Before you can open the Excel membership roster you must have WinZip installed on your computer. Win

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Before you can open the Excel membership roster
you must have WinZip installed on your computer.
WinZip allows you to download compressed files.
To get more information on downloading a trial
copy to use with your roster go to
http//www.ffa.org/documents/ffa_accessffa.pdfIt
is recommended that you contact your local
network administrator and IT staff to secure
assistance if needed.
EXCEL FFA MEMBERSHIP ROSTER (Also find this on
http//ffa.umn.edu)
What I need to start - WinZip

• The website location of your membership roster
  is https//access.ffa.org

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Choose the Membership Support Link
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Select the Access Rosters menu button
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Enter chapter number, for example, AZ0020. (State
code must be capitalized) Select the Click to
Download button. This next page, User Name
Enter your chapter number again. Enter your state
supplied password Remember Passwords are case
sensitive! Click OK.NOTE You will use this
same password again to open the Excel file.
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Choose Save.
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Select Save in Desktop. Click Save. The zip
file will be downloaded to your desktop.
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When download is complete, close Download and
Explorer windows to return to your desktop.
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Double click on the zip file located on your
desktop. Inside you will see an Excel file.
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Double click on the Excel file and a password
window will appear. Enter the state supplied
password that you used earlier in the password
box and click OK. Remember that the password
is case sensitive!
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Select Enable Macros. This will allow the
Excel template to sort information and transfer
data from sheet to sheet.
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Once the file opens, click on File and Save As
from the toolbar and save the Excel file to your
desktop. Make sure you name the file (ex
AR0000) and save it as an Excel workbook.
Close the file you have open, then close the zip
file window.
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You will now have two files on your desktop.
Delete the zip file you downloaded.
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After deleting the zip file, you can open the new
Excel file and begin work on your roster.
Double click on the Excel file to open.
Remember to enable macros again.
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The Excel roster has several sheets or pages. The
page tabs are at the bottom of the screen. Make
sure you check each page! Instructions Tab
This page contains a link to the FFA membership
website and help documents. Please contact your
state staff for other instructions specific to
your state.
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To navigate from cell to cell in the roster, use
the tab key on your key board. Some cells are
locked and protected. If you see this warning
click ok and then use the tab key.
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Chapter Tab Primary, Shipping and Billing
fields help us contact the correct people. Note
The billing and shipping fields are used only if
the information is different from the primary
contact/address.Use complete name and address as
required in each cell.Enter one name as your
membership contact. Enter one name for billing
contact. You can have the same name in both
fields.
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Supplying information Some cells are open for
the addition of specific program, school or
individual information. For example Chapter
Name, Address, Phone number and so on. Some
cells require a specific type of response. These
cells have a dialogue box and a drop down
selection menu. This will allow you to choose
your response with a click of the mouse.
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Upload Chapter Data button is disabled and
labeled National FFA Use Only. Other pages have
this same note.
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School Tab This page collects demographic
information relating to your school. Use the tab
button to navigate and the dialogue and drop down
menus to supply requested information. Note
Ethnic percentages are based on total school
population. Use whole numbers only!
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Staff and Partners Tab 1) Use this page to
supply necessary information for all agriculture
teachers who teach in your program. 2) All
individuals or businesses who wish to receive a
copy of the New Horizons Magazine. 3) Other
school staff, administrators, counselors who you
wish to receive specific FFA information
pertaining to their positions. Upload button is
disabled. Sort by Name button is available to
look for duplicates.
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Staff and Partners Tab Do not enter a new name
over top of an old one DR the old record and add
a new line instead. Addresses and other
information can be changed.CodesAR status code
K member type Active Staff/Partner with
magazineAR status code N member type Active
Staff/Partner, NO magazineDR status code
Inactive Staff/Partner, NO Magazine
(National FFA to remove from roster
upon submission)
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Status codes Staff Partner and Roster pages
utilize the following codes to indicate FFA
membership/database status.

• AR Active, Renewing
  (creates
  an active listing in the FFA database)Inactive
  Codes
• DR Do Not Renew (National FFA removes from
  roster or mailing list upon processing)
• DE Deceased, Do Not Renew (Removal from mailing
  lists and active membership database)
• DS Disciplinary, Do Not Renew (Removal from
  mailing lists and active membership database)
• M Moved, Do Not Renew

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Correlation Between Status and Member Type Codes

• AR K Active Non-member with a magazine
  subscription.
• AR N Active Non-member with NO magazine
  subscription
• AR M, T or F Activates student FFA
  membership and magazine subscription
• DR Makes everything INACTIVE Magazine will
  continue to run until subscription expires

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Roster Tab Use this page to renew, not renew or
add new members. Use the tab key to navigate.
Complete necessary information. Some cells will
have dialogue and drop down menus. Click on
appropriate response. Sort buttons are active.
Upload button is disabled. Force Uppercase button
is for National Use. Required fields are marked
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Membership Roster TabAR Status Code Member
Type Active MemberDR, DE, DS M Status Codes
Inactive Member The students name member
remain together throughout their FFA career.
Make address/other changes by changing the old
data not by adding a new line.Birth date must be
entered as MM/DD/YYYY
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Totals Tab This page automatically computes the
amount of State and National Dues. Totals are
tabulated from earlier pages.This serves as a
record of your dues (print and use to secure dues
payment). Make sure your TOTALS are
correct!Student AR status code Member Type
member, you need both codes!Staff Partners AR
status code Member Type K magazine
subscriber, you need both codes on the proper
pages!
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What do I do next?

• Download the electronic version from this Site
  https//access.ffa.org
• Enter Your Chapter --MN0??? Your Password
  MN0809MEM
• Only the Green-highlighted 2008-2009 Roster can
  be used. Additional members template will be
  posted December 1st.
• Please COMPLETE ALL PAGES of the roster to
  include the CHAPTER AND SCHOOL information pages.
  
• You need to make sure that the information on the
  Excel templates Staff and Partners tab, has been
  updated and active so that when uploaded in the
  system anyone pulling information from people
  soft from any National FFA department, will be
  pulling the correct information for mailing
  addresses.
• Chapters that are not receiving mailings, go in
  to the People Soft system under your user name
  and password, and check to see in the menu box
  and under Membership Systems, Use and Chapter
  information, put in chapter number and see what
  address is in the system for particular chapter,
  and you can make the change.
• On the Rosters Page Use Columns A to ARrenew or
  DRNot a member.
• Do NOT Delete any names.
• Column C - M for a 1 year member9.00 F for 3
  year member25.50
• T for 31 member-31.50.
• For all New members, enter the name, address,
  city, zip and grade.

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• Save the copy to your desktop and Email the
  roster and the info below to me
  jim.ertl_at_state.mn.us
• Chapter ________________
• Chapters Contribution to MN FFA Foundation
  _________
• Number of Members____________________ X 9.00
• 3 year _at_ 25.50 __________
• 31 year _at_ 31.5 _________
• Extra Magazines from the Partners
  tab_______________ X 7.00
• See the Totals Page for correct Dues.
• Please add AG MERIT SCHOLARSHIP Assessment per
  chapter 5.00 Due (This scholarship is awarded at
  the University of Minnesota for an Agricultural
  Education student and former FFA member).
• Total Amount Due ______________________________
• Please DO NOT SEND CASH--------Send payment by
  CHECK ONLY along with the Totals page.
• YOUR ROSTER WILL NOT BE PROCESSED UNTIL PAYMENT
  IS RECEIVED.
• MN FFA, 1500 W Hwy 36 Roseville MN 55113
• You should also make a second copy to submit with
  your regional dues.
• Thanks,
• Jim Ertl