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1. Can PTA units get access to their portion of OMDR without contacting the district or council PTA?
Yes. A local unit president (LUP) can sign onto OMDR using the unit's eight-digit National ID number and his/her own personal eight-digit member ID number which is assigned when he/she is entered into OMDR as the local unit president. A unit president who is entered into the OMDR system will receive a welcome email (provided that an email address was entered) that includes his/her member ID number. If a unit president is in the system as the president of a unit, he/she can also call the National PTA office to receive his/her member ID number.
2. Does each district PTA need to enter into OMDR the names and contact information for the local unit presidents and the council presidents in the district?
No. The California State PTA enters unit and council president information into OMDR. PTA units are expected to enter their members into OMDR. Districts and councils should enter information for their additional officers.
3. How do unit and council presidents get entered into the system?
In California the district PTAs submit an officer update sheet (a type of Excel spreadsheet) monthly or more frequently to the California State PTA office. These spreadsheets include all contact information provided to the district for their presidents and some other PTA leaders in the district. The California State PTA membership clerk uploads the information from those spreadsheets into the OMDR system.
4. Do district presidents and board members need access to OMDR?
Yes. A username and password must be given to each district president by a State level OMDR user and that has been done. The district president must additionally request of a State user (membership@capta.org) to enter other district officers as users. Access to OMDR will expire with the end of the officer's term.
5. Do council leaders need to obtain access in the same manner? Yes.
6. Why do districts need to access OMDR?
Districts must download a list of unit presidents with their member ID numbers to provide their unit presidents with the information they need to access OMDR.
Districts will also find it helpful to have access to OMDR to verify that unit president information has been correctly received by OMDR. Districts can perform demographic searches by position to see if any units have entered co-presidents for their units. (Co-presidents are not allowed in California.)
7. Do councils need to access OMDR?
Each district should have a discussion about the role of councils in maintaining or using information in OMDR. If the district wants to delegate some responsibility to councils, then certain council leaders must be given access.
8. How does a district (or council) get a list of the member ID numbers for its local unit presidents?
A district (or council) must choose "Demographic Search by Position" and pick "Local Unit President" from the pull down menu. This will yield a list of the LUPs on the computer screen with their information including the member ID number for each listed president. Both district and council users have the menu option to conduct a "Demographic Search by Position". The resulting list can be searched or downloaded.
9. Can a district user (or council user) find one member ID number without having to download or search through the whole list?
Yes. The member ID number is in the first column of the list resulting from a "Demographic Search by Position". That list has a search function by "last name" so you can easily find the member ID number for one person in the list without actually downloading the whole list.
10. When a list of members is downloaded, why do some people appear twice?
An officer should appear twice in a list of members -- once as an officer and once as a member.
If a member is appearing twice, it probably means he/she was entered with different versions of his/her name or different contact information (and then would have two different member ID numbers).
11. What role do "term dates" play in OMDR?
A person's access to OMDR as a user ends when his/her term ends. For members, their membership year coincides with their term date but unlike officers, members will remain in the system for one year after the end of the membership year to allow for easy renewal of their membership. Members added with a future begin date will not be seen in the system until that date.
12. Why does it matter what position is used to enter officers?
The state level has an email blast function that allows emails to be sent to a particular category/position. If there is news that a local unit president should receive and this function is used in the email process, the "Local Unit President" will not get the information if he/she is entered as a "President". (The unit level has an email blast function that allows emails to be sent to members.)
13. Where does one find the membership card template?
The membership card printing function has been moved to the unit level of OMDR. Units can download a template that includes just their National ID number, the name of their PTA and their membership year. Or once they have entered members, they can select names to be printed on the cards in addition to the foregoing information.
Note: The date on the card matches the membership year listed in OMDR for that unit.
In order for the printed card expiration date to be October 31, the unit must list each member's term end date as October 31 and/or update its membership year to end on October 31.
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