TABLE OF CONTENTS

Introduction .......................................................................................2

Chapter TreasurerDuties, DAR material, subscriptions, contributions ...................3Do — check list ..........................................................................5Calendar ......................................................................................6EIN (Employer Identification Number)......................................8Chapter Treasurer’s Report.........................................................8Dues ............................................................................................9Resigning members ..................................................................10Carrying members in arrears ....................................................12Dues refund...............................................................................12Life Membership, Life Membership Pending ..........................12Reinstatements (chapter and member-at-large) ........................13Representation at Congress.......................................................15

Chapter RegistrarChapter duties, general .............................................................17Preparation of Application Papers ............................................18Preparation of Short Form Application Papers.........................20Submitting an Application .......................................................21Supplemental Application ........................................................21Submitting a Supplemental Application...................................21Submitting Corrections to Genealogy ......................................22Verification ...............................................................................23Notification of Membership .....................................................23Other membership terms...........................................................24Concessions to previous Members of the C.A.R......................25Transfers in Membership status ................................................25Resignations..............................................................................28Deaths .......................................................................................29

Member-for-Member Program ........................................................29

State Treasurers’ InformationDuties ........................................................................................30

Document No. OSG–2000Revised January 2008

(0108–6000–PS)

Chapter

Chapter

Treasurers

Registrars

AND

GGUUIIDDEE FFOORR

National SocietyDaughters of the American Revolution1776 D Street NWWashington, D.C. 20006-5303

INTRODUCTION

This guide has been prepared to summarize the major func-tions of the chapter treasurer and the chapter registrar. All

instructions are in conformance with the DAR Handbook andNational Bylaws of the organization. Familiarize yourself withthe duties and requirements of your office by studying the DARHandbook and National Bylaws which can be purchased fromThe DAR Store.

A copy of the DAR Handbook will help you to answer ques-tions of other members of your chapter. We try to maintain thesame basic schedule from year to year. If schedule changes arenecessary they will be listed first on the Members’ Web Sitehttp://members.dar.org. Routinely check the Web site forannouncements.

Your position as chapter treasurer or chapter registrar is veryimportant to your chapter. A responsible officer receives duesand contributions and processes them in a timely manner. It isessential to send payments postmarked before the deadline sothat the chapter receives the appropriate credit.

The chapter treasurer, chapter registrar and chapter regentshould work together so that documents are submitted with theappropriate payments and the appropriate signatures. It is goodpolicy to involve another officer or member, not only for help incarrying out the duties of your office, but also to provide backup,should you be unable to complete your tasks.

At the end of your term of office, please turn over to yoursuccessor all materials pertaining to the office including currentDAR Handbook and National Bylaws and Guide for ChapterTreasurers and Chapter Registrars.

In the following sections you will find specific duties of thechapter treasurer and chapter registrar, telephone numbers ande-mail addresses you will need, and a calendar which will assistyou in meeting due dates.

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THE DAR STORETelephone: (202) 879–3218

Toll Free Number for Credit Card Orders: (888) 673–2732

CHAPTER SERVICES DEPARTMENTTelephone: (202) 879–3325

E-mail: chapterservices@dar.org

This department of the Office of the Organizing SecretaryGeneral handles organizing, maintaining, merging and disband-ing chapters; updating, maintaining the database for national andstate officers, national and state chairmen, and chapter officerrecords; and the purchase of chapter charters. It provides pass-words for e-Membership Web Site to national and state leaders.New DAR pin designs along with insignia and pin approvals areobtained through this department.

MEMBERSHIP SERVICES DEPARTMENTTelephone: (202) 879–3224

E-mail: membershipservices@dar.org

This department of the Office of the Organizing SecretaryGeneral handles all annual dues, membership records, transfers,resignations, deaths and member’s name changes. It providespassword access to e-Membership for chapter officers, processeslife members payments, credentials for Continental Congress,and certificates for length of service.

CHAPTER TREASURER

Make all chapter checks, drafts or money orders payableto the Treasurer General, NSDAR. This also applies to

personal checks from members for the DAR Store, orders, maga-zine subscriptions and other permitted functions. Check carefullythat the amount, date and signature are correct. Do not alter orpredate checks. Make certain the chapter has sufficient money inthe bank to cover the amount of the check.

Always include the chapter name, computer code, as well asthe member’s name and national number on all correspondence.The accuracy of names and numbers is essential.

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One of the most important duties of the chapter treasurer is thecollection and remittance of the annual dues for active chaptermembers. A Chapter Dues Invoice is forwarded to the chapter inlate August by the Organizing Office, Membership ServicesDepartment. Please read all instructions carefully. Contact theOrganizing Office, Membership Services Department at (202)879–3224 or e-mail at membershipservices@dar.org with anyquestions.

All membership changes must be completed by July 31st intime to be accurately included on the Chapter Dues Invoice. Thiswill eliminate the need for chapter treasurers to complete addi-tional paperwork during the annual dues process.

