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Administration Overview
 

Administration Overview

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    Administration Overview Administration Overview Document Transcript

    • Administration Process and Procedure Manual Draft
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    • Table of Contents Administration Overview.........................................................................................6 Administration Functions......................................................................................6 Administrative Management Company Overview................................................6 General Management Services .......................................................................6 Database Administration ..................................................................................7 On-going Activities ..........................................................................................7 Supply Management .......................................................................................7 Membership Management ...............................................................................7 Monthly Reports ...............................................................................................7 Monthly Reports (continued).............................................................................8 Ad Hoc Items ...................................................................................................8 Optional Items ..................................................................................................8 Administration Roles.........................................................................................9 Board Roles.........................................................................................................9 General Administrative Duties...........................................................................12 Membership Application Overview....................................................................13 New Membership Costs..................................................................................13 Membership Renewal Costs...........................................................................13 Membership Applications Process..................................................................14 Direct Calls .....................................................................................................14 Direct Mail ......................................................................................................15 Applied Online.................................................................................................15 Membership Renewal Notifications................................................................16 Memberships Obtained at Monthly Meeting...................................................16 ASTD Direct....................................................................................................17 New Member Login Information......................................................................17 Creating UserID and Password......................................................................17 Types of Membership Overview .......................................................................19 Student membership.......................................................................................19 Life Members..................................................................................................19 Corporate (Under development).....................................................................19 Committee Volunteers Overview.......................................................................20 Committees.....................................................................................................20 Committee Volunteer – Direct Call.................................................................21 Committee Volunteer – Applied Online..........................................................21 Committee Volunteer – Monthly Meeting.......................................................22 Committee Volunteer – Member Renewals....................................................22 Committee Volunteer - ASTD Direct...............................................................22 Meeting Registration Overview..........................................................................23 Program Communication Outline....................................................................23 Meeting Costs:...........................................................................................23 Online Meeting Registration...........................................................................23 Direct Call for Meeting Registrations..............................................................24 Printing Name Tags for Monthly Meetings.....................................................24
    • Registering Individuals at Monthly Meetings..................................................24 Calls for Meeting Information and Directions..................................................25 Meeting Cancellations.....................................................................................25 Meeting Registration Log Communication......................................................25 Refund Policy on Cancelled Meetings............................................................26 Database Management Overview.....................................................................26 GDASTD Prospect List...................................................................................27 Prospects - Information Calls..........................................................................27 Prospects - Meeting Registrations..................................................................27 National ASTD Prospect