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MEMBERSHIP MANUAL FOR LOCAL SECTIONS, SECOND EDITION REVISED: JUNE 22, 1998 ds
Table of Contents
It is the purpose and responsibility of the Membership Committee in each local Section to focus attention on three key areas: the retention of existing members, the transition of student members to full membership, and the recruitment of new members. Recruitment and retention are closely related and one cannot be emphasized at the expense of the other. If one area is weak, it may destroy the other. A Section may be recruiting new members, but at the same time, losing an equal number (or more). Emphasis on both recruitment and retention is essential and will result in upward membership trends for the Section. Transition of student members is also vitally important since it represents the single largest source of new blood into the Society. MAKE-UP OF THE MEMBERSHIP COMMITTEE IN EACH LOCAL SECTION
Committee Chairman
The members of the Membership Committee in each local Section are appointed by the Chairman. The size of the Committee is determined by the Chairman. The members assume their duties for a one-year term on September 1 to coincide with the terms of the Section officers. The members should represent a good cross-section of the marine industry in the area served by the Section. It is very important that all major employers be represented. Committee members may be assigned specific areas of responsibility, e.g., recruitment, retention or student members. Due to the dynamic nature of membership activities, it is recommended that bimonthly meetings of the Committee be called by the Chairman. In early September, a planning meeting should be held to establish the goals and objectives of the Committee for the upcoming year. A detailed discussion of membership requirements and the application process should be held in order that all Committee members be well informed. An ample supply of The User's Guide To SNAME Benefits and Services brochures and member applications should be provided to each Committee member. Individuals may be assigned specific areas of responsibility, as appropriate. Subsequent meetings should include discussion of results and trends, review and evaluation of current activities, suggestions/ideas for new initiatives, and future planning. Particular attention should be given to activities concerning the retention of members during the February-June period. It is extremely important that all members of the Committee clearly understand the requirements of the three basic grades of membership as stated in the Society's Bylaws. The following material is excerpted for your ready reference. See Attachment #1 in this Manual entitled "Interpretations of the Requirements for Membership for the Use of the Applications Committee and Local Section Membership Chairman" for additional information and interpretation of these membership grades.
(a) The grade of Member may be accorded exclusively to persons having competence and important experience in naval architecture, marine engineering or another phase of engineering or science closely allied with the marine industry. A candidate who is a graduate of a recognized technical institution or other institution satisfactory to the Society shall have had not less than five years of increasingly important engineering or scientific experience indicative of growth, competency, and achievement at least two of which shall have been in responsible charge or work. Alternatively, a candidate who is not a graduate of a recognized technical institution shall have had not less than nine years of engineering or scientific experience indicative of growth, competency, and achievement at least two of which shall have been in responsible charge of work. (b) A candidate for the grade of Member shall submit a statement of training and experience which demonstrates that the candidate has been engaged in a responsible capacity in the marine field and sets forth the grounds upon which the application for membership is based. The statement shall be signed by three Fellows or Members, who shall certify to their personal knowledge of the candidate and of the candidate's experience. B1-4. Affiliates (a) The grade of Affiliate may be accorded to persons whose pursuits, attainments, or practical experience qualify them to cooperate in the advancement of the objectives of the Society. A candidate shall have had a sound education and shall have had not less than five years of increasingly important experience indicative of growth, competency, and achievement at least two of which shall have been in responsible charge of work. Alternatively, a candidate who is not a graduate of a recognized institution of learning shall have had not less than nine years of increasingly important experience indicative of growth, competency, and achievement at least two of which shall have been in responsible charge of work. (b) A candidate for the grade of Affiliate shall submit a written statement of qualifications which shall be signed by three Fellows, Members, or Affiliates, who shall certify to their personal knowledge of the candidate and of the candidate's experience. B1-5. Associate Member (a) The grade of Associate Member may be accorded to persons whose pursuits, attainments, education, or practical experience qualify them to cooperate in the achievements of the objectives of the Society, but who have not held a position of sufficient responsibility or lack the experience required for the grade of Member or Affiliate. (b) Associate Members shall be eligible to transfer to the grade of Member or Affiliate after fulfilling the necessary requirements. (c) A candidate for Associate Member shall submit to the Society a written statement of qualifications which shall be signed by two Fellows, Members Affiliates or Associate Members who shall certify to their personal knowledge of the candidate and the candidate's experience. (d) Associate Members may not hold office but may vote on all questions brought before the Society. DUES AND ENTRANCE FEES SCHEDULE
DUES
Annual Dues shall be payable on January first except as otherwise noted for the year of approval for:
ENTRANCE FEES
There is no entrance fee required for Student Members, for a transfer from one grade to another, or for a member being reinstated (see Bylaws Section B2(b) and B2(c).
