Engaging and GROWING The APPA Membership

Engaging and GROWING The APPA Membership A How to Guide and Engagement Kit for ALL APPA Members 2

Membership Begins With You. A Message from Mary Vosevich APPA President Dear APPA Member: APPA is fully committed to the growth and development of educational facilities professionals. Together, we strive to improve education and to transform our institutions into greater learning environments. It s important to recognize that APPA cannot accomplish its mission and goals without your help. Just as you depend on APPA for quality networking opportunities, products and services, APPA relies on your enthusiasm and commitment to spread the word about the organization to your coworkers and to peers at other educational institutions. It s the reason why APPA s network of 5,000+ educational facilities professionals remains vibrant and strong. In the end, our ability to grow and be successful, as a membership organization, requires all of us to actively engage and recruit new members. APPA has created this short guide to assist you in supporting our continuous goal of recruiting and engaging educational facilities professionals. Each section of this manual provides tips on how you can promote membership, and includes printable, electronic files which you can share when meeting with potential members. Thank you for your time and commitment, and for your personal efforts to promote and engage fellow professionals in APPA s membership and activities. Sincerely, Mary Vosevich APPA President 3

Growing the APPA Membership. There are many ways in which you can share your experiences about membership, and encourage colleagues and peers in the profession to join APPA. Only with your assistance can we increase the APPA membership at the chapter, state, and regional levels, as well as advance awareness about our profession. Why Recruit Members? When you help recruit a new member, it is you and the entire profession that benefits. A growing membership provides all of us with increased networking and information sharing opportunities. More members also allows for greater numbers of volunteers to serve on APPA s committees at the International, regional and chapter levels. Finally, it provides the opportunity to collect valuable member input regarding APPA s products and services, to ensure APPA is providing both our colleagues AND our educational institutions what they need to attain their goals and objectives. Pick Up the Phone. Recruiting a new member is easier than you might think, especially for someone like you who has walked the walk and who fully appreciates and understands the profession. Your ability to recruit a new member might begin with a simple phone call or an email, in which you can introduce yourself and share your own experiences with APPA, and to offer support as a peer and fellow colleague. Just a simple phone call can be enormously helpful to someone who was recently installed or promoted into management, or who was named the new facilities director at a neighboring institution. Chances are, they are looking for resources to ensure their success the very resources they will find only through APPA. Make It Personal. Share specific examples of how your involvement with APPA has been a good investment for your institution and your professional development. Encourage the nonmember to attend upcoming APPA conferences and events at the International, regional and/or chapter levels. Show your enthusiasm and support and spark the interest of nonmembers, who would surely benefit from membership. 4

Share Information on the Benefits. APPA offers a wide array of benefits that support both educational facilities professionals AND their learning institutions. Here are a few of them: 1. Professional Development Offerings a. APPA Annual Conference and Exposition b. APPA Fall Regional Conferences and State/Local Chapter meetings c. APPA U The Institute for Facilities Management and Leadership Academy Programs d. APPA Drive In Workshops e. The APPA Supervisors Toolkit Program f. Webinars and Online Learning 2. APPA Online Publications and Bookstore 3. Online Membership Directory 4. APPA s Facilities Manager Magazine and online newsletter 5. The APPA Body of Knowledge 6. APPA Credentialing Program EFP and CEFP designations for educational facilities professionals 7. APPA Facilities Performance Indicators (FPI) Program 8. APPA Facilities Evaluation Management Program (FMEP) 9. APPA s Annual Awards and Recognition Program 10. APPA s Center for Facilities Research (CFaR) 11. Future Trends and Critical Issues published findings of the APPA Thought Leaders Series 12. Volunteer Leadership and Networking Opportunities 13. Professional List Serv and Social Media Outlets APPA s services continually grow and expand as the needs of its membership change. By sharing your personal experiences with APPA and its products and services, you can assist nonmembers in understanding the value of these benefits, and why they need to participate in them. Attached to this How To Guide you will find an example of an email that you can send today to colleagues who would benefit from APPA membership, plus additional information on APPA which you can attach to your email. Additionally, you will find information on how your institution can conduct an APPA Facilities Drive In Workshop a great way to reach out to area APPA members and nonmembers. Did You Know? Potential Members of APPA include: Coworkers involved in any aspect of facilities: operations, grounds and custodial maintenance; architecture; construction and building renovations; HVAC and building systems engineering; electrical, plumbing, carpentry and trades; codes and compliance; emergency preparedness; sustainability programs; energy systems; waste systems; and more. Colleagues and peers at other educational institutions. Nonmembers who attend state, chapter, regional and international meetings and training programs of APPA. All educational facilities professionals regardless of the amount of experience they may have within the profession. Local students/college graduates from facilities management programs or allied programs (architecture, building construction, and engineering). Individuals interested in being mentored within the educational facilities field. Businesses that produce products and services that support the needs of educational facilities. Retirees from the educational facilities profession. 5

