1. ©SHRM 2010 HRFL Leadership Conference Dorothy Knapp, SPHR

2. ©SHRM 2007 What do I need to know? Important dates How are we governed? How are we connected? What is the bigger picture? What support do I have in my role? Who do I turn to? What is the SHAPE program? Why is it important? Why should we focus on growing Membership?

3. ©SHRM 2007 Important Dates November 15-17, 2012 SHRM Leadership conference (for 2013 leaders) December 1 CLIF due (even partially completed) January 31 SHAPE due Plus all HRFL meeting dates

4. ©SHRM 2007 November 2011 SHRM Leadership Conference Incoming or current chapter president District Directors Current and incoming state directors

5. ©SHRM 2007 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; visit to Capitol Hill is optional November 15-17, 2012 (tentatively starts at 1:00 Thursday and ends at 2:00 Saturday)

6. ©SHRM 2007 Chapter Leader Information Form (CLIF) Online form for your chapter to submit complete board/volunteer roster Due by 12/1 Required for all chapters Allows SHRM to keep in touch with your board members to announce new tools, webcasts, etc. Send in even if you don’t have all positions filled Must submit on time to qualify for any award for the year

7. ©SHRM 2007 How are we governed?

8. ©SHRM 2007 Not for profit associations (AKA non-profits) Non-profit association > Governed by federal and state laws for non-profits > Entire Board should read and know what the bylaws say > Bylaws must accurately reflect what the board is doing > No one person on the Board makes decisions for chapters; must be by majority vote of the governing body An affiliate of SHRM – the parent organization > Rules and expectations > Chapter bylaws cannot conflict with SHRM bylaws > Must keep bylaws up to date > Chapter charter outlines the relationship between SHRM and chapter

9. ©SHRM 2007 Bylaws Approval Process All board members should carefully review the bylaws upon taking office and should follow them as a legally binding document Bylaws model online – be sure your bylaws include all required sections as stated in the checklist online ANY bylaws revisions must be sent to Field Services Director (FSD) for review ANY bylaws changes will then be approved by SHRM (including name changes and changes to 100%) Do not hold chapter membership vote until AFTER you have received the signed final copy from SHRM

10. ©SHRM 2007 Bylaws Approval Process Email the complete set of bylaws (marked up copy, final copy) with a bulleted list of the changes to dorothy.knapp@shrm.org. I will review them and provide suggestions or changes. dorothy.knapp@shrm.org Once they are approved by the FSD, the bylaws are approved by the Chief Membership Officer. SHRM signs the bylaws, and then your Regional Administrator (RA) will send them back to you via FedEx with a tracking number. Once you receive the package, your chapter membership can then vote on the changes. Once they are approved, your chapter president should sign and date the bylaws and FedEx (with a tracking number) the signed set back to your RA. You should keep a copy of them. The final signed version is placed into the files at SHRM. This final set is considered to be RATIFIED. The process takes at least 6-8 weeks

11. ©SHRM 2007 Chapter Charters These documents spell out the relationship between SHRM and chapters > Who owns membership lists > Correct use of the SHRM logo > Correct use of the SHRM name Be sure your chapter has a copy; review it annually If your copy is lost, contact your Regional Administrator

12. ©SHRM 2007 Place prominently on all materials produced by an affiliate of SHRM. Do not modify the logo; must be the entire “Affiliate of” logo, and never be smaller than 1 inch wide. Use in conjunction with your chapter logo – same size and near each other “Affiliate of” logo Please note the change from the TM to the ®; be sure you are using the ® logo

13. ©SHRM 2007 SHRM Requirements SHRM bylaws require chapter presidents and state council members be active SHRM members throughout the duration of their term. Must be indicated in chapter bylaws. SHRM encourages chapters to require all board members to be SHRM members for greater synergy in the affiliation relationship. Effectively lead chapter or state council throughout the year and mentor president/president-elect for upcoming year. Assure bylaws are being followed. Attend and actively participate in state council meetings.

14. ©SHRM 2007 SHRM Chapter Membership Requirements 25 SHRM members or 51% affiliation (whichever is greater) must be current SHRM members Chapters have five years to come up to this standard New!

15. ©SHRM 2007 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

16. ©SHRM 2007 How are we connected?

