Instructions for Chapter Officers
Using Build-An-App for an Electronic Application
NOTE: If you wish to use Build-An-App for an Electronic Application you must follow these directions BEFORE you send the e-App Invite to the Applicant.
The Build-An-App utility is designed to transfer specific generations (names, dates and places) from a previously verified application to a new application form to reduce the amount of data entry work that needs to be done by the applicant.
In order to use Build-An-App for an electronic application, you must first login to e-Membership using your credentials as a Chapter Officer.
From e-Membership, locate the Descendants List entry that you wish to use for the Build-An-App. (You can get to the Descendants List by links from a Member record, from an Ancestor record or by searching directly in the Descendants Tab.)
Once you have selected the Descendants Listing that is most appropriate for the applicant you’re working with, click the blue “Build Starter Application With List” button at the top of the page. Be sure to read any Notices that you may see as well as the Overview, Review, Disclaimers and Instructions. Then click the “Start Building Application Now” button.
From the Build an App form , use the Shift Down, Shift Up and Omit Generation buttons as needed until the available lineage matches up with the lineage for your new applicant. Make sure that you have the right number of generations in the lineage and that every generation listed on your screen corresponds with that generation in your applicant’s lineage. You won’t be able to easily add or subtract generations later.
Make note of any fields that are highlighted as these fields are not in an appropriate format to be accurately transferred to the e-App. Also make note of any generations for which multiple dates and places are missing. Each of these items will need to be manually updated in the e-app after your applicant has started working on her application.
Once you have the right number of generations and have noted any potential items to correct, click the blue “Save Locker” button at the top of the screen. The title of the list will include the name of the patriot ancestor. In the “Locker Description” field, enter a name or description that will help you identify this record. It might be helpful to include the applicant’s name as part of this description. Be sure to click the “Save” button after you’ve typed in your description.
Once you save the Build-An-App it will appear in your “Locker List.” You can get to your Locker List at any time by navigating to the Descendants Tab and clicking on the “Show Locker List” option in the menu on the right side of the screen. You can use the buttons next to any entry to View or Delete that item. If you need to make any changes to any item in your Locker List, you will need to resave that item with a different description and it will appear as a new item in your Locker List.
Once you have a Descendants List for an applicant saved in your Locker List, log in to Membership.dar.org to send the applicant an Invite to start the e-App using that saved list.
The applicant should edit as needed. Additional documentation will need to be uploaded for any changes in the BAA information.
Sending an Invite
To begin the electronic application process for a prospective member, the first step is to send the Prospective Member an Invitation to complete the application form.
In order to send the Invitation, you will need the Prospective Member’s name and email address. Only one invitation should be sent to any one Prospective Member, so before sending the invitation, make sure that she hasn’t already received an invitation from a fellow Chapter Officer or from another chapter.
Do NOT send invitations to:
- Applicants who are applying through a New Ancestor.
- Applicants who are applying through an Ancestor with the notation “Treat as New Ancestor.”
- Applicants who are applying through an Ancestor that requires a service study.
- Applicants whose lineage requires an Analysis.
- Applicants who have already submitted a paper application form that is currently in the review process in the Office of the Registrar General
- Applicants who are already working with a different DAR Chapter.
- Former members who wish to be reinstated.
The Electronic Application process is currently only for New Member applications--not for Supplementals.
The Electronic Application process is most effective when the following criteria are met:
- The applicant has access to a computer, a scanner, a personal email account and high-speed Internet.
- The applicant is comfortable working with a multi-section web-based Application form; uploading and transmitting images of supporting documentation via the online application form; and making her payment electronically.
- At least two of the designated chapter officers have sufficient computer skills to electronically review and endorse the application.
If your prospective member does not meet all of these criteria, we strongly encourage you to assist her in submitting a standard paper application form instead of beginning the Electronic Application process.
If part or all of your applicant’s lineage has already been proven on a previously verified DAR Application, make sure that you have used the Build-An-App utility to save that lineage to your Locker List before you start to send the applicant her Invite.
General Site Navigation
The Electronic Application site consists of several different pages or sections. These sections can be accessed via the drop-down menu on the “Application” tab or via the menu box on the right side of the “Application” screen.
The Electronic Application is designed for the Prospective Member to be able to enter the information for her lineage once she has created an account. If she needs assistance, you may work with her, but she must be logged into her personal account before any information can be entered on her application form.
Monitoring the Application Status
The Chapter Officer who sent the original invitation will receive a confirmation email when that invitation has been sent.
All Chapter Officers who have access to the Electronic Application form will be able to monitor the status of each of the current applications for the chapter throughout the application process.
To monitor the current applications for the chapter, choose the “Chapter List Report” option from the drop-down menu on the “Application” tab or from the right side menu box on the main Application screen.
The Chapter List Report will display the Prospective Member’s name and the current status of her application.
In Progress—The Applicant is currently working on her application but has not yet submitted it for Chapter Review. This status could also mean that the application was returned to the Applicant during the Chapter Review or the Midlevel Review so that she can edit, modify or improve the application.
- Submitted—The Applicant has completed her application form and has submitted it for review by the Chapter Officers.
