Orientation for New Chapter Presidents

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Orientationfor NewChapter Presidents

• Shelly Prochaska, SPHR
• Manager, Southeast Region

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What is SHRM?

• Founded in 1948
• Worlds largest professional association
  dedicated to HR
• SHRMs mission is to serve the professional and
  to advance the profession (STP ATP)
• About 300 staff members
• Headquartered in Alexandria VA

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About SHRM

• Over 210,000 professional and student members in
  more than 100 countries
• More than 570 affiliated local chapters
• Over 3,500 volunteer leaders

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Volunteer Leadership Structure
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Chapters

• A two-way channel of communication between SHRM
  and the individual member
• A forum for the personal and professional
  development of its members
• An opportunity to develop leadership, managerial,
  public speaking and group decision-making skills

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Chapters

• An arena to develop trust relationships in the
  discussion of professional issues
• An opportunity to focus on current human resource
  management issues of importance to its members
• A focus for legislative attention to state and
  national human resource management issues

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Chapters

• A valuable information gathering and
  dissemination channels
• A local voice for the advancement of the HR
  profession

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State Councils

• Consist of ALL chapter presidents in the state
  and other volunteers
• Provide a structure for its members to consult
  together concerning the affairs, activities,
  needs, and challenges of the profession and the
  Society in the state
• Adopt programs which will promote the progress
  and welfare of the profession and the Society as
  a whole

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State Councils

• Facilitate information sharing between chapters,
  among the council leaders, and the SHRM Board of
  Directors
• Assess the needs of members and chapters, and
  then, meet those needs by securing and/or
  providing information

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State Councils

• Coordinate state and national legislative
  initiatives
• Provide leadership development opportunities
• Communicate with SHRM at-large members within the
  state

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State Councils

• Chapter Presidents should attend state council
  meetings or send substitute
• Chapter Presidents are voting members of the
  council
• State council members can be excellent resources
  for your chapter
• They have been in your shoes as a volunteer
• Can be speakers for your chapter as well

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Composition of State Councils

• Councils Usually Consist of
• State Director
• State Director-Elect
• Past Director
• Secretary
• Treasurer
• District Directors
• Membership/At-Large Chair

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Composition of State Councils

• Councils Usually Consist of
• State Conference Chair
• All Chapter Presidents
• Core Leadership Area Directors (College
  Relations, Diversity, Governmental Affairs, HRCI
  Certification, SHRM Foundation, and Workforce
  Readiness)
• Other roles as needed

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District Directors

• Assist chapter presidents with questionsgreat
  resource!
• Visit chapters to provide presentation on SHRM
  as a Resource to your members
• Ensure that chapter presidents attend state
  council meetings
• Ensure that chapters submit Chapter Achievement
  Plans on time

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Expectations of Council Members

• Chapter Presidents should attend state council
  meetings or send substitute from their board
• If you have not already done so, please send your
  board roster to your Regional Manager and the
  State Council Director
• Board roster should include ALL volunteers with
  complete contact information

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Expectations of Council Members

• Please READ all correspondence from your State
  Council, District Directors, and from your
  Regional Team
• Many companies servers will not accept email
  messages from SHRM staff, since we send messages
  to over 100 chapters at a time
• Please ask your company to allow email messages
  from your Regional Team and council members

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Regional Map
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Regional Councils

• Consist of all State Council Directors within a
  Region
• Provide an organized structure for members to
  enable them to work together
• Facilitate successful practice sharing between
  state councils as a means of achieving SHRMs
  strategic objectives

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Regional Councils

• Provide guidance and assistance to the state
  councils and chapters
• Encourage state councils to establish connections
  with business leaders and business community to
  advance the profession

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Regional Councils

• Play a key role in identifying and communicating
  emerging strategic issues to the Membership
  Advisory Council (MAC) to promote the purposes of
  and membership in the Society

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Membership Advisory Council

• Serve as an interface between the volunteer
  leaders and the SHRM Board of Directors
• Two-way channel of communication

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Special Expertise Panels

• Provide SHRM with subject-matter expertise on
  emerging issues

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SHRM Board of Directors

• The SHRM Board of Directors is the ultimate
  governing body of the Society. The Board is also
  responsible for approving the policies of the
  Society
• Comprised of not fewer than eleven (11) nor more
  than fifteen (15) voting Directors, plus the
  President/CEO as an ex officio non-voting
  Director

