General Questions
About Discovery YMCA magazine
About the National Vacancy List
About Association Information Manager
About Security

General Questions

About Discovery YMCA magazine

Questions? Call 800-872-9622, or e-mail DiscoveryYMCAManager@ymca.net.

About the National Vacancy List

About Association Information Manager

About Security

General Questions

What is Access Manager?

The online tool that helps YMCAs manage association and staff information, handle Discovery magazine subscriptions, and post job vacancies on www.ymca.net.

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What is my Y's user ID and password?

If you are a CEO/branch executive director, you should have received your user ID and password. If you have lost your user ID or password, you can use the password finder function. Your password will be emailed to the email on record for you. If you still have trouble, e-mail your name, title and association number to webmaster@ymca.net.

If you are NOT a CEO or branch executive, you may not have a user ID or password. If your CEO or branch exec selects you to handle some of the online data, he or she will be able to create those user IDs and passwords and then provide them to you.

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When I try to log on with my user ID and password, I get an error. What am I doing wrong?

If you did not type in your user name or password correctly, you will get a screen that says "Validation Error." To correct this, go back to the previous screen and make sure that your "caps lock" button is not on (on the left-hand side of your keyboard). This makes everything you enter in capitals. Because the password will appear as all asterisks when you type it (******), you may not realize that you are typing in upper case. Passwords are case sensitive, so make sure to enter the password exactly as it appears on your letter.

You may also get a validation error message if there are no roles assigned to your user ID. Your Association Administrator can assign you the role.

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My YMCA doesn't currently have a CEO/branch director. Who at my Y should get the password and user ID? And how do they do that?

If your branch doesn't have a director, contact your corporate CEO for your Y's password and user ID. If you're with a corporate YMCA that doesn't have a CEO, the acting exec should call 800-872-9622, ext. 7505, or email webmaster@ymca.net, providing the following information: 1) the name of your YMCA; 2) the four-digit association number for your YMCA (if you don’t know the number, ask your CEO or branch executive, or look it up in the YMCA Directory); 3) the name of your CEO or branch executive and 4) your name and job title.

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About Discovery YMCA magazine

I need to update my YMCA’s list of subscribers to Discovery magazine, but I don’t know my password. What do I do?

If your CEO or branch executive appointed you as a Discovery subscription manager, you should already have your password. If you are a Discovery subscription manager but can’t remember your given password, use the password finder function. If you still have trouble, e-mail DiscoveryYMCAManager@ymca.net, providing the following information: 1) the name of your YMCA; 2) the four-digit association number for your YMCA (if you don’t know the number, ask your CEO or branch executive, or look it up in the YMCA Directory); 3) the name of your CEO or branch executive and 4) your name and job title. The circulation manager will then be able to remind you of your password.

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How many free subscriptions can my branch receive?

Your YMCA can receive free subscriptions for all full-time exempt employees plus 35 free subscriptions for board members, volunteers and other advocates. Each subscription beyond these is only $12 per year (or $3 per quarter).

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How can I ensure that my branch’s full-time, exempt employees receive their free subscriptions to Discovery?

Look under “Employee Subscribers” to see the full-time, exempt employees currently receiving the magazine. If you see any omissions or errors, notify the YMCA of the USA. Read the directions online to find out how to do this quickly and efficiently. It is our goal to provide free subscriptions to all full-time, exempt employees, so be sure your employee information is up to date.

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I’ve listed online our 12 board members as subscribers, so we have 23 free subscriptions not being used right now. What should we do with these free slots?

By all means, take advantage of all 35 free subscriptions! Sign up part-time staff, volunteers and other advocates for your YMCA. All you have to do is request these subscriptions online, and we’ll do the rest: Your important supporters will receive the magazines in their mailboxes with the next issue, and they’ll continue to receive it as long as you indicate.

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When do subscriptions expire?

That’s up to you! As the Discovery subscription manager, you set the "expiration date" for every subscription. It’s also your responsibility to delete subscriptions for people no longer involved with your YMCA; to add people who become involved with the Y; and to update subscription information for people who have moved. You should check your online subscription list at least every three months to ensure that your list is complete and up-to-date and that no subscriptions are going to waste.

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How do I add a subscriber?

From the “Additional Subscribers” page, click “Add New Subscriber.” Enter the subscriber information into the fields. Double check that all information is correct, and click “Save.”

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How do I delete a subscriber?

On the “Additional Subscribers” page, find the person whose subscription you want to terminate. Click the button beside the name, and then click “Delete Subscriber.” The system will ask if you’re sure you want to delete that subscription. Click “Yes.” That subscription will be removed from your Y’s list instantly.

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How do I change subscriber information?

On the “Additional Subscribers” page, find the person whose information you want to change. Click on the last name. Complete the change needed. At the end of the pageclick "save."

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I want to renew all of my subscribers at once. Can I do this?

Yes, you can change expiration dates for all of your subscriptions at once. Just click the “Set Exp. Date for All” button. The system will ask if you’re sure you want to change the expiration dates for all. Click “Yes.” Expiration dates for all subscriptions will change instantly, and your Y’s list will show the change. Note that this process does not work for expired subscriptions. For more information, see the FAQ on expired subscriptions.

