MEMBERSHIP DATA HANDBOOK

Transcription

1 2015 User s Guide MEMBERSHIP DATA HANDBOOK Your guide to using ASCE s Section/Branch membership data

2 ASCE s Membership Data Handbook 2015 USERS GUIDE MEMBERSHIP DATA UPDATED EVERY BUSINESS DAY 1

3 OBTAINING, RENEWING OR REASSIGNING AN ACCOUNT 1. Designate a membership data account holder: Multiple volunteers may serve as account holder for each Section and/or Branch. Each time a new account holder signs up for access, current account holders will be notified and asked if they wish to relinquish their access. 2. Submit signed Rules: You may fill out the Rules for Member Data Use form online at Alternatively, you can complete the Rules for Region, Section, and Branch Membership Records Use from located in Appendix A. Send a signed copy of the Rules to memapp@asce.org or fax to Membership Champions at Obtain Username and Password: A Username and Password will be ed to the account holder on receipt of the signed copy of the Rules for Region, Section, and Branch Membership Records Use. 4. Save Your Username and Password in a Secure Location: Access information should not be shared with anyone. While the database may be shared at the account holder s discretion, the rules and regulations must always be followed. 2

4 ACCESSING YOUR FTP DATABASE ACCOUNT Step 1: ASCE membership data can be accessedusing secure FTP (SFTP) technology. To access the information using SFTP technology, you will need to download an FTP client. There are multiple free FTP clients available. We recommend the following: 1) FileZilla ( Download the FTP Client, not the Server 2) WinSCP ( regular download ) ( 3) BitKinex ( Step 3: Once you ve downloaded the software, enter the following: Host Name: - gsd.asce.org Port leave blank on FileZilla and use Port 22 on WinSCP and BitKinex User Name and Password that was sent to you 3

5 Step 2: Right click the file you would like to open, then View Edit: Section SFTP Accounts contain files for the Section and all of its Branches. Branch FTP Accounts contain only the Branch file. Step 3 SAVE the Database to Your Computer 4

6 Open Your SFTP Membership Database 1. Open Your MS EXCEL or another spreadsheet program, locate and open the downloaded file. (The downloaded file is in comma delimited (.csv) format. You ll need to change your Files of Type to All Files to locate the database.) 5

7 Membership Database Content and Code Definitions Your Membership Database contains 55 fields. The fields and associated code definitions are found in the following table: COLUMN TITLE CONTENT A Section Section Name B Branch Branch Name C Member ID Member s ASCE Identification Number D Customer Class Code INDIV indicates an individual ASCE member E Alternate Section (Y/N) Y/N Field. An ASCE Member who is assigned to another Section but Has also chosen to be a member of this Section or Branch F Prefix Ms., Mr., Dr., etc. G First Name Member s First Name H Middle Name Member s Middle Name or Middle Initial I Last Name Member s Last Name J Suffix Sr., Jr., III, etc. K Credentials P.E., M.ASCE;, Ph.D.,F.ASCE, etc. L Address Primary Address M Primary Phone Preferred telephone number N Primary Fax Preferred FAX number O Business Position President, Vice President, etc. P Company Name Name of Member s Place of Employment Q Primary Address Type Work/Home/Unknown R Primary Address Line 1 Member s Preferred Address 1 S Primary Address Line 2 Member s Preferred Address 2 T Primary Address Line 3 Member s Preferred Address 3 U Primary Address Line 4 Member s Preferred Address 4 V Primary Address City Member s Preferred Address (City) W Primary Address State Member s Preferred Address (State) X Primary Address Zip Code Member s Preferred Address (Zip code) Y Primary Address Zip Code Plus Member s Preferred Address (Zip Code + 4) Z Primary Address Country Member s Preferred Address (Country) AA Life Member (Y/N) Y/N Field Indicates Life Member status AB Life Year Anticipated Year of Life Member Status AC Election Date Date of election to ASCE AD Member Grade Date Date of Election to Current Grade AE Birth Date Member s Date of Birth AF Member Grade Current Member Grade AG Last National Dues YEAR Paid Last Year National Dues Were Paid AH Last National Dues Payment Date Last Date National Dues Were Paid AI Last Section Dues YEAR Paid Last Year Section Dues Were Paid AJ Last Section Dues Payment Date Last Date Section Dues Were Paid AK Last Section Voluntary Dues Year Paid Last Year Voluntary Section Dues Were Paid AL Last Section Voluntary Dues Payment Date Last Date Voluntary Section Dues Were Paid AM AEI Institute Membership Member of Architectural Engineering Institute (Primary/Secondary) AN CI Institute AO COPRI Institute Membership Member of Coasts, Oceans, Ports and Rivers Institute (Primary/Secondary) AP EMI Institute Membership Member of Engineering Mechanics Institute (Primary/Secondary) AQ EWRI Institute Membership Member of Environmental and Water Resources Institute (Primary/Secondary) AR GI Institute Membership Member of Geo-Institute (Primary/Secondary) 6

