Applicant Members

New members can apply for membership via the website or (as sometimes happens) by applying to the Membership Secretary.

Applications from website

Most new members will apply via the website. There is a link below the login box Apply to Join AANZPA. You can’t get to the page except when logged in, you will get Access Denied message if you try. Applicant members don’t see all of the profile categories. Some profile categories (like TEP Status and Region) can only be updated by the Membership Administrator.

    1. Respond to initial inquiries from applicants
    2. Respond to applications via the AANZPA website
    3. Contact the applicant about any issues with their application
    4. Follow up potential new members who are not yet in the system eg we have received a sponsors letter but they haven’t yet applied to join after 2 weeks.
    5. Check the sponsors form is filled out on website. If incomplete more information can be requested
    6. If an application is received and there is no sponsor’s letter, request their sponsor fill out the form here http://aanzpa.org/node/add/sponsors-letter. Cc the request to their Director of training
    7. If there is no application after 2 week – send a reminder to applicant and Cc the sponsor and their Director of training
    8. When the application and the sponsor’s letter has been received Membership Administrator do the following:
    9. check the application is in order
    10. check the sponsors letter is in order
    11. email the application to the Membership Secretary
    12. add applicant to Xero (More information below) (Xero)
    13. send invoice (Xero)
    14. reconcile the fee payment (Xero)
    15. approve the application
    16. processes application (More information below) (Website)
    17. update members status on website (Website)
    18. join member to AANZPA Inc website (Website)
    19. join member to AANZPA Inform
    20. send an email of welcome from the Membership Secretary
    21. send an email saying there is a new member to the AANZPA Region, Journal Publications distribution person
    22. The website system sends a message to the Membership Secretary and the webmaster containing a link to the applicant member’s account.

Process the Application

Use the User Processing tab to keep track of where you are up to in the process.

All current members have Active as status and ‘member’ as role. They may be given other roles according to their organisational role, eg conference BoE, exec etc.

Add and New Member and Send Them an Invoice (Xero)

Add a new Contact

      1. Log in to Xero
      2. Go to Contacts/All Contacts
      3. Add Contact details and Save
      4. Go to Contacts and click on the Group ‘All’
      5. Find the new Contact
      6. Tick the box next to the name
      7. Click ‘Add to Group’
      8. Add to Existing Group New Associate or AUS Associate

Add an Invoice

      1. Go to Accounts/Sales or click on New while looking at the Contact’s Profile
      2. Choose the Aussie Standard Invoice (Aussie) of the NZ DPS Invoice (NZ)
      3. Approve the invoice
      4. Send the invoice by clicking on eMail
      5. Select the message template Aussie Standard or NZ (DPS)
      6. Check the message
      7. If the message is wrong go to Settings/eMail Settings/Templates
      8. Edit the message
      9. Go back and repeat steps 4-6 above
      10. Send the email

NOTE: Invoices can be edited by clicking on Invoice Options

Create a New User

If a member has to be added by the Membership Administrator follow this procedure.
Click on this link Create a new user on AANZPA Website

Fill in the form as follows

      • Username: Usually Firstname Lastname (eg John Smith) mixed case. Note: username can be modified by the member, so it’s not critical. eMail addresses can also be used to log in so Username is even less critical.
      • Password: Use anything really. The member gets sent the password and can change the password if they want to.
      • Tick ‘member’
      • Tick ‘Notify user of new account’ (sends an email to the user’s main email address
      • Alternative Email: A second email address
      • Any box with a little circle on the right will try to auto-complete, accept the auto-complete to avoid incorrect entries
      • Notes: Anything you want to collect. Reason for changed details etc. Not shown to anyone but the Mem Sec
      • The second Membership Type field is the one that is used when a prospective member applies via the website. The field can be safely ignored by the Membership Secretary as its not used anywhere else except in the application for membership.

NOTE: If a member doesn’t supply an email address or their email address is being used by another member (it happens!) make up an email address along the lines of firstname.lastname@members.anzpa.org. Don’t use @members.aanzpa.org, that sub-domain has NOT been set up.

