CHC Membership Application

Adding New Charities

To add a new charity login and click on ADMIN. Next click on MANAGE USERS and then ORGANIZATIONS. Click ADD at the top of the screen, which will open up a new organization record. Enter all relevant information for that record. To enable a user to edit the application for this charity, select that person as the PRIMARY CONTACT in the organization record. Note: Users show up in this drop down by setting them as MEMBERS in the CONTROL INFO tab in the CONTROLLING CONTENT field in their people record.

NOTE: To designate the organization as a charity, you must click on the CONTROL INFO tab and select CHARITIES from the CONTROLLING CONTENT field. Click SAVE to save the new record.

To fill out an application for the new charity, you must first create an application by going to MANAGE ADD-ONS, CHC MEMBERSHIP APPLICATION and then ORGANIZATION APPLICATIONS. Click ADD to add a new application and fill in the application name and Charity ID (which is the Record ID from the Charity record that was created).

Enabling Additional Users to Edit a Charity Application

If a charity has more than one user authorized to edit the charity application, login and click on ADMIN, MANAGE USERS and then PEOPLE. Open the record for the person you want to give access to a charity application by clicking on the paper/pencil icon next to that record. In the ORGANIZATION field, select the charity that the person is associated with. Click OK to save changes. This person will now be able to edit the application for the selected charity.

Sorting Membership Applications in the back end

To the Membership Applications table, login and click ADMIN, MANAGE ADD-ONS, CHC MEMBERSHIP APPLICATION, ORGANIZATION APPLICATIONS. To get the standard fields to show, click on SET COLUMNS in the FILTERS tab and then click RESET. Once you have the fields you want to sort, click on the field name to sort and click again to sort in the reverse order.

Accessing uploaded documents

To access uploaded documents, log into your administrator account and go to ADMIN. On the left hand column click MANAGE ADD-ONS, CHC MEMBERSHIP APPLICATION, then ORGANIZATION DOCUMENTS. Find the record you want and click on the paper/pencil icon to access it.

Change Settings for the Membership Application

Use the CHC Membership Application Settings Panel to change standard settings for the application.

• To change settings Login and click ADMIN, MANAGE ADD-ONS, CHC MEMBERSHIP APPLICATION, MEMBERSHIP APPLICATION SETTINGS.
• In the Checklist Captions tab, you can change the text you will see below each section on the main application page.
• In the Archive Folder tab, enter the name of the archive folder to use for saving images; this is typically the year.
• In the App PDFs tab, upload PDF files for the current Membership Application and CFC Applications.

Uploading PDFs for the Membership Application and Appointment and the CFC Application

To upload a new Membership Application or National or Local CFC Application:

• Login and click ADMIN, MANAGE ADD-ONS, CHC MEMBERSHIP APPLICATION, MEMBERSHIP APPLICATION SETTINGS.
• Click the App PDFs tab.
• Click BROWSE in the field for the application you want to upload.
• Find the file on your computer and click OPEN.
• Click OK to save the new file.

Resetting Charity Applications Each Year

At the beginning of the charity application process each year, you will reset the application for each charity using the instructions that follow. Login and click on ADMIN, MANAGE ADD-ONS, CHC MEMBERSHIP APPLICATION and then MEMBERSHIP APPLICATION CONTROL PANEL. You will see a screen where you can check a box to select all charities for reset, or you can select a specific charity from the dropdown box. Click RESET to move the updated information from the charity record to the new year's application. All check boxes on the main page of the application will be cleared and ready for the input of new data. If you have added a new charity, you must also complete this RESET in order to create an application for the new charity.

Notes about resetting applications:

• Clears status and checkboxes on the application
• A charity record is required to reset the application.
• If an application is there, it will be used. If no application is present, a new application will be created.
• Copies charity fields to the application. All those under 'complete application plus the following:
  • application active checked
  • all status checkboxes cleared
• All organization Documents (uploads) assigned to the charity are added to the application and marked 'archived'.
  

People (members) and assigned rules (ceo, cfo, etc):

• During reset, a copy of the charity's role assignments and the people records are copied to the application (applicationRoles and applicationPeople).
• During completion, changes to applicationPeople are copied back to the actual people records. If a new applicationPeople record is copied, the system will search for a matching people record based on email. If no match, a new people record is added. If the email does not match the email for the new person a default username and password are added.
  

• Fields included:
  • First Name
  • Last Name
  • Name
  • Title
  • Email
  • Phone
  • Organization = Charity selected
  • Company = text name of Charity
    

• All organization Documents (uploads) on the application are assigned to the charity.
  

• All non-archived documents are copied to one of the following folders:
  • Folder year is determined by the archive year selector during Completion.
  • charityName is the name entered on the application, modified slightly to conform to valid folder format.
    

