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Chapter II- Technology
2.1 Objectives of Technology Committee
The Technology Committee of the J. Reuben Clark Law Society International Board has as its primary objective to identify and develop technology resources and make them available to local chapters of the Law Society.
Its current objectives are to:
1. Encourage each chapter to maintain an active webpage on the Law Society website and to publicize the webpage as a place for members to obtain information and resources; this includes working with International Board liaisons to encourage existing Law Society chapters to appoint and train a Technology Coordinator and/or other persons to submit updates to the database, provide chapter information on the Law Society website, and so forth;
2. Review the current JRCLS website and make recommended changes regarding functionality and content; coordinate (with the webmaster) a program to expand the content and resources available on the current website and to maintain the information as current as possible;
3. Develop a program to market the website to Law Society members;
4. Review the current Law Society database and make recommendations, if needed, on how the chapters could use the database for their membership directories without the need to maintain their own; and
5. Identify and publicize to local chapters other technologies that may assist them (e.g., video conferencing).
Chapter leaders can use technology to more effectively accomplish the mission of the Law Society. The Technology Committee has identified five tools, each of which will be described in more detail that can assist leaders in their work: (1) “superpassword” functions; (2) Law Society database; (3) Law Society website; (4) LDS satellite network; and (5) audio/video conferencing.
As a Chapter Chair you have superuser access to the Database and have abilities and functions beyond that of an ordinary user. This means your personalized password will allow you to send emails to your chapter members using the database, download member information for your chapter and even keep non-published information about your members. When you log into the directory/database you should see “Chapter Chair Utilities” at the bottom of the screen. Click on the bottom and you will be guided as to how to use any of the above functions. If you don't see "Chapter Chair Utilities" please contact Beth Hansen at hansenb@law.byu.edu to get your password set up.
a. Using the email system
Sending an email through the database system is very straightforward – simply follow the prompts. Some things to keep in mind:
1) The system will send emails to individuals that are in the general database as maintained by the BYU Law School. If you keep a separate list of chapter members, and do not periodically try to reconcile the lists, you may miss members.
2) The email system does not SPAM. It will generate one email at a time and the return email address will be your email as it is listed in the database.
3) The system has trouble with stray or “strange” characters. Please do not get fancy. An extra flourish may gum up the system and result in your email not being sent. Copying from a Word or Wordperfect document will often result in the addition of unseen characters that will stop the email from making it through the system. Also, curved quote marks will stop your email as well. Make sure all your quote marks are straight down.
b. Import to Excel Spreadsheet
The system allows you to download mailing information on your chapter members. To download and create labels follow the steps below:
1) Download the chapter.csv file by clicking on option 1 - “Download Chapter Membership Address Merge File” in the chapter chair utilities. Save it to a local hard drive or some other storage media. Be sure to note the drive letter and folder.
2) Launch/Open MicroSoft Excel.
3) Select Open from the File menu, browse for chapter.csv and click the "Open" button.
4) The data works best if it is merged into Word or Wordperfect where you can control the data more easily.
5) Use Mail Merge in Word to Create and Print Mailing Labels
A. Open a new Word document (blank)
B. Click on “Tools” “Letters & Mailings” and “Mail Merge”
C. Select “Labels” and “Starting Document”
D. Select “Label options” and pick your style/size of labels (e.g., Avery 8160)
E. Click on “Select recipients” and “Browse”
F. Locate the csv file you downloaded and click “Open”
G. You may get some messages depending on your system, but you can click through these with “Ok”
H. Select “Arrange your labels”
I. Click on “More items” and then on the first line item, “Insert” and “Close”
J. Go to the first label in your new Word document and enter a “return/enter” after the name that has been inserted there, so that the next insertion will be on the next line
K. Click on “More items” and then on the second line item, “Insert” and “Close”
L. Select “Update all labels” and “Preview your labels”
M. Select “Complete the merge” and “Print”c. Edit Chapter Data Field
Some chapters maintain information that is not maintained by the general database such as dues or events attendance, etc. This field is designed for chapter chairs so they can use the database to maintain this information. Simply follow the prompts.
