Here are some guidelines and instructions
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Table of Contents | ||||||
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for managing the LVD process:
Background: Letter to DPCA Leadership introducing the Guidelines: 20140804_ShariTemple-to-DPCALeadership_LVDGuidelines.docx
Guidelines for Last Verified Date Setting and Deleting Members |
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General Guidelines |
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Last Verified Date |
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Verification implies that you can confirm the member is still living in the country. The Last Verified Date is the date that they or you last confirmed they are still a DA member living in your country. It does not mean that you are confirming that all their contact information is correct although that is desirable. |
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Delete Member |
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Deletions implies the member is no longer a member of Democrats Abroad anywhere in the world. A member should only be deleted if (1) they asked to be removed completely from DA, (2) they |
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have passed away, (3) they moved back to US and do not want to be a member of the US Alumni group, (4) they are a duplicate of a member already in the database, or (5) it is determined they are not a US citizen. |
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Example Scenarios | OK to Verify | OK to Delete | Comments |
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Snail Mail sent and not returned | No | No | The person may have died but family still lives there. The person may have moved and the new resident just trashed the email. Postage was not paid for returned mail. |
Snail Mail sent and returned | No | Depends | Delete if their email is on-hold AND there are no working phone numbers; e.g., their phone number has been disconnected or clearly belongs to someone else.. |
An email does not bounce | No | No | A working email does not imply that the person still lives in the country. |
Receive email with country contact info in the signature | Yes | No |
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Receive email (or other indication) that they have returned to USA | No | Depends | Check first to see if they would like to remain on the US Alumni group and receive global emails before deleting. If yes, then |
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follow the membership manual instructions on how to move |
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people to |
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the USA. | |||
Respond to an email | Depends | Depends | If the response implies they are still in country, then OK to verify. If the response is they want to be deleted as a member, then delete. |
If an answering machine answers and includes the person's name | Yes | No |
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If answering machine answers and does not include the person's name | No | No |
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Complete Robo Call where the member verified they were a member by their response | Yes | No |
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Note: People who answer CallHub calls have their Last Verified Date automatically updated | ||
Person wrote that they moved to another Abroad country | Yes | No |
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Follow the membership manual instructions on how to move |
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people another country. | ||
You know the person and that they live in your country | Yes | No |
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The person attends a DA meeting or event | Yes | No |
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If a person RSVPs for an event posted on our website, their Last Verified Date is updated automatically | |||
The person put a "I plan to Return" date when they joined that has passed | No | No | Many people stay beyond their planned return date so should still contact them |
You read or hear about their death | No | Yes | Assuming it is from a reliable source |
You have no working email, no valid address, no working phone number, and cannot find anything current about them on Google | No | Yes | If there is no way that DA can contact a person, they should be deleted |
They asked to stop receiving emails | Depends | Depends | If their email says they moved back to US, delete them. If they opt-out, ask if they are willing to receive phone calls or letters. If they want no communication from us, delete them. If they still want to be a member, just no emails, and confirm they still live in your country, then OK to verify them |
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How to prepare your spreadsheets on updated members so they can be imported in bulk (link downloads as a PDF file)
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