How do I manage my organization's roster in My Involvement?

Note:

To make changes to your organization's profile, you must already be listed in My Involvement as one of the following positions for your organization, or have a custom position with one of the following categories:

  • Primary Contact
  • President
  • Vice President
  • Treasurer
  • Secretary
  • Director
  • Chair
  • Representative
  • Advisor

See How do I check and revise my membership status in My Involvement?

For help, contact your campus Support Center.

On this page:


Managing your organization's roster

To manage the membership and assign positions within your organization:

  1. From the Organization tab, click the name of the organization whose roster you wish to update.
  2. At the right of the "Roster" header, click Edit.
  3. To add a member, enter his or her IU email address in the "Email Address" field and press Tab; the "Name" field will auto-complete. Select a role for the member from the "Position" drop-down menu, and then click add.

    To remove a member, click delete for that member.

  4. Click Save to store all changes and return to the organization profile.

Click Download Roster if you want to export a current version of your roster. An Excel spreadsheet will open listing the email addresses, names, and positions of all the members of your organization.

Communicating with members

Note:
Only organization officers can send email to their membership.
  1. From the organization profile, at the right of the "Roster" header, click Send Email.
  2. Use the checkboxes to designate the members to receive the message, or check the box in the top row of the list to send mail to everyone on the organization's roster.
    Note:
    Make sure that each member to receive the message has a valid address in the "Email Address" field; if not, this will cause an error upon submission. Some out-of-date memberships may not have their address properly populated; you should delete these from the roster, and re-add them as appropriate.
  3. Enter the subject and body of your message in the appropriate fields.
  4. Click Send. The notification "You successfully sent an email" will appear in a green bar when the message has been sent.
Note:
Each recipient will see the email address of the member sending the message; all other addresses will be displayed on the "To:" line as "undisclosed-recipients".

Click the Organization tab to return to the list of your organizations, or click the name of your organization in the link at the top of the page to return to your organization profile.

Creating custom positions

  1. From the organization profile, at the right of the "Roster" header, click Manage Custom Position.
  2. Fill in the custom position name.
  3. From the drop-down menu, select the position category that most accurately describes the position.
    Note:
    If you assign the position category of "Member", the position will not have editing and administrative privileges for your organization.
  4. Click Add.

The new position will now be available for assignment in the "Position" drop-down menu on the "Edit Roster" page.

This is document bbqk in the Knowledge Base.
Last modified on 2015-04-28.

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