In some areas, registrars now develop and maintain records of all groups in the area, including group name, meeting location, time, and G.S.R. or group contact. Registrars may also be responsible for names, addresses and phone numbers of the G.S.R.s, D.C.M.s, district and area officers and area committee members. He or she may provide mailing labels for area publications such as a monthly newsletter or a mailing of minutes. For this job, an organized approach as well as computer literacy can be helpful.
Area Fall Assembly 2016
If you are starting up a New group or have changes to your existing group (change of address etc) or changes to your GSR/AGSR information, download the following forms:
IT IS IMPERATIVE TO UNDERSTAND THE GROUP STATUS LISTINGS THAT ARE ATTACHED TO EACH GROUP RECORD; BELOW IS A LIST OF THE CURRENT STATUSES AND WHAT THEY MEAN TO THE GROUP RECORD PROCESS.
Group Status Codes:
New: Indicates a new group record has been added to the database by the Area Registrar and its status has not been changed to “Pending Active” by the Records department staff. The status change occurs the business day following the database entry, and review. If the New Group form has no anomalies or omissions of information the record is updated to “Pending Active”.
Pending Active: Indicates a group that was recently added to the database is in the 30 day pending period which is assigned to all newly added groups. Once the 30-day pending period has elapsed the status will change to Active.
Active: The Group’s record indicates that it is active when it has a primary mail contact on record along with meeting information.
Pending Inactive: The Records department is processing a request to inactivate a group. If the record in the database has a contact’s name, a letter is sent to verify the request to inactivate is genuine. If there is no contact on the record the groups status is changed
to inactive immediately.
Inactive: The Records department has received and verified information that a group has disbanded or is not currently meeting.
Merged: Two groups have decided to join and become one group. The Records department receives the information as to which group will remain the active, who will be the GSR, and the meeting place, days and times. Then the records are combined and cross referenced. The active group will show a status of active and the merged group will show the status of merged. The merged group can request to be unmerged at any time by contacting the Records department and providing updated contact, meeting place and meeting time information.
Unknown: A group is still active; however the group’s record at the GSO does not have a GSR or Primary mail contact attached to it; which indicates there is no one receiving the group’s mail. Anyone in the group can volunteer to receive the group’s mail; it does not need to be a GSR. Also a group can become “Unknown” when the GSO receives returned mail and is unable to confirm a new mailing address.