state leadership conference › › resource › resmgr › 2016... · state leadership conference...

©SHRM 2016

1

©SHRM 2014

DSHRM Volunteer Training

State Leadership Conference

Dorothy Knapp, SHRM-SCPField Services Director, SHRM

Bhavna Dave, SHRM-CP

VP of HR

SHRM member since 2005

©SHRM 2016

The “parent” organization

• Founded in 1948

• World’s largest professional association dedicated to HR

• Headquartered in Alexandria, VA

• Over 400 staff members

• Over 280,000 professional and student members in more than 140 countries

• More than 575 affiliated local chapters

• Over 6,000 volunteer leaders

2About SHRM

©SHRM 2016

3SHRM Staff Leadership

Henry (Hank) Jackson, CPA

President/CEO

Robert Carr, JD, SHRM-SCP

SVP of Membership, Marketing and External

Affairs

Elissa O’Brien, SHRM-SCP

VP of Membership

©SHRM 2016

4SHRM Board Chair – 2015/16

Brian D. Silva, SHRM-SCP, GPHRChief Human Resources Officer and

Senior Vice President, AdministrationFresenius Medical Care NA

Waltham, Mass.

©SHRM 2016

5

SHRM will be a globally recognized authority whose voice is heard

on the most pressing people management issues of the day –

now and in the future.

SHRM’s Vision

©SHRM 2016

6SHRM’s Mission

• Build and sustain partnerships with and communities for human resource professionals, by leveraging businesses and academic institutions, nongovernmental organizations, governments and media to address people management challenges that influence the effectiveness of the organizations they serve and that positively influence employee engagement.

• Proactively provide thought leadership, education and researchto human resource professionals across business sectors, and serve as an advocate (often collaborating with other organizations) to ensure that policymakers, lawmakers and regulators are aware of key people concerns facing organizations and the human resource profession.

©SHRM 2016

7SHRM’s Structure

©SHRM 2016

8

©SHRM 2014

D

Important Dates and Deadlines

Devon Conley

Human Resources Manager


©SHRM 2016

Mark Your Calendars!

December 1

(if you transition mid-year, send it in 15 days before the term starts)

CLIF & SCLIF due

December 31

Deadline for receipt of SHRM Foundation donation

January 31

Chapter and State Council SHAPE Year-End Report due

March 15

Excel Award Application Form Due

November 17-19, 2016

SHRM Volunteer Leader Summit; Washington DC area

9Important Dates & Deadlines

©SHRM 2016

SHRM Volunteer Leader Summit

• November 17-19, 2016

• Target audience is the incoming chapter presidents and incoming state directors

• EVERY chapter should be represented EVERY year

• FREE for incoming chapter presidents; includes hotel, designated meals, and conference registration; chapter pays travel expenses

• If the incoming president cannot attend, the president-elect for the next year may attend in his/her place

• Attendance is tied to SHAPE award levels

• For those of you who may have missed it, there are handouts and slides available from the 2015 Volunteer Leader Summit at https://presentations.shrm.org/leadership

• The 2016 SHAPE workbooks are available online

10

https://presentations.shrm.org/leadership

©SHRM 2016

Chapter Leader Info Form

• Due December 1

• Online form for your chapter to submit complete board/volunteer roster

• Due by 12/1, even if you don’t have all roles filled by then; (if you transition mid-year, send it in 15 days before the term starts)

• List those roles you know, and provide remaining volunteer list later

• Required for all chapters

• Allows SHRM to keep in touch with your board members to announce new tools, webcasts, etc.

11

Must submit on time to qualify for any award for the year

©SHRM 2016

Pinnacle Awards

• Applications due September 9 each year

• Awarded to chapters and state councils at annual Volunteer Leader Summit

• 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

• See what other volunteers have done in the Pinnacle Compendium in the VLRC

12

©SHRM 2016

WHAT’S NEW FOR 2016?

• 51 percent affiliation requirement for all SHRM chapters postponed pending further review

• SHRM Affiliate Program for Excellence (SHAPE) has been streamlined and will be less administratively burdensome

• Excel Awards application is now separate and distinct from the SHAPE program, with a later due date (March 15th)

13

©SHRM 2016

WHAT’S NEW FOR 2016?

• “Chapter in Good Standing” continues as a SHAPE requirementNote: to meet the good standing requirement in 2016, state councils must hold a minimum of two meetings per year and chapters must hold a minimum of four meetings

• Launching a Chapter Promotion E-Blast Program

o SHRM sends two at-large e-mails per year on chapter’s behalf to promote chapter membership & one event

• Affiliates may offer certification preparation and/or recertification credit for legacy certifications in 2016

14

©SHRM 2016

15

©SHRM 2014

D

Governance

Kathryn Medina, SPHR

Executive Director


©SHRM 2016

Governance

• 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

16

©SHRM 2016

Governance -- Bylaws

• 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 need to be sent to your Field Services Director (FSD) for review

• Two sets: original bylaws showing markups/changes and clean, final set for signature

• ANY bylaws changes will then be approved by SHRM (including name changes and changes to 100%)

• Do not plan your chapter membership vote until AFTER you have received the signed final copy from SHRM

• Review process may take 6-8 weeks, depending on schedules of approvers

17

©SHRM 2016

Chapter Charter

• Every chapter has a charter on file at SHRM

• 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 (don’t call your chapter or council “SHRM”)

• Be sure your chapter has a copy; review it annually

• If your copy is lost, contact your Member Engagement Associate

18

©SHRM 2016

Use of Logo 19

Graphics Standards Manual for Affiliates

New Sections added

• Chapter and State Council Award Logos• Membership Star and Superstar Award Logos• 100 Percent Chapter and State Council Logos• Chapter and State Council Logos• MUST GET Chapter and Council logos approved

by SHRM if your name contains SHRM (review Section 3 of Graphics Guide)

Must be used correctly in all places at all times

©SHRM 2016

Check your name badges, websites, brochures, etc.

