Introduction to the FAMU NAA website Stephen D. Roberson, Ph.D. - - PowerPoint PPT Presentation

Introduction to the FAMU NAA website

Stephen D. Roberson, Ph.D. Chair, Technology Committee Florida A&M University National Alumni Association May 24, 2018 12:30 pm - 2:00 pm

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

Topics for Discussion

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

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.

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).

By the Numbers….

• Only 15% of the people that

are in the system have actually logged into the website.

• Nearly 24% of the emails 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.

Dues Overview

Methods of Paying Dues

• 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.

• 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.

Traditional (Bulk Submission) New (Individual Submission)

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.

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.

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.

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

Dues Directives

• Strongly encourage your members to pay their dues
• nline 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
• nline through the NAA site.

Questions about membership reports

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.

Questions for group administrators.

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.

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 email

addresses if possible.

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.

Affinity Groups

• Alumni want to work more

closely with departments on campus to provide

• pportunities.
• 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.

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.

Discussion / Questions

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.

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.

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.

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.

I get a million weird emails 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 email settings.

Additional Questions

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.

FAMU NAA website

https://www.famunaa.org