Lists........................................................................28 Prospect Referred by Member........................................................................28 What’s Happening ..........................................................................................28 Adding New Members to Database...................................................................29 Monthly Reports.................................................................................................31 Appendix............................................................................................................32 Sample Membership Call and Solution Form.................................................32 Sample Prospect Log......................................................................................33 Sample Meeting Registration List...................................................................33 Sample Volunteer Log....................................................................................33 Database Codes.............................................................................................34 Sample Welcome Email to New Member.......................................................35 Sample Email of Denied Membership............................................................35
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    • GDASTD Administration Administration Overview Administration’s function is to be responsible for the process of providing membership information, maintaining accurate membership information, and maintain meeting registration data for the GDASTD Board. Administration is proactively utilized as a resource for chapter and membership information and membership problem resolution. Administration Functions 1. Record minutes of board meeting proceedings and distributes documentation to all board members. 2. Compose and distribute chapter business correspondence as appropriate. 3. Monitor performance of the Chapter Administrative Management Company. 4. Manage chapter mailing list and database. 5. Centralize and manage Chapter documents. Administrative Management Company Overview General Management Services 1. Bookkeeping - As Required a. Processing membership dues, reservation deposits, etc. b. Credit card processing over phone and checks received in mail. c. Checks to be forwarded to VP Finance. 2. Membership renewal- Annual a. Answer member enquiries using the approved GDASTD phone script (October/January). b. Updating database. 3. New membership - Daily a. Answer prospect calls using phone script (As needed). b. Updating database. 4. Monthly meeting registration - Daily a. Until 6:00 p.m. on meeting dates. 5. Handling calls, giving directions to meeting, etc. 6. Board business issues - Daily a. Refer inquiries to appropriate Board member. 7. Member calls - Daily a. Answering member questions and directing member call to appropriate Board/Committee member. b. Tracking all calls using the ‘Solutions’ form. c. Forwarding the ‘Solutions form’ to the VP Administration weekly. 8. Backup of all GDASTD files and membership lists on a daily basis. Administration Process and Procedures Page 6 of 35 Stephanie Bice
    • GDASTD Administration Database Administration 1. Update member information - Daily a. Updating membership information on the GDASTD website. 2. Add prospects to database - Weekly a. Adding National ASTD members, local meeting attendees, etc to the GDASTD database. 3. Generate lists and reports - Monthly a. Generate lists and reports for the monthly GDASTD board meetings from the database. 4. Add local members sent from National ASTD - Monthly 5. Add local members referred by the National ASTD. On-going Activities 1. Distribute new member information to the appropriate board member. -Daily a. If a member indicates interest in a committee on the membership application, forward to information to the appropriate board member. 2. Distribute prospect packet - Weekly a. Email a new prospect the GDASTD packet. b. Only mail packet if necessary. 3. Distribute new member packet - Weekly a. Email the new membership packet to new members. b. Only mail packet if necessary. 4. Distribute member meeting notices. - Semi-monthly a. Email meeting notices 3 weeks and 1 week prior to meeting 5. Assemble prospect packages. - As needed a. Have hard copy prospect packages available for mailing. b. Packet should include letter and membership form. 6. Assemble new member packages - As needed a. Have hard copy new member packages available for mailing. b. Packet should include letter, newsletter, post card and website brochure. 7. Distribute prospect list to President Club representative. - Monthly 8. Forward prospect list to President club representative. Supply Management 1. Maintain appropriate inventory of Membership forms, packet material, applications, letterhead, GDASTD stationery, etc. - As needed 2. Ensure that the appropriate forms and stationery are available. – As needed a. Though email should be used as the preferred choice of communication, there may be times membership communication will need to be mailed. Membership Management 1. Membership reminders - October a. Send renewal reminder notice. 2. Renewal Call - November a. Phone script. Call members who have not renewed. 3. Expired members - January a. Phone script. Call members whose membership expired. Monthly Reports 1. New and renewed members - Monthly a. Send to VP of Administration and VP Membership 2. Expired members - Monthly a. Send to VP of Administration and VP Membership Administration Process and Procedures Page 7 of 35 Stephanie Bice
