A. Roles and Responsibilities

1. The Organization General Coordinator represents the Organization as a whole and they are responsible for signing-up / registering their group with ServeIndia.org. The Objectives, Services and Organization description should be carefully phrased as that information would appear for public viewing under the Organization Info dropdown. The Organization General Coordinator's are the ONLY personnel who should have access to the Organization Login. So the Organization Login password should not be shared with anyone.

2. After the Organization account is activated by the ServeIndia.Org Webmaster, each Organization General Coordinator (if there are more than one General Coordinator in an organization) needs to sign-up as a Member at the Members Login. In the Members Sign-up form select the organization you belong and submit the details.

3. Now you need to Login at the Organization Login section. You can find your records listed when you click the Members link. You can also select the first letter of your last name and click that alphabet. It should now show the Members whose Last name begin in that alphabet.

You now need to do three things:

  - Check if all details are correct by hitting the View button. Click Back.
  - Activate your membership by clicking on the Activate button.
  - Now Hit the Modify Button and Change the Membership Role to General Coordinator. Update it.

You are all set to Access the Members Login section now. You must have received an email confirmation. From this point onwards, you have General Coordinator access to the Projects menu.

2.1  Activating/Deactivating Members:

Every time a new member signs-up with your Organization, an email is sent to the Organization's registered email id. The General Coordinator's are required to have access to this email. The General Coordinator is then required to Login at the Organization Login section and access the Members link. After verifying the information’s the General Coordinator can Activate the New Member account. This will automatically send an email to the new member informing him that his Membership is now active.

A member may forget his password and may not be able to retrieve his password using the Forgot Password tool. In such times the member may send a request to the General Coordinator requesting him to reset the password. The General Coordinator can reset a member’s password accessing the Members link of the Organization Login section. The new temporary password is sent to the registered email address of the member.

1. Whenever any Project Proposals are submitted by any member of your group an email is sent to the Organization email address. The General Coordinator is then required to Login in the Members Login section and access the Projects -> Project Admin menu. Please note that logging in at the Organization Login will not give access to the Projects Menu. To access the Projects Menu you must login at the Members Login section.

2. Select the Project based on Project Status and select Review. You will find a list of Review Projects (if any). Select the project and hit View to view the details. General Coordinator is responsible to review the project and get in touch with the submitter for any further details.

If the Project Proposal cannot be taken at this time the General Coordinator can defer it or Reject it.

1. The General Coordinator Assigns the Project Coordinator for a project. (Project ->Project Admin ->Select the Project -> Click on Approve button. It takes you to the Approve Project screen where you can Assign Project Coordinators)
2. The General Coordinator finalizes the actual cost required. It is the General Coordinators / Project Coordinator responsibility to validate the Beneficiaries of a project.
3. The General Coordinator updates the Check Details for a Project. These details are like the Payable To, Address where the check is to be sent by the donors etc.
4. Once all details are entered, hit the Approve button. From this point onwards, the Project will now Appear in the OnGoing Project list which will be accessible to all members of the Group. An email alert is automatically sent to the active members of your group.

1. One of the key responsibilities of the General Coordinator is to ensure that the Funds collected are disbursed correctly for the projects.
2. When a member commits Financially or as a Volunteer for a project, the payment record is shown up at the Funds link ( Accessible at the Organization Login ).
3. It is the General Coordinators responsibility to ensure collection and deposition of checks at the Bank. On encashment the General Coordinator must update the Check details and turn the Payment status to ‘Payment Done’.
4. When a member is not able to honor a Financial commitment that he submitted, the General Coordinator should delete that transaction.

1. The General Coordinator / Project Coordinator jointly maintain the Project Progress information.
2. The Project Progress should be added when Amount is disbursed or there is a change in completion percentage.
3. The information and the details entered here are shown graphically as a Bar graph in the OnGoing Projects and Completed Projects list.

For a Funded Project With Beneficiary,

- All the Beneficiaries must be sponsored and the Total Approved Amount must have been collected as sponsorships from donor members.
- All collected amount must have been disbursed to that Project.
- The Project must also have Project Progress details entered and the end progress must be 100%.
- If there are excess funds, which are unused, then it must be transferred to the Organization Reserve Fund Pool. This is the responsibility of the General Coordinator / Project Coordinator.
To transfer excess funds simply hit the Transfer button. Any fund transferred to the pool can be viewed by all the members through the Projects -> Reserve Fund Pool menu.
When funds are transferred the system automatically inserts one more project progress detail with the amount transferred and makes the percentage completion as 100%.

For Non-Funded Project,

- The stated goal of the project must be achieved.
- The Project must also have Project Progress details entered and the end progress must be 100%.
After all these criteria are met the General Coordinator /Project Coordinator can hit the Complete button in the Project Progress screen to change the status of the Project to Complete. From this point onwards, the Project appears in Completed Projects list.

1. The General Coordinator is the only person authorized to disburse funds from the Reserve Fund Pool.
2. Funds can be disbursed from the Pool to the Projects only.
3. To disburse funds from the Pool, simply login at the Members Login section. Go to Projects – Approve Project menu. Select the project to which you want to disburse funds from the pool.
4. If there is any money left in the Pool it is shown at the Sponsorship Form.
For Funded Projects With Beneficiary:
Click on the ‘Select Your Beneficiary’ button. It opens up the Beneficiary list and towards the end of the list you will find the amount in the reserve pool.
There is also a provision to choose whether you want to use money from the Pool. Choose ‘Yes’ and hit Sponsor button after filling other details.
For Funded Projects Without Beneficiary:
You can find the Pool amount at the Sponsorship Form at the bottom. There is a provision to choose whether you want to use money from the Pool. Choose ‘Yes’ and hit Sponsor button after filling other details.

A General Coordinator is responsible for posting News / Articles for the Organization. The General Coordinator can add/update News/Articles at the News/Articles link at the Organization Login section. Members who want to submit news/articles to be posted can email the same to the General Coordinator.
Using this link the General Coordinator can posts news updates, messages on the front home page ( which appears after a member logs on ) as well as the News and the Articles link located in the Left panel.

A General Coordinator is responsible for posting Poll questions and answers. At any given point of time only one Poll question can be active. The General Coordinator can add/update Polls questions at the Poll link at the Organization Login section. The posted poll question can be accessed by the members through the Poll link located on the Left panel.
The Poll results are automatically available to the members when the Poll end date is met.

A General Coordinator is responsible for sending out common communications to the group. Use the Emailer link at the Organization Login section.

A General Coordinator is responsible for uploading documents/images. Documents/Images can be loaded specific to a project or as a General upload. Project specific uploads can be accessed at the Projects Detail page ( Projects -> OnGoing Projects -> Click the project name ). General uploads can be accessed by other members of the organization at the home page left panel under the 'Channels' section.

A General Coordinator is responsible for accounting the General Donations that his Organization gets from Non-Members ( ie. from people who have not signed-up in this site as members ). Such donations are directly credited to the Organization Reserve Fund Pool. Funds from the Pool can then be diverted to any other project that requires it. The General Coordinator gets a link 'General Donations' when he logs in the Members Login section. Clicking on the General Donations link displays a list of General Donations already done and at the bottom there is a link to Add Donations.