Toastmasters International has embraced the Internet as a way of doing business. Indeed this phenomena has caused spread voraciously to all levels of the organization -- from member clubs to TI headquarters itself. This is because Internet technology offers a cost-effective way of maximizing resources for non-profit organizations such as Toastmasters.

Unfortunately, Toastmaster's movement to Internet utilization is challenging for those whom are not as Internet or computer savvy as they would like to be.

To help with this challenge, this document was commissioned by 2004-2005 Area 41 Governor, Bob Larmour, DTM to explain some of the issues regarding Toastmasters and the Internet. It is a net of guidelines with the novice computer user in mind. The audience is Toastmaster members of Area 41 but certainly others may find it useful also.

For this document to be effective; however, there is a need to keep it updated . Consequently, any questions or feedback you can provide will be greatly appreciated. Please send your questions or comments to Greg Jonuk, ATM-B, CL at thejonuks@shaw.ca

Several internet websites inform the public and members of information regarding a Toastmaster Club. The following are relevant websites for Prince George Toastmaster Clubs:

• www.CaribooToastmasters.com (Cariboo Toastmaster Club)
• http://www3.telus.net/karps/toastmasters.htm (College Toastmaster Club)
• www.members.shaw.ca/thejonuks/hart.htm (Hart Toastmaster Club)
• www.pgtoastmasters.ca (Toastmaster Clubs of Prince George)
• www.toastmasters.bc.ca (District 21)
• www.toastmasters.org (Toastmasters International)

User names and passwords are required to change information on the District 21 website and the Toastmasters International Website. The other sites can be only updated by their respective website managers. To obtain and use user names and passwords see the relevant sections below. It is unknown at this time if the use of these user names and passwords are restricted to specific officer positions for on-line operations other than educational awards.

When club contact or meeting information changes, it is very important to keep these websites up to date because the accuracy of this information is reflective on the credibility of a Toastmaster Club. For example a guest who shows up at an obsolete meeting location or time would surely be frustrated; perhaps enough to never attempt to attend a meeting again. Even worse, such an event might cast a poor impression on the entire Toastmaster organization.

This guideline is intended to assist members in updating club information on Toastmaster Websites.

3.2 To update your club's individual website and the Toastmaster Clubs of Prince George website (www.pgtoastmasters.ca ), contact the website manager or email the information to the email address which are typically located on the respective site.

3.3 To update your clubs homepage on the District 21 website (www.toastmasters.bc.ca) use the following procedure:

3.3.1 Log on to www.toastmasters.bc.ca .

3.3.2 Obtain username and password. This information was given to President of Public Relations (VPPR) when the District 21 site was launched. This person must be contacted for this information.

Alternatively, if this person is unavailable, or if the password has been forgotten, click the "Forgot Password?" link below the login area, and you can enter an email address where the system will send the password to. This email address must be the one that has been registered for your club. This email can be confirmed by going to http://www.toastmasters.bc.ca/clubsearchresults.php or selecting "Clubs" from the frame on the left-hand side of the site. Then, follow the directions to get to your club's home page on the District 21 site, which will contain your club's registered email address.

If neither of these methods work, contact the District 21 website manager at www.toastmasters.bc.ca/contact.php or select "Contact Us" from the frame on the left hand side of the site.

3.3.3 Once you have your name and password handy, you need to log into the site. In order to do so, find the "Name" and "P/W" area located at the lower left of each District 21 page. Type in your login info and click the "Login" button. If the information is correct, you will be taken to the "My District 21" page, where you will see the following options:

3.3.4 Follow the instructions to edit your club homepage. If problems occur, visit: www.toastmasters.bc.ca/help.php or select "Help" from the frame on the left hand side of the site.

3.4 To update the Toastmasters International website (www.toastmasters.org ), use the following procedure:

3.4.1 Type "ecommerce.toastmasters.org" into the address bar of your internet browser (Microsoft Explorer) and click "enter or "go." Alternatively, select the links to this site via in either the "Club Business" or "Inside Toastmasters" sections of www.toastmasters.org .

3.4.2 Enter club number and password

Obtain password by one of these methods:

1. Check your club dues renewal package (club passwords should be sent with dues renewal).
2. Click on the "Have you forgotten your password" prompt. You will need an email address, your club number, and a personal membership number (found on mailing label of Toastmaster Magazine or dues renewal invoice).

NB all fields are required and that the response will not be automatic because human action is required to verify that you are a club officer or member authorized to carry out dues renewal. Therefore, If you don’t have a password don’t expect to receive one in the same session you intend to finalize due payment since it may take several business days before you receive your password.