    • GDASTD Administration Monthly Reports (continued) 3. Member calls - Monthly a. Log calls and enter resolution in Log Form. 4. Send ‘solution’ form to VP of Administration. a. This form will include all calls received from members. 5. Meeting registration list - Monthly 6. Membership list – Monthly Ad Hoc Items 1. Correspondence - Thank you letters, follow up letters, etc. 2. Copying 3. Proofing 4. Faxes Optional Items 1. Meeting registration - Monthly a. Take member registration at monthly meetings. Need pricing 2. Board meetings - Monthly a. Take minutes at monthly board meetings. Need pricing. 3. Special events - As needed a. Handle registration for special events. Assisting the Special Events committee in planning the annual conference, this involves attending approximately six committee meetings during the year. Preparing name badges. 4. Credit card payments - Daily a. Capability of processing member credit card payments. Administration Process and Procedure Page 8 of 35 Stephanie K. Bice
    • GDASTD Administration Administration Roles Role Description of Activities VP of Administration 1. Record minutes of board meeting proceedings and distribute documentation to all board members. 2. Compose and distribute chapter business correspondence as appropriate. 3. Manage Administrative Management Company. 4. Manage chapter mailing list and database. 5. Centralize and manage Chapter documents. 6. Manage GDASTD Website Administration 1. General Administrative Services Management 2. Membership Management Company a. Database Management 3. Monthly Reporting Board Roles Title Responsibilities President The President provides overall leadership to the chapter and leads the chapter in meeting the needs of its members. The President leads the chapter board of directors. Often serves as liaison to ASTD national staff. VP Of Administration The Vice President of Administration oversees the administrative operations of the chapter, website, document decisions and discussion from board meetings, and serves as a voting member of the board. The management company will report directly to the Vice President of Administration. VP Of Communication The Vice President of Communication responsibilities are to establish the newsletter layout, create a communication schedule, secure articles, arrange editing for the newsletter, determine printing and distribution requirements, manage newsletter advertisements and place the newsletter on the web and email to members. VP of Marketing The Vice President of Marketing assists the chapter and board in marketing, promotion and special event planning relative to chapter affairs; maintains effective media resources and proactive media relations; and serves as a voting member of the board. Administration Process and Procedure Page 9 of 35 Stephanie K. Bice
    • GDASTD Administration Title Responsibilities VP of Membership The Vice President of Membership oversees the committee responsible to provide membership services including recruitment, orientation, high quality membership materials, new member follow-up and serves as a voting member of the board. VP of Programs The Vice President of Programs oversees the Chapter’s program functions including responsibility for topic/speaker selection, overall meeting organization and management reporting. Also, provides professional development opportunities for members. Serves as a voting member of the board. Administration Process and Procedure Page 10 of 35 Stephanie K. Bice
    • GDASTD Administration Administration Process Flow The following identifies the daily paper/work flow in Administration 1) Create and maintain Membership Status reports a) Maintain Membership Database 2) Create and maintain Prospect List 3) Maintain Registration List for Meetings 4) Manage all member and non-member inquiries 5) Volunteer Inquiries If Then • If registrant is a member, add to registration list. • If registrant is a non-member, add to registration list and to prospect list. Meeting • Send registration list to Program Director, VP of Administration. Registration • Send Prospect list to representative of Past President’s Club and Membership Director. • Log all member calls and resolutions in Log Sheet. Member inquiries • Forward Log Sheet weekly to VP if Administration. Volunteer • Forward volunteer inquiry to appropriate board member. Inquiries • Cc: Membership and VP of Administration. • Update membership contact information in database. Member Updates • Send monthly report to VP of Administration Administration Process and Procedure Page 11 of 35 Stephanie K. Bice
    • GDASTD Administration General Administrative Duties Develop Master Membership List in Excel. Annual (This step is performed approximately once per year) Refresh the details of the master membership list several times throughout the year to ensure that member contact information is correct. Quarterly (This step is performed at the beginning of the year, and then once every 2 to 3 months) Manage all member and non-member inquiries. Daily (This step is performed continuously throughout each day,) Each day perform general GDASTD administrative duties. Administration Process and Procedure Page 12 of 35 Stephanie K. Bice
    • GDASTD Administration Membership Application Overview Membership applications come from the follow sources: 1) Direct calls 2) Applied Online 3) Monthly meeting 4) ASTD direct 5) Direct Mail New Membership Costs All memberships expire on 12/31/xx. Membership applications are prorated to reflect the expiration date. Membership Type Cost Pro-rated Dates GDASTD Membership $75.00 + $15 January 1 to March 31 processing fee (member saves $25) GDASTD Membership $55.00 + $15 April 1 to June 30 processing fee (member saves $15) GDASTD Membership $40.00 + $15 July 1 to October 31 (member saves $15) C processing fee GDASTD Membership $75.00 + $15 November 1 to December 31 processing fee (Nov + Dec + full following year) Student (Full time) $35.00 + $15 Membership fee stays the processing fee same Corporate $xx.00 TBD Membership Renewal Costs All GDASTD memberships expire on 12/31/xx. Members have 60 days to renew their membership at renewal rates. After 60 days, the member is charged the C same fees as a new member. Renewal Rates Cost Renewal within 60 days of expiration $75.00 Administrative Process and Procedures Page 13 of 35 Stephanie K. Bice