17. ©SHRM 2007 About SHRM Founded in 1948 World’s largest professional association dedicated to HR About 350 staff members Headquartered in Alexandria VA Over 250,000 professional and student members in more than 140 countries More than 580 affiliated local chapters Over 6,000 volunteer leaders

18. ©SHRM 2007 SHRM Staff Leadership Hank Jackson, CPA President/CEO Pam Green, SPHR Vice-President of U.S. Membership New Board Orientation ©SHRM 2011

19. ©SHRM 2007 SHRM Board Chair Jose Berrios 2011-2012 SHRM Board Chair

20. ©SHRM 2007 SHRM’s Vision “To be a globally recognized authority whose voice is heard on the most pressing people management issues of the day - now and in the future”

21. ©SHRM 2007 SHRM’s Mission  Build partnerships  Provide a global community to share expertise & create innovative solutions  Provide thought leadership, education, & research  Be an advocate on the most critical issues facing workplaces & the human resource profession

22. ©SHRM 2007 SHRM’s Strategic Priorities 1.Continue to provide high-value resources to existing core membership 2.Be a global organization 3.Operate as a financially sustainable organization 4.Be the recognized thought leader on people management issues

23. ©SHRM 200723 Volunteer Leadership Structure SHRM ® Board Regional Councils State Councils Local Chapters Staff Support HR Expertise Panels Ethics Global Labor Relations Workplace Diversity HR Technology HR Disciplines – Includes: Talent Management, Compensation, Benefits, Organizational Development, Employee Relations, Employee Health, Safety & Security Governance Committee* Membership Advisory Council Members *Governance Committee approves appointment of members to HR Expertise Panels Volunteer Leadership Structure

24. ©SHRM 2007 Chapter Size Small Chapter = 10 – 100 members Medium Chapter = 101 – 300 members Large Chapter = 301 – 500 members Mega Chapter = 501 – 1,000 members Super Mega Chapter = 1,000 + members Conference calls are held on a quarterly basis for chapter presidents by chapter size > Allows chapter presidents to network with presidents from like-size chapters 24

25. ©SHRM 2007 Each state council is asked to have the following positions: > College Relations > Diversity > Governmental Affairs > HRCI Certification > Membership > SHRM Foundation > Workforce Readiness Chapters should consider these board roles as well Core Leadership Area Volunteers

26. ©SHRM 2007 District Directors Assist chapter presidents with questions Visit chapters to provide presentation on “SHRM is the Solution” to your members Ensure that chapter presidents attend state council meetings Ensure that chapters submit SHAPE on time Your District Director and State Council Director should be your first point of contact for assistance For CLA issues/questions, the state CLA leaders should be your points of contact

27. ©SHRM 2007 Expectations of Council Members Chapter Presidents should attend all state council meetings or send substitute/proxy If you have not already done so, please send your complete board roster to your Regional Team and the State Council Director—due 12/1 Board roster should include ALL volunteers with complete contact information Late submissions will keep your chapter/council from being eligible for a SHAPE award

28. ©SHRM 2007 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; please ask your company to allow email messages from SHRM, your Regional Team and council members LeadersEdge, SHRM’s volunteer blog—is our MAIN point of communication with you: emails with updates to the blog will go out as reminders; check the blog frequently for news and updates www.shrm.org/Communities/VolunteerResourc es/Blog/default.aspx

29. ©SHRM 2007 Volunteer Assistance There are four administrators at headquarters with a general number to call: 800-283-SHRM x 3333. 7:00 a.m. – 7:00 p.m. Eastern Time. Anyone at that number can assist you with CFSP, rosters, designation forms, etc. The number will take voicemails 24/7 but will only be manned from 7 am – 7 pm ET. Email: SHRM.MemberRelations@shrm.org. This is a generic email inbox that will be accessible by all the Regional Administrators.SHRM.MemberRelations@shrm.org Order SHRM supplies from your Regional Administrator.

30. ©SHRM 2007 Southeast Regional Contacts Dorothy Knapp, SPHR dorothy.knapp@shrm.org (800) 283-7476, x 6199 703-535-6199 Crystal Adair crystal.adair@shrm.org crystal.adair@shrm.org (800) 283-7476, x 6370 703-535-6199

31. ©SHRM 2007 VLRC

32. ©SHRM 2007 VLRC

33. ©SHRM 2007 VLRC

34. ©SHRM 2007 VLRC

35. ©SHRM 2007 Chapter Leader Resource Guides Fundamentals of Chapter Operations Excellent tool for all volunteer leaders Provides the basic fundamentals to achieve operational success Download from VLRC Chapter Guide to Financial Management Provides essential financial information Info on taxes, incorporation, and record keeping Easy to understand Excellent resource for all Chapter Officers Located in the VLRC under the Finance section 35

36. ©SHRM 2007 What is SHAPE? Why is it important?