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SHRM Board Chair
Johnny Taylor, Jr., JD, SPHR SHRM Board of
Directors 2005-2006 Chair From North Carolina
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SHRM STAFF
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SHRM CEO
Susan R. Meisinger, SPHR President CEO SHRM
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Chief Membership Officer
Gail Aldrich, SPHR Chief Membership
Officer SHRM Leads the Member Services Dept.
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Vice President for Member Relations
Keith Greene, SPHR VP for Member
Relations SHRM Leads the Regional Teams
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Regional Teams

• SHRM divides its membership into geographic
  regionsfive domestic and two island regions
• Each region has dedicated staff who are the
  liaisons between SHRM and the members in the
  region
• Each region has a Director, a Manager, and a
  Coordinator

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Role of Regional Teams

• Communicate SHRMs goals and objectives to
  volunteers
• Assist potential chapters in becoming affiliated
• Assist individual members with questions about
  membership
• Assist chapters in remaining affiliated and with
  chapter operations
• Attend state council and regional council
  meetings as a resource
• Participate in state conferences as an exhibitor
• Act as a speaker at chapter meetings,
  conferences, and events, as available
• Promote SHRM member benefits
• Assist in the recruitment and retention of members

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Role of Regional Teams

• Regional Directors
• Main point of contact for State Councils and
  Regional Council
• Communicate and promote SHRM vision and strategic
  objectives
• Regional Managers
• Main point of contact for Chapter Presidents and
  other chapter volunteers
• Ensure that chapters maintain affiliation
  standards
• Regional Coordinators
• Main point of contact for supplies, member lists,
  audits, checks, and general questions
• Acts as administrator for regional team

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Northeast Regional Team
Susan Post, SPHR Director spost_at_shrm.org (877)
246-8996
Phyllis Shurn-Hannah Manager phannah_at_shrm.org (877
) 570-9672
Terry Finch Coordinator tfinch_at_s
hrm.org [phone], Ext. 6274
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Southeast Regional Team
Dorothy Hill, SPHR Director dhill_at_shrm.org (877)
835-9822
Shelly Prochaska, SPHR Manager sprochaska_at_shrm.org
[phone]
Lisa Gardner Coordinator lgardner_at_shrm.or
g [phone], Ext. 6069
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North Central Regional Team
Milton Perkins, CPM, SPHR Director mperkins_at_shrm.o
rg [phone]
Ann Byrnes, SPHR Manager abyrnes_at_shrm.org (877)
252-9636
Open Coordinator
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Southwest Central Regional Team
Larry Burk, SPHR Director lburk_at_shrm.org (877)
571-3658
Mark Christensen Manager mchristensen_at_shrm.org (87
7) 252-9945
Nancy Wallmuller Coordinator nwallmuller_at_shrm.org
[phone], Ext. 6074
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Pacific West Regional Team
Karen Verrico, CPA Director kverrico_at_shrm.org
[phone]
Marilyn Hoppen, SPHR Manager mhoppen_at_shrm.org
[phone]
LaShonne Kelly Coordinator lkelly_at_shrm.org (800)
283-7476, Ext. 6076
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Islands Regional Team
Includes Caribbean/Atlantic and Asia/Pacific
chapters
Javier Lozano, SPHR, GPHR Director jlozano_at_shrm.or
g [phone], Ext. 6036
Rosaura Barrera Manager rbarrera_at_shrm.org (80
0) 283-7476, Ext. 6035
Marcia Hudson Coordinator mhudson_at_shrm.org
[phone], Ext. 6034
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SHRM Requirements

• Chapter President must be a current SHRM member
  in good standing for entire duration of term, and
  this requirement must be stated in the bylaws
• Minimum of 30 of the total chapter membership or
  10 chapter members (whichever is greater) must be
  current SHRM members
• Chapter bylaws must not conflict with the intent
  of the bylaws of SHRM
• New affiliation requirements 25 SHRM members
  and 100 affiliation (for NEW chapters only)

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100 vs. 30

• SHRM requires chapters to maintain the
  appropriate level of membership
• 100 means ALL members must be SHRM membersno
  exceptions
• 100 chapters should NOT have any membership
  categories that do not require national SHRM
  membership

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SHRM Resources

• Nearly all the resources to be reviewed in this
  presentation are available in the Volunteer
  Leaders Resource Center
• Web site for volunteers at www.shrm.org/vlrc
• Updated continuously
• Lets review some of them

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Core Leadership Area Volunteers

• Each state council is asked to have the following
  positions
• College Relations
• Diversity
• Governmental Affairs
• HRCI Certification
• SHRM Foundation
• Workforce Readiness
• Chapters should consider these board roles as well

