association representative handbook - Alabama Education ...

This Book Belongs ToLeadership InformationName ________________________________________________________________________________________Street ___________________________________________________________________________________________City ______________________________________________ State _______________ Zip ____________________School Building/Work Site ___________________________________________________________________________Address ________________________________________________________________________________________Home Telephone _____________________ Work Telephone _______________________ Fax ______________________E-Mail Address __________________________________________________________________________________UniServ Director______________________________________ Phone/Fax ____________________________________Local Association LeadersPresident __________________________________________ Phone ______________________________Vice President ______________________________________ Phone ______________________________Secretary __________________________________________ Phone ______________________________Treasurer __________________________________________ Phone ______________________________Membership Chairperson _____________________________ Phone ______________________________Other __________________________________________ Phone ______________________________District’s Members on AEA Board of Directors(1) ___________________________________________________ Phone _______________________(2) ___________________________________________________ Phone _______________________(3) ___________________________________________________ Phone _______________________Alabama’s NEA Directors(1) ___________________________________________________ Phone _______________________(2) ___________________________________________________ Phone _______________________(3) ___________________________________________________ Phone _______________________(4) ___________________________________________________ Phone _______________________Alabama Education Association Headquarters in MontgomeryTo call AEA: 1.800.392.5839 • 334.834.9790To Fax AEA: 334.262.8377 [Administration] • 334.265.8132 [Research] • 334.263.5913 [Field Services]334.834.7034 [Legal Dept.] • 334.262.1226 [Business Office]To visit AEA’s Web site: www.myAEA.org [to connect with any AEA staff member]To leave a message with my senator in Montgomery: 334.242.7800To leave a message with my representative in Montgomery: 334.242.7600To call NEA in Washington, D.C.: 202.833.4000 To Fax NEA in Washington, D.C.: 202.822.77672

The Association RepThe Association Representative (AR) isthe vital link in the United EducationProfession. Ideally, the AR is elected atthe building/work site level by the 10members that he/she will represent atgovernance meetings of theassociation.In some locals, the AR is not a part ofthe governance structure but servesprimarily as a communicator betweenthe work site members and theassociation’s leadership.One major responsibility of the AR is tocontinually recruit members. While themajor membership campaign occurs atthe beginning of the school year, theAR must continue to contact newemployees as they are hired and recruitthem to be association members.Table of Contents2012-2013 Membership Materials 2Roles of the Association Leader 3Growth Checklist 4Prospecting & Planning 4 – 7Recruiting 8 – 20Orienting 21 – 26Involving 27 – 32Renewing 33 – 43Access Program 441

2012-2013 Membership MaterialsFor your information and planning purposes, here is a list of items that will be available to you FREE from AEA.Most of these materials will be included in the package you’ll receive at the UniServ Area Membership Meeting.A. For Continuing Members› 2012-2013 AEA Pocket Calendar› Liability Insurance Policy› Auto Decal› ACCESS Card› AEA Member GuideB. For New Members› AEA Pocket Calendar› AEA Promotional Educator/ESP Brochure› Liability Insurance Policy› Educator Handbook/ESP Handbook/Administrator Handbook› Auto Decal› MAPP Brochure› PR&R Handbook› Safe Schools GuideC. Association Representatives/Local Executive Boards› AR Handbook› AR Door Sign› PR&R Handbook› Questions and Answers about LiabilityInsurance› Enrollment FormsD. For New Employee and Non-Member Recruitment Purposes› AEA Promotional Educator/ESP Brochure› AEA Member GuideSuper Rep HelperTry regularly scheduled short (10 minute)meetings on single topics rather than long onescovering many topics. Let members know whatthe topic will be. Give them information theyneed for decisions in advance. To add moremeaning, let your members make at least onedecision at the meeting.Super Rep Helper tips are included throughout thishandbook to help you handle your job as AssociationRepresentative. To get a jump on good ideas to helpyou in your role, read ahead. Remember, the best›idea is one that works for you – whenever it works!Don’t forget to:• Start on time;• Stick to the topic, don’t get sidetracked;• End on time.• Remember, if there’s nothing important totalk about, don’t meet just for meeting’ssake!2

Alabama Education AssociationCritical for Growth Checklist for Local Associations Develop a membership plan and incorporate inlocal association budget. Select Association Representatives at each worksite in the ratio of at least 1 to 15. Train, inform, and orient AssociationRepresentatives at every work site. Develop and maintain non-member lists for eachwork site for continual recruiting. Market the positives about AEA, NEA, and LEA. Develop an effective communication system(newsletter, flyers, e-mail, telephone tree). Educate ARs on the threats posed by competingorganizations and privatization advocates. Recruit and train volunteers.1. President Identify emerging leaders. Build relationships with new employees, studentteachers, and substitutes (mentoring, orientations,workshops, utilize retirees). Meet with members and potential members(orientations, inservice, institute, associationmeetings, grade level, committees, boardmeetings). Contact building level membership recruitersweekly during membership campaigns. Build a relationship with students majoring ineducation and/or begin a Future Teachers ofAlabama club. Recognize and reward membership recruiters(banquets, newsletter spotlights, certificates,appreciation day).Prospecting & PlanningGathering, Targeting and Qualifying Names of Prospective MembersStructure for Membership Program2. Membership Chairperson3. Membership Committee4. Association Reps and Others1. The president is the local association’s number one recruiter.2. The membership chairperson’s job is to organize a system through which everything gets done.3. Use the committee structure that will help your local achieve its membership goal. The size of the committeewill vary according to the size of the local.4. The Association Representative is the membership recruiter at his or her work site. Other recruiters may alsobe enlisted for the campaign.4

Goals:1. To maintain all current members.2. To turn potential members into actual members.3. To deal with member concerns, showing thatyou want them to be satisfied members.4. To involve every member in association activities.5. To make membership recruitment andmaintenance your association’s top priorityall year long.6. To make all members aware thatmembership recruitment and retention iseveryone’s job.Objectives:1. To emphasize membership (growth and needfor active members) at all meetings.2. To provide membership reports.Membership Campaign3. To budget for an annual membershiprecruitment training session.4. Plan and budget for rewards and recognitionfor all successful efforts.5. To make it your goal to get people to want tojoin the association.Setting Targets:After initial enrollment has concluded:1. Target work sites with greatest potential.2. Then, send a personalized letter or phonecall to the targeted non-member.3. Set up a meeting of the target group.4. In a large local, divide your targets intogeographical regions.5. Then, plan work site visits for the targetgroup.Plan to SucceedStep 1:The UniServ Director will meet with the local officersand membership chair in the spring at which time theywill set goals and take note of problems or projects thatneed to be addressed by the local membershipcommittee.Step 2:The president will organize a membership committeeprior to summer break and make a list of potentialmembership committee members (ARs) from variousschools, grade levels.Step 3:The president will read through the entire AssociationRepresentative Handbook, marking or making notes inpreparation for the committee meeting.Step 4:The president will set a May meeting with thecommittee to design a plan for the summer and theschool year and invite your UniServ Director to thismeeting or meet with him or her shortly thereafter to goover the plan.Step 5:Work your plan.It helps to include . . .• Specific activities and projects.• Who is responsible for each activity/project.• When each will begin and when the activity will becompleted.• Funds needed and available for each activity.Critical components . . .• Selecting and contacting building level recruiters inMay (usually the Association Reps)• Conducting training session(s) for ARs at least twoweeks prior to the starting of school• Rewarding and recognizing recruiters• Organizing materials prior to meetings• Communicating with potential membersThe main reason peopledo not join is because theyare not asked.5

A Sample Member RosterAssociation Representative: ____________________________________________Work Site: ____________________________________________________________Name of Member Years in Current Assignment AVOTE NEA/FCPE Phone Number E-mailSystem6

A Sample Potential Member RosterMembership Recruiter: ___________________________________ Work Site: ________________________________Membership Coordinator: _____________________________ Phone: ________________________________Name of Potential Member Years in Current Assignment Category Possible Objection to Joining Dates of Four ContactsSystem (permanent or temporary) Code (Note results briefly on reverse)1.2.3.4.5.6.7.8.9.10.11.12.• Category Key Code - NE = New Member; DO = Dropout; HO = Holdout; CO = Competing Organization7

RecruitingAsking Prospects to Join their Commitment to the OrganizationThe Membership RecruiterThe membership recruiter is the organizer orsalesperson, the one who actually makes contact withpotential members. The entire membershiprecruitment system is built on the concept of choosingthe right person to do each job every step of the way.Remember, everyone – from the newest member tothe local president – may act as a membership recruiter.The membership coordinator, members of themembership committee, or representatives of the stateassociation train membership recruiters. Membershiprecruiters work together as a team at the work site.One responsibility for recruiters is to find out all theycan about the potential member as a person – likes ordislikes, goals, concerns, desires, pet peeves, key issues.The recruiter’s most important job is to make contactwith and get to know the potential member.Then and only then can the team create andimplement a convincing plan that will entice a potentialmember to join the association. The recruiter mayfollow through personally or may ask someone else tofollow through (based on personal friendship,personality, or other considerations). Ultimately, themembership recruiter builds value in the associationand asks everyone to join.The work site recruiter must also be certain to keepaccurate membership records, report regularly to thelocal membership coordinator, and transmit all formsor cards on time. After the first week of each academicyear, the recruiter transmits forms as soon as newmembers sign up.The recruiter’s most important jobis to make contact with and get to knowthe potential member.Developing a Local StrategyThere are seven steps to developing a successful local strategy• Individuals must be in charge of the membership program – both at the association level and at the buildinglevel. Pick the best people to do the job.• Organize a local campaign. The membership chairpersons and association representatives (ARs) must gettogether, establish a timetable, develop strategies, and select materials. The strategy might includeapproaching the nonmembers first to establish a record of early successes.• Analy ze each potential member. List areas of interests, strengths, and possible objections to membership.Write a two-line summary on each individual and recommend the best ways to deal with each.• A ssign specific recruiters to each nonmember. If the right person makes the approach to the nonmember,there is a stronger chance of success. A friend can easily overcome the resistance that might be offered to astranger.• Let the recruiter know that there are many ways to recruit the nonmember. For example, the recruiter may notfeel adequate enough to “close the sale” but may feel quite comfortable bringing the nonmember to a socialevent. Ideally, the recruiter should be able to enroll the nonmember, but that is not always possible. There isnothing wrong in asking for help.• Plan the strategy for each nonmember. Present the right materials, arguments, and programs that satisfy hisor her interests. Provide for follow-up activities so that all unresolved questions can be answered. Plan three orfour visits with each nonmember. Keep accurate records.• Get closure. Get the nonmember to sign the enrollment form on which the association has typed in all of thepertinent data. Thank the new member, and then send a follow-up welcome letter from your president.8