Each spring the J. Reuben Clark Law School and Law Society send members their personalized data sheets and ask them to check for accuracy and note needed changes. Return of this sheet by an established deadline (usually June or July) is requested to allow time for data entry. Publication of the printed directory occurs in the fall, every other year.
Local chapters can assist in the effort to maintain an accurate and complete database of Law Society members and prospective members by utilizing the following suggestions:
1. Remind members to verify the data on the information sheet and return it promptly.
2. Compare your list of chapter members with the Law Society database. The database coordinator will furnish you with a list of your members upon request, or you can download one as explained in section 2.3.b above. Identify members who are not included in the database and (1) encourage them to register by the deadline—this registration may be done online at: http://www.jrcls.org or (2) designate a chapter officer to submit the information electronically for those not already accounted for. If your chapter is submitting information on behalf of local members, the burden is on the chapter to verify that the information is accurate and that the individual has given their consent to be in the database. When the main database coordinator receives the information, it will be presumed that the chapter has obtained all verifications and consents.
3.Note that information for law students should be kept locally and not submitted for the Law Society database until after the students graduate.
The Law Society’s website contains an array of valuable information of interest to chapter leaders as well as to individual members of the Law Society. Chapter leaders are encouraged to submit information about their chapter activities, newsletters, and other resources. The web address is: http://www.jrcls.org.
The website is currently organized with the following headings and links:
- Who We Are
- Membership
- Attorney Referral
- Chapters
- Leader Resources
- Law Society Leadership
- Community Service
- Job Bank
- Student Chapters
- Women in the Law
- J. Reuben Clark, Jr.
- Resources & Links
The Technology Committee encourages all Chapter Chairs to become familiar with the website and to full utilize the services available there. Some items are password protected. Email Beth Hansen at hansenb@law.byu.edu for password information.
2.6 E-mail and E-mail Distribution Lists
Each week the Law Society sends a brief inspirational message to all individuals in the Law Society database. Some members may prefer not to receive these thoughts, and their requests will be honored if they notify dbcoord@lawgate.byu.edu. Someone in the chapter should be responsible for forwarding these messages to interested local law students.
Law Society members can also elect to be part of the “Jobs” email group and receive email notification of job postings from the BYU Law School Career Services Office. The positions are for attorneys with 3+ years of experience, but any Law Society member can receive the emails.
E-mail can be a very useful tool for communicating with chapter members. Once again, by logging on to the Law Society Directory with your personalized password and accessing the Chapter Chair Utilities you should be able to send emails to your chapter members listed in the main database. The emails will come from YOUR email address and any replies will come there as well. In addition, the emails are generated one at a time and are not SPAM.
In February 2003, the Law Society utilized the LDS Satellite Network to pay tribute to President James E. Faust and to listen to an inspiring message. Law Society members and guests gathered at many locations throughout the United States and other parts of the world in the largest assembly of the Law Society ever. This has become an annual tradition. In order to participate in similar events in the future, a chapter chair may need to communicate the property number and satellite receiver number of the pertinent meetinghouse(s) if and when requested to do so. This information is typically available from the individual in each church building who is designated to operate the satellite equipment.
In some chapters distance may prevent frequent board meetings. In these cases you can consider the use of audio conferencing. The Law Society International Board utilizes this technology in their monthly meetings. Additionally, many law firms have audio conferencing capability that may be available. Video conferencing is another technology that has been used successfully by some chapters for CLE and other presentations. The Law Society is also in the process of developing a Speakers Bureau, and one of the information items to be included will be the speaker’s willingness to make presentations via interactive video conferencing. Many law schools and law firms have this capability. The International Board Technology Committee is developing a directory of video conferencing sites available for potential use by Law Society chapters. If your chapter has such capability and would be interested in having speakers present using this technology, please notify the chair of the Technology Committee (see Appendix C).
2.9 For Help or to Make Suggestions
Please contact any member of the Technology Committee (see Appendix C) if you have questions or suggestions about how the Law Society might improve its operation through the utilization of technology.
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