Ordinary Members Re-applying to Join

Ordinary Members can re-apply to become an Ordinary member after their membership has lapsed (not paid dues) or have resigned.

The AANZPA Board of Examiners is responsible for standards of training and practice. Once someone is an Ordinary member there is an expectation that they meet standards of professionalism and demonstrate respect for the Association.

Procedure

The Membership Secretary to identify:
Category 1: Ordinary members who re-apply to become a member after they have resigned
Category 2: Ordinary members who reapply to become a member after they have lapsed financially (they have not paid dues).

When an Ordinary Member reapplies for membership in any of these categories, they will be asked to contact the Membership Secretary in writing to clarify:
· Why their membership lapsed,
· Why they are seeking membership again,
· What they have been doing professionally during the time of lapsed membership.
· There will also be a request that the prospective member clarify whether they have been the subject of a complaint during the period of lapsed membership.

Once the Membership Secretary has established clarity on these matters they will contact the Secretary of the Board of Examiners, who will check that professional standards have been met.

At this point there will be a discussion about what actions might be required of the member to re-establish their membership of AANZPA.

 

Membership Renewals

 

Timeline

 

        • 30 May Membership payment system tested (Membership Admin)
        • 30 May currency agreement available (Webmaster)
        • 30 May Send a notice out to regional secretaries asking them to remind members to update their email address if it has changed (Membership Admin)
        • 24 June Update email addresses in AANZPA Inform (Membership Admin)
        • 24 June Notice via AANZPA inform that invoices will be sent shortly, we are reliant on members to update their own details to ensure email
          addresses are correct (Membership Admin)
        • 1 July Renewal notices sent out via Xero(See below for process)
        • some members have no email address and have to be contacted by other means. Here is a list of addresses for those with no listed email address. http://aanzpa.org/staff/membership-secretary/no-email (Membership Admin)
        • 20th August Reminder notices sent out (Membership Admin)
        • 10 August Practice Certificates sent out (Membership Admin)

 

Practice Certificates

 

        1. Obtain current a list of TEP’s and Practitioners who have:
          • completed currency and
          • paid their membership fee
        2. Print practice certificates to an adequate standard
        3. Post practice certificates to members

Note: Members completion currency time varies considerably therefore emailed out practice certificates occurs in batches. After August Currency Certificates are only posted out on request.

Up-Dates

        • The Memb Admin is the main person to make changes to member’s profiles.
        • The Memb Admin gets a notification email about any changes made to member’s profiles.
        • The Memb Admin is involved even when members make a change themselves because AANZPA Regions can change and therefore capitation is effected. Members can’t change their own AANZPA Region.
        • A visual check on the spreadsheet Memsec spreadsheet of all members (CSV Format) <http://aanzpa.org/members/membership-csv-memsec.csv> can pick up if any regional changes have been missed.

There are a number of common tasks relating to members information. Below are four of them.

        1. Updating an email address
        2. Change of Address
        3. Change of Membership Category
        4. Resignation

1. Updating an email address

            1. Log in to the website
            2. Go to the Membership Secretaries Links page http://aanzpa.org/members/membership-links-memsec
            3. Find the member who you want to update by either using your browser’s search (not site search) look for the person’s name OR scroll down the list until you get to the person’s name
            4. Click on the link to Edit next to the member’s name
            5. Copy and paste the new email address into the email field
            6. Scroll to the bottom of the page and click on Save
            7. You will be re-directed back to the Membership Secretaries Links page
            8. Log in to Xero and change the address there

2. Change of Address

Its is preferred that members where possible that update their own information. The Membership Secretary is the second port of call because Regions are involved and therefore capitation.

            1. Log in to the website
            2. Find the member who you want to update by either using your browser’s search (ie not site search) look for the person’s name OR scroll down the list until you get to the person’s name
            3. Click on the link to Edit next to the member’s name
            4. Click on contact information tab
            5. Update the address
            6. Save
            7. Log in to Xero and change the address there

If the AANZPA Region has changed as a result of the change do the following (regions also have be changed if a member does their own update)

            1. Click on to the membership information tab
            2. Change the Region
            3. Save
            4. Let the AANZPA Regional secretary there is a new member in their region.

