Here are some step-by-step instructions about how to complete your Nominations Report. It his highly recommended to read these instructions completely before completing your report.
TABLE OF CONTENTS
Click links below to go to section.
3. Updating and Adding Members
6. Current Year vs Next Year Tab
Main Report Page
On the Nominations Report main page, you will find:
1. Two Print Report buttons.
2. A "Submit Report" button.
3. A list of your church's committees.
You will also see a blue text box indicating which Church you are currently viewing the groups for.
IMPORTANT:. If you do not see this blue bar with your church's name, please contact Arena support via a ticket.
DO NOT CLICK RESET If you click reset it will bring you to your own personal groups, if you have any, and take you out of your church’s groups.
If you click on the “Reset” button, or are taken out of your church’s groups, you can always return to the “Church Conference Reports” at the top of the page and scroll back down to the Nominations report link that brought you here.
Committee Members
Select the committee group you wish to update/add members to.
Once in a committee group, you will see:
- A button to return to the Nominations Report Groups page.
- Tab for the “Current Year Members”
- Tab for the “Next Year Members”
- Current tab’s member list, if there are any. This will display either the current members or next year members depending on which tab is selected.
- "Add Member" button to add members to the current committee group.
The “Current Year Members” tab is for members that are currently active this year.
The “Next Year Members” tab is for members that will still be active, or are becoming active, the coming year.
Example:
If someone's "Date Joined" is set to 1/1/2025 and the year is currently 2024, they will not appear on the "Current Year Members" tab but they will appear on the "Next Year Members" tab.
For current members of a committee, it will display their name, role, and an ending date to their membership IF that date is set.
Where the committee members are displayed you will also notice some details:
1. Name of committee member.
2. Date of their committee terms end, if entered in their details.
3. A "Pending Rolloff" status if their term is ending this year.
4.Their role within the committee.
5. A "Renew" button, if their term is ending soon.
6. An "Set Inactive" button.
NOTE: The instructions for the date and calendar tool is described in a later section.
If you would like to quickly extend an existing committee member's term that is "Pending Rolloff", select the "Renew" button for the member. This will prompt you to enter a "New Inactive Date".
The date for renewal will default to December 31st of the next year. But you may set it for a further date if you need to. Click "Save" when your date is set.
If you would like to end a committee member's term, or set the end date of their term, select the "Set Inactive" button for the member.
The date for inactive will default to today's date. But you may set it for a different date if you need to. Click "Save" when your date is set.
Updating and Adding Members
To edit existing members, click on a member’s name. This will expand with a box showing this member’s details, including contact information and when the member was recorded as joining the group.
Click the “Edit” button in the newly expanded detail box.
Clicking the "Edit" button will bring up a window showing the members details that Arena has on record. You can edit details in this box including Birth Date, Contact Information, Role within the Group, Date Joined, Date Inactive, and Comments. (Fields described in a later section.)
For "New Members", in each group at the bottom of the list of members, there is an “Add Member” button.
Click this to open the "Add Member" window.
Both member info boxes are similar, but have a few differences as noted in the next section.
Member Info Box Fields
NOTE FOR CONTACT INFORMATION:
DO NOT EDIT EMAIL, PHONE NUMBERS, AND ADDRESSES UNLESS ABSOLUTELY NECESSARY.
PLEASE ALSO DO NOT USE THE SAME EMAIL FOR MORE THAN ONE PERSON.
The required fields when adding new members are the “First Name”, “Last Name”, “Email”, and “Date Joined” fields. All other fields are strongly encouraged but not required.
First/Last Name (Required) – Fill out First and Last Name, please double check spelling as incorrect spelling can interfere with our record keeping system. When editing a member, you cannot change the Last Name of an existing committee member. If this needs to be edited, please submit a ticket or contact your Regional Administrator.
Campus (Add Member Box Only)– Select either Eastern Pennsylvania or Greater New Jersey.
Birth Date – The Birth Date of the committee member. Use the Calendar Fill Tool or Type in the Date using the format DD/MM/YYYY. (See instructions below.)
Email (Required) – Fill out, please use an email unique to the individual committee member and double check spelling as incorrect spelling can interfere with our record keeping system.
Phone – Fill out the phone number of the committee member, it will default the formatting.
Address – Please enter the address of the committee member in the appropriate fields: Street Address, City, State and Zip Code.
Role – The committee members role in the committee. Please select the role that best fits. Defaults to “Member”. Dropdown list, select role type. For most situations the role will be “Member” if they are a member of the committee, "Chair" if they are the Chair of the committee, or "President" if they are the President of the Committee.
