ESP Chapter Leadership Orientation

Updated Annually by Second Vice President for Chapter Relations and National Executive Director

Objectives

Chapter leadership will: Gain knowledge and skills to

perform their responsibilities. Become familiar with resources

available to assist them in their role.

Receive information on the chapter recognition programs.

Building Strong Chapters

Constitution/By-Laws Dedicated Officers President President-Elect Secretary/Treasurer

Leadership elected on a regular schedule..annually or bi-annually Executive Board meets on a regular schedule

Building Strong Chapters

Active CommitteesActive Life membersRecognition programScholarship and Grants

Good Communication

Chapter Newsletter National Office JCEP

Participation in regional and national opportunitiesAnnual Self-assessment

Leadership Training

JCEP Regional Workshops

Winter of Each Year Led by Regional Vice-

Presidents Any chapter member

can participate

National ESP Conference

Rotates the four regions

Meeting of National Council

Web based officer orientation moduleReflections of Extension Leadership Series

Guidelines for President

Chapter Level Chair all meetings Appoint

committees Authorize

payment of bills Sign recognition

certificates Prepare chapter

reports

Communication with National Oversee balloting

for national and regional recognition

Chapter voting delegates for National Council

Sign nominations Submit chapter

recognitions

Guidelines for President –Elect

Function in absence of PresidentPrepare for presidencyCoordinate committee workProgram chair for annual meetingActive in membership and recruitment

Guidelines for Secretary

Record minutes of all meetingsHandle official correspondenceServe as chapter newsletter editor Prepare two or more newsletters

annually Send copies to National Office and Board

Secure resources from Executive Director Maintain supply of resources

Guidelines for Treasurer

Maintain all accounts and pay bills Keep record of all financial transactions Collect dues, life member payments and initiation fees to meet February 1 deadline Correspond with National Membership payments Member statistics

Work with audit and budget committees

Guidelines for Past President

Mentor to New President Serve as Chair of Nominating Committee Active member of Executive Committee

Chapter Committees

Member Recruitment and Retention Member Services (Recognition Program)

Professional Development Public Issues (Legislative)

Global Issues Resource Development and Management (Budget and Audit)

Member Recruitment & Retention

Initiates new members annually Recruits new life members Works with Treasurer to collect annual dues to meet February 1 deadline Assists treasurer in maintaining current membership database

Member Services

Recognition of Membership Recognition of Friends of Extension Recognition of Support Personnel Participates in Regional and National Recognition Program through nomination and voting Participates in Mini-grant and scholarship program

Professional Development

Chapter publishes a newsletter Chapter maintains a website Membership participates in National Council/Conference Members submit proposals for presentation at ESP Conference Participation in Regional and National ESP and JCEP Conferences is promoted Chapter offers professional development opportunities for Extension personnel

Public Issues

Members participate in Public Issues Leadership Development (PILD) Chapter conducts a Public Issues activity Chapter encourages Diversity within Extension Issues for Extension and ESP are identified

Global Issues

Chapter recognizes members for work in Global Issues Encourage members to participate in “Internationalizing of Extension” efforts Chapter has a Global Issues Contact

Resource Development

Chapter budget approved on an annual basis Audit of financial books performed annually Dues payments to National Office made in a timely manner System in place to monitor chapter income and expenditures Chapter supports National ESP Development Fund through Endowment campaign, auction and/or donations

Chapter Self - Assessment

Retention: Existing Annual and Life Members Recruitment: Potential Annual and Life Members General Items: Web-site Initiation Recruitment and Retention Materials Annual Membership Campaign

MEMBER (Annual)An Extension professional who:

is currently employed by or retired from an entity of the Extension System exhibits excellence in programming and leadership meets chapters definition for membership (number of years/position)continues to provide leadership and excellence in Extension programming throughout their career and during retirement.

LIFE MEMBERSHIP

Members who are retired from the Extension System. Paid-up life membership is purchased by making a one-time payment equal to five times the annual dues at the time of the purchase. Life Members hold equal rights and privileges to those paying annual dues.

