to the OP, i would just call the special telephone # & book whatever level you had obtained, of course having your member # in-hand, etc.
my cliff note saga
I thought we had earned our required stays to achieve gold via 2 visits in a 12 month period of 5 nights @ the hotel...
was told NOPE! told the 2 stays had to be earned in a calendar year...so sad, too bad.
went back to drawing board & booked 2 more trips (June & Oct. in same calendar year) still -
NOPE. Was told a different account # was used to book the account (how i wound up with 2 is beyond me

); i promptly canceled it & made sure all were booked with the same number

.
Had issues during June trip in '07, wherein we got yanked around as to room type, service issues galore; wound up comped 1 night for future travel after i fired off a letter to GM

. For that visit had VIP status on room keys; and when we got home had gold cards waiting for us
I called the # listed on the letter & was told once you reach a level, you don't revert back.
ps i believe barb had no such "calendar" restrictions on earning gold (she's special
)...will shout out to her for input to see if i recollect correctly.