allowed The number of Category 2 delegates allocated to the organization. Category 2 includes



Description

(# Cat 2 Allowed) Administrators, Supervisors, and NEA Active Life with no SEA membership.

# Category 1 Named

(# Cat 1 Named)

The total number of Category 1 delegates that have been entered into RA-Reg. The

number is updated as delegate data is added or removed/changed to successor status.

# Category 2 Named

(# Cat 2 Named)

The total number of Category 2 delegates that have been entered into RA-Reg. The

number is updated as delegate data is added or removed/changed to successor status.

# Successor(s) Named

(# Succ Named)

The number of successors that have been entered into RA-Reg. The number is updated

as successor data is added or removed/changed to delegate status.

Delegate ID (Delg ID) A system generated six-digit unique delegate/successor identifier that is assigned/re-

assigned per RA year. If an individual is a delegate in more than one year, he/she will be

assigned a different Delegate ID each year.

Delegate Number

(Delg No.)

Assigned by the system. Delegate numbers are assigned sequentially in each unit as

delegates are entered. If the delegates are entered by the number of votes received

(highest first), then Delegate Number 1 will have received the most votes.

Successor If highlighted and checked, this indicates the individual as a Successor. If blank, the

individual is a Delegate.

Rank Displays the ranking of the individual, i.e. 1, 2, 12. This data is captured from the

Delegate Profile that will be explained later in this guide.

Votes Displays the number of votes the individual received in an election held by the unit.

Individual ID* (Indv

ID)

The ten-digit system assigned identifier for the individual. Populated from the IMS

Individual record. This field cannot be updated.

SSN The Social Security Number of the individual. Populated from the IMS Individual record.

This field cannot be updated.

Alternate ID (Alt ID) An Alternate ID for the individual. If it exits, will be populated from the IMS Individual

record. This field cannot be updated.

First Name* The first name of the individual. Populated from the IMS Individual record. This field

cannot be updated.

Middle Name (MN) The middle name of the individual. Populated from the IMS Individual record. This field

cannot be updated.

Last Name* The last name of the individual. Populated from the IMS Individual record. This field

cannot be updated.

Badge Name* The preferred name the individual wishes to be displayed on his/her RA badge.

Populated from the Label Name field in the IMS Individual record. Can be updated by the

user.

Address Type* Identifies the source of the address shown below.

If Home, Other, or Work: the data is populated from the IMS Individual record.



Description

If RA: the address exists only in the RA Registration module and is not part of

the IMS Individuals record.

Note: for Prior Years 1998-2010 the Address Type will be “RA” for all as the prior year

data was converted from an older system. The Address Type field was not a data item in

this system.

Apt/Unit Use only if the address has an apartment or unit number.

Delivery Address The street (or P.O. Box) address of the individual.

City* The city from the address of the individual.

State* The state abbreviation from the address of the individual.

Zip Code (Zip) The zip code from the address of the individual.

Validate If clicked, the system will validate the entered address.

Phone (Type &

Number)

Identifies the source of the phone number shown below.

If Home, Other, or Work: the data is populated from the IMS Individual record.

If RA: the phone exists only in the RA Registration module and is not part of the

IMS Individuals record.

Note: for Prior Years 1998-2010 the Phone Type will be “RA” for all. The prior year data

was converted from an older system; the Phone Type field was not a data item in this

system

Mobile Phone (Type &

Number)

If the individual has a cell/mobile phone indicated on the IMS Individual Record,

it will display on the Delegate Profile.

If there is no cell phone saved to the IMS Individual Record, a phone number can

be entered on the delegate profile and upon save, the cell phone will be saved

to the IMS Individual Record.

Updates to a cell phone can be made from the delegate profile and it will be

saved to the Individual record. The Mobile Phone Type “Cell” cannot be

changed.

Lastly, if there is no phone number on the Individual record, if the cell phone is

entered on the delegate profile, it will carry forward to the Individual record and

marked as “Primary”.

Email (Type &

Address)

Identifies the source of the email address shown below.

If Home, Other, Work, or X-External: the data is populated from the IMS

Individual record.

If RA: the email address exists only in the RA Registration module and is not part

of the IMS Individuals record.



Description

Note: for Prior Years 1998-2010 the Email Type will be “RA” for all. The prior year data

was converted from an older system; the Email Type field was not a data item in this

system.

Email Restrict If checked, the individual wants his/her email address to be used only for official RA

purposes and will not be given to any vendors.