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Resources for CLA Volunteers

www.shrm.org/chapters/ resources/clas.asp

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CLA eNewsletter

• Focuses on SHRMs Core Leadership Areas
• Quarterly updates in each of six areas
• Links to important sites and information

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SHRM Student Chapters

• There are over 400 student chapters
• Over 11,000 student members
• For information about starting a student chapter
  in your area, see www.shrm.org/students
• Chuck Salvetti is Student Programs Manager at
  SHRM
• csalvetti_at_shrm.org

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Diversity

• Online toolkit includes
• Ten Strategies for Diversifying Your Chapter

www.shrm.org/diversity/members/toolkit
More info at www.shrm.org/diversity
and www.shrm.org/chapters/resources/clas.aspdiv
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Governmental Affairs

• Automatically HR Voice member if SHRM member
• SHRM sends e-mails with legislative updates
  unless you opt out
• Assistance with contacting your legislators
• PowerPoint presentations online for chapter
  Legislative Updates
• I WROTE stickers available

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Write Your Elected Officials!
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HR Certification

• Handbook available online for individuals
  interested in pursuing certification at
  www.hrci.org
• 120 Pay-If-You-Pass policy for chapter
  presidents, presidents-elect, student chapter
  advisors, chapter certification chairs, state
  council members, regional council members
• Go to www.hrci.org/Volunteers/PAYPASS/ for more
  info

www.hrci.org
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HR Certification

• Video and printed materials available for chapter
  use to promote certification
• Strategies for recognizing certified chapter
  members

www.hrci.org
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Recertification Credits for Chapter Meetings

• Your chapter can get approval from HRCI to offer
  recertification credits for chapter meetings
• Must have meal separate from speaker
• Must have 45 minute presentation and 15 for QA
• Must complete form at www.hrci.org/CEPreApprovals/
  AFC

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Recertification

• Many are not recertifying
• Need chapters help to spread the word about ease
  of recertifying
• Articles about it for your newsletter available
  on VLRC
• Members do not understand the process

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SHRM Foundation

• Conducts and funds research on HR topics
• Is supported by tax-deductible donations from
  SHRM members
• Supports scholarships, SHRM chapter educational
  matching grants and other educational initiatives
• Toolkit available for chapter/state Foundation
  chairs at www.shrm.org/foundation

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SHRM Foundation

• Chapter Champions Program
• Board member assigned to be SHRM Foundation Chair
• Chapter donation to the Foundation
• One chapter event for the Foundation (raffle,
  silent auction, HR Role Models, etc.)
• Regional Scholarship Program
• Applications due May 15
• 10,000 for SHRM members in region toward
  education or certification

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SHRM Foundation

• DVD Series for Chapter Programming
• Foundation offers three DVDs
• Fueling the Talent Engine Finding and Keeping
  High Performers (mailed in January)
• HR in Alignment The Link to Business Results
• HR Role Models
• Each chapter received these for use as a chapter
  program

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Workforce Readiness

• Workforce Readiness has two components
• Assisting educational institutions to understand
  the needs of employers
• Prepare students for entry into the workforce and
  assist adults who are joining or rejoining the
  workforce

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Leaders Guide

• Excellent tool for volunteer leaders
• Not just for the Chapter President
• Order form in back to request HRMagazine,
  membership applications, and brochures
• Download from VLRC

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Chapter Achievement Plan

• Covers calendar year
• Outlines scope of work encouraged by SHRM
• Reporting tool for SHRMs Merit/ Superior Merit
  Award Program

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Chapter Achievement Plan

• Must be filed with SHRM by 1/31 to receive CFSP
• Need to determine who will complete
• Great planning tool
• Two versions available online

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Chapter Achievement Plan

• Can complete online or hard copy
• Mail to SHRMnot Regional Manager
• Note that to win Superior Merit, chapter must be
  represented at 50 of state council meetings
• Need your chapter board roster for 2006 (either
  CLIF or in Excel)

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Guide to Chapter Financial Mgmt

• Provides the chapter with essential financial
  information
• Includes info on taxes, incorporation, and record
  keeping
• Easy to understand
• Excellent resource for all Chapter Officers

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Joint Billing

• Chapter Benefits
• Increased member satisfaction convenience of
  receiving a single invoice for both SHRM and SHRM
  local chapter dues
• Provides additional time and resources to focus
  on serving your members through
• Eliminating time associated with dues collection
• Eliminating chapter invoicing and collection
  costs
• Opportunities for membership growth/expansion
• Membership marketing specifically for your
  chapter developed and executed by SHRM
• www.shrm.org/chapters/resources/jointbilling

