NEW MEMBER PROCEDURES – 12/10/01

Data Base Coordinator

Upon receipt of the monthly membership packet from Club Headquarters:

Ÿ Set the NEW Field to OFF in the MEMBER Table using the RESET NEW MBRS Action Query.

Ÿ Enter the new Member and new Affiliate data in database. Be sure that NEW Field is set ON (This is the default set in the Member Table NEW field).

Ÿ Check the Renewal List for names not in the chapter database and enter them as new.

Ÿ Check the Quarterly Chapter Roster (if sent) for names not in the chapter data base and enter them as new.

Ÿ Generate a mini Roster using the New Member Roster Report and send it to the Chapter Chair, and the New Member Coordinator.

Ÿ Save the NEW MBR LABELS Report in RTF format and send it to the New Member Coordinator.

Ÿ Prior to each Newsletter deadline, execute a NEW MEMBERS FOR NEWSLETTER query, Link it to Word for Windows to format it for the newsletter and send it to the Newsletter Editor. After sending the Membership Notes page to the Newsletter, set the NL NEW Field to OFF in the MEMBER Table using the RESET NEW MBR - NEWSLETTER Action Query.

New Member Coordinator

Upon receipt of the New Member Roster and the New Mbr Labels data files:

· Print the New Member Roster data file to verify the number of patches to send with the new member packet.

- In Word For Windows, Open the New Member Roster.rtf data file.

- On the Standard Toolbar, Click the Print Button to print the roster.

Ÿ Generate New Member Welcome Letters.

- In Word For Windows, Open the Welcome New Members.doc data file.

- On the Standard Toolbar, Click the Print Button to print the letter.

- Make enough copies of the letter to send to the new members.

- Personalize the Welcome letter by filling in the new member’s name(s)

- Sign the Welcome letters

Ÿ Generate Address labels for the New Member Packet envelopes.

- In Word For Windows, Open the New Member Labels.rtf

- On the Standard Toolbar, Click the Print Button to print the labels. Use 3 wide label stock (1" x 2 5/8") similar to Avery 5160 or Maico IJ-3025.

Ÿ Prepare packets in 6 1/2" x 9 1/2" clasp envelopes consisting of:

- Welcome Letter

- Current Newsletter

- Chapter Brochure

- Breakfree Brochure

- Chapter Patches for each enrolled member

Ÿ Mail the packets

Keep track of your expenses (postage, envelopes, etc.) and submit them to the chapter treasurer for reimbursement at your convenience (at least at year-end).

Keep track of the Patch Inventory and submit it to the treasurer at least annually. Patches are treated as an Asset until used since we purchase them in multi-year quantities. When the patch inventory gets to a six months supply, notify the Membership Chair to order new patches since the board must approve the purchase of multi year items.

Obtain Newsletters from the Bulk Mail Coordinator.

Obtain Chapter and Breakfree Brochures from the Publicity Coordinator.