    • GDASTD Administration Membership Applications Process Direct Calls Step Action 1 Input information directly into database 2 Confirm information 3 Review benefits of GDASTD. Ask if member would be interested in joining a committee. Give overview of committees. Establish payment method. Check 1) When check clears: a) Create new member login (verify login works) b) Email confirmation of active membership status, online help file and login information to new member. (see template) c) Send new member information to Membership committee Credit 1) When credit card is authorized: Card a) Create new member login b) Email confirmation of active membership status, online help file and login information to new member. 4 Notify Committee Director of new member’s interest as a volunteer. 5 Notify VP of Finance of action and funds. Send funds to VP of Finance. Log all financial activities. Administrative Process and Procedures Page 14 of 35 Stephanie K. Bice
    • GDASTD Administration Direct Mail Step Action 1 Input information directly into database 2 Call new member to review benefits of GDASTD. Ask if member would be interested in joining a committee. Give overview of committees. Payment method Check 2) When check clears: a) Create new member login (verify login works) b) Email confirmation of active membership status, online help file and login information to new member. (see template) c) Send new member information to Membership committee Credit 2) When credit card is authorized: Card c) Create new member login d) Email confirmation of active membership status, online help file and login information to new member. 3 Notify Committee Director of new member’s interest as a volunteer. 3 Notify VP of Finance of action and funds. Send funds to VP of Finance. Log all financial activities. Applied Online Step Action 1 Check online membership forms daily 2 Call and confirm information with new member. 3 Review benefits of GDASTD. Ask if member would be interested in joining a committee. Give overview of committees. Email new member GDASTD url and login information. Credit 3) When credit card is authorized: Card e) Create new member login f) Email confirmation of active membership status, online help file and login information to new member. 4 Notify Committee Director of new member’s interest as a volunteer. 5 Notify VP of Finance of action and funds. Send funds to VP of Finance. Log all financial activities. Administrative Process and Procedures Page 15 of 35 Stephanie K. Bice
    • GDASTD Administration Membership Renewal Notifications GDASTD memberships expire on December 30th. Step Action 1 Email membership renewal notices October 15th to all members. 2 Email renewal notices to those members who have not yet responded November 15th. Create list of individuals who have not responded to 11/15 notice. 3 Email renewal notices to those members who have not yet responded December 15th. Update list. 4 Call individuals who have not responded to the December 15th notice January 5th. Update list. 5 Update list of individuals who have not responded. 6 Send list to Membership Director and President. Memberships Obtained at Monthly Meeting The individual in charge of registration at meetings will forward all member applications to Administration within 24 hours of receipt. Step Action 1 Input information directly into database 2 Call and confirm information with new member 3 Review benefits of GDASTD. Ask if member would be interested in joining a committee. Give overview of committees. Give member GDASTD url. Establish payment method. Check When check clears: a) Create new member login (verify login works) b) Email confirmation of active membership status, online help file and login information to new member. (see template) c) Send new member information to Membership committee Credit When credit card is authorized: Card a) Create new member login b) Email confirmation of active membership status, online help file and login information to new member. 4 Notify Committee Director of new member’s interest as a volunteer. 5 Notify VP of Finance of action and funds. Send funds to VP of Finance. Log all financial activities. Administration Process and Procedure Page 16 of 35 Stephanie K. Bice
    • GDASTD Administration ASTD Direct Step Action 1 Input new member information directly into database 2 Call new member and confirm information 3 Review benefits of GDASTD. Ask if member would be interested in joining a committee. Give overview of committees. Give member GDASTD url. Establish payment method. Check When check clears: a) Create new member login (verify login works) b) Email confirmation of active membership status, online help file and login information to new member. (see template) c) Send new member information to Membership committee Credit When credit card is authorized: Card a) Create new member login b) Email confirmation of active membership status, online help file and login information to new member. 4 Notify Committee Director of new member’s interest as a volunteer. 5 Notify VP of Finance of action and funds. Send funds to VP of Finance. Log all financial activities. New Member Login Information When you add a new member to the database directory, you will establish a default userid and password. Attach the GDAST online help manual to the email. Update the following links. Creating UserID and Password Step Action 1 Click the Directory hyperlink located in the left navigation pane. The Directory page appears. 2 Click the appropriate letter (letter is last name of new member) to confirm the new member is listed in the directory. 3 Click the edit hyperlink 4 Click Password in the main menu. The password page opens. 5 Create user id and password. The default user id and password is the first initial and last name of the new member. Ex: John Doe = jdoe. The password is the first initial and last name of the new member. Ex: John Doe = jdoe. 6 Click the Submit button. Confirm userid and password works. 7 Email the welcome letter and attach the GDASTD Online Help manual after the payment of membership has cleared. 8 Add new member to Groupmail. 9 Click the Custom tab in the member’s page and confirm “L” is selected. 10 Adjust the expiration date in the member’s page on the ‘Home” tab to read 12/31/yy. Administration Process and Procedure Page 17 of 35 Stephanie K. Bice