Green Participant If checked, the individual prefers email communications vs. U.S. mail (paper)

communication.

Notes Free-form text field to capture notes about the individual. This information does not

carry forward to the next RA year.

Gender* Indicates whether the individual is Male or Female. This data is sourced from the IMS

Individual Record. If “Unidentified” is selected in the IMS Individual Record,

“Unidentified” will display on the Delegate Profile.

Level* Specifies the general employment level of the individual: Higher Education, K-12, or Not

Applicable. This field does not update the IMS Individual Employment data nor is sourced

from the IMS Individual Record. The default is “K-12”.

Position* Specifies the general employment position of the individual: Teacher, Educational

Support, Student, Administrator, Retired, Librarian, Other, and Active Life. This field does

not update the IMS Individual Employment data nor is sourced from the IMS Individual

Record. The default is “Teacher”.

Term Length* The length of the term as a Delegate: 1 years, 2 years, 3 years.

Association/Building

Representative (Assoc

Rep)

If checked, this indicates the individual is a local association representative. This is

standalone RA information and does not come from nor update IMS Role assignments.

NBCT If checked, this indicates the individual is a National Board Certified Teacher. This is

standalone RA information and does not come from nor update IMS Individual

Demographics or License data.

N/C/R Status Indicates if the individual is:

N -- New Delegate/Successor for the current RA year

C -- Continuing Delegate/Successor from last year’s RA

R -- Returning Delegate/Successor from a prior year’s RA.

Note: for Prior years 1998-2011 the N/C/R status may be blank, “V”, or some other value.

The prior year data was converted from an older system; the data field was used for

another purpose at some point.

Category Based on NEA Bylaws for RA Representation, indicates the individual qualifies as a

Category 1 or Category 2 delegate. This field is derived from the Position selected.

Positions “Administrator” and “Active Life” qualify the individual for Category 2 and all

other positions are considered Category 1.



Description

Multiple Races If Yes (Y), more than one ethnicity has been selected. Otherwise, the field will be No (N).

This field cannot be updated.

Ethnicities* Identifies the Ethnic selections made by the individual. More than one can be selected.

This field does not update the IMS Individual data. However, the data is sourced from the

IMS Individual Record.

Note: If the individual has “Multi-Ethnic” selected in the Individuals subsystem, no value

is shown in RA-Reg.

Delegate Status The status of the delegate on the page.

Valid: the delegate record is valid.

Suspend: the delegate record belongs to a unit that is in a temporary Hold

status due to a challenge or other issue.

Duplicate: the individual has more than one record. The duplicate may be in

different units or the same unit. Duplicates are reviewed and eventually all but

one record is changed to a Successor record.

Review: the individual does not qualify as a Delegate for the associated unit.

After a review, the record could be deleted or set to Valid.

Other: the record does not qualify for one of the above status conditions.

This field cannot be changed by an SEA user, only NEA users.

Mailing This field indicates whether the individual wants RA mailings sent via U.S. mail. The

default is “Yes”. If “No”, the delegate has requested that no RA mailings be sent to

him/her. This field cannot be updated, contact NEA to suppress mailings.

Attendance If the box is checked, this indicates the delegate registered and attended the RA. If the

box is blank, the individual has not registered and therefore has not been marked in

attendance at the RA or did not attend the RA at all. This indicator is updated by a batch

process at the RA.

Booth The assigned voting booth at the RA where the delegate is to vote. This is assigned

automatically by the system. This field cannot be updated.

Ballot The assigned ballot number for the delegate. This is assigned automatically by the

system. This field cannot be updated.

Credentials If checked, the credentials for the delegate have been printed. This is updated by a batch

process.

VIP Indicates the individual holds a NEA Executive Officer role (e.g., NEA President, NEA Vice-

President, and the NEA Secretary-Treasurer). This field cannot be updated.

Adjustment Reason

(Adj Reason)

The reason the delegate required an adjustment at the Adjustment Counter at Delegate

Registration at the RA. This field is updated by NEA staff.



Description

Original Delegate

Number (Orig Delg

No.)

The original delegate number indicates the sequence the delegate was named or entered

into the system within a unit. When the delegate number is changed for the individual,

the original number is displayed. The reason a delegate number would be changed for an

individual is if he/she changed to delegate or successor status. This field cannot be

updated.

When clicked, the page is cleared of entered data.

When clicked, the entered data is saved to the database.


TASKS

The Tasks Menu is located on the upper left hand corner of the screen and allows a user to conveniently perform

functions from the delegate profile page. A description of each task is explained below.

