Information For Chapter Treasurer or Membership Chairman

A. Renewal Process Steps:
1.Early September - You will receive a renewal envelope for each member and associate member.  Place address label over box on form and place your return address label on the opposite side of the envelope.  Place renewal envelope into a window envelope along with the renewal letter, and mail it.  Or include the renewal envelope when mailing your chapter newsletter.  Life members receive no renewal notices.  Please don't mix up your associate renewals with your regular members.  The chapter roster has an "A" to indicate associate members.

2. Early October - Time to send the late reminder notices.  Once you’ve folded the letter into thirds, you can place the member label on the back of the letter so that it can show through your window envelope.  Remember to place your return address on the letter or the envelope.

3. Early November- Please arrange for volunteers to call members who have not renewed.  Sometimes this gentle nudge is all that is needed.

B. Important Dates to Remember:

C. Membership Categories and Dues:

Note:  One must first be a chapter member in an individual, family, etc. category before one can become an associate of another chapter.

Remember that the 18-month bonus and 15-month bonus are available only to new members and only after April 1 and before July 1.  These memberships must reach OARS before the July Journal mailing of July 8.  15-month memberships must be to you from July 1 - October 1 and to the office before October 8.

Life member chapter dues will be paid annually to your chapter.  Life members may change chapters unless they are life members prior to July 1984.

Journal jeopardy - members renewing after Nov 1st may be in Journal jeopardy.  It will be necessary to charge $6.00 ($8.00 outside North America) for any winter Journal that must be sent after our membership list has been sent to the printer for the winter mailing.

D. Downloadable Forms and Procedures:
1. Renewal Express Form - the quick way to process your renewals.  Fill it out, add it up and mail it or fax it.  If you set this up on e-mail, but be sure to include all information in a columnar format including the name and the membership number.  If you email renewals, and send the check by mail with the same list of renewals, be sure to write – COPY.  This will eliminate duplication at the office.  Please be sure to send the payment with the renewals or within 30 days of electronic renewals.

2. New Member, Changes, Donations, Order Form - Use for everything else.  Add multiple pages where necessary.  Just follow the form - it's self-explanatory.  Questions?  Call or E-mail OARS at lauragrant@arsoffice.org.

Confidential Check Box - if your members mark this box on the renewal envelope, it must be marked on your transmittals.  Otherwise, all information, including phone, fax and e-mail will be shown in our membership roster.  Be sure all of your members know about this even if renewing at a meeting.

Credit Cards - These will only be accepted for new members joining on the web and for offshore members.  Be sure the information is complete and clear and include the three-digit verification code.

Financial Detail Reports (FDR), new membership lists and Chapter Changes are posted at the end of each month at this web site.  Log-in is required to access the reports.  Contact OARS if log-in assistance is needed.

Please keep your chapter balances at "0" at all times. Check the reports every month for errors and keep records current.