    • GDASTD Administration Adding Member to Group Email Database Step Action 1 Login to GDASTD website. 2 Click Group eMail hyperlink located on the left of the page. 3 Click members located in the Personal eMail Group. 4 Click the drop down arrow in the Add a Member textbox. 5 Select the member’s name from dropdown list. 6 Click the Add button. Membership Payment Denied Step Action 1 Email applicant that the credit card/check and membership application has been denied. 2 Register applicant information to Member log and note in Comments column that credit card/check was denied. Identify when email was sent to applicant notifying them of denied acceptance. If Then Credit Card is Denied • Notify individual by email that credit card is denied. Do not enter individual into database until funds clear. • Notify individual by email that check was returned. Do not enter individual Check Returned into database until funds clear. Administration Process and Procedure Page 18 of 35 Stephanie K. Bice
    • GDASTD Administration Types of Membership Overview Student membership Full time students are eligible for student membership at 50% of the dues for Chapter members. Life Members Chapter Presidents receive free membership for life in the Greater Detroit chapter. Corporate (Under development) Corporate membership is open to corporation in order to offer ASTD membership to employees. Categories of corporate membership include: • Platinum • Gold • Silver • Bronze A corporate member can designate employee/members who are currently employed by that organization. In the event an employees leaves the organization, the membership is transferable to another employee. Administration Process and Procedure Page 19 of 35 Stephanie K. Bice
    • GDASTD Administration Committee Volunteers Overview Many times members will express an interest in joining a committee and call Administration for information. The membership application also has an area that the new member fills out if they are interested in joining a committee and the GDASTD website has information regarding volunteers. Committees Title Responsibilities Communication • Research & Write Newsletter Articles • Collect Data for Articles • Prepare layout • Donate copying or printing of communications. Marketing • Promote ASTD via Materials sent to News Media, PR Wire etc • Solicit Advertising for ASTD Newsletter and Web site • Solicit Chapter Meeting Sponsors • Design Promotional Materials for ASTD Membership • Create New Member Materials • Create Promotion Activities for Recruitment and Renewals • Call Prospects & Share Info on ASTD • Plan Orientation for New Members • Call New Members, welcome them • Create Membership Directory Programs • Create Monthly Communications for Members • Establish email System • Contact Potential Speakers • Locate Facilities for Monthly Meetings • Develop Programs/handouts/ communications with Speakers Administration Process and Procedure Page 20 of 35 Stephanie K. Bice
    • GDASTD Administration Career Development • Create One/Two Day Workshops for Members • Assist Members Seeking Employment in Training & Development • Assist Employers Seeking Employees in Training Related Fields Finance • Greet members at monthly program meetings • Accept payment & prepare receipts at monthly meetings SIG-Special Interest • Create a special interest group that matches Groups your need • Present at a SIG meeting Committee Volunteer – Direct Call Step Action 1 When taking a membership application over the phone, ask the individual if they would be interested in joining a committee. 2 Review committee information. 3 Email member contact information to the Committee chairperson. 4 Create Volunteer Log and add contact information. Send log to Administration Director and President at end of month. Committee Volunteer – Applied Online See Membership Application – Applied online Step Action 1 Contact the individual to see if they would be interested in joining a committee. 2 Review committee information. 3 Email member contact information to the Committee chairperson. 4 Create Volunteer Log and add contact information. Send log to Administration Director and President at end of month. Administration Process and Procedure Page 21 of 35 Stephanie K. Bice
    • GDASTD Administration Committee Volunteer – Monthly Meeting See Membership Application – Membership Obtained at Monthly Meeting Step Action 1 Contact the individual to see if they would be interested in joining a committee. 2 Review committee information. 3 Email member contact information to the Committee chairperson. 4 Create Volunteer Log and add contact information. Send log to Administration Director and President at end of month. Committee Volunteer – Member Renewals See Membership Application – Member Renewals Step Action 1 When you are contacting members regarding the renewal of their membership ask if they would be interested in joining a committee. 2 Review committee information. 3 Email member contact information to the Committee chairperson. 4 Create Volunteer Log and add contact information. Send log to Administration Director and President at end of month. Committee Volunteer - ASTD Direct See membership Application – ASTD Direct Step Action 1 When you receive a GDASTD membership application from National ASTD, contact the individual to see if they would be interested in joining a committee. 2 Review committee information. 3 Email member contact information to the Committee chairperson. 4 Create Volunteer Log and add contact information. Send log to Administration Director and President at end of month. Administration Process and Procedure Page 22 of 35 Stephanie K. Bice