20Use of Logo

Which is correct?

©SHRM 2016

• 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

• Place it “above the fold” on website

• If SHRM is part of your chapter or council name, your logos must be approved by SHRM (review Section 3 of Graphics Guide)

21Use of Logo

©SHRM 2016

• Do use either “SHRM” or “Society for Human Resource Management” in your logo (i.e., the one that is in the legal name or ‘also known as’ name in your bylaws)

• Don’t use a conjoined H and R (their spines touching) when using the SHRM acronym

• Do use your chapter logo in conjunction with the SHRM AFFILIATE OF logo and not as a substitute for the SHRM AFFILIATE OF logo

• Ensure that “SHRM” and “Society for Human Resource Management” are treated the same as the rest of your chapter/state council’s name. Same font size, color, style.

• Do NOT register any “SHRM” or “Society For Human Resource Management” logo in any federal, or state trademark office.

• Additional details on the creation and usage of the Chapter logo can be found in the Affiliate Graphic Standards available on the Volunteer Leader Resource Center (VLRC).

22Chapter & Council Logos

©SHRM 2016

• SHRM bylaws require chapter presidents and all 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-elect for upcoming year.

• Ensure bylaws are being followed.

• Attend and actively participate in state council meetings.

23SHRM Requirements

©SHRM 2016

New chapter affiliation requirements announced January 1, 2012, to go into effect on January 1, 2017:

• All 100%-Chapters

• Minimum of 25 SHRM members AND

• 100% SHRM membership – no categories for non-SHRM members

• All Non-100% Chapters

• Minimum of 25 SHRM members AND

• Minimum of 51% SHRM membership (this requirement has been delayed)

• Applies to all existing and new chapters - no grandfathering.

24SHRM Requirements

©SHRM 2016

• Chapter Presidents should attend all state council meetings or send substitute/proxy

• Please READ all correspondence from your State Council, District Directors, and from your SHRM Staff Regional Team

• Please ask your company to allow e-mail messages from SHRM, your Regional Team, and council members

• If you ever opted out of any SHRM e-mails, you will not receive volunteer e-mails until you opt in again

• E-mails from SHRM Volunteer Relations is our MAIN point of communication with you – please read them

25Expectations of Volunteers

©SHRM 2016

• Use the online position descriptions 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 in VLRC

• List amount of time each role will require

• Consider giving each volunteer the position description and after they review it, they can sign off stating that they understand the requirements

26Expectations of Volunteers

©SHRM 2016

27

©SHRM 2014

Communication

Bruce ElliotManager, Compensation & Benefits


©SHRM 2016

• There are three administrators at headquarters with a general number to call: (800) 283-SHRM x 3333; 7 a.m. - 7 p.m. ET. 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 a.m. - 7 p.m. ET.

• E-mail: [email protected]. This is a generic e-mail inbox that will be accessible by all the Member Engagement Associates.

• Order SHRM supplies from your Member Engagement Associate.

• The FSDs don’t keep records, files, or supplies at their home offices.

28Getting Assistance

mailto:[email protected]

©SHRM 2016

29Your SHRM Staff Contacts

Shelly Trent, SHRM-SCP, CAE

[email protected]

(800) 283-7476, x 6335

Nicole Hall

[email protected]

(800) 283-7476, x 6324



©SHRM 2016

Watch your inbox for these!

These messages contain important dates, links, information, and deadlines.

30E-mails from SHRM

©SHRM 2016

• Free conference line available for State Council meetings

• Free conference line available for Core Leadership Area meetings (e.g., State Council Membership Director has quarterly calls with Chapter Membership Directors)

• www.shrm.org/Communities/VolunteerResources/ResourcesforStateCouncils/Documents/SC_Conference_Call_Policy_20090105.doc

31SHRM Conference Line

©SHRM 2016

32

©SHRM 2014

D

The VLRC: Volunteer Leader Resource Center

www.shrm.org/vlrc

Devon Conley

Human Resources Manager


©SHRM 2016

33The VLRC – New Look for 2016

©SHRM 2016

34The VLRC – How to Locate

©SHRM 2016

35The VLRC – Main Page

©SHRM 2016

36The VLRC – Click SECTIONS

©SHRM 2016

37The VLRC – Resources for Chapters

Survey data from chapters about dues, programs, etc.

Resources for every volunteer role – don’t reinvent the wheel!