Membership is the Lifeblood of the AssociationMembership is the source of our support – both financial and personal – and the acknowledgement by themembers that their interests are being represented.Membership does not merely happen. It must be promoted and maintained by association officers andrepresentatives who recruit new members and keep them informed and involved.When to Recruit› New Employees:New employees come to your district with few, if any, biases. They look forward to a friendly reception, positiverelationships, and a good working climate in their new jobs.You are in an advantageous position to set the tone for the good working climate and should do so as quicklyas possible. Some suggestions for doing that are:• Get the names and home addresses of new employees as soon as possible after they are employed.Don’t wait until September. Your superintendent, board secretary, or payroll office should be the best sourceof that information.• Send the new employees a letter of welcome.• Invite them to a social event (breakfast, luncheon, cocktail party, picnic) before the start of the school year.At the right time during the social event, have your president speak to the new employees about theassociation and why their membership is necessary. Then sign them up on the spot.• If some new employees cannot attend the function, arrange for a time when you can talk to them individuallyand privately. Then sign them up.› Employees already on the payroll:Unfortunately, in some school systems there are a few people who do not pay their dues. They have found a“reason” that makes them comfortable as nonjoiners. They do not pay their share and tend to resent being askedto do so.The best time to recruit these people is during the year (not during September when you are recruiting the newemployees). Remind them occasionally during the year that the association lobbied for their salaries and fringebenefits, and that their colleagues expect them to pay their share of the costs of representation.Good Luck as You Proceed!“Membership is doing for yourself what you cannot do by yourself.It is an investment in your future. It is not a purchase or a donation.Consider membership for its long-range benefits rather than immediate results.”9

Try these ApproachesAvoid questions like “Would you like to join?”Instead, introduce services and hand them amembership form and a pen.Be optimistic about what the association canaccomplish.Use the personal approach for each member.“I understand you have a new addition to your family.Have you considered the AEA life insurance to ensureyour family’s security?”Convey a friendly, helpful attitude.Regardless of what is said, keep your cool. Exudeconfidence and enthusiasm.Handle criticism by putting it to work.“I am awfully glad that you are as concerned as Iam about that problem." "You are just the person tochair a committee I am forming to correct thatproblem.”Stress the fact that the reputation of the local growsas does its size and success. Each membercontributes to that reputation.Present a membership form each time.Always hand them a pen.Use well thought-out follow-up techniques.When necessary, assign a different person to goback on the second contact.Answering the Hard QuestionsWorking in pairs works better. Consider the valueof working in pairs. A colleague who has personalcredibility, or who is an avid association member,can often make a big difference in the success ofthe discussion.It’s in the member’s best interest. Membership is inthe employee’s best interest. It counts when theassociation lobbies local boards of education forpolicy change. It counts when the state and nationalorganizations lobby successfully for educationchange. It really counts when the individual is in ajam and needs legal assistance. There’s a greatdeal more at stake than just more members – theindividual member’s welfare is at stake.Brochures are only a means to an end.The material supplied by AEA to assist in membershippromotion is only a means through which you can begindiscussion with potential members. By itself, it is not theway to promote membership. When possible, givematerial to each potential member and discuss it. Callattention to specific benefits or programs that might beimportant to the potential member. Above all, follow atimetable for distributing material. A volume of materialhanded out at one time in a mailbox probably won’t beread.Q. “How will I afford it?”A. Many occupation groups pay dues that are twice ours.They do it because they realize that dues are aninvestment in their future welfare. For free legalprotection, negotiations service, discount economicservices, that is a pretty small investment. In fact, manymembers who take advantage of all the associationspecial service programs, are making up all or most ofthe cost of their dues in money savings, not to mentionhigher salaries and better fringe benefits. They cannotafford not to join.Q. “All of that is well and good, but I just don’tbelieve in joining anything. Why should Ijoin?”A. If that is how everyone felt, we would still be payingtaxes on tea from England. Until employees organized10and won tenure, how many were dismissed for unfairreasons? Until employees organized and lobbiedcollectively, where were salaries and benefits going?Until employees organized and entered the politicalarena, how many “letter writing campaigns” ended upin legislative wastebaskets?While some people say they do not like to joinorganizations, not too many people want to turn backincreases that association lobbying has won. In short,some people would prefer to have it both ways – gettingthe benefits without the membership fee. Maybe it istime you gave some thought to supporting theorganization that supports you in almost everythingthat affects your career or your teaching.continued on next page...

...continued from previous pageAnswering the Hard QuestionsQ. “Why are dues so expensive?”A. Dues are not expensive. When the cost of protecting andimproving one’s livelihood is compared with other costswe incur, the association dues are a tremendous bargain.In fact, in light of what our members need and want, thedues may be too low.Q. “But I will not really have a voice in what theassociation does. Right?”A. Wrong. You have a voice and a vote every time your localtakes action. You also have direct representation on thestate delegate assembly, executive committee, andnational representative assembly through therepresentatives you elect to office. Alabama also has fourrepresentatives to NEA’s Board of Directors.Q. “I do not see what AEA or NEA does that thelocal association cannot do . . . would it not bebetter to spend my money for a localassociation?”A. If the local association were to attempt to providelegislative contacts, local dues would (probably) be$600. Legislation is not produced just by writing lettersto your legislative representative. It takes a powerfullobby team in the state capitol, too.A great deal of the information used by local associationsis obtained (without charge) from AEA and NEA.Someone could be employed to gather these statewidestatistics, but I doubt that many would want to foot thebill. NEA has been directly involved in associationproblems in many state, regional, and county workshopsand conferences. AEA and NEA staff also participate inactivities including crisis support, curriculumdevelopment, special services, membership promotionworkshops, public relations support, and organizingworkshops.Q. “What if I do not agree with things theassociation does?A. Fine, that’s your privilege. But can you honestly say thatyou agree 100% with every activity of both the Senateand House of Representatives? You do not withholdyour membership from these groups with which you donot agree 100%, nor do you give up your votingfranchise.Q. “Why should I join? I will get all the salarybenefits anyway?”A. Maybe. School boards are getting more and moresophisticated and want to know how many people theassociation represents. Representing some of theemployees is not enough. Eighty percent is not enough.Is the association representing the overwhelmingmajority, if not all, of the people? If not, we all might losein lobbying efforts this year. Joining shows the schoolboard that all of us are together behind negotiations.Q. “My wife (husband) also teaches. Whyshould we pay double dues?”A. Because you are guaranteed double benefits.Membership is not altogether unlike an insurance policy.If one of you has an accident, it does not help if the otheris covered. The same thing applies if one of you needslegal assistance. Membership benefits come withmembership.Unless both of you join, you are only giving half of yoursupport to your own cause. We need strength andnumbers in local negotiations and in state and nationallobbying. Both of you have a big stake in the success ofyour association. Both should support it.Q. “Why should I be involved in politics? I donot believe school employees should beinvolved in politics.”A. You have a right to believe that, and you have a choicewhether you want to contribute to the political actionfund. You should know, however, that being in politicsmakes a difference. You only make things better whenyou work to make them better. Staying out of the systemmeans you are ignored by those in the system. We aren’tbeing ignored by politicians anymore.11

Finally, consider some arguments for the chronic nonjoiner...Every employee not joining gives the school boardsome hope that many employees really are not behindthe association. That can hurt everyone. It can meanthe difference between an agreement reachedreasonably and a school board that does not listen toits employees.People who do not join are freeloading off thosewho do. Those who join pay to support services fornonmembers. If nonmembers do not want to join,would they be willing to turn their salary gains back tothe association to be distributed to the members whopaid the freight?The same reasoning applies to employees protectedby tenure and to employees receiving higher salariesbecause of money coming to the district from the state.Members paid for the political action, lobbying servicesthat made those statewide gains possible . . buteveryone got the benefits.At some point, straight talk is needed with thechronic nonjoiner. Whether that nonjoiner wants toadmit it or not, he or she is a parasite living off thecommitment of others paying to support a strongorganization. Whether they want to admit it or not, theyare a possible reason why local school boards feel theycan ignore legitimate employee demands.In short, we are all in this together; and the decisionof one person to stay out of the organization has animpact on all of us. Maybe it is time we made that clearto nonmembers.Important Tips for Success!Always try to . . .12• Have a membership application with you.• Know your prospective member.• Make appointments to discuss membership at atime when full discussion of issues is possible.• Ask questions designed to involve the listener inthinking about the situation.• Listen carefully to learn biggest problem(s) orinterest(s).• When you find the key issue, stick with it.• Show your personal conviction for membership.• Be prepared to answer predictable questions.• Work in pairs, but do not “gang up” on thenonmember.• Try to learn something about the potentialmember’s interests prior to meeting.• Enlist help of those members who have a goodrapport with a specific potential member.• Ask for suggestions for improving the organizedprofession (make written notes).• Enlist the help of those who enroll to get otherpotential members to join.• If you cannot get membership at first discussion,make an appointment for another beforeleaving. Do not leave the membershipapplication. Take it with you and make anotherappointment to meet again.• Forward membership immediately to the localmembership chairperson.• Help potential members find information theyseek.Avoid...• Knocking competing organizations.• Flat contradiction. (You have a pointthere, but . . .)• Entering into arguments.• Giving up after one try.• Begging for membership.• Being afraid to ask. (You are serving the bestinterests of the potential member.)• Dealing in personalities.• Arguing in front of a group.• Confronting a group of nonjoiners aboutmembership. Talk individually.

