15.14. Surfguard Archiving and De-registering Members

Archiving/ De-registering of Members

Our membership year runs from 01 October – 30 September for all members. At midnight on 30 September all members who are not registered for the current season as at 30th September will be considered not financial/not registered.

!If a member cancels their membership during the season, clubs/ branches MUST archive the member in Surfguard.

What does this mean?

This means that their membership year remains at the last season they were registered but that their status remains as “active”.
The active status does not indicate that they are financial and/or registered to participate, it merely means that their membership data is active.
This means that non-registered members can still be added to forms, patrol hours and will come up in reports and this should not be happening.

What clubs need to do?

Clubs should be archiving all members that are not registered for the current season. This should be carried out within a reasonable timeframe after 30 September each season.
It is expected that Clubs will be reminding nonfinancial members of their need to register and then will archive non – registered members no later than mid October.

How do Clubs Archive members in Surfguard?

You can easily process a number of club members at once by using the ‘Bulk Processing’ sub-menu which is sitting in the ‘Member’ menu list.
Refer to SLSA Surfguard User Manual for instructions.

What happens when members are Archived?

The member data will still exist and it can be reinstated at any time. Archiving members will ensure that your membership database is correct, that non-registered members are not showing on reports, awards, carnival entries etc

What will SLSQ do after mid October each season?

Whilst SLSQ would like clubs to manage their own membership, SLSQ will also be involved in this process.
SLSQ are asking that the Clubs please work on the required archiving of members as requested.

SLSQ will automatically archive members that are still left unregistered and not archived.