©SHRM 2016

• Affiliate Successful Practices Center

– Contains great ideas from other affiliates on Leadership | Operations | Workforce Readiness | Veterans/Military | SHAPE Idea Center | Enterprising Leadership Book

• Awards and Scholarships

– Contains Pinnacle Award Compendium (get great ideas!) and webinars about the winning programs

• Speaker Information

– Contains lists of speakers for your events: All Recommended Speakers from recent SHRM Conferences, Top Rated speakers from SHRM Annual Conferences, and Keynote Speakers from SHRM Conferences

38Special Sections of the VLRC

©SHRM 2016

• Webcasts for Volunteers

• Archived webcasts available any time on many topics

• Operations/Volunteer Leadership | College Relations | Diversity & Inclusion | SHRM Certification | Government Affairs | Membership | SHRM Foundation | Workforce Readiness

• “Quickinars” < 20 minutes each:

– Chapter Board Meetings | Strategic Planning | Alternative Chapter Structure

• One-hour webcasts include:

– Engaging and Motivating Volunteers

– Succession Planning

– Successful Programming

– Transitioning to a 100% Chapter

– Leveraging Technology (I & II)

– Working with the Media

– Conference/Event Planning

– Financial Management and Legal Issues for Chapters

– Dealing with Difficult Volunteers

39Special Sections of the VLRC

©SHRM 2016

40The VLRC

Under “Resources for Chapters” and “Admin / Chapter President / President-Elect / Sec’y”

©SHRM 2016

41The VLRC

Under “Resources for Chapters” and “Finance”

©SHRM 2016

42The VLRC

In NEW VLRC – Membership Marketing: Documents and Resources under EACH heading!

©SHRM 2016

43The VLRC for CLAs

Under “Core Leadership Areas” and “College Relations”

Under “Core Leadership Areas” and “Governmental Affairs”

©SHRM 2016

44The VLRC for CLAs

Under “Core Leadership Areas” and “Diversity”

Under “Core Leadership Areas” and “SHRM Foundation”

©SHRM 2016

45The VLRC for CLAs

In NEW VLRC under “SHRM Certification”: Documents and Resources under EACH heading!

©SHRM 2016

46The VLRC for CLAs

Under “Core Leadership Areas” and “Workforce Readiness”

©SHRM 2016

47The VLRC

Under “Resources for Chapters” and “Admin . . .” then “Chapter Activities Checklist by Month” with LINKS to RESOURCES!

©SHRM 2016

48The VLRC

Under “Resources for Chapters” and “Admin . . .” then “Fundamentals of Chapter Operations”

All volunteers on your board should have a copy and review it carefully

Contains info on: Staff contacts, governance and bylaws, incorporation, membership rosters, affiliation requirements, using e-blasts, chapter operations, and much more

©SHRM 2016

49The VLRC

Under “Resources for Chapters” and “Finance” then “Guide to Financial Management”

All chapter officers should review this guide

• Operating Considerations• Methods of Accounting and Financial Reporting• Checklist of Internal Controls Over a Chapter’s Cash

Transactions• Auditing• Financial Maintenance Questionnaire• Investments• Tax Filings • Unrelated Business Income• Lobbying Activities• Travel and Meal Reimbursement• Record Retention Guidelines• Appendix–Financial Maintenance Questionnaire

©SHRM 2016

50The VLRC

Under “Resources for Chapters” and “Membership” then “Membership Recruiting & Retention Toolkit”

Contents:Recruitment• Why HR professionals don’t join chapters (survey results) • Determining key prospects• Setting Your strategy • Marketing materials, Tools, Templates and resources available

from SHRMRetention• Defining retention • The Cost of retention • Continuous marketing • The renewal process • Determining why members don’t renewPLUS: Customizable letter templates, scripts, talking points, surveys, and calculations

©SHRM 2016

51The VLRC

On the main VLRC page, under “SHAPE Center”

SHAPE: SHRM Affiliate Program for Excellence for 2015

• Both a planning tool and an evaluation tool• Covers calendar year• Must be filed with SHRM by 1/31 to receive CFSP• Need to determine now who will complete • Complete online only• 2016 Planning book available

• There will be a webinar available soon about the changes to the 2016 SHAPE

©SHRM 2016

52The VLRC

On the main VLRC page, under “SHAPE Center”

SHAPE: SHRM Affiliate Program for Excellence for 2015

• Section 1: Basic Requirements (Must be completed by ALL chapters to remain affiliated)

• Section 2: Community-Based Chapter Initiatives• Section 3: SHRM Affiliate Engagement• Section 4: Measures of Success• Appendix A: Resources• Appendix B: Sample Year-End Report Form• Four award levels: Bronze, Silver, Gold, and Platinum

You must have submitted your CLIF by December 1 to qualify for any SHAPE award

©SHRM 2016

53

©SHRM 2014

Financial Issues

©SHRM 2016

Finance Issues

Q: Can boards of directors and/or individual volunteers be sued for issues such as fraud, conflicts of interest, violation of bylaws, inefficient administration, improper use of funds, continual absence from meetings, failure to examine reports and documents before signing, failure to detect and stop embezzlement of organizational funds, failure to file annual report, failure to require withholding tax, failure to supervise the activities of others in a proper manner, and shirking responsibility?

A: YES – This is why Directors’ and Officers’ Insurance is strongly advised. SHRM-affiliated chapters are autonomous entities and are legally accountable for their own operations. You are not covered under SHRM’s insurance.

