Update enrollment forms

1. Make sure you have PDF software installed on your computer that will allow you to edit PDF documents and to create fillable PDF forms.
2. Log in to Wild Apricot and switch to Admin view. Choose Website from the menu on the left, then Files from the menu on the top. Navigate to the Forms folder and download these four files. Don't navigate away from the page when done, as you will need to return here to upload the revised forms.
   1. IntroductoryMembershipApplication.docx
   2. IntroductoryMembershipApplication.pdf
   3. MembershipApplication.docx
   4. MembershipApplication.pdf
      
       

1. Open the Introductory Membership form and unlock it. To do this, use the "Review" menu of Word, click on Restrict Editing, and click on the "Stop Protection" button that appears in the bottom right corner of your Word window. There is no password on the document.
2. Update the year in the header to reflect the end of the current membership year, i.e., June 30 of the next calendar year. Assuming you are doing this in January, that will be 18 months from how.
3. Change the "Form Updated" date in the footers to be the current date. This needs to be changed on each of the two pages.
4. Review the form for possible other changes. Have the possible additional donation categories changed, or have the accounts changed? Has the required membership donation amount changed? Have the committees changed so that the Volunteer Options need to be updated? Make any needed changes.
5. When done changing, in the "Restrict Editing" column on the right, click on "Yes, Start Enforcing Protection". Leave the passwords blank and click on OK.
6. Save the updated form.
7. Repeat the above steps for the "Renewal or Update" Word document. The changes are usually the same for the two forms.

This step is not necessary if you are making simple cosmetic changes or changing a date.

For substantive changes, you should ask for review and approval of the revised form using the Word version. It will save time if you do this now, before creating the PDF form, assuming the reviewers suggest changes.

• Use your judgment about whom in ASURA might want to review: the chair of the Membership Committee, the President, possibly even the Board for something major.
• If you are changing anything in the areas that ask for donations, you must seek approval from the ASU Foundation. It is their job to make sure all solicitations follow standards. To request review, send the form(s) by email to solicitationreview@asuep.org .

• With the form open in Word, choose use file-Save As and use the pull-down box under the document name to select PDF and then save.
• Use your PDF software to open the saved PDF document and create from it a fillable PDF. See directions for how to do this using PDFill PDF Editor Professional. Be sure to do both pages of each form.
• Save the fillable PDF document with the names shown on the left, i.e., IntroductoryMembershipApplication.pdf and MembershipApplication.pdf.

When you have updated Introductory and Renewal membership forms in both Word and fillable PDF files on your computer, use them to replace the old versions on Wild Apricot. 

Since the office volunteers occasionally provide forms to members and potential members, it is wise to alert them when a new form is available:

• Send an email to the office coordinator(s) and the ASURA business manager to say that the forms have been updated, and what the changes were.
• For their convenience, attach copies of the updated forms.