Someone asked.Few people join anorganization without beingasked. School employeeswill join the associationwhen a knowledgeableand credible recruiterconvinces them that theiremployment interests arebest served by joining.Protection.Public school employeesare very much aware ofthe many demands beingplaced on today’s schoolsystems. They know thattheir job security, salaries,fringe benefits, andworking conditions will beprotected and improvedonly through anorganization that fights toenhance their careers.Why people join the AssociationProfessionalism.Many school employeesknow that theirprofessional interests canbe advanced by addingtheir strength andnumbers to theassociation’s longstandingcommitment tothe goals of Americaneducation. They join tocontinue that commitment.A special service.Some people join theassociation to takeadvantage of one or moreof the Association’sspecial services madeavailable through thepurchasing power of theassociation’s broad baseof membership. Theseservices can savemembers a great deal ofmoney especially whenthey use one or more ofour special services.What do I get for my dues?This question should not be answered as if themember is purchasing a consumable commodity.Membership in a professional association is not apurchase. Dues are the member’s share of the costs ofimplementing the association’s programs that protectand advance the employee’s interests.“What do I get for my dues?” can be answeredtactfully by referring the member to the basic core of theassociation’s programs.“What do I get for my dues?” must be balancedagainst similar questions if they were to be raised inother parallel situations, for example:QuestionWhat do I get for my life insurance premiums?What do I get for my home insurance premiums?What do I get for my automobile insurance premiums?What do I get for my dues?• Protecting employment rights.• Supporting programs to improvemember economic welfare.• Promoting and safeguarding educationand working conditions.• Keeping the members informed.• Enhancing professional development.• Seeking public support of the schools byadvancing the cause of public education.ResponseAn estate for my relatives when I die.Nothing, unless my home burns downor if I suffer some other covered loss.Nothing, unless I have an accident.Literally thousands of volunteers and professionalsworking on my behalf at all levels of governmentto protect my job, to increase my salary and fringebenefits, to protect my retirement system, to makemy views known at all levels, to make my jobeasier to do and more rewarding as anoccupational choice, in short – Career Insurance.13

Frequently Asked Questions About AEA MembershipQ. How much are dues?A. The dues are ______ per paycheck and are takenout through payroll deduction. They may be taxdeductible.Q. Can I join AEA at any time?A. You may join AEA at any time during the year.However, if a dispute occurs before joining,representation may be limited.Q. Can I join AEA and not NEA?A. When you join AEA, membership is automaticwith NEA because of legal services funding andother services. You cannot join one without theother.Q. Do I have to pay back dues when I join?A. If you join AEA during the course of the year, youdon’t have to pay back dues. Dues are deductedbeginning with the next available payroll cycleafter the membership application is submitted.Q. What is the grievance process?A. It is a process used to resolve contractual disputeswith an administrator. A UniServ Director willguide you through the grievance process if thedispute cannot be resolved.Q. What is the benefit of joining AEA?A. AEA is the official education organization forteachers, support professionals, and retirees. AEAoffers expert representation in job-relatedmatters. AEA offers vendor benefits at adiscounted rate.Q. Is AEA a union or professional organization?A. AEA is both a professional organization and aunion. AEA lobbies the Legislature for benefitsand represents you in disputes with your schoolsystem, while at the same time offering itsmembers professional development workshopsand discounted benefits with vendors and localbusinesses.14Q. Does AEA support bad teachers?A. AEA believes all teachers have the right to dueprocess when accused of violating their contractor the law. If the facts support disciplinary action,then a teacher will be disciplined.Q. How can AEA help me as a first-year teacher?A. AEA has found that there is a universal need toprovide information and assistance regarding themany requirements/responsibilities that areplaced on a new teacher. Information about thecontract, licensing, classroom observations andevaluations, and supervisory conferences can beobtained from an AEA UniServ Director viae-mail, telephone, or face-to-face contact. Ifnecessary, AEA, through the NEA’s legal servicesprogram, provides an attorney for job-relatedlegal matters.Super Rep HelperBy now, you probably feel pretty busy doingyour AR job. Good. That means you’re not justsitting around waiting for things to happen toyou.Maybe now is the time to let your membershelp you. The key is to ask them personally tohelp in association activities. Members can helpyou and feel good about helping theirassociation, too, by• running errands on the way to work or home;• attending an association meeting in yourplace;• running something off on the copy machine;• preparing association bulletin board(s);• handing out or collecting things;• counting ballots, compiling surveys,proofreading association documents;• bringing “goodies” to the lounge, work site orassociation meeting; and• helping with any short-term idea you want totry at your work site.

Additional Responses to Tough Questions1. “Membership costs too much. I can’tafford it.”• “How can you afford not to?”• “You pay only _____ a payday (week). What canyou buy for only _____ a payday (week)?”• “The cost of membership is less than the cost ofa Big Mac, a movie, a six-pack of Coke . . .” Equatethe daily amount to an item it would buy.• “Money is tight for most of us. We’re all on thesame salary schedule. Those of us who join thinkthe benefits outweigh the cost.”• “Membership can actually save you money if youtake advantage of AEA Member Benefitsopportunities.”• Show how members save money through AEAMember Benefits group buying.• One recruiter placed a copy of his first pay stubalongside a current stub on a sheet of paper toshow how much he’d gained in salary over theyears. On the same sheet of paper he wrote,“Thanks, to a large extent, to the AEA’s efforts.”• Cite salary increases over recent years andcredit association lobbying efforts. Show that duesare a good investment.• List protections and benefits members get 365days a year for just $______ per day in dues,such things as lobbying at the state and federallevels, policy enforcement, and defense in legalcases.• “What if you lose your job? You will need theAEA to represent you more than ever if you needyour salary, medical insurance, and retirementcredit from your job.”• “If you need an attorney to defend you againstcharges such as child abuse, how will you paythe bill?”• Remind AEA student program members thattheir membership dues entitle them to a creditthat will be deducted from their dues when theyjoin AEA as active members after graduation.• Equate dues to an investment.• Remind AEA retired members that theirmembership keeps them protected and involved.• “You aren’t buying services; you’re buying into acooperative.”• “You don’t wait until your house is on fire to buy fireinsurance.” Equate paying membership dues tobuying insurance.• NEA Dues Tab provides life insurance in theamount of your dues for continuous membership.• Personalize your message by using a memberwho is a single parent, new employee, or veteranmember who has never had to actually “use” theorganization.2. “Why should I join? I get the benefits fornothing.”• “No one gets the benefits free. Your colleaguesat the local, state, and national levels are payingthe tab.”• Make a list of what nonmembers don’t get.• Members pay dues that cover the cost ofrepresentation for all members and potentialmembers. In addition, dues payments entitlemembers to vote, hold office, attend meetings,voice their concerns, and be represented on allwork-related matters. The dues also entitle themto liability insurance and buying privileges reservedfor members.• “It costs money to represent employees.”• “The time has come when members can nolonger carry the financial burden of others whohave failed to make the commitment to theirprofession. Those who oppose public educationand public school employee organizations havejoined forces. We can afford to do no less.”• “We should all be working together to make ourorganization the very best it can be at representingall of us.”• “When you remain a potential member, you areactually working against your colleagues.”• One association sends a “bill” to potential memberseach month to ask them to join and to remind themthat it costs money to represent them.• “As a member, you can take an active part indecision making. You can vote, hold office, andhave a voice in a democratic, representativeorganization.”• “If something happens to you and you need theassociation, it will be too late to join and obtainthe assistance automatically provided toassociation members.”continued on next page...15

...continued from previous page• “If everyone felt as you do, the association wouldnot exist and you would not be able to receivethese benefits.”3. “I don’t agree withof the association.”• “Few people agree 100 percent with the actionsor positions of any group or organization. Butrepresentative government in organizations –as well as nations – depends on people who“pay their dues” and who participate in decisionmaking. If you don’t agree with some directionthe association is taking, join, become active,and work to change its course.”• “Our association is democratic. No member isrequired to agree with the majority on anyissue. But every member has a chance to try tosway the majority through representativedemocratic governance structures.”• “What if taxpayers in the district could elect notto pay taxes because they objected to somethingor because they do not have children in publicschools or universities?”• Emphasize the democratic nature of theorganization and that the association respectsthe opinions of those in the minority.• Compare membership dues to taxation forservices such as water, fire fighting, trashcollection, parks, security. Each taxpayer pays hisor her share even when he or she may disagreeor not make use of some services.• “Each year, the AEA Delegate Assembly and theNEA Representative Assembly (RA) hold opendiscussions on resolutions that members initiate.The Delegate Assembly or RA votes on them.”Introduce the prospective member to his or herlocal representative who was a delegate to theDelegate Assembly or RA.• Review the AEA and NEA resolutions (availableto every member in the September issue of theall-member NEA Today and in the NEAHandbook, available in each UniServ office and inthe first November issue of the Alabama SchoolJournal). Have a member of the resolutionscommission contact the potential member.• “How can you get involved, be informed, orwork for change if you don’t join? Wouldn’tjoining and working for change be moreeffective than staying outside and complaining?”• “Some positions that the association takes do not16affect us on a day-to-day basis. The advantagesof membership far outweigh the disadvantages ofone or two things with which we may disagree.”• “Our enemies distort our positions.” Explain thedistortions, emotional issues, and tactics of theradical right.• “Public education is at stake.”• If the objection is to our protecting a “bad”employee, point out that it is our responsibilityto make sure each employee has a “day incourt.” Point out that rights, like laws, must beenforced for each individual or they will notexist for anyone. Cite cases.• “Do you agree with everything the Legislaturedoes? But you don’t drop your citizenship, giveup the right to vote, or refuse to pay your taxesjust because elected officials take positions withwhich you disagree.”4. “I’d join the local (or local/state) but notNEA or AEA.”The NEA family – local, state, and nationalaffiliates – works constantly to protect, promote,and strengthen member rights through a variety ofavenues.• UniServ Program• Legal services• Professional development• Research• Bargaining assistance• Benefits• Human and civil rights• Staff assistance at conferences and workshops• Offices and office supplies• Shared projects• Association’s budget5. “I don’t like unions.”“What do you think of when you say union?”• Use dictionary definition of union: join togetherfor a common cause.• Cite professional development, communityaction, child protection, help for parents, andworkshops and conferences on professionalissues ranging from stress and discipline toschool safety, technology, and teacher quality.continued on next page...

Additional Responses to Tough Questions• “What would be the effect if there were nounion to monitor, lobby, represent, enforcepolicies and laws, and ensure due process?”Cite local, state, and national records.• “Our activities are common to both unions andprofessional associations.”• The union’s role is to work to improveeducation and guarantee that everyone’s rightsare respected.6. “We shouldn’t be involved in politics.”• “If we want to have an impact on the resourcesthat are available to our schools and students,we must recognize that people elected to publicoffice control those resources.”• “If we want modern schools, qualified teachers,and computer-equipped classrooms, we need tohave people in public office who regard these aspriorities. If we’re not involved in politics, publiceducation may not be a priority.”• AEA and NEA do not use dues money to makecontributions to candidates in elections.• Education employees make recommendationsregarding support for candidates for publicoffice through a fair and open process.7. “The association doesn’t do anything forkids and education.”• “The association is focusing its efforts on ways toenhance teacher quality and improve studentachievement.”• “What should we be doing?”• “What are you willing to do?”• Share information about local, state, andnational activities to promote quality educationand benefit students.• Share information on teaching and learninginitiatives.• Share information about the $1 per member peryear of NEA dues set aside to support theNational Foundation for the Improvement ofEducation.• Point out AEA’s and NEA’s many professionaldevelopment and outreach activities: grants andscholarships, workshops, publications,professional standards, activities for AmericanEducation Week, National ESP Day, TeacherDay, and Read Across America.• Point out the resources available through theNEA Web site www.nea.org, such as “help fromnea.org,” and the new member CD-ROM, “It’sAll About Kids,” and through the AEA Web sitewww.myAEA.org.8. “My spouse is a member. I don’t need tojoin.”• “How many salaries do you and your spouseget? If one of you is a member, only one of youwill get the benefits of membership – liabilityinsurance and representation, for example.”• “It’s true you both can read our publications,but the percent of dues that goes to publicationsis minimal. So much more goes into other vitalservices that benefit every member.”• “Anti-public education attacks and antieducationemployee actions affect both of you.Association activities that counter these attackshelp both of you.”• Note other couples who are both members.• “Both of you get salary increases and benefits.”• “Could either of you afford to pay for attorneysto defend yourself?”• “There are special needs of special groups at thework site level.”• “The school system did not hire you because youare a couple. Each of you must stand on his orher own.”9. “I don’t like (past or present) leaders.”• “Get involved and help change things.”• “It’s understandable that some people don’t likesome people.”• “They are volunteers.”• “The way to influence the association and itsleaders is to join and participate.”• “They are elected by means of opennominations and secret ballot by majority vote.”• “That was yesterday. What should we do about itnow?”• “What should we start/stop/continue doing?”• “Whom would you suggest as a better leader?”• Take the prospective member to a meeting withyou.continued on next page...17