37. ©SHRM 2007 SHRM Affiliate Program for Excellence (SHAPE) Both a planning tool and an evaluation tool Covers calendar year Reporting tool for SHAPE award Chapters must submit to SHRM by 1/31 Need to determine now who will complete Complete online only

38. ©SHRM 2007 SHAPE SHRM Affiliate Program for Excellence (SHAPE) 2012 Chapter Planning Workbook and the archived volunteer leader webinar will be available in the VLRC at www.shrm.org/vlrc by the end of January.www.shrm.org/vlrc Online forms available to input goals for year to aid in planning

39. ©SHRM 2007 Goals for SHAPE Replaced many operational items with strategic objectives designed to increase the visibility and effectiveness of chapters & state councils while promoting SHRM and the HR profession overall Strengthens our affiliates’ connection to SHRM from a business perspective by clearly outlining requirements to measure chapter and state council alignment and engagement Raises the bar of excellence for affiliates, and provides a tiered recognition system 39 In case you are not yet familiar…

40. ©SHRM 2007 SHAPE Program ALL chapters must complete all items in the Basic Requirements section (section 1) to remain affiliated Other sections of SHAPE: Section 2: Mission-Driven Initiatives, Section 3: SHRM-Affiliate Support, and Section 4: Measures of Success Four award levels: Bronze, Silver, Gold, and Platinum ** New in 2012 – every chapter must be represented by a board member at the state leadership conference to remain a chapter in good standing with SHRM. You must have submitted your CLIF By December 1 to qualify for any award

41. ©SHRM 2007 SHAPE Program The Excel Award Levels Each builds upon the previous level of awards Raises the bar of excellence for affiliates 41

42. ©SHRM 2007 SHAPE Program The Excel Awards SHRM Bronze Chapter Award Chapter successfully completes all of the requirements listed in Section 1, Section 2 and Section 3. 42

43. ©SHRM 2007 SHAPE Program The Excel Awards SHRM Silver Chapter Award Chapter successfully completes all of the requirements in Sections 1, 2, and 3 AND: □ Develop and implement a total of three Community Based Chapter Initiatives in Section 2. □ 50% of board members are SHRM members throughout their terms of office. □ Chapter president or president-elect attends SHRM Leadership Conference or the state leadership conference. 43

44. ©SHRM 2007 SHAPE Program The Excel Awards SHRM Gold Chapter Award Chapter successfully completes all of the requirements in Sections 1, 2, and 3 AND : □ Develop and implement one additional chapter initiatives (for a total of four) in Section 2. □ Chapter president or president-elect attend the SHRM Leadership Conference. □ Achieve Membership Star recognition for growth of SHRM membership in the chapter. (Membership Star status is growth of SHRM members in the chapter of 0-2.9 percent) 44

45. ©SHRM 2007 SHAPE Program The Excel Awards SHRM Gold Chapter Award (cont’d) □ Chapter president participates in at least 75 percent of state council meetings and conference calls. □ 75% of board members are SHRM members throughout the duration of their terms of office. □ Chapter qualifies as a 2011 SHRM Foundation Chapter Champion. 45

46. ©SHRM 2007 SHAPE Program The Excel Awards SHRM Gold Chapter Award (cont’d) □ Serve as a resource to the community or local media on HR issues. 46

47. ©SHRM 2007 SHAPE Program The Excel Awards SHRM Platinum Chapter Award Chapter successfully completes all of the requirements in Sections 1, 2, and 3 AND : □ Develop and implement strategic initiatives in five areas of Section 2. □ Chapter president or president-elect attend the SHRM Leadership Conference and state leadership conference. 47

48. ©SHRM 2007 SHAPE Program The Excel Awards SHRM Platinum Chapter Award (cont’d) □ Achieve Membership Superstar recognition for growth of SHRM members in the chapter. (Membership Superstar status is growth of SHRM members in the chapter of 3 percent or more) □ Chapter president (or an appointed representative not already on the council in another role) participates in 100% of state council meetings and conference calls. □ Chapter qualifies as a 2011 SHRM Foundation Chapter Champion. 48

49. ©SHRM 2007 SHAPE Program The Excel Awards SHRM Platinum Chapter Award (cont’d) □ Chapter serves as a resource to the community or local media on HR issues. □ Describe how the chapter has provided information and resources to chapter members regarding the impact of state or federal legislative issues. 49

50. ©SHRM 2007 Membership Why focus on Membership?

