Receive Information: Review Operations Manual and Reference Guide, BOS username, and temporary password.
Submit Postal Forms: These forms are located in Appendixes A - D of the Operations Manual.
Define Coverage Area: Determine and set-up combinations of zip code, state, city and county, and decide if allowing online registrations.
Collect Registrations: Mark the registrations with the date received, enter the child in the BOS and keep in a file for reference.
Add Children: Enter all information including: name, address, phone, birth date, registration date, etc., in the BOS database.
Book Order Timing: To place your first book order, email The Dollywood Foundation requesting your community's status be updated from committed to operating. You will get a reply email letting you know once your request has been received. Books are ordered 1 month in advance of their delivery. The BOS will close on the 1st of each month to place the order for books that will be delivered the following month. Entries can be made until 5:00pm (Eastern) on the 1st. In other words, all updates, additions, deletions, etc. must be completed by 5:00pm (Eastern) on the 1st to be included in the following month's mailing. If the 1st falls on a weekend or holiday, all changes and additions should be entered on the last business day prior to the 1st. Often the system will be left open through the weekend as a courtesy, but each affiliate should be prepared to have changes complete and their database downloaded by the last business day prior to the 1st.
Pick Up: Gather any returned, non-deliverable books at local Post Office(s) if the postmaster(s) in your area will allow it.
Contact: Manage updated address information by processing NCOA flags, calling parents, sending out postcards, checking USPS records, etc., regularly.
Database Changes: As NCOA information arrives, people call, or postcards are returned, continue making changes to your database.