3a From Associate to Ordinary

            1. Click on Edit – > account tab
            2. Tick Practitioner (Leave ‘member’ ticked)
            3. Go to Edit – > membership information tab
            4. Change AANZPA Certification to Psychodramatist etc.
            5. Type Ordinary into Membership Category (The word will auto-finish)
            6. In Membership Type: (at the bottom of the page) select Ordinary Membership
            7. Save

3b. From Associate to Affiliate Associate

Note: send <http://aanzpa.org/staff/membership-secretary/updates/change-membership-category>email requesting notice of changes to membership at the beginning of April each year.

            1. Go to Edit – > membership information tab
            2. In Membership Type: (at the bottom of the page) select Affiliate Associate Membership
            3. Save
            4. eMail the Member letting them know of the change

4. Resignation or Lapsing membership

Go to the users page:

            1. Click on Edit – > account tab
            2. Tick Blocked (active is automatically un-ticked)
            3. Un-tick All roles
            4. Save
            5. Or, if there is no chance they will re-apply or have their membership reinstated, Delete the user.

Note: Membership Category is on the membership information tab twice because we require a dropdown list for the membership application form.

Changes in Affiliate Associate Status

To all Directors of Psychodrama Training (Institutes and Campuses) in Aotearoa New Zealand and Australia.

Re: Informing the Membership Administrator of changes in membership status of AANZPA members in your region

Action requested: Please send me the names of any AANZPA Associate or Affiliated Associate members whose status has changed for the membership year ending 30 June, 2016.

Associate or Affiliated Associate members whose status has changed include:

1. Any AANZPA Associate member who is no longer actively involved with psychodrama training and/or supervision in your institute/campus and does not have a current Training Plan for this coming year. (we will change their membership status to Affiliated Associate)

2. Any AANZPA Affiliated Associate member who now re-engaged in training and or has a Training Plan (we will change their membership status to Associate)

You can access a list of Members on the AANZPA website. <http://aanzpa.org/members/affiliate-associate>. Use the filters on the page to show Affiliated Associate and Associate members in your region.

If some members are ambiguous, let us know if this ambiguity cannot be clarified by you.

I will notify members of any change in their membership status from Associate Member to Affiliate Associate member or visa versa. Membership status is shown on the website here <http://aanzpa.org/members/all-members>. The membership fee is the same for both Associate members and Affiliated Associate members, $140.

Please send this information to the me, the Membership Administrator <memberrship-administrator@aanzpa.org>, by May 6, 2016. Please keep in touch about any matter that arises in connection with this.

Warm regards
Simon Gurnsey
AANZPA Membership Administrator

Removal of Members

There are two ways for members to leave, by resignation and by lapsing. Ordinary members who resign or lapse are special case. See Ordinary Members Re-applying to Join.

In either case, let the AANZPA Regional Secretary know the member has left.

The Memb Admin will write to the Training Institute director and the Regions letting them know the members are no longer AANZPA Members

1. Resigning Members

Resigning Members write to us and let us know they intend to resign.

            • Offer alternative ways they can remain members.
            • Send a message to their Region letting them know of the Resignation
            • Send a message to all Training Organisations letting them know of the Resignation

eMail Template to Resigning members

Thank you for your resignation from AANZPA.

AANZPA is a small organisation and we value your membership, therefore we are sorry to see you go. Please can you let know the reason or reasons for your resignation?

If you are no longer training in psychodrama you can remain a member of AANZPA by transferring from Associate Membership to Affiliate Associate Membership. THe annual fee is the same, $140. More details here: .

OR

Instead of resigning you might consider transferring your membership from Ordinary membership to Non-practicing membership. The annual fee for non-practicing members is $77.00. More details here: .