The primary responsibilities for retention, transition of student members and recruitment of members requires creative and continuous effort on the part of all members of the Committee. Specific recommendations to assist in both recruitment and retention are covered in the next two sections of this manual. This section, however, will simply list some suggested activities which have proven effective over the years in support of the overall cause of membership development. (Successful techniques should be forwarded to Headquarters so they might be included hers in future revisions.)
1. Be sure The User's Guide To SNAME Benefits and Services are available at all Section meetings. Section or membership chairman should announce this and say something about the need for a continued search for good, new members. Insert local mailing address under MAILING INSTRUCTIONS on back of Application Form. Other opportunities to distribute membership materials, e.g., joint meetings, should be identified and properly managed.
2. Include membership information in all local Section meeting announcements and remind members that applications are available in MARINE TECHNOLOGY.
3. Membership Chairman should introduce new members and guests at local Section meetings.
4. Recognize current members who recruit new members.
5. Follow up, by phone and in all other ways, on members who have not paid current dues to assure retention to the maximum extent possible.
6. Consider providing a complimentary meal to new members or guests. (Local Section must determine feasibility based on financial considerations.)
7. Provide name tags at local meetings being sure that guests and new members are clearly identified.
8. Be sure new members become involved in local Section activities to develop interest and loyalty early on. Look for ways in which they can contribute.
9. Locate and actively integrate new student members into section activities.
10. Be sure to promptly follow-up with all prospective members. Invite them to up-coming Section events.
11. Encourage Associate Members to upgrade their memberships when appropriate.
The primary task of the Membership Committee in the area of retention is to seek means of enhancing the privilege of membership. Greater benefits for members should constantly be sought recognizing, of course, financial constraints. Differentials in the cost of Society publications and in attending Society functions are good examples whereby preference is accorded members over non-members. The Membership Committee must be constantly vigilant to oppose any reason in benefits to members in both local and National Society activities.
It is the responsibility of the Membership Committee to personally follow up all dues delinquent members prior to March 31st of each year when unrenewed memberships are dropped from the Society rolls. Dues Receivable Reports are provided by Headquarters on a periodic basis identifying these potential losses. (see Section in this Guide on REPORTS.)
The greatest period for loss of members is in the first years of membership. This can be avoided by keeping in touch with new members, inviting them to participate in Section activities/committees and listening to their expectations for personal benefit from the Society.
When an Associate Member turns 30 years of age, his/her membership dues are increased. This increase may cause some members to delay renewal and it may require some follow-up in order to retain these young professionals. This dues increase is implemented on the January dues statement in the year the individual will have his/her 30th birthday. You can identify these persons by observing the BIRTH DATE information shown on each unrenowned membership on the Dues Receivable Report. (This report is described on page 15.)
Those members who are retiring or are no longer active in the industry present a real retention challenge. Be sure members are await of the reduced fee level available to those 65 years or older who have paid dues for 25 years. All members who qualify during the next calendar year receive a letter of explanation regarding the reduced dues and advising that the reduction is available upon written request. No reminder is sent, however, in subsequent years, older members may need to be refreshed on this benefit.
Another key to the retention of members is being well informed of potential losses and immediately making personal contact with appropriate follow-up contacts. Any complaints or problems should be resolved as quickly as possible. Individuals should be given opportunities for active participation. Be sure each person is aware of the ways in which he/she can receive personal benefits through continued membership and that each understands that he/she is a valuable asset of the Society. Advising the National Membership Chairman of complaints or problems, the solution of which may require action by the National Executive Committee, is strongly suggested. He is a member of the Executive Committee and can bring such issues to the Executive Committee in a timely and forthright way if properly informed and alerted.
Student members plays a vital role in the operation and objectives of our Society. They represent not only a major source of new members, but more importantly, new thinking, new spirit, and new vitality for the organization. The value of student members cannot be overrated. However, attention is needed in helping a student make the transition to active Society membership upon graduation. Headquarters action starts the success and member awareness and help is vital. Briefly, the new transition procedure works like this:
2. As with all new members, be certain that his/her name is on the Section mailing list.
3. If the new member is also new to the area, use the "buddy system" to smooth the new Associate's way in relocating as well as within the office environment. If available, a volunteer SNAME member working in the same office would be an ideal "buddy".