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SHRM Logo Use

• This
• NOT these

Anycity SHRM
Affiliate of
Anycity SHRM Chapter
Society For Human Resource Management
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Chapter Bylaws

• Model available online
• Please be sure your chapter board is following
  the bylaws
• Chapter bylaws should be reviewed annually
• Should include Removal of Officers and Chapter
  Dissolution clauses

www.shrm.org/vlrc
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Chapter Bylaws

• Any revisions need to be sent to SHRM through
  your Regional Manager for review and inclusion in
  your chapter file
• Any bylaws changes must be approved by SHRM
  (including name changes and changes to 100)

www.shrm.org/vlrc
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Position Descriptions

• Use as a guide for volunteer leader positions in
  your chapter
• Easier to hold volunteers accountable if you have
  a written description of role responsibilities
• Sample descriptions available online

www.shrm.org/vlrc
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LeadersEdge

• Quarterly publication designed to provide
  volunteer leaders with timely program updates and
  general Society information

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SHRM EnhancedAt-Large Initiative

• Chapter Roster sent each quarter listing the SHRM
  members designating chapter as primary
• 2nd Qtr - full set of at-large labels
• Other quarters - labels for new at-large members
  who joined during the previous quarter only
• Make sure SHRM has your correct ZIP codes

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SHRM EnhancedAt-Large Initiative

• Recruitment brochure on the benefits of local
  chapter membership
• Top Reasons for Joining Local Chapter bookmark
• Both available at no charge from SHRM

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SHRM EnhancedAt-Large Initiative

• Online membership application includes a required
  field for indicating chapter membership
• E-mail being sent to new at-large members -
  points them to the SHRM chapter page on the
  website

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Membership Audits

• SHRM uses the member roster sent with the CAP to
  audit your chapter
• Please send current roster when it is
  requestedthe more current, the more money your
  chapter might get
• Please have your Membership Chair conduct a
  quarterly audit of at-large list and SHRM chapter
  member list

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E-mail Blasts

• E-Blasts
• SHRM offers State Councils the opportunity to
  reach at-large members via an e-blast 8x/yr PLUS
  2 e-blasts for announcing the state conference
• Also can send out info on State Conferences or
  other events/news

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E-mail Blasts

• E-Blasts
• SHRM offers 100 chapters and Super Mega chapters
  (1001) the opportunity to reach at-large members
  via an e-blast 8x/yr

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In-Transition Membership

• SHRM offers a free one-year continuation of
  membership to any current member who has been
  downsized
• Must already be a member
• Contact SHRMs Customer Service Dept. for more
  information

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SHRM Code of Ethical Professional Standards

• Code of ethics for the profession, not just SHRM
• Recently updated re-written entirely by SHRM
  members and volunteers
• Designed to provide guidance and support in your
  daily work as HR professionals and volunteers

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SHRM Code of Ethical Professional Standards

• Online toolkit available to assist SHRM chapters
  in developing their own Code of Ethics

www.shrm.org/ethics
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Directors Officers (DO) Insurance

• The goal of such policies is to protect officers
  and directors of an organization from liability
  in the event of a claim or lawsuit against them
  alleging wrongdoing in connection with the
  organization's business
• Each chapter should consider purchasing liability
  insurance to protect itself

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Directors Officers (DO) Insurance

• Directors and Officers can be sued for such
  issues as
• Discrimination (age, race, sex, membership,
  employment)
• Harassment
• Inefficient administration or supervision
• Waste of assets
• Misleading statements and misstatements
• Libel and slander
• Failure to deliver services
• Acts beyond granted authority

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Directors Officers (DO) Insurance

• AON Association Services (www.asae-aon.com)
  provides DO insurance for associations
• A local insurance agent may be able to provide
  information or quotes on such insurance

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Web Site Support Program

• News Feeds
• Automatically post headlines and news story
  summaries from HR News selected Forums to your
  web site, easily adding fresh content to your
  site
• Used by many state councils chapters!
• To sign up, e-mail Shelly Quinn, Chapter Web
  Support Specialist, at squinn_at_shrm.org.

