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Updating Officers and Club Information |
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After each Rotary club elects officers for the coming Rotary year, its time to update club, district and Rotary International records. Note: the deadline to hold club officer elections is December 31 of each year. Submitting the names and positions of each newly elected officer should be done immediately following the elections.
On July 1 of each year, DaCdb AUTOMATICALLY promotes key club officers.
All you need to do is make sure all current and incoming (elect) officers' positions are correct in DaCdb. On July 1 the system will make all of the necessary promotions for the following positions.
President (P) - the current 2011-12 President is promoted to Immediate Past President
Pres-elect (PE) - the person who will serve as President in 2012-13 is promoted to President
Pres-elect Nominee (PN) - the person who will serve as President in 2013-14 is promoted to President-elect.
Sec-elect (SE) - the person who will serve as Secretary in 2012-13 is promoted to Secretary
Treas-elect (TE) - the person who will serve as Treasurer in 2012-13 is promoted to Treasurer.
If these positions are manually "promoted" to their new positions prior to July 1, DaCdb will assume these are the 2011-12 positions and will overwrite your changes. If this occurs, a club officer will be required to go back and manually reset these positions.
To avoid problems make sure these positions are correctly assigned in DaCdb for your club prior to July 1.
If you have any questions, contact the DCO or your AG. |
DaCdb (Dak-dee-bee) makes this annual responsibility a simple process that can be completed in just a few minutes right from your computer.
Usually, this task is performed by the club secretary but it can also be completed by any club officer including the Club Communications Officer (CCO). All club officers have the Level-4 access required to update this information.
In this one process the following tasks are accomplished:
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Updating the club's records
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Updating the district's records
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Notifying the District Governor-Elect of newly elected officers & meeting location changes
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Submitting to Rotary International the names and positions of those elected to serve as leaders in the coming Rotary year that begins on July 1
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Submitting to Rotary International any changes to the club's meeting day, time, location or club contact information
Please review this entire process including the notes at the bottom (print this page as a guide if possible) before beginning as the notes concerning "combination positions" for current officers ascending to new positions on July 1 are very important.
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Log into the DaCdb system. (Need help logging in? Click here.)
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Click on the "my Club" tab on the top menu.
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Click on the blue [Edit] link beside your club's name at the top of the screen.
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This displays the Club Admin screen with tabs across the top. Each tab allows you to update specific club and member information:
 - Click on the "Positions" tab
- Review the members and positions information currently assigned.
- To edit a member's position, click the pencil icon located just left of the members' names.
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Click the down arrow beside the "Position" field below the member's name you wish to update.
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Select the "Position" * for the member to set their new role (Pres-elect, Sec-elect, Treas-elect, Club Foundation Chair, etc). (refer to the note below about current officers assuming new positions effective July 1)
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Once you've updated the newly elected member positions, click the "Save" button to record the change.
Congratulations! You've completed a number of required administrative tasks while you saved lots of time and postage!
Be sure current club leaders' positions remain unchanged if they are not moving to a new position on July 1.
* Note about "combination positions" such as:
Secretary/President-Elect (means the member is currently the Secretary, and also the President-Elect and will become President on July 1 of this year.)
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Secretary/Secretary-Elect (means the member is currently the Secretary, and also the Secretary-Elect such as a 2 year term).
On July 1, DaCdb automatically "promotes" the current President, President-elect, President-elect Nominee, Secretary, Secretary-elect, Treasurer and Treasurer-elect.
Review position update information in the Frequently Asked Questions section under the "Help" tab in DaCdb. Click this link to view the Question 6 - Edit Club Positions page.
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| Required fields are denoted by asterisks * . |
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