Date Joined (Required) – The date the committee member began/will begin serving on the committee. Use the Calendar Fill Tool or Type in the Date using the format DD/MM/YYYY. (See instructions below.)
Date Inactive – The date the committee member will ended/will end their term on the committee. This does not need to be set if that date is unknown. Use the Calendar Fill Tool or Type in the Date using the format DD/MM/YYYY. (See instructions below.)
Comments (Edit Member Box Only)- Textbox available for notes on the member.
DATES AND CALENDAR TOOL
Typing a Date: If the date is using single digit days or months, like 1/1/2025 or 5/9/1980, you MUST type a zero before any single digits and the year MUST be typed with all four digits.
You do not need to enter a "/" after each section, these will be automatically entered after the days and months are entered.
Example: If the date is 1/1/2025 it should be entered as 01/01/2025 and if the date is 5/9/1980 it should be entered as 05/09/1980.
Calendar Tool: Opening these date boxes will display a calendar tool, to use it you can select the specific date.
NOTE: Clicking out of the box will reset the date.
By clicking the section at the top of the tool once, where it says the "Month and Year" it will change the selection options you see.
1.The first selection will be the days of the current month and current year.
2. The second selection after clicking will be the months of the current year.
3. The third selection after clicking will be the years in a 10 year span.
4. The fourth selection after clicking will be the decades in a 100 year span.
5. Continuing to click will increase the span of years. It is not recommended to out this far in the tool selection.
You may also use the side arrows to navigate between sections, depending on what section you are in at the top of the tool.
Example:
Clicking the right side arrow while in July 2025 will bring you to August 2025.
Clicking the right side arrow while in 2025 will bring you to 2026.
Using this tool, select the appropriate year, month, and day.
With "Date Joined", if this is a new member being added to the group that is starting next year, it is recommended to set the date to first of January of the coming year.
Example:
The year is 2024 and you want to select a "Date Joined" of January 1st, 2025.
1. Click the date selection at the top to go out to the year of 2024.
2. Click the right arrow to go from 2024 to 2025.
3. Click the month of January in 2025.
4. Click the day of the 1st in January 2025.
The new member's "Date Joined" would then be set to "01/01/2025".
NOTE: If you ever would like to return to Today’s date, or reset the date if you’ve gotten lost, you can either click the “Today” button in the calendar tool or click outside of the calendar tool to bring you back to today’s date.
Current Year vs Next Year Tab
Adding new members to a group can be done in either the “Current Year Members” or “Next Year Members” tab.
In both cases the members will be added to the group, however members whose “Date Joined” is set to the coming year will only display in the “Next Year Members” tab.
Example:
The year is 2024, and you are adding a new member who is beginning in 2025.
Adding a new member "Adam Chambers" to the "Board of Trustees" under the "Current Year Members" tab.
Entering the “Date Joined” date as 01/01/2025 will display them in the "Next Year Members" tab because they will not be active members until the next year.
Once all members have been added to your group, click the “Back to Nominations Report” button about the group list to return to the list of other groups.
Select the next group, and repeat the process of updating and adding members.
Printing Your Report
When you are finished updating all of your groups, you can click the “Nominations Report Print” button at the top of the Nominations Report Main Page to create a printable report of all of your members for this year and next year.
The two print buttons are the "Print Current Year Report" button and the "Print Next Year Button". The years being the current year the report is being accessed, and the following year to come.
These buttons are for creating a printable report AFTER finishing adding all committee members to their groups, these buttons should be used once you are completed adding members to groups.
NOTE: Clicking either of these buttons they will open a new tab in your web browser. It may take some time to load the printable report after clicking a report button.
The "Print Current Year Report" button will generate a printable report including all committee members who are active currently as of this current year.
The "Print Next Year Report" button will generate a printable report including all committee members who will continue being active going into the next year AND any new members whose start date is set to begin next year.
Each committee will have it’s own section on the report, with member names and positions as well as Start and End dates if they were entered.
NOTE: New members who are beginning their term in the next year must be added to their respective groups to show up in the printed report.
Submitting Your Report
The "Submit Report" section is used for marking that you have finished editing/adding members to your committees and completed your Nomination's report.
1. Click the checkbox "Year Nominations Report Completed".
2. Clicking the "Submit Report" will verify in our database that your church has completed the Nominations Report.
NOTE: Only use this section after completing all of your changes to your committees.
After updating and adding all of your members and then submitting the report, you are completed with the Nominations Report!
If there are any questions, please submit a ticket to the Data Team:
https://easternpennsylvaniaumc.freshdesk.com/support/tickets/new
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