ASSOCIATION REPRESENTATIVE HANDBOOK 2012-2013

ALABAMA EDUCATION ASSOCIATION

Every Child . Every Opportunity

2012-2013 association representative handbook 1

Leadership Information This Book Belongs To Name ________________________________________________________________________________________ Street ___________________________________________________________________________________________ City ______________________________________________ State _______________ Zip ____________________ School Building/Work Site ___________________________________________________________________________ Address ________________________________________________________________________________________ Home Telephone _____________________ Work Telephone _______________________ Fax ______________________ E-Mail Address __________________________________________________________________________________ UniServ Director______________________________________ Phone/Fax ____________________________________

Local Association Leaders President __________________________________________ Vice President ______________________________________ Secretary __________________________________________ Treasurer __________________________________________ Membership Chairperson _____________________________ Other __________________________________________

Phone ______________________________ Phone ______________________________ Phone ______________________________ Phone ______________________________ Phone ______________________________ Phone ______________________________

District’s Members on AEA Board of Directors (1) ___________________________________________________ (2) ___________________________________________________ (3) ___________________________________________________

Phone _______________________ Phone _______________________ Phone _______________________

Alabama’s NEA Directors (1) ___________________________________________________ (2) ___________________________________________________ (3) ___________________________________________________ (4) ___________________________________________________

Phone _______________________ Phone _______________________ Phone _______________________ Phone _______________________

Alabama Education Association Headquarters in Montgomery To call AEA: 1.800.392.5839 • 334.834.9790 To 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: 334.242.7800 To leave a message with my representative in Montgomery: 334.242.7600 To call NEA in Washington, D.C.: 202.833.4000

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To Fax NEA in Washington, D.C.: 202.822.7767

The Association Rep The Association Representative (AR) is the vital link in the United Education Profession. Ideally, the AR is elected at the building/work site level by the 10 members that he/she will represent at governance meetings of the association. In some locals, the AR is not a part of the governance structure but serves primarily as a communicator between the work site members and the association’s leadership. One major responsibility of the AR is to continually recruit members. While the major membership campaign occurs at the beginning of the school year, the AR must continue to contact new employees as they are hired and recruit them to be association members.

Table of Contents 2012-2013 Membership Materials 2 Roles of the Association Leader 3 Growth Checklist 4 Prospecting & Planning 4–7 Recruiting 8 – 20 Orienting 21 – 26 Involving 27 – 32 Renewing 33 – 43 Access Program 44 1

2012-2013 Membership Materials For 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 Guide

B. For New Members

› AEA Pocket Calendar



› AEA Promotional Educator/ESP Brochure



› Liability Insurance Policy

C. Association Representatives/ Local Executive Boards

› AR Handbook



› AR Door Sign



› PR&R Handbook

› Questions and Answers about Liability Insurance

D. For New Employee and NonMember Recruitment Purposes

› Educator Handbook/ ESP Handbook/ Administrator Handbook

› Auto Decal



› MAPP Brochure



› PR&R Handbook



› Safe Schools Guide

Super Rep Helper tips are included throughout this handbook to help you handle your job as Association Representative. To get a jump on good ideas to help you in your role, read ahead. Remember, the best idea is one that works for you – whenever it works!

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› Enrollment Forms

› AEA Promotional Educator/ESP Brochure › AEA Member Guide

Super Rep Helper Try regularly scheduled short (10 minute) meetings on single topics rather than long ones covering many topics. Let members know what the topic will be. Give them information they need for decisions in advance. To add more meaning, let your members make at least one decision at the meeting.

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Don’t forget to: • Start on time; • Stick to the topic, don’t get sidetracked; • End on time. • Remember, if there’s nothing important to talk about, don’t meet just for meeting’s sake!

Roles of the Association Leader Leader

Mediator

› Leaders are developed in action, not through training.

› Listen.

› Continue to learn, grow, and stay involved.

› Practice techniques for dealing with difficult people.

›

You can’t be afraid to take risks.

›

Don’t judge; get both sides of the story.

›

Confront problems, don’t ignore them.

›

Offer suggestions to resolve the problem.

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Be visionary. Think “outside the box.”

› Help each party understand the viewpoint of

›

Know when to “step in” and when to “step out.”

›

Lead by example.

Organizer ›

Maintain a resource file for your members.

› Report your members’ concerns and issues to the

the other party. › Look for “win-win” solutions, and find ways for both parties to “save face.”

Recruiter

› Be first to welcome new employees, then follow up by

association. ›

Never tell a member, “I can’t help you.”

›

Promote the association at EVERY staff meeting.

› Help members understand the advocacy role of the

inviting them to join. › Know how to enroll new members and have materials handy. › Be able to answer the “hard questions” and refute

association. › Seek members’ advice and input on issues pending before the association.

Communicator

› Be the “vital link” – maintain two-way communications

myths about the association. ›

› Ask EVERY nonmember to join.

Advocate

› Be the “eyes” and “ears” of your members and the

between your members and the association. ›

Distribute newsletters and other information.

› Establish an association bulletin board and keep it current. › Set up e-mail distribution list for members (and for nonmembers). ›

Speak at EVERY staff meeting.

› Communicate all business transacted at association meetings to your members.

Election Coordinator

› Read and understand election rules and all local policies governing elections.

Know the “selling points” of the association.

association. › Be ready to represent members with an administrator. › Publicize association victories to your members. › Know the laws, policies, and procedures. ›

Involve others in association tasks.

› Attend association meetings and training (local, AEA, NEA) and share what you learn. › Ensure that members receive fair treatment. › Recognize the difference between a gripe and a grievance. › Call your UniServ Director for assistance when needed. › Tell members to never resign until they have received advice from the AEA UniServ Director and/or attorneys.

› Follow directions carefully. ›

Maintain integrity in all aspects of elections.

› Be prompt and accurate. › Ensure that all members have the opportunity to vote by secret ballot. › Know and follow your association’s rules regarding campaigning. 3

Alabama Education Association

Critical for Growth Checklist for Local Associations  Develop a membership plan and incorporate in local association budget.  Select Association Representatives at each work site in the ratio of at least 1 to 15.  Train, inform, and orient Association Representatives at every work site.  Develop and maintain non-member lists for each work 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 competing organizations and privatization advocates.  Recruit and train volunteers.

 Identify emerging leaders.  Build relationships with new employees, student teachers, and substitutes (mentoring, orientations, workshops, utilize retirees).  Meet with members and potential members (orientations, inservice, institute, association meetings, grade level, committees, board meetings).  Contact building level membership recruiters weekly during membership campaigns.  Build a relationship with students majoring in education and/or begin a Future Teachers of Alabama club.  Recognize and reward membership recruiters (banquets, newsletter spotlights, certificates, appreciation day).

Prospecting & Planning

Gathering, Targeting and Qualifying Names of Prospective Members

Structure for Membership Program 1. President 2. Membership Chairperson 3. Membership Committee 4. Association Reps and Others 1. 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 committee will 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 also be enlisted for the campaign. 4

Membership Campaign Goals: 1. To maintain all current members. 2. To turn potential members into actual members. 3. To deal with member concerns, showing that you want them to be satisfied members. 4. To involve every member in association activities. 5. To make membership recruitment and maintenance your association’s top priority all year long. 6. To make all members aware that membership recruitment and retention is everyone’s job.

Objectives: 1. To emphasize membership (growth and need for active members) at all meetings. 2. To provide membership reports.

3. To budget for an annual membership recruitment training session. 4. Plan and budget for rewards and recognition for all successful efforts. 5. To make it your goal to get people to want to join the association.

Setting Targets: After initial enrollment has concluded: 1. Target work sites with greatest potential. 2. Then, send a personalized letter or phone call to the targeted non-member. 3. Set up a meeting of the target group. 4. In a large local, divide your targets into geographical regions. 5. Then, plan work site visits for the target group.

Plan to Succeed Step 1:

The UniServ Director will meet with the local officers and membership chair in the spring at which time they will set goals and take note of problems or projects that need to be addressed by the local membership committee.

Step 2:

The president will organize a membership committee prior to summer break and make a list of potential membership committee members (ARs) from various schools, grade levels.

Step 3:

The president will read through the entire Association Representative Handbook, marking or making notes in preparation for the committee meeting.

Step 4:

The president will set a May meeting with the committee to design a plan for the summer and the school year and invite your UniServ Director to this meeting or meet with him or her shortly thereafter to go over 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 be completed. • Funds needed and available for each activity. Critical components . . . • Selecting and contacting building level recruiters in May (usually the Association Reps) • Conducting training session(s) for ARs at least two weeks prior to the starting of school • Rewarding and recognizing recruiters • Organizing materials prior to meetings • Communicating with potential members

The main reason people do not join is because they are not asked. 5

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Name of Member

Years in System

Current Assignment

AVOTE

NEA/FCPE

Phone Number

____________________________________________

Work Site: ____________________________________________________________

Association Representative:

A Sample Member Roster



E-mail

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12.

Years in System

Current Assignment (permanent or temporary)

Category Possible Objection to Joining Code

(Note results briefly on reverse)

Dates of Four Contacts

_____________________________ Phone: ________________________________

Work Site: ________________________________

• Category Key Code - NE = New Member; DO = Dropout; HO = Holdout; CO = Competing Organization

11.

10.

9.

8.

7.

6.

5.

4.

3.

2.

1.