Point to the Website. One good way to show prospective members the value of APPA membership is to point them to the APPA web site at www.appa.org. The web site is a gateway to all of APPA s products and services. Many of the online services available through the APPA web site to include the APPA Body of Knowledge; video clips and audio files from APPA annual conferences; complimentary monographs and papers; the APPA membership directory; the Inside APPA newsletter; the APPA Facilities Manager Magazine online archive; and both live and recorded training webinars provide valuable and timely information to every educational facilities professional. Invite Them to the Next Meeting. Be sure to let every nonmember know the dates and locations for upcoming APPA events at the international, regional and chapter level. A list of upcoming training opportunities at APPA International is available on the APPA web site. Additionally, the APPA web site provides links to all regional and chapter web sites. Working with APPA, you may want to consider having your institution host an APPA Drive In Program. The APPA Drive In Program is a free registration event for educational facilities professionals, organized in full by APPA s headquarters and sponsored by an APPA business partner. This highly successful, half day training opportunity makes it possible for APPA to provide a valuable training and networking opportunity for coworkers and colleagues in and around your local area. For more information, see the APPA web site at www.appa.org/training/driveinprogram. Follow Up. Then, Follow Up (again and again). You know from experience that educational facilities professionals are busy people. Don t be afraid to continually reach out to individuals who never seem to make it to local meetings or who, more often than not, are unavailable to return your messages. And, when you do reach them, be sure to thank them for their time and interest. Chances are, they appreciate your outreach and ultimately, they will make time to connect with you and APPA when the time is right for them. Let APPA s Headquarters Help You. The APPA Headquarters is located in Alexandria, Virginia. Contact APPA if you need additional membership promotion materials, in print or electronic format, for the purpose of sharing with others. 6

APPA Leadership in Educational Facilities 1643 Prince Street Alexandria, VA 22314 Ph: 703 684 1446 FAX: 703 549 2772 Web: www.appa.org 7

