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ESP Chapter Leadership Orientation
Updated Annually by Second Vice President for Chapter Relations and National Executive Director
Objectives
Chapter leadership will: Gain knowledge and skills to
perform their responsibilities. Become familiar with resources
available to assist them in their role.
Receive information on the chapter recognition programs.
Building Strong Chapters
Constitution/By-Laws Dedicated Officers President President-Elect Secretary/Treasurer
Leadership elected on a regular schedule..annually or bi-annually Executive Board meets on a regular schedule
Building Strong Chapters
Active CommitteesActive Life membersRecognition programScholarship and Grants
Good Communication
Chapter Newsletter National Office JCEP
Participation in regional and national opportunitiesAnnual Self-assessment
Leadership Training
JCEP Regional Workshops
Winter of Each Year Led by Regional Vice-
Presidents Any chapter member
can participate
National ESP Conference
Rotates the four regions
Meeting of National Council
Web based officer orientation moduleReflections of Extension Leadership Series
Guidelines for President
Chapter Level Chair all meetings Appoint
committees Authorize
payment of bills Sign recognition
certificates Prepare chapter
reports
Communication with National Oversee balloting
for national and regional recognition
Chapter voting delegates for National Council
Sign nominations Submit chapter
recognitions
Guidelines for President –Elect
Function in absence of PresidentPrepare for presidencyCoordinate committee workProgram chair for annual meetingActive in membership and recruitment
Guidelines for Secretary
Record minutes of all meetingsHandle official correspondenceServe as chapter newsletter editor Prepare two or more newsletters
annually Send copies to National Office and Board
Secure resources from Executive Director Maintain supply of resources
Guidelines for Treasurer
Maintain all accounts and pay bills Keep record of all financial transactions Collect dues, life member payments and initiation fees to meet February 1 deadline Correspond with National Membership payments Member statistics
Work with audit and budget committees
Guidelines for Past President
Mentor to New President Serve as Chair of Nominating Committee Active member of Executive Committee
Chapter Committees
Member Recruitment and Retention Member Services (Recognition Program)
Professional Development Public Issues (Legislative)
Global Issues Resource Development and Management (Budget and Audit)
Member Recruitment & Retention
Initiates new members annually Recruits new life members Works with Treasurer to collect annual dues to meet February 1 deadline Assists treasurer in maintaining current membership database
Member Services
Recognition of Membership Recognition of Friends of Extension Recognition of Support Personnel Participates in Regional and National Recognition Program through nomination and voting Participates in Mini-grant and scholarship program
Professional Development
Chapter publishes a newsletter Chapter maintains a website Membership participates in National Council/Conference Members submit proposals for presentation at ESP Conference Participation in Regional and National ESP and JCEP Conferences is promoted Chapter offers professional development opportunities for Extension personnel
Public Issues
Members participate in Public Issues Leadership Development (PILD) Chapter conducts a Public Issues activity Chapter encourages Diversity within Extension Issues for Extension and ESP are identified
Global Issues
Chapter recognizes members for work in Global Issues Encourage members to participate in “Internationalizing of Extension” efforts Chapter has a Global Issues Contact
Resource Development
Chapter budget approved on an annual basis Audit of financial books performed annually Dues payments to National Office made in a timely manner System in place to monitor chapter income and expenditures Chapter supports National ESP Development Fund through Endowment campaign, auction and/or donations
Chapter Self - Assessment
Retention: Existing Annual and Life Members Recruitment: Potential Annual and Life Members General Items: Web-site Initiation Recruitment and Retention Materials Annual Membership Campaign
MEMBER (Annual)An Extension professional who:
is currently employed by or retired from an entity of the Extension System exhibits excellence in programming and leadership meets chapters definition for membership (number of years/position)continues to provide leadership and excellence in Extension programming throughout their career and during retirement.
LIFE MEMBERSHIP
Members who are retired from the Extension System. Paid-up life membership is purchased by making a one-time payment equal to five times the annual dues at the time of the purchase. Life Members hold equal rights and privileges to those paying annual dues.
