Where Do I Find It, and What Do I Do With It? Emily Springer Manager, Regions and Section Programs

Start Here – Very Important! info.aiaa.org 2

Find Region… 4

…then Section 5

Sign in 6

login 7 This is the same login as the one for Your is the one in your member record.

Section page before login

Section page after login

Section chairs and Region officers will have the same access to Regional pages 10

Datamaker 11

Datamaker Note: Names at the top of the list are your Regional Officers and staff liaisons. These are listed so that they are added to your section communications.

Datamaker in Excel

Use Datamaker for… Sending communications  Newsletters  Event announcements  Welcome letters  About to Drop Letters  Congratulatory letters  Birthday greetings Checking membership Checking grade Metrics  Geography  Age  Industry  Professional Interests Can and should be used by several section officers  Communications  Membership  Programs  Honors and Awards 14

Who Gets Mail? Mailing lists and Spam

Sending s Issue is governed both by Federal law (the CAN SPAM Act of 2003) and AIAA policy Federal law only restricts commercial s – offering a product or service for a fee  Conferences, books, journals, etc AIAA generally deletes “Do Not is Yes” from messages OK to keep separate lists  Daily Launch  However, we STRONGLY suggest starting with Datamaker list 16

Do Not 17

What to send OK to send a newsletter that includes information about a dinner meeting or event where a fee will be charged Other section business, and all committee business, is allowable Suggest sending a yearly or semi-yearly reminder to “Do Not ” list to see if they know they are on it and if they still want to receive no messages  Some may want to hear from the section, just not for commercial s Keeping two lists means extra work for the section so can be done at your discretion 18

HQ Documents

HQ Documents is your friend!

A look at HQ Documents

Forms and Templates

Other resources Giveaways  Inexpensive – pens, pencils, sticky notes, etc  Membership booths, career or association fairs  To be used for conversation starters and recruitment  Not really swag (one for everyone) except small events (under 50 people)  Larger events – consider ordering a bulk item  HQ will be ordering in the next few weeks – will notify sections if they want to add to the order Logo items now go through Land’s End 23

How do we get our money?

Section Rebates 10% of current professional member rate x number of members as of 1 June – this is the total Total is spread over 4 categories  Category I – (remaining total after other 3 categories are dispersed) rebate to each section based on professional members as of 1 June  Category II ($28,000) – section awards  Category III ($20,000) – given to Regional Directors, divided by number of members per region on 1 June  Category IV ($6,000) – for use by YP committee and VP- membership 25

An example with round numbers As of June 1, there are 10,000 members and the dues is $ % of $100 = $10 x 10,000 = $100,000 for the total rebate. Subtract $28,000 for Category II section awards = $72,000 remaining Subtract $20,000 for Category III regional directors - $52,000 remaining Subtract $4,000 for Category IV YPs and VP-Membership - $48,000 remaining Let’s say that 8,000 of the 10,000 members are assigned to sections. $48,000/8,000 = $6 per member. So if your section has 400 members, your rebate is $ This year’s Category I rebate is $9.17 per person

What the section needs to do Getting payments electronically is easy! We strongly suggest that you elect to receive your rebate money this way if you don’t already do so. Make sure that you let us know of treasurer changes, and that the treasurer’s contact information is up to date – this is particularly important if you choose to get a check rather than electronic transfer. Submit both your annual report and audit/budget report in order to get your rebate. Check to make sure that you have received your rebate by the end of October (if the previous bullet point has been fulfilled). Contact us if you have not – don’t wait until June! 27

Outreach and Social Media Sending out information provided by other organizations Dealing with Social Media

Commercial Organizations Not sure? URL generally ends in.com No distribution unless they are a sponsor/partner  Most likely to be advertising as part of something else, such as a conference program or newsletter OK to buy advertising if section allows  Should be relevant to AIAA and section goals and objectives, or at least neutral topics Job listings are OK, but negotiate a good deal! 29

Non-profit organizations or schools URLs end in.org or.edu Sister organizations and local schools  Free events – fine to distribute, often encouraged  Events with a charge – probably fine  Other products or services (including membership) – may be questionable, use your judgment 30

Non-profit organizations or schools (cont’d) Non-sister organizations or non-local schools  Free events – fine and even encouraged if it would benefit our members or promotes the goals of AIAA (e.g., Engineers’ Week).  Events with a charge – should not distribute. They should apply through TAC to have their event co-sponsored and then it will get listed in Aerospace America.  Already co-sponsored – you can list the event in a newsletter, but if the organization wants more detailed information sent out, they need to go through AIAA HQ to purchase a mailing list. 31

A few last thoughts Always try to negotiate – your distribution is a valuable commodity. Get something in return, even if it’s just distribution to their list. People who check “Do Not ” should definitely not get any of this. AVOID! AVOID! AVOID!  Political advertising  Religious advertising  Anything that in your judgment could harm the section’s reputation and credibility Not sure? Ask your staff liaison! 32

Dealing with Social Media A communications minefield… HQ is developing a social media policy, not quite ready yet OK, to re-post, re-tweet, or Like Use good judgment in preserving the section’s reputation or credibility May want to create a section social media policy understood by all 33

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