Section Database Manual - American Camp Association

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Section Database Manual
Updated February 2002

The ACA section databases were designed to give sections current usable information about their camps, members, and prospects in a timely fashion. Section databases are made available semi-monthly, usually within 3 working days of the 1st and 15th of each month. The databases are down-loadable from ACA's Website and are password protected. Passwords are available from your Section Executive. A message is e-mailed to Section Presidents, Executives, Treasurers, Membership Chairs, and Standards Chairs when the latest version of your database is ready.

System Requirements
1. Computer with Microsoft Windows 95/98/Me/NT/2000/XP
2. Microsoft Access 97/2000/XP (the section database is in MS Access 97 format)
3. Internet / Web access
4. Internet Explorer 4 or later (Internet Explorer 3.x will not work) or Netscape Communicator 3 or later
5. Username and password from your section executive
Download Instructions
1. AOL
  1. Some people are having trouble typing in the password if using America Online. (even AOL 4.0 doesn't seem to work consistently) There is hope! Follow these instructions:
  2. Start AOL just like normal.
  3. While staying connected, hit the minimize button in the top right corner.
  4. Start Internet Explorer or Netscape by going to Start. . . Programs. . . Internet Explorer or Start. . . Programs. . . Netscape or by double clicking the "globe" icon on your desktop. (which will start Internet Explorer)
  5. Then go to the following page on ACA's Web site www.ACAcamps.org/volunteers/reports.php and click on your section.
2. Microsoft Internet Explorer 4.0 or later
  1. Click on the Section Database hyperlink.
  2. Choose Run this Program from its current location.
  3. Click OK.
  4. Click YES.
  5. In the window marked "Unzip to folder," type the path for the folder in which you want the section database/media list saved or you may browse for the location to save the file.
  6. Click UNZIP.
  7. When Unzip is complete click CLOSE.
  8. Start Microsoft Access 97.
  9. Choose File. . . Open. . . and choose the folder in which the MS Access 97 file is located. (By default, it is C:\windows\temp) Then double click on the file. (It will have a .mdb extension)
  10. The section database is now ready for use in MS Access 97.
3. Netscape Communicator 3.0 or later
  1. Click on the Section Database hyperlink.
  2. In the "Save as" dialog box, choose the folder in which you want to save the file.
  3. Click "Save."
  4. After it finished downloading, double click on "My Computer" and find the folder in which you saved the file.
  5. Double click on the file. (It will have an .exe extension)
  6. In the window marked "Unzip to folder," type the path for the folder in which you want the file saved or you may browse for the location to save the file.
  7. Click UNZIP.
  8. When Unzip is complete click CLOSE.
4. Start Microsoft Access.
  1. Choose File. . . Open. . . and choose the folder in which the MS Access 97 file is located. (By default, it is C:\windows\temp) Then double click on the file. (It will have a .mdb extension)
  2. The section database is now ready for use in MS Access 97.
Section Database Tables
1. Camps and members are listed up to 13 months past their expiration date, then they are dropped from the section database (but are maintained at ACA). All tables are updated semi-monthly except for the Rebate table which is updated only during the beginning of the month databases.
  1. ACA Liaison Change
    - List old and new liaisons for camps that have changed liaisons in the past ½ month.
  2. Affiliation List
    - Reference table of affiliation codes, descriptions, and types.
  3. Campchg
    - Changes in camp's name and address information in the past ½ month.
  4. Camphist
    - Historical information on all current camps, information includes ACA Liaison, camps status, historical status, historical accreditation status, and section.
  5. Camploc
    - This table gives the summer mailing address for camps, this is mainly used for Standards Visitor information.
  6. Campmemb
    - This table is used for linking camp information with the members for their camps, it specifies if the person is an ACA Liaison, or affiliated member.
  7. Camps
    - This table includes camp number, name, year round mailing address, accreditation codes and dates, phone and fax numbers, e-mail, web address, if they are a CCI camp and their CCI number, expiration date, on-site director, and current status.
  8. Committees
    - An information table of who holds which positions in your section.
  9. Country Codes
    - Reference table to include foreign countries on mailing labels, etc.
  10. Dues
    - List types and dates of dues paid over the past 13 months. This table is used to list new and renewing camps and members.
  11. Membchg
    - Changes in member's name and address information in the past ½ month.
  12. Membdemo
    - A table with birthdates, education levels, and ethnic backgrounds for some members.