    • GDASTD Administration Meeting Registration Overview GDASTD holds monthly meetings for members and non-members. Members can register online or call in. Remember to review online registration and transfer names and contact information to Registration Log and Prospect Log. Program Communication Outline • Send one "elegant" email in HTML format 3 weeks before the meeting date to all members and prospects with a PDF and Word document attachment so anyone can open at least one of the versions. • Send a reminder email 1 week before meeting date using our Stay Involved "Group Email" feature with a Word doc attachment. • Administrative company has the distribution list for National members and sends the email/flyer to those members the same time they send out members' email out (the programs' person contacts Administrative VP to start process.) Meeting Costs: Code Cost Description M $25.00 GDASTD Member P $35.00 Non Member (Prospect) L $25.00 Local Chapter ASTD Member (SE Michigan and Toledo, Ohio) N $35.00 National ASTD Member B $15.00 GDASTD Board Member S $15.00 Full Time Student GDASTD Membership Online Meeting Registration Step Action 1 Create Registration Log (See sample log) 2 Check Online Registration on a daily basis two weeks before meeting 3 Add individual to registration log. Update registration log as needed. 4 Send registration log to Program Director 1 week before meeting 5 Send updated registration log to Program Directory 48 and 24 hours before meeting. 6 After meeting, notify VP of Finance of action and funds. Send funds to VP of Finance. Log all financial activities. 7 Add all meeting non-members to Prospect list. Send prospect list to Membership Committee and Past President representative. 8 Notify VP of Finance of action and funds. Send funds to VP of Finance. Log all financial activities. Administration Process and Procedure Page 23 of 35 Stephanie K. Bice
    • GDASTD Administration Direct Call for Meeting Registrations Step Action 1 Create Registration Log (See sample log) 2 Add individual to Registration log. 3 Identify method of payment Establish payment method. Check When check clears: 1. Add individual to Registration Log. 2. Email individual meeting notice. Credit When credit card is authorized: Card 1. Add individual to Registration Log. 2. Email individual meeting notice. Pay at Meeting When participant pays at meeting. 1. Identify that individual will be paying at the meeting on the Registration Log. 4 Notify VP of Finance of action and funds. Send funds to VP of Finance. Log all financial activities. Printing Name Tags for Monthly Meetings Step Action 1 Print name tags for individuals who have pre-registered and pre-paid for the monthly meeting. 2 Hand out nametags when then individual arrives at the meeting. Or Send nametags to VP of Membership 24 hours before meeting. Registering Individuals at Monthly Meetings Step Action Administration Process and Procedure Page 24 of 35 Stephanie K. Bice
    • GDASTD Administration Calls for Meeting Information and Directions Step Action 1 Answer all questions. Ask if you can email the meeting flyer. 2 Get contact information if you are emailing meeting flyer. 3 Give directions to meeting. Indicate that map to meeting is located on website. 4. If caller wants further details, forward call to Program Director. 5 Confirm that caller is on registration list. Meeting Cancellations There may be times when you receive calls regarding a meeting because of inclement weather. Call the Program Director or President to verify the meeting is still taking place. Step Action 1 Call Program Director to confirm status of meeting. 2 If the meeting has been cancelled, contact (phone and/or email) all meeting registrants that meeting has been cancelled. Names and contact information is on the Registration Log. 3 Communicate to Program Director and President that emails have been sent out. Send a copy of an email to the Program Director and President for their files. Meeting Registration Log Communication The Registration Log identifies individuals who are attending the monthly meeting. The individuals who will be registering the participants will update member and non-member information on the hard copy of the registration log. At the end of the meeting, the Registration List and business cards collected from members and attendees will be turned over to the VP of Administration, or the Administration representative. The Administration Company will calculate the headcount at the meeting together with the VP of Finance by tallying the confirmed arrivals of people who had prepaid online registrations, and receipts at the door from walk-ins. Individuals who prepaid, but did not show at the meeting, are excluded from the catering count and are a profit to GDASTD. Note: Pick up the business cards at the same time you pick up the updated meeting registration list. The information from the business cards is crosschecked against the membership list. Business card contact information that does not indicate membership to GDASTD, are added to the Prospect Log. Administration Process and Procedure Page 25 of 35 Stephanie K. Bice