• subfolderName options can be any one of (stored at Resource Library\2015 Member Application\CharityName\subfolderName):
  • Service Report
  • Tax Exempt Letter
  • Audit
  • IRS Form 990
  • Expense Report
  • Annual Report
  • OPM
  • Stock Photos
  • Logos
  • Banners
  • Dollar Statements
  • Accomplishments
  • Other

Email Notifications Sent

When the application is finalized and submitted by a charity, two emails are sent. You can edit the subject, copy and from-address for those emails in the system email section, accessed by logging in and clicking on ADMIN, MANAGE EMAIL and then SYSTEM EMAIL. When the system is first installed, these emails may need to be added (use the add button). If no email is added, it will be automatically added when it is first used.

• Membership Application Notification -- email sent to notify CHC that an application has been submitted. To receive this email, edit it, select a group and add yourself to that group.

• Membership Application Auto Responder -- email sent to the person who completed the application.

Complete Application

When a member is done with their application and all sections of the form are complete, they will see the button SUBMIT APPLICATION FOR REVIEW. When they click that all sections of the application will be marked as completed, in the STATUS tab of the ORGANIZATION APPLICATIONS record for that charity.

A CHC Administrator will then review the application by logging in and going to http://portal.healthcharities.org/application. Under select your charity, select the charity you wish to review from the drop down. In the administrator green box select Membership Application Export, select the state you want to export, and check the box next to "email results when completed" if you are having trouble with the report timing out. Once the download is complete, you can review the export record by importing results into a spreadsheet. Once this is complete, the next time you log in as an administrator and go to the "http://portal.healthcharities.org/application" page and select that charity that you just exported, a Complete This Application button will replace the line that says “This application has been submitted and is waiting to be exported for review.”

Completing this step copies application fields and records (listed below) to the charity record. If the charity record is missing when the application is completed, a new charity record will be created.

Charity Fields Affected

• CharityName
• Name
• Address1
• Address2
• City
• State
• Zip
• Phone
• Web
• NoEFTChanges
• CFCCode
• EIN
• NTEE1
• NTEE2
• NTEE3
• Statement
• Overhead
• Line14
• Line15
• TotalRevenue
• OrgType
• DollarStatement
• Accomplishments

Stories of Caring

During the reset, the application is assigned all the stories of caring assigned to the charity. No copies are made, so editing these stories during the application process affects live Stories of Caring records. During application completion, all stories associated to the application are assigned to the charity.

Filling out the CFC Application

Many fields on the CFC application are populated from other sections of the CHC Membership Application process. Below is a list of fields on the CFC application, the form and field where the information is copied from, and whether or not the field is editable.

Local CFC Application

CFC Field	Input Form	Input Field	Editable?
Organization	Contact Form	Charity Name	No
EIN	Profile Form	EIN	No
CFC #	Profile Form	CFC Code	No
Org Address	Contact Form	Charity Address	No
Telephone	Profile Form	Phone	No
Contact Person	Contact Form	Executive FN & LN	No
Contact Title	Contact Form	Executive Title	No
Contact Address	Contact Form	Charity Address/City/State/Zip	No
Contact Telephone	Contact Form	CEO Phone	No
Contact FAX	N/A	N/A	Yes
Contact Email	Contact Form	Executive Email	No
Website Address	Profile Form	Website	No
Disbursement Address	N/A	N/A	Yes
EFT Routing #	N/A	N/A	Yes
EFT ACCT	N/A	N/A	Yes
EFT Fin Inst	N/A	N/A	Yes
Questions 1-13	N/A	N/A	Yes
Question 7 %	Charity Profile	Overhead %	No
Certifying Official Name	Contact Form	Executive FN & LN	No
Certifying Official Org	Contact Form	Charity Name	No

National CFC Application

CFC Field	Input Form	Input Field	Editable?
Organization	Contact Form	Charity Name	No
EIN	Profile Form	EIN	No
CFC #	Profile Form	CFC Code	No
Telephone	Profile Form	Phone	No
Website Address	Profile Form	Website	No
Org Address	Contact Form	Charity Address	No
Contact Person	Contact Form	Executive FN & LN	No
Contact Title	Contact Form	Executive Title	No
Contact Address	Contact Form	Charity Address/City/State/Zip	No
Contact Telephone	Contact Form	CEO Phone	No
Contact FAX	N/A	N/A	Yes
Contact Email	Contact Form	Executive Email	No
Questions 1-11	N/A	N/A	Yes
Question 6 %	Charity Profile	Overhead %	No
Certifying Official Name	Contact Form	Executive FN & LN	No
Certifying Official Org	Contact Form	Charity Name	No