Name of Potential Member

Membership Coordinator:

Membership Recruiter: ___________________________________

A Sample Potential Member Roster

Recruiting

Asking Prospects to Join their Commitment to the Organization

The Membership Recruiter

The membership recruiter is the organizer or salesperson, the one who actually makes contact with potential members. The entire membership recruitment system is built on the concept of choosing the right person to do each job every step of the way. Remember, everyone – from the newest member to the local president – may act as a membership recruiter. The membership coordinator, members of the membership committee, or representatives of the state association train membership recruiters. Membership recruiters work together as a team at the work site. One responsibility for recruiters is to find out all they can about the potential member as a person – likes or dislikes, goals, concerns, desires, pet peeves, key issues. The recruiter’s most important job is to make contact with and get to know the potential member.

Then and only then can the team create and implement a convincing plan that will entice a potential member to join the association. The recruiter may follow through personally or may ask someone else to follow through (based on personal friendship, personality, or other considerations). Ultimately, the membership recruiter builds value in the association and asks everyone to join. The work site recruiter must also be certain to keep accurate membership records, report regularly to the local membership coordinator, and transmit all forms or cards on time. After the first week of each academic year, the recruiter transmits forms as soon as new members sign up.

The recruiter’s most important job is to make contact with and get to know the potential member.

Developing a Local Strategy

There 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 building level. Pick the best people to do the job.

• Organize a local campaign. The membership chairpersons and association representatives (ARs) must get together, establish a timetable, develop strategies, and select materials. The strategy might include approaching the nonmembers first to establish a record of early successes.

• Analyze 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.

• Assign 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 a stranger.

• Let the recruiter know that there are many ways to recruit the nonmember. For example, the recruiter may not feel adequate enough to “close the sale” but may feel quite comfortable bringing the nonmember to a social event. Ideally, the recruiter should be able to enroll the nonmember, but that is not always possible. There is nothing wrong in asking for help.

• Plan the strategy for each nonmember. Present the right materials, arguments, and programs that satisfy his

or her interests. Provide for follow-up activities so that all unresolved questions can be answered. Plan three or four 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 the pertinent data. Thank the new member, and then send a follow-up welcome letter from your president.

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Membership is the Lifeblood of the Association Membership is the source of our support – both financial and personal – and the acknowledgement by the members that their interests are being represented. Membership does not merely happen. It must be promoted and maintained by association officers and representatives 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, positive relationships, 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 quickly as 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 source of 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 the association 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 individually and 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 asked to do so. The best time to recruit these people is during the year (not during September when you are recruiting the new employees). Remind them occasionally during the year that the association lobbied for their salaries and fringe benefits, 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 Approaches Avoid questions like “Would you like to join?”

 Instead, introduce services and hand them a membership form and a pen.

Be optimistic about what the association can accomplish.

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 ensure your family’s security?”

Convey a friendly, helpful attitude.

Regardless of what is said, keep your cool. Exude  confidence and enthusiasm.

Handle criticism by putting it to work.

“I am awfully glad that you are as concerned as I am about that problem." "You are just the person to chair a committee I am forming to correct that problem.”

Working in pairs works better. Consider the value



of working in pairs. A colleague who has personal credibility, or who is an avid association member, can often make a big difference in the success of the discussion.

It’s in the member’s best interest. Membership is in the employee’s best interest. It counts when the association lobbies local boards of education for policy change. It counts when the state and national organizations lobby successfully for education change. It really counts when the individual is in a jam and needs legal assistance. There’s a great deal more at stake than just more members – the individual member’s welfare is at stake.

Brochures are only a means to an end.

 The material supplied by AEA to assist in membership promotion is only a means through which you can begin discussion with potential members. By itself, it is not the way to promote membership. When possible, give Stress the fact that the reputation of the local grows material to each potential member and discuss it. Call as does its size and success. Each member attention to specific benefits or programs that might be contributes to that reputation. important to the potential member. Above all, follow a Present a membership form each time. timetable for distributing material. A volume of material Always hand them a pen. handed out at one time in a mailbox probably won’t be read. Use well thought-out follow-up techniques.

When necessary, assign a different person to go back on the second contact.

Answering the Hard Questions 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 an investment in their future welfare. For free legal protection, negotiations service, discount economic services, that is a pretty small investment. In fact, many members who take advantage of all the association special service programs, are making up all or most of the cost of their dues in money savings, not to mention higher salaries and better fringe benefits. They cannot afford not to join.

Q. “All of that is well and good, but I just don’t believe in joining anything. Why should I join?” If that is how everyone felt, we would still be paying A. 

reasons? Until employees organized and lobbied collectively, where were salaries and benefits going? Until employees organized and entered the political arena, how many “letter writing campaigns” ended up in legislative wastebaskets? While some people say they do not like to join organizations, not too many people want to turn back increases that association lobbying has won. In short, some people would prefer to have it both ways – getting the benefits without the membership fee. Maybe it is time you gave some thought to supporting the organization that supports you in almost everything that affects your career or your teaching.

taxes on tea from England. Until employees organized and won tenure, how many were dismissed for unfair

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Answering the Hard Questions

Q. “Why are dues so expensive?” Q. “ Why should I join? I will get all the salary benefits anyway?” A. Dues are not expensive. When the cost of protecting and improving one’s livelihood is compared with other costs A.  Maybe. School boards are getting more and more we incur, the association dues are a tremendous bargain. In fact, in light of what our members need and want, the dues may be too low.

Q. “But I will not really have a voice in what the association does. Right?” A. Wrong. You have a voice and a vote every time your local takes action. You also have direct representation on the state delegate assembly, executive committee, and national representative assembly through the representatives you elect to office. Alabama also has four representatives to NEA’s Board of Directors.

Q. “I do not see what AEA or NEA does that the local association cannot do . . . would it not be better to spend my money for a local association?” A. If the local association were to attempt to provide legislative contacts, local dues would (probably) be $600. Legislation is not produced just by writing letters to your legislative representative. It takes a powerful lobby team in the state capitol, too. A great deal of the information used by local associations is obtained (without charge) from AEA and NEA. Someone could be employed to gather these statewide statistics, but I doubt that many would want to foot the bill. NEA has been directly involved in association problems in many state, regional, and county workshops and conferences. AEA and NEA staff also participate in activities including crisis support, curriculum development, special services, membership promotion workshops, public relations support, and organizing workshops.

Q. “ What if I do not agree with things the association does? A. Fine, that’s your privilege. But can you honestly say that

sophisticated and want to know how many people the association represents. Representing some of the employees is not enough. Eighty percent is not enough. Is the association representing the overwhelming majority, if not all, of the people? If not, we all might lose in lobbying efforts this year. Joining shows the school board that all of us are together behind negotiations.

Q. “My wife (husband) also teaches. Why should 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 other is covered. The same thing applies if one of you needs legal assistance. Membership benefits come with membership. Unless both of you join, you are only giving half of your support to your own cause. We need strength and numbers in local negotiations and in state and national lobbying. Both of you have a big stake in the success of your association. Both should support it.

Q. “ Why should I be involved in politics? I do not believe school employees should be involved in politics.” A. You have a right to believe that, and you have a choice

whether you want to contribute to the political action fund. You should know, however, that being in politics makes a difference. You only make things better when you work to make them better. Staying out of the system means you are ignored by those in the system. We aren’t being ignored by politicians anymore.

you agree 100% with every activity of both the Senate and House of Representatives? You do not withhold your membership from these groups with which you do not agree 100%, nor do you give up your voting franchise. 11

Finally, consider some arguments for the Every employee not joining gives the school board some hope that many employees really are not behind the association. That can hurt everyone. It can mean the difference between an agreement reached reasonably and a school board that does not listen to its employees. People who do not join are freeloading off those who do. Those who join pay to support services for nonmembers. If nonmembers do not want to join, would they be willing to turn their salary gains back to the association to be distributed to the members who paid the freight? The same reasoning applies to employees protected by tenure and to employees receiving higher salaries because of money coming to the district from the state.

chronic nonjoiner...

Members paid for the political action, lobbying services that made those statewide gains possible . . but everyone got the benefits. At some point, straight talk is needed with the chronic nonjoiner. Whether that nonjoiner wants to admit it or not, he or she is a parasite living off the commitment of others paying to support a strong organization. Whether they want to admit it or not, they are a possible reason why local school boards feel they can ignore legitimate employee demands. In short, we are all in this together; and the decision of one person to stay out of the organization has an impact on all of us. Maybe it is time we made that clear to nonmembers.

Important Tips for Success! Always try to . . . • Make appointments to discuss membership at a time when full discussion of issues is possible.

• If you cannot get membership at first discussion, make an appointment for another before leaving. Do not leave the membership application. Take it with you and make another appointment to meet again.

• Ask questions designed to involve the listener in thinking about the situation.

• Forward membership immediately to the local membership chairperson.

• Listen carefully to learn biggest problem(s) or interest(s).

• Help potential members find information they seek.

• Have a membership application with you. • Know your prospective member.

• When you find the key issue, stick with it.

Avoid...

• Show your personal conviction for membership.

• Knocking competing organizations.

• Be prepared to answer predictable questions.

• F  lat contradiction. (You have a point there, but . . .)

• Work in pairs, but do not “gang up” on the nonmember.

• Entering into arguments. • Giving up after one try.

• Try to learn something about the potential member’s interests prior to meeting. • Enlist help of those members who have a good rapport with a specific potential member.

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• Begging for membership.

• Being afraid to ask. (You are serving the best interests of the potential member.)

• Ask for suggestions for improving the organized profession (make written notes).

• Dealing in personalities.

• Enlist the help of those who enroll to get other potential members to join.

• Confronting a group of nonjoiners about membership. Talk individually.

• Arguing in front of a group.

Why people join the Association Someone asked.

Few people join an organization without being asked. School employees will join the association when a knowledgeable and credible recruiter convinces them that their employment interests are best served by joining.