Member At-Large
Available when no chapter exists Eligibility – one year employment with Extension Submit application to National Office Initiation at the National Conference
Resources to Support Chapter Leadership
ESP Website: http://espnational.org ESP Handbook Section E, Member Services and
Recognition Program Section F, Membership Recruitment and
Retention Section M, Membership Section N, Chapter Management Section P, Marketing and Promotion
Resources (con’t)
Membership Recruitment Brochures Member Benefit Brochures Chapter Assessment/Recognition Tools Helps
Marketing Exhibit and Power Point Presentation Memorabilia
Resources (con’t)
FormsNew Chapter Officer Report FormsList of Chapter Committee
ContactsChapter Recognition FormsRecruitment and Retention FormFinancial Management FormsSupply/Resource Order Forms
Resources (con’t)
ESP National Office
Lists of Membership – annual and life
Supplies…creeds, ESP folders, copies of ESP Connections
Certificates and Membership Cards
National President Letter to new annual and life members…benefits brochure, bookmark and magnet
Permanent & Historical Record by ID Number and ChapterComputer Data Files All-paid life
members Annual members Past members
from 19297
Resources (con’t)
Chair of Recruitment and Retention and Regional Vice Presidents Idea Sharing Chapter visits
Chapter Reports and Websites
Submissions to National Office – Specific Dates
Dues Payment – February 1 PILD Scholarship – February 1 Mini-Grant applications – February 1 RFP For Annual Conference Concurrent sessions – February 28 Member Recognition Nominations & Scholarships Applications – March 1 National Committee Nominations – April 1 Chapter Recognition – May 1 Chapter DSA Recognition to National – May 1
Submissions to National Office - Anytime
Additional dues renewals, new members, and life members Change of status…death, retirement, resignation Change of address, e-mail, name Re-location of members…in or out Orders for supplies
Chapter Recognition Programs – Due May 1
Chapter of Merit Annually Chapter Self-Assessment and designation Every chapter recognized
Achievement in Chapter Membership Recognition
Recognizes top chapter in each region Annual Chapter Self-Assessment combined with review of
Membership Recruitment and Retention Committee Presentation at National Conference
Chapter of Merit Designation
Organization/Leadership Member Services Member Recruitment and Retention Professional Development Public Issues Resource Development Global Issues
Chapter of Merit Standards
Platinum Standard: Over 40 points
Gold Standard: 35 - 40 points
Silver Standard: 28 – 34 points
Bronze Standard: 20 – 27 points
ESP Achievement in Chapter Membership
Recognizes growth in membership, including new annual and life members.Recognizes retention of current annual members.Encourages systematic efforts to inform all potential members about membership opportunities.
MEMBERSHIP CAMPAIGN (0-25 points)
Chapter has membership officer or committee. YES = 1 pointsOver 90% of membership dues for year paid by February 1. YES = 1 pointsInitiation ceremony held for new members. YES = 1 pointsRecognition for new Annual Members. Yes = 1 pointsRecognition for new Life Members. Yes = 1 pointsEvidence of a defined campaign for new members. 3 - 5 pages of documentation and up to 5 pages of supporting materials of the membership campaign
MEMBERSHIP RETENTION (0-25 points)
Number of renewed/annual members this year. Number of renewed/annual members last year. Subtract b. from a. And then divide by b. to get percent change in one year Decrease = 0 points; score 5 points for each percent increase (maximum of 25 points)
MEMBERSHIP EXPANSION (0-25 points)
Total membership this year. Total membership last yearSubtract b. from a. Divide by b. to get percent change in one yearScore: Decrease = 0 points; 5 points for each percent increase (maximum of 25 points)
LIFE MEMBERS (0 -25 points)
Number of new eligible/potential life members = ________Number of new potential life members recruited this year = _______Subtract B from A = ______ = C. Divide C by B = percent of eligible life members recruited.Score: No new life members = 0; 5 points for each percent increase (maximum of 25 points)