Appointed Contacts

The review process for Appointed Contacts has three parts

1. Gathering the names of all current Appointed Contacts and names of possible new contacts
2. Reviewing the list of names and deciding who stays and who leaves
3. Updating the "Help for Volunteers" and Wild Apricot websites 

1 Gathering names

There are four sources of potential Appointed Contacts.

• Existing Appointed Contacts - The President asks the Website Committee for the current Appointed Contacts table.
• Ex-Officio members - The President has the responsibility of confirming who the Ex-Officio members will be for the upcoming term. Some will be repeats, some will be new, and some may be unknown at the time of the review.
• Existing Honorary Members - The President asks the Membership Chair for a list current Honorary Members.
• The Executive Committee  - The President asks the Executive Committee for any new Appointed Contacts other than and new Ex-Officio members.

2 Discussing names

The Executive Committee meets to discuss the names from the four sources and to generate two lists:  the new list and the delete list. The new list should formatted to match the current Appointed Contacts table; the delete list can be just a list of names.

There are a variety of ways this discussion can take place; one approach is to:

• Review the current list of Appointed Contacts and for each name: 
  • if the person had been Ex-Officio member the previous year and is going to continue this year then put them on the new list otherwise put them on the delete list. 

  • if the person has not been an Ex-Officio member and there is support, then put them on the new list otherwise put them on the delete list

    . It is reasonable to contact these contacts to see if they want to continue as an Appointed Contact.

• Review the list of Honorary Members to see if there are Honorary Members who are not Appointed Contacts. Look at each name on the list
  • If they are on either the new or delete list move to the next name
  • If they are not on either the new or delete list the committee must discuss why the person was made an Honorary Member. It might be wise to consult the Board. If no reason can be determined and there is no support put the name on the delete list.
• There should be a discussion of possible new Appointed Contacts. Any agreed to new names should be added to the new list.

Before sending the new and delete lists to update the websites, complete the columns in the new table, i.e., the Name, Email, Affiliation with ASURA and Will receive. Note: unless otherwise determined all new Appointed Contacts will only have E-News in the "Will receive" column.

Step 3 Updating websites

• Wild Apricot - Send the Membership Operations Manager both lists and ask that the Wild Apricot database be updated appropriately, new members added, old members archived.  
• Help for volunteers - Send the new list to the Website Committee and ask them to update the Appointed Contacts table.

Highlight the table and copy it to your clipboard. Open a blank Word document in landscape-orientation and paste the table from the clipboard.

Changes to the database are done based on what is contained in the new and delete lists received from the President.

• Delete list - Archive each name on this list.
• New list - Search for each name on the list
  • If the name is in the database check that the "Will receive" shown on the new list matches what is selected in the database and if not correct accordingly.
  • If the name does not appear in the database then add it to the database following the directions in "Add-update a member record". The only values you need to enter in creating the record are:
    • Membership level: Honorary.
    • Renewal date: blank
    • Member since: use current date unless you know otherwise
    • (Profile section) Enter values for: first and last name and email
    • Select from "I Want to receive" the options shown in the "Will Receive" column on the new list. This will generally only be "E-News (email)"

    • In the "Comments" box toward the bottom of the field enter the "Affiliation with ASURA" found on the new list

       

    • After saving the new member, click on the gray "Email settings and log" in the gray menu bar and then click on the Edit button for "Email preferences". Unselect "Event announcements" except for those who have "Event announcements" in the "Will receive" column in the new list.

       

If you have administrative or editing privileges on this ASURA Help for Volunteers website, you can update the Appointed Contacts table:

1. Review instructions for editing a basic page.
2. Click on the  "Configure block" that contains the table. You can overtype any information with the updated information.
3. If you need to add or delete a row, place your cursor in the table where you want to make the change and right-click. Choose the option you want from the menu that pops up.
4. Click on the blue "update" button at the bottom of the "Configure block" area.
5. Click on the maroon "Save layout" button at the bottom of the window.