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 04/05/2011
Welcome to NRDS
User Guide for Members


The National Realtors Database System (NRDS) was designed and implemented by a group of Association Executives from State and local associations serving on the NRDS Standards Board.

NRDS was designed as a single database residing on the Internet to store the member and office records for the REALTOR® organization. The data is maintained by Points of Entry (POEs) - most often the local association and in some cases, the State association acting for the local association.

The benefits of the system are many. By storing and updating the records in one place, updates throughout the organization can be instantaneous. Once a local association has made its adds and changes, the State Association and the National Association can frequently update its records directly from NRDS. No more waiting weeks or months for each level of the organization to be notified of a new member or a change.

The NRDS Standards Board has also set the system so that members themselves can access NRDS. A member, through Realtor.org, can use NRDS to look up Associations, Members, and Offices. A member can also make some changes to their own record directly online. Those changes are immediate and the local and State association are notified by email of the changes made by their members. Since the National Association will be pulling all its data directly from NRDS, as soon as a member makes that change it is now used throughout the system.

This user guide will give you directions on using the search capabilities of NRDS as well as changing your own record online. To be able to access NRDS, you need access to the Internet with Netscape or Internet Explorer browser 4.0 or higher, as well as having registered on One Realtor Place.


ACCESSING NRDS

Once you have logged in to Realtor.org, you will see a button in the top right corner called NRDS. Click this button and then click the Connect to NRDS button that appears.

The NRDS menu will then appear in the left frame with the following options: Find An Association, Find A Member, and Find An Office.

Note: When you logged into NRDS, the system verified your security so you will be able to change your own record. No member will be able to change any other member’s record.

The following pages outline the uses of the Find functions.

FIND AN ASSOCIATION

This menu option allows you to search and view any local and State association records. The record will display, for example, the Association name, address, phone, fax, Association Executive’s name, email, etc.

Once you have selected an Association you can also choose to view a list of every active member or every office in that association.

To search:

Click on the menu option Find An Association.

The search screen will appear with the following searchable fields:
Association Name
City
State
Email
Association ID

If you know the 4-digit ID number of the association you want, just type that in and click Search. Otherwise, use a combination of any of the other fields to do the search. We recommend you always include the State as this will make the search faster.

If you would simply like to see every local and state association in Vermont, for example, just search on State equal to Vermont.

The search field of State has a ‘Select Box’. For this field, you do not type in the answer manually. Instead, you select the answer from a list. When you click on the arrow on the Select Box next to State a list of all States appears. From the Select list, click on the answer you want and it will fill in automatically.

The other fields have a ‘Condition’ box to select your search condition. Examples of search conditions are Begins With, Contains, Ends With, Equal To, Not Equal To.

Once you have entered your search criteria, click the Search Button and NRDS will display a list of matching records.





The Association list will display the Association number, Name, City, State and Phone number. To view any association, just click on the Name.

NRDS will display the Name, Address, Phone, Association Executive’s name, Email, Web Page, etc. Some items such as Email and Web Page will be underlined. These are known as links. By clicking on the Email link, you will then be able to compose and send an Email directly to the Association (if your email service is set up in your Internet). If there is a Web Page address, by clicking on this link you will immediately go to the Association’s home page.

At the bottom of the Association record you will see two links: Display Members and Display Offices. Display Members will list every member who belongs to that association. Primary members are listed first in alphabetical order followed by Secondary members. The member’s name will be a link. Click on it to go to that member’s record. Display Offices will list every office in that association. The Office name will be a link. Click on it to go to that office’s record.


FIND AN OFFICE

This option allows you to search for any office record in NRDS. You can view the office information, display the members attached to that office, and, if you are listed as the DR (Designated Realtor) of an office you can make changes to the Office record.

To search:

Click on the menu option Find An Office.

The search screen will appear with the following searchable fields:
Office Name
DR First Name
DR Last Name
City
State
Email
Office ID

If you know the 9-digit ID number of the office you want, just type that in and click Search. Otherwise, use a combination of any of the other fields to do the search. We recommend you always include the State as this will make the search faster.

The search field of State has a ‘Select Box’. For this field, you do not type in the answer manually. Instead, you select the answer from a list. When you click on the arrow on the Select Box next to State a list of all States appears. From the Select list, click on the answer you want and it will fill in automatically.