Info in VLRC in FINANCE section on D&O insurance

©SHRM 2016

Q: Should we be incorporated?

A: Incorporation provides a measure of protection for members of the chapter from personal liability for chapter obligations and from liability if chapter officers, directors, or staff violate the law. Each chapter should file for corporate status according to its particular state’s not-for-profit laws. Further, the IRS requires certain information be included in the articles of incorporation or charter. Each chapter should consider retaining an attorney and/or a CPA to advise it on the incorporation application process for not-for-profits.

Info in VLRC in FINANCE section on incorporation

Finance Issues

©SHRM 2016

Q: If we are incorporated, should we also have liability (D&O) insurance?

A: Carrying liability insurance is an option, but one many chapters exercise for their own protection. Chapter officers and directors are responsible for exercising reasonable care over the assets of their chapter. Personal liability may arise upon authorization of acts in violation of the corporate charter or applicable state or federal law. Other liabilities may arise due to employment related claims such as discrimination, wrongful termination or defamation. Therefore, each chapter should consider purchasing liability insurance to protect itself, its employees (such as a chapter management professional or staff), and its officers and directors.

Info in VLRC in FINANCE section on D&O insurance

Finance Issues

©SHRM 2016

Q: What else can we do to protect ourselves from liability?

A:

1. Your financial records should be audited annually by an outside source, such as a CPA.

2. Carefully review the online resources regarding finance for chapters and councils. Be sure you know what forms to file and by when.

3. Have your treasurer bonded.

4. Be sure to file Form 1099-MISC for each person, other than corporations, to whom you have paid at least $600 during the calendar year for speakers, prizes, awards, etc.

5. Consider event insurance if you hold a conference.

Info in VLRC in FINANCE section in the Guide to Financial Management

Finance Issues

©SHRM 2016

Q: If your chapter is a non-profit, do you have to file annual forms with the IRS?

A: YES – IRS Form 990-N (also known as the e-Postcard) is a very simple electronic form that must be filed with the IRS once a year. It was instituted for the particular purpose of requiring small 501(c) organizations (who before never had to identify themselves to the IRS because they normally had annual gross receipts of $25,000 or less, and therefore did not have to file the annual Form 990) to identify themselves.

Info in VLRC in FINANCE section on these forms

Finance Issues

©SHRM 2016

Q: Our chapter/state council does not have an IRS determination letter. Are we still required to file Form 990-N?

A: YES. This filing requirement applies regardless of whether the chapter or state council has a determination letter from the IRS.

Q: What happens if we fail to file Form 990-N?

A: Failure to file the Form 990-N for three consecutive years will result in revocation of the chapter or state council’s tax exempt status.

Info in VLRC in FINANCE section on these forms

Finance Issues

©SHRM 2016

Q: Is Not-for-Profit the same as Tax-Exempt?

A: NO. It might reasonably be concluded that as not-for-profit, tax-exempt entities, associations may not earn profits (realize more income than expenditures) and that they need not pay any taxes. Neither conclusion is correct. An association is generally organized and operated as both a not-for-profit and tax-exempt entity. Not-for-profit refers to incorporation status under state law; tax-exempt status refers to federal income tax exemption under the Internal Revenue Code. Associations are permitted to generate greater income than expenses and still retain their not-for-profit status as long as the funds are reinvested in the organization.


Finance Issues

©SHRM 2016

Q: Are we 501c6 or 501c3?

A: Nearly all chapters of SHRM are tax exempt under 501(c)(6). Each chapter is responsible for applying separately for federal tax-exempt status. IRS Form 1024, Application for Tax-Exempt Status, should be filed by chapters that are of a 501(c)(6) nature.

501(c)(3) organizations are operated exclusively for educational, charitable, religious or scientific purposes. 501c3s must provide the IRS with fundraising plans and potential sources of revenue.


Finance Issues

©SHRM 2016

Q: What does tax exemption mean? Does it mean that an organization is exempt from all taxes?

A: NO. Tax-exempt status means that an organization is exempt from paying corporate federal income tax on income generated from activities that are substantially related to the purposes for which the entity was organized. The organization does, however, pay corporate federal income tax (at standard corporate rates) on income unrelated to its tax-exempt purposes, called the unrelated business income tax (UBIT) (mugs, shirts, advertising, investment income, income from gaming/raffles, income from promoting a for-profit’s goods/services [credit cards, office supplies, travel, insurance], etc.). Associations are required to comply at all times with the strict guidelines for both tax exemption and not-for-profit status to maintain their favored status under federal and state tax codes and state corporation laws.


Finance Issues

©SHRM 2016

Q: What is an Employer Identification Number, and how do we get one?

A: Each chapter must apply for its own employer identification number (EIN), also referred to as a federal tax ID number. This nine-digit number is used for filing income and payroll tax returns. Most banks and financial institutions require this number to set up accounts for your chapter. Chapters and councils cannot use SHRM’s number.

File Form SS-4 to apply for a number if you have not obtained one. The IRS will provide written confirmation of the EIN. Your chapter should file the letter with your chapter’s permanent records. Having a tax identification number does not mean the chapter is exempt from paying income taxes. You must apply for recognition of tax exemption separately from applying for a tax identification number.


