When searching by Last Name, consider using the first letter or two of the member’s last name and an asterisk (a*), which will display all members for the council or assembly whose last name begins with this letter. Then, when on a member screen, using the Prev or Next button under the member’s name in the Member section, will allow you to scroll between all names displayed on the Search Results screen.

No. The conversion of data from FSPC systems to the Member Management application was considered throughout the design process of Member Management. Unfortunately, we could not overcome issues around the synchronization of data types and handling of user defined fields. Rather than jeopardize the delivery of the application, it was determined that councils would need to re-create data that had never been captured in Supreme Council mainframe systems.

• - On the Find a Member screen, search for the member by keying in either last name or member number.
  • Note: The first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter.

• - Click on the link with the member’s name to go to the member’s General Information screen.
• - The following screens have the following information for a member:
• + General Information – Name Information, Address Information, and Email Information
• + Fraternal Information – Degree Information, Proposer Information, and Officer/Program Position History
• + Personal Information– Member Information (parish, occupation, date of death, etc.), Spouse Information, Children’s Information, and Next of Kin Information
• + Member Interests– ability to maintain the various interests of a member (Membership, Church, Community, Council, Family, Pro-Life, Youth and Other)
• + Contact Notes– ability to maintain a list of notes on a member. Additionally, history of individual emails to a member can be found on this screen

Note: You can use the Prev & Next buttons under the member’s name on any of the member’s screen, to scroll between all the members displayed on the Search Results screen.

Is a Form 100 still required?

A Membership Document (Form 100) is not required to be submitted to the Supreme Council office if the member’s record is updated in Member Management for data changes, including the deceased date and Next of Kin Information.

Form 100 is required for:

• - Reporting of a new member
• - Reporting the reactivation, readmission, or reinstatement of a member
• - Suspension of a member for non-payment of dues

• - Note: On May 1, 2011, Honorary and Honorary Life status is now automatically updated at the Supreme Council office once a member reaches eligibility of this new class:
• + Honorary: – 25 years of consecutive service to the council (or assembly) and the age of 65.
• + Honorary Life: – 25 years of consecutive service to the council (or assembly) and the age of 70; or 50 consecutive years or service to the council.

In the meantime, request for this new Class can be submitted to Membership Records, being emailing: Membership@KofC.org.

The death of a member can be reported to the Supreme Council using Member Management:

• - Search for the member by keying in either last name or member number.
• Note: The first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter.
• - Click on the link with the member’s name to go to the member’s General Information screen.
• - Click on Personal Information link on the left hand side options.
• + Update the Deceased Date, and click Save Member Info button.
• + Update the Next of Kin Information section, which is the bottom section of this screen.

Member Management / Member Billing was loaded using data from the roster feed as of January 2008.

Members that have been suspended, granted a withdrawal, or recorded as deceased will continue to appear in Member Management / Member Billing.

• Note: On the various member screens in Member Management / Member Billing, that former members do not display the Emblem of the Order to the left of their name.

The Supreme Council plans to add all former members to the Member Management / Member Billing applications, so that a list of deceased members or former members can be generated.

• Note: Until all records are included in Member Management / Member Billing, these former members will display ‘X’ as their Member Type in the Data Extract Tool.

Former Members in Member Billing:

Former members in Member Billing will need to be updated as a former member and have balances cleared on their Member Ledger.

After searching for a member under Member Information, and clicking on his name to come to his Member Ledger:

• - In the Billing Status section, change his Status to ‘Former Member’ and Click the Update Status button.
• - Under the Member Transaction section, clear any outstanding balances:
• + If there is one transaction, click Void on the right hand side of the transaction row, and click Save Void
• + If there are more than one transaction, we suggest that a Credit Adjustment be added for each Assessment Type that needs to be cleared.

The Supreme Council starting recording 2nd & 3rd Degree dates in 1995, and requested that financial secretaries provide these degree dates for members.

Updating Degree Dates in Member Management:

Degree Dates can be updated on the member’s Fraternal Information screen:

• - On the Find a Member screen, search for the member by keying in either last name or member number.
• Note: The first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter.
• - Click on the link with the member’s name to go to the member’s General Information screen.
• - Click on Fraternal Information link on the left hand side options.
• - Update the Degree Date or if the actual date is not known, there is the ‘Yes, Date Unknown’ option, and click Save Degree and Status Info button.
• Note: You can use the Prev & Next buttons under the member’s name, to scroll between all the members displayed on the Search Results screen.

Why do 4th Degree members display 1st Degree on Membership Cards:

When the Supreme Council started to record 2nd & 3rd Degree dates, it was decided to attempt to obtain the most accurate information from financial secretaries, instead of automatically recording all 4th Degree members without a 3rd Degree date as “Yes, date unknown” status.

• Note: A 4th Degree member will receive a 3rd Degree Membership Card from the council when dues are paid to the council; and a 4th Degree Membership Card from the assembly, when dues are paid to the assembly.