- Chapter Approved 1—One Chapter Officer has Approved and Endorsed the application and it is awaiting the Approval of a second Chapter Officer.
- Chapter Approved 2—Two Chapter Officers have Approved and Endorsed the application. The Application will remain in this status until some form of action is taken by the Midlevel Reviewer.
- State Approved—The Midlevel Reviewer has approved the application. Payment will be requested from the applicant and the application forwarded for review by the Staff Genealogists.
Clicking on any of the column headings at the top of the list will sort the list by the information in that column. For example, clicking on the “Last Name” column heading will sort the list so that the entries are in alphabetical order by the last name of the applicant. Clicking on the “App Status” column heading will sort the entries so that applications with a similar status will be grouped together.
Depending on the status of the application, clicking on the link in the “View Form” column will allow you to view the information that the applicant currently has saved on her application form. If you need help interpreting this information or navigating through these screens please refer to the Step-by-Step Instructions section of the App Help page.
Chapter Edit
The chapter officers who have e-Membership access for the electronic application (eAPP) process have the ability to edit the prospective member’s application before chapter review.
The prospective member must begin filling out her application before any chapter edits can occur.
Chapter officers can only edit the eAPP while it is still “in process”; in other words, the prospective member has not submitted the eAPP (complete or incomplete) to Chapter Review.
Chapter officers can access the editing function by:
- Signing into e-Membership and clicking on the Electronic Application link.
- Clicking the APPLICATION tab on the top bar. This will provide a drop down menu of options available.
- Click on Chapter List, which will take you to a listing of your chapter eAPPs that are available for editing.
- Click on “Open App”.
- This will take you to Application for Membership, Terms and Conditions. You must click the open box at the bottom that you acknowledge that you have reviewed these terms and conditions.
- Click on Open/Edit Application
The live eAPP will open, and you will be able to make changes.
- Before editing the document, it is best to save a pdf version of the application. This is done by clicking the Print Proof button in the top right corner. Under the heading Application Proof, click on the little PDF icon. This will download a non-editable version of the eAPP. Save this version to your computer. If you inadvertently delete text, you will have the original version for comparison, and to repopulate the missing data. Do this step every time you go in to edit the eAPP.
- Save any changes made by clicking Save before you go to the next page.
- You can make one change or several changes.
- Read each page carefully to make sure you understand how to navigate the form.
- The last page gives you the option to “Save” only. Chapter Officers do not have the ability to “Submit” an eApp and send it on to Chapter Review. The prospective member will need to review any changes made and “Submit” it on to Chapter Review.
If the applicant submits an eApp and sends it to Chapter Review and the reviewer wants to make some edits to the form, the eApp must be returned (sent back) to the applicant. When an eApp is returned, the status reverts to “in progress” and needed changes can be made. (See item number 2).
Chapter Review
Once an applicant has completed her application form and submitted her application to the chapter, her application will appear under the “Chapter Review Available” heading in the drop-down menu on the “Application” tab or in the right side menu box on the main Application screen.
When viewing the “Chapter Review Available” list, you can click on any of the column headings at the top of the list to sort the list by the information in that column. For example, clicking on the “Last Name” column heading will sort the list so that the entries are in alphabetical order by the last name of the applicant. Selecting the “Submitted On” column heading will sort the list in the order in which the applications were submitted for chapter review.
Each application from the chapter must be reviewed by two of the designated chapter officers. If you were the first Chapter Officer to review a particular application, it will no longer appear on your Chapter Review list, but will appear on the Chapter Review lists of the other Chapter Officers until a second officer completes the review process.
To review a particular application, click the Review link for that application.
During this review, the chapter officers should make sure that the application is complete.
- Are complete dates and places included for the first three generations and for any other event where vital records are readily available?
- Are sufficient names, dates and places included for every generation from the applicant to the patriot?
- Does the lineage appear to make sense? Are all dates and locations feasible?
- Is complete information included for the patriot’s residence and service? Does this information correspond to the information currently found on his ancestor record in the GRS?
- Did the applicant include concise but complete citations for each piece of supporting documentation? Did the applicant upload copies of all cited documents (except in cases where the cited source is a previously verified DAR application)?
To review the application, click the “View Submission” link. This will open the application form in a new tab (or new window). Use the “Next” and “Previous” buttons to navigate through the application. Be sure to review all of the names, dates and places—even those that appear in separate pop-up screens.
When you’re finished reviewing the application, close the application tab (or window) and return to the main Review screen. Enter your comments related to the application in the comments field. These comments could include remarks related to items that were done well or comments about items that need to be redone or improved.
If you decide that the application is complete and correct, you can click the button to accept the application. After two chapter officers have accepted the application, the application will be forwarded to the next level of the review process. Please note that your acceptance of the application serves as your electronic signature as both the chapter officer and as an endorser for the new member application. No application will be forwarded to the next level of review until it has been accepted by two chapter officers.
If you decide that the application is incomplete or needs revision, click the button to return the application to the applicant. Before you click the button, make sure that you included sufficient comments in the comments section so that the applicant will understand what she needs to fix. Also make note of the name of the applicant in case you need to follow up with her directly to resolve the problems with the application. If either officer chooses to return the application, it will be immediately returned to the status of “In progress” and will be available for the applicant to edit.