The following is a list of different processes indicating theoffice at National Headquarters that is designated to help you.Forms for each of these processes are available online athttp://members.dar.org listed under the office responsible. Theseonline forms are in Acrobat and can be printed and reproducedfor your use. The forms are sent to chapters in the NationalInformation Packet (NIP) and most can be requested from theDAR Store or from the office responsible by sending a self-addressed stamped envelope.

• A chapter check, accompanied by a Remittance Form shouldbe sent for dues remitted outside of the annual dues processto the Organizing Office, Membership Services Department.

• American Spirit magazine subscriptions and advertising:mail to the Office of Printing and Publications.

• Orders for program materials (Slide Programs, DVD,Videotapes, PowerPoint and Manuscripts): When orderingprogram materials send your $5.00 check, payable to theTreasurer General, NSDAR, and mail to the Office of theReporter General, Program.

• Orders for subscriptions to National Defender: ($4.00) mailto the Office of the Reporter General, National Defender.

• Copies of the member’s application: ($10.00) mailed tothe Library Copy Service.

• Orders for material and chapter supplies including theDAR Handbook and National Bylaws, applications, applica-tion disk, acid-free paper, National Defense materials,American History Medals, certificates, posters, free materi-

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als, price list, etc. may be obtained from the DAR Store bymail; e-mail customerservice@dar.org or on the Members’Web Site, http://members.dar.org, the DAR Online Store.

• Contributions and gifts (for schools, scholarships, Pres-ident General’s Project, the Museum, Chapter AchievementAwards, C.A.R., etc.) must go to the state treasurer who, inturn, sends them to the Office of the Treasurer General. Thisassures credit on the state and national levels. It is impera-tive you designate the exact fund which is to be creditedwith the contribution. Be sure to include the appropriateforms for certain contributions. The schools are notified ofdonations of $25.00 or more if the state treasurers send thespecific forms to the Office of the Treasurer General. Thestates will continue to acknowledge chapter and individualgifts and donations in accordance with their established prac-tices and policies. The Office of the Treasurer General remitsthe contributions to each school and other approved projectsat specified times each month.

• Orders for replacement membership certificates shouldbe sent to the Office of the Registrar General. The cost of areplacement membership certificate is $10.00.

• Orders for supplemental certificates should be sent to theOffice of the Registrar General. The cost of a supplementalcertificate is $10.00.

• Orders for tenure certificates for length of membership in theNSDAR are available for 25, 40, 50, 60, 65, 70 and 75 yearincrements and can be ordered from the Organizing Office,Membership Services Department. The Years of Mem-bership Certificate Application Form is on the Members’Web Site, and the cost of the tenure certificate is $7.00 andshould be ordered early to allow time for the scheduled pre-sentation ceremony.

Summary of DO’s for the chapter treasurer to remember:

DO upon election to office, make sure that you have the fol-lowing materials for your work: a copy of the Chapterand State Bylaws; the current DAR Handbook andNational Bylaws; Guide for Chapter Treasurers andChapter Registrars; supply of Remittance Forms. These

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may be obtained through the DAR Store or on theMembers’ Web Site.

DO check each section of the DAR Handbook and NationalBylaws for reference to all provisions that pertain to theduties of your office.

DO mail reports and/or remittances to NSDAR so that theywill be received by the first day of the required month.Mail reports and/or remittances to the state treasurer bythe required date.

DO refer to your chapter EIN (Employer IdentificationNumber. Each chapter has its own nine-digit EIN issuedby the IRS (Internal Revenue Service).

DO keep in mind the following calendar dates when essentialreports and remittances are due at headquarters.

DO add to the calendar below, the date on which state duesand other important payments required for the ChapterAchievement Awards must be made. Save embarrassmentand disappointment to your chapter members by makingevery effort possible to collect dues and to mail theremittances on time.

Calendar for the chapter treasurer with guidelines fordue dates:

October 1 — If you have not received your ChapterDues Invoice, contact the OrganizingOffice, Membership Services Department.

December 1 — Annual dues payment with the ChapterDues Invoice must show a FederalPostal Services, or other carrier, cancel-lation date no later than December 1.After this date, members whose dues areunpaid are in arrears and may not 1)resign; 2) transfer; 3) represent thechapter at Continental Congress.

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December 1 — Chapter Achievement Award membershipcount date for paid members of the Chapter.

January 1 — Official count for chapter members will bemade available once all payments are posted.

January 25 — Delinquent members report sent to thechapter treasurer for chapter follow-up ifnecessary.

February 28/29 — All members whose dues for the yearhave not been received at headquartersare automatically dropped from mem-bership in the National Society.

February/March — Credential forms for Continental Congressare mailed from the Organizing Office,Membership Services Department.

April 1 — Reinstatements and new member dues showa paid through date advanced throughNovember 30 of the following year.

April 1 — Date voting delegates for ContinentalCongress must be elected by chapter.