Finance Issues

©SHRM 2016

Chapter Financial Support Payments (CFSP)

• The CFSP Program returns a portion of each SHRM member’s dues to the chapter through this 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 if 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.

• Have the payment direct-deposited.

64

©SHRM 2016


• SHRM pays chapters and councils several million per year in financial support.

• Pays each state council at least $2000 per year based on SHRM membership in state. (4,000 SHRM members in state = $4,000; 1,500 members in state = $2,000)

• The Chapter Financial Support Payment (CFSP) Program returns a portion of each professional (non-student) SHRM national member's dues to the chapter via a quarterly payment for 100% chapters (those chapters who require all members to be members in good standing of SHRM) or a twice-a-year payment for non-100% chapters.

65

©SHRM 2016


66

Example:Chapter’s

12/31 SHRM Membership Count

2015 2502014 -200Difference 50

Net Gain Payment (50 X $25) = $1,250

©SHRM 2016

Chapter Financial Support Payments (CFSP) for Certification

• Must be a chapter/council in good standing as outlined in the SHAPE program

• Two-year program starting January 1, 2015 and ending December 31, 2016

• Chapters will receive a $20 payment for every national SHRM member coded to their chapter who holds a SHRM certification at the end of the calendar year for 2015 and again in 2016.

• State Councils will receive a $10 payment for every SHRM member (in-chapter and at-large) who has a SHRM certification in their state at the end of the calendar year for 2015 and 2016.

• Payments will be made regardless of how the SHRM certification was earned (tutorial or taking the exam).

67

©SHRM 2016

68

©SHRM 2014

The contents of the following slides are provided as general information and

not as legal advice.

©SHRM 2016

Legal Issues

Alcohol at chapter events

• Chapters are potentially liable where they serve alcohol at association functions, if those who attend the functions become impaired by alcohol and harm third parties.

• If an association serves alcohol at association functions, at a minimum it should do the following:

– Adopt, announce, and adhere to a policy where the person serving the alcohol is trained not to provide excess alcohol to attendees, and where attendees are advised in writing that alternate transportation is availableif they do not wish to drive a vehicle after having attended the event.

– Check association insurance policies to see if an alcohol-related problem arising from an Association event would be covered.

69

©SHRM 2016

Legal Issues

CAN-SPAM Act of 2003 • E-mails of a promotional nature that advertise a product or service (fee-based meetings and

events)

• Doesn’t have to be “bulk” – any number of messages are included in the law, even to one person

• Even if you have a business relationship with recipients (members), the law still applies

• “Transactional Messages” are excluded from “Commercial Electronic Mail Messages.” “Transactional” content includes e-mail which facilitates, completes, or confirms a commercial transaction that the recipient has previously agreed to enter into with the sender, such as payment of dues.

• An e-mail to chapter members advertising or promoting sale of a chapter product or service will be treated as a covered commercial e-mail message. Of course, an e-mail to members which advises them of chapter or other HR news (e.g., a legislative alert) and does not promote a meeting or service for which a fee is charged, would not be a covered commercial e-mail.

• Must Contain Opt-out Feature with the opportunity to decline further commercial e-mails from the sender and must contain a functioning return e-mail address and a valid physical postal address of the chapter.

70

©SHRM 2016

Legal Issues

Raffles & Gaming

• Know your state laws!

The Sherman Act (Anti-trust Law)• Violations of Section 1 of the Sherman Act: (1) any agreement to fix prices (all chapters or

consultants within a chapter charging the same dues/fees) or to divide customers or markets; (2) expulsion of members without just cause and reasonable procedures; (3) use of standardization or certification programs for the purpose of restricting certain companies or products or services from the market; or (4) use of wage surveys in a manner which encourages agreement on wage levels (including CMP salaries).

Not allowing certain types of memberships or members• Association denial of membership or services to nonmembers can be characterized as

"Group Boycott." Have to be consistent and logical in membership definition. Must accept all who fit within the definition. Also be careful not to unreasonably exclude one vendor while preferring another.

71

©SHRM 2016

Legal Issues

Lobbying for 501(c)6 [rules are different for 501(c)3]

• Unlimited lobbying permitted as long as the legislation pertains to the purpose for which the organization was formed.

• Lobbying portion of dues not tax-deductible by members as a business expense.

• Associations must either notify their members of the portion or percentage of their dues attributable to lobbying activities and therefore nondeductible, or pay a proxy tax equal to 35% (highest corporate rate) of its lobbying expenses.

• Political campaign activities permitted, provided they are not the organization’s primary activity.

• Be aware of federal and state lobbying and campaign finance laws, particularly with regard to restrictions on political activities of corporations.

72

©SHRM 2016

Legal Issues

Associations must not violate Trademark or Copyright law

• Includes logos (SHRM’s)

• Do not publish articles from other sources as your own (in newsletters, on websites, in magazines) without permission

• Do not publish SHRM articles (other than from Managing Smart) as your own without contacting SHRM for permission at http://www.shrm.org/about/copyrightpermissions/pages/default.aspx

• Do not plagiarize

• Do not distribute mass copies of copyrighted material, such as articles from magazines or books

• Do not share SHRM Learning Systems or have a library where it is loaned out (violation of SHRM’s Code of Ethics)

• Get speakers' permission to record and sell or give away copies of their presentations (includes copies of slides)

73

http://www.shrm.org/about/copyrightpermissions/pages/default.aspx

©SHRM 2016

Legal Issues

Associations must not violate copyright law• Slides from SHRM Speakers’ Bureau speeches are copyrighted and may only be

distributed to an audience at a SHRM speaker presentation. Further distribution is not allowed, except with permission by SHRM

• Get photographers’ permission to use or reproduce photos

• Use of licensed music (live or recorded) -- payment of royalties is required in order to avoid stiff penalties for copyright infringement. (This includes music in a presentation, Karaoke events, and just playing music during an event.)

