Transcript Rider Education Division

Rider Education Program
REP Database
Familiarization Presentation
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The Rider Education Program (REP) Database is a tool designed
to assist and help the GWRRA Rider Educator, at all levels of the
organization, manage and record the Member’s rider education
accomplishments and achievements. It is intended to provide:
 Tracking of personal accomplishments and individual
achievements for the GWRRA REP Levels Program
 Rapid access to REP Education and Training records
 Individual certification program status
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This seminar will cover the following topics associated with the
REP Database:
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Who’s information will be stored
Data entry control and permissions – who can access what
Database availability
Database login
Individual data record access
Group data access
Modifying an existing record
Creating a new record
Future enhancements
Questions & Answers
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Who’s Information will be found on the Database?
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Rider Education Program (REP) Database is designed to store records
of GWRRA Members who participate in the REP Levels Program
and/or the High Mileage program.
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Enrollment in Levels Program is Free.
Enrollment in High Mileage costs $5.00 for Pin and Hanger.
Without enrollment, Rider Course, Seminar, PLP, or MFA history
will not be recorded.
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• Data Entry Control and Permissions
– Data integrity
• Data integrity is vital to ensure that accurate data is collected, stored and
maintained.
– Why is this important?
• This data is used to determine individual certifications based upon proven
rider education accomplishments.
– How will we minimize data corruption?
• The ability to modify and manipulate the stored data will be controlled
very closely. To do this a “Tiered Access” process has been
implemented.
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• Data Entry Control and Permissions (continued)
– “Tiered Access”
• “Read-Only” data access will be given to all Chapter Educators so data stored in
the database may be used to the maximum extent. REP forms N.7, 8, 9, or 10 will be
sent to District Educator to add/delete/or modify a Member’s record.
• “User” data access will be given to Educators at the District , Region and National
levels. This will allow the Educator to add new entries and modify existing records
with some minor restrictions.
• “Administrator” access will be given to National Program Directors. This
information includes every thing in the previous level plus editing of Seminar
Presenter, Rider Course Instructor, PLP Facilitator, MFA Instructor and other
certifications that must be earned through specialized training.
• Database Availability
– The REP Database will be available to any Educator who has access to the
internet.
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• Database Login
– Go to the “Educators Toolbox” located in the “REP Officer Section” of
the GWRRA Rider Education Website.
– Click on “Rider Education Database” link at the top of the list..
Educator's Toolbox...
(Select the Category you want to jump to)

Rider Education Database

“Give me 5” Chapter Talk Topics

All Forms in Numerical Order

Officer Role, Appointment Process, Conduct, and Policy

REP Handbook

Officer Forms

Level Forms

Master Recognition Eligibility

Helpful Tips and Information

PLP Facilitator Program

Top Gun, Amazing Team Challenge, Field Events, etc.

Inspection Forms

"How To" Seminars given at Wing Ding

Survivor Award Certificate
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• Database Login (continued)
– The database utilizes a login
procedure to restrict access.
Confidential personal
information is maintained and as
stewards of this data we must
ensure that the individual’s
confidentiality is respected and
preserved. See Form N.3 MOU
 URL: http://re.gwrra.org/
 Select | Administrator | User |
Read Only | based on your access
level.
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Database has been
accessed over the
internet
Select the access
level you have
permission for.
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• Database Login (continued)
 You will then enter the
appropriate logon screen based
on your access level.
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Database Logon
Enter “User Name” and
“Password”, then press search
to logon onto site.
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Search: Individual Record
Individual data record access:
an individual’s data may be
accessed several ways.
Membership number
Master Tour Rider number
Member’s Name
Affiliation (District, Chapter)
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Search: Individual Record
Membership Number
entered with %
Note: % is a wildcard. Using it on
the end of a Membership number
will automatically bring up all
family members associated with
that number.
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Search: Individual Record
Search by Level IV Master
Tour Rider Number
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Search: Individual Record
Search using Name.
Multiple combinations may
be used:
First + Last Init
First Init + Last name
(With % sign – wildcard)
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Result: Individual record
Result Page showing the
individual record that
was found.
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Group Data Access
Searching for multiple
records by the two
different Group methods
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Group Data Access
Groups may be selected by
District & Chapter
Note: this search method will
not return results for records
that have blank Chapter fields.
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Group Data Access
Result Page showing
multiple records that
were found.
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Group Data Access
Or by District alone
Note: this search method will
return results for records that
have blank Chapter fields.
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Group Data Access
Result Page showing
multiple records that
were found.
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Selecting a Record to Modify/View
To make a change to a record, select the
modify icon. Record data will be
selected and will populate the screen.
Note: Chapter Level permission, “View”
will be indicated instead of “Modify”
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Modifying Individual Record
Most data may be changed if you
have the correct permissions. Data
that is reserved and may not be
changed includes:
Membership Number
Trainer /Presenter certification
information.
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Saving Modified Record
Once changes are made,
scroll to the bottom and save.
Note: this is a permanent
change to the record data!
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Closing the Edit Screen
Once the data is saved, the
record will return to the
top of the page. The “Last
Updated” field will now
contain the “Today's
Date”, which indicates that
the save is successful.
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You can exit the record by
clicking on the “X” to
close the form.
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Move the Data to Excel
The program will return to the search starting point.
From here you may search again, which will close the
result screen, or download to a spreadsheet format.
Note: you must have a spreadsheet program for this
feature to work.
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Automatic Export to Excel Spreadsheet
You can now customize the data through multi level sorting by:
Chapter
Membership Number
Requirement Expirations
Etc.
Data can then be printed for Chapter/District presentation.
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Creating a New Record
If you have data entry permission;
selecting “Create a New Record”
will launch the New Record Screen.
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Creating a New Record
The screen will appear with blank fields. Be
sure to enter the Membership Number
correctly. Format is 6 digits followed
immediately by a -. (xxxxxx-) If a mistake is
made, email the appropriate Assistant
Director-Rider Education to get it corrected.
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Saving New Record
Once the new data is entered
scroll to the bottom and save.
Note: this is now a permanent
record!
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Closing the New Record Screen
Once the new data is saved
the record will return to the
top of the page. The “Last
Updated” field will now
contain the “Today's Date”,
which indicates that the save
is successful.
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You can exit the record by
clicking on the “X” to
close the form.
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• Future Enhancements
– We will be continuously evaluating the system based on
feedback from users. The goal is to improve efficiency and
ease of use. Features currently being reviewed are:
• Batch update Seminar, Rider Course, MFA class rosters.
• Linking an N.10 Level Update form directly to Database
• Others?
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