Chapter Administration and
Membership Program (ChAMP)
A guide to the features, benefits, and use of ChAMP
June 11, 2008
Table of Contents
What is ChAMP? 4
Chapter responsibilities 10
Resolving problems 13
Welcome to the ASTD Chapter Administration and Membership Program
This service is designed to greatly reduce the labor-intensive administration of
your chapter’s membership data and allows your volunteers to focus on the more
important tasks of providing professional development services to your chapter
ChAMP is an optional service used by approximately 50 percent of ASTD
chapters. ChAMP provides tools for recruiting and retaining members,
communicating with your members, and other chapter administration tasks.
ChAMP is free through 2009. The National Advisors for Chapters (NAC) will be
making a recommendation on a reasonable cost for future years.
The purpose of this Leader Guide is to help you fully understand ChAMP and
how it works. You need to know what you can expect from ASTD in terms of
service and deliverables, and what ASTD expects from you.
ChAMP is a partnership: It requires two-way communication between the chapter
and ASTD on a monthly basis. This guide will help your chapter get the full value
ASTD is committed to delivering quality service to every chapter participating in
ChAMP. To do that, we have a Chapter Administration and Membership Program
(ChAMP) coordinator who can be contacted as follows:
1• ChAMP coordinator: chapter services project coordinator
2• Telephone: 1.800.628.2783 ext. 176
3• Fax: 703.683.8184
4• E-mail: firstname.lastname@example.org
• Mail: Chapter Administration and Membership Program (ChAMP)
coordinator, ASTD, 1640 King Street, Box 1443, Alexandria, VA
What Is the Chapter Administration and Membership Program (ChAMP)?
ChAMP is designed to reduce the administrative work of managing your
chapter’s membership information. It is primarily a membership maintenance and
renewal invoicing service. Our goal is to give you, the chapter leader, more time,
energy, and money to focus on meeting the professional development needs of
This guide will describe the various aspects of the service in detail. In short,
1• maintains your membership database
2• sends renewal notices on a regular schedule and processes the
3 resulting renewal payments
4• enables your members to access customer service reps toll-free, 8 a.m
5 to 6 p.m. ET, where they can update their records, check their
6 pay with credit cards or check, etc.
7• provides your chapter monthly reports, labels, and money from dues
8• provides qualified membership prospects from ASTD’s national
Save volunteer time
We understand that the job of managing chapter membership falls to busy
people—either a volunteer or an administrator with many other chapter duties.
ChAMP helps these busy people by handling many of the more detail-oriented
membership tasks, including:
1• collection and processing of chapter dues
2• renewal invoicing
3• membership data entry
4• handling questions about payments, address changes, renewal dates,
Improve member service
ChAMP also helps you improve member service, which in turn aids retention:
1• The ability to join your chapter via the online ASTD Store. The member
gets an immediate email confirmation.
2• You can offer chapter members the convenience of paying their dues
3 with a credit card (Visa, MasterCard, American Express, Discover).
4• Your members can get instant, toll-free service by calling ASTD
5 Customer Care at 1.800.628.2783. ASTD representatives can update
6 records and check dues payment status while the member is on the
7 phone or members can update their own records online via our ASTD
8 website (www.astd.org). These changes are instantly entered into the
9 database and appear in your monthly report.
Increase chapter membership
ChAMP also provides your chapter with services that help you recruit new
members and promote chapter programs.
1• Upon request, you can receive a list of national members in your are
2 who are not members of your chapter. These are highly qualified
3 membership prospects whom you can invite to join and attend
4 chapter events.
5• People can join ChAMP chapters directly from the ASTD online store.
6 site receives an average of 5.5 million visits each month, dramatically
7 increasing your chapter’s visibility and accessibility.
It is important to note that there are three kinds of membership within ASTD, all
of which can be handled through ChAMP:
11. Chapter members – local practitioners who belong to the chapter only
22. National members – members of the national organization only
33. Joint members – those who belong at both levels
Reduce administrative costs
ChAMP is FREE through 2009.
Many chapters use an administrative firm or a part-time paid assistant. These
people can work effectively with ChAMP if they understand how it works. Chapter
leaders should share this guide with their administrative staff.
Features of ChAMP
ChAMP performs two vital management functions for your chapter: membership
database maintenance and renewal invoicing. Additional features of ChAMP
support your chapter’s recruitment and marketing effort; these are described in
the “Reports” section of this guide.
Membership database maintenance
An accurate membership database is a vital tool for every ASTD chapter.
Maintaining such a database is primarily a matter of inputting or updating
member data and collecting and processing dues payments. The Chapter
Administration and Membership Program does both for you and provides monthly
reports of all activities. In addition, the database is monitored and backed-up
daily at national ASTD, eliminating the possible disaster of losing the database at
the local level.
As a chapter participating in ChAMP, most of your members will send their
applications or renewals and dues directly to ASTD. When this happens, ASTD
will add the member to your chapter membership database (or update the record
if it’s a renewal) and record and deposit the dues. After the end of each month,
we will prepare two items to update you on this membership activity:
1• a transmittal report listing new and renewing members and the amount
of money collected
2• direct deposit to the chapter’s bank account for the total dues collected
The transmittal report and check for the preceding month’s membership activity
will be sent to your chapter around the last two weeks of the following month.