    • GDASTD Administration Step Action 1 Review online registration and transfer names and contact information to Registration Log. 2 Email Registration Log to Program Director and VP of Administration one week before meeting. 3 Email Registration Log to Program Director and VP of Administration 48 and 24 hours before meeting. Refund Policy on Cancelled Meetings The GDASTD policy for refunds is as follows. Under development Step Action 1 Confirm that individual has paid for the meeting in advance. 2 TBD Database Management Overview Correct member contact information is critical. The database holds all of the member information and is the source used for all GDASTD communications. GDASTD is encouraging its membership to update and maintain their contact information online. However, member updates may come from the meeting registration log, or members calling in directly. Code Description M GDASTD Member P Non Member (Prospect) L Local Chapter ASTD Member N National ASTD Member B GDASTD Board Member Step Action 1 Review the Registration Log from the meeting, for membership and prospect information updates. 2 Confirm that the information to be updated is correct by contacting the member and verifying the upcoming changes. 3 Log onto the database and update the member information 4 Update the prospect spreadsheet from the information on the Registration log. Administration Process and Procedure Page 26 of 35 Stephanie K. Bice
    • GDASTD Administration GDASTD Prospect List Prospect Names come from the following sources: 1. Calls for information on GDASTD. These calls are typically received by the Administration Management company. 2. Meeting Registrations. These are individuals who are non-members who attend the monthly meetings. 3. National ASTD. A list of individuals who join National ASTD and are area residents. This list should be sent to Administration and President. 4. Member Referrals. Members who refer friends, or peers, to GDASTD. Note: See sample of Prospect List. Prospects - Information Calls Step Action 1 Answer questions. Ask if you can add the individual to the GDASTD mailing list notifying them of upcoming meetings. 2 Add contact information to Prospect list. (Excel Spreadsheet) 3 Add contact information to database, identifying the individual as a prospect ‘P’. 4 Send Prospect list to President, Membership Director and representative of Past President Club at the end of each month. 5 Send email information letter and flyer of upcoming meeting. Prospects - Meeting Registrations These prospects are individuals who are non-members and register for a monthly meeting, by calling for meeting information, or registering online. The Administration Management Company manages meeting registration information. Step Action 1 If a non-member calls to get information regarding an upcoming meeting, answer questions. Ask if you can add the individual to the GDASTD mailing list notifying them of upcoming meetings. 2 Check online registrations. 3 Add individuals who have registered online and are non-members to the Prospect list. 4 Add contact information to database, identifying the individual as a prospect ‘P’. 5 Send Prospect list to President, Membership Director and representative of Past President Club at the end of each month. 6 Email prospect letter and flyer of upcoming meeting. Administration Process and Procedure Page 27 of 35 Stephanie K. Bice
    • GDASTD Administration National ASTD Prospect Lists When an individual joins National ASTD and is an area resident of GDASTD, National will send the VP of Administration and the President this information. Step Action 1 Add contact information to Prospect list. (Excel Spreadsheet) 2 Add contact information to database, identifying the individual as a prospect ‘P’. 3 Send Prospect list to President, Membership Director and representative of Past President Club at the end of each month. 4 Send email information letter and flyer of upcoming meeting. Prospect Referred by Member A GDASTD or National ASTD member will refer an individual. Step Action 1 Add contact information to Prospect list. (Excel Spreadsheet) 2 Add contact information to database, identifying the individual as a prospect ‘P’. 3 Send Prospect list to President, Membership Director and representative of Past President Club at the end of each month. 4 Send email information letter and flyer of upcoming meeting. What’s Happening Members have the opportunity to post events of other organizations on the GDASTD website. Greater Detroit ASTD provides a free service to advertise an organization’s events with the following guidelines Note: All events must be related to Training and Development, Performance Improvement Technology, or Human Resource Development. We will use our discretion as to whether or not to post it to our website. Step Action 1 Answer questions regarding the guidelines to post an event on the What’s Happening website page. 2 Refer member to ‘What’s Happening” website page to download the Posting form. 3 Refer member to individual who is managing that activity. 4 Log the individual and information on the Member Call form Administration Process and Procedure Page 28 of 35 Stephanie K. Bice
    • GDASTD Administration Adding New Members to Database Step Action 1 Open GDASTD website. 2 Click Services and Members Only button. The Services/Member area page appears. 3 Click Login hyperlink in left frame. The Security login page appears. 4 Type your user name and password in the login text boxes. 5 Click Submit. The Directory page appears. 6 Click the Membership Form hyperlink in the left frame. The Application List page appears. 7 Scroll to the new member name. 8 Click the Review hyperlink located next to the name. The membership form appears. If Membership Renewal Click the Directory hyperlink located in the left frame. The Member Directory appears. 9 Click the edit hyperlink next to name to be reviewed. The membership information page appears. 10 Click the home hyperlink to confirm information and confirm expiration date of membership is 12/31/yyyy. 11 Click the Custom tab and confirm that the member is listed as L for membership status, located on the Custom page. If New Membership 11 Click the Review hyperlink located next to the name. The membership form appears. Confirm expiration date is 12/xx (mm/yy). Memberships expire at the end of December. Confirm information. 12 Click the back arrow on the main browser window to return to the Applicant page. 13 Click the Process hyperlink. The Process Membership Form page appears. 14 Click the here hyperlink located on the page. “Click here to process payment.’ The Payment Processing message appears. 15 Copy information to notepad for confirmation number. (Ctrl + C) 16 Click Continue button. The Process Membership Form page appears with the On-line Payment Status. If Status reads Paid. Click the Accept radio button. If Status reads Denied or Unpaid. Click the Deny radio button. 17 Click the Do you wish to send an eMail notification? checkbox. 18 Paste the message in the Notes textbox. Type your initials in the textbox. 19 Click the Update button. The eMail Membership Notification page appears. 20 Click the Send button. 21 Confirm the userid and password works for new member Administration Process and Procedure Page 29 of 35 Stephanie K. Bice