Additional Responses to Tough Questions10. “We don’t need to be members this year.”• What happens in neighboring districts and statescan affect us quickly – strikes, arbitration, legalcases, unfair decisions, privatization, vouchers,etc.• Programs go on all the time.• Teaching and learning initiatives.• Research.• Training of leaders.• Office maintenance.• UniServ Program.• Lobbying.• Monitoring of state and federal agencies.• Monitoring of retirement funds.• Legislative programs.• Community relations.• Public relations and employee imageprograms.• Policy and laws enforcement.11. “I’m disgruntled because of whathappened in the past.”• “What are you willing to do to change that?”• “That’s history. What do we need to do now?”• “I understand that.”• “You’re right. Now what can we do?”• “Nothing can change that. Now we are . . .”• “I know it.”• “A lot of us used to feel that way.”• “We’re working this year so that we will bestrong next year.”• If the problem is a poor record in the past,acknowledge it if it’s true. Then move thepotential member to join to help improve thesituation or cite positive gains in the most recentyears. “We’re making improvements now.”• “We didn’t have the benefits of yourparticipation in the past. What can you do toensure better results next time?”12. “I don’t know how long I’ll be workinghere.” (retiring soon)• “Your retirement income depends on salarygains these last years. We need your support toget maximum gains.”• “Retired people have the greatest need of all forthese vital protections and services. Theassociation monitors such things as retirementfunds and insurance.”• “Join now and stay involved through AEA andNEA Retired. Not only will you remain a vitalpart of education, but the association willcontinue to work 365 days a year to protect yourinvestment and your future.”• “For now, join the group and build unity. Get toknow your colleagues.”• “You’ll benefit from the support of otherassociation members.”Super Rep HelperThe secret for getting and keeping helpers isto ask them to do the smallest doable task foryou and the association. Most people will help,but they do need to be personally asked. Hereare some suggested “doable” tasks.• Make copies of something for you.• Distribute a meeting notice.• Bring one refreshment for a meeting.• Bring and set up items for a meeting.• Clean up after a meeting.• Post education-related articles on thebulletin board(s).• Compile a survey.• Write a “thank you” note.• Attend a meeting in your stead.• Drop off something on the way home.• Pick up something on the way to work.• Get signatures on a card.• Bake a cake, brownies, or cookies for anevent.18

Membership Task and TimetableJune/July› Design and print local promotional materials.› Call membership committee meetings; plan localmembership workshops.› Hold local membership workshops for AssociationRepresentatives and:• Distribute membership enrollment materials.• Distribute promotional materials.• Plan orientation and enrollment for newemployees.• Discuss Continuous Payroll Deduction (CPD)policy.July/August› Hold social activity/orientation and enrollment forall new employees.› Begin an intensive membership campaign makingsure that all nonmembers are recruited as soon asemployees report to work for new school year.› Make sure membership forms are turned in weekly.› Secure cash members’ payments and enrollmentforms.September› Call a membership committee meeting to:• Review membership results by schools.• Communicate local monthly payrolldeduction deadline requirements.› Call Association Rep meeting to discuss the followupcampaign.› Secure list of any “drops”.› Contact any “drops” for resigning.› Continue membership campaign.› Make sure all membership forms reach payrolloffice by deadline to be included on Septemberpayroll.October/November› Contact/remind local officers and payroll officeabout deadline.• November 10 deadline for sending allenrollments and rosters to AEA.• Attach payment for all cash members transmitted.› Contact local treasurer, membership chairperson,and payroll officer relative to:• Transmittal of enrollments.• Payroll deduction procedures.• Payments to AEA.• Deadlines.› Continue to sign up nonmembers and newemployees.December/January› Hold a campaign to contact all new personsemployed at mid-term.› Continue to sign up nonmembers.February/March› Choose local membership chairperson andcommittee members.› Membership committee to plan spring enrollmentdrive (optional).› Continue to sign up nonmembers and newemployees.April/May› Elect Association Representatives, officers, anddelegates and report to UniServ Director by May 1.› Plan fall membership drive.› Continue to sign up nonmembers and newemployees.› Hold membership recognition activities.19

The Association Representative:• is a membership recruiter at her/his worksite.• helps identify other membership recruiters atthe site.• coordinates membership efforts at the site.• obtains needed printed materials andassistance from the coordinator, membershipcommittee, and president to support on-siterecruitment and retention efforts.• carries on continuous on-site membershipretention activities, including encouragingmembers to get involved and keepingmembers informed about associationactivities.The Association Representative not only recruits new members, but alsoencourages members to get involved and keeps members informed.Volunteer Sign-Up FormCan you volunteer a couple of hours for your association?The association relies on volunteers in addition to its staff and leaders to provide programs and services for youand to accomplish its goals for public education. Volunteers have done everything from cooking and setting up forsocial activities to typing and stuffing envelopes to lobbying.If each member volunteers just two to four hours this year, we’ll have plenty of resources to handle whateveractivity comes up. Will you make a commitment to volunteer? Please complete the form below and return it toyour Association Representative. Our volunteer committee will be in touch with you as the need arises.Yes, I will volunteer ________ hours to work for our association.I will:_____ Stuff envelopes._____ Distribute brochures or other materials._____ Make phone calls._____ Paint signs or posters._____ Type and do other clerical work._____ Design T-shirts, buttons, logos, cartoons._____ Set up for a social event or meeting. _____ Perform computer tasks or use other_____ Represent the association at atechnology.community meeting._____ Any of the above._____ Write articles, letters, or send e-mails._____ Other (please specify) ______________________________________________________________ I will serve on the volunteer committee (to call volunteers as needed for associationactivities.)Name ________________________________________________________________________Work Site ________________________________________________________________________Home Phone ___________________________ E-Mail _________________________________20

A well-planned membership campaign alwaysstarts with new employee activities to welcome andenroll the new employee. Most new employees areboth nervous about their new job and anxious to “fitin” with their colleagues and have a sense ofbelonging.This is where the local association can be ofgreat service to the new employees by responding totheir need for assistance in becoming familiar withtheir new work environment. By holding a newemployee function, the association can providevaluable information to the new employee about localOrientingWelcoming New Members, Solidifying the Sale, and Showing New MembersHow to Gain Maximum Value for Their Dues DollarsDear (Person’s First Name),school system policy and system “cultures.” It is anopportunity for new employees to ask of those alreadyin the system the questions they need answeredbefore the first day of work.The new employee functions also give the localassociation the opportunity to make the newemployee feel welcome and a part of theirprofessional organization. This is the time it is easiestto recruit new members – before they start the firstday. The association becomes the new employees’mentor and friend to see them through those firststressful days.Type letter on your official association letterhead. Handwrite notes on yourown cards. Make sure spelling and grammar are perfect.On behalf of the members of the ____________________ Education Association, I want to welcome you to theeducation profession and the __________________ school system!____________________ Education Association is an affiliate of the Alabama Education Association and theNational Education Association. We are not three separate organizations, as the names might imply. Actually,we’re a unified, professional family working for the betterment of the education profession and public schools.We are very proud of the accomplishments we have made over the years, and there is much yet to be done. So,we look forward to your active involvement in the association throughout your career in education. But first, wewant to help you get started here in (name of community) schools with some important information and with ourfull support for a successful first year.(Insert info on your new employee function.)Please give me a call at (your phone number) or call (person in charge of new employee function) at (phonenumber) to let us know if you will be able to join us. If you can’t be there, we’ll try to make other arrangements tomeet you and get you our very popular Educator Handbook, ESP Handbook, Safe Schools for Alabama’sChildren, Administrator Handbook and other association materials.Welcome again to our professional family. I look forward to seeing you on (day of function)!Sincerely,Sample Letter for New Employees(Sign your first name and type your full name, association title, and assignment.)21

New Members Activities Build Value on (or Before)Their First Day• MentorsResearch with newly hired employees reveals that oneof the most valuable services a local can provide is a“mentor” for the first-year employee.Select mentors based on their knowledge of yourcommunity, your school system and how it operates,ability to listen, and their desire to be helpful. Justhaving a mentor is important, but try also to matchemployment area or approximate grade level, schoolassignment, age group. You can recruit – by personalcontact – potential mentors before hiring is complete,telling them they’ll be matched as new employees arehired.A mentor is primarily an experienced teacher or ESPwho the new employee can talk with about questionsor concerns. The mentor should inquire periodically onhow things are going for the new employee. Schedulean orientation event for new hires and their mentors.Explain about the mentoring program.• Information MallSeveral locals hold these “malls” during in-service orshortly after school starts. Employees with fewer thanfour years experience are usually invited. However,other members are welcome. Booths/tables are set upfor such groups as credit union, insurance andretirement representatives, local membershipcommittees, teaching supply stores, voter registration,and more.• New Employee Workshops(Have More Than One!!)Provide a list of names, responsibilities, and phonenumbers of persons to contact for questions aboutinsurance, payroll problems, certification. Be sure toinclude the names of local leaders and the UniServDirector, etc. Discuss specific issues in your district.Discuss your local policies and grievance procedure.Introduce your local officers and UniServ director.Hold the workshop as a breakfast (cheaper) orluncheon. Have mentors pick up and bring newemployees. Provide baby-sitting if needed.• Survival KitThese can be packed in a variety of containersincluding brown lunch bags, zip-lock bags. Contentscould include pens, pencils, paper clips, tape, breathmints, aspirin/Tylenol, antacids, Post-It notes, Alka-Seltzer, Lifesavers, emery boards, and a card withassociation contacts.• New Employee BasketsA step above the kits, these baskets may be filled withitems donated by community businesses and theassociation. Also include a membership form,completed as much as possible. Baskets may be handdelivered by association leaders or representatives.Enroll the member!• New Employee CommitteeSeveral locals have committees of fairly newemployees who plan workshops for brand newemployees. Several systems include workshops onschool board policies, tips from veteran teachers,stress and time management. Leadership training andinformation on association history would also be a goodidea. New employees need to be given a schedule ofplanned support sessions with topics at the beginningof the year. The week after report cards seems to workwell in some locals.• New Teacher Survival StoreSolicit donations of supplies from area businesses.Give each new teacher a certificate to “purchase” adetermined limit of supplies. Many new teachers havejoined the association just to be able to visit the survivalstore.22

