Here are a few steps a regional office should take in preparation for the ALEX Yearbook reporting period.

Check the list of Congregational Reporters

The Congregational Reporters will submit the ALEX Yearbook report on behalf of the congregation. Congregational Reporters also receive the email when a region uses the Remind button in Yearbook Administration. To check this list for accuracy:

• Go to the Reporting (pencil icon) section in ALEX;
• Select User Contacts.

This will display the listed congregations in the region with the Congregational Reporter information for each.

1. Review the list of congregations for accuracy. If changes are needed to the list--such as closed, withdrawn, or new congregations--the regional minister will need to submit a Congregation Change Form.
   
2. Look for blank user names. If the Full Name, User Name, and Email fields are blank, the congregation does not have a user assigned as the Congregational Reporter. The congregation or region can request a user name by sending an email to alex@disciples.org.
3. Review the names and email addresses of the congregational reporters. If the congregation needs to assign a different user name and/or email address for the congregational reporter, they should request this by sending an email to alex@disciples.org.
4. Check the last login date. If the Last Login field is blank, the user assigned as the congregational reporter has never logged into ALEX. The region can check with the congregation to see if the correct person is assigned as congregational reporter.
5. Export the list. Exporting the list to an Excel spreadsheet can facilitate communication with congregational reporters before, during, and after the reporting period. 

Check the list of congregations

To be sure the current Yearbook data is accurate for congregations in the region:

• Go to the Yearbook section (book icon) in ALEX;
  
• Click on a column heading to sort the list of congregations by church name, city, or PIN;
• In the Find a Yearbook Record box, enter the region name in the Region box.

This will filter the list to show only congregations in the region. The Southwest Region will need to search by State as well.

1. Review the Yearbook Code, confirming that the congregation is shown correctly as Fully Affiliated or In Formation. If this is incorrect, the regional minister will need to submit a Congregation Change Form.
2. Review the County and District/Area for accuracy. An OGMP Administrator has to update this information. Request any needed changes in an email to alex@disciples.org.