Seven Reasons to Join APPA APPA is the leading association of educational facilities professionals, with more than 1,300 higher education institutions throughout the United States, Canada, and abroad. #1 Training and Professional Development Take advantage of APPA s peer networking and professional development offerings, designed to support the needs of educational professionals at every stage of their careers. Our programs include the widely-popular Institute for Facilities Management; Supervisors Toolkit; Drive In Facilities Workshops: the APPA Leadership Academy; the APPA Annual Conference and Exhibition; and the APPA Senior Facilities Officer Summit. #2 The APPA Website: www.appa.org Exclusive, critical information is at your fingertips. How are college campuses successfully implementing sustainability and reduced carbon footprint programs? What are the most critical facilities issues facing our educational institutions? How can I reach other facilities professionals with similar challenges to mine? APPA s online resource for members has it all. #3 Certification Programs APPA s Educational Facilities Professional (EFP) and Certified Educational Facilities Professional (CEFP) credentialing programs allow you to demonstrate to peers and your institution s administrators the professional expertise and acumen required of a management leader in educational facilities. Elevate your professional standing and recognition by earning either the EFP or CEFP designation. #4 APPA Publications Take advantage of the resources available to members through the APPA bookstore, and elevate your knowledge of facilities management. Gain from the most current, innovative, and relevant information available, including industry standards, best practices, creative solutions, and practical tools. Significant discounts are provided to APPA members, and some publications are free to members. #5 Facilities Manager Magazine Enjoy Facilities Manager Magazine six times a year, a complimentary service enjoyed by every APPA member. Every issue offers you the latest thinking and professional advice of today s leading educational facilities professionals. You ll enjoy articles on the profession s most current issues, to include Total Cost of Ownership; sustainable construction and maintenance of campus properties; LEED initiatives among higher-ed and K-12 campuses; management of maintenance and personnel costs; and much, much more. #6 The APPA Facilities Performance Indicators (FPI) Program Free only to members, APPA s annual Facilities Performance Indicators Survey (FPI Survey) provides your institution with a comprehensive collection of facilities-related operational costs and personnel information, strategic financial measures, and much more. Compare your institution s facilities performance with peer institutions, state-wide systems, and other cohort groups. #7 Job Express Whether you are looking for a qualified candidate, or exploring new opportunities for your own professional growth, Job Express will help you find what you need. Join APPA today. Contact APPA Membership Manager Santianna Stewart (Santianna@appa.org) or John Bernhards, Associate Vice President (john@appa.org) to learn more and take advantage of APPA membership. APPA Leadership in Educational Facilities 1643 Prince Street Alexandria, VA 22314 Tel: 703-684-1446 www.appa.org

INTRODUCTORY EMAIL FROM COMMUNITY COLLEGE CHAMPIONS Dear, As the person who manages the facilities department at your campus, I want to make you aware of a valuable networking opportunity. APPA is the leading membership organization for educational facilities professionals, and I have found this organization to be immensely valuable to my career and to my facilities department over the years. Here are some of the benefits available to you through APPA: Access to a network of over 5,000 fellow professionals APPA provides a discussion board list where you can connect with other education facilities professionals, ask questions, and seek assistance from peers. It s easy to register and it s free. Go to the APPA web site at http://appa.org/discussionlists/index.cfm for more details, and to sign up for this service. Critical information and research APPA produces best practices for our profession, as well as publications, a magazine, and monographs that address important topics and critical issues facing educational facilities. The APPA web site at www.appa.org offers recorded videos, audio files, and monographs on best practices and presentations from leading facilities professionals that I know you would find of great value. A great example is the most recently published Thought Leaders Series report, which identifies the trends shaping our profession, and how we can best address them. You can receive a complimentary copy of this report at https://www.appa.org/tools/measures/documents/tls2010final.pdf. Local and regional events and conferences APPA has state and local chapters, as well as regional meetings where you can network and hone your professional understanding and skills. Many events are available at little to no cost. I might encourage you to take a look at the list of chapters and regions of APPA at http://appa.org/regions/index.cfm and visit the websites for those organizations in and around your area. Several of these organizations (including all six APPA regions) offer scholarships for education and training opportunities. More information on scholarships is available at http://appa.org/training/scholarships.cfm. I am also attaching additional information on APPA membership benefits. Please let me know if you have any questions, and I hope to touch base with you from time to time to share details of upcoming events and networking opportunities. Sincerely, NAME TITLE INSTITUTION

