Officer Duties and Descriptions: VICE PRESIDENT for MEMBERSHIP

I. Constitutional Duties
The Vice-President for Membership, with the assistance of the President-Elect and Treasurer, shall be responsible for developing and implementing plans for building Association membership; collect annual dues and baseline data used to create the Association’s Directory; work with the data base coordinator in accordance with the provision of Article III of the Constitution, to maintain an active list of all members of the Association with their mailing addresses; providing the Vice President for Publications and Information Technology and Secretary with an annual membership listing for distribution and for the Association’s records. Chair the Membership Development Committee.

II. Specific Duties

1. Build Association Membership
   1. Review and maintain the membership listing in coordination with the database manager, assuring that membership database and rosters are up to date and accurate.
   2. Recruit non-member eligible institutions:
      1. Review the list of active members who become inactive due to nonpayment of Association dues.
      2. Review the higher education directories and publications for regionally accredited institutions that are not yet members.
      3. Obtain information on Canadian institutions that meet the membership requirements and send an application for membership.
   3. Prepare a letter of invitation to send to each eligible institution including an application for membership and instructions for completion.
   4. Track new membership information for each approved institution to prepare for the new member orientation program and to report at the annual meeting.
      
      
2. Process Applications for Membership
   1. The Vice President for Membership reviews each application.
   2. The application and membership dues for institutions that meet membership requirements are forwarded to the Treasurer for processing.
   3. Institutions not meet institutional membership requirements are reviewed according to the bylaws for eligibility as nonvoting members. Applicants processed after September 1 for should be informed that they will not appear in the print directory.
   4. The Vice President writes a letter of welcome to all newly approved members and forwards a copy of the Code of Ethics of the Association.
      
      
3. Process Membership Renewal
   1. Prepare the invoices for mailing in February to each member institution, with follow-up mailings to delinquent members in May or June, as deemed necessary.
   2. Any member whose dues are not paid by September 1 for the current calendar year shall be notified in writing that membership will be terminated unless the annual membership fee is paid. Dues may be accepted up to the conference date, but institutions may not be listed in the directory if dues are received after September 1.
   3. Lapsed members must contact the Vice President for Membership to be reinstated.
   4. Membership data is updated by the database manager, who receives a copy of the membership renewal or initial application from the Vice President after the dues have been forwarded to the Treasurer.
   5. Assist the Treasurer in resolving problem checks. Rectify missing invoices.
      
      
4. Chair Membership Development Committee
   1. At the annual meeting, chair the meeting of the committee and outline a calendar of tasks and responsibilities. Assign tasks to committee members with a proposed timeline for completion.
   2. Solicit volunteers through the newsletter and other appropriate means to encourage broad representation on the committee.
   3. Work with the committee to determine strategies to effectively retain current members and increase membership.
      
      
5. Conference Responsibilities
   1. The Vice President for Membership is normally seated at the head table for the opening session and business meeting sessions.
   2. The Vice President will schedule a meeting of the membership development committee to take place during the conference.
   3. The Vice President's report at the business meeting includes:
      1. Number of institutional memberships approved during the year.
      2. Number of member institutions for the current year.
      3. Number of individual members in PACRAO during the current year.
      4. Number of institutions terminated for non-payment of fees during the year.

III. Chronology of Activity

December

• Conference clean-up of membership information (name, title, address changes, etc.)
  
  

January

• Review higher education directories to identify non-PACRAO institutions.
• Contact state and provincial association representatives to assist in promoting membership.
• Send mailing to potential member institutions.
  
  

February

• Mail renewal notice and bill.
• Coordinate dues accounting and member information tracking with Treasurer and database manager
  
  

March

• Follow up with potential new members.
• Process renewals and invoices. Forward a copy to database manager.
  
  

April

• Process renewals and invoices. Forward a copy to database manager.
• Attend AACRAO, if possible, and attend PACRAO Board meeting at AACRAO.
  
  

May

• Request list of unpaid institutions from database manager.
• Mail second billing to unpaid institutions with a reminder letter.
  
  

June

• Identify and contact potential new members.
  
  

July

• Attend Executive Board meeting. Give membership report.
  
  

August

• Send out third (final) billing and reminders to unpaid institutions.
  
  

September

• Finalize membership and notify Vice President for Publications and Information Technology
• Prepare year-end report of activities.
  
  

October

• Compile list of new members for Vice President for Professional Development’s use in new member orientation and communication
• Schedule meeting with the new VP in a transition year.
  
  

November

• Present membership report at the conference
• Meet with new VP in transition year.

NM/October 2000

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