8 AS SEI Institute Membership Member of Structural Engineering Institute (Primary/Secondary) AT TDI Institute Membership Member of Transportation and Development Institute (Primary/Secondary) AU EWB Membership Member of Engineers Without Borders AV Expected Date of Graduation (Student Members Approximate Graduation Date Only) AW Student Member School Name Name of Student Member s Institute of Higher Education AX Date Last Updated Last Date Member s Record was Updated AY Transaction Code See Table 1 AZ Drop Date Date dropped from ASCE Members (Valid for current month only) BA Drop Code Reason member was dropped from ASCE membership (see Table 2) BB Key Contact Identifies Key Contact Members BC Younger Member Identifies ASCE Younger Members (Includes Students) TABLE 1 Transaction Codes address-records = Changes made to Member s primary address communication-records = Changes made to Member s contact information (Phone/ /Fax) demographic-records = Changes made to Member s job title or graduation date education-records = Changes made in Member s institute of higher learning membership-records = Changes made in Member s Section or Branch assignment or Member Grade name-records = Changes made to Member s name TABLE 2 Drop Codes 01 Nonpayment of Dues 12 Ethics Violation 02 Deceased 13 Other organization suited their needs 03 Resigned, Personal Reasons 14 Political Embargo 04 Resigned, Retired 15 Non-responsive 05 Resigned, Abandoned Civil Engineering 16 Deactivate 06 Resigned, Lack of Interest 17 Resigned with prejudice 07 Resigned, Dissatisfaction 18 Professional Degree Issue 08 Resigned, Dues Increase 19 Passed Graduation date 09 Resigned, No Cause Given 20 Geriatric Life member Resignation 10 Employer Won t Pay Dues 11 Resigned to join Institute 7

9 Appendix A FTP Tips Welcome New Members Each month, ASCE distributes lists of new ASCE members to each appropriate Region, Section, and Branch. Use this information to welcome new members to ASCE and to your Section, Branch, Younger Member Forum or Technical/Professional Committee by: Sending a "welcome" , letter, postcard, or (best of all) a personal phone call. Explaining the benefits of membership in your Section or Branch. Inviting them to your next meeting, program or activity that aligns with the new members interests. Introducing new members who attend meetings, programs or activities. Finding small ways to get them involved based on their unique talents and your Section/Branch needs. Retain Current Members Remember, members won't automatically renew their membership each year - they need to see the value of being an ASCE Section or Branch member! Take this opportunity to communicate ASCE's value. Members who have not renewed their dues will be dropped from the membership rolls in March of the following year. In addition, March will be the last month of Civil Engineering magazine and ASCE News for members who have not paid their dues. These members will be placed in "arrears" status and will lose their valuable ASCE benefits. Section and Branch leaders, please be sure that your dues have been paid by December 1 st to insure that your membership does not expire. Use your membership data to encourage members to renew their membership during the renewal period to avoid being dropped. Field "AF," titled "Last National Dues YEAR Paid," indicates the last year a member paid dues. Any member that does not have "previous year" or "current year" in this column will be dropped in March. Most of the members that will be dropped will have either the previous year or nothing in this column (upgraded Student Members who did not ever pay dues). There are three easy ways for members to renew: 1. Go to 2. Call (800) 548-ASCE (2723) or (703) Return one of the renewal forms they received in the mail. You can also identify and contact "at-risk" members. An "at-risk" member tends to fall into three categories: year members 2. Recent graduated students 3. Members who have not renewed by February 8