Protection.

Public school employees are very much aware of the many demands being placed on today’s school systems. They know that their job security, salaries, fringe benefits, and working conditions will be protected and improved only through an organization that fights to enhance their careers.

Professionalism.

Many school employees know that their professional interests can be advanced by adding their strength and numbers to the association’s longstanding commitment to the goals of American education. They join to continue that commitment.

A special service.

Some people join the association to take advantage of one or more of the Association’s special services made available through the purchasing power of the association’s broad base of membership. These services can save members a great deal of money especially when they use one or more of our special services.

What do I get for my dues? This question should not be answered as if the • Protecting employment rights. member is purchasing a consumable commodity. • Supporting programs to improve Membership in a professional association is not a member economic welfare. purchase. Dues are the member’s share of the costs of implementing the association’s programs that protect • Promoting and safeguarding education and advance the employee’s interests. “What do I get for my dues?” can be answered tactfully by referring the member to the basic core of the association’s programs. “What do I get for my dues?” must be balanced against similar questions if they were to be raised in other parallel situations, for example:



and working conditions.

• Keeping the members informed. • Enhancing professional development. • Seeking public support of the schools by advancing the cause of public education.

Question Response What do I get for my life insurance premiums?

An estate for my relatives when I die.

What do I get for my home insurance premiums? Nothing, unless my home burns down or if I suffer some other covered loss. What do I get for my automobile insurance premiums?

Nothing, unless I have an accident.

What do I get for my dues? Literally thousands of volunteers and professionals working on my behalf at all levels of government to protect my job, to increase my salary and fringe benefits, to protect my retirement system, to make my views known at all levels, to make my job easier to do and more rewarding as an occupational choice, in short – Career Insurance. 13

Frequently Asked Questions About AEA Membership Q. How much are dues? A. The dues are ______ per paycheck and are taken out through payroll deduction. They may be tax deductible. 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 automatic with NEA because of legal services funding and other services. You cannot join one without the other. Q. Do I have to pay back dues when I join? A. If you join AEA during the course of the year, you don’t have to pay back dues. Dues are deducted beginning with the next available payroll cycle after the membership application is submitted. Q. What is the grievance process? A. It is a process used to resolve contractual disputes with an administrator. A UniServ Director will guide you through the grievance process if the dispute cannot be resolved. Q. What is the benefit of joining AEA? A. AEA is the official education organization for teachers, support professionals, and retirees. AEA  offers expert representation in job-related matters. AEA offers vendor benefits at a discounted rate. Q. Is AEA a union or professional organization? A. AEA is both a professional organization and a union. AEA lobbies the Legislature for benefits and represents you in disputes with your school system, while at the same time offering its members professional development workshops and discounted benefits with vendors and local businesses. 14

Q. Does AEA support bad teachers? A. AEA believes all teachers have the right to due process when accused of violating their contract or 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 to provide information and assistance regarding the many requirements/responsibilities that are placed on a new teacher. Information about the contract, licensing, classroom observations and evaluations, and supervisory conferences can be obtained from an AEA UniServ Director via e-mail, telephone, or face-to-face contact. If necessary, AEA, through the NEA’s legal services program, provides an attorney for job-related legal matters.

Super Rep Helper

By now, you probably feel pretty busy doing your AR job. Good. That means you’re not just sitting around waiting for things to happen to you. Maybe now is the time to let your members help you. The key is to ask them personally to help in association activities. Members can help you and feel good about helping their association, too, by • running errands on the way to work or home; • attending an association meeting in your place; • 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 or association meeting; and •  helping with any short-term idea you want to try at your work site.

Additional Responses to Tough Questions 1. “Membership costs too much. I can’t afford it.” • “How can you afford not to?” • “You pay only _____ a payday (week). What can you buy for only _____ a payday (week)?” • “The cost of membership is less than the cost of a Big Mac, a movie, a six-pack of Coke . . .” Equate the daily amount to an item it would buy. • “Money is tight for most of us. We’re all on the same salary schedule. Those of us who join think the benefits outweigh the cost.” • “Membership can actually save you money if you take advantage of AEA Member Benefits opportunities.” • Show how members save money through AEA Member Benefits group buying. •

One recruiter placed a copy of his first pay stub alongside a current stub on a sheet of paper to show how much he’d gained in salary over the years. On the same sheet of paper he wrote, “Thanks, to a large extent, to the AEA’s efforts.”

• Cite salary increases over recent years and credit association lobbying efforts. Show that dues are a good investment. • List protections and benefits members get 365 days a year for just $______ per day in dues, such things as lobbying at the state and federal levels, policy enforcement, and defense in legal cases. •

“What if you lose your job? You will need the AEA to represent you more than ever if you need your salary, medical insurance, and retirement credit from your job.”

• “You don’t wait until your house is on fire to buy fire insurance.” Equate paying membership dues to buying insurance. • NEA Dues Tab provides life insurance in the amount of your dues for continuous membership. • Personalize your message by using a member who is a single parent, new employee, or veteran member who has never had to actually “use” the organization.

2. “Why should I join? I get the benefits for nothing.” • “No one gets the benefits free. Your colleagues at the local, state, and national levels are paying the tab.” • Make a list of what nonmembers don’t get. •

Members pay dues that cover the cost of representation for all members and potential members. In addition, dues payments entitle members to vote, hold office, attend meetings, voice their concerns, and be represented on all work-related matters. The dues also entitle them to liability insurance and buying privileges reserved for members.

• “It costs money to represent employees.” •

“The time has come when members can no longer carry the financial burden of others who have failed to make the commitment to their profession. Those who oppose public education and public school employee organizations have joined forces. We can afford to do no less.”

• “We should all be working together to make our organization the very best it can be at representing all of us.” • “When you remain a potential member, you are actually working against your colleagues.”

• “If you need an attorney to defend you against charges such as child abuse, how will you pay the bill?”

• One association sends a “bill” to potential members each month to ask them to join and to remind them that it costs money to represent them.

•

• “As a member, you can take an active part in decision making. You can vote, hold office, and have a voice in a democratic, representative organization.”

Remind AEA student program members that their membership dues entitle them to a credit that will be deducted from their dues when they join AEA as active members after graduation.

• Equate dues to an investment. • Remind AEA retired members that their membership keeps them protected and involved. • “You aren’t buying services; you’re buying into a cooperative.”

•

“If something happens to you and you need the association, it will be too late to join and obtain the assistance automatically provided to association members.” continued on next page...

15

...continued from previous page

• “If everyone felt as you do, the association would not exist and you would not be able to receive these benefits.”

3. “ I don’t agree with of the association.”

affect us on a day-to-day basis. The advantages of membership far outweigh the disadvantages of one or two things with which we may disagree.”



•

“Few people agree 100 percent with the actions or positions of any group or organization. But representative government in organizations – as well as nations – depends on people who “pay their dues” and who participate in decision making. If you don’t agree with some direction the association is taking, join, become active, and work to change its course.”

•

“Our association is democratic. No member is required to agree with the majority on any issue. But every member has a chance to try to sway the majority through representative democratic governance structures.”

•

“What if taxpayers in the district could elect not to pay taxes because they objected to something or because they do not have children in public schools or universities?”

• Emphasize the democratic nature of the organization and that the association respects the opinions of those in the minority. •

Compare membership dues to taxation for services such as water, fire fighting, trash collection, parks, security. Each taxpayer pays his or her share even when he or she may disagree or not make use of some services.

•

“Each year, the AEA Delegate Assembly and the NEA Representative Assembly (RA) hold open discussions on resolutions that members initiate. The Delegate Assembly or RA votes on them.” Introduce the prospective member to his or her local representative who was a delegate to the Delegate Assembly or RA.

• Review the AEA and NEA resolutions (available to every member in the September issue of the all-member NEA Today and in the NEA Handbook, available in each UniServ office and in the first November issue of the Alabama School Journal). Have a member of the resolutions commission contact the potential member. •

“How can you get involved, be informed, or work for change if you don’t join? Wouldn’t joining and working for change be more effective than staying outside and complaining?”

• “Some positions that the association takes do not 16

• “Our enemies distort our positions.” Explain the distortions, emotional issues, and tactics of the radical right.

• “Public education is at stake.”

•

If the objection is to our protecting a “bad” employee, point out that it is our responsibility to make sure each employee has a “day in court.” Point out that rights, like laws, must be enforced for each individual or they will not exist for anyone. Cite cases.

•

“Do you agree with everything the Legislature does? But you don’t drop your citizenship, give up the right to vote, or refuse to pay your taxes just because elected officials take positions with which you disagree.”

4. “ I’d join the local (or local/state) but not NEA or AEA.” The NEA family – local, state, and national affiliates – works constantly to protect, promote, and strengthen member rights through a variety of avenues.

• 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 budget

5. “I don’t like unions.”

“What do you think of when you say union?”

• Use dictionary definition of union: join together for a common cause. •

Cite professional development, community action, child protection, help for parents, and workshops and conferences on professional issues ranging from stress and discipline to school safety, technology, and teacher quality. continued on next page...

Additional Responses to Tough Questions •

“What would be the effect if there were no union to monitor, lobby, represent, enforce policies and laws, and ensure due process?” Cite local, state, and national records.

• “Our activities are common to both unions and professional associations.” • The union’s role is to work to improve education and guarantee that everyone’s rights are respected.

6. “We shouldn’t be involved in politics.” •

“If we want to have an impact on the resources that are available to our schools and students, we must recognize that people elected to public office control those resources.”