Each member has a Member Type, Member Class, and if a 4th Degree member, a 4th Degree Status.

The following are the various Member Types:

• - A – Associate member
• - I – Insurance member
• - N – Inactive insurance member (member that has been suspended or granted a withdrawal card, but maintains his insurance policy)
• - D – Deceased member
• - P – Prior member (member that has been suspended or granted a withdrawal card)
• - X – Former member (this is a Member Management type only, since former members are not included on the roster feed, members that are no longer on the roster, but in MM will become this new type)

The following are the various Member Classes:

• - R – Regular members
• - H – Honorary members (members that have attained the age of 65 and 25 consecutive years of service)
• - L – Honorary Life members (members that have attained the age of 70 and 25 consecutive years of service)

The following are the various 4th Degree Statuses:

• - Y – In Good Standing in the assembly
• - N – Not in Good Standing in the assembly (these are prior and deceased members)
• - H – Honorary members (members that have attained the age of 65 and 25 consecutive years of service in the 4th Degree)
• - L – Honorary Life members (members that have attained the age of 70 and 25 consecutive years of service in the 4th Degree)

The Officers and Service Program Personnel can be reported through Member Management, using the Council Officers-Current Year or Service Program Personnel-Current Year screens under the Council / Assembly Administration section.

Council Officers:

There are two tabs for assigning individuals to the various officer positions (elected and appointed):

• - Council Members
• - Members from Other Councils
• + The only position that does not require the member to be a member of the council is the chaplain. To assign a chaplain who is not a member of the council, you will need to have his membership number.

Service Program Personnel:

There are two tabs for assigning individuals to the various service program positions:

• - Supreme Defined Positions
• - Council Defined Positions
• Note: Council defined positions can be added on the Additional Program Positions screen (ref. to the Adding Council Positions section of help).

Assigning Individuals to officer or program positions:

After clicking on the link to get to the respective screen – Officers or Service Program Personnel – choose the appropriate tab on the screen, so that the appropriate positions / roles appear in the drop down list.

• Note: If assigning Officers or Service Program Personnel for the next fraternal year, when on the Next Year screens, if you click the Copy Current Year button, the current year individuals will be displayed – including the Financial Secretary. Once populated, you can change any position that will need to be updated. Once the Submit button has been selected, the Copy Current Year button will become inactive. If the name of the FS does not appear in the list of Council Officers, this will be corrected after the first of the new Fraternal Year.



• - Select the Position / Role to assign the member to.
• - Search for the member.
• Note: The first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter. If one of the members on the Search Results is to be assigned to another position, he can be assigned without generated another search.
• - Select the member to be assigned, in the Choose a Member box, so that the member's name is highlighted in blue.
• - Enter a date in the Enter Start Date field – which must be a date within the existing fraternal period.
• Note: On the Next Year screen, the Enter Start Date is not editable, it will be July 1.

• - Click Assign button, to display this member's name associated with the role update on the listing on the lower section of the screen.
• - Continue to assign members to additional roles / positions as needed.
• - Click the Submit button at the bottom of the screen to save these changes and report these changes to the Supreme Council office.

Note: Updating officers and Service Program Personnel on the Current Year screens will change the Supreme Council records immediately.

If you have already click Submit on the Next Year Officer screen, prior to clicking this will be corrected with the first update to Member Management after the start of the new fraternal year.

Council Service Program Positions, which are not Supreme Defined positions (ie. Event chairman), can be added to the Additional Appointments section of the Program Personnel – Current (Next) screens.

How to add an additional position:

• - Click on Council Administration link on the top menu option, to display the menu under this section.
• - Click on Additional Positions link.
• - On the Additional Positions screen, type the new program position in the Add Position field. Once a position is entered the Add button will become active.
• - Click the Add button to update the Additional Program Positions with the new position.
• Note: The Additional Position screen can also be accessed using the link on the bottom of the Program Personnel – Current or Next screens.

How to edit an additional program position:

An Additional Program Position can be edited on the Additional Program Positions screen, using the Edit Position field.

• - On the Additional Program Positions screen, under Edit Position select the position to be edited.
• - Edit the position name, using the field under the selected position.
• - Click the Save button when position has been edited.

How to de-activate an additional program position:

An Additional Position can be deactivated on the Additional Program Positions screen, using the Deactivate Position field.

• - On the Additional Program Positions screen, under Deactivate Position, select the position to be deactivated.
• - Click the Deactivate button

Note: An Additional Position cannot be deactivated if there is currently a member assigned to the position on the Program Personnel – Current or Next screens.

Council Officers:

There are two tabs for assigning individuals to the various officer positions (elected and appointed):

• - Council Members
• - Members from Other Councils
• + The only position that does not require the member to be a member of the council is the chaplain. To assign a chaplain who is not a member of the council, you will need to have his membership number.