  13. Members
    - This table includes name, address, phone and fax numbers, e-mail and web address, expiration date, billing code, type of member, current status, and Standards visitor type.
  14. Membhist
    - Historical information on all current members information including, membership status, historical status, historical standards visitor codes, camp affiliations, and section.
  15. Operators
    - Operators are the billing entities for camps. This table has their name, address and camps they are associated with.
  16. Rebate
    - Table showing camp fees and member dues paid during the prior month, the amount and who fees and dues were paid for.
  17. Presidents and Executives
    - List of all Section Presidents and Executives, to help facilitate information sharing among sections, and peers.
  18. Prospects
    - List those requesting member and/or camp affiliation/accreditation from the national office with the past ½ month.
  19. Rebate with Credits
    - Camp and member payment information for the month just past.
  20. Section Codes
    - Reference table of section codes and their names.
  21. Sections
    - Section mailing address.
2. Seasonal Tables
  1. Conference Attendees
    - List of current conference registrants. This table is provided January through the beginning of March.
  2. Camp Guide Data
    - Information on accredited camps. This information is much of the same information that is printed in the Guide to ACA Accredited Camps, and listed on the ACA web site's Interactive Camp Database. This can be used to produce a section directory. These tables are available November thru January.
  3. Camp Guide Data 2
    - Additional information on accredited camps for listings.
Navigating Access Tables
1. Filtering
  1. Filtering is used to look at records that have a common piece of information, such as all member that are in one state.
  2. Open the table containing the information you want, go to the field containing that piece of common information. Click in the field and record of the item you are looking for (if looking for all members in OH, find one that has Ohio, click to have your cursor in that field). Click on the button on top that has a funnel and lightening bolt. You can continue funneling additional fields to refine your search more. To go back to the original table, click on the button that is a funnel.
2. Sorting
  1. Sorting is used to put information in tables in a specific order. This is helpful when browsing to find a particular item, or finding empty fields.
  2. Open the table containing the information you want, go to the field containing that piece of information. With your cursor in the field you want to sort by, click on the A-Z button, or Z-A button. If your field has numeric information, but it's type is alpha in it's properties it will sort alphabetically, not numeric.
3. Exporting Data
  1. Exporting information to use in other software applications.
  2. You can export data from tables or queries in a variety of formats as delimited text files (.txt or .csv) that can be used in almost any word processor, spreadsheet or database. To use information from Access tables or queries in Excel or MS Word, you do not have to export. These programs can read your information directly from Access.
  3. To export, with the table or query highlighted, go to File, (or right click on table or query you want to export) Save as/Export, to an external database/file. When save box comes up, change file type at the bottom to the type of file you want your information saved as, change save in box and file name as appropriate, click on export. Work through additional wizard screens that might appear.
4. Exporting Reports
  1. You can export reports for use in other applications by following steps as above, choosing the appropriate file type for your needs. (Rtf files read will in MS Word.) Rtf files are an excellent way to save and e-mail reports to those needing them.
5. Importing Data
  1. You can import information into Access from delimited or fixed length text files, Excel spread sheets, or other Access databases (along with many others). This would be helpful if you maintain another database of information that supplements your section database, or if you have gathered information in another format.
  2. Open your Access database, go to File, Get External Data, Import (or right click in your database window and choose Import). Work though additional wizard screens that might appear.
6. Linking Tables from other Access Databases
  1. You can use this to maintain and use tables in more than one database, while keeping the tables in their actual database. This reduces the frustration of having information living in more than one place, and confusing what has and hasn't been updated.
  2. Use the same methods as Importing Data, but choose Link Tables instead of Import.
ACA Codes
1. Members Table
  1. Member Status
    - Blank = Current
    - D = Deceased
    - I = Inactive (National doesn't have a good mailing address or phone number for this person, or they have asked to not receive any information from us.)
    - L = Lapsed
2. Camps Table
  1. CAC Status Camps accreditation status
    - F = Did not pass visit
    - L = Dues not current, but had passed visit
    - N = Camp affiliate, not working towards accreditation
    - R = Accreditation removed
    - T = Working towards accreditation
    - Y = Currently Accredited
  2. SAP and CRC Status, same codes as CAC status, these distinctions are being phased out.
  3. Camp Status (see member status above)
Pre-formatted Reports and Labels
1. ACA Liaison Change Report
  - List member numbers of camps that have changed liaisons in the past ½ month
2. Camp Change Report
  - List of camp name and address changes of camps for the past ½ month
3. Camps to be visited in 200*
  - List of camps and their information that should be visited this coming summer
4. Camps with Accredited Status and Visit Year
  - List of all camps, current and up to 13 months expired, with status and visit information
5. Current Camps Report
  - List of all current camps
6. Current Members Report w/ Camp Info
  - List of all current members and their affiliated camps
7. Inactive Members Report
  - List of members who have an inactive status (National doesn't have a good mailing address or phone number for this person, or they have asked to not receive any information from us).
