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DOM on the Public Reports; Private Reports no Longer Emailed The DOM field now displays on the CR Full Report for the Public. This field was previously displayed only on the Private version for agents. With the recent change to disallow email of Private reports (see next paragraph), the MLS Committee and Board of Directors have voted to add the DOM (but not CDOM) to the public report. Again, the Cumulative Days on Market (CDOM) will NOT be added to the Public reports. Only DOM will appear on any public report. The Private reports can no longer be emailed to a client. The Private reports contain sensitive information that is intended only for agents. It has long been discouraged that a Private, agent-only report be emailed or even printed and delivered to a client. Volatile, agent-only information such as compensation, A2A Remarks, and agent contact information appear on the Private version. For this reason, the Private reports can no longer be directly emailed to the client from the MLS. The DOM field was added to the Public report specifically to allow agents to email DOM to clients. This was the primary reason agents would previously provide a Private report to clients.
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New MLS Data Entry and Photo Services Fee Schedule – Effective October 1, 2014 The following information applies only to agents who have their listings and photos entered by MLS staff. There is no change for agents who add their own listings or photos. Dear MLS Member, You are being contacted because you recently requested MLS data entry or photo services. These services may have included data entry of a listing from an MLS worksheet or scanning/upload of listing photos to your listing. This letter is to inform you that there is a new fee schedule for data entry of listings, photo scanning, and photo upload to MLS. These price changes have been authorized by the Columbus REALTORS® Board of Directors and will take effect October 1, 2014. Why the change? Historically, there has been no fee for MLS staff to scan photos and upload them to an MLS listing. Nor has there been a fee for photos that are received in a digital format to be uploaded to a listing. These services were implemented well over a decade ago. At that time, many listing photos were taken with a 35mm film camera. Film had to be developed, printed and delivered to MLS staff by the agent or photographer. MLS staff then scanned the printed photos and uploaded them to the appropriate listing. Photographic Technology and MLS software have advanced dramatically since that time. Almost all MLS photos are now taken with a digital camera. Photos can be uploaded by the listing agent, assistant, or office administrator directly to the MLS listing from any computer and many mobile devices. There is no MLS staff intervention necessary for the digital photo to be added to the listing on the MLS. The MLS will continue to offer photo scanning and upload services, but there will now be a $15 fee for these services. This service fee will be closer to the actual cost of time and effort required by MLS staff to scan and/or upload up to 25 images. Additional photos can be uploaded at the rate of $15 per 25 images or any portion thereof. (See full schedule of MLS service fees below.) MLS Data Entry and Photo Services Fee Schedule (as of October 2014):Data Entry of MLS listing: Photo Services – scanning and/or upload: New Listing Bundle Discount available (combined services): * – Original Article posted on 08/31/2014
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Shared Logins Ended – Register Unique Login ID Now Effective July 15, 2014: Every user accessing MLS must have a unique login ID. All assistants, appraisers, administrators, independent photographers, etc. must use a single-user unique ID to access the MLS. Sharing an MLS login ID with multiple users will no longer be possible. Each login ID can be logged into the MLS on a single computer or mobile device at any given time. Each additional login under the same ID will automatically disconnect the previous login. (Second user bumps the first user.) Multitasking is not affected:
Have you already heard and just need the forms?
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MLS User Fees for Non-Members Effective October 1, 2014 MLS User Fees for Non-Members Effective October 1, 2014 For the last few months, an MLS Security Task Force has carefully examined how, by whom, and for what purposes our MLS system is being accessed. The Task Force approached their study with two priorities:
The Task Force reached the following conclusions and recommendations. Who has access to our MLS? Members have access. Members accessing the system include: MLS participant brokers, their agents, appraisers and other affiliates, and all pay the annual MLS access fee (currently $265) or other, even greater, fees. Non-members have access.Others who legitimately access the system include: office admins, non-member assistants, non-member appraiser assistants, and photographers, and all generally do not pay fees for use and support of our MLS but have access to all features of the MLS and to our brokers’ data. There are software and other third-party developers who have been authorized and pay for vendor access. How can we promote more secure access? Our new Flexmls that went live this past February provides the ability to monitor the uses of the system, as well as the ability to identify the sharing of passwords. Many of our current users have requested additional, simultaneous logins – which have been provided – but only as an intermediate step toward more secure access to our system. Since February, our MLS has actually issued alerts to some members of probable password theft and subsequently has required those members to change their password accordingly. The MLS Committee and Board of Directors recently adopted the Security Task Force recommendations to implement the following steps to promote more secure access to our MLS: Beginning July 15, the Flexmls system will allow access by each password to only one session at a time; meaning, the MLS password may not be shared and a simultaneous use will no longer be possible. A subsequent log-in with the same password will disconnect a prior log-in.
