Administration Overview

AdministrationProcess and Procedure

Manual Draft

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Table of ContentsAdministration Overview........................................................................................6

Administration Functions....................................................................................6Administrative Management Company Overview...............................................6

General Management Services.......................................................................6Database Administration.................................................................................7On-going Activities..........................................................................................7Supply Management.......................................................................................7Membership Management...............................................................................7Monthly Reports..............................................................................................7Ad Hoc Items...................................................................................................8Optional Items.................................................................................................8Administration Roles.......................................................................................9

Board Roles........................................................................................................9General Administrative Duties..........................................................................12Membership Application Overview...................................................................13

New Membership Costs................................................................................13Membership Renewal Costs..........................................................................13Direct Calls....................................................................................................13Direct Mail.....................................................................................................15Applied Online...............................................................................................15Membership Renewals..................................................................................16Memberships Obtained at Monthly Meeting..................................................16ASTD Direct..................................................................................................17New Member Login Information....................................................................17Creating UserID and Password.....................................................................17Adding Member to Group Email Database....................................................18Membership Payment Denied.......................................................................18

Types of Membership Overview.......................................................................19Student membership.....................................................................................19Life Members.................................................................................................19Corporate (Under development)....................................................................19

Committee Volunteers Overview......................................................................20Committees...................................................................................................20Committee Volunteer – Direct Call................................................................21Committee Volunteer – Applied Online.........................................................21Committee Volunteer – Monthly Meeting......................................................22Committee Volunteer – Member Renewals...................................................22Committee Volunteer - ASTD Direct..............................................................23

Meeting Registration Overview.........................................................................24Program Communication Outline..................................................................24

Meeting Costs:..........................................................................................24Online Meeting Registration..........................................................................24Direct Call for Meeting Registrations.............................................................25Printing Name Tags for Monthly Meetings....................................................25

Registering Individuals at Monthly Meetings.................................................25Calls for Meeting Information and Directions.................................................26Meeting Cancellations...................................................................................26Meeting Registration Log Communication.....................................................26Refund Policy on Cancelled Meetings...........................................................27

Database Management Overview....................................................................27GDASTD Prospect List..................................................................................28Prospects - Information Calls........................................................................28Prospects - Meeting Registrations.................................................................28National ASTD Prospect Lists.......................................................................29Prospect Referred by Member......................................................................29What’s Happening.........................................................................................29

Adding New Members to Database..................................................................30Monthly Reports...............................................................................................31Appendix..........................................................................................................32

Sample Membership Call and Solution Form................................................32Sample Prospect Log....................................................................................33Sample Meeting Registration List..................................................................33Sample Volunteer Log...................................................................................33Database Codes............................................................................................34Sample Welcome Email to New Member......................................................35Sample Email of Denied Membership...........................................................35

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GDASTD Administration

Administration OverviewAdministration’s function is to be responsible for the process of providing membership information, maintaining accurate membership information, and maintain meeting registration data for the GDASTD Board. Administration is proactively utilized as a resource for chapter and membership information and membership problem resolution.

Administration Functions1. Record minutes of board meeting proceedings and distributes

documentation to all board members.2. Compose and distribute chapter business correspondence as appropriate.3. Monitor performance of the Chapter Administrative Management

Company.4. Manage chapter mailing list and database.5. Centralize and manage Chapter documents.

Administrative Management Company OverviewGeneral Management Services

1. Bookkeeping - As Requireda. Processing membership dues, reservation deposits, etc. b. Credit card processing over phone and checks received in mail. c. Checks to be forwarded to VP Finance.

2. Membership renewal- Annuala. Answer member enquiries using the approved GDASTD phone script

(October/January). b. Updating database.

3. New membership - Dailya. Answer prospect calls using phone script (As needed). b. Updating database.

4. Monthly meeting registration - Dailya. Until 6:00 p.m. on meeting dates.

5. Handling calls, giving directions to meeting, etc.6. Board business issues - Daily

a. Refer inquiries to appropriate Board member.7. Member calls - Daily

a. Answering member questions and directing member call to appropriate Board/Committee member.

b. Tracking all calls using the ‘Solutions’ form. c. Forwarding the ‘Solutions form’ to the VP Administration weekly.