8. Labels for camps to be visited in 200* Avery 5160
  - Mailing labels for camps that should be scheduled a visit
9. Labels for Current and Lapsed Camps using Avery 5160 Alpha Order
  - Mailing labels for current accredited camps, camp affiliates, and lapsed camps
10. Labels for Current and Lapsed Camps using Avery 5162 Alpha Order
  - Mailing labels for current accredited camps, camp affiliates, and lapsed camps
11. Labels for Current Camp Affiliates Avery 5160
  - Mailing labels for current camp affiliates
12. Labels for Current Camp Affiliates Avery 5162
  - Mailing labels for current camp affiliates
13. Labels for Current Camps Avery 5160 Alpha Order
  - Mailing labels for current accredited camps and camp affiliates
14. Labels for Current Camps w/ ACA Liaison Avery 5160 Alpha Order
  - Mailing labels for current accredited camps and camp affiliates with ACA Liaison's name on label
15. Labels for Current Camps w/ ACA Liaison Avery 5162 Zip Order
  - Mailing labels for current accredited camps and camp affiliates with ACA Liaison's name on label
16. Labels for Current Members Avery 5160 Alpha Order
  - Mailing labels for all current members
17. Labels for Current Members Avery 5160 Zip Order
  - Mailing labels for all current members
18. Labels for Current Members Avery 5162 Alpha Order
  - Mailing labels for all current members
19. Labels for Current Members Avery 5162 Zip Order
  - Mailing labels for all current members
20. Labels for Lapsed Camps w/ DOR Name Avery 5160 Alpha Order
  - Labels for lapsed camps with ACA Liaison's name
21. Labels for Lapsed Camps w/DOR Name Avery 5162 Alpha Order
  - Labels for lapsed camps with ACA Liaison's name
22. Labels for lapsed members Avery 5160 Alpha Order
  - Labels for lapsed members
23. Labels for lapsed members Avery 5162 Alpha Order
  - Labels for lapsed members
24. Labels for members with no fax or e-mail - current
  - Labels to contact current members that you cannot contact via fax or e-mail
25. Labels for members with no fax or e-mail - current and lapsed
  - Labels to contact current and lapsed members that you cannot contact via fax or e-mail
26. Labels for Section Executives Avery 5160
  - Labels for Section Executives for all sections
27. Labels for Section Presidents Avery 5160
  - Labels for Section Presidents for all sections
28. Labels for standards visitors Alpha Order Avery 5160
  - Labels for your standards visitors
29. Labels for standards visitors Zip Order Avery 5160
  - Labels for your standards visitors
30. Labels for Lapsed or Deceased Member Report
  - Labels for lapsed members
31. Lapsed Members Report
  - Report listing lapsed members
32. Member Directory Report
  - Report showing current members
33. New Camps Report
  - Report of all new camps in the past ½ month
34. New Member Report
  - Report of all new members in the past ½ month
35. Rebate Report
  - Rebate report for the previous month, showing operator, camps and members
36. Renewing Camp Report
  - Report of all camps that have renewed in the past ½ month
37. Renewing Member Report
  - Report of all member that have renewed in the past ½ month
38. Standards visitors report
  - Report of your standards visitors
39. Sub report with member camp affiliations for membership director
  - This sub-report is used to help produce the Member Directory Report
Seasonal Reports and Labels
1. Camp Listing
  1. Listing of your accredited camps, this can be used to produce a section directory
2. Rental group sub report
  1. This sub-report is used to help produce the Camp Listing
Additional Help
1. Help downloading or using your section database or customizing any pieces of information is available by contacting Millie Thacker at ACA National at 765-342-8456 ext 505 or mthacker@ACAcamps.org.
2. Access has an excellent help program, by clicking on Help, then search.
3. On-line Microsoft has lots of free help at www.microsoft.com/office/access
4. For questions on system requirements or installation of Access contact Tom Schenk at 765-342-8456 ext 513 or tschenk@ACAcamps.org

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