• If you want to use music for meetings, events, or conferences, here are the options:

– purchase and use royalty-free music

– approach music producers emerging artists and obtain permission to use their music

– obtain a license to legally use copyrighted music (e.g., ASCAP or BMI)

• The same rules apply for using film or video

74

©SHRM 2016

Legal Issues

Record Retention

• Some records, including many financial documents, annual corporate reports, governing documents, minutes of board meetings, tax returns, pension and profit-sharing plans, exemption letters from the IRS, and copyright and trademark registration certificates, should be retained permanently.

75

©SHRM 2016

Legal Issues

Contracts

• Require hotels and convention centers to comply with applicable safety and health laws and with the Americans with Disabilities Act.

• Do not agree to a contract provision that allows hotel or convention center to cancel or fail to provide promised facilities or services for any reason other than uncured breach of association.

• Include in contract “acts of God” clauses which permit cancellation of an event without liability, such as natural disasters, terrorism, or other events which make holding the event either impossible or so burdensome as to warrant discharge from contractual obligations.

76

©SHRM 2016

77

©SHRM 2014

DMembership

Kathryn Medina, SPHR

Executive Director


©SHRM 2016

Member DefinitionsAt-large Members

• At-large member is an individual who is a member of SHRM but is notaffiliated 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 (0118).

• Strengthens partnership between SHRM and the chapter.

78Membership

©SHRM 2016

Member Definitions

Primary Members

• Member of more than one chapter (multi-member) who designates one chapter as the primary chapter (this chapter receives CFSP for the member).

Multi-Members

• Member of SHRM who maintains membership in multiple chapters. Primary chapter affiliation is with another SHRM affiliate chapter. A chapter would receive credit for chapter affiliation percentage purposes for multi-members but not for CFSP.

79Membership

©SHRM 2016

Primary Chapter Designation Form submission deadline

• From January – November, forms must be received by the 5th business day prior to the end of the month to be processed.

• For December, must be received by December 15th to be processed by the end of the year.

• While a SHRM member may belong to more than one affiliated chapter, only one chapter may be designated as that member's primary chapter. The member is free to change that designation as he/she wishes. Primary Chapter Designation Forms are signed directives from the member to SHRM authorizing SHRM to change his/her primary chapter designation.

• The form is completed by the member and faxed or e-mailed to SHRM. Upon receipt of the executed form, the member's primary chapter will be changed. To ensure changes are made during the appropriate month, submission deadlines are in place.

80Primary Membership

©SHRM 2016

Resources from SHRM

• Membership Recruitment and Retention Toolkit

• Lists to assist you in contacting at-large members in your chapter area via mail

• State Council/Chapter Successful Practices

• Current data – monthly membership report of SHRM members in your chapter

• Webcasts and conference calls to share practices and challenges with other volunteers and staff

• Other resources to assist you in the membership section of the VLRC

• SHRM sends e-mails and mailings to at-large members about local chapters

• SHRM online membership application has box to fill in chapter membership

• E-blasts for chapters and state councils

81Membership

©SHRM 2016

Resources from SHRM

• A postcard is sent from SHRM twice a year (spring and fall) to 1-2 year at-large members

• Creates awareness of chapters and the benefits of joining a local chapter

82Membership

©SHRM 2016

Resources from SHRM

• On the back of the postcard, it shows the chapters nearest the member’s mailing address – the member then can select chapters to visit or join

83Membership

©SHRM 2016

Resources from SHRM

84Membership

As a part of SHRM’s onboarding process, new members receive a series of messages in the 2nd and 3rd months after becoming a member

Messages specifically highlight chapter membership

©SHRM 2016

Resources from SHRM

85Membership

New members receive a Welcome Kit via US mail during their first month of membership

Insert includes a Communities section which includes information about SHRM’s local chapters.

©SHRM 2016

Resources from SHRM

86Membership

Elissa O’Brien, SHRM’s Vice President Membership facilitates a New Member Benefits webinar twice per year:• Encourages members to join local SHRM chapters• Webinar is also recorded and posted on SHRM.org

Also, in renewal notices sent via US mail, inserts are included that promote chapters.

©SHRM 2016

Resources from SHRM

87Membership

When members renew SHRM membership, they receive a renewal acknowledgement e-mail with a reminder regarding benefits including a reference to joining a SHRM chapter

©SHRM 2016

Sent to State Directors, State Membership Directors, and Chapter Presidents

At the bottom of the report are tabs for each state in the region. Compare year-end numbers with current month. Also note member growth/loss and percent change. PLEASE NOTE that LMO numbers are captured only after SHRM conducts an audit. LMO numbers on this report will NOT CHANGE throughout the year.

