Region Membership & Portal Training Kelly Short: Presenter New York State PTA Membership Coordinator

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1 Region Membership & Portal Training Kelly Short: Presenter New York State PTA Membership Coordinator

2 Membership Leadership and your. GOLDEN Keys to success..

3 G-O-L-D-E-N Gather Your Resources On Line Portal Tools Leading The Way Deepen Communication Encourage & Excite Note To Self

4 Gather your Resources

5 The Roll of the Region Membership Chair Support All Unit Membership Chairs Throughout a Specific Region Seeks to Understand Challenges Units Face and Provide Support for a More Favorable Outcome Provides Workshops & Trainings Update Region Board Members on Membership Totals Status Share NY State Updates with Units & Region

6 Region Membership Chair Support Resources Region Director Past Region Membership Chair NY State PTA Contacts Online Membership Portal Portal Training Videos Reports: Prior Region Membership Totals & Trends NYS PTA Website: NYSPTA.ORG

7 Who Can I Contact NYS PTA Membership Team Region Membership Chair Region Director Outreach Coordinator Jackie Wilson outreach@nyspta.org Marketing Specialist Mary Sotomayor marketing@nyspta.org Male Engagement Specialist Tim Healy male.engagement@nyspta.or g Diversity Specialist Milena Din diversity@nyspta.org Youth Member Khaleela Zaman youth@nyspta.org Membership Coordinator Kelly Short membership@nyspta.org Membership/Insurance Manager Dania Welch dwelch@nyspta.org Vice President Lorey A. Zaman vpzaman@nyspta.org

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9 Your PTA: Membership Chair info

10 Portal Training Videos

11 ~Save as a link for quick access The NYS PTA Resource Guide The resource guide is divided into several sections that deal with a particular aspect of PTA. Available on the NYS PTA website in the Your PTA > Membership section.

12 On-Line Portal Tools

13 On-Line Region Membership Chair Resources Accessing the Online Membership Portal What Information is Available Reports you Can Utilize Updating Unit Membership Chair Info How To Become a Member process Financial Resources

14 Accessing the Online Membership Portal

15 Portal Home Page

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19 Updating the Membership Chair If a unit did not add a Membership Chair on their Form A, this can be done anytime by accessing the Unit Portal. Click on the My Unit tab at the top of the Home Page, Select Add Member Chair. After the information has been entered, don t forget to push the send Login credentials button after saving the record.

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21 How to Become a Member?

22 The Online Membership System How do I become a member? Method #1 -Register in Person, Pay in Person An individual comes to a meeting or event, payment is received directly from the member by the unit. The unit will then enter the member s information into the Unit Portal on the Online Membership System, where an ecard is generated and ed to (or printed for) the member. Method #2 - Register Online, Pay Online Members go directly into the Online Membership System via NYSPTA.org, enter their information and make a credit card payment for the amount of their membership. An ecard will be generated and sent automatically to the member. Method #3 - Register Online, Pay in Person Members enter their own information online, but still pay the unit directly. An ecard will not be generated until the individual makes a payment in person and the unit marks them as Paid.

23 Membership Cards Important Things to Remember Whether virtual or on paper, your unit is required to issue ONE CARD PER MEMBER! The ecard is created once a member is entered into the Online Membership System and a dues payment is verified, either by the unit or through online registration. ecards must be issued to an individual person, not a group or business. There is no such thing as a Family Membership card but there can be an additional member discount.

24 Financial Information Dues Payments The Membership Chair is responsible for working with the Treasurer to ensure that the State and National portions of the dues payments are made on time and accurately. Payments should be made on a timely (monthly) basis Keep Note of Credit Voucher Balances and Subtract From Dues All checks require 2 signatures State Unit Code should be on all correspondence Mail all payments to: NYS PTA One Wembley Ct. Albany, NY

25 Financial Information Reimbursements for Online Memberships NYS PTA will be collecting membership dues ($4.00 per Member) for all memberships paid for online. Credit Vouchers will be issued that can be applied to Membership Dues payments. Credit Vouchers balances can be found on the Unit Portal pages.

26 Leading The Way

27 Leading The Way Introduce Yourself and Share Your Contact Information With Your Units. Offer Membership Workshops Share Membership Resources Region, NYS PTA Websites & On Line Training Videos Sample Prepared Membership Applications & Fliers (Customize with the PTA Unit s Name) Stay Current with Region Membership Totals Set Time Aside to Respond to s Share PTA Advocacy News Are Units Making Payments On time? Are Units Participating in Membership Awards?

28 Did You Know? Why PTA? is a Sample Flier Units Can Personalize and Share With Their Membership. Why PTA?:

29 Deepen Communication

30 Deepen communication Be Proactive: Reach Out to Struggling Units, Do Not Wait for Them to Come to You. If Available Contact Region Assistant Directors and Councils for Unit Support. Contact the NY State Membership Team for Support and Suggestions.

31 Encourage & Excite

32 Encourage & Excite LET S HAVE SOME FUN!!! Utilize Your Region Web Page Share Membership Photos Membership Welcome Table Photos Membership Events Photos Post Membership Award Recipients Share Membership Success Stories and Promotional Ideas Bragging Rights -Units reaching their Goals

33 Membership Awards There are two types of awards that the NYS PTA offers for membership: 1. Automatic Awards these come to the unit automatically, no application is required. 2. NEW TBA Applied Awards unit must complete on-line application and provide documentation where necessary to get these awards. Membership awards may change slightly from year to year, so it s always a good idea to check on the NYS PTA website for the latest award information.

34 Dates to Remember July Online Membership System is Active October 20 Early Bird Deadline October 31 First Payment Due to Office Monthly- Additional Payments should be submitted Monthly (Remember to Minus any Credit Vouchers) May 31 Final Payment Due to Office End of June Final Reimbursement Check Sent Out Minus any outstanding Payments Due.

35 Note to Self

36 Note to self.. I Am Not Alone We Are All Volunteers I Can Do This I AM Making A Difference Thank You For All That You Do!!

37 How Do I Remember All This? Questions?