ARES Member Registration System
Member Manual

Thank you for your interest in becoming a member of the Eastern New York Amateur Radio Emergency Service!

The ENY ARES membership information is held within a secure website and online database system. The system has been built with security and member ease of use as the top priorities. Additionally, this manual has been written to help guide members when performing various functions within the system.

We take security and data privacy very seriously. All aspects of the system, including the web server, software, database, database server and the data center itself, are all owned, maintained and housed by amateur radio operators that have direct involvement with the ARES community. We maintain the ARES membership data in strict adherence to our data privacy policy, which can be viewed here.

If you have any problems that this manual does not cover or any other questions about the system, please feel free to contact David Galletly KM2O or contact your local DEC.

Table of Contents:

New Member Registration
Updating Your ARES Basic Registration Information
Updating Training Qualifications
Updating Additional Equipment Assets
Uploading a Photo


New Member Registration

This process is to register a new member within the database. This process should only be run once to enroll the member into the system. After that, all edits to the member's registration information should be done within the member data update screen. During this process, emails will be sent from the system to both the new member as well as the section's ARES administration. These emails will come from the address webmaster@powersrvcs.com. This email address is also used in the event of activation or other alerts sent by the section's ARES administration via this website. If you use a junk email filter, please make sure that this email address is added to your safe senders list before beginning the registration process below.

  1. Navigate to the member main page.

  2. Click on the New Application link.

  3. Complete the form, entering in all appropriate information. In the address, please enter the official city/town name. For example, Cherry Valley is a neighborhood within the City of Leicester, so applicants from Cherry Valley should enter Leicester, not Cherry Valley.

  4. Click the Enter Registration button at the bottom of the form.

  5. Take note of the text summary that appears, especially if the system recognized your city/town location information and determined which ARES District you reside in, and therefore which District Emergency Coordinator you have been assigned to. Click here for a sample registration completion message.

Once the new member registration is completed, two things will occur simultaneously. One of those things is that the registration is sent to the appropriate District Emergency Coordinator to review. The DEC will then ensure all the registration is correctly completed, and then assign the new member to the appropriate Emergency Coordinator.

The other event that occurs at the time of registration will be that the system will send an email to the applicant's email address. Please make sure that you receive this email!

As soon as you have registered, you can log in using your call sign and the password you selected to enter your training qualifications, additional equipment, and upload a photo, or to update your registration information.


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Updating Your ARES Basic Registration Information

This process is used to update your ARES registration information. Please note that as per ARRL ARES rules all ARES members must reregister their membership every year. With that in mind, the system keeps track of the date of your last changes. The date of your last information update is considered the date of your last registration renewal.

  1. Navigate to the member main page.

  2. Click on Member Login.

  3. Enter your call sign and your password.

  4. Edit and update any and all fields as needed.

  5. Click the Update Member Information button at either the top or bottom of the form.


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Updating Training Qualifications

Being informed about members' training activities, qualifications and expertise level is a primary goal of the ARES member registration system. As such, each member has the ability to log various training records within the system as well. Please note that if the ARES leadership needs to find members with a certain training qualification, and you are not listed as having that qualification, you will be overlooked, so keeping up to date records in this area is extremely important.

Click here for a screen shot sample of the member training records page.
  1. Navigate to the member main page.

  2. Click on Member Login.

  3. Enter your call sign and your password.

  4. Click the Training Qualifications link.

  5. If you need to remove a training qualification, click the Delete link next to that qualification.

  6. If you need to add a training qualification, scroll to the Add a Training Course section towards the bottom of the page.

  7. Select the appropriate training course to add from the drop down menu and click the Add Training Course button. If the course is not listed in the drop down, the bottom selection is for adding a course that is not listed.

  8. Enter the course information and your course completion date in the appropriate fields. If a special certification was earned, enter the abbreviation in the field provided.

  9. Click the Add Training Qualification button.


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Updating Additional Equipment Assets

ARES members always offer themselves, their abilities and their skills for ARES. However, in most cases they also offer their equipment as well. Registering your equipment within the system allows the ARES leadership to utilize you and your equipment in times of need.

  1. Navigate to the member main page.

  2. Click on Member Login.

  3. Enter your call sign and your password.

  4. Click the Additional Equipment link.

  5. If you need to remove any of the equipment assets listed, click the Delete link next to that equipment asset.

  6. If you need to add an equipment asset, scroll to the Add an Asset section towards the bottom of the page.

  7. Select the appropriate equipment asset to add from the drop down menu and click the Next button.

  8. Enter the asset details in the appropriate field.

  9. Click the Add Asset button.


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Uploading a Photo

Since the attacks of September 11th, security has become a paramount issue to the agencies we serve. More questions are being asked prior to participation in federal exercises as well as some activation's where the federal government is involved, resulting in their requiring our members date of birth data. As this information may be requested with little or no advanced warning, we encourage all participating Amateurs to put this information into the database. You can be sure that the information will only be utilized when it is required by a served agency for ID card preparation. Please be advised that without this information, we may not be able to make you available for operations such as Operation Atlas or TOPOFF-III where the DHS requires this information in order to participate.

The image files should be JPG, GIF or PNG format, and it should be only of the member. Preferably it should be a passport style "head and shoulders" photo against a neutral background.

  1. Navigate to the member main page.

  2. Click on Member Login.

  3. Enter your call sign and your password.

  4. Click the Upload a Photo link.

  5. Read the displayed disclaimer fully.

  6. Click the Browse button.

  7. Select a photo file to upload.

  8. Click the Upload Photo button.


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