Membership drive

Membership in ASURA is annual. The membership year is July 1 through June 30. The membership drive notifies members that their membership will be expiring, and it facilitates renewal.

See Membership Committee duties See how to mail postal notices

Overview

ASURA's membership year is July 1 through June 30. The annual "membership drive" solicits renewals for the coming year and also re-solicits retirees whose memberships have lapsed.

There is a "grace period" of 60 days after June 30 during which people who have not renewed retain membership status. After that, their membership is considered lapsed. The length of the grace period is adjustable.

The chair of the Membership Committee has overall responsibility for coordinating the membership drive. Typically, tasks are carried out by the chair and by the Mailing Operations Manager, office volunteers, and database committee members.

Preparations for the membership drive begin in early May. The first notice of the need to renew goes out about mid-May, and the final notice goes out in early August. The membership chair can opt to put out another notice in September if there is reason to believe that would be beneficial.

Tasks and timeline

Date	Task	Usually done by
about May 1	Review and update notices	Membership Committee chair
about May 14	Prepare the database for a new year	Database committee
about May 15	Send first renewal notice to current and lapsed members. Some introductory members will not be due for renewal. Email for most, US Postal for those with no email.	Mailing Operations Manager (postal notices) Email notices are automatic
mid-May to mid-Sep	Receive and process renewals Send confirmation notices	office volunteers, Membership Operations Manager, ASU Foundation
mid July	Send 2nd renewal notices (first reminder) to last year's members who have not renewed. Email for most, US Postal for those with no email. Optionally, also send again to lapsed members who did not renew.	Mailing Operations Manager (postal notices) Email notices are automatic
about August 5	Send 3rd notice (second reminder) by US Postal Service to last year's members not renewed.	Mailing Operations Manager
about September 1	Change status of non-renewals to lapsed Stop emails for newly-lapsed	status change is automated Database committee (stop emails)
about mid September	Optionally, send final notice by US Postal Service to last year's members still not renewed	Membership Committee chair, Mailing Operations Manager

Updated 17 Jul 2023 by Connie McNeill