Membership Committee Procedure

 

I.                   Purpose

a.      Describes the monthly membership list download and distribution process

b.     Describes the monthly new member mailing process

c.     Defines Eboard monthly report requirements

 

II.                Membership List Downloads and Distribution

a.      During the first week of each month the ASQ web site is updated with current section membership information.  This list can only be accessed by the Section Chair and Membership Committee Chair as it contains confidential employment and contact information on all section members.

b.     The download procedure is as follows:

                                                              i.      Log onto ASQ website (www.asq.org)

                                                            ii.      Login using member number and password

                                                          iii.      Go to the Volunteer Area

                                                         iv.      In Volunteer Area, click on “Member Lists and Reports”

                                                           v.      Read and agree to the terms of member downloads (Click YES)

                                                         vi.      On next screen verify the update for All Monthly Data is the current month.

                                                       vii.      Click on “All Monthly Data”.  This will begin the download procedure of a WINZIP file.  You will require UnZip software on your computer to extract the file contents.

                                                     viii.      It is suggested you rename the file to the current month and year to work with it on your computer. Designate a location to save it to and click SAVE and the download will complete.

c.     After saving the zip file locate it and unzip it.

 

d.     Open and save the following lists for use and distribution later.   It is suggested to rename each prior to saving to ensure you are working with the correct list later:

                                                              i.      Section (Used for mail/email communications)

                                                            ii.      New (Used for new member welcome mailings)

                                                          iii.      Total (Used for summary information in eboard report)

                                                         iv.      Unpaid (Used for mail/email communications)

e.       Before the 15^th of each month, send the SECTION and UNPAID lists via email to the section mailer. The current (as of October 2005) email for the mailer is: 'us281@alphagraphics.com'

                                                              i.      Periodically verify correct email address and contact mailer directly to ensure lists are being received.

                                                            ii.      In email subject line list ASQ Princeton Mail List (Month/Year)

 

III.             Monthly New Member Mailing

a.      Each month the Membership Committee sends out a welcome mailing to all new members.

b.     The mailing includes the following:

                                                              i.      Welcome letter signed by Membership Chair (see attached)

                                                            ii.      Free Dinner Meeting Certificate signed by Membership Chair (see attached)

                                                          iii.      Current Dinner Meeting and Factory Tour schedule (if available)

                                                         iv.      Current Education Course schedule (if available)

c.     Use the current NEW list downloaded for this mailing.

d.     It is suggested to use Mail Merge with your word processor to ease the processing and printing.  Check the NEW list prior to processing to correct zip codes and ensure all correct address information will be copied over to the letters.

e.      Use envelops from the section (with logo) for this mailing.

f.       Save receipts for stamps, paper, ink etc. for reimbursement.

 

 IV.            Monthly Eboard Report

a.      Each month, prior to the eboard meeting, the Membership Chair prepares a report of the prior months committee activities.

b.     If not attending the eboard meeting personally, submit a written report to the Section Chair, Member Services Vice Chair and Secretary prior to the eboard meeting.

c.     The report should contain (as a minimum) the following information:

                                                              i.      Membership statistics from the prior month; total members paid and unpaid, new members joining, transfer in/out, resign and deceased.

                                                            ii.      New Member mailing status – how many certificates were sent and when.

                                                          iii.      Summary of significant trends or shifts in membership from previous month(s) and trends.  An Excel file has been developed to graph and communicate this data.

                                                         iv.      Any membership contact which has occurred; assisting, answering questions, directing to others, etc.

 

V.               Other Membership Committee Activities

a.      Prepare special membership lists for use by the section as requested by the Section Chair, Vice Chairs, Committee Chairs, etc.

b.     Provide Dinner Certificates to Program Chair for use in monthly meeting drawings.

c.     Answer all inquires with individual section members as required. 

d.     If resources permit, contact new members personally via telephone to welcome them, invite them to meetings and solicit feedback as to why they joined the section, expectations, etc.  This procedure is contained in a separate document “ New Member Telephone Contact Procedure”.

 
          

 

P.O. Box 471

Dayton, New Jersey 08810

 

 

DATE

 

Mr New Member

Address

 

Dear (NAME):

 

_{Welcome to the Princeton Section of  The American Society for Quality (ASQ)!}

 

To help introduce you to our section and its members I have included a coupon for a FREE dinner when you attend your first section meeting. Our section meetings are held from September through June.  More information, location, topics, speakers and associated links can be found at our website, www.asqprinceton.org

 

_{We provide a variety of functions to meet your needs personally and professionally.  Section meetings can be an integral part of your ASQ membership and I highly recommend attending as many as possible. They offer excellent networking opportunities as well as current, useful information. The Princeton Section also has extensive professional education offerings including certification training and career development. A current course schedule can be found on our web site.  Our Executive Board meetings, held on the first Wednesday of each month, are open to all members and we welcome your participation. If you are interested in attending, please consult the section website for the upcoming dates, times and locations.}

 

_{We hope that you enjoy your experience with the Princeton Section, become a regular attendee at section meetings and obtain the greatest possible benefit from your Society membership.}

 

_Sincerely,

 

 

 

_(NAME)

_{Membership Chair, ASQ Princeton Section}

 

 

 

 

 

 

 

This certificate entitles:

 

To one complimentary Dinner Meeting at an American Society for Quality, Princeton Section Meeting.

 

The bearer may redeem this at any meeting.

 

 

(NAME MEMBERSHIP CHAIR)

Membership Chair

ASQ – Princeton Section

 

 

Date Issued (valid for one [1] year from issue date)