Membership & Roster Maintenance

1. Membership & Roster Maintenance Officers’ Training WorkshopSeptember 2012Kevin Shanahan

2. Agenda • Membership Promotion • Roster Maintenance • Questions

3. Participating Memberships continue to show steady growth

4. “Maximizing Stakeholder participation to reflect the market” This will add to high quality standards and market buy-in.

5. Benefits of Membership Promotion • Increases technical expertise in a certain area • Helps maintain a balance of interests • Supports development of new activity • Increases international participation • Introduces new stakeholders to the ASTM process • Promotes awareness of ASTM’s mission

6. Determine Focus of Campaign • New Work Items • Task Group Activity • Significant revision to an existing standard • Input from Staff Managers and Committee Officers

7. Audience for Distribution • Mailing Lists • List Swaps with Trade Associations • Conference Attendees • Symposia Attendees • Meeting Visitors • Personal Invitations

8. Formats for Promotional Material • Fact Sheets • Ecards • Invitation Letters

9. Additional Strategies • MoU Promotions • International Partnerships • Student Members • One-on-One Engagement • Invite a Colleague

10. Team Resources • Staff Manager • Member Promotion Manager • Marketing Department • Art Department • Corporate Communications

11. Technology • The most effective delivery takes place if efforts are in both formats: • Hard copy • More convenient for some companies • Electronic • Easy and convenient • Instant delivery

12. Introduction to Roster Maintenance • Used by membership secretaries and subcommittee chairs • Used for assigning classification and voting privileges to new members and members that change employment • Used for maintaining balance as the roster changes • Used for creating membership reports for meetings

13. Roster Maintenance

14. View Pending Members

15. Sample New Member Application Notice

16. View Pending Members

17. Notification to Member

18. Pull-down Menu of Membership Report Options

19. Roster by Individual

20. Producer Wait List

21. Balance Report

22. Membership Report Provides Information within Date Ranges

23. Excel Roster to Sort Information

24. Meeting Attendance Roster

25. Process for Handling New Member Applications

26. Member Application

27. Classification and Voting Status • Classified Committee – review of company and major product or service provided • Would the member be considered a producer, user, (consumer only on some committees), or a general interest according to the scope of the committee? • Review of roster • Is there a member from this same voting interest already on the committee with a vote?

28. Balance of Interest User & General Interest ASTM Producer Classified Technical Committees are balanced. No excess influence by any interest group

29. Producer Vote Wait Lists • Created when the number of potential voting producers is greater than the number of voting user and general interest members combined. • Producers are removed from the wait list and given votes when • New user and general interest members are added as voting members • Other producer members resign

30. Methods: Approving Applications • Executive Subcommittee meetings • Ballot of Executive Subcommittee • Authority granted by Executive Subcommittee to Membership Secretary to approve applications between meetings • Action is subsequently reviewed

31. Website Tools • Membership Orientation • Invitation to a Colleague • Membership Types & Benefits • Renewing via Website • Value of Membership Video

32. Information Tools for Members

33. Questions Kevin Shanahan kshanahan@astm.org