4. If the Section notified does not actually locate this new Associate, it is important that Headquarters be informed to start the search process.
The committee should actively engage in an on-going membership recruitment program, which includes:
2. Informing prospects of Society activities/benefits and inviting them to attend a Section meeting. Be sure prospects are added to your mailing list so they will be informed about upcoming activities.
3. Encouraging them to join and involve themselves in Section and committee
activities.
The prospect should be given The User's Guide To SNAME Benefits and Services and Application Form and be instructed on the steps necessary to complete the application process. Include the appropriate mailing address on the reverse of the Application Form under the heading MAILING INSTRUCTIONS so that the applicant knows to whom the form should be returned.
Each contact should be followed-up in a very timely manner. Invitation to a Section
meeting or other Section activity is recommended. The local Section may choose to
invite each individual to attend a meeting as a guest of the Section. This may be done
either prior to or after joining.
Upon receipt of an application for membership, the Membership Chairman (or designate) should:
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:
9. Upon receipt of all fees and dues, each applicant is added to the roster and receives a thank you letter including:
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.
Upon receipt of an application for a change of membership grade, the Chairman (or designate) should:
2-6. The procedure for steps 2-6 is the same as when processing a new member.
7. All applicants who are accepted for a change of grade receive from Headquarters
a letter of acceptance including:
9. An engrossed membership certificate showing the new grade of membership is forwarded to each person changed. It could be received up to 2 months after approval.
Upon receipt of a request for reinstatement of membership, it must be determined if
the individual wishes to:
Option 2: Disregard original membership and reapply.
If Option 2 is selected, the applicant should be processed in the same manner as a new
member, except that no entrance fee is required. All steps as listed on under
"Processing a New Member" apply.
Section Roster
2. September - plus a listing of all new Section Chairman, Membership Chairman
and Secretary/Treasurers for the upcoming term starting September lst.
The following information is shown for each member:
A Section Change Report (Attachment 3) is issued each month to the Membership
Chairman (copy to Secretary/Treasurer) and provides the following information:
All codes appearing in the FIELD column are listed and defined below. When data
appears following the code in both Old Value and New Value columns, this indicates a
change of information. When data appears only in the Old Value column, this
indicates information, which is being discontinued. When data appears only in the
New Value column, this indicates information being added.
A Dues Receivable Report, see attached sample, listing all Section members who have
not renewed their memberships, is issued to the Membership Chairman (copy to the
Secretary/Treasurer) as follows:
2. April (as of March 31st), these members have been dropped from
membership for non-payment of dues).
Section membership statistics are provided by letter to each Membership Chairman on
a monthly basis. Included is the total number of members in the Section and the
breakdown of members dues category. It is recommended that this information be
charted and analysis of resulting trends be discussed by Committee members.
For your information, the distribution of Section funding is based on membership
totals as of August 31 and December 31.
Special tactics are necessary to recruit student members. Key players in these efforts
are the Faculty Advisor and Executive Committee Representative responsible for each
Student Section. Recruitment of student members is, however, not restricted to those
institutions with organized Student Sections, but should extend to other students who
qualify for Society membership.
At the beginning of each school term, effort should be made to attract students as new
members such as holding special events intended to inform and invite students to
participate in SNAME membership. Throughout the year, the student members should
be encouraged to participate in all activities of the Sponsoring Section. Meetings
providing opportunities for student presentations/papers, networking and recognition
should be planned during the year. Members of the sponsoring Section should also
participate in activities of the Student Section to provide the professional resources
and industry opportunities necessary to enhance the student program. Prior to
graduation, contact with each graduating student is essential to encourage continued
membership and participation.
The Student Membership Benefit Guide and Application Form should be readily available to all
potential applicants. Completion of the enclosed application form and payment of applicable
dues is necessary to establish membership. Upon receipt of the form, if eligibility is
confirmed, proper endorsement is provided and dues are paid, the application is accepted.
You will be advised of all new student members
as they are listed in the same letter as those members approved by the Application Committee.
Three months prior to the graduation date of each student, a letter requesting status is sent.
If the student indicates that he/she will graduate on some future date, the graduation date
information is simply updated. If the student indicates that he/she will graduate as planned
and wishes to continue SNAME membership, effective with the graduation date, the Student
Member is reclassified to an Associate Member and sent a new membership card. No dues
increase will occur through the remainder of the year of graduation plus the following full
calendar year giving the new graduate the advantage of the lower rate while transitioning
into professional life. The Section Change Report will list all Students when reclassified
(will show code change from D5 to C5.) At the end of this year, the appropriate Associate
Member rate (i.e., over 30 years of age or under 30 years of age) will apply.