Flyers and Other Paper MessagesRemember personal contact will gain members.Paper is most effective when hand delivered with amembership form – completed as much as possible.Flyers should deal with a single subject and havelimited verbiage. See your local association’s newslettereditor for the latest copy of a clip art book, copy photos,or designs you can use. NEA On line also has clip artthat you can download. A monthly newsletter isinvaluable in communication with members about localissues.• Series of FlyersA local may develop a series (5-10) of flyers – each ona single issue important to potential members. Flyerscan be given to recruiters for distribution to potentialmembers.• TestimonialsPeople like to read what others have to say. Do asingle flyer on “What The Association Means To Me”with the comments of 4 or 5 members. Or, do a seriesof flyers, each on a separate issue, with a briefinformational statement followed by three or fourmembers’ comments.• TelegramsUse Western Union style yellow paper to send amessage to members or potential members (thanks forjoining, here’s another reason to join, etc.).• ChecksUse green paper and a simulated check to emphasizethe minimum salary increase each employee received.• Say It With CandyFlyers may be developed to which an appropriate pieceof candy is attached (Hershey’s Kiss: “Membership,How Sweet It Is!,” red & white peppermint: “You’reWorth A Mint To Us!,” Miniature Paydays: “Everyday’s aPayday with AEA!”).First Day Inservice ActivitiesBe sure you have something plannedfor that first day! Here are a fewideas to get you started:› Information & Sign Up TableSet up a table or two with association materials (seeflyers section above), a colorful banner with theassociation’s name and/or theme, and one or more“giveaways.” Have membership forms readilyavailable. Have plenty of volunteers scheduled tostand behind or near the table to greet employees onthe first day. The local president and membershipchair should definitely be present. Check the site outin advance so everything will be well-organized andefficient.› Grand Prize DrawingPurchase, or have donated, a nice door prize(television, VCR, DVD, etc.). Put into a nice bowl orfunny hat all the names of people who are newmembers by lunch time. Just before the break, drawthe name of the lucky member.› Food & DrinkSome variation of food and drink is always popular!Make sure the association is easily identified as thesponsor. Serve juice, donuts, breakfast sandwiches,granola bars, tea, hot chocolate - even homemadecoffee cakes.› Survival KitsSee details under “New Employee Activities” and useas giveaway on first day.› Special Membership NewsletterPrepare a special edition newsletter well in advance.Use testimonials, a message from the president, a listof member benefits, accomplishments from last year,and enrollment information. Distribute the newsletterto all employees as they arrive for inservice.23

Sample FlyerYou Are Invitedto aSurvive & ThriveforNew (or Relatively New) EmployeesWhen: _________________________________________Where: _________________________________________RSVP: _________________________________________Deadline: _____________________________________AEA promotes quality public education.AEA wants to help you be the best education employee you can be!Join your colleagues and learn more about the following “hot” topics:• Classroom Management/Time/Stress Management/Parents/Students• New State Laws/Rights/Legal Requirements for Teachers• Tips on AEA/NEA programs that can save you money!• The latest tips on great grading techniques, plus other tips24

Sample Oral PresentationOutline for Oral Presentation to New Members By a RecruiterI. Why Membership Is ImportantPersonal Information/Pertinent Details (optional)II. The United Education ProfessionA. NEA1. Origin2. Important Milestones/Dates3. Current Statusa. 3+ Million Strongb. Powerful Legislative Voice (handout)c. Targeted Repeatedly4. Structure/Governance5. PublicationsB. AEA1. Structure/Governance2. Legislative Activity (handout)3. UniServ Program4. Benefits/Publications5. Divisions6. Reasons to Join (handout)7. Membership 100,000+C. Local Education Association (LEA)1. Role of the Local Association2. Educators Handbook3. Additional Handouts (optional)D. Save money with AEA/NEA Member BenefitsE. Answer Questions*Always have something from the association to leave with everyone.Tips for the Association Representative› Report newsworthy local work site information to thenewsletter editor.› Keep association officers and the UniServ Directoraware of work site issues and concerns.› Maintain an association bulletin board at each worksite and change items regularly.› Instead of stuffing mailboxes, develop a system ofvolunteers to help with personal contacts and personto-persondistribution of association materials.Develop a team approach. Use membership recruitersand other volunteers.› Use a buddy system. Pair a veteran member with apotential member, a member experiencing difficultiesor expressing concerns, or a new employee.› Be sure to call on the local president, another officer,or the membership chairperson to help deal withproblems or individual concerns when such assistanceis needed.› Most of all, listen. Listen to members and potentialmembers. Find out what their concerns are. Then andonly then can you find the ways to solve theirconcerns and solidify membership.› Contact new employees prior to the start of the schoolyear.The Association Representative is the “Vital Link”between the member and the Association.25

The Communications SystemTo have successful membership retention andrecruitment, it is important to have a good ongoing systemof communications. We must tell people about the manyassociation accomplishments at the local, state, and nationallevels. Here are some ways to do that:• A regular newsletter – print, e-mail, and/or Webpage.• Flyers as needed.• A president’s letter about regular meetings of thegovernance body.• A media relations program. Know local newspaperreporters and editors including those who work for“shoppers,” weeklies, or monthly publications andradio and television news reporters and writers. Visitthem. Keep them informed of association activitiesand other activities throughout your district,university, or system. Make sure you can at least get“your side of the story” reported. Learn reporters’concerns and how you can help them better coveryour stories. For more information, check withAEA’s Public Relations department.• A community relations and action program.Maintain ongoing contacts with key communitygroups and individuals to enable you to get yourconcerns across through personal contacts orspeakers bureau opportunities.• Association Representatives or AR teams whocommunicate regularly with all members andpotential members, sharing information and seekingto involve everyone in association activities.• Members must accept their responsibility to buildassociation membership.Gathering and communicating information are functionsbest served by having a communications chairperson. Acommunications committee can help the chairperson. And,remember to discuss meetings afterwards with those whodid not attend. Include articles in your publications aboutmeetings to make certain everyone hears about them.We must tell people aboutthe many associationaccomplishments at thelocal, state, and nationallevels.Super Rep HelperThe most effective and efficient way toget some messages to your members is byword of mouth – especially when time is shortand the matter urgent.But if you have to make a personal contactwith every member yourself, you won’t havetime for anything else.A little advance planning will help you, willinvolve more members, and will lead toincreased unity and support for yourassociation.Use your work site roster. Group members bynatural organization: same grade level, samesubject area, same lunch or planning time, samehallway or building floor. Have a helperresponsible for each group – no more than 10in a group. A person can contact 10 people in ashort time. If more than 10, the helper willprobably need two days and increase thechance that someone will be absent and missthe message.Remember, keep the message short. It’s goingto be delivered orally and everyone needs toget the same message.Make sure your helpers have current phonenumbers for their contacts in case the messagehas to be delivered in the evening.26

InvolvingActivating the Membership and Obtaining Value by Meeting Personal andProfessional Goals Through Assessing and Participating in the Organization’sBenefits, Services, and ActivitiesFollow-Up and Through-The-Year Activities› HolidaysPlan for some type of member “thank you.” There’s aholiday every month to get your creative juicesflowing. Candy is always a favorite. Use individualpieces of candy with a note attached, or buyinexpensive candy bowls for each teacher workroomand refill with appropriate candies near the first ofeach month.› January PushPlan to make one more contact to each nonmemberearly in January. Start the year off right – makemembership the first resolution you keep, etc.› Association SurveyPlan and execute an all member survey to determinehow your members feel about the association and itsactivities. Ask for suggestions.› Phone BankPlan a phone bank or survey to make sure eachpotential member has one more chance to join. Viewthis telephone contact as almost a last resort – atleast three face-to-face contacts should already havebeen made – this is a follow-up, not a primary campaignstrategy.The survey form on page 31 shows you how youmay use the phone bank. It is a great tool, but feelfree to modify to suit your local.› Develop CommunicationsHave clearly defined channels of communications formembers to use as they express concerns or bringissues to the local association for action. Examples: asuggestion box at each work site or adding a time for“member concerns” on meeting agendas.Monthly Ideas for Association LeadersIdeas for August• Get in touch with new employees before school starts.Ask them to join the association.• Place “welcome back!” stickers on each member’smailbox before his/her first day back on the job.• Be a “buddy” to each new, potential member. Be willingto help explain the inside story about how the building/work site/system or institution really works. Talk aboutthe best places to shop, dine, get a car repaired, etc. Beavailable.• Introduce yourself (or the new rep) as the associationrepresentative during the first building/work sitemeeting of the year. Give location or room number andhome phone number. Be available.• Set up a mini-association meeting just to introduce thenew members. Don’t add anything else to the agenda.Have refreshments available.Ideas for September• On a hot day, bring something cool for your members:orange juice, soft drinks, ice cream, etc. Let them knowthis came from their AR and the association....continued on next page27

...continued from previous pageIdeas for September• Tell members it’s time to submit resolutions andconstitutional amendments for consideration by AEA’sDelegate Assembly.• Place a note into members’ mailboxes the day beforepayday reminding them that their pay, personal leavedays, etc., are the result of the association’s work with theLegislature and the local school board.• Don’t forget to submit membership forms to themembership chairperson.• Begin to plan a work site celebration for AmericanEducation Week.• Plan anniversary date celebrations. For example, send a“silver anniversary” note to new members oncompletion of their first 25 days on the job and providecookies wrapped in silver foil. Also try for a “golden” (50day) celebration with gold foil wrapped surprises.• Look for opportunities to invite your associationpresident and your UniServ Director to meet with justyour work site members.Ideas for October• Set up a work site “secret pal” system through whichmembers give their “pals” birthday cards, holiday gifts,cookies, a flower on special occasions, etc.• Keep your ears open. Be prepared to let the associationknow about the latest rumor or topic of discussion atyour work site. The idea is to keep the association intouch with what members are saying.• Follow up on membership and political actioncontribution drives.• Do something sweet! See that everyone at your worksite gets a little halloween treat, courtesy of you and theassociation.• Attend school board meeting(s).Ideas for November• Begin planning a holiday project to collect canned goodsand/or clothing for needy families.• Plan a work site celebration around Thanksgiving, abirthday – whatever.• Participate in American Education Week activities andobserve Education Support Professionals Day on theWednesday during AEW.• On election day, urge every member to vote. Ifnecessary, arrange rides to the polls for those who can’tmake it otherwise. Give “thank you” notes, stickers orgifts (candy kisses, lollipops, etc.) to those who voted.• Befriend substitute teachers. Give each a token gift fromyour work site and the association. They may be fulltime someday, think kindly of the association, and join.• Hold a 10-minute meeting to get member input onsignificant AEA Delegate Assembly amendments andresolutions printed in the first November issue of theAlabama School Journal.Ideas for December• Don’t forget to ask someone to help you with yourassociation responsibilities this month.• Use “thank you!” stickers or notes on lollipops, candykisses, snack-size candy bars or packages of M&Ms aftera member has done something for your building/worksite.• Wish substitutes a happy holiday season.• To show unity, place a small association or UEP stickeron each member’s mailbox.• Contact employees who have never joined theassociation and ask them to join under theprorated dues structure.28‐