8. Backup of all GDASTD files and membership lists on a daily basis.

Administration Process and Procedures Page 6 of 35Stephanie Bice

GDASTD Administration Database Administration

1. Update member information - Dailya. Updating membership information on the GDASTD website.

2. Add prospects to database - Weeklya. Adding National ASTD members, local meeting attendees, etc to the GDASTD

database. 3. Generate lists and reports - Monthly

a. Generate lists and reports for the monthly GDASTD board meetings from the database.

4. Add local members sent from National ASTD - Monthly5. Add local members referred by the National ASTD.

On-going Activities1. Distribute new member information to the appropriate board member. -Daily

a. If a member indicates interest in a committee on the membership application, forward to information to the appropriate board member.

2. Distribute prospect packet - Weeklya. Email a new prospect the GDASTD packet. b. Only mail packet if necessary.

3. Distribute new member packet - Weeklya. Email the new membership packet to new members. b. Only mail packet if necessary.

4. Distribute member meeting notices. - Semi-monthlya. Email meeting notices 3 weeks and 1 week prior to meeting

5. Assemble prospect packages. - As neededa. Have hard copy prospect packages available for mailing. b. Packet should include letter and membership form.

6. Assemble new member packages - As neededa. Have hard copy new member packages available for mailing. b. Packet should include letter, newsletter, post card and website brochure.

7. Distribute prospect list to President Club representative. - Monthly8. Forward prospect list to President club representative.

Supply Management1. Maintain appropriate inventory of Membership forms, packet material, applications,

letterhead, GDASTD stationery, etc. - As needed2. Ensure that the appropriate forms and stationery are available. – As needed

a. Though email should be used as the preferred choice of communication, there may be times membership communication will need to be mailed.

Membership Management1. Membership reminders - October

a. Send renewal reminder notice. 2. Renewal Call - November

a. Phone script. Call members who have not renewed.3. Expired members - January

a. Phone script. Call members whose membership expired.

Monthly Reports1. New and renewed members - Monthly

a. Send to VP of Administration and VP Membership2. Expired members - Monthly

a. Send to VP of Administration and VP Membership

Administration Process and Procedures Page 7 of 35Stephanie Bice

GDASTD AdministrationMonthly Reports (continued)

3. Member calls - Monthlya. Log calls and enter resolution in Log Form.

4. Send ‘solution’ form to VP of Administration. a. This form will include all calls received from members.

5. Meeting registration list - Monthly6. Membership list – Monthly

Ad Hoc Items1. Correspondence - Thank you letters, follow up letters, etc. 2. Copying3. Proofing4. Faxes

Optional Items1. Meeting registration - Monthly

a. Take member registration at monthly meetings. Need pricing2. Board meetings - Monthly

a. Take minutes at monthly board meetings. Need pricing.3. Special events - As needed

a. Handle registration for special events. Assisting the Special Events committee in planning the annual conference, this involves attending approximately six committee meetings during the year. Preparing name badges.

4. Credit card payments - Dailya. Capability of processing member credit card payments.

Administration Process and Procedure Page 8 of 35Stephanie K. Bice

GDASTD Administration Administration Roles

Role Description of ActivitiesVP of Administration 1. Record minutes of board meeting proceedings

and distribute documentation to all board members.

2. Compose and distribute chapter business correspondence as appropriate.

3. Manage Administrative Management Company.4. Manage chapter mailing list and database.5. Centralize and manage Chapter documents.6. Manage GDASTD Website

Administration Management Company

1. General Administrative Services2. Membership Management

a. Database Management3. Monthly Reporting

Board Roles

Title ResponsibilitiesPresident The President provides overall leadership to the

chapter and leads the chapter in meeting the needs of its members. The President leads the chapter board of directors. Often serves as liaison to ASTD national staff.

VP Of Administration The Vice President of Administration oversees the administrative operations of the chapter, website, document decisions and discussion from board meetings, and serves as a voting member of the board. The management company will report directly to the Vice President of Administration.

