1. Review the form for completeness and accuracy. Particular attention should be
paid to the completeness of employment information and those appropriate
endorsements have been obtained. Be sure that the proper number of endorsements is shown based on the grade of membership requested.
Also, verify that the endorser's grade of membership is appropriate for the request. The form should be returned to the applicant if additional information is required. This review step is very important as it avoids delays when incomplete/incorrect forms reach Headquarters.
2. When the application is complete and accurate, indicate on the reverse of the
form under the heading "Section Review" entering the name of the individual
reviewing the document, the date and Section affiliation.
3. Forward the form immediately to the Membership Department at
Headquarters. An initial review of the form will be done by the Membership
Department. Forms will be returned to you if errors or omissions are detected. These should be corrected and returned as soon as possible in order to avoid delays in the approval process. Every attempt should be made to process the form quickly so that it may be considered by the Applications Committee.
4. A letter should be sent from the local Section to the prospective member
advising him/her that the application has been received and is being processed. (see, Sample Letter No. 2)
5. The Applications Committee meets on a bi-monthly basis. Two weeks prior to
each Application Committee meeting, a reminder is sent to each Membership
Chairman. Information covering the operations of the Applications Committee is included as Attachment No. 1.
6. Following each meeting of the Applications Committee, he minutes of the
meeting are sent to each Membership Chairman (copy also to each Section Chairman and Secretary/Treasurer) listing all approved applicants. The date of the next Applications Committee meeting is also stated.
Contact with each approved applicant should be made to extend a welcome to
the Section and encourage active participation begin immediately. (see,
Sample Letter No. 3)
7. If an applicant is rejected, the application form with a letter of explanation is
returned to the Membership Chairman. Follow-up should be done in order that
the application might be resubmitted, if appropriate. The Membership Chairman should notify the applicant of the circumstances.
8. All applicants who are accepted receive from Headquarters a letter of acceptance including:
- a dues statement/return envelope.
- Bylaws excerpt of dues policy.
- Publications Catalog.
- Most recent copies of MT, JSR, JSP.
- Index to Publications.
- SPEER Brochure.
- Insurance brochure.
The candidate is not added to the roster and therefore does not receive
subsequent mailings, however, until entrance fee and dues have been
paid.
9. Upon receipt of all fees and dues, each applicant is added to the roster and receives a thank you letter including:
- Membership Card.
- Membership Derectory and Information Book (free).
The new member's name is listed with Section affiliation in the next
issue of MARINE TECHNOLOGY.
If no payment is received after 3 months, a reminder is sent to the
applicant (copy to the Membership Chairman), and if no payment is
received within 3 weeks, the application is considered void. (Note:
This position is under study.)
10. An engrossed membership certificate is forwarded to each new member
under separate cover. It could be received up to 2 months after approval.
11. Begin immediately to encourage the new member actively participate
in Section meetings/activities. Be sure each new member is introduced at the first local Section meeting he/she attends.