Take notice of these issues:

• Under 25 SHRM members ?

• Increase both by getting LMOs into SHRM

• Percentage of members in chapters ?

88Membership Report

©SHRM 2016

• Under 25 SHRM members ?

• Increase both by getting LMOs into SHRM

• Percentage of members in chapters ?

89Membership Report

©SHRM 2016

90Membership Reports – Region Roll-Up

Report shows SHRM members in chapters, at-large in state, and SHRM members in state. Note the red numbers indicate negative numbers, or member losses.

©SHRM 2016

Value of Chapter Membership• Brochure is free to chapters and downloadable to hand out at meetings

• Can request hard copies as well

• Explains the value of chapter membership to SHRM members

• Use it to contact at-large members to invite them to become chapter members

91Membership Affiliation Brochure

©SHRM 2016

E-Blasts – USE THEM!

• SHRM offers State Councils, Super Mega chapters, and 100% chapters the opportunity to reach at-large members via e-mail eight times per year (two per quarter)

• New! Non-100% chapters are provided with two SHRM-provided e-mail communications per year (more to come on this, so watch your e-mail)

• 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 e-blasts for announcing the state conference to members in their own state

92

©SHRM 2016

• 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 Department for more information

• Consider offering this option to your own members – great for retention!

• Also, any members can contact Member Care to request quarterly payments on a credit card.

93In-Transition Membership

©SHRM 2016

95

©SHRM 2014

SHRM Certification

We’ve created the SHRM-CP and SHRM-SCP to:

o Encourage HR professionals to acquire the knowledge and behaviors that drive effective performance and career success, and contribute to positive organizational outcomes

o Establish a certification that is highly relevant to employers, and meets the needs of business;

o Grow certification in the HR profession; and

o Create a new and universal standard for HR.

We believe these new credentials will become the

globally-recognized standard of excellence in HR.

©SHRM 2016

96For Aspiring Certificants

Individuals interested in pursuing certification this year should continue preparations and

take an HR general certification exam (e.g. PHR/SPHR/GPHR exam) prior to January 31, 2015.

o If you pass the exam, you will be eligible to receive the new SHRM certification by

completing the simple three-step process.

o If you purchase the 2014 SHRM Learning System this year, and take the exam it

supports, but don’t pass, you will be eligible to receive the new version of the SHRM

Learning System that supports the SHRM-SCP or SHRM-CP next year at no cost

following registration for the May-July 2015 SHRM-CP or SHRM-SCP testing window.

o If you purchase the 2014 SHRM Learning System this year, and decide not to take your

exam, you will be eligible to receive the new version of the SHRM Learning System

next year at no cost following registration for the May-July 2015 SHRM-CP or SHRM-

SCP testing window.

shrmcertification.org

©SHRM 2016

97Streamlined Recertification Process

Broad Opportunities for

QualifyingActivities

User-Friendly, Job-Related

Requirements

Streamlined Preferred

Provider Program

SHRM’s streamlined approach to recertification includes:

o 60 Professional Development Credits (PDCs) based on the SHRM BoCK;

o Credits awarded for Advance Your Education, Advance Your Organization, and Advance Your Profession;

o Greater emphasis placed on job-related experiences and projects;

o No distinction between Strategic & General Business Credits; and

o State Councils, Chapters, and Educational Partners in good standing are eligible to become Preferred Providers at no cost.

Once you earn the new SHRM credentials, you will begin a three-year recertification cycle.

shrmcertification.org

©SHRM 2016

98Recertification Credits

Category Description/Examples

Maximum Number of Professional

Development Credits (PDCs)

Advance Your Education

Continuing education such as:o Conferenceso College courseso Seminarso e-Learning (Instructor-Led and Self-Directed)o Chapter programso Webcastso Audiocastso Podcasts

o No maximum for instructor-led PDCs

o Maximum of 30 PDCs for self-directed programs like webinars

Advance Your Organization

Work projects endorsed by supervisor which support organizational goals and advance or demonstrate capabilities in one or more HR competency.

o Maximum of 20 PDCs per cycle

Advance Your Profession

Thought leadership and volunteer activities such as:o Professional membershipo Volunteer leadershipo Speaking at conferenceso Writing and Research

o Maximum of 30 PDCs per cycle

©SHRM 2016

SHRM Recertification Provider

For more info: www.shrm.org/communities/volunteerresources/pages/preferred-provider-resources.aspx

• Chapters and State Councils are SHRM Recertification Providers at NO COST

• Award recertification credits without pre-approval from SHRM

• Publicize that you are a SHRM Recertification Provider

• Use the logo on your materials

• Include your programs in a searchable database

• Be listed in a directory of SHRM Recertification Providers

http://www.shrm.org/communities/volunteerresources/pages/preferred-provider-resources.aspx

©SHRM 2016

100SHRM Learning System

The SHRM Learning System offers:

• A proven system designed specifically for adult learners

• A long and established track record of helping HR certification candidates beat the certification exam average pass rates

• Companion instructor materials to help facilitate a course

• Chapters can partner with colleges or hold their own study groups

• NEW Award from SHRM for listing college/university programs for your state on your chapter website