Ideas for January• Place a “Welcome back from the holidays!” note onmembers’ mailboxes or work stations.• Plan a building/work site celebration around the newyear or Martin Luther King Jr.’s birthday.• Sign up for membership any new employees hired forthe second term.• Begin making plans in your building to observe ReadAcross America.• Conduct the AEA Regular Election/NEA StateDelegate Election in your building/work site.• Have a work site meeting to give your membersthumbnail sketches of important legislation.• Remember to submit new enrollment forms to themembership chair.• Cut out important articles from the Alabama SchoolJournal and put on the association bulletin board.Change them each week.• Make certain that you have established a work sitetelephone tree so that you can communicate quicklywith your members.Ideas for February• Look for opportunities to invite your associationpresident to meet with your building/work sitemembers. Do the same for your UniServ Director.• February is Black History Month; plan an event tocommemorate some event in black history.• Continue to recruit new members. Turn forms intomembership chair immediately.• Attend your local association representative assembly orgeneral meeting. Invite other members to accompanyyou.• Do something special for your members for Valentine’sDay.• Encourage newer members to participate in “EmergingLeader” opportunities.Monthly Ideas for Association LeadersIdeas for March• Participate in Read Across America, then send yourRead Across America articles and pictures forpublication in the Alabama School Journal.• If any member has been ill or gone on a short leave,place a “welcome back!” note in his/her mailbox.• Explore setting up a building/work site softball teamthis spring. Challenge other buildings/work sites to dothe same.• March is Women’s History Month.• Read your association publications and attendassociation meetings.• Attend school board meeting(s).• Begin to seek potential candidates for associationoffices, including association rep. If you’re convincedabout someone, personally ask him/her to run foroffice. Then, actively support your choice.Ideas for April• Do something special for your building/work sitesecretaries during National Secretaries Week thismonth.• Personally ask some members to help you completean association task this month. Keep it simple andshort.• Ask members to plan to attend the AEA LeadershipConference in June.• Attend school board meeting(s)....continued on next page29

...continued from previous pageIdeas for April• “Seek out” potential candidates for association offices,including association representative. If you’reconvinced, personally encourage them to run. Thenactively support your choice.• Participate in the AEA PR&R Conference.• Build a building/work site “fact sheet” listingmembers’ skills that they want to use to earn moneyduring the summer. Distribute it throughout theassociation.• Look for opportunities for your association presidentor UniServ Director to meet just with your members.Ideas for May• On a real hot day, bring something cool for yourmembers: orange juice, soft drinks, ice cream, etc. Letthem know that it comes from the association and you.• Ask someone who hasn’t done so before to help youwith the end-of-the-year association duties this month.• Plan some kind of end-of-the-year celebration for yourbuilding/work site members.• Plan something special for working mothers on theFriday before Mother’s Day.• Observe Teacher Appreciation Day, usually the secondTuesday in May.• Honor retiring members and sign them up for retiredassociation membership.Monthly Ideas for Association LeadersIdeas for June• Get firm commitments from the people who haveexpressed interest in attending association, UniServand AEA workshops, including the AEA LeadershipConference.• If you are an NEA delegate, attend state caucusmeeting(s).• Take time to personally thank each member who hashelped you with association duties this year. Addsomething like a candy kiss to sweeten the message.• If you’re not going to be an association rep next year,review how you did and plan ahead. Give yourreplacement the benefit of your experience, and helphim/her get a good start next year.Ideas for July• Attend your local or district Association Representativetraining.• If you find there are small tasks you still need to do forthe association this month, use your summer roster andask different people to help you.• No matter what your association responsibilities are thismonth, do something special for yourself just becauseyou’ve done a good job as association representative foryour building or work site this year.• Attend the local school system budget hearings.• If you were elected as a delegate, attend the NEARepresentative Assembly.• Help with new employee functions.30

Sample Phone Bank or SurveyName ________________________________________ Phone __________________________________School __________________________________________________________________________________Address _______________________________________________________________________________Date Contacted ____________________ By Whom _____________________________________Hello, my name is ________________________ and I am an ESP/teacher and a member of the______________________________ Association. We are doing a phone survey and would appreciateyour answering a few questions. It will take just a few minutes.1. Are you a member of any education employee organization? _____________________________2. If yes, which one? And what services do you receive from your membership that cause you toconsider it worthwhile?______________________________________________________________________________________________________________________________________________________________3. What do you consider the most important problem facing (primary teachers, administrators,secondary teachers, coaches, custodians, bus drivers, etc.) in ________________________County/City today?_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________4. What has the association done that you think is good?______________________________________________________________________________________________________________________________________________________________5. What do you think the association is not doing that it should do?______________________________________________________________________________________________________________________________________________________________6. What has the association done with which you may disagree?______________________________________________________________________________________________________________________________________________________________7. Have you been asked to join this year _____ Yes _____ NoOption? (Will you join now?) __ has joined __ will join __ may join __ will not joinComments or recommendations:FOLLOW-UPLetter sent_______________________________ by ____________________________________Phone call_______________________________ by ____________________________________Other__________________________________ by ____________________________________List materials sent:31

Work Site Phone TreeMakes first calls______________________Name______________________Home/Cell Phone______________________Name______________________Home/Cell Phone______________________Name______________________Home/Cell Phone______________________Name______________________Home/Cell Phone______________________Name______________________Home/Cell Phone______________________Name______________________Home/Cell Phone______________________Name______________________Home/Cell Phone______________________Name______________________Home/Cell Phone______________________Name______________________Home/Cell Phone______________________Name______________________Home/Cell Phone______________________Name______________________Home/Cell Phone______________________Name______________________Home/Cell Phone______________________Name______________________Home/Cell Phone______________________Name______________________Home/Cell Phone______________________Name______________________Home/Cell Phone______________________Name______________________Home/Cell Phone32

RenewingRecommitting to the Organization and Staying Actively InvolvedAssociation Reps should indicate when their school has reached 100 percent of potential. Certificates willbe sent for 100 percent schools and they will be recognized in the Alabama School Journal. An outline ofthe weekly reporting system is listed below.I. Wednesday: AR collects building information for the week.II. Thursday: Local membership chairperson collects information from each AR. They need the number ofpotential members, number of professional members, AVOTE, NEA-FCPE, number of potentialESP members, number of ESP members, AVOTE, NEA-FCPE, requests for help or materials and100 percent schools.III. Friday:IV. Monday:UniServ Director collects information from local membership chairpersons.UniServ Director calls AEA office and makes a report on each local in the district.V. Tuesday: Weekly reports are compiled at AEA headquarters.Help keep the doors to opportunity open!The doors to opportunities are wide open for members who choose to takeadvantage. AEA didn’t attract over 100,000 members by being a closed organization.The NEA didn’t attract over 3 million members by being that way either.While your members may not want to exercise all their options, you should makethem aware of ways they can participate – at the building/work site level, the localassociation level, the UniServ district level or as a part of AEA’s wide variety ofstatewide activities.Members interested in political action may choose to serve on the local-VOTE,while AVOTE serves the same interests on a statewide basis and The NEA Fund forChildren & Public Education (formerly NEA-PAC) on the national level. MostUniServ councils offer conferences and workshops throughout the year. Topics includepolicy development, grievance processing, site-based decisionmaking, just to name afew.Each year the AEA Leadership Conference in June offers members three days ofintensive training in a wide variety of high-interest courses.This month is a good time to begin noting who seems to be interested in what.Then, whenever opportunities in any interest area (on any association level) pop up,you will know who to invite. This is just another way you can help your building/worksite members.33

Alabama Weekly Reporting System(Sample)MondayTeachers/ESPinBuildingTeachers/ESPinBuildingTeachers/ESPinBuildingAR AR AR AR AR ARWednesdaysenior AR collectsbuildinginformationThursdayLocal membershipchair collects reports fromsenior ARs ateach schoolSr. AR Sr. AR Sr. AR Sr. AR Sr. AR Sr. ARLocal Membership ChairFridayUniServ districts collectreports from localmembership chairUniServ DistrictsMondayState coordinatorcollects reports fromUniServ Districts for weekending theprevious FridayAEA Headquarters34

2012-2013 Association RepresentativesMembership WorksheetCall by Wednesday after the first full week employees are in school.Person to callBest time ____________________ Phone # ___________________Association President __________________________ Phone # ___________________ E-mail ____________________UniServ Director ______________________________ Phone # ___________________ E-mail ____________________Potential Educational Potential SchoolReporting Professional Professional AVOTE NEA FCPE Support ESP AVOTE NEA FCPE ReachedDate Members Members Professional Professional Members Members ESP ESP 100% Drops1st Week __________ __________ __________ __________ __________ _________ ________ _________ ________ _____2nd Week __________ __________ __________ __________ __________ _________ ________ _________ ________ _____3rd Week __________ __________ __________ __________ __________ _________ ________ _________ ________ _____4th Week __________ __________ __________ __________ __________ _________ ________ _________ ________ _____5th Week __________ __________ __________ __________ __________ _________ ________ _________ ________ _____6th Week __________ __________ __________ __________ __________ _________ ________ _________ ________ _____7th Week __________ __________ __________ __________ __________ _________ ________ _________ ________ _____8th Week __________ __________ __________ __________ __________ _________ ________ _________ ________ _____35

2012-2013 AEA Membership CategoriesACTIVEAny person who has an earned bachelor’s or higher degree or who holds a regular professional certificate or a regularvocational or technical certificate and is employed in a classroom teacher, supervisory, or administrative position orwho is otherwise recognized by State Board of Education regulations as a teacher in a public school, junior or seniorcollege, or university in the state of Alabama shall be eligible for active membership. In addition, professional employeesof the State Department of Education who hold earned bachelor’s or higher degrees shall be eligible for activemembership. Also licensed, registered nurses employed as school nurses fall in this category.EDUCATIONAL SUPPORTPersons not identified in any other membership classification who are employed in school systems and who assist theprofessional personnel to provide improved educational opportunities may become members. Included in thisclassification are lunchroom workers, bus drivers, mechanics, custodians, teacher aides, school office personnel andlicensed practical nurses.PART-TIME ACTIVE AND PART-TIME EDUCATION SUPPORT PROFESSIONALSPersons eligible for Active or Education Support Professional membership, but who by law are defined as part-time, areeligible to pay part-time dues that are one-half (1/2) the applicable active or education support professional dues. Parttimemembership is available to all employees working less than 20 hours per week except adult bus drivers, who by laware considered full-time.ASSOCIATEAny person in Alabama not eligible for membership in any other category shall, upon approval of the AEA President,Executive Secretary & Associate Executive Secretary and the payment of dues, be eligible for associate membership, butshall not be eligible to vote or hold office.RETIREDAny retiree who was employed in public education work in Alabama shall, upon payment of dues, be eligible for retiredmembership but shall not be eligible to hold office except as the Retired Division representative on the AEA Board ofDirectors and within the Alabama Education Retired Association (AERA) division.STUDENTAny student enrolled in teacher preparation programs in a college in Alabama may become a student member by joiningthrough a chapter of the Student National Education Association. Student members shall not be eligible to vote or holdoffice except as the Student Division Representative on the AEA Board of Directors and within the Student AlabamaEducation Association (SAEA) division.SUBSTITUTEAn educational employee employed on a day-to-day basis is eligible for substitute membership, unless said employee iseligible for retired membership. A person joining as an AEA Substitute member must also maintain membership inNEA’s substitute membership category. Substitute members shall not be eligible to vote or hold office.36

