Membership Committee responsibilities

The membership committee promotes and facilitates membership in ASURA.

See membership drive procedure

Overview

The chair of the committee:

  • Takes a lead role in proposing or analyzing proposed changes in policies, operations, or communications that would encourage new and continuing membership in the organization.
  • In cooperation with the Database Committee, the Membership Operations Manager, and office coordinators, assures that the association has useful and accurate records pertaining to membership.
  • Coordinates the membership drive:
    • Determines whether there should be changes in the timing or content of notices, and acts on decisions.
    • Reviews and updates the standard communications that members receive from ASURA. 
    • Communicates with the Mailing Operations Manager, the Membership Operations Manager, the chair of the Database Committee, and the ASU Foundation as needed to make sure processes flow smoothly.
  • Provides status information on membership to the Board of Directors. Currently, this is primarily achieved through the quarterly Membership Report. To look up membership totals at any time, use the Saved searches in Wild Apricot that begin with "MR" (for Membership Report). To find details on how to use the MR saved searches, see the section called "Or generate counts using Wild Apricot saved searches" under "Generate current year data" on the Prepare Membership Report page.
  • Attends meetings and events to promote membership in the organization.

 

Tasks and timing

Although the Membership Committee has activities throughout the year, most of the "must-do" tasks are associated with the annual membership (renewal) drive, May through August.

Review and update Introductory and Renewal enrollment forms. The forms have the date that membership is "through" on them, and that date changes January 1.

Update enrollment forms

Attend ASU Day at the Capitol, along with other ASURA volunteers.

Review and update welcome letters sent to new introductory members each quarter (about mid-April, mid-July, mid-October and mid-January) after they have been added to the database. The letters are signed by the ASURA President and the Membership Committee chair.

Update welcome letters

Review the ASU Foundation website pages that pertain to donating to the ASURA. If anything needs updating, communicate desired changes to the Foundation website contact.

Review Foundation pages

Review the ASURA web page that is used by members who are renewing and donating online. Notify the Websites Committee of any changes you think should be made.

Review membership renewal page

Review and update membership drive notices

You may wish to refresh your understanding of the timing of the notices by reviewing the membership drive overview page.

Renewal notices are signed by the ASURA President and the Membership Committee chair. Therefore, at a minimum, they need update for the name of the President each year.

  • Renewal due notices. These go out in mid-May. There are slightly different versions for introductory, renewal, and lapsed members. There are both postal and email letters for the introductory and renewal people.
  • Membership expired notices (1st reminder). These are sent in mid-July. The letters are a combination of notice that membership has expired and a reminder to renew. There are both postal and email versions, but they are the same for introductory and renewal people.
  • The second renewal reminder, sent only to people who were members last year and who have not yet renewed. The letters are sent by US Post in early August to reach people before their renewal grace periods expire, which happens August 30.
  • Final renewal reminders, optionally sent  about mid-September to people who were members last year and who still have not renewed. Sent by US Post only.
  • Renewal confirmation notice - an email notice that goes out when a member renews. We do not send confirmation notices by mail to anyone, but rely on the Foundation's gift acknowledgment for people who are not receiving emails from ASURA.

Update drive notices

 

Coordinate with the Mailing Operations Manager as needed to send renewal notices and reminders.

Answer any questions and resolve any problems that the Membership Operations Manager has when processing renewals received.

Review the content and format of the quarterly Membership Report, and request the Database Committee to make any desired changes.

With other ASURA volunteers, represent ASURA at the campus staff appreciation and other outreach events.

When the Prime Times editor requests, review the ASURA Trifold. Since the Trifold typically has names and pictures of the officers, it is normally updated at least after the annual meeting.

 

Updated 13 Dec 2023 by Connie McNeill

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