•

“If we want modern schools, qualified teachers, and computer-equipped classrooms, we need to have people in public office who regard these as priorities. If we’re not involved in politics, public education may not be a priority.”

• Point out the resources available through the NEA Web site www.nea.org, such as “help from nea.org,” and the new member CD-ROM, “It’s All About Kids,” and through the AEA Web site www.myAEA.org.

8. “My spouse is a member. I don’t need to join.” •

“How many salaries do you and your spouse get? If one of you is a member, only one of you will get the benefits of membership – liability insurance and representation, for example.”

•

“It’s true you both can read our publications, but the percent of dues that goes to publications is minimal. So much more goes into other vital services that benefit every member.”

•

“Anti-public education attacks and antieducation employee actions affect both of you. Association activities that counter these attacks help both of you.”

• AEA and NEA do not use dues money to make contributions to candidates in elections.



• Note other couples who are both members.

• Education employees make recommendations regarding support for candidates for public office through a fair and open process.



• “Both of you get salary increases and benefits.”

• “Could either of you afford to pay for attorneys to defend yourself?”

7. “The association doesn’t do anything for kids and education.” • “The association is focusing its efforts on ways to enhance teacher quality and improve student achievement.”

• “What should we be doing?”



• “What are you willing to do?”

• Share information about local, state, and national activities to promote quality education and benefit students. • Share information on teaching and learning initiatives. • Share information about the $1 per member per year of NEA dues set aside to support the National Foundation for the Improvement of Education. •

Point out AEA’s and NEA’s many professional development and outreach activities: grants and scholarships, workshops, publications, professional standards, activities for American Education Week, National ESP Day, Teacher Day, and Read Across America.

• “There are special needs of special groups at the work site level.” • “The school system did not hire you because you are a couple. Each of you must stand on his or her own.”

9. “I don’t like (past or present) leaders.”

• “Get involved and help change things.”

• “It’s understandable that some people don’t like some people.”

• “They are volunteers.”

• “The way to influence the association and its leaders is to join and participate.” • “They are elected by means of open nominations and secret ballot by majority vote.” • “That was yesterday. What should we do about it now?”

• “What should we start/stop/continue doing?”



• “Whom would you suggest as a better leader?”

• Take the prospective member to a meeting with you.

continued on next page...

17

Additional Responses to Tough Questions 10. “We don’t need to be members this year.” • What happens in neighboring districts and states can affect us quickly – strikes, arbitration, legal cases, 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 image programs.

• Policy and laws enforcement.

11. “I’m disgruntled because of what happened in the past.”

•

“Retired people have the greatest need of all for these vital protections and services. The association monitors such things as retirement funds and insurance.”

•

“Join now and stay involved through AEA and NEA Retired. Not only will you remain a vital part of education, but the association will continue to work 365 days a year to protect your investment and your future.”

• “For now, join the group and build unity. Get to know your colleagues.” • “You’ll benefit from the support of other association members.”

Super Rep Helper

The secret for getting and keeping helpers is to ask them to do the smallest doable task for you and the association. Most people will help, but they do need to be personally asked. Here are some suggested “doable” tasks.



• “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 . . .”

• Distribute a meeting notice.



• “I know it.”

• Bring one refreshment for a meeting.



• “A lot of us used to feel that way.”

• Bring and set up items for a meeting.

• “We’re working this year so that we will be strong next year.” •

If the problem is a poor record in the past, acknowledge it if it’s true. Then move the potential member to join to help improve the situation or cite positive gains in the most recent years. “We’re making improvements now.”

• “We didn’t have the benefits of your participation in the past. What can you do to ensure better results next time?”

12. “I don’t know how long I’ll be working here.” (retiring soon) • “Your retirement income depends on salary gains these last years. We need your support to get maximum gains.” 18

• Make copies of something for you.

• Clean up after a meeting. • Post education-related articles on the bulletin 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 an event.

Membership Task and Timetable June/July

October/November

› Design and print local promotional materials.

› Contact/remind local officers and payroll office

› Call membership committee meetings; plan local



membership workshops.

› Hold local membership workshops for Association



about deadline.

• November 10 deadline for sending all enrollments and rosters to AEA.



Representatives and:



• Attach payment for all cash members transmitted.



• Distribute membership enrollment materials.

› Contact local treasurer, membership chairperson,



• Distribute promotional materials.



and payroll officer relative to:

• Plan orientation and enrollment for new employees.



• Transmittal of enrollments.



• Payroll deduction procedures.

• Discuss Continuous Payroll Deduction (CPD)  policy.



• Payments to AEA.



• Deadlines.

› Continue to sign up nonmembers and new

July/August › Hold social activity/orientation and enrollment for



all new employees.

› Begin an intensive membership campaign making



sure that all nonmembers are recruited as soon as employees report to work for new school year.

employees.

December/January › Hold a campaign to contact all new persons



employed at mid-term.

› Continue to sign up nonmembers.

› Make sure membership forms are turned in weekly. › Secure cash members’ payments and enrollment

forms.

September

February/March › Choose local membership chairperson and



committee members.

› Membership committee to plan spring enrollment

› Call a membership committee meeting to:





› Continue to sign up nonmembers and new

• Review membership results by schools.

• Communicate local monthly payroll deduction deadline requirements. › Call Association Rep meeting to discuss the follow-



up campaign.

› Secure list of any “drops”.

drive (optional).

employees.

April/May › Elect Association Representatives, officers, and



delegates and report to UniServ Director by May 1.

› Contact any “drops” for resigning.

› Plan fall membership drive.

› Continue membership campaign.

› Continue to sign up nonmembers and new

› Make sure all membership forms reach payroll

office by deadline to be included on September payroll.

employees.

› Hold membership recognition activities.

19

The Association Representative: • is a membership recruiter at her/his work site. •

helps identify other membership recruiters at the site.

•

coordinates membership efforts at the site.

• obtains needed printed materials and assistance from the coordinator, membership committee, and president to support on-site recruitment and retention efforts. • carries on continuous on-site membership retention activities, including encouraging members to get involved and keeping members informed about association activities.

The Association Representative not only recruits new members, but also encourages members to get involved and keeps members informed.

Volunteer Sign-Up Form Can 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 you and to accomplish its goals for public education. Volunteers have done everything from cooking and setting up for social 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 whatever activity comes up. Will you make a commitment to volunteer? Please complete the form below and return it to your 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 a technology. 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 association activities.) Name ________________________________________________________________________ Work Site ________________________________________________________________________ Home Phone ___________________________ E-Mail _________________________________ 20

Orienting Welcoming New Members, Solidifying the Sale, and Showing New Members How to Gain Maximum Value for Their Dues Dollars A well-planned membership campaign always starts with new employee activities to welcome and enroll the new employee. Most new employees are both nervous about their new job and anxious to “fit in” with their colleagues and have a sense of belonging.

This is where the local association can be of great service to the new employees by responding to their need for assistance in becoming familiar with their new work environment. By holding a new employee function, the association can provide valuable information to the new employee about local

school system policy and system “cultures.” It is an opportunity for new employees to ask of those already in the system the questions they need answered before the first day of work. The new employee functions also give the local association the opportunity to make the new employee feel welcome and a part of their professional organization. This is the time it is easiest to recruit new members – before they start the first day. The association becomes the new employees’ mentor and friend to see them through those first stressful days.

Sample Letter for New Employees Type letter on your official association letterhead. Handwrite notes on your own cards. Make sure spelling and grammar are perfect. Dear (Person’s First Name), On behalf of the members of the ____________________ Education Association, I want to welcome you to the education profession and the __________________ school system! ____________________ Education Association is an affiliate of the Alabama Education Association and the National 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, we want to help you get started here in (name of community) schools with some important information and with our full 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 (phone number) 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 to meet you and get you our very popular Educator Handbook, ESP Handbook, Safe Schools for Alabama’s Children, Administrator Handbook and other association materials. Welcome again to our professional family. I look forward to seeing you on (day of function)! Sincerely, (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 • Mentors

Research with newly hired employees reveals that one of the most valuable services a local can provide is a “mentor” for the first-year employee. Select mentors based on their knowledge of your community, your school system and how it operates, ability to listen, and their desire to be helpful. Just having a mentor is important, but try also to match employment area or approximate grade level, school assignment, age group. You can recruit – by personal contact – potential mentors before hiring is complete, telling them they’ll be matched as new employees are hired. A mentor is primarily an experienced teacher or ESP who the new employee can talk with about questions or concerns. The mentor should inquire periodically on how things are going for the new employee. Schedule an orientation event for new hires and their mentors. Explain about the mentoring program.

• Information Mall

Several locals hold these “malls” during in-service or shortly after school starts. Employees with fewer than four years experience are usually invited. However, other members are welcome. Booths/tables are set up for such groups as credit union, insurance and retirement representatives, local membership committees, teaching supply stores, voter registration, and more.

• New Employee Workshops (Have More Than One!!)

Provide a list of names, responsibilities, and phone numbers of persons to contact for questions about insurance, payroll problems, certification. Be sure to include the names of local leaders and the UniServ Director, 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) or luncheon. Have mentors pick up and bring new employees. Provide baby-sitting if needed.

22

• Survival Kit

These can be packed in a variety of containers including brown lunch bags, zip-lock bags. Contents could include pens, pencils, paper clips, tape, breath mints, aspirin/Tylenol, antacids, Post-It notes, AlkaSeltzer, Lifesavers, emery boards, and a card with association contacts.

• New Employee Baskets

A step above the kits, these baskets may be filled with items donated by community businesses and the association. Also include a membership form, completed as much as possible. Baskets may be hand delivered by association leaders or representatives. Enroll the member!

