Introduction to the FAMU NAA website

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1 Introduction to the FAMU NAA website Stephen D. Roberson, Ph.D. Chair, Technology Committee Florida A&M University National Alumni Association May 24, :30 pm - 2:00 pm

2 I m just not good at this technology stuff For with God, nothing shall be impossible. Luke 1:37 I can do all things through Christ which strengthens me. Philippians 4:13 All progress takes place outside the comfort zone - Michael John Bobak Whether you think you can, or you think you can't-- you're right. - Henry Ford

3 Topics for Discussion Introduction to the NAA website Dues Overview Group Administrators Chapter / Regional Sites Upcoming Efforts Discussion / Questions

4 Introduction to the NAA site The NAA site is made to engage and inform members, raise funds for the University, and improve the image of the alumni association for potential members and partners. The NAA site has a site within it for each chapter and region with its own individual calendar, photo gallery, etc. The NAA site keeps track of all of the members and allows each member to create their own microsite. Additional capabilities will be rolled out in the future.

5 Early Adopters First Executive Board member to pay dues online: Chaplain Keith Shannon, Southern California chapter First non-executive board/committee member to pay dues online: Dr. Leona Michelle Williams, Kentucky chapter Chapter with the highest number of online payments: Atlanta (~50 payments) Chapter with the highest percentage of online payments: NY chapter (100% online payments).

6 By the Numbers. Only 15% of the people that are in the system have actually logged into the website. Nearly 24% of the s we have in the system are incorrect. Only 23% of dues collected by the NAA between October 1, 2017 and April 15, 2018 were through the NAA website.

7 Dues Overview

8 Methods of Paying Dues New (Individual Submission) Individual pays NAA dues (local, regional, national) and updates information through the website. Information about each transaction is recorded immediately and membership status is updated immediately. At the beginning of the next month, the regional and local dues are sent electronically to the appropriate entities. Traditional (Bulk Submission) Individual pays the chapter their local, regional, and national dues. Chapter leadership submits NAA dues and member information at an undetermined later time via the bulk submission form. NAA personnel handle submitted bulk submission form at undetermined later time.

9 What does handle mean? Identify and work with chapter to correct errors in the bulk submission form. Verify whether a person exists in the system already before creating a new person in the system. Verify the money submitted matches the amount in the bulk submission form. Create new members with new membership IDs Create invoices for all people paying their dues to create a paper trail Show those invoices as paid.

10 Bulk Submission Invoice Invoice for Victor Gaines Payment date differs from invoice date The wrong name was associated with the member number, slowing down processing Lack of information about local and regional dues.

11 Individual Payment Invoice Invoice for Juanita Moore Payment date matches invoice date. Member verified and included information about themselves when paying dues. Information about local and regional dues included in transaction.

12 Online Dues Confusion Many chapters have websites where the collect dues from their members. Collecting dues on a chapter site then sending information to the NAA is unnecessary and wasteful Those chapters need to send the members that want to pay dues online to the NAA website. Washington DC chapter website

13 Dues Directives Strongly encourage your members to pay their dues online through the NAA site. Please remove dues payments from chapter sites outside the NAA site that don t directly route to the NAA site Try not to provide multiple methods to pay dues. Do not discourage your members from paying their dues online through the NAA site.

14 Questions about membership reports

15 Membership Reports Two types of membership reports are generated and sent to the chapters and regions: weekly membership reports and monthly membership reports. Weekly membership reports contain all information for all members in each chapter / region. Monthly membership reports contain the names of all members that have paid local dues that month. If your chapter does not get these reports, please let us know so we can set those reports up with your chapter.

16 Questions for group administrators.

17 Group Administrators The Group Administrator is essentially the liaison between Site Administrators and the rest of the group. Group Administrators can approve content on the group site (picture, posts, etc.), control the layout and content of the group site, create new blogs for the group, perform bulk communication with members in the group, view all the reports for that group, etc. Do not put people you don t trust to be group administrators of your chapter because you are afraid of technology.

18 Ongoing Improvements Adding in members that haven t paid dues in over a year. Using bulk submissions to allow for information corrections without paying dues. Merging Constant Contact information with NAA database Remove duplicate accounts and correct bounced addresses if possible.

19 Improved content and advertisement of the NAA site The NAA really needs to be more diligent in sending information out to our students to know more and/or join the NAA. Chapters and regions also need to create and update their information to allow for potential members to find those chapters.

20 Affinity Groups Alumni want to work more closely with departments on campus to provide opportunities. Affinity groups working in tandem with departments can allow for a two way flow of information and opportunities between alumni and the University. We have to recruit departments that would be interested.

21 Chapter Events Group administrators can also create events that appear on the group calendar. Those events can be local to a group or shared with the entire NAA on the site wide calendar. It s even possible to create events that occur for multiple days like a regional conference or create events that require tickets like a gala.

22 Discussion / Questions

23 I m a life member, why do I have to pay dues to be current in the online system? FAMU NAA Bylaws Section 2.3.1:.All persons with Life Membership Status shall be exempt from paying National dues but are required to pay all applicable annual Chapter and Region dues to be considered as Active Members (members in good standing) of the Association.

24 Do I need to delete our current chapter/ region website to use this website? Do we need to get rid of our bulk mailing program? No. What you need to is make sure that the page for your chapter is linked to whatever else online your chapter is doing. However, your chapter should use the NAA site to collect dues and member information as much as possible.

25 We have chapter pages on social media sites. Why do we need something on the NAA site? Does it really matter? Yes, it really matters.

26 I need to change my chapter or region, how do I do that? Click on the Contact Us link on the top of any webpage and explain your problem so a site administrator can help you.

27 I get a million weird s from the NAA site that I don t want. How do I make that stop? Log in to your account, click Manage Profile, then click Preferences to change your settings.

28 Additional Questions

29 Conclusions The new FAMU NAA website is open for business. Encourage your members to pay dues themselves online to save time, increase transparency, and decrease errors when handling membership. Group Administrators need to create an online location for each chapter / region to recruit new members at the local level We are continuing to improve our processes to serve the membership. Our members at all levels need to continue to generate content that is of value to members and other supporters.

30 FAMU NAA website

Presented by: Dania Welch.

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