Responsibility areas
Membership records are maintained using web-based software from Wild Apricot.
New retirees from ASU are imported by the Database Committee, so most of the maintenance consists of adding or changing information to existing records. Members can maintain their own records for some things, and many of them do.
The majority of record maintenance consists of recording membership renewals and additional donations.
Membership renewals and donations to the various ASURA funds are often done online using credit cards. However many members still prefer to send checks.
Registration for for-fee events operated by ASURA is by check only.
The vast majority of checks received by ASURA are for membership or other donations. These all have to be entered into the membership records, but not recorded in the ASURA financial books.
Because of this, it makes sense to have one person do both the updates to the membership records and the depositing of checks. The checks can be routed from the ASURA Office to the membership operations volunteer, and from there directly to the Foundation for deposit in the ASURA accounts.
Event-related checks and checks from Friends of the Phoenix Public Libraries need to be recorded in the ASURA financial books), so digital deposit records are be passed to the person doing the bookkeeping.
Submitting Gift in Kind forms
When someone donates books to the ASURA, our office volunteers make sure that they complete a Gift in Kind form so that they will get acknowledgment for the gift from the Foundation. The office volunteers forward completed forms to the Membership Operations Manager, who:
- Submits a copy to the Foundation for processing. This is done by making a digital copy of each form (if necessary) and attaching that to an email addressed to giftprocessing-q@asu.edu.
- Files a digital copy on Wild Apricot, in the Financial Records - GIK Forms folder. Help for how to do this is available under "Working with Wild Apricot files".
- Destroys the paper copy, if any.