• New Employee Committee

Several locals have committees of fairly new employees who plan workshops for brand new employees. Several systems include workshops on school board policies, tips from veteran teachers, stress and time management. Leadership training and information on association history would also be a good idea. New employees need to be given a schedule of planned support sessions with topics at the beginning of the year. The week after report cards seems to work well in some locals.

• New Teacher Survival Store

Solicit donations of supplies from area businesses. Give each new teacher a certificate to “purchase” a determined limit of supplies. Many new teachers have joined the association just to be able to visit the survival store.

Flyers and Other Paper Messages Remember personal contact will gain members. Paper is most effective when hand delivered with a membership form – completed as much as possible. Flyers should deal with a single subject and have limited verbiage. See your local association’s newsletter editor for the latest copy of a clip art book, copy photos, or designs you can use. NEA On line also has clip art that you can download. A monthly newsletter is invaluable in communication with members about local issues.

• Series of Flyers

A local may develop a series (5-10) of flyers – each on a single issue important to potential members. Flyers can be given to recruiters for distribution to potential members.

• Testimonials

People like to read what others have to say. Do a single flyer on “What The Association Means To Me”

with the comments of 4 or 5 members. Or, do a series of flyers, each on a separate issue, with a brief informational statement followed by three or four members’ comments.

• Telegrams

Use Western Union style yellow paper to send a message to members or potential members (thanks for joining, here’s another reason to join, etc.).

• Checks

Use green paper and a simulated check to emphasize the minimum salary increase each employee received.

• Say It With Candy

Flyers may be developed to which an appropriate piece of candy is attached (Hershey’s Kiss: “Membership, How Sweet It Is!,” red & white peppermint: “You’re Worth A Mint To Us!,” Miniature Paydays: “Everyday’s a Payday with AEA!”).

First Day Inservice Activities Be sure you have something planned for that first day! Here are a few ideas to get you started: › Information & Sign Up Table

Set up a table or two with association materials (see flyers section above), a colorful banner with the association’s name and/or theme, and one or more “giveaways.” Have membership forms readily available. Have plenty of volunteers scheduled to stand behind or near the table to greet employees on the first day. The local president and membership chair should definitely be present. Check the site out in advance so everything will be well-organized and efficient. ›

Grand Prize Drawing

Purchase, or have donated, a nice door prize (television, VCR, DVD, etc.). Put into a nice bowl or funny hat all the names of people who are new

members by lunch time. Just before the break, draw the name of the lucky member. ›

Food & Drink

›

Survival Kits

›

Special Membership Newsletter

Some variation of food and drink is always popular! Make sure the association is easily identified as the sponsor. Serve juice, donuts, breakfast sandwiches, granola bars, tea, hot chocolate - even homemade coffee cakes.

See details under “New Employee Activities” and use as giveaway on first day.

Prepare a special edition newsletter well in advance. Use testimonials, a message from the president, a list of member benefits, accomplishments from last year, and enrollment information. Distribute the newsletter to all employees as they arrive for inservice. 23

Sample Flyer

You Are Invited to a Survive & Thrive for

New (or Relatively New) Employees When: _________________________________________ 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 tips

24

Sample Oral Presentation

Outline for Oral Presentation to New Members By a Recruiter I. Why Membership Is Important Personal Information/Pertinent Details (optional) II. The United Education Profession A. NEA 1. Origin 2. Important Milestones/Dates 3. Current Status a. 3+ Million Strong b. Powerful Legislative Voice (handout) c. Targeted Repeatedly 4. Structure/Governance 5. Publications B. AEA 1. Structure/Governance



2. 3. 4. 5. 6. 7.

Legislative Activity (handout) UniServ Program Benefits/Publications Divisions Reasons to Join (handout) Membership 100,000+

C. Local Education Association (LEA) 1. Role of the Local Association 2. Educators Handbook 3. Additional Handouts (optional)

D. Save money with AEA/NEA Member Benefits



E. Answer Questions

*Always have something from the association to leave with everyone.

Tips for the Association Representative › Report newsworthy local work site information to the newsletter editor. › Keep association officers and the UniServ Director aware of work site issues and concerns. › Maintain an association bulletin board at each work site and change items regularly. › Instead of stuffing mailboxes, develop a system of volunteers to help with personal contacts and personto-person distribution of association materials. Develop a team approach. Use membership recruiters and other volunteers.

› Use a buddy system. Pair a veteran member with a potential member, a member experiencing difficulties or expressing concerns, or a new employee. › Be sure to call on the local president, another officer, or the membership chairperson to help deal with problems or individual concerns when such assistance is needed. › Most of all, listen. Listen to members and potential members. Find out what their concerns are. Then and only then can you find the ways to solve their concerns and solidify membership. › Contact new employees prior to the start of the school year.

The Association Representative is the “Vital Link” between the member and the Association. 25

The Communications System To have successful membership retention and recruitment, it is important to have a good ongoing system of communications. We must tell people about the many association accomplishments at the local, state, and national levels. Here are some ways to do that: •

 regular newsletter – print, e-mail, and/or Web A page.

•

Flyers as needed.

We must tell people about the many association accomplishments at the local, state, and national levels.

• A  president’s letter about regular meetings of the governance body. • A  media relations program. Know local newspaper reporters and editors including those who work for “shoppers,” weeklies, or monthly publications and radio and television news reporters and writers. Visit them. Keep them informed of association activities and 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 cover your stories. For more information, check with AEA’s Public Relations department. •

 community relations and action program. A Maintain ongoing contacts with key community groups and individuals to enable you to get your concerns across through personal contacts or speakers bureau opportunities.

• A  ssociation Representatives or AR teams who communicate regularly with all members and potential members, sharing information and seeking to involve everyone in association activities. •

 embers must accept their responsibility to build M association membership.

Gathering and communicating information are functions best served by having a communications chairperson. A communications committee can help the chairperson. And, remember to discuss meetings afterwards with those who did not attend. Include articles in your publications about meetings to make certain everyone hears about them.

26

Super Rep Helper The most effective and efficient way to get some messages to your members is by word of mouth – especially when time is short and the matter urgent. But if you have to make a personal contact with every member yourself, you won’t have time for anything else. A little advance planning will help you, will involve more members, and will lead to increased unity and support for your association. Use your work site roster. Group members by natural organization: same grade level, same subject area, same lunch or planning time, same hallway or building floor. Have a helper responsible for each group – no more than 10 in a group. A person can contact 10 people in a short time. If more than 10, the helper will probably need two days and increase the chance that someone will be absent and miss the message. Remember, keep the message short. It’s going to be delivered orally and everyone needs to get the same message. Make sure your helpers have current phone numbers for their contacts in case the message has to be delivered in the evening.

Involving Activating the Membership and Obtaining Value by Meeting Personal and Professional Goals Through Assessing and Participating in the Organization’s Benefits, Services, and Activities

Follow-Up and Through-The-Year Activities ›

Holidays

›

›

January Push

The survey form on page 31 shows you how you may use the phone bank. It is a great tool, but feel free to modify to suit your local.

Plan for some type of member “thank you.” There’s a holiday every month to get your creative juices flowing. Candy is always a favorite. Use individual pieces of candy with a note attached, or buy inexpensive candy bowls for each teacher workroom and refill with appropriate candies near the first of each month. Plan to make one more contact to each nonmember early in January. Start the year off right – make membership the first resolution you keep, etc. ›

Association Survey

Plan and execute an all member survey to determine how your members feel about the association and its activities. Ask for suggestions.

Phone Bank

Plan a phone bank or survey to make sure each potential member has one more chance to join. View this telephone contact as almost a last resort – ­ at least three face-to-face contacts should already have been made – this is a follow-up, not a primary campaign strategy.

›

Develop Communications

Have clearly defined channels of communications for members to use as they express concerns or bring issues to the local association for action. Examples: a suggestion box at each work site or adding a time for “member concerns” on meeting agendas.

Monthly Ideas for Association Leaders Ideas for August • Get in touch with new employees before school starts. Ask them to join the association. • Place “welcome back!” stickers on each member’s mailbox before his/her first day back on the job. •  Be a “buddy” to each new, potential member. Be willing to help explain the inside story about how the building/ work site/system or institution really works. Talk about the best places to shop, dine, get a car repaired, etc. Be available.

•  Introduce yourself (or the new rep) as the association representative during the first building/work site meeting of the year. Give location or room number and home phone number. Be available. •  Set up a mini-association meeting just to introduce the new 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 know this came from their AR and the association.



...continued on next page

27

...continued from previous page

Ideas for September •  Tell members it’s time to submit resolutions and constitutional amendments for consideration by AEA’s Delegate Assembly. •  Place a note into members’ mailboxes the day before payday reminding them that their pay, personal leave days, etc., are the result of the association’s work with the Legislature and the local school board. •  Don’t forget to submit membership forms to the membership chairperson. •  Begin to plan a work site celebration for American Education Week. •  Plan anniversary date celebrations. For example, send a “silver anniversary” note to new members on completion of their first 25 days on the job and provide cookies wrapped in silver foil. Also try for a “golden” (50 day) celebration with gold foil wrapped surprises. •  Look for opportunities to invite your association president and your UniServ Director to meet with just your work site members.

Ideas for October •  Set up a work site “secret pal” system through which members give their “pals” birthday cards, holiday gifts, cookies, a flower on special occasions, etc. •  Keep your ears open. Be prepared to let the association know about the latest rumor or topic of discussion at your work site. The idea is to keep the association in touch with what members are saying. •  Follow up on membership and political action contribution drives. •  Do something sweet! See that everyone at your work site gets a little halloween treat, courtesy of you and the association.