51. ©SHRM 2007 100% Chapters 100% means ALL members must be SHRM members – no “other” membership categories are allowed 100% chapters receive additional benefits from SHRM

52. ©SHRM 2007 Membership Recruitment & Retention Initiative Partnership between SHRM and chapters to: 1. encourage SHRM at-large members to join chapters 2. encourage chapter local members only (LMOs) to join SHRM 3. work together to retain current SHRM members

53. ©SHRM 2007 Member Definitions At-large Members At-large member is an individual who is a member of SHRM but is not affiliated with a local chapter. Recruiting at-large members to your chapter is a great way to increase SHRM membership in your chapter. Online membership application includes a required field for indicating chapter membership. Local Members Only (LMOs) An LMO is an individual who belongs to a local chapter but is not a SHRM member. Promote benefits of joining SHRM to your LMOs. Discount offered to first-time SHRM members via a promotional code. Strengthens partnership between SHRM and the chapter.

54. ©SHRM 2007 Membership Recruitment & Retention Initiative SHRM provides: > Membership Recruitment and Retention Toolkit > Labels or lists to assist you in contacting at-large members in your chapter area > State Council/Chapter Successful Practices > Current data – monthly membership report of SHRM members in your chapter > Webcasts, conference calls, and LeadersEdge articles > Recognition of top chapters in growing their SHRM membership > Other resources to assist you in the membership section of the VLRC

55. ©SHRM 2007 Membership Recruitment & Retention Initiative First-time members can join SHRM at a reduced rate of $165 They should use the code CHSED on their application to get the reduced rate Advertise this on your chapter websites, etc.

56. ©SHRM 2007 Chapter Affiliation Brochure Brochure is free to chapters Explains the value of chapter membership to SHRM members Use it to contact at-large members to invite them to become chapter members

57. ©SHRM 2007 Membership Reports from SHRM Your chapter can request: > SHRM monthly or quarterly reports via an email request with a set deadline 1.Current chapter roster 2.Full at-large list within chapter’s established zip code range 3.Expired SHRM members in the chapter 4.New at-large members list within the quarter > The roster requests will be distributed within 48 hours > SHRM will also be providing sample emails/letters that the chapter can use for their benefit > These reports are NOT sent automatically, but can be requested Please have your Membership Chair conduct a quarterly audit of the at- large list and SHRM chapter member list. Send your Regional Administrator information on any new SHRM members who join your chapter. Help SHRM keep the lists current. Send list of new/expired members to SHRM each month

58. ©SHRM 2007 Conducting Membership Audits SHRM uses the member roster sent by your chapter to conduct audits on an annual basis Please send chapter membership roster upon request—the more current, the more accurate the audit Please have your Membership Chair conduct an audit of at-large list and SHRM chapter member list every quarter Please note that SHRM conducts only ONE audit per chapter per year; other audits can be con- ducted by volunteers and changes shared with SHRM

59. ©SHRM 2007 In-Transition Membership SHRM offers a one-time-only benefit of a free one-year continuation of membership to any current member who has been downsized Must already be a member of SHRM Contact SHRM’s Member Care Dept. for more information

60. ©SHRM 2007 Why promote certification? Symbol of professionalism Shows mastery of body of knowledge Gives an “edge” in hiring Recognized by employers/HR

61. ©SHRM 2007 HR Certification Downloadable certification handbook available for individuals interested in pursuing PHR, SPHR, GPHR $120 “Pay-if-you-Pass” Program for selected chapter and state council leaders HR Certification Institute Approved-for-Credit Program Tools for promoting certification and recertification in your chapter or state More info available in certification section of VLRC or at www.hrci.org

62. ©SHRM 2007 Recertification Some say they didn’t know they needed to recertify! Need chapters’ help to spread the word about ease of recertifying Can recertify online Articles about it for your newsletter available on VLRC Help to educate your members about the process

63. ©SHRM 2007 What does the SHRM Foundation do for you? Why support it?

64. ©SHRM 2007 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 Provides a DVD series that can be used for chapter programs; pre-approved for credit Toolkit available for chapter/state Foundation chairs at www.shrm.org/foundationwww.shrm.org/foundation SHRM Foundation

65. ©SHRM 2007 Chapter Champions Program > Make a chapter or state council financial contribution to the SHRM Foundation AND > Conduct a Leadership Campaign. Actively encourage your Board members to make a personal contribution to the SHRM Foundation. Your goal is to reach 100% participation among your chapter or state council leadership. And complete one or both of the following: > Increase (by 10% or more) the chapter’s contribution to the SHRM Foundation over the previous year’s contribution. > Hold at least one special event (e.g., silent auction, golf tournament, etc.) to benefit the SHRM Foundation. Regional Scholarship Program Funding for SHRM members toward education or certification Applications due in July SHRM Foundation