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Web Site Support Program

• Pilot for chapter web site maintenance hosting
• License given to use SHRMs web site content
  management system
• SHRM hosts and provides basic technical support
• Allows volunteers/staff to easily update
  maintain the web site

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Web Site Support Program

• Features include the ability to
• Add content to the site, including Word, Excel,
  PDF and other document types
• Create a database directory of members
• Add graphics photos
• Create registration forms calendars
• To express interest, contact Shelly Quinn at
  squinn_at_shrm.org

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Pinnacle Award

• Awarded to chapters at Leadership Conf.
• Examples
• Assisting community members with welfare to work
• Improving community diversity or work/family
  issues
• Teaching job-search skills to the unemployed
• Supporting a student chapter
• Assisting members with professional development
• Impacting local, state, or federal legislation
• Meeting needs of senior professionals
• NOT limited to these

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Successful Practices

• Online form for your chapter to submit successful
  practices
• Site for reviewing other chapters successful
  practices
• ATP toolkit

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Chapter Financial Support Payment (CFSP) Program
To be eligible, the chapter must 1) Submit a
completed Chapter Achievement Plan (CAP) and
chapter membership roster by January 31st each
year 2) Have at least ten (10) SHRM members or
30 (whichever is greater), and 3) Have a
chapter president who is an SHRM member in good
standing

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Chapter Financial Support Payment (CFSP) Program

• Returns a portion of each SHRM members dues to
  the chapter via payment
• 6.25 four times a year (25 annually) per
  member for 100 chapters
• 5 twice a year (10 annually) per member for
  non-100 chapters

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Chapter Financial Support Payment (CFSP) Program

• Net Gain Payment
• Paid in the first quarter
• Calculated by subtracting the 12/31 SHRM
  membership total for last year from the 12/31
  SHRM membership total for the current year and
  multiplying the difference by 25 (see example)

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Chapter Financial Support Payment (CFSP) Program
Example Chapters
12/31 SHRM
Membership Count 2005
250 2004 -200
Difference 50 Net Gain Payment
(50 X 25) 1,250

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Chapter Financial Support Payment (CFSP) Program

• Checks come in light blue envelopes with CFSP
  Enclosed stamped on the outside
• OPEN them CASH the checks
• Do NOT throw them away

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SHRM Speakers Bureau

• SHRM staff members and other speakers are
  available to visit chapters
• Chapters pay travel expenses for some
• SHRM staff speaks to 100 chapters at no charge
  (based on availability)
• www.shrm.org/speakers

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Speakers and Programs

• Chapter Speaker Support Program
• Online list of speakers
• Willing to visit chapters for no cost or small
  fee
• Chapters pay travel
• Fund set aside for chapters to apply for money
  for travel
• Program info available at www.shrm.org/speakers

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Speakers and Programs

• www.shrm.org/chapters/resources/chapspkrprog
• PRESENTATIONS FOR CHAPTERS TO DELIVER
• PowerPoint presentations and scripts provided for
  chapters and state councils when they need a
  program but do not have a speaker.
• Topics (based on requests from volunteers)
  include SHRM Your Career Partner, Measuring
  the ROI of HR, and Top Five Workplace Trends.

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Speakers and Programs

• National Speakers Association
• www.nsaspeaker.org
• Select speakers by topic or state
• Many topics available

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SHRM Leadership Conference

• FREE conference for chapter presidents OR
  presidents-elect
• Hotel and designated meals covered
• Chapter covers travel
• EVERY chapter should be represented EVERY year
• Held in DC area includes visit to SHRM
  headquarters
• November 9-11, 2006

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State Leadership Conference

• If your state holds a Leadership Conference, it
  is very important that at least the chapter
  president attend
• It is preferred that your entire chapter board
  attend
• Be sure your chapter officers know about the
  State Leadership Conference
• Your chapter president-elect should attend at
  least one State Council meeting before taking
  office

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VLRC

• Volunteer Leaders Resource Center
• www.shrm.org/vlrc
• Many more resources than just those discussed in
  this presentation
• Lets review a few

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Webcast Archives
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www.shrm.org/vlrc
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www.shrm.org/vlrc
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Benefits of Volunteering

• Exposure to other HR professionals and companies
• Up-to-date information on HR issues and
  legislation
• A network of professionals
• Recognition as a leader in the profession
• Expand your speaking and communication skills
• Obtain best practices
• Develop leadership skills
• Become certified

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Volunteer Opportunities Center

• New addition to VLRC
• If you want to volunteer for future roles, fill
  out form
• Hope to have 4000 volunteers in database
• Match up positions

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• THANK YOU for volunteering
• You keep SHRM successful
• We grow because of YOU!

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Questions?Discussion

• Shelly Prochaska, SPHR
• Manager, Southeast Region
• sprochaska_at_shrm.org