At this point, transition of student members to full membership activity becomes
of paramount importance to the Section Membership Chairman for the Section to which the
graduation student will move. Transition of Student Members is covered earlier in this Manual.
Students who indicate that they wish to discontinue membership at graduation time are shown
as resignations on the Section Change Report. The Status Code (MSTAT) identifies a
resignation. The list of resignation codes appears on page 14.
The National Membership Committee is composed of a Chairman appointed by the
President, the Membership Committee Chairman of each local Section, and any other
members appointed by the President of the Society. Section Membership Chairman
serve from September 1 to August 31, the National Membership Committee Chairman
and members appointed by the President serve from January 1 to December 31. The
Chairman meets at least twice each year usually at the Annual Meeting and one other
time.
It is very important that a representative of each Section attend each meeting of the
national committee in order to keep informed on national matter, to discuss issues of
concern in the membership area and to offer input/concerns from the local Section.
At other times during the year, a Membership Sub0Committee may act for the
Committee to facilitate active planning and review of membership issues/activities.
SECTION MEMBERSHIP PERFORMANCE AWARD
In recognition of membership development by local Sections, an annual award will be
presented according to the following criteria;
2. The award will be presented annually to one Section unless all Sections show negative performance.
3. The period measured will be September 1-August 31 to coincide with the Section's program year.
4. The comparative data will be generated based on the highest percent increase in total membership, less Student Members.
5. The recipient Section will be determined from the Headquarters Membership Database.
6. The award will be presented by the Society President during the President's Luncheon at the Annual Meeting. In addition, the award will be highlighted by the President during a meeting of the recipient Section on a mutually agreed date.
7. The award will consist of a "gold ribbon" properly imprinted. The ribbon becomes the property of the recipient Section and it is recommended that the ribbon be attached to the Section banner thereby providing recognition in future years.
8. The Awards Committee shall administer this award with consultation and input from the Membership and Sections Committees. The first presentation of the award will be Fall,1999.
As part of a special membership drive, at the end of fiscal year 1998 (September 1, 1998), the top recruiter in each local Section was determined. This has become an annual award. Each winner is given a "TOP PERFORMERS AWARD", i.e., and a special gift item with appropriate recognition coming both during the Annual Meeting and by an officer of the Society at the local Section Meeting.
The following calendar is provided as a planning guide for the Membership Committee. The Committee should make every effort to adhere to the following schedule in order to facilitate the local Section's operations and those of Society Headquarters. The calendar is presented in the order of the program year and will serve as a "check list" for the events during the year. In addition to the items listed, a Section Change Report and monthly and membership statistics are received each month.
October
November
December
January
February
March
April
May
June
July
August
#1 - Letter to prospect forwarding brochure
Attachments:
#1 - Interpretations of the Requirements for Membership for the Use of the
Application Committee and Local Section Membership Chairman.
Sample Letter #1
Date
Dear :
Thank you for your request for a membership application to The Society of Naval
Architects and Marine Engineers (SNAME).
The User's Guide To SNAME Benefits and Services are enclosed. Please return your
application to me at the following address.
(address)
While your application is in process, I hope your schedule will permit you to
attend our next local Section meeting. I have enclosed a meeting notice and look
forward to seeing you there.
If I can be of any further assistance, please call me at (000) 000-0000.
Sincerely,
Name
Enclosure
Sample Letter #2
Date
Dear :
Thank you for your request for a membership application to The Society of Naval
Architects and Marine Engineers (SNAME).
Your application has been reviewed and forwarded to SNAME Headquarters for processing
and approval. I shall notify you when that procedure has been completed.
While your application is in process, I hope you will plan to attend our next local
Section meeting (meeting notice enclosed.)
Should you have any questions, feel free to call me at (000) 000-0000.
Sincerely,
Enclosure
Sample Letter #3
Dear :
Welcome to the ____________ Section of The Society of Naval Architects and Marine
Engineers (SNAME). We are an active section with about XXXX members centered around
the _________ area.
Listed below is the current meetings schedule. You will receive a notice approximately
3 weeks prior to each meeting giving you full details.
[Insert Schedule]
I invite you to actively participate in Section activities. Within the new few months,
I shall be in contact with you to discuss your particular areas of interest in an effort
to assure that you receive full benefit from your membership in SNAME.
Sincerely,
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