66. ©SHRM 2007 Doing Well by Doing Good: Global Sustainability at Aditya Birla Group > Strategic/Global 2011 Once the Deal is Done: Making Mergers Work > Strategic 2010 World Economic Forum: Creating Global Leaders > Strategic/Global 2009 Seeing Forward: Succession Planning at 3M > General 2008 Trust Travels: The Starbucks Story > Strategic 2007 Ethics: The Fabric of Business > Strategic 2006 Fueling the Talent Engine: Finding and Keeping High Performers > Strategic 2005 DVD Series

67. ©SHRM 2007 Other Foundation Resources Effective Practices Guidelines Performance Management Retaining Talent

68. ©SHRM 2007 E-mail Blasts SHRM offers State Councils, Super Mega chapters, and 100% chapters the opportunity to reach at-large members via e-mail eight times per year Use online request form in the VLRC SHRM sends the e-blast on your behalf and will make edits as necessary State Councils also receive two e-blasts for announcing the state conference to members in their own state

69. ©SHRM 2007 SHRM Student Chapters There are over 450 student chapters Over 15,000 student members For information about starting a student chapter in your area, see www.shrm.org/Communities/StudentPrograms www.shrm.org/Communities/StudentPrograms Chuck Salvetti is Student Programs Manager at SHRM Chuck also manages the new Young Professionals (YP) program

70. ©SHRM 2007 Web Site Support Program SHRM News Feeds (required on your chapter website) Automatically post headlines and news story summaries from HR News to your web site, easily adding fresh content

71. ©SHRM 2007 Chapter/state council web site hosting License given to use SHRM’s web site content management system SHRM hosts and provides basic technical training Allows volunteers/staff to easily update and maintain the web site Used by hundreds of chapters and state councils! New platform being rolled out now Web Site Support Program

72. ©SHRM 2007 Features include the ability to: > Add content to your site, including Word, Excel, PDF and other document types > Create a database and directory of members > Add graphics and photos > Create registration forms and calendars To express interest, e-mail Shelly Quinn, Chapter Web Support Specialist, at shelly.quinn@shrm.org. shelly.quinn@shrm.org Web Site Support Program

73. ©SHRM 2007 Chapter Financial Support Payment (CFSP) Program To be eligible for CFSP consideration, the chapter must: Submit a completed SHAPE Year-End Report by 1/31 of each year and your membership roster when requested Meet the applicable membership affiliation requirements. Have a chapter president who is a SHRM member in good standing throughout his/her term of office. Have SHRM-approved ratified bylaws on file at SHRM. Financial support will eventually be tied to SHAPE; but, the current formula will remain the same for 2011. Returns a portion of each SHRM member’s dues to the chapter through this program.

74. ©SHRM 2007 Chapter Financial Support Program (CFSP) SHRM pays chapters and councils several million per year in financial support Pays each state council between $3000-7000 per year based on SHRM membership in state Returns a portion of each SHRM member’s 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 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)

75. ©SHRM 2007 Example: Chapter’s 12/31 SHRM Membership Count 2010 250 2009 -200 Difference 50 Net Gain Payment (50 X $25) = $1,250 Chapter Financial Support Program (CFSP)

76. ©SHRM 2007 Chapter Financial Support Program (CFSP) Sign up for direct deposit for your CFSP SHRM now REQUIRES this Sign up at www.shrm.org/Communities/VolunteerResou rces/ResourcesforChapters/Pages/CHAPRfin.aspx www.shrm.org/Communities/VolunteerResou rces/ResourcesforChapters/Pages/CHAPRfin.aspx New

77. ©SHRM 2007 Automatically HRVoice member if SHRM member SHRM sends e-mails with legislative updates unless you opt out Assistance with contacting your legislators Online instructional video available www.shrm.org/Advocacy HRVoice

78. ©SHRM 2007 Governmental Affairs/Advocacy Site updated continuously Most current legislative information—both federal and state Take an active role in shaping laws that directly impact HR professionals! Thomas Jefferson once said, “America is not governed by the majority, but by the majority of those who participate.” Exercise your HR Voice by actively participating in the political process of government. www.shrm.org/Advocacy

79. ©SHRM 2007 Pinnacle Award Awarded to chapters and state councils at Annual Leadership Conference Examples: Assisting community members with welfare to work Improving community diversity or work/family issues Teaching job-search skills to the unemployed Impacting local, state, or federal legislation Corporate sustainability Not limited to these! $1,000 award and recognition in SHRM publications

80. ©SHRM 200780 SHRM Connect – Networking Tool > Create a robust, online social networking platform enabling self- forming communities of interest. Create a group for your chapter. > All geographical or physical constraints are eliminated. > Create a profile for your chapter!

81. Thank YOU for Volunteering. You keep SHRM successful! Questions? ©SHRM 2010