10 Maintain contact with these members throughout the year, not simply at renewal time, and convey how valuable their membership is through your own experiences. Our statistics show that members making it past the four-year mark will be members for at least fifteen years. Welcome Students who have Recently Upgraded Welcome newly graduated Student Members who have upgraded to Associate or Affiliate Member to your Section or Branch. Use membership data to identify these members and contact them with a personal , phone call or letter to invite them to attend meetings and other activities or to participate on a committee. To identify these members, look for Associate Members and Affiliate Members with recent grade dates. Those whose grade date does not equal their election date joined ASCE as a Student Member and recently transferred to Associate or Affiliate Member grade. For example, an Associate Member with a grade date in June 2011 and an election date in September 2008 joined ASCE as a Student Member in 2008, recently graduated and transferred to Associate Member grade in June. Recognize Life Members Life Members are identified in your membership data by a "Y" in the Life Member column (column Z ). In addition, the Life Year field (column AA ) lists the year a member either became a Life Member or will become one in the future. To identify new Life Members, simply sort the data by "yes" in the Life Member column and then sort by the Life Year column - members who have a "yes" in the Life Member Code field and the current year in the Life Year field have recently become Life Members. ASCE sends new Life Member certificates to Sections and Branches, and there are many ways to recognize these members for their lifetime of commitment to ASCE and the civil engineering profession: Host a banquet or dinner in their honor. Ask them to speak at a meeting. Publish their picture and bio in your newsletter. Post their picture and bio on your Web site. Celebrate Members' Professional Accomplishments ASCE and general association surveys indicate that one of the primary reasons people join professional societies is for professional recognition. However, in some cases engineers do not request accolades. Do not take this to mean that they do need positive feedback. Sections and Branches can use membership data to recognize members who have achieved significant milestones in their ASCE membership. Consider honoring these members at meetings; listing them in your Section/Branch newsletter; and contacting them with a personal , phone call or letter thanking them for their support of ASCE. Would you have appreciated a note of congratulations when you passed the PE exam? Members who have recently passed the PE exam typically contact ASCE to update their credentials. Any Associate or Affiliate member with a PE qualifies to be advanced to the Member grade. Use the FTP data and sort by "Member Grade Date" (column AC ) to identify all members that have recently advanced their membership grade. 9

11 You can also use this data to recognize those advanced to the Fellow and Distinguished Member grades of membership - the two highest member grades you can attain. NOTE: If you have access to lists of members that have passed the PE exam, please send them to member@asce.org, and we will advance your Affiliate and Associate members. Recognize Member Anniversaries To identify members who have achieved significant membership "anniversaries," such as 5, 10 or 15 years of ASCE membership, just look at the Election Date field (column AB ) in your membership data. For example, a member who joined ASCE in 1987 has reached their 25th year of ASCE membership in Send e-cards to members on their birthdays and membership anniversaries. First, use your membership data to identify members' birthdays and/or membership anniversaries. Sort the data by the Birth Date field (column AD ) to find upcoming birthdays. While none of the sites listed below are endorsed by ASCE, they have free e-cards and no pop-up ads: e-cards with a global, educational or environmental twist large selection of e-cards large selection of e-cards in addition to for-fee greetings services small but attractive selection of e-cards featuring artwork from the Museum of Modern Art in New York e-postcards, including an extensive and diverse holiday selection sponsored by Hewlett Packard, allows you to use existing artwork or your own photos to create cards that can be printed on blank greeting cards (also available from hp) or sent via e-cards and e-invitations, allows you to track RSVPs e-invitations, allows you to manage RSVPs, include maps and directions to events, collect payments online using Paypal You might consider using free online services to invite members to meetings and events as well as track planned attendance. Encourage Members to Apply for Fellow Grade How many ASCE Fellows do you have in your Section or Branch? ASCE s Fellow grade is an acknowledgement of leadership and progressive achievement, and Fellows occupy the Society's second-highest membership grade, exceeded only by Honorary Members. Less than 5% of ASCE's members advance to the Fellow grade. Here's a tip on how you can take the lead in encouraging your eligible Members to apply for this distinction. 10