VP Of Communication The Vice President of Communication responsibilities are to establish the newsletter layout, create a communication schedule, secure articles, arrange editing for the newsletter, determine printing and distribution requirements, manage newsletter advertisements and place the newsletter on the web and email to members.

VP of Marketing The Vice President of Marketing assists the chapter and board in marketing, promotion and special event planning relative to chapter affairs; maintains effective media resources and proactive media relations; and serves as a voting member of the board.


GDASTD AdministrationTitle ResponsibilitiesVP of Membership The Vice President of Membership oversees the

committee responsible to provide membership services including recruitment, orientation, high quality membership materials, new member follow-up and serves as a voting member of the board.

VP of Programs The Vice President of Programs oversees the Chapter’s program functions including responsibility for topic/speaker selection, overall meeting organization and management reporting. Also, provides professional development opportunities for members. Serves as a voting member of the board.


GDASTD Administration Administration Process FlowThe following identifies the daily paper/work flow in Administration 1) Create and maintain Membership Status reports

a) Maintain Membership Database

2) Create and maintain Prospect List

3) Maintain Registration List for Meetings

4) Manage all member and non-member inquiries

5) Volunteer Inquiries

If Then

Meeting Registration

If registrant is a member, add to registration list. If registrant is a non-member, add to registration list and to

prospect list. Send registration list to Program Director, VP of Administration. Send Prospect list to representative of Past President’s Club and

Membership Director.

Member inquiries

Log all member calls and resolutions in Log Sheet. Forward Log Sheet weekly to VP if Administration.

Volunteer Inquiries

Forward volunteer inquiry to appropriate board member. Cc: Membership and VP of Administration.

Member Updates

Update membership contact information in database. Send monthly report to VP of Administration



General Administrative Duties


Refresh the details of the master membership list several times throughout the year to ensure that member contact information is correct.

(This step is performed at the beginning of the year, and then once every 2 to 3 months)

Develop Master Membership List in Excel.

(This step is performed approximately once per year)

Manage all member and non-member inquiries.

(This step is performed continuously throughout eachday,)

Each day perform general GDASTD administrative duties.

Annual

Quarterly

Daily


Membership Application OverviewMembership applications come from the follow sources: 1) Direct calls2) Applied Online3) Monthly meeting4) ASTD direct5) Direct Mail

New Membership CostsAll memberships expire on 12/31/xx. Membership applications are prorated to reflect the expiration date. Membership Type Cost Pro-rated DatesGDASTD Membership $75.00 + $15

processing feeJanuary 1 to March 31(member saves $25)

GDASTD Membership $55.00 + $15 processing fee

April 1 to June 30(member saves $15)


July 1 to October 31(member saves $15)


November 1 to December 31(Nov + Dec + full following year)

Student (Full time) $35.00 + $15 processing fee

Membership fee stays the same

Corporate $xx.00 TBD

Membership Renewal CostsAll GDASTD memberships expire on 12/31/xx. Members have 60 days to renew their membership at renewal rates. After 60 days, the member is charged the same fees as a new member.Renewal Rates CostRenewal within 60 days of expiration $75.00

Administrative Process and Procedures Page 13 of 35Stephanie K. Bice

C

C

GDASTD AdministrationMembership Applications ProcessDirect Calls

Step Action1 Input information directly into database2 Confirm information3 Review benefits of GDASTD. Ask if member would be interested in

joining a committee. Give overview of committees. Establish payment method.Check 1) When check clears:

a) Create new member login (verify login works)b) Email confirmation of active membership status, online help file

and login information to new member. (see template)c) Send new member information to Membership committee

Credit Card

1) When credit card is authorized:a) Create new member login b) Email confirmation of active membership status, online help file

and login information to new member.4 Notify Committee Director of new member’s interest as a volunteer.5 Notify VP of Finance of action and funds. Send funds to VP of

Finance. Log all financial activities.


GDASTD AdministrationDirect Mail

Step Action1 Input information directly into database2 Call new member to review benefits of GDASTD. Ask if member

would be interested in joining a committee. Give overview of committees.