    • GDASTD Administration 22 Email the Welcome letter with userid and password information. Attach the Online Help manual to email. Administration Process and Procedure Page 30 of 35 Stephanie K. Bice
    • GDASTD Administration Monthly Reports Monthly reports are sent to the Administration Director and board members on a monthly basis. This information is needed for the monthly board meeting, held on the first Tuesday of each month. Report Date Send to: Membership List End of month President, Past President Representative, Membership Prospect List End of month President, Past President Representative, Membership Meeting Registration List • One week before Program Director meeting. • And 48 and 24 hours before meeting. Member Call and Solution End of month President, Past President Log Representative, Membership Status Report (This report End of month President, Past President identifies any areas of Representative, concern by the Membership Management company ) Committee Volunteer Log • Send daily to Appropriate Committee appropriate Member Committee Director • End of month President, Past President Representative, Membership Administration Process and Procedure Page 31 of 35 Stephanie K. Bice
    • GDASTD Administration Appendix Sample Membership Call and Solution Form Member Contact Purpose Date Name Information of Call Action Taken Comments 12/1/03 SK Bice skbice@hotmail.com Meeting Gave directions Member satisfied with information directions 12/4/03 Joan Darren Cell – 248-111-2222 Membership Sent email packet. Added name and Prospect name will show up on monthly Prospect report. inquiry information to database prospect list 12/4/03 Bob Jones Wants to add Forwarded information to VP Contact Bob within 48 hours at the following numbers. information to Administration. website 12/2/03 Bill Smith Wants to join a Reviewed information regarding existing committee committees with member. Emailed committee information to Bill. Forwarded request to VP of Administration. Administration Process and Procedure Page 32 of 35 Stephanie K. Bice
    • GDASTD Administration Sample Prospect Log Prospect Name Phone Email Source Action Taken John Doe 248-123-1234 jdoe@hotmail.com Meeting Sent Prospect Info Sample Meeting Registration List Registration Comments Name No. Registered Date Paid Status Member Status Company Email Phone Online 248-123-123 Send prospect Letter John Doe 1 1/1/04 Y Prospect ABC jode@hotmail.com 4 Sample Volunteer Log Prospect Name Phone Email Source Committee Action Taken Mary Smith 248-123- msmith@hotmail.co Called in Programs Sent contact information 1234 m to Program Director Administration Process and Procedure Page 33 of 35 Stephanie K. Bice
    • GDASTD Administration Database Codes Code Description M GDASTD Member P Non Member (Prospect) L Local Chapter ASTD Member N National ASTD Member B GDASTD Board Member Administration Process and Procedure Page 34 of 35 Stephanie K. Bice
    • GDASTD Administration Sample Welcome Email to New Member On behalf of the board and chapter, I welcome you to the premier community of workplace learning and performance professionals in the metro Detroit area. ASTD will keep you informed, connected, inspired, and helps you prove your value. Whether you are the sole trainer in a small company, an independent consultant, or director of a large HRD or performance improvement department, ASTD will contribute to your professional growth and success. Our goal is to meet your needs through quality programming, current professional information, and opportunities for networking, and seamless membership services. We have developed some new services and are exploring other services to meet the needs of our members. Prior to most of the monthly program meetings, there is an orientation session to familiarize you with the Greater Detroit Chapter as well as national ASTD. If you have not yet attended such a session, please do so, as you will be able to have your questions answered and gain in-depth information about our program and services. We look forward to serving you as a member of the Greater Detroit Chapter of ASTD and hope you will join us. Your login information is: http://www.detroitastd.org/ User Name: xxxxxx Password: xxxxxx How to Log-in for new members: 1. Click the Member and Services button located on the GDASTD home page. 2. Click the "Login" button on the left side of the page. The login Security page appears. 3. Enter your User Name as your first initial and last name. a. Example: User Name: jdoe (if your name is John Doe). 4. Enter the Password: jdoe (this is a temporary password; be sure to create your unique password!). 5. Click "Submit" and the Member List Directory appears. 6. Edit and personalize your information. See GDASTD Online Help Manual. If you experience problems, please contact our office at 248-xxx-xxxx. Sample Email of Denied Membership This Credit Card transaction failed! Please send a check or money order for $90.00 to: Make Checks Payable To: Greater Detroit ASTD Greater Detroit ASTD 34378 St. Martins Livonia, MI 48034 Contact Name: Jim Doyle Contact Phone: 248-471-5677 Your listing will be active once your payment is processed. Administration Process and Procedure Page 35 of 35 Stephanie K. Bice