Member At-Large

Available when no chapter exists Eligibility – one year employment with Extension Submit application to National Office Initiation at the National Conference

Resources to Support Chapter Leadership

ESP Website: http://espnational.org ESP Handbook Section E, Member Services and

Recognition Program Section F, Membership Recruitment and

Retention Section M, Membership Section N, Chapter Management Section P, Marketing and Promotion

Resources (con’t)

Membership Recruitment Brochures Member Benefit Brochures Chapter Assessment/Recognition Tools Helps

Marketing Exhibit and Power Point Presentation Memorabilia

Resources (con’t)

FormsNew Chapter Officer Report FormsList of Chapter Committee

ContactsChapter Recognition FormsRecruitment and Retention FormFinancial Management FormsSupply/Resource Order Forms

Resources (con’t)

ESP National Office

Lists of Membership – annual and life

Supplies…creeds, ESP folders, copies of ESP Connections

Certificates and Membership Cards

National President Letter to new annual and life members…benefits brochure, bookmark and magnet

Permanent & Historical Record by ID Number and ChapterComputer Data Files All-paid life

members Annual members Past members

from 19297

Resources (con’t)

Chair of Recruitment and Retention and Regional Vice Presidents Idea Sharing Chapter visits

Chapter Reports and Websites

Submissions to National Office – Specific Dates

Dues Payment – February 1 PILD Scholarship – February 1 Mini-Grant applications – February 1 RFP For Annual Conference Concurrent sessions – February 28 Member Recognition Nominations & Scholarships Applications – March 1 National Committee Nominations – April 1 Chapter Recognition – May 1 Chapter DSA Recognition to National – May 1

Submissions to National Office - Anytime

Additional dues renewals, new members, and life members Change of status…death, retirement, resignation Change of address, e-mail, name Re-location of members…in or out Orders for supplies

Chapter Recognition Programs – Due May 1

Chapter of Merit Annually Chapter Self-Assessment and designation Every chapter recognized

Achievement in Chapter Membership Recognition

Recognizes top chapter in each region Annual Chapter Self-Assessment combined with review of

Membership Recruitment and Retention Committee Presentation at National Conference

Chapter of Merit Designation

Organization/Leadership Member Services Member Recruitment and Retention Professional Development Public Issues Resource Development Global Issues

Chapter of Merit Standards

Platinum Standard: Over 40 points

Gold Standard: 35 - 40 points

Silver Standard: 28 – 34 points

Bronze Standard: 20 – 27 points

ESP Achievement in Chapter Membership

Recognizes growth in membership, including new annual and life members.Recognizes retention of current annual members.Encourages systematic efforts to inform all potential members about membership opportunities.

MEMBERSHIP CAMPAIGN (0-25 points)

Chapter has membership officer or committee. YES = 1 pointsOver 90% of membership dues for year paid by February 1. YES = 1 pointsInitiation ceremony held for new members. YES = 1 pointsRecognition for new Annual Members. Yes = 1 pointsRecognition for new Life Members. Yes = 1 pointsEvidence of a defined campaign for new members. 3 - 5 pages of documentation and up to 5 pages of supporting materials of the membership campaign

MEMBERSHIP RETENTION (0-25 points)

Number of renewed/annual members this year. Number of renewed/annual members last year. Subtract b. from a. And then divide by b. to get percent change in one year Decrease = 0 points; score 5 points for each percent increase (maximum of 25 points)

MEMBERSHIP EXPANSION (0-25 points)

Total membership this year. Total membership last yearSubtract b. from a. Divide by b. to get percent change in one yearScore: Decrease = 0 points; 5 points for each percent increase (maximum of 25 points)

LIFE MEMBERS (0 -25 points)

Number of new eligible/potential life members = ________Number of new potential life members recruited this year = _______Subtract B from A = ______ = C. Divide C by B = percent of eligible life members recruited.Score: No new life members = 0; 5 points for each percent increase (maximum of 25 points)