Payment methodCheck 2) When check clears:



Credit Card

2) When credit card is authorized:c) Create new member login d) Email confirmation of active membership status, online help file



Applied OnlineStep Action

1 Check online membership forms daily2 Call and confirm information with new member. 3 Review benefits of GDASTD. Ask if member would be interested in

joining a committee. Give overview of committees. Email new member GDASTD url and login information.

Credit Card

3) When credit card is authorized:e) Create new member login f) Email confirmation of active membership status, online help file




GDASTD AdministrationMembership Renewal NotificationsGDASTD memberships expire on December 30th.

Step Action1 Email membership renewal notices October 15th to all members.2 Email renewal notices to those members who have not yet responded

November 15th.Create list of individuals who have not responded to 11/15 notice.

3 Email renewal notices to those members who have not yet responded December 15th. Update list.

4 Call individuals who have not responded to the December 15th notice January 5th. Update list.

5 Update list of individuals who have not responded. 6 Send list to Membership Director and President.

Memberships Obtained at Monthly MeetingThe individual in charge of registration at meetings will forward all member applications to Administration within 24 hours of receipt.

Step Action1 Input information directly into database2 Call and confirm information with new member3 Review benefits of GDASTD. Ask if member would be interested in

joining a committee. Give overview of committees. Give member GDASTD url.

Establish payment method.Check When check clears:



Credit Card

When credit card is authorized:a) Create new member login b) Email confirmation of active membership status, online help file




GDASTD Administration ASTD Direct

Step Action1 Input new member information directly into database2 Call new member and confirm information3 Review benefits of GDASTD. Ask if member would be interested in

joining a committee. Give overview of committees. Give member GDASTD url.

Establish payment method.Check When check clears:



Credit Card

When credit card is authorized:a) Create new member login b) Email confirmation of active membership status, online help file



New Member Login InformationWhen you add a new member to the database directory, you will establish a default userid and password. Attach the GDAST online help manual to the email. Update the following links.

Creating UserID and PasswordStep Action

1 Click the Directory hyperlink located in the left navigation pane. The Directory page appears.

2 Click the appropriate letter (letter is last name of new member) to confirm the new member is listed in the directory.

3 Click the edit hyperlink4 Click Password in the main menu. The password page opens.5 Create user id and password. The default user id and password is

the first initial and last name of the new member. Ex: John Doe = jdoe. The password is the first initial and last name of the new member. Ex: John Doe = jdoe.

6 Click the Submit button. Confirm userid and password works.7 Email the welcome letter and attach the GDASTD Online Help

manual after the payment of membership has cleared.8 Add new member to Groupmail.9 Click the Custom tab in the member’s page and confirm “L” is

selected.10 Adjust the expiration date in the member’s page on the ‘Home” tab to

read 12/31/yy.


GDASTD Administration Adding Member to Group Email Database

Step Action1 Login to GDASTD website.2 Click Group eMail hyperlink located on the left of the page.3 Click members located in the Personal eMail Group.4 Click the drop down arrow in the Add a Member textbox.5 Select the member’s name from dropdown list.6 Click the Add button.

Membership Payment DeniedStep Action1 Email applicant that the credit card/check and membership

application has been denied.2 Register applicant information to Member log and note in Comments

column that credit card/check was denied. Identify when email was sent to applicant notifying them of denied acceptance.

If Then

Credit Card is Denied Notify individual by email that credit card is denied. Do not enter

individual into database until funds clear.

Check Returned Notify individual by email that check was returned. Do not enter individual into database until funds clear.


http://www.stayinvolved.com/email/egdList.asp?egmID=220


Types of Membership Overview Student membershipFull time students are eligible for student membership at 50% of the dues for Chapter members.

Life MembersChapter Presidents receive free membership for life in the Greater Detroit chapter.

Corporate (Under development)Corporate membership is open to corporation in order to offer ASTD membership to employees.

Categories of corporate membership include: Platinum Gold Silver Bronze

A corporate member can designate employee/members who are currently employed by that organization. In the event an employees leaves the organization, the membership is transferable to another employee.



