association representative handbook - Alabama Education ...

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