The other fields have a ‘Condition’ box to select your search condition. Examples of search conditions are Begins With, Contains, Ends With, Equal To, Not Equal To.

When searching by name, it is always best to leave the Condition at ‘Begins With’. In the entry box next to the condition, type in the name you are looking for. It does not matter if it is upper or lower case. If you are not sure of the spelling, just type in as much of the name as you know.

Another Search hint - if you know the office is Century 21 but you are not sure if it was entered as C21, C-21, C/21, Century 21, etc. you can choose the search condition of Contains on Office Name for a name that Contains 21.

Once you have entered your search criteria, click the Search Button and NRDS will display a list of matching records.






The Office list will display the Office ID, Name, City, State, Phone Number, Primary Local Association and DR’s Name (not shown in this example).

The Office Name is a link. Click on the Office Name and the information for that Office appears.

NRDS will display the Office Name, Address, Phone, Fax, DR’s Name, Web Page and Email (if any), and local and State association.

Some items such as Email and Web Page will be underlined. These are known as links. By clicking on the Email link, you will then be able to compose and send an Email directly to the Office (if your email service is set up in your Internet). If there is a Web Page address, be clicking on this link you will immediately go to the Office’s home page.

At the bottom of the Office record is a link: Display Members for Office. When you click on this link, NRDS will display a list of all members attached to this office. The member’s name will be a link. Click on it to go to the member’s record.


FIND A MEMBER

This option allows you to search for any active member record in NRDS. You can view the member information, and you can make some changes to your own member record.

To search:

Click on the menu option Find A Member.

The search screen will appear with the following searchable fields:
Last Name
First Name
Middle
Office City
Office State
Office Zip
Email
Designation
Affiliation
Member Type
Primary Field of Business

Use a combination of any of the other fields to do the search. We recommend you always include the State as this will make the search faster.

HINT: The more search criteria you enter, the less success you may have. Try to make your searches more general - perhaps searching on Last Name, First Name and State rather than trying to answer every question.

The search fields of State, Designations, Affiliation, and Member Type have a ‘Select Box’. For this field, you do not type in the answer manually. Instead, you select the answer from a list. For example, when you click on the arrow on the Select Box next to Designation a list of all Designations appears. From the Select list, click on the answer you want and it will fill in automatically.

The other fields have a ‘Condition’ box to select your search condition. Examples of search conditions are Begins With, Contains, Ends With, Equal To, Not Equal To.

When searching by name, it is always best to leave the Condition at ‘Begins With’. In the entry box next to the condition, type in the name you are looking for. It does not matter if it is upper or lower case. If you are not sure of the spelling, just type in as much of the name as you know.

Once you have entered your search criteria, click Search and NRDS will display a list of matching records.

SEARCH HINTS:

Designations - use this field to search, for example, for every GRI in the state of Vermont. This is very helpful when looking for members with a particular designation. These designations are maintained in NRDS directly by the Institutes, Societies and Councils who award the designation. GRI is maintained by the State association.

Affiliations - use this field to search, for example, for every member in Tennessee who belongs to REBAC. These affiliations are maintained in NRDS directly by the Institutes, Societies and Councils.

Primary Field of Business - use this field to search for members by Specialty. Each member can enter up to 4 specialties in their record. Specialties are grouped by Residential, Commercial, Other Real Estate Related, and Affiliate. There are over 80 specialties that can be searched on.

Once the search is done, NRDS displays the list of matching records:





The list displays the Member’s Name, Type, Office, City, State, and Primary local association.

The Member Name is a link. Click on the Name to display the member record. NRDS will display the Member Name, Office Name and Office Address, Office Phone, Email and Web Page (if any), Member’s Primary and Secondary associations, Designations and Affiliations.

Some items such as Email and Web Page will be underlined. These are known as links. By clicking on the Email link, you will then be able to compose and send an Email directly to the Member (if your email service is set up in your Internet). If there is a Web Page address, be clicking on this link you will immediately go to the member’s home page.

The Office Name is also a link. Just click on the Office Name to move to the record for that Office.