Committee Volunteers OverviewMany times members will express an interest in joining a committee and call Administration for information. The membership application also has an area that the new member fills out if they are interested in joining a committee and the GDASTD website has information regarding volunteers.

CommitteesTitle ResponsibilitiesCommunication Research & Write Newsletter Articles

Collect Data for Articles Prepare layout Donate copying or printing of communications.

Marketing Promote ASTD via Materials sent to News Media, PR Wire etc

Solicit Advertising for ASTD Newsletter and Web site

Solicit Chapter Meeting Sponsors Design Promotional Materials for ASTD

Membership Create New Member Materials Create Promotion Activities for Recruitment and

Renewals Call Prospects & Share Info on ASTD Plan Orientation for New Members Call New Members, welcome them Create Membership Directory

Programs Create Monthly Communications for Members Establish email System Contact Potential Speakers Locate Facilities for Monthly Meetings Develop Programs/handouts/ communications

with Speakers


GDASTD AdministrationCareer Development Create One/Two Day Workshops for Members

Assist Members Seeking Employment in Training & Development

Assist Employers Seeking Employees in Training Related Fields

Finance Greet members at monthly program meetings Accept payment & prepare receipts at monthly

meetingsSIG-Special Interest Groups

Create a special interest group that matches your need

Present at a SIG meeting

Committee Volunteer – Direct Call

Step Action1 When taking a membership application over the phone, ask the

individual if they would be interested in joining a committee.2 Review committee information.3 Email member contact information to the Committee chairperson.4 Create Volunteer Log and add contact information. Send log to

Administration Director and President at end of month.

Committee Volunteer – Applied OnlineSee Membership Application – Applied online

Step Action1 Contact the individual to see if they would be interested in joining a

committee.2 Review committee information.3 Email member contact information to the Committee chairperson.4 Create Volunteer Log and add contact information. Send log to



GDASTD Administration Committee Volunteer – Monthly MeetingSee Membership Application – Membership Obtained at Monthly Meeting

Step Action1 Contact the individual to see if they would be interested in joining a

committee.2 Review committee information.3 Email member contact information to the Committee chairperson.4 Create Volunteer Log and add contact information. Send log to


Committee Volunteer – Member RenewalsSee Membership Application – Member Renewals

Step Action1 When you are contacting members regarding the renewal of their

membership ask if they would be interested in joining a committee.2 Review committee information.3 Email member contact information to the Committee chairperson.4 Create Volunteer Log and add contact information. Send log to


Committee Volunteer - ASTD DirectSee membership Application – ASTD Direct

Step Action1 When you receive a GDASTD membership application from National

ASTD, contact the individual to see if they would be interested in joining a committee.

2 Review committee information.3 Email member contact information to the Committee chairperson.4 Create Volunteer Log and add contact information. Send log to




Meeting Registration OverviewGDASTD holds monthly meetings for members and non-members. Members can register online or call in. Remember to review online registration and transfer names and contact information to Registration Log and Prospect Log.

Program Communication Outline Send one "elegant" email in HTML format 3 weeks before the meeting

date to all members and prospects with a PDF and Word document attachment so anyone can open at least one of the versions.

Send a reminder email 1 week before meeting date using our Stay Involved "Group Email" feature with a Word doc attachment.

Administrative company has the distribution list for National members and sends the email/flyer to those members the same time they send out members' email out (the programs' person contacts Administrative VP to start process.)

