Directory

Goal:

Keep data base up to date throughout the year so that e-mail blasts, The Post Graduate and labels are accurate.

Print an accurate, up to date Directory to be mailed to all members prior to the September branch meeting.

List of Duties:

Update and complete information for directory:  new members, changes in member information, calendars, meeting dates, policy changes, study groups and board members/committee Chairs, state division officers and addresses. The program information is also included.

Take to the printer.

Mail to all members prior to the September branch meeting.

Qualifications:

Currently, the Directory is done in Publisher. Going forward, we will need to switch to Word format. Currently, the Directory Coordinator needs to have access to Publisher.  Previous experience in Publisher is not needed as long as person has an aptitude for computers.

Must be detail oriented and accurate when entering data

Continually

  • Enter new member information into the data base.
  • Enter updated member information into the data base: changes to addresses, telephone numbers, e-mail addresses name changes, etc.  (This needs to be done for deceased members also).
  • Put a notice in the next The Post Graduate about any changes and info about new members.

To process new members:

  • Once a copy of the application is received from the Membership VP send a welcome email to the new member listing the information we will be putting in the Directory to verify that all is correct. Also let them know when to expect The Post Graduate and remind them to contact you if they do not receive it. Include a copy of the current PG.
  • Sample Welcome Email:

Hello,

Welcome to the AAUW West Suburban – Milwaukee Branch!

I am in charge of our Directory and want to verify that I have the correct information for you. The information I have is as follows:

Name:

Address:

City, Zip Code:

Email address:

Home Phone:

Cell:

Please confirm the above information is correct and reflects how you want yourself to be listed in the Directory. If any of your information changes in the future, please contact me.

I am attaching our most recent newsletter.

Following information confirmation add the new member to the branch data base.

  • Inform Membership VP, Treasurer, President (s), Mentor Chair, and Webpage Editor of the new member’s information.
  • Send new member information to The Post Graduate

To process changes

  • Request for changes to a member’s information may be received from the member or the Membership VP.
  • Make the appropriate change in the data base.
  • Put a notice in the next Post Graduate about any changes.
  • Inform Membership VP, Treasurer, President (s), Mentor Chair, and Webpage Editor of the change.

Publish Directory:

  • The Directory needs to be printed and mailed to each member prior to the first Branch meeting of the new year which is normally September.
  • Work closely with the Treasurer and Membership VP as to what members are renewing and what members are not. The deadline to pay is June 30th, however we keep members in the Directory until middle August when the Directory needs to go to the printer.  I usually help call members that haven’t paid.  You can take the lead from the Treasurer and Membership VP as to what help they need.  The main thing is that before printing the Directory the number of members you list in the Directory needs to match with the number of members the Treasurer has listed.
  • The Branch Policy (the front of the directory) is reviewed annually, usually July 1st. A policy committee is chaired by the Directory Committee Coordinator, the current president/co-presidents, and with at last two additional branch members. The Directory Coordinator schedules the meeting.
  • Meanwhile, go through the Directory, contact interest group leaders for changes; you will need to get the new programs from the Program committee. You will need to update the officer and committee lists when finalized by the Board.  You really just need to go through the book and check out everything that looks like it might have changed.
  • Once you have the Directory completed, we have been working with Minuteman Press on Capitol in Brookfield (13680 W. Capitol Dr., 262-781-9622) to publish it. You will need to drop off the file and pick out a color you want the book to be.  Do not use the same color as the previous year directory. They will print up one Directory for your review before printing all of them.  We have been ordering about 22 extra the last couple of years and that seems to be working fine.
  • NOTE: The file should be in a PDF format. The Branch Policy and the members listing have to be merged into one file.
  • Any formatting can be made by Minuteman Press for an additional charge.
  • Take a sample copy of the Directory inserted into the mailing envelope to the Post Office to determine the mailing cost of each envelope. Order the appropriate number of stamps.
  • NOTE: the cost of postage should be put on your credit card and send a reimbursement request to the Treasurer.
  • Print labels for the Directory from the data base, both member shipping labels and AAUW return labels using your home address as the return label.
  • You will work with Minuteman Press for a completion date of the directories. This date should take into consideration printing, preparing the directories for mailing and the mailing time to members.
  • The final printing invoice from Minuteman press should be mailed to the Treasurer. Minuteman Press will do this but you will have to provide the address.
  • Mailing envelopes (size 6 X 9, self-adhesive) must be ordered and the invoice should be submitted to the Treasurer for reimbursement.
  • Take the directories to the post office for mailing.
  • Send an updated Directory (in PDF) to the web page editor to be put on the web page. To save the Directory to a readable PDF so it can be posted:

Go to “Save PDF.”

Select the printing options box on bottom left.

Change it to “one page per sheet”

Select “all pages”