Leader & Event Recording System (LEADERS) - Help
The Leader and Event Recording System (LEADERS) is designed to help outings chairs manage their outings programs. The system helps track certifications, trainings, and administrative roles for volunteers. The system can be used by any outings chair, ICO chair, or designated records manager.
Important: The system is completely integrated with the Club’s membership database so any contact information entered will update Club records.
The following explains functions used within LEADERS. The Frequently Asked Questions page lists answers to common questions.
If you have questions after reviewing these pages and giving the system a try, please send an explanation of the problem to firstname.lastname@example.org with the word LEADERS in the subject line.
The following topics are covered in the System Overview:
Volunteers who wish to access LEADERS must:
Be listed in WILD (Web Interactive Leader Directory) as an outings chair or as an ICO chair
be appointed to a “records management” position in LEADERS AND have an email listed in the Club’s records.
If the volunteer should be listed in WILD as an outings chair and is not listed, the previous outings chair or current entity chair should send an email including the volunteer’s name, member number, and volunteer title to email@example.com. New ICO chairs should send a message to firstname.lastname@example.org.
If the outings chair is listed in WILD but does not have an email address on file with the Club, send an email including the volunteer’s email, name, and member number or address to email@example.com.
First time users need to enter an email address in the field, "New User." A password will be sent to the email immediately. The first time you log in, the program will prompt you to change the password and submit a security question to retrieve the password in case you forget or lose it.
If you receive the message, "Email address is not assigned to an authorized user" indicates your email is not in our system. See the login criteria at the beginning of this section.
Before using LEADERS, two important items need to be defined for your entity: Local Trainings and Administrative Positions. These fields must be defined by the outings chair or records manager before they can be applied to an individual’s record.
Example: If a chair would like to name someone else as the records manager to track leaders in LEADERS, the role of Records Manager would have to be defined under the Define Administrative Positions section before it would appear as an option in the Administrative Positions drop-down menu in individual’s record.
The Define Local Trainings function allows outings chairs to define local trainings or requirements within their entity. They should be trainings, actions, and accomplishments that represent what it takes to be a leader in your entity, for example, “Group Management Training” or “Co-lead.”
The Define Administrative Positions function allows outings chairs to define administrative positions within their outings program. Administrative positions are positions held by volunteers within an entity; examples are Records Manager, Equipment Manager, Volunteer Coordinator, etc. Once an administrative position is defined for the entity, it can be added to an individual's record.
Managing Leader Records
To identify an individual as a leader, follow the steps below.
Look up an Individual - search for the individual by name, member number, and/or zip code. Select their record. When the record appears, check to see if there is one name or two in the grey box. If two names appear together (a joint membership), then you need to make an individual record for the person you want to identify as a leader. To do this, click on "Add a new person to this household." In the blanks provided, enter new contact information for the individual and press "save." The new member's name appears under the primary record name with a heading "Others in Household."
Making and individual a leader – Once you have searched for the individual that you would like to add to your leader roster, click on their name. The profile screen that results is where you can make any changes or additions to an individual's record. Across the top of the profile screen is a menu. The various options are outlined in this section.
Outings Leadership - The outings leader level (01 or 02) and status (certified, provisional) can be defined in this section. Once an individual is defined as a certified outings leader, they will appear on the leader roster, (click "List Outings Leaders" on the left navigational bar).
Certifications - Standard certifications (First Aid) and technical skills (Leave No Trace) granted by the National Sierra Club or an external organization should be tracked here. These include background and motor vehicle/ background checks, OLT 101 and OLT 201.
Local Training and Requirements - A leader's training and progress on the local level should be tracked under training and requirements. In addition to Leader Standards defined by Sierra Club policy, each entity may identify trainings and requirements relevant to their Outings program (see Administrative Functions to learn how). Examples: "Regional Training" or "xx group Leadership Training."
Provisional Lead - The provisional lead section is for the chair to track the provisional leads of a particular leader. There is a section for comments that the chair may use to comment on the provisional leader's strengths and areas for improvement. If you want to add additional provisional leads, contact firstname.lastname@example.org
Administrative Positions - Administrative positions are entity positions that an individual can hold, defined by the outings chair or records manager. Examples are Volunteer Coordinator, or Equipment Czar. The Records Manager position is also defined under this function. In order for the records manager to access LEADERS, the position type MUST be defined as "Records Management." If you don't see any options in the drop down menu, this means the positions have not yet been defined. See Administrative Functions above.
Once leaders have been identified in Step 3, reports about your leaders and their status in meeting leader standards are available. There are two ways to run a leader report:
Simple Reports – Click “List Outings Leaders” on the left navigational bar. A list should appear. If it does not appear, you have not entered any leaders into the system. At the top of the page, there is a drop-down menu with four report options:
Select/Report – Click “Select/Report” on the left navigational bar. There are four selection options, which allow you to define the criteria you want to use to search your list of leaders. The criteria are Certifications, Trainings, and Leader Level.
If you choose Certifications from the drop-down menu, the system will produce a report of leaders with the selected certification, e.g. Wilderness First Responder (multiple selections can be made). Similarly, if you choose Trainings or Leader Levels, you can select the criteria you want to use to search for leaders.
The reporting function of LEADERS allows you to review the leaders that you have entered into the database and to monitor their status in meeting any leader requirements.
Need more information? Check out the Frequently Asked Questions.