2012-2013 Membership DuesAEA Membership Dues(Active, Educational Support, and Retired amounts include $36.00 for AVOTE)Active Professional $ 268.50Educational Support $ 152.50Part-time Active $ 152.50Part-time ESP $ 94.50Associate $ 116.50Retired $ 106.00Student $ 10.00Substitute $ 35.00NEA Membership DuesActive Professional $ 180.00Part-time Active $ 100.00Educational Support $ 107.50Part-time ESP $ 64.00Reserve (Former Professional) $ 80.00Reserve (Former ESP) $ 44.00Retired (Prior to 9-1-73) $ 5.00Retired Annual $ 30.00Retired Lifetime $ 250.00Student $ 15.00Substitute $ 15.0037

Enrolling New MembersI. Blank Enrollment FormThe blank enrollment form is to be used byassociation representatives to enroll new members only.Use it to enroll members transferred from other schoolsystems. But DO NOT use the form to renew memberswho transferred to your school from within the sameschool system.A. Before distributing the forms, fill in the local and worklocation. The member should be referred to the frontof the enrollment form for other codes to be entered.Be sure that, if authorizing Continuous PayrollDeduction (CPD), the member has read the payrollauthorization, checked the payroll deduction box, andhas signed the form. If a member pays cash, be surethey check the cash/check box.B. The correct dues for AEA and NEA should be enteredon the membership form. Refer to page 37 for fulldues until November 1.C. Please forward the white copy to AEA, the yellowcopy to the payroll department, pink copy to the localassociation, and the gold copy is the member’s copy.D. All new enrollments should be sent immediately sothat new members can begin receiving services.38

Payroll Deduction Enrollment Form SampleALABAMA EDUCATIONASSOCIATION2012-2013PLEASE PRINT LEGIBLY AND PUT AN “X” IN ALL APPROPRIATE BOXES.SOCIALSECURITYNUMBER:LOCAL ASSOCIATION NAMEWORK LOCATION NAMENAME:FIRST M.I. LASTADDRESS:CITY: STATE: ZIP CODE:HOMEPHONE:((WORKPHONE:MEMBERSHIP TYPE: (PLEASE “X” ONE)q Active (full-time) q ESP (full-time) q StudentHOME Email:q Active (part-time) q ESP (part-time) q Reserveq Substitute q Associate q StaffWORK Email:((EXT.NUMBER:q Payroll Deduction___ ADMN Administrator*___ ATHL Athletic Director*___ PRIN Principal/Assist Principal*___ SINT Superintendent*___ SPRV Supervisor/Director*___ CUST Custodian___ GRND Groundskeeper___ MECH Mechanic/Repairer___ BGOT Bldgs/Grnd Main/RepairCrvs___ CLTR Classroom Teacher___ INSP Instructional Specialist___ COCH CoachPAY METHOD: (PLEASE “X” ONE)q Cash/CheckETHNIC INFORMATION (PLEASE “X” ONE)___American Indian/Alaska Native (1) ___Asian (6)___Black (3) ___Native Hawaiian/Pacific Islander (7)___Hispanic (4) ___Multi-Ethnic (8)___Caucasian/Not Spanish Origin (5) ___Other (9)___Unknown (UK)ASSOCIATIONAEANEALOCAL*ACT STATE $5.00*NEA FCPE*LOCAL VOTE(*Voluntary Contributions)TOTALDUES AMOUNTPOSITION CODES (PLEASE “X” ONE)___ CNSL Counselor___ PHTH Physical Therapist ___ SHTH Speech/Hearing___ COOK Cook/Food Prep Worker ___ PSYC PsychologistTherapist___ DIET Dietician/Diet Technician ___ READ Reading Specialist ___ CPSA Computer Prgm/Systm___ CSHR Cashier___ ROTC ROTC InstructorAnalyst___ FSSU Food Service Manager ___ BKPR Bookkeeper___ TECH Technician (Nonmedia/___ LPNU Licensed Practical Nurse___ RGNU Registered Nurse___ CAOA Clerk/Admin/Office AsstLibr)___ LIBR Librarian/Media___ RCOP Receptionist/Phone ___ MOAI Machine Oper/Assmblr/SpecialistOperatorInspctr___ OCCT Occupational Therapist ___ SEST Secretary/Stenographer ___ HVAC Plumber/HVAC___ LIAS Library Asst/ Technician ___ SCOT Secretary/Clerk/AdminMechanic___ SEDA Special Ed Assistant___ PPOT Paraprofessional/Aide___ SCWK Social Worker___ SDSP Special/Develop Ed___ BTVD Bus/Truck/Van Driver___ OTHR Other*Directly hires, evaluates, transfers, disciplines, or dismisses.MEMBER SIGNATURE DATE LOCAL ASSOCIATION REPRESENTATIVE SIGNATUREIMPORTANT: Please forward the white copy to AEA, P. O. Box 4177, Montgomery, AL 36103-4177. Forward the yellow copy to the payroll department,pink copy to the local association, and the gold copy is the member’s copy.The National Education Association Fund for Children and Public Education (NEA Fund) collects voluntary contributions from Association members and uses thesecontributions for political purposes, including, but not limited to, making contributions to and expenditures on behalf of friends of public education who are candidates forfederal office. Only U.S. citizens or lawful permanent residents may contribute to The NEA Fund. Contributions to The NEA Fund are voluntary; making a contributionis neither a condition of employment nor membership in the Association, and members have the right to refuse to contribute without suffering any reprisal. AlthoughThe NEA Fund requests an annual contribution of $15, this is only a suggestion. A member may contribute more or less than the suggested amount, or may contributenothing at all, without it affecting his or her membership status, rights, or benefits in NEA or any of its affiliates. Contributions or gifts to The NEA Fund are not deductibleas charitable contributions for federal income tax purposes. Federal law requires us to use our best efforts to collect and report the name, mailing address, occupation,and name of the employer for each individual whose contributions aggregate in excess of $200 in a calendar year. Federal law prohibits The NEA Fund from receivingdonations from persons other than members of NEA and its affiliates, and their immediate families. All donations from persons other than members of NEA and itsaffiliates, and their immediate families, will be returned forthwith.*I understand that any contribution to A-VOTE or Local-Vote will be used to support candidates for local and state offices and are voluntary, given without coercion,and are not required as a condition of membership and that I have the right to refuse to contribute without any reprisal. The Association will not favor or disadvantageanyone for his or her decision not to contribute.Note**The total AEA membership amount for your membership category includes $36.00 for A-VOTE. If authorizing payroll deduction and you do not want the $36.00deducted, you must notify your payroll office in writing. This request can be made at anytime during the membership year. Dues payments and contributions to NEAFCPE, A-VOTE and Local Vote are not deductible as charitable contributions for federal income tax purposes. Dues payments (or a portion) may be deductible asa miscellaneous itemized deduction. Federal law requires political committees to report the name, mailing address, occupation and name of employees for eachindividual whose contributions aggregate in excess of $200 in a calendar year.Payroll Deduction: I authorize my employer to deduct from my salary and pay, in accordance with the agreed-upon payroll deduction procedure, the professional duesas established annually and political contributions indicated above for 2012-2013 membership year and every year thereafter provided that I may revoke thisauthorization for a succeeding membership year by giving written notice to that effect to my local association and school business office on or before September 15 ofthat year. If employment is terminated, amounts still owed under this authorization shall be deducted from my final pay due.39

What You Need to Know About Enrolling MembersI. Importance of MembershipMembership is the lifeblood of your association. Ifyou are able to accomplish any of your members’ goals,you must have the power to be successful and the moneyto finance the effort.We must successfully recruit members and then wemust maintain and involve these members in theassociation’s activities.II. Materials Included in Membership PacketsMailed to LocalsA. Renewal Rosters (If the board processes roster,the roster will be mailed to the payroll office.)B. Cash Renewal FormsC. Blank Enrollment FormsD. Work Location ListsE. Membership Processing InformationIII. First Steps in Membership ProcessA. Sort pre-printed cash renewal forms by worklocations.B. Count enough blank enrollment forms and IDcards for nonmembers at each school.C. Give ARs the above forms, work location list,and a copy of the Association RepresentativeHandbook.D. Train ARs in distributing, completing, andreturning the forms to the membershipchairperson.40

I. How Dues Are EstablishedThe AEA constitution provides that the annual dues of allactive members shall be one half (1/2) of one percent of theaverage teacher’s salary in Alabama. The average salaryinformation is taken from Estimates of School Statisticscompiled by the NEA. Dues of educational supportprofessional members are one-half that of active members.AVOTE contributions of $36.00 per member are included inthe dues. AVOTE contributions are used for political action. Ifa member does not wish to participate in AVOTE, he mustsign a form indicating a desire not to be a member of AVOTE.II. Continuous Payroll Deduction Process(CPD)1. The first year, the member signs a Continuous PayrollDeduction membership form (CPD). No furthersignature authorization in succeeding years is necessary.2. Each year thereafter the information about thecontinuous member is verified, i.e., address,employment status, etc., by payroll officers and returnedto AEA.3. In the event a continuous member desires to cancel his/her CPD status, the member must do so in writing toboth the local association and the employing board/institution on or before September 15 of any succeedingyear.4. Members preferring to pay their dues by cash may stilldo so.5. The number of deduction periods (nine or more) will bedetermined cooperatively by local associations andemploying boards or institutions.6. Beginning October 1, 2001, Act No. 2001-960 becameeffective that allows open enrollment in all schoolsystems. Therefore a member may be added to CPD atany time during the year.Additional Dues InformationIII. Payroll Deduction LawAct No. 2001-960 Section 16-22-6, Code of Alabama 1975, isamended to read as follows:(a) Each local board of education and certain postsecondaryinstitutions shall adopt policies or regulations which willprovide for deductions from salaries of its employees orgroups of employees whenever a request is presented tothe board or postsecondary institution by the employeesor groups. The deductions shall be made from salariesearned in at least nine different pay periods and shall beremitted to the appropriate company, association, ororganization as specified by the employees within 10 daysfollowing each deduction. The deductions may be madefor, but not limited to, savings plans, tax shelter annuities,the Public Employees’ Individual Retirement AccountFund, membership dues, voluntary contributions, andgroup insurance premiums. Deductions for membershipdues and voluntary contributions shall be made basedupon membership lists and forms provided by theemployees’ organization. Such lists are to be corrected,updated, and returned to the employees’ designatedorganization(s) not later than November 10 of each schoolyear. The 1982-83 membership dues and voluntarycontribution authorized, with appropriate yearlyadjustments, shall be deducted for each succeeding yearunless the employee revokes the deductions in writing onor before September 15 of that year. Voluntarycontributions may be revoked by giving a 30-day notice inwriting. New authorizations for deduction of dues,voluntary contributions, or employee savings plans, mustbe submitted to the payroll office and deductions shallbegin with the pay period next following the receipt ofauthorization. Upon termination of employment, amountsowed under the authorization of the employee shall bededucted from employee’s final pay due. With theexception of membership dues and voluntarycontributions, the board or postsecondary institution shallnot be required to make more than one remittance ofamounts deducted during a pay period for a separate typeof deduction. Health insurance, life insurance, and taxsheltered annuities shall be interpreted as separate types ofdeductions. When amounts have been correctly deductedand remitted by the board or postsecondary institution,the board or postsecondary institution shall bear nofurther responsibility or liability for subsequenttransactions. No board or postsecondary institution shallbe liable for any error when acting in good faith pursuantto this section.(b) This section shall not apply to any four-yearpostsecondary institution.41

