1. Report from the Administrative Secretary Ohio-Erie Fall Meeting September 29, 2012

2. Points to Discuss O-E Database DoS Test Matrix

3. O-E Database Development is continuing Expected launch is mid-October Current database works OK Small tweaks have been made to content Other multidistricts have working databases Cost? Fitting our needs?

4. O-E Database Use Outbound student information Entered by Districts Updated by Country Contacts Inbound student information Entered by Country Contacts Updated by Districts

5. O-E Database Use How to make entries Leave the Fee & Insurance fields blank Dont use all capital letters even for last name Abbreviate street designations e.g. St. or Ave. Dont use middle names or initials for parents Dont use middle names or initials for Counselors Enter phone numbers as XXX-XXX-XXXX Use the full name for a high school e.g. John William Harding High School and not Harding HS

6. How Database Information is Used Inbound information is copy/pasted for DS- 2019 Counselor information is copy/pasted for DoS test E-mails for students, host parents, etc. are used for surveys All data can be downloaded as an Excel file using CSV

7. Department of State Mandated Test Regulation requires all Local Coordinators to take and pass the test Local coordinator is the person who places the student and maintains contact during the year Rotary system may have two: YEO and Counselor Must be completed annually via Traincaster Must be taken prior to contact with host family and/or student

8. Department of State Mandated Test For 2012-2013 we will qualify all those who must take the test January to March: Club YEOs will be tested April to June: Club Counselors will be tested (if different) Only people serving as Local Coordinators need to take the test District level Rotarians are exempt

9. DoS Report This report is used to determine compliance. The pass/fail information is not reliable. 100% compliant equals passed. Dates in red indicate that the person must re-take the test.

10. Matrix pre-Matrix will be done by October 15 Determines how many students we will bring in Also determines maximum number of Outbounds Outbound Matrix will be completed in January Outbound applications due to Ohio-Erie on January 5, 2013 After that date, there is a late fee Applications should be mailed to Eric Marcus

11. Questions?