The report will be emailed to two or three chapter leaders of your choosing. The
check will be direct deposited into the chapter’s account based on the information
you provided on the “Authorization Agreement for Direct Deposit (ACH Credits)”
form. If your chapter has not already submitted this form, please click here to
access the form and send it to your chapter coach. ASTD requires chapters on
ChAMP to use direct deposit to ensure that chapters receive their funds as
quickly as possible and as part of ASTD’s green initiative to reduce the
organizations carbon footprint.
Detailed information on transmittal reports is provided in the “Reports” section of
this Leader Guide.
• Members sometimes submit their application or renewal and dues directly to
your chapter. When this happens, you must notify ASTD as soon as possible
so that we can update your chapter’s membership database. See the section,
“Chapter Responsibilities” for instructions.
Membership renewal invoicing
Another key component to a healthy, growing chapter membership is an ongoing
membership renewal process. Renewal notices should be sent to members well
in advance of their membership expiration date. ChAMP ensures that your
chapter benefits from a well-executed membership renewal process.
As a ChAMP participant you do not need to produce and mail membership
renewal notices or invoices. ASTD does this for you.
Chapter members receive their first mailed renewal notice 90 days prior to their
membership expiration date. If no response is received to the first notice, ASTD
will mail a second notice 60 days prior to expiration. One final email reminder is
sent 30 days prior to expiration. Joint members whose memberships share the
same expiration date will receive one renewal notice for both dues amounts to
simplify payment for the member. Joint members may align their national and
chapter membership expiration dates by calling ASTD Customer Care at
In addition, your chapter will receive a listing of members due to expire during the
current month, offering an opportunity to personally contact the member with a
The member will be dropped from your chapter’s roster on their expiration date.
After that date, any payment received will be processed as a new membership.
The chapter may review the report “Expired Members Year to Date” to see
previous members whose memberships have lapsed.
Remember that renewal invoicing is just one component of an overall retention
process. While ASTD sends out your chapter’s renewal notices, it is the chapter
leadership through ongoing service delivery that has a far greater impact on
whether the member will actually renew.
ChAMP provides several reports to keep you informed about changes to your
chapter’s membership database and gives you timely marketing information.
Each report is described in the chart below.
Report Description Delivery Use
Membership The roster is a list of all The roster is When you receive
Roster current chapter members. updated every your roster,
The following data is Friday. Your compare it
included for each chapter’s against any
member: member ChAMP updates (new
identification number; contacts will members,
chapter membership be notified by address changes,
expiration date; national email when etc.) you’ve sent
membership expiration this report has ASTD in the past
date; and member name, been updated. month. If the
organization, address, You will then member
phone number, and email be able to log contacted national
address. in to the ASTD with an
Chapter address change,
The roster is available in Administration it will be noted on
different file formats: a Portal to view the roster. Please
text version that can be the updated notify the ChAMP
opened in a word reports. coordinator of any
processing program and discrepancies.
printed, shared, or edited,
or a pipe-delimited Keep your latest
version, which you can membership
import into Excel. roster on hand as
a quick reference.
You’ll need it any
time you want to
check who is and
who isn’t a
member of your
Retention Retention Reports include The reports These reports can
reports the following: are updated be used for
every Sunday welcoming new
1. Expires next month– on the members,
this report lists all Chapter membership
members in your chapter Administration retention, or
who Portal. overall reporting
expire next month. to other leaders.
2. Expires this month–this
report lists all members
who expire this month.
3. New members this
month–this report shows
all new members who
joined the chapter this
month through mail,
phone, or the website.
4. New members year to
date–this report lists all
new members who joined
the chapter from January
1st to the current month.
This may have been
through mail, phone, the
website, or through the
5. Renewed members this
month–this report lists all
renewed this month
through mail, phone, the
website, or through the
6. Renewed members
year to date–this report
lists all members who
renewed from January 1st
to the current month. This
may have been through
mail, phone, the website,
or through the local
7. Non renewals previous
month–this report lists
members who didn’t
renew last month.
8. Non renewals year to
date–this report lists
members who expired
didn’t renew since
January 1st to the current
Chapter The Chapter Activity Every Friday When you receive
Activity Report is the list of new your chapter’s the weekly report,
Report and renewed members ChAMP compare it
from the previous week. contacts will against any
receive an updates (new and
email with an renewed
attachment of members, etc.)
the new and you’ve sent ASTD
renewed in the previous
members. week. Please
notify the ChAMP
coordinator of any
Transmittal The Transmittal Report is Both items are Use the
Report and a list of chapter members delivered transmittal report
dues check who joined or renewed around the to update your
their memberships during last two weeks chapter’s
the previous month. The of each month membership
report lists each —the records and to
member’s name, title, transmittal send a welcome
company, address, report emailed to new members.
phone/fax/email, amount to the chapter You might also
paid, and date paid. ChAMP send a special
contact and thank-you and
The dues check, which any other “welcome back”
will be direct deposited to chapter- letter to those
your chapter’s bank designated members who
account, is a check leaders, and have renewed.
payable to your chapter the dues Also, be sure to
for the total dues check direct check the report
collected on behalf of deposited to against your
your chapter during the the chapter’s records of
previous month. bank account. membership
renewals you sent
to the ChAMP
within the period
covered by the
notify us of any
To participate in ChAMP, chapters are required to sign a ChAMP partnership
agreement outlining the responsibilities of national ASTD and the chapter.