12 There is no direct admission to the grade of Fellow - applicants must advance from the grade of Member, have at least 10 years exceptional responsible charge and experience gained while in that grade and be a licensed Professional Engineer or Professional Surveyor (exceptions may be formally requested to waive licensure). Fellow applicants must provide three testimonial references from Society members (at least two references must be from ASCE Fellows) and must obtain a nomination from an Organizational Entity (for example, your Section, Branch or local committee) of the Society. First, check your Section/Branch membership data to determine a listing of those who have held Member grade for at least 10 years. Simply sort the database by Column AC" Member Grade Date" - the column shows the date of election to ASCE Member grade. Then sort for those at the Member grade in the "AE" column. Any Member that has been at the Member grade for 10 years meets the initial criteria for advancement to Fellow Grade. Then contact these Members to notify them about their eligibility for Fellow grade, and let them know that the Section or Branch will be proud to nominate them as the Organizational Entity. Application packets may be requested by contacting the ASCE Membership Division at (800) 548- ASCE (2723) or (703) ; by fax at (703) or by to member@asce.org. The applicant can also access additional information about the Fellow guidelines and a PDF version of the Fellow application packet at For questions about the Fellow application process or guidelines, please contact the applications coordinator at (800) 548-ASCE (2723) or via at fellow@asce.org. Keep Life Members Involved ASCE has over 20,000 Life Members, many of which are retired, and are willing to help mentor engineers at earlier career stages. Use the database to sort for Life and/or Retired members to initiate contact with them. In some cases you may find that these Life Members are former Section/Branch officers and may have participated in or on national committees. For additional information visit: _Pieces/life-member-guidelines.pdf Establish or Reinvigorate your Younger Member Group/Forum Your Younger Member Group can be the strongest link to connecting with and retaining recently graduated students and new members. Use the "Birth Date" field (column AD ) to identify members who are 35 years and younger, then engage these members in fun activities like cook-outs, kickball tournaments, professional sports events, Outreach programs and service projects as well as joining more technical civil engineering programs. Involve Local Companies and Agencies Sort the data based on your members' company ( Company Name column 0 ) to determine how many members you have in a particular company or agency. Contact those members to hold a Section or Branch meeting on-site or invite the head of that company or agency to give a talk. Their participation is a potential source for new members and opens networking opportunities for your current Section/Branch and its members. ASCE offers a brochure to help establish these new avenues of communication with companies and agencies. To request more information, call (800) 548-ASCE (2723) or champions@asce.org. 11

13 RULES FOR REGION, SECTION & BRANCH MEMBERSHIP DATABASE USE Forms Which One Do I Use? Rules For Region, Section & Branch Membership Database Use Use this form when: Changing the Membership Data Account Holder OR Updating the renewal date for the current Membership Data Account Holder Rules For Region, Section & Branch Membership Database FOR ONE TIME Use Use this form when: You are NOT the current Membership Data Account Holder AND The data is unavailable via the FTP member database OR the current Membership Data Account Holder is unable to provide you with the data AND It is for one-time use Rules For Region, Section & Branch Membership Database FOR TARGETED DATA Use Use this form when: You are NOT the current Membership Data Account Holder AND The data is unavailable via the FTP member database OR the current FTP Account Holder is unable to provide you with the data AND You are requesting a report for use on a regular frequency (i.e. monthly) For your use, forms are on the following pages Questions? Contact memapp@asce.org 12