Q U I C K S E A R C H

The blank field at the top of the column is used to search for another delegate/successor without having to go back

to the Search page. This is carried out by entering the Delegate or Individual ID and clicking the arrow.

B A C K T O S E A R C H

Clicking the back to Search link returns you to the previous Search page.

P R I N T P R O F I L E



Click the Print Profile link to produce a printer friendly profile page.

V I E W A U D I T I N F O

Click the View Audit Information link to view a page displaying the user ID and timestamp of whom and when the

profile was created and last updated. Click the “X” to close the popup. The Audit data does not identify the specific

data that was updated, only when and by whom.

A D D N E W D E L E G A T E

A new delegate can be added by clicking the Add New Delegate link. See the Add a New Delegate section in this

guide for instructions.

R A A F F I L I A T E P R O F I L E

Clicking this link will take you to the RA Affiliate Profile for the subject unit of the individual in focus. The affiliate

profile will automatically open in another tab from the RA-Reg Affiliates module.

I N D I V I D U A L P R O F I L E

Clicking this link will take you to the Individual Profile of the delegate/successor in focus. The individual profile will

automatically open in another tab from the IMS-Individuals subsystem.



ADD A NEW DELEGATE

Delegate and Successor records can be added to the RA Registration database from three places in the subsystem.

The New Delegate button from the Delegate Search page

The Add New Delegate link on the Task Menu from the Delegate Profile page

The Add New Delegate link on the Task Menu on the Affiliate profile page

When one of the links is clicked a blank Delegate Profile form is displayed.

It is best practice to enter delegates in Number of Votes sequence, starting with the individual with the highest

number of votes, then subsequent delegates in descending sequence. As you tab from field-to-field or click inside

the field with your mouse, the field in focus will be yellow highlighted in a blue box. To add a new delegate record

from the Delegate Search page:

1. Enter the 4 digit Unit number. You may omit any leading zeroes. The unit number entered on the search

page will be populated in the affiliate and allocation header. You will notice that the State, Affiliate

Name, Organization ID and Type, and Unit Allocation information is also displayed. If you want to change

the unit for which you want to add a delegate, place your cursor into the Unit field, enter the unit

number, and tab out of the field or place your cursor into another field. The Affiliate Name, Organization

ID and RA Organization Type, and Unit Allocation information will automatically be populated.

Note: If you were viewing a unit in the Affiliates module when you clicked Add New Delegate from the

Tasks menu, the unit information will automatically populate.



2. If you are adding a successor, click the Successor checkbox. However, if you’ve already entered your

maximum number of delegates allowed, the Successor box will automatically highlight and become

checked.

3. Enter the number of votes this delegate received into the Votes field. This is optional unless you intend

to rank the delegates instead.

4. If you already know the Individual ID, you may omit the leading zeros. For SSN or Alt ID, you can enter it

directly into the applicable field and click tab or place your cursor into another field. If the Indv ID, SSN,

or Alt ID entered is affiliated as a current year and effective NEA member for the unit, the profile will

automatically populate the name, contact info, SSN, gender, and ethnicity from the individual record.

Refer to the Membership Verification rules below. If you do not know the Individual ID, SSN, or Alt ID,

you may search for the individual by clicking the magnifying glass icon. Refer to the Search for

Individual section below for details.

5. If the ID entered is not found in the database or is found to not be a member of the unit, an Invalid ID

message will appear. See a sample in the Membership Verification section below.

6. The individual’s first, middle, and last name is populated and cannot be modified in RA-Reg.

7. The Badge Name is populated by from the first and last name fields in the Individual record. Optionally,

update the name if the delegate prefers a different name for the badge while at the RA.

8. The primary mailing address phone and email address from the Individual record are displayed. You may

choose another address, phone, or email type (Home, Other, or Work) from the Individual record. If you

select another address, phone, or email type and it does not exist in the Individual record, the fields will

become blank.

9. Any mobile phone will also populate and display from the Individual record. Optionally, you may update

the cell phone number. If the field is blank, this means a cell phone number does not exist in the

Individual record. Any updates made to this field will be carried forward to the Individual record. See the

description for Mobile Phone in the Delegates section for more information.

10. You may choose to enter a mailing address, phone, and/or email address to be used specifically for RA

purposes. Select Type “RA” then enter the data. The RA Type data will not update the IMS Individual’s

record.

