1. Membership Processing in 2009 Electronic Tutorial for Chapter Membership Processors

2. What’s the deal with membership processing? This presentation includes information on: Changes to membership processing in 2009 Changes to membership processing in 2009 Specific chapter needs for the new format Specific chapter needs for the new format “How-to” on the new membership process “How-to” on the new membership process Frequently asked questions about membership Frequently asked questions about membership Examples of templates and other documents Examples of templates and other documents

3. No more pink forms! Starting in 2009, the National office will no longer be distributing or using pink forms to transmit or track membership information. Starting in 2009, the National office will no longer be distributing or using pink forms to transmit or track membership information. Local and state chapters that have relied exclusively on pink forms as a tracking method for membership information and renewal notification will need to utilize a different system (can be determined by each local/state chapter) Local and state chapters that have relied exclusively on pink forms as a tracking method for membership information and renewal notification will need to utilize a different system (can be determined by each local/state chapter)

4. What Changes Can I Expect? Pink forms will no longer be used/accepted at the National Office. All membership information will need to be submitted electronically. Pink forms will no longer be used/accepted at the National Office. All membership information will need to be submitted electronically. Rosters will only be sent twice annually—once in June, and once in December. Rosters will only be sent twice annually—once in June, and once in December. Renewals will only be sent out quarterly—in March, June, October and December. Renewals will only be sent out quarterly—in March, June, October and December.

5. What do I need to use the new processing standards? A list of your chapter’s current membership, including dates of membership for each member A list of your chapter’s current membership, including dates of membership for each member Access to a computer Access to a computer Access to email/internet connection Access to email/internet connection Microsoft Excel (which versions needed?) Microsoft Excel (which versions needed?) Understanding of flow of membership information (local state national) Understanding of flow of membership information (local state national)

6. The Basics The Excel spreadsheet is formatted to ensure that all membership information you submit is entered into the National database accurately. The Excel spreadsheet is formatted to ensure that all membership information you submit is entered into the National database accurately. You will NOT be able to change the formatting; membership information will not be accepted in alternate formats (i.e. Pink Forms, Word, Adobe Acrobat, faxing, etc.). You will NOT be able to change the formatting; membership information will not be accepted in alternate formats (i.e. Pink Forms, Word, Adobe Acrobat, faxing, etc.).

7. The Template (insert screen shot of spreadsheet) (insert screen shot of spreadsheet)

8. How do I do Electronic Membership? Fill in each column in the Excel spreadsheet. Fill in each column in the Excel spreadsheet. If you do not know the information for a particular column, check with staff at National to ensure you have accurate information. If you do not know the information for a particular column, check with staff at National to ensure you have accurate information. Be sure to include proper spelling of each member’s name, as well as full mailing addresses. Be sure to include proper spelling of each member’s name, as well as full mailing addresses. If your chapter is not on the renewal service, you do not need to fill in a dues rate. If your chapter is not on the renewal service, you do not need to fill in a dues rate.

9. Frequently Asked Questions

10. What if our chapter has used pink forms to send notices to individual members? Some chapters send out individual pink forms to members that are expiring. From now on, chapters will need to either print/mail their own forms, or go to an electronic format for this function (i.e. an e-mail reminder to members). Some chapters send out individual pink forms to members that are expiring. From now on, chapters will need to either print/mail their own forms, or go to an electronic format for this function (i.e. an e-mail reminder to members). With the new e-membership format, chapters will have a ready-made “roster”, or database, of each individual member’s information and expiration dates. With the new e-membership format, chapters will have a ready-made “roster”, or database, of each individual member’s information and expiration dates.

11. What if our state chapter has always handled our membership for us? If your local chapter has regularly submitted pink forms to the state chapter, you will now submit an electronic membership form to the state chapter. If your local chapter has regularly submitted pink forms to the state chapter, you will now submit an electronic membership form to the state chapter. The state chapter will then consolidate and submit the full state membership listing to the national office for processing. The state chapter will then consolidate and submit the full state membership listing to the national office for processing.

12. What if our local chapter submits membership information directly to National? Your local chapter will now fill out the electronic file and submit it directly to the national office for processing. Your local chapter will now fill out the electronic file and submit it directly to the national office for processing. If your local chapter submits individual membership fees to the state office, that process will not change. If your local chapter submits individual membership fees to the state office, that process will not change.

13. What if I don’t have an email address or regular access to a computer? Many libraries and community centers have free access to computers. Most libraries have staff that can assist in getting you a free email address. Many libraries and community centers have free access to computers. Most libraries have staff that can assist in getting you a free email address. You can also access free training on the Web for tutorials on how to use simple programs (i.e. http://www.gcflearnfree.org/computer/) You can also access free training on the Web for tutorials on how to use simple programs (i.e. http://www.gcflearnfree.org/computer/) http://www.gcflearnfree.org/computer/ If you don’t have an email address, you can get one for free at places like www.yahoo.com, www.hotmail.com, or www.gmail.com. If you don’t have an email address, you can get one for free at places like www.yahoo.com, www.hotmail.com, or www.gmail.com.www.yahoo.com www.hotmail.comwww.gmail.comwww.yahoo.com www.hotmail.comwww.gmail.com

14. What if I don’t know how to use the electronic spreadsheet? The electronic format is already set up for you; all you do is add the necessary member information, save it, and send it to us. The electronic format is already set up for you; all you do is add the necessary member information, save it, and send it to us. Staff at the national office will be available to answer questions on how to fill out the form. Staff at the national office will be available to answer questions on how to fill out the form. The completed electronic document is a ready-made database of your member’s information (if you do not already have one). The completed electronic document is a ready-made database of your member’s information (if you do not already have one).