Benefits, Products & Services APPA Member Price Non- Member Price APPA Member Savings/ Benefits APPA 2012 Conference $895.00 $1,495.00 $600.00 Facilities Manager magazine subscription Free $120.00 $120.00 Online Body of Knowledge (BOK) subscription $199.00 $499.00 $300.00 Facilities Management Evaluation Program Varies 20% higher 20% Institute For Facilities Management $1,325.00 $1,825.00 $500.00 APPA promotes leadership in educational facilities for professionals seeking to build their careers, transform their institutions, and elevate the value and recognition of facilities in education. APPA is the association of choice for more than 5,200 educational facilities professionals throughout the United States, Canada, and abroad. For more information, visit us at www.appa.org. Job Express Post Ad (Up to 500 words) 8 weeks, plus 8 weeks free access to Resume Bank Job Express Post Ad (501-800 words) 8 weeks, plus 8 weeks free access to Resume Bank $510.00 $650.00 $140.00 $730.00 $870.00 $140.00 Virtual Membership Directory access Free Not Available Access Leadership Academy $1,325.00 $1,825.00 $400.00 Research** Free N/A Access Resume Bank Post Resume (6 months) Free $70.00 $70.00 Resume Bank Post Resume (12 months) Free $100.00 $100.00 Resume Bank Employer Access to Search $150.00 $220.00 $70.00 per search period Scholarships (APPA & Regional) Up to $1,000.00 Not Available Up to $1,000.00 Supervisor s Toolkit Varies 20% higher 20% APPA Publications and Books* 20%-40% discount Regular Price 20%-40% off Regular Price * APPA produces many publications. Members pay 20-40 percent less than non-members depending upon the publication. ** Some survey information is not available to non-members or non-participants. For additional information, contact APPA Membership & Outreach department at 703-542-3846. Rev. 04/14/078 Institutional/Affiliate Member Benefits Savings 0809

2012-2013 APPA Institutional Membership Application Membership categories are based on your institution type. Please read the descriptions carefully to ensure that you choose the appropriate membership category.the APPA membership year runs from April 1st through March 31st. Institutional Institutional membership is open to: All colleges and universities with their own facilities department and administrator. Higher education system offices, K-12, and International schools. Libraries and Museums One individual is named as the Institutional Representative and is the principal contact between APPA and the institution. Other facilities department staff can join as Associate members. A designated number of Associates are included in the cost of dues. Dues Dues for colleges and universities located within the U.S. and Canada are based on an institution s full-time equivalent student enrollment and gross institutional expenditures (see matrix on next page.) Additional Associates may be added for $260 per person. See the next page for dues requirements of other eligible institutions, to include those outside of the U.S. and Canada, K-12 schools, system offices, libraries, and museums. Benefits Access to a rich network of 5,000 facilities professionals. Subscriptions to Facilities Manager magazine. Access to the virtual Membership Directory & Resource Guide. Significant discounts on educational programs, publications, and other APPA products and services. A subscription to Inside APPA, APPA s biweekly e-newsletter. Access to public policy information, including environmental compliance and regulatory updates. Access to APPANet APPA s Web site featuring such online services as the member listserv and members-only services. Eligibility for APPA professional awards. Opportunities to participate as an APPA officer or committee member. Participation in surveys, data collection efforts, research studies and other projects. Access to Job Express APPA s job listing service for facilities professionals whether you are looking for a job or searching for a candidate. Eligibility for APPA Professional Development program scholarships.

Full time Enrollment (FTE) APPA Institutional Membership Application Two- and 4-year higher education institutions, use the following chart to determine your dues: Gross Institutional Expenditures in Millions (GIE) $0-10M $10-25M $25-50M $50-100M $100-200M $200-400M $400+M Number of additional representatives included in basic membership fee 0-999 $435 1 $495 1 $605 1 $700 1 $850 1 $995 2 $1,280 3 1,000-1,999 $460 1 $525 1 $640 1 $740 1 $895 1 $1,100 3 $1,340 3 2,000-2,999 $510 1 $620 1 $685 1 $800 1 $950 2 $1,205 3 $1,400 4 3,000-4,999 $675 1 $770 1 $865 1 $970 2 $1,120 2 $1,280 3 $1,475 4 5,000-11,999 $855 2 $890 2 $990 2 $1,175 3 $1,330 3 $1,490 4 $1,705 4 12,000-19,999 $980 3 $1,125 3 $1,215 5 $1,330 5 $1,475 5 $1,645 5 $1,845 5 20,000+ $1,130 3 $1,305 3 $1,355 5 $1,550 5 $1,665 5 $1,830 5 $2,045 5 [cont] Additional Associate Members in addition to those included above is $260 each Additional Membership Categories: K-12 School, School District Membership, Libraries, and Museums: 1 (includes 1 representative) $520 3 (includes 1 representative and 2 associates) $960 5 (includes 1 representative and 4 associates) $1,500 System Office Membership A college or university system that employs a facilities officer who consults or advises other facilities management efforts at two or more institutions operating under the college or university system may join for $520. The institutions in the system must meet criteria detailed in the APPA bylaws. International Membership Higher education institutions outside of the U.S. and Canada are eligible to join for $350 U.S. This fee covers a primary contact for the institution. Additional associate memberships are $260 U.S. Regional Membership In addition, you can also join your local region of APPA using this application. The regional membership structure, benefits, and dues vary. See below for participating regions and dues. Region Institutional Associate CAPPA $100.00 $100.00 ERAPPA 25% of APPA dues 25% of APPA dues MAPPA 10% of APPA dues 10% of APPA dues PCAPPA $75 $25 RMA $50 $50 SRAPPA $50 $40