Meeting Costs:Code Cost Description

M $25.00 GDASTD MemberP $35.00 Non Member (Prospect)L $25.00 Local Chapter ASTD Member (SE Michigan and Toledo,

Ohio)N $35.00 National ASTD MemberB $15.00 GDASTD Board MemberS $15.00 Full Time Student GDASTD Membership

Online Meeting RegistrationStep Action

1 Create Registration Log (See sample log)2 Check Online Registration on a daily basis two weeks before meeting3 Add individual to registration log. Update registration log as needed.4 Send registration log to Program Director 1 week before meeting5 Send updated registration log to Program Directory 48 and 24 hours

before meeting. 6 After meeting, notify VP of Finance of action and funds. Send funds

to VP of Finance. Log all financial activities.7 Add all meeting non-members to Prospect list. Send prospect list to

Membership Committee and Past President representative.8 Notify VP of Finance of action and funds. Send funds to VP of



GDASTD Administration Direct Call for Meeting Registrations

Step Action1 Create Registration Log (See sample log)2 Add individual to Registration log.3 Identify method of paymentEstablish payment method.Check When check clears:

1. Add individual to Registration Log. 2. Email individual meeting notice.

Credit Card

When credit card is authorized:1. Add individual to Registration Log. 2. Email individual meeting notice.

Pay at MeetingWhen participant pays at meeting.

1. Identify that individual will be paying at the meeting on the Registration Log.

4 Notify VP of Finance of action and funds. Send funds to VP of Finance. Log all financial activities.

Printing Name Tags for Monthly MeetingsStep Action

1 Print name tags for individuals who have pre-registered and pre-paid for the monthly meeting.

2 Hand out nametags when then individual arrives at the meeting.Or Send nametags to VP of Membership 24 hours before meeting.

Registering Individuals at Monthly MeetingsStep Action


GDASTD Administration Calls for Meeting Information and Directions

Step Action1 Answer all questions. Ask if you can email the meeting flyer.2 Get contact information if you are emailing meeting flyer.3 Give directions to meeting. Indicate that map to meeting is located on

website.4. If caller wants further details, forward call to Program Director.5 Confirm that caller is on registration list.

Meeting CancellationsThere may be times when you receive calls regarding a meeting because of inclement weather. Call the Program Director or President to verify the meeting is still taking place.

Step Action1 Call Program Director to confirm status of meeting.2 If the meeting has been cancelled, contact (phone and/or email) all

meeting registrants that meeting has been cancelled. Names and contact information is on the Registration Log.

3 Communicate to Program Director and President that emails have been sent out. Send a copy of an email to the Program Director and President for their files.

Meeting Registration Log CommunicationThe Registration Log identifies individuals who are attending the monthly meeting. The individuals who will be registering the participants will update member and non-member information on the hard copy of the registration log. At the end of the meeting, the Registration List and business cards collected from members and attendees will be turned over to the VP of Administration, or the Administration representative. The Administration Company will calculate the headcount at the meeting together with the VP of Finance by tallying the confirmed arrivals of people who had prepaid online registrations, and receipts at the door from walk-ins. Individuals who prepaid, but did not show at the meeting, are excluded from the catering count and are a profit to GDASTD. Note: Pick up the business cards at the same time you pick up the updated meeting registration list. The information from the business cards is crosschecked against the membership list. Business card contact information that does not indicate membership to GDASTD, are added to the Prospect Log.



Step Action1 Review online registration and transfer names and contact

information to Registration Log.2 Email Registration Log to Program Director and VP of Administration

one week before meeting.3 Email Registration Log to Program Director and VP of Administration

48 and 24 hours before meeting.

Refund Policy on Cancelled MeetingsThe GDASTD policy for refunds is as follows. Under development

Step Action1 Confirm that individual has paid for the meeting in advance.2 TBD

Database Management OverviewCorrect member contact information is critical. The database holds all of the member information and is the source used for all GDASTD communications. GDASTD is encouraging its membership to update and maintain their contact information online. However, member updates may come from the meeting registration log, or members calling in directly.

Code DescriptionM GDASTD MemberP Non Member (Prospect)L Local Chapter ASTD MemberN National ASTD MemberB GDASTD Board Member

Step Action1 Review the Registration Log from the meeting, for membership and

prospect information updates.2 Confirm that the information to be updated is correct by contacting the

member and verifying the upcoming changes.3 Log onto the database and update the member information 4 Update the prospect spreadsheet from the information on the

Registration log.


GDASTD Administration GDASTD Prospect ListProspect Names come from the following sources:

1. Calls for information on GDASTD. These calls are typically received by the Administration Management company.

2. Meeting Registrations. These are individuals who are non-members who attend the monthly meetings.

3. National ASTD. A list of individuals who join National ASTD and are area residents. This list should be sent to Administration and President.