Ideas for November •  Begin planning a holiday project to collect canned goods and/or clothing for needy families. •  Plan a work site celebration around Thanksgiving, a birthday – whatever. •  Participate in American Education Week activities and observe Education Support Professionals Day on the Wednesday during AEW. •  On election day, urge every member to vote. If necessary, arrange rides to the polls for those who can’t make it otherwise. Give “thank you” notes, stickers or gifts (candy kisses, lollipops, etc.) to those who voted. •  Befriend substitute teachers. Give each a token gift from your work site and the association. They may be full time someday, think kindly of the association, and join. •  Hold a 10-minute meeting to get member input on significant AEA Delegate Assembly amendments and resolutions printed in the first November issue of the Alabama School Journal.

Ideas for December • Don’t forget to ask someone to help you with your association responsibilities this month. • Use “thank you!” stickers or notes on lollipops, candy kisses, snack-size candy bars or packages of M&Ms after a member has done something for your building/work site. • Wish substitutes a happy holiday season. • To show unity, place a small association or UEP sticker on each member’s mailbox. • Contact employees who have never joined the association and ask them to join under the prorated dues structure.

•  Attend school board meeting(s).

‑

28

Monthly Ideas for Association Leaders Ideas for January Ideas for March • Place a “Welcome back from the holidays!” note on members’ mailboxes or work stations. • Plan a building/work site celebration around the new year or Martin Luther King Jr.’s birthday. • Sign up for membership any new employees hired for the second term. • Begin making plans in your building to observe Read Across America. • Conduct the AEA Regular Election/NEA State Delegate Election in your building/work site. • Have a work site meeting to give your members thumbnail sketches of important legislation. • Remember to submit new enrollment forms to the membership chair. • Cut out important articles from the Alabama School Journal and put on the association bulletin board. Change them each week. • Make certain that you have established a work site telephone tree so that you can communicate quickly with your members.

Ideas for February

• Participate in Read Across America, then send your Read Across America articles and pictures for publication 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 team this spring. Challenge other buildings/work sites to do the same. • March is Women’s History Month. • Read your association publications and attend association meetings. • Attend school board meeting(s). • Begin to seek potential candidates for association offices, including association rep. If you’re convinced about someone, personally ask him/her to run for office. Then, actively support your choice.

Ideas for April • Do something special for your building/work site secretaries during National Secretaries Week this month.

• Look for opportunities to invite your association president to meet with your building/work site members. Do the same for your UniServ Director.

• Personally ask some members to help you complete an association task this month. Keep it simple and short.

• February is Black History Month; plan an event to commemorate some event in black history.

• Ask members to plan to attend the AEA Leadership Conference in June.

• Continue to recruit new members. Turn forms into membership chair immediately.

• Attend school board meeting(s).

• Attend your local association representative assembly or general meeting. Invite other members to accompany you. • Do something special for your members for Valentine’s Day. • Encourage newer members to participate in “Emerging Leader” opportunities.





...continued on next page

29

Monthly Ideas for Association Leaders Ideas for April Ideas for June ...continued from previous page

• “Seek out” potential candidates for association offices, including association representative. If you’re convinced, personally encourage them to run. Then actively support your choice.

• Get firm commitments from the people who have expressed interest in attending association, UniServ and AEA workshops, including the AEA Leadership Conference.

• Participate in the AEA PR&R Conference.

• If you are an NEA delegate, attend state caucus meeting(s).

• Build a building/work site “fact sheet” listing members’ skills that they want to use to earn money during the summer. Distribute it throughout the association. • Look for opportunities for your association president or UniServ Director to meet just with your members.

Ideas for May • On a real hot day, bring something cool for your members: orange juice, soft drinks, ice cream, etc. Let them know that it comes from the association and you. • Ask someone who hasn’t done so before to help you with the end-of-the-year association duties this month. • Plan some kind of end-of-the-year celebration for your building/work site members. • Plan something special for working mothers on the Friday before Mother’s Day. • Observe Teacher Appreciation Day, usually the second Tuesday in May. • Honor retiring members and sign them up for retired association membership.

30

• Take time to personally thank each member who has helped you with association duties this year. Add something 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 your replacement the benefit of your experience, and help him/her get a good start next year.

Ideas for July • Attend your local or district Association Representative training. • If you find there are small tasks you still need to do for the association this month, use your summer roster and ask different people to help you. • No matter what your association responsibilities are this month, do something special for yourself just because you’ve done a good job as association representative for your building or work site this year. • Attend the local school system budget hearings. • If you were elected as a delegate, attend the NEA Representative Assembly. • Help with new employee functions.

Sample Phone Bank or Survey Name ________________________________________ Phone __________________________________ School __________________________________________________________________________________ Address _______________________________________________________________________________ Date Contacted ____________________ By Whom _____________________________________  ello, my name is ________________________ and I am an ESP/teacher and a member of the H ______________________________ Association. We are doing a phone survey and would appreciate your 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 to consider 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 _____ No Option? (Will you join now?) __ has joined __ will join __ may join __ will not join Comments or recommendations:

FOLLOW-UP

Letter sent_______________________________ by ____________________________________ Phone call_______________________________ by ____________________________________ Other__________________________________ by ____________________________________ List materials sent: 31

Work Site Phone Tree Makes first calls ______________________

Name

______________________

Home/Cell Phone

______________________

______________________

______________________

______________________

______________________

______________________

Home/Cell Phone

Home/Cell Phone

Home/Cell Phone

______________________

______________________

______________________

______________________

______________________

______________________

Home/Cell Phone

Home/Cell Phone

Home/Cell Phone

______________________

______________________

______________________

______________________

______________________

______________________

Home/Cell Phone

Home/Cell Phone

Home/Cell Phone

______________________

______________________

______________________

______________________

______________________

______________________

Home/Cell Phone

Home/Cell Phone

Home/Cell Phone

______________________

______________________

______________________

______________________

______________________

______________________

Home/Cell Phone

Home/Cell Phone

Home/Cell Phone

Name

Name

Name

Name

Name

32

Name

Name

Name

Name

Name

Name

Name

Name

Name

Name

Renewing

Recommitting to the Organization and Staying Actively Involved Association Reps should indicate when their school has reached 100 percent of potential. Certificates will be sent for 100 percent schools and they will be recognized in the Alabama School Journal. An outline of the 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 of potential members, number of professional members, AVOTE, NEA-FCPE, number of potential ESP members, number of ESP members, AVOTE, NEA-FCPE, requests for help or materials and 100 percent schools.

III. Friday:

UniServ Director collects information from local membership chairpersons.



IV. Monday:

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 take advantage. 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 make them aware of ways they can participate – at the building/work site level, the local association level, the UniServ district level or as a part of AEA’s wide variety of statewide 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 for Children & Public Education (formerly NEA-PAC) on the national level. Most UniServ councils offer conferences and workshops throughout the year. Topics include policy development, grievance processing, site-based decisionmaking, just to name a few. Each year the AEA Leadership Conference in June offers members three days of intensive 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/work site members. 33

Alabama Weekly Reporting System (Sample)

Monday

Teachers/ESP in Building

Teachers/ESP in Building



Teachers/ESP in Building

AR

AR

AR

AR

AR

AR

Sr. AR

Sr. AR

Sr. AR

Sr. AR

Sr. AR

Sr. AR

Wednesday senior AR collects building information

Thursday Local membership chair collects reports from senior ARs at each school

Local Membership Chair Friday UniServ districts collect reports from local membership chair

UniServ Districts Monday State coordinator collects reports from UniServ Districts for week ending the previous Friday

34

AEA Headquarters

35

__________

__________

__________

__________

__________

__________

__________

__________

2nd Week

3rd Week

4th Week

5th Week

6th Week

7th Week

8th Week __________

__________

__________

__________

__________

__________

__________

__________

Potential Professional Professional Members Members

1st Week

Reporting Date



Educational NEA FCPE Professional

Potential Support Members

__________ __________ __________ _________

__________ __________ __________ _________

__________ __________ __________ _________

__________ __________ __________ _________

__________ __________ __________ _________

__________ __________ __________ _________

__________ __________ __________ _________

NEA FCPE ESP

School Reached 100% Drops

________ _________ ________ _____

________ _________ ________ _____

________ _________ ________ _____

________ _________ ________ _____

________ _________ ________ _____

________ _________ ________ _____

________ _________ ________ _____

________ _________ ________ _____

ESP AVOTE Members ESP

Phone # ___________________ Phone # ___________________ E-mail ____________________ Phone # ___________________ E-mail ____________________

__________ __________ __________ _________

AVOTE Professional

Person to call Best time ____________________ Association President __________________________ UniServ Director ______________________________

Call by Wednesday after the first full week employees are in school.

2012-2013 Association Representatives Membership Worksheet

2012-2013 AEA Membership Categories ACTIVE Any person who has an earned bachelor’s or higher degree or who holds a regular professional certificate or a regular vocational or technical certificate and is employed in a classroom teacher, supervisory, or administrative position or who is otherwise recognized by State Board of Education regulations as a teacher in a public school, junior or senior college, or university in the state of Alabama shall be eligible for active membership. In addition, professional employees of the State Department of Education who hold earned bachelor’s or higher degrees shall be eligible for active membership. Also licensed, registered nurses employed as school nurses fall in this category.

EDUCATIONAL SUPPORT

Persons not identified in any other membership classification who are employed in school systems and who assist the professional personnel to provide improved educational opportunities may become members. Included in this classification are lunchroom workers, bus drivers, mechanics, custodians, teacher aides, school office personnel and licensed practical nurses.