Membership Application Select membership desired: c Institutional c International c System Office c Regional (Name) APPA membership year runs from April 1st through March 31st. Organization Name: Street Address: City/State/Zip or Postal Code/Country: Phone/Fax: Institutional Primary Representative [cont]appa Individual s Name: Title: Address (if different from above): Phone/ Fax: E-mail: Payment Information Membership can be paid by credit card or check. Make checks payable to APPA in U.S. funds. c Check c Purchase Order c Invoice Me c Credit Card Order Card type: c VISA c Master Card c AmEx Card Number Expiration Cardholder s Name Authorized Signature APPA Membership Dues: $ Additional Associates: $ Regional Dues: $ TOTAL: $ Return Application to APPA Membership & Outreach Department 1643 Prince Street Alexandria, VA 22314-2818 or fax to: (703) 549-2772 Additional Associates Individual s Name: Title: Address (if different from above): Phone/Fax: E-mail Individual s Name: Title: Address (if different from above): Phone/Fax: E-mail Individual s Name: Title: Address (if different from above): Phone/Fax: E-mail If your institution is eligible for more than three Associate members, please list these individuals and their contact information on a separate sheet and submit with this application. Contact APPA Membership & Outreach Department at (703) 542-3846 if you have any questions.

How to Organize an APPA Facilities Drive In Workshop APPA s Facilities Drive In Workshop offerings are an excellent way for APPA member institutions to encourage networking and professional development among educational facilities professionals within their local vicinity. To host a half day workshop at your institution, contact Corey Newman at APPA (email: corey@appa.org). APPA Business Partners are also encouraged to consider sponsoring Drive In Workshops. Contact John Bernhards (john@appa.org) or Lander Medlin (lander@appa.org) for details. The APPA Workshop: Objectives and Benefits Provide local delivery of professional development and training to educational facilities professionals located within a two hour driving distance to the workshop site. Reach out to professionals who might not normally have access to training and professional development opportunities, due to operating budget restrictions or similar constraints. Encourage networking of educational professionals at the local level. Introduce educational facilities professionals to APPA, its regions, and its chapters, with the intent of fostering further engagement of these professionals with the APPA organization. The Drive In Workshop Schedule The APPA Facilities Drive In Workshop is a half day event that typically runs from approximately 10:00 am 2:00 pm. The event registration is at no cost to education facilities professionals. The workshop program includes lunch and breaks, the cost of which is assumed by the sponsoring APPA business partner. The content and speakers of each workshop is organized by the sponsor, with prior approval by APPA and the host institution. A typical program schedule is as follows: 9:30 am 10:00 am Registration and Coffee 10:00 am 10:15 am Introductory comments 10:15 am 11:15 am First presentation/speaker(s) 11:15 am 11:30 am 15 minute break with drawing for door price immediately following the break 11:30 am 12:30 pm Second presentation/speakers How to Organize an APPA Facilities Drive In Workshop- Prepared 02/26/11