4. Member Referrals. Members who refer friends, or peers, to GDASTD.

Note: See sample of Prospect List.

Prospects - Information CallsStep Action1 Answer questions. Ask if you can add the individual to the GDASTD

mailing list notifying them of upcoming meetings.2 Add contact information to Prospect list. (Excel Spreadsheet)3 Add contact information to database, identifying the individual as a

prospect ‘P’.4 Send Prospect list to President, Membership Director and

representative of Past President Club at the end of each month.5 Send email information letter and flyer of upcoming meeting.

Prospects - Meeting RegistrationsThese prospects are individuals who are non-members and register for a monthly meeting, by calling for meeting information, or registering online. The Administration Management Company manages meeting registration information.

Step Action1 If a non-member calls to get information regarding an upcoming

meeting, answer questions. Ask if you can add the individual to the GDASTD mailing list notifying them of upcoming meetings.

2 Check online registrations. 3 Add individuals who have registered online and are non-members to

the Prospect list.4 Add contact information to database, identifying the individual as a


representative of Past President Club at the end of each month.6 Email prospect letter and flyer of upcoming meeting.


GDASTD Administration National ASTD Prospect ListsWhen an individual joins National ASTD and is an area resident of GDASTD, National will send the VP of Administration and the President this information.

Step Action1 Add contact information to Prospect list. (Excel Spreadsheet)2 Add contact information to database, identifying the individual as a



Prospect Referred by MemberA GDASTD or National ASTD member will refer an individual.

Step Action1 Add contact information to Prospect list. (Excel Spreadsheet)2 Add contact information to database, identifying the individual as a



What’s Happening Members have the opportunity to post events of other organizations on the GDASTD website. Greater Detroit ASTD provides a free service to advertise an organization’s events with the following guidelines

Note: All events must be related to Training and Development, Performance Improvement Technology, or Human Resource Development. We will use our discretion as to whether or not to post it to our website.

Step Action1 Answer questions regarding the guidelines to post an event on the

What’s Happening website page.2 Refer member to ‘What’s Happening” website page to download the

Posting form.3 Refer member to individual who is managing that activity.4 Log the individual and information on the Member Call form



Adding New Members to DatabaseStep Action1 Open GDASTD website.2 Click Services and Members Only button. The Services/Member

area page appears.3 Click Login hyperlink in left frame. The Security login page appears.4 Type your user name and password in the login text boxes.5 Click Submit. The Directory page appears.6 Click the Membership Form hyperlink in the left frame. The

Application List page appears.7 Scroll to the new member name.8 Click the Review hyperlink located next to the name. The

membership form appears.If Membership Renewal

Click the Directory hyperlink located in the left frame. The Member Directory appears.

9 Click the edit hyperlink next to name to be reviewed. The membership information page appears.

10 Click the home hyperlink to confirm information and confirm expiration date of membership is 12/31/yyyy.

11 Click the Custom tab and confirm that the member is listed as L for membership status, located on the Custom page.

If New Membership11 Click the Review hyperlink located next to the name. The

membership form appears. Confirm expiration date is 12/xx (mm/yy). Memberships expire at the end of December. Confirm information.

12 Click the back arrow on the main browser window to return to the Applicant page.

13 Click the Process hyperlink. The Process Membership Form page appears.

14 Click the here hyperlink located on the page. “Click here to process payment.’ The Payment Processing message appears.

15 Copy information to notepad for confirmation number. (Ctrl + C)16 Click Continue button. The Process Membership Form page

appears with the On-line Payment Status. If Status reads Paid. Click the Accept radio button.If Status reads Denied or Unpaid. Click the Deny radio button.17 Click the Do you wish to send an eMail notification? checkbox.18 Paste the message in the Notes textbox. Type your initials in the

textbox.19 Click the Update button. The eMail Membership Notification page

appears.20 Click the Send button.21 Confirm the userid and password works for new member


GDASTD Administration 22 Email the Welcome letter with userid and password information.

