Using the Electronic NAAE Membership Form

Using the Electronic NAAE Membership Form

www.naae.org

How do I use the electronic form?• The electronic form for submitting

NAAE membership is provided to you through email.

• You should receive your 2012-2013 NAAE Membership Roster in July or August 2012.

• Open the file immediately and save the 2012-2013 NAAE Membership Roster to your hard drive on your computer or to another reliable storage source (CD, USB flash drive, etc.)

Using the Electronic Membership Form

You should find a form that looks

like this:


Before entering information:• Save the file as a new version as another

name (ex: 2012-2013 NAAE Membership Roster-1st Round, 2012-2013 NAAE Membership Roster-(insert current date), etc.) or whatever name works best for your situation.

• Once you submit your first round of membership you can always go back to that original Excel spreadsheet to add additional members without retyping everything. Just continue to save each roster that has new changes as a different name.

Step 1: Enter Dues Remitter/Treasurer’s

Information


Step 2: Enter the name of your ag teacher’s association


Step 3: Review previous year’s data

• Check to see if the members on your spreadsheet from the 2011-12 NAAE (provided as a hard copy in your packet) Membership year match up with the 2012-13 NAAE Membership year.

• If a member will not be renewed for the 2012-13 NAAE membership year, but is currently listed on the spreadsheet, then do not make any changes to their “MEMBERSHIP TYPE”. LEAVE BLANK!


Review Data

Remember: Do not change membership type for a person who you do not want to update their dues for the 2012-13

year.

Has not paid their 2012-13 NAAE

Membership Dues!

LEAVE BLANK!


Review Data

Step 4: Update members for the 2012-13 membership year• Update members by:

1. Selecting the type of membership– Use the drop down menu to select membership

type

2. Once membership type is selected then the amount for payment will be placed automatically in the “Amount” column.

NOTE: As you scroll horizontally across the page, the MEMBERSHIP TYPE, AMOUNT, PREFIX, LAST NAME, FIRST, & MIDDLE columns will be frozen in place and will not scroll.


Update Current Members

Membership type drop-down menu



Automatically places payment amount in amount column



Update information about member including:

• Name (in case of name change)• Home Address• Email Address-Very important, as this is

our primary method for communicating with members

• Home Phone• Work place• Work address• Work phone• Use the drop-down menus to select

member’s Prefix and Principle Employment (see next slides)



Update Members continued

Use the drop-down menu to select prefix



Principle Employment drop-down menu



Update Life Members• Members highlighted in yellow are listed as

Life Members in our database. Update them by choosing:

• Update Life (Active)• Update Life (Retired)• Life Inactive• Life Deceased

• This members will count toward member totals on your invoice but will not add additional dues. They should automatically display $0.00 in the amount column.



Update Life Members



Add New Members

Add new members under the last member listed on your spreadsheet, following the same entry process.


Add New Members

Totaling Your Membership

When you have completed the update and addition process, select the “Membership Invoice” tab to see your totals. (see next slide)






Membership Invoice Tab

This sheet automatically calculates the number of members in your membership spreadsheet.

It also automatically calculates the amount owed for NAAE membership by your state’s ag teachers’ association.


Membership Invoice

On the “Membership Invoice” tab, you will see a page that looks like this.

Use this sheet to double-check your entries


Membership Invoice

Submitting Ag Ed Magazine Subscriptions

If you would like to submit subscriptions to the Ag Ed Magazine for your membership, on the Membership Entry tab, scroll to the end of the spreadsheet to a column titled “Ag Ed Magazine”. (See next slide)


Ag Ed Magazine Subscriptions




Selecting an option automatically places an amount in the correct column




• Hard Copy Only-$12.00 – Hard copy of magazine will be mailed to member.

• Online Access Only- $10.00 – Member will receive a password to access the magazine and archived magazines online only.

• Hard Copy and Online Access- $15.00 – Member will receive a hard copy of the magazine and a password to access the magazine and archived magazines online.




After you have entered all Ag Ed Magazine subscriptions, click on the Ag Ed Magazine Invoice tab. (see next slide)



Ag Ed Magazine Invoice



Ag Ed Magazine Subscriptions – Institution Bulk Rate

• Universities can request bulk rate for the Ag Ed Magazine.

• This can be used for student teachers or university faculty.

• The magazine must be mailed to one address at the University.



Ag Ed Magazine Subscriptions – Institution Bulk Rate

• Institution bulk subscription rate is $7.00 and only includes hard copies, not online access.

• Institution bulk orders can be entered directly on the Ag Ed Magazine Invoice. (see next slide)





Be sure to add the mailing address for the bulk subscription



Submitting Your Roster• Email your copy of the roster to

[email protected]• Send your membership invoice and

check to NAAE**Members will not be entered into the NAAE Membership Database until payment is received.


Submitting the Roster

mailto:[email protected]

Roster Follow-upOnce we have received

1. an electronic copy of your roster, 2. demographics sheets for each member, and

3. payment for your state’s membership,

we will enter your state’s membership information into our database and email you an electronic version of our records in PDF format.

Please double-check this document to make sure we have correctly entered all your members. If you find any problems, contact the NAAE office right away.


Roster Follow-Up

Submitting Additional Members

Throughout the year, you may have members pay their dues after you have submitted the first roster.

To add more members:1.Compile their membership information.2.Have each newly paid member fill out a

demographic sheet. (Get these from your Membership CD or www.naae.org/membership/rosters

3.Open the original saved file called 2012-2013 NAAE Membership Roster and update membership info for each person.



http://www.naae.org/membership/rosters


Mail this new information to the NAAE office. Be sure to include:

• Demographic sheets• Check for membership dues• Invoice for new members• Electronic copy of newly filled-out roster email

to [email protected])




Additional Information• Your state is required to use this

process to submit membership information

• NAAE is a members-driven organization. It is critical that we are able to make contact with our members. This means:


Additional Information• It is very important for the membership

information you submit to be accurate and current.

• Email addresses must be provided. Email is now our primary method of member communication. NAAE does not sell email addresses or use them for any purpose other than official NAAE business.


Additional Information• Please provide a demographic sheet

for each member with at least the name, state, email and gray area completed.

• Your membership roster will not be processed until payment is received.


Additional Information• The electronic form for your membership

is provided to you on your NAAE Membership CD.

• The file is named “2012-13 NAAE Membership.”

• For help filling out the electronic membership form, see the PowerPoint titled “Using the NAAE membership form.” Click here to be taken directly to that PowerPoint.


Questions?

Call the NAAE office at 1-800-509-0204

or emailAlissa Smith, Associate Executive

Director, [email protected] or

Linda Berry, [email protected]




Documents

Using the Electronic NAAE Membership Form