12:30 pm 1:15 pm Lunch Break 1:15 pm 1:45 pm Third presentation/speaker(s) 1:45 pm 2:00 pm Final Remarks and Closing How are APPA s Drive In Workshops Planned and Organized? Each workshop is organized with the support of APPA, an APPA Business Partner, and a host educational institution. Responsibilities of the Host Institution: Provide adequate meeting space plus tables and chairs (conference room plus adjoining registration area, as well as separate seating in adjoining area for sponsored luncheon). Supply audiovisual equipment (typical requirements are a podium, one or two mikes, a projection screen and LCD projector). Arrange for parking if needed for attendees. Provide menu options to the sponsor (if the host location site has a kitchen or works with required caterers). The sponsor picks up the cost of lunch and all breaks. The person coordinating on behalf of the host institution (typically the institution s facilities officer) is present during the workshop to welcome attendees and provide some introductory comments on APPA. Responsibilities of the Sponsor: Works with APPA and the host institution to identify suitable session content and speakers, and firms up the program. This also ensures that the content is fully educational in nature, i.e., does not advocate a particular product or service. Manages on site registration on the day of the workshop, distributes badges and distributes/collects evaluation forms. Pays sponsorship fees, cost of food/beverage at the workshop. Responsibilities of APPA: Manages event promotions (produces flyer, email invitations and distributes these promotions). Creates list of prospective attendees (from both APPA member institutions and prospective institutions). Shares this targeted attendee list with the host and the sponsor. Creates an online registration link and sends regular attendee registration reports out to the sponsor and host prior to the event. Works with host institution s facility officer to prepare any comments, supporting materials, slides describing APPA, benefits of becoming involved with APPA, etc. How to Organize an APPA Facilities Drive In Workshop- Prepared 02/26/11

The generic planning schedule on the next page shows how the host institution, sponsoring business partner, and APPA work with one another to organize and produce an APPA Drive In Workshop. PLANNING SCHEDULE APPA DRIVE IN WORKSHOP (TIMES ARE APPROXIMATE) DUE DATE (WEEKS) RESPONSIBLE PARTIES LOCATION TASK 12 Sponsor/APPA Determine sponsor's preferred state/location for workshop 10 Sponsor/Host/APPA Secure commitment of host institution 8 Sponsor/Host/APPA Select date and hours of event 8 Host Confirm building and address of workshop location 6 Sponsor/Host/APPA Parking arrangements for attendees identified 4 Sponsor/Host Initial f/b estimate identified - coffee, drinks, lunch 1 Sponsor/Host Final f/b set/guarantee identified - coffee, drinks, lunch PRESENTERS 8 Sponsor Presenters identified -- name, title, organization and bios 8 Sponsor Presenter session titles identified 6 Sponsor Sponsor provides full session descriptions to APPA PROMOTION 8 APPA APPA finalizes target list of prospective attendees 8 APPA on-line registration set up 7 APPA Create flyer / e-mail 6 APPA Marketing campaign to prospect attendee list launched WELCOME / REGISTRATION 2 APPA Welcome letter from APPA President prepared, sent to sponsor 1 Sponsor Handouts 1 APPA Nametags How to Organize an APPA Facilities Drive In Workshop- Prepared 02/26/11

1 APPA Final registration list, badges, eval. forms sent to sponsor via overnight/fedex 1 (72 hours before event) APPA "Event update" emailed to attendees with map, parking instructions, schedule AUDIO/VISUAL 4 Sponsor/Host Audiovisual equipment ordered - - screen, projector, mikes 4 Host Photographer assigned for onsite event photos 2 Sponsor/Host Notepads and pens ordered 1 week after workshop 1 week after workshop 2 weeks after workshop APPA APPA APPA POST EVENT Post event "thank you" sent to attendees via email Post presentations for download on APPA website (with approval of speakers) APPA nonmembers in attendance receive follow-up info on member benefits Questions? Contact APPA Professional Development Manager Corey Newman at corey@appa.org. APPA Leadership in Educational Facilities 1643 Prince Street Alexandria, VA 22314 Phone: 703/684 1446 FAX: 703/549 2772 www.appa.org How to Organize an APPA Facilities Drive In Workshop- Prepared 02/26/11