14 Rules For Region, Section & Branch Membership Database Use 1) ASCE membership data is the sole property of ASCE. ASCE at all times retains exclusive ownership rights of all data. Membership data must be held secure and in strict confidence and may not be shared with anyone, in whole or in part, except as expressly authorized herein. It is to be used only for official ASCE Region, Section and/or Branch business. 2) This data should never be duplicated/transferred/copied/scanned/keyed/reused/provided/sold to nonmembers or distributed for any purpose other than official ASCE business. 3) ASCE will provide specific membership data to the Regions, Sections, and Branches to conduct the typical business of the Region, Section and or Branch. Questions regarding appropriate mailings or use of lists should be directed to Dan Wilson at , ext a) Examples of typical business include but are not limited to: sending newsletters to Region, Section and/or Branch members, marketing Region, Section and/or Branch services and products, informing members of Region, Section and/or Branch Board actions, networking, etc. b) Examples of atypical business include but are not limited to: giving/selling/bartering the list to anyone outside the Region, Section and/or Branch for any reason, providing the lists to individuals for direct mailings relating to an ASCE election, sending information that conflicts with ASCE Policy Statements, etc. 4) The Region, Section and/or Branch shall not use ASCE s name, emblem or logo to promote any unofficial/inappropriate product or program. 5) The Region, Section and/or Branch must not use membership data that is older than thirty days. 6) The username and password assigned shall be for use solely by the person listed on this form and may not be shared with any other person for any reason. Membership data is to be downloaded only by the person listed on this form as recipient of membership data. The account holder assumes the responsibility of proper use of the information contained in the database, as stipulated in these rules. Information contained in the database may be shared with other Region, Section and/or Branch officers of the subscribing Region, Section and/or Branch provided they are cognizant of and adhere to these rules. 7) When distributing electronic mails to multiple ASCE members the sender must protect the privacy of those addresses by placing the addresses in the blind carbon copy ( Bcc ) field of the address form. 8) ASCE shall not be liable for any damages or loss sustained as a result of the use or nonuse of the Records. 9) The Region, Section and/or Branch shall assume sole responsibility for any liability from any third party claim arising from or in connection with any violation of these rules by the Region, Section and/or Branch; or from any negligence or misconduct by the Region, Section and/or Branch and its agents or representatives in connection with the use of this list. SEEN AND AGREED: SIGNATURE: NAME: PHONE #: SECTION/BRANCH: REGION, SECTION OR BRANCH DATABASE REQUESTED: DATE: PLEASE PROVIDE THE INFORMATION REQUESTED ABOVE AND RETURN THE SIGNED COPY OF THIS DOCUMENT TO memapp@asce.org REV

15 Rules For Region, Section & Branch Membership Database For ONE TIME Use This form is designed to accommodate Region, Section and/or Branch requestors who are NOT the current Membership Data Account Holder. 1) ASCE membership data is the sole property of ASCE. ASCE at all times retains exclusive ownership rights of all data. Membership data must be held secure and in strict confidence and may not be shared with anyone, in whole or in part, except as expressly authorized herein. It is to be used only for official ASCE Region, Section and/or Branch business. 2) Access to the membership database for the Region, Section and/or Branch is authorized solely for a ONE TIME USE for the purpose set forth below, and may not be duplicated, transferred, copied, scanned, keyed, reused, provided/sold to anyone, member or nonmember, or distributed for any purpose other than as expressly set forth below. In the event that the authorized use requires the creation of a print or electronic copy of this data (in whole or in part), Requestor agrees to promptly destroy any and all copies upon completion of the authorized use. 3) ASCE will provide specific membership data to the Regions, Sections, and Branches to conduct the typical business of the Region, Section and or Branch. Questions regarding appropriate mailings or use of lists should be directed to Dan Wilson at , ext a) Examples of typical business include but are not limited to: welcoming new members, sending newsletters to Region, Section and/or Branch members, marketing Region, Section and/or Branch services and products, informing members of Region, Section and/or Branch Board actions, Younger Member activities, technical committee activities, networking, etc. b) Examples of atypical business include but are not limited to: giving/selling/bartering the list to anyone outside the Region, Section and/or Branch for any reason, providing the lists to individuals for direct mailings relating to an ASCE election, sending information that conflicts with ASCE Policy Statements, etc. 4) The Region, Section and/or Branch shall not use ASCE s name, emblem or logo to promote any unofficial/inappropriate product or program. 5) The Region, Section and/or Branch must not use membership data that is older than thirty days. 6) The username and password assigned shall be for use solely by the person listed on this form and may not be shared with any other person for any reason. Membership data is to be downloaded only by the person listed on this form as recipient of membership data. The signor assumes the responsibility of proper use of the information contained in the database, as stipulated in these rules. Information contained in the database may be shared with other Region, Section and/or Branch officers of the subscribing Region, Section and/or Branch solely as needed in connection with the authorized use, and provided that any such recipient is cognizant of and agrees to adhere to these rules. 8) When distributing electronic mails to multiple ASCE members the sender must protect the privacy of those addresses by placing the addresses in the blind carbon copy ( Bcc ) field of the address form. 9) ASCE shall not be liable for any damages or loss sustained as a result of the use or nonuse of the Records. 10) The Region, Section and/or Branch shall assume sole responsibility for any liability from any third party claim arising from or in connection with any violation of these rules by the Region, Section and/or Branch; or from any negligence or misconduct by the Region, Section and/or Branch and its agents or representatives in connection with the use of this list. SEEN AND AGREED: SIGNATURE: NAME: PHONE #: SECTION/BRANCH: REGION, SECTION OR BRANCH DATABASE REQUESTED: PURPOSE OF REQUEST: DATE: PLEASE PROVIDE THE INFORMATION REQUESTED ABOVE AND RETURN THE SIGNED COPY OF THIS DOCUMENT TO memapp@asce.org REV