11. Users with Individual Maintenance security may enter changes to the individual’s record mailing address,

phone, and/or email address and request the RA-Reg subsystem update the data in the Individual’s

record. After modifying the data and clicking Save, a message will pop up and ask “Do you want

change(s) to Individual Personal data to be updated to the IMS-Individuals database?”

If you click YES, the data in the Individual record is updated

If you click NO, whatever data field you modified will have the Type changed to ‘RA’ and the data

will reside only in the RA-Reg subsystem.



12. If you modified an existing address or entered a new address, click the link. A pop up

appears comparing what you entered and the standard format. You may click Accept to use the

standard address or close the window to use the address as you entered it.

.

13. The Gender is derived from the Individual record. If “Unidentified” is selected in the Individual record,

the same will display in RA-Reg. If this is the case, select the appropriate gender. Keep in mind that if an

update is made to gender in the RA-Reg database, the change does not flow back to the IMS-Individuals

database.

14. The default is “K-12” as the Level. However, please verify that is correct. The other options are “Higher

Education” and “Not Applicable”.

15. Select the Position from the list. The Category is derived from the selected Position. The default is

Teacher.

Category 1 Positions: Teacher, Educational Support, Student, Librarian, Other

Category 2 Positions: Administrator and Active Life

16. Enter the term length of the elected delegate (i.e., 1, 2 or 3 years). The default is “1”.

17. Select “Assoc Rep” (local Association Representative or Building Reg) or NBCT (National Board Certified

Teacher), if applicable. This does not update the IMS Individual record or Roles data.

18. Select the status of New, Continuing, or Returning if not already shown. Note: if the Rollover function is

performed, the status will automatically update to “Continuing”. If a new delegate is being added, the

status will show “New”.

19. Select an ethnicity if no value is displayed. At least one ethnicity must be selected.

Note: RA-Reg requires an ethnicity. If “Multi-Ethnic” is selected on an individual’s record, no value will be

displayed in the delegate profile.

20. Click to update the database.



Notice the Delegates or Successors Named counts in the upper right side of the page will increase as you save the

records. When you have entered the number of delegates for the maximum number allowed, all subsequent

records are automatically entered as Successors. For example, a unit that has 3 Category 1 Delegates Allowed,

when you begin to enter the 4th

record, the Successor indicator is automatically set and highlighted.

Any records which you rolled over will factor into this as well. If you previously rolled over 5 individuals for the

unit, they are Delegates 1 through 5. The next 2 records you enter are Delegate 6 and 7. Having reached the

maximum Delegates Allowed, any further records you enter will be Successors.

Note: After saving the first delegate record for a unit, click Add New Delegate while still on the first delegate’s page

and the Unit information will copy to the next New Delegate’s page.

S E A R C H F O R I N D I V I D U A L

If you do not know the Individual ID, SSN, or Alt ID click the search icon next to Individual ID. The standard IMS

Search page appears. Enter the person’s partial or full first name and partial or full last name and state of

residence. Click . A results list will be displayed. After you select an individual, the Delegate Profile

page will be populated. When you save the profile, the membership will be verified. If the person is not eligible,

you will see an Invalid ID message.



The Search results list is displayed. Double click a name to select it.

M E M B E R S H I P V E R I F I C A T I O N

When a delegate or successor is entered his/her membership is verified to ensure he/she is eligible to be a

delegate in the unit.

State unit: An individual must have an effective Current Year NEA Active (class AC) membership in the

state affiliate.

Local unit: An individual must have an effective Current Year NEA Active (class AC) membership in the

local affiliate.

Retired unit: An individual must have an effective Current Year NEA Retired (class RT) membership in the

state affiliate.

Student unit: An individual must have an effective Current Year NEA Student (class ST) membership in the

state affiliate.

Cluster unit Category 1: An individual must have an effective Current Year NEA Active (class AC)

membership in one of the local affiliates in the cluster.

Cluster unit Category 2: An individual must have an effective Current Year NEA Active (class AC)

membership in the state affiliate.

Ex-Officio: An individual must have an effective Current Year NEA Active, Retired, or Student membership

the state affiliate.

When an Individual ID, SSN, or Alt ID is entered and the user attempts to save the delegate data, the membership

of the individual is verified. If he/she is eligible, the page is populated with the individual’s data. If he/she is not

eligible, a message appears.