Chapters must also submit a copy of their chapter dues rates along with a current
membership roster. Once these items are received, you will be notified by the
ChAMP coordinator that you are set up on ChAMP.
In order for your chapter to use the monthly ChAMP reports, the chapter ChAMP
contact, chapter administrator, or someone working closely with them must be
able to import line-delimited text files into a spreadsheet program or database
program. This is a simple process, but varies based on what software you have.
Although ASTD provides generic instructions for doing this, the chapter must find
someone who is proficient in working with spreadsheets, databases, and text
Updating member records
ChAMP maintains your membership data. The accuracy of that data is
dependent on the timely and complete communication of member changes. You
have a critical role in ensuring the most accurate member data possible.
Most membership applications, renewals, and other changes will come directly to
the national office and ChAMP will process them for you. Sometimes, however, a
member will find it more convenient to join, renew, or notify ASTD of a needed
change in their record directly through your chapter—perhaps at a meeting.
When this happens, please notify the ChAMP coordinator with the following
information as soon as possible:
1• type of record change (i.e. cancellation, addition, change, renewal, or
3• chapter number
4• member’s full name
6• company name
8• phone and fax numbers
9• email address
10• membership period (beginning and ending dates)
11• type of membership
12• membership ID#
For your convenience, an Excel spreadsheet input template is provided here.
We encourage you to have your members renew, update their email addresses,
etc., by calling 1.800.628.2783, or at www.astd.org. Those changes are entered
into the database instantly, and it saves you the task of being in the middle of
Most members will send dues payments directly to ASTD with their membership
applications or renewals. Sometimes, however, members will pay for either
chapter and/or national ASTD membership directly through the chapter. In these
cases, please follow the procedures outlined below to make sure the dues are
correctly deposited and recorded.
When a member joins or renews and pays dues directly to the chapter, ChAMP
needs to be notified. Please send us the information in the previous section
(Updating Member Records) along with the amount paid. We must receive this
information by the 25th of the month to avoid re-invoicing the member who has
already paid. If you choose, you may deposit payments for chapter dues instead
of sending them to the national office. However you still must send us the
member information so we can update your chapter’s database.
When a joining or renewing member pays chapter and national dues directly to
the chapter, separate the dues payments. The process for chapter dues collected
locally is detailed below. National dues must be forwarded as soon as
possible to avoid re-invoicing paid members or delaying the start-up of a
Chapters can sign up national members in these ways:
• refer members to the ASTD Store
• suggest that chapter members use your Chapter Incentive
Program (ChIP) code when joining national ASTD. The Chapter
Incentive Program (ChIP) is a revenue-sharing program that offers
chapters an opportunity to earn additional revenue. Each new
membership yields $20 in ChIP revenue for your chapter. Click
here for more information about ChIP. Click here to access your
chapter’s ChIP code.
• use customizable form for ChAMP chapters and mail check from member
• deposit checks from members and write one check to national ASTD with
Chapter dues rate change
Please notify the ChAMP coordinator of any changes in your chapter’s dues
rates at least 120 days before they take effect. This is so the new dues rates will
be reflected in the renewal invoicing cycle.
Changes in membership type
Please notify the ChAMP coordinator of any change in member type, such as
from student to regular member or from regular to senior member. We will then
change the member’s record to reflect the new membership type and dues rate.
ASTD needs to know who in your chapter should receive the various ChAMP
reports (ChAMP contact, treasurer, membership director, and any other
volunteers designated by the chapter).
If you haven’t already made these assignments and informed national ASTD,
please do so and send the contact names and email addresses to the ChAMP
coordinator. If any of these contacts change at any time (due to officer turnover,
etc.), please notify the ChAMP coordinator immediately to avoid any lapses in
service or communications.
Setting up direct deposit
Chapters receive their money faster by participating in direct deposit. If your
chapter has not already set up direct deposit, complete the Authorization
Agreement for Direct Deposit (ACH Credits) form and send it to your chapter
coach. ASTD requires direct deposit for ChAMP checks.
We do our best to ensure your complete satisfaction with ChAMP. If, at any time,
you are dissatisfied or need help understanding and using ChAMP reports,
please contact the ChAMP coordinator.
• ChAMP coordinator
1• Telephone: 1.800.628.2783 ext. 176
2• Fax: 1.703.683.8184
3• E-mail: email@example.com
4• Mail: ChAMP coordinator, ASTD, 1640 King Street, Box 1443,
5 Alexandria, VA 22313-2043
If you need additional assistance, contact your chapter coach.
We look forward to a productive working partnership that will benefit your
chapter and your members. Thank you for considering and/or participating