PART-TIME ACTIVE AND PART-TIME EDUCATION SUPPORT PROFESSIONALS

Persons eligible for Active or Education Support Professional membership, but who by law are defined as part-time, are eligible to pay part-time dues that are one-half (1/2) the applicable active or education support professional dues. Parttime membership is available to all employees working less than 20 hours per week except adult bus drivers, who by law are considered full-time.

ASSOCIATE Any 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, but shall not be eligible to vote or hold office.

RETIRED Any retiree who was employed in public education work in Alabama shall, upon payment of dues, be eligible for retired membership but shall not be eligible to hold office except as the Retired Division representative on the AEA Board of Directors and within the Alabama Education Retired Association (AERA) division.

STUDENT Any student enrolled in teacher preparation programs in a college in Alabama may become a student member by joining through a chapter of the Student National Education Association. Student members shall not be eligible to vote or hold office except as the Student Division Representative on the AEA Board of Directors and within the Student Alabama Education Association (SAEA) division.

SUBSTITUTE An educational employee employed on a day-to-day basis is eligible for substitute membership, unless said employee is eligible for retired membership. A person joining as an AEA Substitute member must also maintain membership in NEA’s substitute membership category. Substitute members shall not be eligible to vote or hold office.

36

2012-2013 Membership Dues AEA Membership Dues (Active, Educational Support, and Retired amounts include $36.00 for AVOTE)



Active Professional

$ 268.50



Educational Support

$ 152.50



Part-time Active

$ 152.50



Part-time ESP

$ 94.50



Associate

$ 116.50



Retired

$ 106.00



Student

$ 10.00



Substitute

$ 35.00

NEA Membership Dues

Active Professional

$ 180.00



Part-time Active

$ 100.00



Educational Support

$ 107.50



Part-time ESP

$ 64.00



Reserve (Former Professional)

$ 80.00



Reserve (Former ESP)

$ 44.00



Retired (Prior to 9-1-73)

$ 5.00



Retired Annual

$ 30.00



Retired Lifetime

$ 250.00



Student

$ 15.00



Substitute

$ 15.00

37

Enrolling New Members I. Blank Enrollment Form The blank enrollment form is to be used by association representatives to enroll new members only. Use it to enroll members transferred from other school systems. But DO NOT use the form to renew members who transferred to your school from within the same school system. A. Before distributing the forms, fill in the local and work location. The member should be referred to the front of the enrollment form for other codes to be entered. Be sure that, if authorizing Continuous Payroll Deduction (CPD), the member has read the payroll authorization, checked the payroll deduction box, and has signed the form. If a member pays cash, be sure they check the cash/check box.

38

B. The correct dues for AEA and NEA should be entered on the membership form. Refer to page 37 for full dues until November 1. C. Please forward the white copy to AEA, the yellow copy to the payroll department, pink copy to the local association, and the gold copy is the member’s copy. D. All new enrollments should be sent immediately so that new members can begin receiving services.

Payroll Deduction Enrollment Form Sample ALABAMA EDUCATION ASSOCIATION 2012-2013 PLEASE PRINT LEGIBLY AND PUT AN “X” IN ALL APPROPRIATE BOXES.

SOCIAL SECURITY NUMBER: WORK LOCATION NAME

LOCAL ASSOCIATION NAME NAME: FIRST

M.I.

LAST

ADDRESS: CITY:

(

HOME PHONE:

(

(

WORK PHONE:

MEMBERSHIP TYPE: (PLEASE “X” ONE) q Active (full-time)

q ESP (full-time)

q Student

q Active (part-time)

q ESP (part-time)

q Reserve

q Substitute

q Associate

q Staff

ADMN ATHL PRIN SINT SPRV CUST GRND MECH BGOT

AEA

q Cash/Check

Administrator* Athletic Director* Principal/Assist Principal* Superintendent* Supervisor/Director* Custodian Groundskeeper Mechanic/Repairer Bldgs/Grnd Main/Repair Crvs ___ CLTR Classroom Teacher ___ INSP Instructional Specialist ___ COCH Coach

MEMBER SIGNATURE

___ ___ ___ ___ ___ ___ ___ ___

CNSL COOK DIET CSHR FSSU LPNU RGNU LIBR

___ ___ ___ ___

OCCT LIAS SEDA PPOT

EXT. NUMBER:

WORK Email:

ETHNIC 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) ___ ___ ___ ___ ___ ___ ___ ___ ___

(

HOME Email:

PAY METHOD: (PLEASE “X” ONE) q Payroll Deduction

ZIP CODE:

STATE:

ASSOCIATION

DUES AMOUNT

NEA LOCAL *ACT STATE

$5.00

*NEA FCPE *LOCAL VOTE

(*Voluntary Contributions)

POSITION CODES (PLEASE “X” ONE) ___ PHTH Physical Therapist Counselor Cook/Food Prep Worker ___ PSYC Psychologist Dietician/Diet Technician ___ READ Reading Specialist Cashier ___ ROTC ROTC Instructor Food Service Manager ___ BKPR Bookkeeper Licensed Practical Nurse ___ CAOA Clerk/Admin/Office Asst Registered Nurse ___ RCOP Receptionist/Phone Librarian/Media Operator Specialist ___ SEST Secretary/Stenographer Occupational Therapist ___ SCOT Secretary/Clerk/Admin Library Asst/ Technician ___ SCWK Social Worker Special Ed Assistant ___ SDSP Special/Develop Ed Paraprofessional/Aide

TOTAL ___ SHTH Speech/Hearing Therapist ___ CPSA Computer Prgm/Systm Analyst ___ TECH Technician (Nonmedia/ Libr) ___ MOAI Machine Oper/Assmblr/ Inspctr ___ HVAC Plumber/HVAC Mechanic ___ BTVD Bus/Truck/Van Driver ___ OTHR Other

*Directly hires, evaluates, transfers, disciplines, or dismisses.

DATE

LOCAL ASSOCIATION REPRESENTATIVE SIGNATURE

IMPORTANT: 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 these contributions for political purposes, including, but not limited to, making contributions to and expenditures on behalf of friends of public education who are candidates for federal office. Only U.S. citizens or lawful permanent residents may contribute to The NEA Fund. Contributions to The NEA Fund are voluntary; making a contribution is neither a condition of employment nor membership in the Association, and members have the right to refuse to contribute without suffering any reprisal. Although The 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 contribute nothing 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 deductible as 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 receiving donations from persons other than members of NEA and its affiliates, and their immediate families. All donations from persons other than members of NEA and its affiliates, 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 disadvantage anyone 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 $36.00 deducted, you must notify your payroll office in writing. This request can be made at anytime during the membership year. Dues payments and contributions to NEA FCPE, A-VOTE and Local Vote are not deductible as charitable contributions for federal income tax purposes. Dues payments (or a portion) may be deductible as a miscellaneous itemized deduction. Federal law requires political committees to report the name, mailing address, occupation and name of employees for each individual 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 dues as established annually and political contributions indicated above for 2012-2013 membership year and every year thereafter provided that I may revoke this authorization 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 of that 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 Members I. Importance of Membership

III. First Steps in Membership Process

Membership is the lifeblood of your association. If you are able to accomplish any of your members’ goals, you must have the power to be successful and the money to finance the effort.



A. Sort pre-printed cash renewal forms by work locations.



B. Count enough blank enrollment forms and ID cards for nonmembers at each school.

We must successfully recruit members and then we must maintain and involve these members in the association’s activities.



C. Give ARs the above forms, work location list, and a copy of the Association Representative Handbook.

II. Materials Included in Membership Packets Mailed to Locals



D. Train ARs in distributing, completing, and returning the forms to the membership chairperson.



A. R  enewal Rosters (If the board processes roster, the roster will be mailed to the payroll office.)



B. Cash Renewal Forms



C. Blank Enrollment Forms



D. Work Location Lists



E. Membership Processing Information

40

Additional Dues Information I. How Dues Are Established

III. Payroll Deduction Law

The AEA constitution provides that the annual dues of all active members shall be one half (1/2) of one percent of the average teacher’s salary in Alabama. The average salary information is taken from Estimates of School Statistics compiled by the NEA. Dues of educational support professional members are one-half that of active members.

Act No. 2001-960 Section 16-22-6, Code of Alabama 1975, is amended to read as follows:

AVOTE contributions of $36.00 per member are included in the dues. AVOTE contributions are used for political action. If a member does not wish to participate in AVOTE, he must sign a form indicating a desire not to be a member of AVOTE.

II. C  ontinuous Payroll Deduction Process (CPD) 1. The  first year, the member signs a Continuous Payroll Deduction membership form (CPD). No further signature authorization in succeeding years is necessary. 2. Each year thereafter the information about the continuous member is verified, i.e., address, employment status, etc., by payroll officers and returned to AEA. 3. In the event a continuous member desires to cancel his/ her CPD status, the member must do so in writing to both the local association and the employing board/ institution on or before September 15 of any succeeding year. 4. Members preferring to pay their dues by cash may still do so. 5. The number of deduction periods (nine or more) will be determined cooperatively by local associations and employing boards or institutions. 6. Beginning October 1, 2001, Act No. 2001-960 became effective that allows open enrollment in all school systems. Therefore a member may be added to CPD at any time during the year.