Renewing MembersI. Renewal Rosters for CPD MembersA. Renewal rosters are alphabetical and/or alphabeticalby work location listings of previous-year memberswho authorized payroll deduction (Pay Method CodePR). Rosters will be mailed in July to boards/ payrolldepartments for processing. Any changes necessaryabout each member are entered directly on the rosterby the payroll officers or the local membershipchairperson/committee.B. School system payroll officers or the local membershipchairperson/committee will verify and return toAEA the white copy of all computer-printed rostersthat list the continuing payroll deduction members.The payroll office should retain a copy and give one(1) copy of the verified roster to the local associationfor its records.C. If the local association membership committeeprocesses the roster, then they must give a copy of theroster to the payroll office.II. Cash Renewal FormCash renewal forms are computer-printed only formembers who paid dues by cash the previous year.A. The member should be asked to verify and change orenter any information that is necessary, e.g., marriedand changed name and address.B. If the member is no longer employed in your school,return the form to your local officers who will forwardthe form to the proper association representative atthe new school.C. If the member wishes to change from cash to payrolldeduction, be sure the Method of Payment is changedfrom Cash/Check to Payroll Deduction and themember signs the form authorizing CPD. If the memberrenews by cash and does not wish to contribute $36.00to AVOTE, change the dues amount to $232.50 foractive or $116.50 for ESP members.D. Collect all forms and checks, leaving the first three (3)copies together to give to the designated local officer.Give the gold copy to the member.E. Cash Forms: Send directly to AEA the first two (2)copies of all forms. Complete a transmittal form andattach one check in full payment for all forms enclosed.F. IMPORTANT! Cash enrollment/renewals must beaccompanied by full payment for all forms sent to AEA.Send only one (1) check in full payment for all “cash”memberships. Do not enclose local dues with paymentsfor “cash” members.G. All “cash” enrollments (accompanied by full payment)must be received at AEA by October 1.Super Rep HelperAs an AR, you may be called upon for advicewhen trouble is brewing or when disciplinaryaction is in the works. Try a 10-minute meeting togo over these tips for members before troublestarts:• Remain calm and courteous.• Ask that another member or witness bepresent.• Listen carefully to any accusations and then askfor time to think before responding.• Get help. Call your association representative.Don’t admit guilt or accept any blame. Don’tmake any verbal agreements. Don’t agree to payany expenses.• Contact your UniServ office or Directorimmediately.• Avoid public statements.• Don’t discuss the matter with anyone but yourassociation rep., your UniServ Director, or anassociation assigned attorney.• Keep copies of all correspondence and papersrelating to the situation.• Make written, dated records of any conferenceswith administrators, including names of witnessesand others involved.42

Submitting Forms toPayroll Office and AEAby DeadlineTransmittal Forms1. Transmittal FormSend two copies of the Transmittal of MembershipEnrollments Form for all payroll deduction and cash members(attach one check for all cash members).2. Monthly Dues Payment FormIf the association sends to AEA the monthly dues deducted,complete a Monthly Dues Payment Form and send with eachmonthly payment for payroll deduction members. Do not sendlocal dues to AEA.3. Termination/Cancellation FormComplete this form for members whose employment wasterminated the past month.4. Political Contribution Forms – NEA Fund forChildren & Public Education (NEA FCPE)If the association sends to AEA the monthly dues deducted,send the following forms:a. NEA FCPE Transmittal Formb. NEA FCPE Monthly Payment Form: Make one checkpayable to NEA FCPE. Mail all checks to NEA FCPE,P.O. Box 4297, Montgomery, AL 36103.c.All payments received for payroll deduction must includean itemized list of persons making the contribution andtheir deduction amount. This list must balance with thecheck amount enclosed.DeadlinesSeptember 10Monthly payments for payroll deduction members mustbe sent to AEA within ten (10) days following thededuction. Final payment of dues must be received atAEA not later than September 10 of the following year.October 1All “cash” enrollments (accompanied by full payment),new payroll deduction enrollments, and all rosters mustbe received at AEA by October 1.ReminderNo enrollment or renewal forms or dues money should besent directly to AEA by individual members. No local duesshould be sent to AEA. All NEA FCPE contributions must betransmitted to AEA within one week after the money isreceived by the local association or deducted by the payrolloffice.The AssociationRepresentative is:• a communicator between the work sitemembers and the associationgovernance bodies;• a listener and a sounding board for theassociation;• a motivator who champions work siteconcerns;• a siren sounding the call for memberaction;• a pied piper unifying members aroundthe association flag;• an itch - raising questions - stirringmembers - sometimes disturbing them,but always keeping them awake;• most of all, a friend who remembersthat whatever is important to amember is important to theassociation representative, too.43

ACCESS ProgramACCESS ProgramACCESS is a group discount program created specially forAEA members. Printed right on your membership card,the Access logo is honored at over 250,000 locations,saving you up to fifty percent on purchases you make everyday.How does it work?1. Find offers from participating merchants in your area.Login to the members-only portion of the AEA Website, www.myaea.org, using your ID number on yourmembership card. Then, browse the online savingsdirectory of participating merchants by entering thecity or ZIP code where you are – or plan to be. You’llinstantly get a list of discounts and special offers in thatarea.2. Redeem your offer. Click on a merchant from your listand follow its redemption instructions.Note: Some merchants may ask for a coupon whenredeeming your discount. These merchants are clearlyidentified in your search results by the words “couponrequired.” To get your coupon, click the merchant’s namein your search listing, then click the “print coupon” icon onthe following page.3. Enjoy the savings. With your membership card, youcan receive discounts on:• Fast food• Movie tickets• Hotel rooms• Vacation packages• Casual dining • Video rentals• Golf• Family entertainment• Dry cleaning• Auto service & repair• Luxury cruises • Outdoor recreation• Ski passes• Health products• Beauty products • Computers and more!Super Rep HelperA wise association rep once explained how heremained fresh and enthusiastic – even into June.Moreover, membership and unity in his buildingwas high year after year. He explained: “I may carrythe title and get the phone calls, but I let others helpme with the work.“The secret is three easy steps. First, I’m not afraidto ask and I don’t apologize for asking for help. Iknow it will take a little time, but I’m not asking themto take on the world. I’m asking them to dosomething important – for themselves and themembership.“Second, I always ask them to do something small.I don’t ask them to prepare and run the meeting. Iask if they can get the coffee ready by 3:45. And I asksomebody else to make sure the cups and stuff areready. I ask somebody else to take notes. Then I asksomebody else to clean up afterward.“And the most important step,” concluded theassociation rep, “is to thank the member for helpingyou. This ensures he/she will help you again, andmaybe next time you can ask for a little bigger task.”44

Frequently Used Addresses,Telephone & Fax Numbers& Web AddressesAlabama Education Association422 Dexter AvenueMontgomery, AL 36104P. O. Box 4177Montgomery, AL 36103-4177Toll Free Number: 800.392.5839Direct Number: 334.834.9790Fax Numbers: 334.262.8377334.265.8132 [Research]334.263.5913 [Field Services]334.834.7034 [Legal Dept]334.262.1226 [Business Office]Web Site: www.myAEA.orgNational Education Association1201 16th Street, N.W.Washington, D.C. 20036Direct Number: 202.833.4000Fax Number: 202.822.7767Web Site: www.nea.orgNEA Southeastern Regional Office1745 Phoenix Blvd., Suite 330Atlanta, GA 30349Direct Number: 770.996.9047Fax Number: 770.996.2212NEA Member Benefits900 Clopper Road, Suite 300Gaithersburg, MD 20878-1356Toll Free Number: 800.637.4636(M-F 8 a.m.-8 p.m. – Sat. 9 a.m. -1 p.m. ET)Web site: www.neamb.comAlabama State Department of EducationGordon Persons Building50 North Ripley StreetP. O. Box 302101Montgomery, AL 36130-2101Direct Number: 334.242.9700Fax Number: 334.242.9708Web site: www.alsde.eduAlabama Education Retirees Association828 Washington AvenueMontgomery, AL 36104Toll Free Number: 800.537.6867Direct Number: 334.262.4177Fax Number: 334.262.6002Web site: www.aerainc.orgAlabama Teachers’ Retirement System201 South Union StreetMontgomery, AL 36104Toll Free Number: 877.517.0020Direct Number: 334.517.7000Fax Number: 334.517.7001Web Site: www.rsa-al.govGovernor of AlabamaAlabama State Capitol600 Dexter Avenue, Room N-104Montgomery, AL 36130Toll Free Number: 800.591.4217Direct Number: 334.242.7100Fax Number: 334.353.0004Web Site: www.governor.state.al.usAlabama SenateState House/Senate Chamber11 South Union StreetMontgomery, AL 36130Toll Free Number: 800.499.3051Direct Number: 334.242.7800Fax Number: 334.242.8818Web site: www.legislature.state.al.usAlabama HouseState House/House Chamber11 South Union StreetMontgomery, AL 36130Toll Free Number: 800.499.3052Direct Number: 334.242.7600Fax Number: 334.242.4759Web site: www.legislature.state.al.us

Alabama Education Association422 Dexter Avenue [36104] • P. O. Box 4177Montgomery, AL 36103-4177334.834.9790 • 800.392.5839www.myaea.orgARHB5M0612