3. Contact the Member Services Department at (949) 858-8255 between 8 am and 5 pm weekdays, Pacific Time.
4. Obtain password from the Club President, Past President or previous club executive members whom should have been sent the club password with previous dues renewal documentation.

3.4.3 Click on "Update Club Meeting Information / Add or Update Club Officers."

3.4.4 Follow the on-line instructions to update your club home page on the Toastmasters International site. It will take up to 3 business days for the changes to take effect. The site will ask you for your club officer position, your name, your phone number and your email address. It is unknown at this time if on-line operations for updating club meeting information are restricted to specific officer positions.

The Toastmaster websites as described above offer several key operations to aid the effective and efficient operation of clubs and the organization as a whole. Some of the major key operations available are listed below:

• Event Promotion and Recognition
• Ordering Materials from Toastmasters International On-line
• Reporting Club Officer Changes On-line
• Reporting Educational Completions On-line
• Submitting Membership Dues On-line
• District Operations

Several Toastmaster materials are located from the On-line store available at www.toastmasters.org. Choose from Certificates, pins, speech manuals and many other resources. At this time, the on-line inventory is not as extensive as the hard copy catalog that is mailed to the club President on an annual basis.

Shoppers may choose to establish an on-line account where address, credit, and transaction history information is stored to facilitate future use. An on-line account is not necessary for single transactions but a Visa, Mastercard, or American Express card number must be supplied. Quoted costs are in US dollars.

4.2.1 Click on "Online store" from the top, right side of the title bar menu. Follow instructions to browse, select, and purchase merchandise.

Club Officers can now be reported on the Internet instead of the traditional mail or fax methods. This guideline is intended to assist members in reporting club officer changes on-line.

4.3.1 Type "ecommerce.toastmasters.org" into the address bar of your internet browser (Microsoft Explorer) and click "enter or "go." Alternatively, select the links to this site via in either the "Club Business" or "Inside Toastmasters" sections of www.toastmasters.org .

4.3.2 Select the "Club Business" link.

4.3.3 Enter club number and password (see 3.4.2).

4.3.4 Click on "Update Club Meeting Information / Add or Update Club Officers."

4.3.5 Follow the on-line instructions to report club officer changes. The site will ask you for your club officer position, your name, your phone number and your email address. It is unknown at this time if on-line operations for updating club officers are restricted to specific officer positions.

The Vice President of Education (VPEd) can now submit educational awards on-line for other club members.

4.4.1 Type "www.toastmasters.org/awards/" into the address bar of your internet browser (Microsoft Explorer) and click "enter or "go."

4.4.2 Follow the detailed on-line instructions to submit educational awards on-line. This on-line operation is restricted to the VPEd since this person provides second party verification of information. Since Toastmasters International will not accept on-line award applications directly from applicants, if the VPEd is applying for an award, another club officer (excluding the Sergeant at Arms) must submit the application.

Club Officers can now pay membership dues on the Internet instead of the traditional mail or fax methods. This guideline is intended to assist members in paying club membership dues on-line.

4.5.1 Read the following Frequently Asked Questions (FAQs) to be aware of potential problems and restrictions with regards to on-line membership payment:

4.5.2 Type "ecommerce.toastmasters.org" into the address bar of your internet browser (Microsoft Explorer) and click "enter or "go." Alternatively, select the links to this site via in either the "Club Business" or "Inside Toastmasters" sections of www.toastmasters.org.

4.5.3 Enter club number and password.

4.5.4 Select the "Club Business" link.

4.5.5 Enter club number and password (see 3.4.2).

4.5.6 Click on "Pay Membership Dues."

4.5.7 Follow the on-line instructions to pay for membership dues with a credit card. If no memberships are displayed then they have already been paid or there is an issue that is currently preventing on-line dues payment. In this event Toastmaster International Membership Services Department can be contacted at (949) 858-8255 between 8 am and 5 pm weekdays, pacific time.

4.5.8 Membership Dues Comments:

• This method works for paying membership dues for newly added and/or renewing members. However, the newly added member must already be in the Toastmaster International database This can be done either on-line or by sending a membership application via mail or fax to Toastmasters International.



• Reinstated members, transferring members, and dual members can only be submitted via fax or regular mail.



• Toastmaster officers who request a password on-line, or attempt to use a password on-line, are required to provide their name and officer position. It is unknown at this time if on-line operations for due payment are restricted to specific officer positions.

Certain district business may also be accomplished on-line. A "District Password," which can be obtained from the District Governor is required to log-in. District features are currently restricted to the District Governor, Lt. Governor of Education and Training, and the Lt. Governor of Marketing. Two on-line operations are currently supported: Area Reports of Club Visits and District Officer Training.

To access, click on "District Business" from the www.toastmasers.org home page.