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How do I renew individual subscribers?

On the "Additional Subscribers" page, find the person whose subscription you want to renew. Find Expiration date, use the dropdown arrow and choose the date. At the end of the page click "save."

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How can I request subscriptions without going through https://admin.ymca.net?

To get a one-year subscription (4 issues), send a check or money order for $12 made payable to YMCA of the USA to: Discovery, YMCA of the USA, 101 N. Wacker Drive, Chicago IL 60606. To charge by credit card, call 800-872-9622.

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About the National Vacancy List

When will we be able to post part-time jobs?

We are currently working on that portion in our next phase, to be completed within the next year.

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Can I print out the vacancy list and post at my YMCA?

Yes, you may print out the online version and post it.

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Will salaries be posted and available to the public?

Yes. All the information in the paper vacancy list will be available in the online tool. To better attract qualified candidates, your job descriptions should be as detailed as possible.

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Can I post any level of job?

Not at this time. It is still restricted to exempt, full-time positions. CEO jobs must be posted by a YMCA of the USA Consultant. We will be adding the ability to post part-time and seasonal jobs later.

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How often will the list be updated?

The vacancy list will be updated as often as local Ys post vacancies, which could be as often as daily. It may take up to two business days for a vacancy to be posted on www.ymca.net.

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Why will it take up to two business days?

A member of the YMCA of the USA HR Consulting team will review all submitted vacancies to ensure that verbiage does not violate employment law.

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Can I search for positions by state?

Yes, you can search by state, title, salary or keywords such as 'child care' or 'lifeguard.'

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How long will my vacancy be posted?

That's up to whoever is posting jobs for your Y. Our recommendation is no less than two weeks to receive a good response. You must put an end date to receive resumes, and at that date, the posting will automatically be deleted from the vacancy list. If you still need more time, you can return at least two days prior to the vacancy's expiration and change the date.

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Is there a limit to how many vacancies my Y can post?

No, there is no limit.

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About Association Information Manager

Can I edit other parts of the Web presence? What parts cannot be edited?

Your YMCA can change only the information in the white text fields. All other sections are "static" and will appear on all YMCA Web pages at www.ymca.net. The items at far-right will promote national YMCA events and opportunities; Y-USA will change these sections periodically.
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We have other program or facility categories that don't show up here. Can we add them?

At this time, there is no capability to add program or facility categories manually. However, Y-USA will be adding new features over the next several months. Watch for these changes in upcoming issues of HotFax and YMCA News and letters to the CEO/branch director.
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Some of the info on our Y Web pages is wrong. How did it get that way, and how do we correct it?

The information showing on your Y's pages (before your edits) reflects the data submitted by the Y itself (through YMCA of the USA annual reports and research surveys) and maintained in YMCA of the USA's national YMCA database. When important information at your YMCA changes – including name of Y; address; phone number; fax number; new or departing full-time, exempt staff members; types of programs offered; facilities – please immediately contact the YMCA of the USA database administrator at 800-872-9622, who will update your database information, which is the official record of your Y and is what we use for sending Y-USA publications and notifying your Y of other information on opportunities and events.
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My Y doesn't have access to the Internet. How can I see our Y's Web pages?

Use someone else's computer with Internet access to view and correct your pages. Or check your local library; most provide free Internet access. In addition, if your YMCA does not provide e-mail, know that you may obtain a free e-mail address through one of the many Web companies.

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What are some of the benefits of this collective Web presence?

In two words: free advertising. More than 500,000 people visit http://www.ymca.net/ each month, and a percentage of those visitors are looking for your YMCA because it's the most convenient and/or offers the desired programs. The Web presence requires little maintenance on your Y's part, and you're getting free promotion 24 hours a day, every day. You'll be attracting new members, donors, volunteers and staff with little effort. It's a win-win for you and your Y.

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About Security

How is my Social Security and salary information protected from hackers?

The Access Manager site uses the highest form of digital encryption (128 bit), the same as any financial institution. The data itself is stored in a database behind a firewall and requires additional authentication to access. We feel the site is as secure as any site on the Internet today. As with any site, the most vunerable point is from the user side - giving out userIDs and passwords, using passwords like "password", etc.

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How do I ensure only the appropriate people see confidential information?

The salary information is only visible on one screen of the application, and only to the person with the Association Administrator role, who should be at an appropriate level that this information would be known in any case. Generally, in addition to the Chief Executive Officer, this would be the person normally responsible for filing the Annual Report with us. Since this report shows SSNs and salaries on paper, it is actually less secure than the Web-based Access Manager system, which is password protected. The SSN in the Access Manager system is always displayed with only the last four digits, so even an Association Administrator cannot retrieve this information.

All CEOs should log on and check to ensure that only the appropriate people have the Association Administrator role. If you let someone use your own userid, you should change your password. If you forgot your password, you can use the password finder function on the logon screen of admin.ymca.net. Your password will be emailed to the email on record for you. If you still have trouble, email your name, job title and association number to webmaster@ymca.net.

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