Non-Dues Paying User Registration Fee Schedule *Office Admin Access Waived (included in MLS Monthly Office Fee) *ONLY BROKERS CAN REQUEST* 1 Office admin per 10 agents in office, or portions thereof. Example: 1 – 10 agents qualifies for 1 Office Admin 11 – 20 agents qualifies for 2 Office Admins 21 – 30 agents qualifies for 3 Office Admins etc. or 1 Office Admin per branch office. —- Non-Member Agent Assistant $36 Qtr. Non-Member Appraiser Assistant $36 Qtr. Non-Member Photographer $36 Qtr. (Restricted access) Implementation Schedule June Registration period of non-member users begins and must be completed by July 14. July Beginning July 15, each user (those with their own login name and password) must be registered to have MLS access. August Non-member users are e-notified of quarterly payment due for 4th qtr. October 1 Non-member MLS access automatically denied unless user fee is paid. Important notes Non-member access fees are non-refundable, but are transferable upon request by participant broker. The Super-User setting enables any member of a team to first log in to MLS using their own password, and then super-use, doing business as the team leader. Please contact MLS for authorization to super-use on a team. Office Admins will continue to be provided the same level of access to office listing inventory as the broker. As such, ONLY Brokers can request an Office Administrator account to be created. The new non-member access policy and fee should not affect the vast majority of current MLS subscribers, unless they provide their MLS password to others, a practice that is a violation of current MLS Rules and Regulations (and a $500 fine.) Registration of non-licensed users Form Questions about the new policy and implementation should be directed to MLS staff. Hours: 8:30 a.m. – 5:00 p.m. (M-F) Phone #: 614.475.4000 eMail: techsupport@columbusrealtors.com Updated: 06/26/2019
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UPDATE: Private Reports Sent to Mobile Devices Now DO NOT Require Login UPDATE: Flex has suspended the requirement to login to see Private reports on mobile devices. This is a temporary change. MLS is still considering policy and working with Flex to deal with the volatile information on the Private reports. ORIGINAL MESSAGE: REMINDER: it is a violation of MLS policy to allow your clients to login to the MLS using your credentials. Please do not share your password. The sensitivity of agent-only information such as Agent to Agent Remarks, compensation fields, and DOM/CDOM have always been the primary reason that the Private reports should not be sent directly to the public.
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A2A – Agent to Agent Remarks Can Be Emailed on Private Reports, not Public There is a very important change in the way A2A Remarks is handled in email. In flex, A2A can be emailed on Private (Agent) Reports, but still does not appear on Public (Buyer) Reports. In Tempo and Fusion, A2A could not under any circumstances be emailed, even on Agent Reports, but it could be printed or PDF created. Please read the Help Text (below) that appears on Add/Edit beside the A2A Remarks field when entering the listing. Agents should never email the Private report to their clients because listing agent contact information AND the A2A Remarks will display on this report. Help Text on Add Listing page in flex: This field is for AGENT ONLY COMMUNICATIONS. Limited Service disclaimers, and information that is intended for Agents’ eyes only. THIS FIELD WILL APPEAR IF THE PRIVATE (AGENT) REPORT IS SENT TO THE CLIENT. It can be printed. It appears on the Agent Full report. Be cautious regarding the contents in this box. Although the public reports will not display this field, if other agents choose to provide the private report to their clients by email or printed report, it will be visible.