CHANGING YOUR OWN RECORD IN NRDS

You can make some limited changes to your own member record in NRDS. Once you have reached the NRDS menu, select Find A Member.

There is no need to do a search to find your own record. When you logged into One Realtor Place, NRDS knew who you were.

After selecting the Find a Member screen, scroll to the bottom and click the Change My Information button. NRDS will pull up your member record.

You can fill in/change any of the following information. Only those fields preceded by an asterisk (*) require an answer:

TITLE
Mr, Ms, etc.

SALUTATION
Used by some associations as guideline on salutations for letters. For example, James Smith may decide on Jim for a salutation or perhaps Mr. Smith

FIRST NAME
MIDDLE NAME (or initial)
LAST NAME
NICKNAME

GENERATION
Jr, Sr, III, etc.

GENDER

BIRTHDAY
Note: all date fields require MM, DD, YYYY. The year must be all 4 digits (e.g. 1998)

HOME ADDRESS
Note: no other members will be able to view your home address.

HOME PHONE
Note: no other members will be able to view your home phone.

PERSONAL FAX

PREFERRED FAX
Send Faxes to the Fax Number listed for your Office or Home (fax number in the Personal Fax field)

STOP FAX

MAIL ADDRESS
If, in addition to your Office Address (already stored in the Office record) and your Home Address, there is a third address for your mail, etc.

PREFERRED MAIL
Where you prefer to receive association mail.

EMAIL
WEB PAGE

OFFICE
Note: You are not allowed to change which office you are affiliated with. You can, however,click the Email link underneath the Office Name and send an email directly to your Primary association asking that they change your Office information.

OFFICE VOICE EXT
Phone extension, if any, at office.

LICENSE

PREFERRED PUBLICATION
Where you prefer to receive your association magazine(s).

ON ROSTER
If you wish to appear on your association’s roster.

NRDS will then display other information on your member record that you can view, but not change. Those fields can be changed only by your local association. Note: the Designation and Affiliation fields are maintained by the Institutes, Societies and Councils.

At the bottom of your record are the Primary Field of Business fields. These fields allow you to enter your business specialties and are especially helpful when members search for other members by field of business. You can track up to 4 specialties in your member record.

Specialties are listed by code numbers. To see the specialties, click on the Search Primary Field of Business button. When the search screen appears, you can just click the List All button to see the entire list which is grouped by Residential, Commercial, Other Real Estate Specialties, and Industry Related. Once you’ve found the specialty, click on the code number shown.

NRDS will return you to your member record with the specialty filled in.

TO SAVE CHANGES:

Once you have completed any changes to your member record, click on CHANGE at the bottom of the screen. If you do not want to save any changes you have made, click CANCEL at the bottom of the screen.

NRDS will either display a 'Succeeded' message or show you an error message (for example, you typed a date incorrectly).

CHANGING AN OFFICE RECORD IN NRDS

If you are listed as the Designated Realtor (DR) of an office in NRDS, you can make changes to that Office record.

Use the method described in Find An Office to pull up the office record.

If you are the DR, you will see a Change Office Information button at the bottom of the office record screen. Click this button.

You can fill in/change any of the following information. Only those fields preceded by an asterisk (*) require an answer:

OFFICE BUSINESS NAME
OFFICE CORPORATE NAME
STREET ADDRESS
OFFICE PHONE
OFFICE FAX
STOP FAX

MAIL ADDRESS
Use this address if the mailing address for the Office is different than the Street Address.



OFFICE CONTACT UNLICENSED
If the contact person for the office is not a Member, enter their name here.

ON ROSTER
Indicate if you want the office to appear or not on your association’s roster.

EMAIL
WEB PAGE

NRDS will then display other information on your member record that you can view, but not change. Those fields can be changed only by your local association.

TO SAVE CHANGES:

Once you have completed any changes to your member record, click on CHANGE at the bottom of the screen. If you do not want to save any changes you have made, click CANCEL at the bottom of the screen.

NRDS will either display a 'Succeeded' message or show you an error message (for example, you typed a date incorrectly).

NOTIFICATION TO ASSOCIATIONS

Whether changing a member record or an office record, the primary and secondary (if any) local associations as well as the State Association will be notified via email the next day of what was changed, when, and by who.