Assigning Individuals to officer or program positions:

After clicking on the link to get to the respective screen – Officers or Service Program Personnel – choose the appropriate tab on the screen, so that the appropriate positions / roles appear in the drop down list.

• - Select the Position / Role to assign the member to.
• - Search for the member.
• Note: The first letter of last name with an asterisk will give you all of the members of the council whose last name starts with that letter. If one of the members on the Search Results is to be assigned to another position, he can be assigned without generated another search.
• - Select the member to be assigned, in the Choose a Member box, so that the member’s name is highlighted in blue.
• - Enter a date in the Enter Start Date field – which must be a date within the existing fraternal period.
• Note: On the Next Year screen, the Enter Start Date is not editable, it will be July 1.
• - Click Assign button, to display this member’s name associated with the role update on the listing on the lower section of the screen.
• - Continue to assign members to additional roles / positions as needed.
• - Click the Submit button at the bottom of the screen to save these changes and report these changes to the Supreme Council office.

Note: Updating officers and Service Program Personnel on the Current Year screens will change the Supreme Council records immediately. The Next Year screens will only be accessible between April 1 – June 30.

To report your Officers or Service Program Personnel to your district deputy, state deputy, and / or district master, etc., generate a Report of Officers or Report of Service Program Personnel located in the Print Center-MM, and either save the file locally and attach it to an Email, or print and mail copies to these individuals.

Note: Contact information for your officers and / or program Personnel may need to be updated prior to generating / saving these reports and emailing them to your district deputy, state deputy and / or district master. This information can be updated on the member’s General Information screen.

To print labels properly on the respective label paper:

• - Generate the Adobe file (clicking on the label name will do this)
• - Click on the print icon within the Adobe file, to display the Print screen
• - On the Print screen, there is a “Page Scaling" reference which should be set to ‘None.’
• - Print the labels (click on “OK”).

To print reports properly on the paper:

• - Generate the Adobe file (clicking on the report name will do this)
• - Click on the print icon within the Adobe file, to display the Print screen
• - On the Print screen, there is a “Page Scaling" reference which should be set to ‘Fit to Print.’
• - Print the labels (click on “OK”).

Emailing a group of members:

The Email Tool provides the ability to email members by:

• - All Members
• - By Member Type
• - By Member Class
• - By Degree Status
• - By Council Officer
• - By Program Personal – Supreme Defined
• - By Program Personal – Council Defined

Basic Requirements:

• - User must have an email address on file – note that emails sent will be seen as coming from the user’s account; and any emails that cannot be delivered will be returned to the users email account.
• - Members must have an email address on file in Member Management/Member Billing.

Generating / Sending Emails:

To email members, click on Print Center link on the top menu options, to display the menu options under this section.

• - Click on the Email link on the menu options on the left hand side.
• - Click on one of the options, to select individuals to receive the email.
• Note: Selecting certain options will restrict from selecting other options (for example, if selecting a Member Class, the Member Type and By Degree Status sections will close.
• The following can be added to the email, prior to it being sent:
• + Additional email address as a CC
• + Subject line
• + Message
• + Ability to attach files

Email History:

After the email has been sent, it can be viewed on the Email History screen.

• - Click on the Email History link, which is a sub menu link to the Email screen.
• - The following information is available on the Email History screen:
• + Date that email was sent
• + Name of the individual that sent the email
• + View link – clicking on this link will take you to:
• - If from Billing Notice email, the Email Distribution List screen, which displays the names of the members and the email addresses that the email was sent to.
• - If from a group email, the Email Sent to History, which will display the Email Tool screen with the selections highlighted for that email. Clicking on the link for the selected group, will display the names of the members and the email address that the email was sent to.
• + Subject of the email sent, which is a link to the Email Text screen that contains the text of the email sent.

Basic Requirements:

• - User must have an email address on file – note that emails sent will be seen as coming from the user’s account; and any emails that cannot be delivered will be returned to the user's email account.
• - Member must have an email address on file in Member Management/Member Billing.

Generating an Email for an Individual Member:

Once an email address has been added to the member’s record in Member Management or Member Billing, an Email Member link will display on the various member screens for the member.

To email the member:

• - Click on the Email Member link (after searching for a member on the Find A Member screen, and clicking on his name in the Search Results screen, to get to a member screen) to get to the Email Member screen.
• - The following can be added to the email, prior to it being sent:
  • + Additional email address as CC
  • + Subject line
  • + Message
  • + Ability to attach files

Email History for an Individual Email:

After the email has been sent, it can be viewed on the member’s Contact Notes screen.

• - Click on the Contact Notes link
• - The following information is available on the Contact Notes screen:
  • + Date that email was sent
  • + The Method of the contact – which will display Email
  • + Subject of the email sent, which is a link to the Email Text screen that contains the text of the email sent.

Note: Billing Notices and attachments added to the email through the Email Tool will not be saved, however the file name reference is included on the Email Text screen.