A D D I N G A D E L E G A T E T O A C A T E G O R Y 2 C L U S T E R

After an NEA contact has completed the process of setting up a category 2 cluster by entering the membership

count and number of category 2 delegates allowed, you may now add delegates. Within the delegate profile, the

position defaults to “Administrator”, however, you may select “Active Life” as applicable. You will notice the

Category field is already populated with “2”.

DELETE A DELEGATE/SUCCESSOR RECORD

On the Delegate Search page, search for the applicable individual or search for a list of delegates/successor for the

unit. On the Search results grid, click the Delete icon in the left column for the individual you wish to delete.

Note: the only time a delegate or successor should be deleted is if they were added inadvertently.

You will receive a confirmation message. Click Confirm to delete the delegate or Cancel to ignore. After clicking

Confirm, another message appears.



ROLLOVER

This function allows a user to view delegates and successors from the prior year, select those who are returning

this year, and create the Current Year record for them. This will save time since the user does not have to re-enter

the information. Records that are rolled over should be reviewed on the Delegate Profile page. If you plan on using

the Rollover process, you should roll over delegates first, and then enter any new delegates.

One exception: since clusters must be set up new each year, delegates in a cluster unit must be entered

new each year and cannot be “rolled over”.

The Rollover process will carry forward the address, phone, and email address preferences of the individual, as

long as that contact information still exists on the Individual record. Otherwise, the primary address, phone, and

email address will be used. For example, John Doe’s preference was his work address, work phone, and work

phone to receive any RA communications in 2013; those preferences will roll forward to 2014.

The Rollover function is an administrative function available to users with Security access 1-4. Click .

This is the Rollover Search criteria page.

Description

Year* Defaults to the most recent Prior year. This field cannot be changed.

State* SEA Users: Pre populated State Affiliate associated with your user login.


Unit* Enter the four-digit Unit ID of the organization. Leading zeroes are not required. Optionally,

select the unit from a list by clicking the magnifying glass search icon.

Affiliate Name Enter a partial or full organization name.

RA Organization

Type (RA Org

Type)

Select the RA Org type from the list. “State, Local, Student, Retired, Ex-Officio, Cluster”.

Delegate Number

(Delegate No.)

Enter the Delegate number for the individual (e.g., 3, 14).

Delegate Type Select the type of record: Delegate or Successor



Record Status Default is Valid. You may optionally select “Duplicate, Suspend, Other, or Review”.

Individual ID

(Indv ID)

Enter the ten-digit Individual ID for one individual.

SSN Enter the nine-digit Social Security Number or the last 4 digits of the SSN for one individual.

Alternate ID (Alt

ID)

Enter the Alternate Identifier for one individual.

First Name Enter the first name of the individual.

Middle name Enter the middle name of the individual.

Last Name Enter the last name of the individual.

Clears the page of entered criteria

When clicked, initiates the search.


Enter search criteria:

1. NEA users must select a State Affiliate. It is pre-populated for State users.

2. Unit ID is required. If you do not know the Unit number, click the Search icon to see a list of units. Scroll

through the list and double click your selection.

3. A selection of Delegate Type “Delegate” will provide a list of only Delegates (not successors) to last year’s

RA.

4. Enter the Individual ID, SSN, Alternate ID, or Name to search for one individual.

The typical search is by Unit only, or by Unit and Delegate Type = Delegate. A list of all the Prior year Delegates and

Successors will return in the results grid.



The results grid lists the delegates and successors alphabetically. Click in any column heading, such as Delegate

No., Delegate Name or Successor to resort the grid in ascending or descending sequence.

To select the delegates that have been elected for this year’s RA, click in the Select box in left column. You should

be working from the Election results forms to only rollover duly elected delegates and successors. All those with a

check mark will be rolled over. To select the entire list click the box in the column heading.

The Delegate Type for the selected records will not roll over exactly as it was in the Prior year (i.e. Delegate to

Delegate, Successor to Successor). Rather the records will roll over as a Delegate Type until the maximum Number

of Delegates for the unit is reached; subsequent records will roll over as Successors. For example, a unit is allowed

8 Delegates and you are going to roll over 11 records. The first 8 will have a Delegate type and the last 3 will have a

Successor type. Use the Manage Delegate/Successor function to switch types for applicable individuals.

After you have made your selections, click the Rollover button. A confirmation message is displayed. Click Ok to

process or Cancel to abandon.

A pop up page displays the names of the delegates which were rolled over.

IMS RA Registration User Guide · PDF fileIMS RA Registration User Guide Last Updated: 3/12/2014 | Page 5 of 48 To access the RA Registration subsystem, click on RA REG on the IMS

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