The Database

The ACE Mentor Program Database’s main purpose is collecting participant registration records for each program year, but it does much more than that. It manages required consent forms and volunteer background checks, it has a custom scholarship feature, a team management and attendance tracking feature, an alumni tracking feature, and serves as a historical record for your affilaite and the national program, to name a few. Essentially it is a powerful tool to assist you in managing many of the programatic requirements that come with running an ACE affiliate.

As an affiliate database administrator, understanding how to use these features is key to helping your affiliate run succesfully. Keeping the data current and accurate is essential for insurance reporting, program planning, and affiliate growth.

The sections below provide step-by-step written and accompanying video instructions for key database functions. Some of the video tutorials can be shared with the appropriate participants to assist them in using the database properly (students, mentors, team leaders, etc.)

How to Use The Database

To help guide users, we’ve curated list of video tutorials for different audience types (Affiliate, Mentor, Student, etc.). Some of this information can be shared with participants direclty to guide them through registering, running an ACE team, creating a scholarship, etc.

As the databae admin for your affilaite, all of these tutorials will be helpful for your understanding of the database as a whole. Click the button to the right to explore the entire list.

You can also access the tutorials using the sections below which also contain the written guides for some of the main roles and functions of the The Database.

All Video Tutorials

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Affiliate Administrator – Essential tips and guidance for managing every aspect of your affiliate database.

Database administrators play a key role in keeping an affiliate’s information accurate and up to date. They help manage student and mentor records, registration, background checks, teams, affiliate information, participant statuses, and other database functions needed to support the program.

Every affiliate needs at least one database administrator – someone who manages all aspects of the database for the affiliate. This comprehensive guide provides useful info and tips on managing the entire affiliate database.

Note: You need to be assigned a higher level of access as a Sub Admin (Full Permissions) on the database to perform your duties as an Affiliate Database Administrator. Contact your affiliate leaders, then Regional Director to get Sub Admin access.

Once assigned, log into your Database profile and switch over to Sub-Admin explained in this tutorial

For a current list of affiliate level database tutorials see the options below:

Affiliate Administrator Guide

Team Leader – A guide for team leaders to manage attendance, registrations, and consent forms.

Team Leaders help manage the day-to-day administration of their assigned teams through the ACE database. They can access team rosters, manage participant program status, order mentor background checks, and track and review student and mentor attendance. Team Leaders also have tools to sort and filter team records, helping keep participant information accurate and up to date.

Team Leaders are initially assigned by the database administrator (see section above) or some that has Sub Admin level access.

Team Leader Guide

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Mentor – Mentors can help manage teams

Proper mentor registration helps ensure accurate records, program compliance, and a smooth onboarding experience. Share these resources with new and returning mentors to guide them through the ACE registration process and help ensure their information is completed correctly and kept up to date.

Please explore the mentor video section using the link on the right.
*Encourage Mentors to watch the team leader tutorial whether they become assigned a team leader or are planning to be.

Mentor Tutorials

Mentor Registration Guide

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Student – Learn how registration works and assist students in registering succesfully

Proper student registration helps affiliates maintain accurate participant records, required consent forms, and up-to-date program information. Share these tutorials and guides with students and families to help them complete the registration process correctly and ensure they are ready to participate in the program.

Share with your students to make sure they register correctly!

Student Registration Tutorials

Student Registration Guide

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Scholarship Management – Create and manage student and alumni scholarships

The ACE database provides tools for affiliates to create, customize, and manage local scholarship opportunities. Use these tutorials and guides to learn how to set up scholarships, manage applications, and support an organized scholarship process from application through selection.

To help you set up and manage one or more custom scholarships for your affiliate.

Scholarship Management Tutorials

Scholarship Management Guide

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