Attach the Online Help manual to email.



Monthly ReportsMonthly reports are sent to the Administration Director and board members on a monthly basis. This information is needed for the monthly board meeting, held on the first Tuesday of each month.

Report Date Send to:Membership List End of month President, Past President

Representative, Membership

Prospect List End of month President, Past President Representative, Membership

Meeting Registration List One week before meeting.

And 48 and 24 hours before meeting.

Program Director

Member Call and Solution Log

End of month President, Past President Representative, Membership

Status Report (This report identifies any areas of concern by the Management company )

End of month President, Past President Representative, Membership

Committee Volunteer Log Send daily to appropriate Committee Director

End of month

Appropriate Committee Member

President, Past President Representative, Membership



AppendixSample Membership Call and Solution Form

DateMember Name

ContactInformation

Purpose of Call Action Taken Comments

12/1/03 SK Bice [email protected] Meeting directions

Gave directions Member satisfied with information

12/4/03 Joan Darren Cell – 248-111-2222 Membership inquiry

Sent email packet. Added name and information to database prospect list

Prospect name will show up on monthly Prospect report.

12/4/03 Bob Jones Wants to add information to website

Forwarded information to VP Administration.

Contact Bob within 48 hours at the following numbers.

12/2/03 Bill Smith Wants to join a committee

Reviewed information regarding existing committees with member. Emailed committee information to Bill. Forwarded request to VP of Administration.



Sample Prospect LogProspect Name Phone Email Source Action TakenJohn Doe 248-123-1234 [email protected] Meeting Sent Prospect Info

Sample Meeting Registration List

Name No. Registered Date PaidRegistrationStatus Member Status Company Email Phone

Comments

John Doe 1 1/1/04 YOnline

Prospect ABC [email protected]

Send prospect Letter

Sample Volunteer LogProspect Name Phone Email Source Committee Action TakenMary Smith 248-123-

[email protected]

Called in Programs Sent contact information to Program Director


mailto:[email protected]





Database CodesCode Description

M GDASTD MemberP Non Member (Prospect)L Local Chapter ASTD MemberN National ASTD MemberB GDASTD Board Member


GDASTD AdministrationSample Welcome Email to New Member

On behalf of the board and chapter, I welcome you to the premier community of workplace learning and performance professionals in the metro Detroit area. ASTD will keep you informed, connected, inspired, and helps you prove your value. Whether you are the sole trainer in a small company, an independent consultant, or director of a large HRD or performance improvement department, ASTD will contribute to your professional growth and success.

Our goal is to meet your needs through quality programming, current professional information, and opportunities for networking, and seamless membership services. We have developed some new services and are exploring other services to meet the needs of our members. Prior to most of the monthly program meetings, there is an orientation session to familiarize you with the Greater Detroit Chapter as well as national ASTD.

If you have not yet attended such a session, please do so, as you will be able to have your questions answered and gain in-depth information about our program and services. We look forward to serving you as a member of the Greater Detroit Chapter of ASTD and hope you will join us. Your login information is: http://www.detroitastd.org/ User Name: xxxxxxPassword: xxxxxx

How to Log-in for new members:

1. Click the Member and Services button located on the GDASTD home page.2. Click the "Login" button on the left side of the page. The login Security page appears.3. Enter your User Name as your first initial and last name.

a. Example: User Name: jdoe (if your name is John Doe). 4. Enter the Password: jdoe (this is a temporary password; be sure to create your unique

password!). 5. Click "Submit" and the Member List Directory appears. 6. Edit and personalize your information. See GDASTD Online Help Manual.

If you experience problems, please contact our office at 248-xxx-xxxx.

Sample Email of Denied Membership This Credit Card transaction failed!

Please send a check or money order for $90.00 to:

Make Checks Payable To: Greater Detroit ASTD

Greater Detroit ASTD34378 St. MartinsLivonia, MI 48034

Contact Name: Jim DoyleContact Phone: 248-471-5677Your listing will be active once your payment is processed.


http://www.detroitastd.org/

Documents

Administration Overview