©SHRM 2016

2016 Student Case Competitions & Career Summits• East, Central, West

– No regional boundaries

– Primary focus on case competition

– Number of teams expanded to 30

– Virtual prep for competition

– Written summary will be judged virtually

– Teams present oral presentation onsite

– Educational sessions will be offered

• For more info, go to http://conferences.shrm.org/student-conferences

104SHRM Student Conferences

http://conferences.shrm.org/student-conferences

©SHRM 2016

2016 Student Case Competitions & Career Summits• Registration is open

• Events will be held in March/April

• Support the students

• Volunteer, speaker, and sponsorship opportunities will be available for chapters/state councils

• For more info, go to http://conferences.shrm.org/student-conferences

105SHRM Student Conferences

http://conferences.shrm.org/student-conferences

©SHRM 2016

Governmental Affairs 107

• 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. Show your chapter members how to use the online tools to communicate with their legislators.

• Online instructional video available www.shrm.org/Advocacy

• Get involved in SHRM’s Advocacy Team! www.shrm.org/Advocacy/Pages/SHRMA-TeamVideo.aspx

http://www.shrm.org/Advocacy

http://www.shrm.org/Advocacy/Pages/SHRMA-TeamVideo.aspx

©SHRM 2016


• SHRM has 6 paid lobbyists on staff

• SHRM does not have a political action committee (PAC) and SHRM does not endorse candidates for public office

• SHRM is an active and vocal advocate for the HR agenda, influencing HR policy decisions at the federal, state and local levels

• SHRM’s role in advocacy is to both “advance” and “protect” the HR profession/SHRM in the public policy arena

• SHRM’s Advocacy Team (volunteers) ensures the voice of HR is heard by policy decision-makers via a “local network”

• Helps inform legislators of policy impacts upon employers and employees in her/his district

• SHRM members are constituents who develop credible and influential relationships with elected officials

©SHRM 2016


Through SHRM’s FREE Advocacy App, You Can:

• Immediately take action on alerts using SHRM-provided templates

• Connect to your state and federal lawmakers

• Access SHRM A-Team Information

• Quickly submit lawmaker meeting or event feedback

• Engage with lawmakers and fellow HR professionals on social media

• View legislative issue information on workplace issues

• Stay up-to-date on all legislative updates facing the workplace

*Please be sure to accept push notifications

©SHRM 2016

©SHRM 2016


• State-level Legislative Directors are eligible (one per state) to attend the SHRM Employment Law and Legislative Conference in March at no cost. Watch your e-mail inbox for more information about volunteer registration.

• SHRM covers the registration and hotel; state council covers travel.

• March 13-16, 2016

©SHRM 2016

SHRM Foundation

• Why support the 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.shrmfoundation.org

• Provides a DVD series that can be used for chapter programs; pre-approved for credit

114

http://www.shrmfoundation.org/

http://www.shrm.org/about/foundation/Pages/default.aspx

http://www.shrm.org/about/foundation/Pages/default.aspx

©SHRM 2016

SHRM Foundation DVDs

• NEW! Engaging and Integrating a Younger Workforce: KFC South Pacific

• NEW! Investing in Older Workers

• From Local to Regional to Global Player: The Evolution of Aramex International

• Dollar General: Serving Others--Dollar General's Commitment to the Military Community

• Ernst and Young: Creating a Culture of Flexibility

• Doing Well by Doing Good: Global Sustainability at Aditya Birla Group

• Once the Deal is Done: Making Mergers Work

• World Economic Forum: Creating Global Leaders

• Seeing Forward: Succession Planning at 3M

• Trust Travels: The Starbucks Story

• Ethics: The Fabric of Business

• Fueling the Talent Engine: Finding and Keeping High Performers

• HR in Alignment: The Link to Business Results

• HR Role Models

• www.shrm.org/about/foundation/products/pages/shrmfoundationdvds.aspx

115

Count for recertification credits as chapter programs!

http://www.shrm.org/about/foundation/products/pages/shrmfoundationdvds.aspx

©SHRM 2016

SHRM Foundation

• More than 50% increase in funding: $226,250 will be awarded in 2016!!

• Academic awards for professionals rise from $2,000 each to $2,500 for undergrads/$5,000 for grad students (matches student award amounts)

• New Spring Certification Scholarships - deadline: December 21

• Winners announced March 18

• Can apply for spring or fall awards to align with two SHRM testing windows

• Three scholarships to attend SHRM Talent Management Conference & Exposition, April 18-20 in Orlando, FL

116

©SHRM 2016

SHRM Foundation

From the SHAPE Workbook

• Chapter - 3.3: Support the SHRM Foundation by making a monetary contribution directly from the chapter’s funds, received by the SHRM Foundation no later than December 31.

• 1. Designate a SHRM Foundation Liaison for your chapter, tasked with educating chapter members about the purpose and initiatives of the SHRM Foundation.

• 2. Hold at least one fundraising event to benefit the SHRM Foundation.

• 3. Conduct a Chapter Leadership Campaign to encourage chapter board members to lead by example by making their individual donations by December 31.

• 4. Increase your chapter’s total contribution to the SHRM Foundation over its prior-year contribution.

117

©SHRM 2016

(Please note that these slides are copyrighted material and may only be distributed to an audience at a SHRM speaker

presentation. Further distribution is not allowed, except with permission by SHRM.)

120