16 Rules For Region, Section & Branch Membership Database For TARGETED DATA Use This form is designed to accommodate Region, Section and/or Branch requestors who are NOT the current Membership DataAccount Holder. 1) ASCE membership data is the sole property of ASCE. ASCE at all times retains exclusive ownership rights of all data. Membership data must be held secure and in strict confidence and may not be shared with anyone, in whole or in part, except as expressly authorized herein. It is to be used only for official ASCE Region, Section and/or Branch business. 2) Access to the membership database for the Region, Section and/or Branch is authorized solely for TARGETED DATA (i.e. monthly new member reports and/or dropped member reports) USE for the purpose set forth below, and may not be duplicated, transferred, copied, scanned, keyed, reused, provided/sold to anyone, member or nonmember, or distributed for any purpose other than as expressly set forth below. In the event that the authorized use requires the creation of a print or electronic copy of this data (in whole or in part), Requestor agrees to promptly destroy any and all copies upon completion of the authorized use. 3) ASCE will provide specific membership data to the Regions, Sections, and Branches to conduct the typical business of the Region, Section and or Branch. Questions regarding appropriate mailings or use of lists should be directed to Dan Wilson at , ext a) Examples of typical business include but are not limited to: welcoming new members, sending newsletters to Region, Section and/or Branch members, marketing Region, Section and/or Branch services and products, informing members of Region, Section and/or Branch Board actions, Younger Member activities, technical committee activities, networking, etc. b) Examples of atypical business include but are not limited to: giving/selling/bartering the list to anyone outside the Region, Section and/or Branch for any reason, providing the lists to individuals for direct mailings relating to an ASCE election, sending information that conflicts with ASCE Policy Statements, etc. 4) The Region, Section and/or Branch shall not use ASCE s name, emblem or logo to promote any unofficial/inappropriate product or program. 5) The Region, Section and/or Branch must not use membership data that is older than thirty days. 6) The username and password assigned shall be for use solely by the person listed on this form and may not be shared with any other person for any reason. Membership data is to be downloaded only by the person listed on this form as recipient of membership data. The signor assumes the responsibility of proper use of the information contained in the database, as stipulated in these rules. Information contained in the database may be shared with other Region, Section and/or Branch officers of the subscribing Region, Section and/or Branch solely as needed in connection with the authorized use, and provided that any such recipient is cognizant of and agrees to adhere to these rules. 8) When distributing electronic mails to multiple ASCE members the sender must protect the privacy of those addresses by placing the addresses in the blind carbon copy ( Bcc ) field of the address form. 9) ASCE shall not be liable for any damages or loss sustained as a result of the use or nonuse of the Records. 10) The Region, Section and/or Branch shall assume sole responsibility for any liability from any third party claim arising from or in connection with any violation of these rules by the Region, Section and/or Branch; or from any negligence or misconduct by the Region, Section and/or Branch and its agents or representatives in connection with the use of this list. SEEN AND AGREED: SIGNATURE: NAME: PHONE #: SECTION/BRANCH: REGION, SECTION OR BRANCH DATABASE REQUESTED: PURPOSE OF REQUEST: DATE: PLEASE PROVIDE THE INFORMATION REQUESTED ABOVE & RETURN THE SIGNED COPY OF THIS DOCUMENT TO memapp@asce.org REV