(a) Each local board of education and certain postsecondary institutions shall adopt policies or regulations which will provide for deductions from salaries of its employees or groups of employees whenever a request is presented to the board or postsecondary institution by the employees or groups. The deductions shall be made from salaries earned in at least nine different pay periods and shall be remitted to the appropriate company, association, or organization as specified by the employees within 10 days following each deduction. The deductions may be made for, but not limited to, savings plans, tax shelter annuities, the Public Employees’ Individual Retirement Account Fund, membership dues, voluntary contributions, and group insurance premiums. Deductions for membership dues and voluntary contributions shall be made based upon membership lists and forms provided by the employees’ organization. Such lists are to be corrected, updated, and returned to the employees’ designated organization(s) not later than November 10 of each school year. The 1982-83 membership dues and voluntary contribution authorized, with appropriate yearly adjustments, shall be deducted for each succeeding year unless the employee revokes the deductions in writing on or before September 15 of that year. Voluntary contributions may be revoked by giving a 30-day notice in writing. New authorizations for deduction of dues, voluntary contributions, or employee savings plans, must be submitted to the payroll office and deductions shall begin with the pay period next following the receipt of authorization. Upon termination of employment, amounts owed under the authorization of the employee shall be deducted from employee’s final pay due. With the exception of membership dues and voluntary contributions, the board or postsecondary institution shall not be required to make more than one remittance of amounts deducted during a pay period for a separate type of deduction. Health insurance, life insurance, and tax sheltered annuities shall be interpreted as separate types of deductions. When amounts have been correctly deducted and remitted by the board or postsecondary institution, the board or postsecondary institution shall bear no further responsibility or liability for subsequent transactions. No board or postsecondary institution shall be liable for any error when acting in good faith pursuant to this section. (b) This section shall not apply to any four-year postsecondary institution. 41

Renewing Members I. Renewal Rosters for CPD Members A. Renewal rosters are alphabetical and/or alphabetical by work location listings of previous-year members who authorized payroll deduction (Pay Method Code PR). Rosters will be mailed in July to boards/ payroll departments for processing. Any changes necessary about each member are entered directly on the roster by the payroll officers or the local membership chairperson/committee. B. School system payroll officers or the local membership chairperson/committee will verify and return to AEA the white copy of all computer-printed rosters that 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 association for its records. C. If the local association membership committee processes the roster, then they must give a copy of the roster to the payroll office. II. Cash Renewal Form Cash renewal forms are computer-printed only for members who paid dues by cash the previous year. A. The member should be asked to verify and change or enter any information that is necessary, e.g., married and changed name and address. B. If the member is no longer employed in your school, return the form to your local officers who will forward the form to the proper association representative at the new school. C. If the member wishes to change from cash to payroll deduction, be sure the Method of Payment is changed from Cash/Check to Payroll Deduction and the member signs the form authorizing CPD. If the member renews by cash and does not wish to contribute $36.00 to AVOTE, change the dues amount to $232.50 for active 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 and attach one check in full payment for all forms enclosed.

42

F.  IMPORTANT! Cash enrollment/renewals must be accompanied 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 payments for “cash” members. G. All “cash” enrollments (accompanied by full payment) must be received at AEA by October 1.

Super Rep Helper

As an AR, you may be called upon for advice when trouble is brewing or when disciplinary action is in the works. Try a 10-minute meeting to go over these tips for members before trouble starts: • Remain calm and courteous. • Ask that another member or witness be present. • Listen carefully to any accusations and then ask for time to think before responding. • Get help. Call your association representative. Don’t admit guilt or accept any blame. Don’t make any verbal agreements. Don’t agree to pay any expenses. • Contact your UniServ office or Director immediately. • Avoid public statements. • Don’t discuss the matter with anyone but your association rep., your UniServ Director, or an association assigned attorney. • Keep copies of all correspondence and papers relating to the situation. • Make written, dated records of any conferences with administrators, including names of witnesses and others involved.

Submitting Forms to Payroll Office and AEA by Deadline Transmittal Forms 1. Transmittal Form

Send two copies of the Transmittal of Membership Enrollments Form for all payroll deduction and cash members (attach one check for all cash members).

2. Monthly Dues Payment Form

If the association sends to AEA the monthly dues deducted, complete a Monthly Dues Payment Form and send with each monthly payment for payroll deduction members. Do not send local dues to AEA.

3. Termination/Cancellation Form

Complete this form for members whose employment was terminated the past month.

4. P  olitical Contribution Forms – NEA Fund for Children & Public Education (NEA FCPE)

If the association sends to AEA the monthly dues deducted, send the following forms: a. NEA FCPE Transmittal Form b. N  EA FCPE Monthly Payment Form: Make one check payable to NEA FCPE. Mail all checks to NEA FCPE, P.O. Box 4297, Montgomery, AL 36103. c.All payments received for payroll deduction must include an itemized list of persons making the contribution and their deduction amount. This list must balance with the check amount enclosed.

Deadlines



September 10

Monthly payments for payroll deduction members must be sent to AEA within ten (10) days following the deduction. Final payment of dues must be received at AEA not later than September 10 of the following year.

October 1

All “cash” enrollments (accompanied by full payment), new payroll deduction enrollments, and all rosters must be received at AEA by October 1.

Reminder

No enrollment or renewal forms or dues money should be sent directly to AEA by individual members. No local dues should be sent to AEA. All NEA FCPE contributions must be transmitted to AEA within one week after the money is received by the local association or deducted by the payroll office.

The Association Representative is: • a communicator between the work site members and the association governance bodies; • a listener and a sounding board for the association; • a motivator who champions work site concerns; • a siren sounding the call for member action; • a pied piper unifying members around the association flag; • a n itch - raising questions - stirring members - sometimes disturbing them, but always keeping them awake; • m  ost of all, a friend who remembers that whatever is important to a member is important to the association representative, too. 43

ACCESS Program ACCESS Program  CCESS is a group discount program created specially for A AEA 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 every day.

How does it work? 1. Find offers from participating merchants in your area. Login to the members-only portion of the AEA Web site, www.myaea.org, using your ID number on your membership card. Then, browse the online savings directory of participating merchants by entering the city or ZIP code where you are – or plan to be. You’ll instantly get a list of discounts and special offers in that area. 2. R  edeem your offer. Click on a merchant from your list and follow its redemption instructions.

Note: Some merchants may ask for a coupon when redeeming your discount. These merchants are clearly identified in your search results by the words “coupon required.” To get your coupon, click the merchant’s name in your search listing, then click the “print coupon” icon on the following page.

3. Enjoy the savings. With your membership card, you can 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!

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Super Rep Helper

A wise association rep once explained how he remained fresh and enthusiastic – even into June. Moreover, membership and unity in his building was high year after year. He explained: “I may carry the title and get the phone calls, but I let others help me with the work. “The secret is three easy steps. First, I’m not afraid to ask and I don’t apologize for asking for help. I know it will take a little time, but I’m not asking them to take on the world. I’m asking them to do something important – for themselves and the membership. “Second, I always ask them to do something small. I don’t ask them to prepare and run the meeting. I ask if they can get the coffee ready by 3:45. And I ask somebody else to make sure the cups and stuff are ready. I ask somebody else to take notes. Then I ask somebody else to clean up afterward. “And the most important step,” concluded the association rep, “is to thank the member for helping you. This ensures he/she will help you again, and maybe next time you can ask for a little bigger task.”

Frequently Used Addresses, Telephone & Fax Numbers & Web Addresses Alabama Education Association

422 Dexter Avenue Montgomery, AL 36104 P. O. Box 4177 Montgomery, AL 36103-4177 Toll Free Number: 800.392.5839 Direct Number: 334.834.9790 Fax Numbers: 334.262.8377 334.265.8132 [Research] 334.263.5913 [Field Services] 334.834.7034 [Legal Dept] 334.262.1226 [Business Office] Web Site: www.myAEA.org

National Education Association



1201 16th Street, N.W. Washington, D.C. 20036 Direct Number: 202.833.4000 Fax Number: 202.822.7767 Web Site: www.nea.org

NEA Southeastern Regional Office

1745 Phoenix Blvd., Suite 330 Atlanta, GA 30349 Direct Number: 770.996.9047 Fax Number: 770.996.2212

NEA Member Benefits

900 Clopper Road, Suite 300 Gaithersburg, MD 20878-1356 Toll 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.com

Alabama State Department of Education

Gordon Persons Building 50 North Ripley Street P. O. Box 302101 Montgomery, AL 36130-2101 Direct Number: 334.242.9700 Fax Number: 334.242.9708 Web site: www.alsde.edu



Alabama Education Retirees Association



828 Washington Avenue Montgomery, AL 36104 Toll Free Number: 800.537.6867 Direct Number: 334.262.4177 Fax Number: 334.262.6002 Web site: www.aerainc.org

Alabama Teachers’ Retirement System

201 South Union Street Montgomery, AL 36104 Toll Free Number: 877.517.0020 Direct Number: 334.517.7000 Fax Number: 334.517.7001 Web Site: www.rsa-al.gov

Governor of Alabama

Alabama State Capitol 600 Dexter Avenue, Room N-104 Montgomery, AL 36130 Toll Free Number: 800.591.4217 Direct Number: 334.242.7100 Fax Number: 334.353.0004 Web Site: www.governor.state.al.us

Alabama Senate

State House/Senate Chamber 11 South Union Street Montgomery, AL 36130 Toll Free Number: 800.499.3051 Direct Number: 334.242.7800 Fax Number: 334.242.8818 Web site: www.legislature.state.al.us

Alabama House

State House/House Chamber 11 South Union Street Montgomery, AL 36130 Toll Free Number: 800.499.3052 Direct Number: 334.242.7600 Fax Number: 334.242.4759 Web site: www.legislature.state.al.us

Alabama Education Association

422 Dexter Avenue [36104] • P. O. Box 4177 Montgomery, AL 36103-4177 334.834.9790 • 800.392.5839 www.myaea.org

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