Warm regards
Simon Gurnsey
AANZPA Membership Administrator

2. Lapsing Members

Procedures for Members who are in arrears

That the Membership Administrator on behalf of the Executive enacts the following policy in regards to members who are in arrears of their AANZPA membership fee:
1. At the time of the second fee reminder in December, members whose fees are in arrears will be sent a notice warning them that if they don’t pay their outstanding fees they will be removed from AANZPA membership on the anniversary of the fee due date. (31st July)

2. When membership renewals are sent on the 1st of July the following year any member whose membership fee is still outstanding will receive a warning that they will be removed from the AANZPA membership if they don’t pay. Associate members will be given the option of becoming an Affiliate Associate. Ordinary Members will be given the option of becoming Non-Practicing members if their circumstances fit this category of membership.

3. If the membership fee remains outstanding on the 31st July the member will be removed from the members list without further notice.

4. A member who has been removed in this way may apply to re-join up until a date one week before the AGM.

5. If a member applies to re-join they will be required to pay any outstanding membership fees plus a re-joining fee of $50.

6. The Membership Secretary has full discretion to accept or decline any application to re-join. An application to re-join by an Ordinary member will involve consultation with the Board of Examiners as per the Ordinary Members Re-applying to Join AANZPA procedure.

7. If the membership application is approved, membership will be seen as being continuous.
Lapsing Members: have not paid their membership fee for two years despite reminders. Payment of AANZPA Membership fees is continuous and apply until a letter of resignation is received by the Membership Secretary. Ordinary Members who have resigned can reapply to join. Special conditions apply

To remove all members who have lapsed from the membership list

1. On the AANZPA Site: Tick ‘Blocked’ on their profile and remove the ‘member’ role.
2. In Xero: Void their invoices
3. In Xero: Archive their Xero user (this removes their group membership)

Reminder Emails

Below are three letters to the three categories of overdue members:
1. Late *Send in August)
2. Very year Late (send in December)
3. Two years Late (send in December)

1. Late

Send via XERO Send statement

Dear Late-person,

We sent you an invoice for your AANZPA Membership fee in June xxx. This was followed by a statement 10 December xxx.

Our records indicate you have not yet paid your 20xx-xx fees. If you have paid please let me know the date paid, the amount and how you paid (Cheque, Interbank transfer, Credit Card). We will double check our records.

If you intending to remain a member of AANZPA paying your membership fee is essential. If not please let me know if you want to resign your membership otherwise please pay your membership fee in the next week.

If you cannot find your original invoice please let me know and I will send you a copy.

Regards

AANZPA Membership

2. One year Late

Send via XERO Send statement
Dear One-year-Late- person,

Our records indicate you have not yet paid your 20xx fees.

We sent you an invoice for your AANZPA Membership fee in June YYYY. This was followed by a reminder statement in August and again in December YYYY. Attached is a further statement.

In addition your YYY fee is also outstanding. If you have paid please let me know the date paid, the amount paid and how you paid (Cheque, Interbank transfer, Credit Card). We will double check our records.

If you intending to remain a member of AANZPA paying your membership fee is essential. If your plan is to resign rather than let you membership lapse, please let us know, otherwise please pay your YYYY membership fees within the next week.

If you cannot find your original invoice please let me know and I will send you a copy.

3. Two years Late

Send via Ordinary email

Dear Two-years-Late-person,
I have been reviewing payment records and notice that there has been no payment from you since we last corresponded. You have been sent two invoices and reminders about your AANZPA annual membership fee. Your YYYY and YYYY AANZPA Membership fees remain outstanding.

If your members fee arrears have not been paid by [Date one week before AGM] your membership will lapse and you will be removed from the AANZPA Membership list. If your plan is to resign rather than let you membership lapse, please let us know. You will then be welcome to apply to rejoin AANZPA if your circumstances change. Special conditions will apply to your re-admission to AANZPA Membership.

If relevant, we will let PACFA and PBANZ know you are no longer a member of AANZPA. If you have any concerns please speak directly to the AANZPA Membership Secretary (Ccd here).

Regards