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MLS Policy Change – Data Maintenance Fee Assessment Process The MLS Committee and the Board of Directors recently made a revision to MLS policies regarding how data maintenance fees are assessed. This change affecting all policies was primarily made to ensure members address needed listing corrections promptly: Current Wording: REALTOR® will receive an immediate warning. There shall be only one warning per licensee during each six-month period (Jan-Jun and Jul-Dec). Additional offenses of the same identical data field occurring within the same six-month period (Jan-Jun and Jul-Dec) will be assessed an immediate data maintenance fee. (Jul’12) Amended Wording: REALTOR® will receive an immediate warning. First Data Maintenance Fee (DMF) assessment will be applied in the following manner if necessary: Warning, DMF, DMF, Warning, $500. The assessment is per licensee during each six-month period (Jan-Jun and Jul – Dec). Second and subsequent Data Maintenance Fee (DMF) assessments for the same identical data field occurring within the same six-month period (Jan-Jun and Jul-Dec) will be assessed an immediate data maintenance fee and applied in the following manner if necessary: DMF, DMF, Warning, $500. (Oct ’13) The typical timeframe between Warnings and each DMFs is 24 hours for members to make MLS requested data error corrections. If a member is believed to have intentionally violated policies on a consistent basis by refusing to make required correction(s) in the allowable 24 hour timeframes and then being assessed a $500 DMF, they would be subject to a phone call from the Chair of the MLS Committee or an ethics’ complaint filed by the Chair of the MLS Committee. A revised policy manual reflective of these changes will be on the CR web site soon. Please be certain your broker, office manager and all REALTORS® are aware of these important changes to the MLS policies that are effective November 1, 2013 … thank you.
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MLS TIP: No Showings? Recently the MLS has received several reports of showings not being allowed on active listings. Perhaps your client is having work done on their property which will prevent them from accepting showings for a week or having friends or relatives visit for a few days. Regardless of the reason or time, the status of the listing then needs to be changed to the Temp off Market status until such time as showings can resume. MLS policy states: 1.04.02 – Listing Submitted to MLS but Not Available for Showing $ 50 Data Maintenance Fee All property submitted to MLS and appearing in active searches must be immediately available for sale, lease or exchange and/or showing. Property listed and required in MLS but not available for showings must be filed with MLS on the proper form (Office Exclusive Waiver Form) found on CBR’s web site at http://www.columbusrealtors.com. REALTOR® will receive an immediate warning. There shall be only one warning per licensee during each six-month period (Jan. – Jun. and Jul. – Dec.) Additional offenses of the identical data field occurring within the same six-month period (Jan. – Jun. and Jul. – Dec.) will be assessed an immediate data maintenance fee. Changing the status is an easy click of the mouse and other REALTORS® will appreciate the notice. Thanks for your cooperation.
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Build-to-Suit: New Default Image Requirement Please replace any Build-to-Suit images labeled “New Construction” with new “Build to Suit” images. As of August 26, 2013, all Build-to-Suit (BTS) listing should use only the NEW mandatory default images. The BTS images have been labeled “Build-to-Suit” in lieu of “New Construction”. Per the MLS Policy referenced below, the Build-to-Suit (BTS) default images are required for all BTS properties that are entered into the MLS. The previous BTS images were labeled “New Construction Condo” or “New Construction Single Family” but were NOT allowed to be used for actual “New Construction” (never-been-lived-in) homes. This confusion lead the MLS committee to remove any reference to “New Construction” from the BTS photos. These BTS-specific labels have been added by the MLS committee to more accurately describe the purpose and correct use of the default images. Built-to-Suit images are absolutely required for any property that is entered into the MLS as Build-to-Suit property type in Residential. The BTS images cannot be used for any other listing, including Residential “New Construction” listings that have already obtained a building permit. This requirement for BTS property photos applies only to the primary photo. Secondary photos on BTS properties can be models, renderings, and drawings, provided they are appropriately described in photo description.
1.03.05 – Primary Photo Build-to-Suit Property Types $ 25 Data Maintenance Fee On new Build-to-Suit listings (new construction without a building permit) it is now required that you select and display one of two primary photos that MLS provides (Build-to-Suit Condo or Build-to-Suit Single Family). These photos are found on CBR’s Web site at www.columbusrealtors.com under the MLS Worksheets, Forms and Contracts tab that is accessed by using your TEMPO/FUSION login name and password… These new default images can also be found on www.wdwpy.com
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School Districts: Similar Names in Many Counties MLS TIP: SCHOOL DISTRICTS Hamilton CSD 903 Butler County vs. Hamilton LSD 2505 Franklin County Another example is that “Plain LSD 7615 Stark County” is frequently being selected instead of the “New Albany Plain LSD 2508 Franklin County.” Please remember to always review your listing before it is submitted to the MLS to avoid these type of unintentional violations. If listing input is completed by an office admin or secretary, listings should be reviewed by the listing agent soon after they are entered. All MLS warnings, fees and fines are the responsibility of the listing agent, regardless who input the listing.
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