April 15/May 15 — Chapter credentials forms must be post-marked for the elected chapter represen-tatives to be eligible to vote at Conti-nental Congress. (See page 17)

Chapter Employer Identification Number (EIN)

This EIN is used for bank accounts and on tax and other fed-eral forms. Organizing Office, Chapter Services Department, hasa list of all EINs issued to date. Please check with this officebefore applying for a new number. Please comply with these reg-ulations so that the tax exempt status for the National Societyand of our chapters is not jeopardized.

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Every chapter must have a tax identification numberthat is provided by the IRS. Do not request a second numberfrom the IRS. Each chapter should have one number. If yourchapter has received a second ID number, it is the responsibilityof the chapter to contact the IRS to determine which numbershould be used. Please notify the Organizing Office, ChapterServices Department, of the number assigned to your chapter bythe IRS by mail, fax (202) 572–0562 or e-mail chapterservices@dar.org.

Form 990, 990-EZ and Form 990-N

To maintain tax-exempt status, all chapters must file Form990, 990-EZ or a Form 990-N with the IRS following the end oftheir fiscal year. Although 990 and 990-EZ are paper forms, the990-N is an electronic only filing. The chapter’s gross receiptsdetermine the appropriate form and only one filing is required;e.g., if your chapter already files a Form 990, then neither the990-EZ nor 990-N is required. To determine which of the threereports is applicable to their chapter; chapter treasurers may findfurther information at www.IRS.gov. Failure to file may result inthe chapter’s loss of their tax-exempt status.

Chapter Treasurer’s Report

The chapter treasurer should prepare a written report on thestatus of the chapter’s finances and transactions for each chaptermeeting. A copy of this report is given to the regent and record-ing secretary. A brief summary to the members stating the bal-ance on hand, or beginning balance with receipts and disburse-ments and the ending balance is appropriate at each meeting.

A Financial Statement is to be prepared annually, summariz-ing the financial records of the chapter, including revenues andexpenses. Send a copy of this report to the State Treasurer for fil-ing. In this manner, Internal Revenue Service regulations are fol-lowed without exception.

Chapter Treasurers must understand that their books should bekept up-to-date, in order and audited periodically. The NationalSociety may request the books of the chapter treasurer at any timeand must receive them with little, if any, advance notice. Alwaysremember you are the custodian of the member’s money!

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Dues

The dues year for the National Society is December 1through November 30. The chapter treasurer sends the annualnational dues of the chapter members in a chapter check toOrganizing Office, Membership Services Department.

Basic Dues Payments

When mailing the payment of dues in addition to the chap-ter’s annual dues remittance, each payment from the chaptermust include a Remittance Form (Chapter Dues and FeesControl Sheet) listing the members’national numbers and namesand addresses to whom payment should be credited. (NationalBylaws, Article XIII. Chapters, Section 11).

If a member is not listed on the annual dues invoice, the pay-ment for that member’s dues must be sent separately to Or-ganizing Office, Membership Services Department, along with aRemittance Form. The Remittance Form may be obtainedthrough the DAR Store or the Members’ Web Site.

Annual Dues Process

This process begins in late August with receipt of theChapter Dues Invoice from the Organizing Office, MembershipServices Department. The chapter treasurer sends the annualnational dues of the chapter members per the instructionsreceived with invoice. This submission must show a FederalPostal Service, or other carrier, cancellation date no later thanDecember 1.

Chapter bylaws should require that the dues of its membersbe paid sufficiently in advance so they will be postmarked onor before December 1, to headquarters.

DO NOT INDICATE any membership changes on theChapter Dues Invoice. The Chapter Dues Invoice and chaptercheck must be placed in the return envelope enclosed with theChapter Dues Invoice.

Overseas members, both chapter and at-large, may pay theirnational dues by credit card, provided payment is in full in U.S.dollars and includes a handling fee of $2.00.

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A member whose dues remain unpaid on December 1 is inarrears and is no longer entitled to the privileges of a member ingood standing.

During January, the chapter treasurer will receive notice ofthe members in the chapter with unpaid national dues. The chap-ter treasurer must contact each member on this list to informthem of the necessity of paying dues prior to the last day ofFebruary. Beyond this date, membership in the National Societywill be terminated, by the National Society, and her nameremoved from the membership roll.

Only the National Society may drop a member for non-pay-ment of dues. If no response is received to a delinquent noticesent from the chapter treasurer, this will acknowledge that thechapter agrees that the member should be dropped. You do notneed to notify the Organizing Office, Membership ServicesDepartment, of dropped members. After the last day of February,members must be reinstated to become active.

DO NOT SEND AN OVERPAYMENT OR UNDERPAY-MENT OF YOUR CHAPTER’S DUES. ANY OVERPAY-MENT MAY BE FORFEITED.

Resigning Members

A member in good standing (current dues paid) may beresigned at any time during the year prior to the end of the mem-bership year, November 30. Advise the Organizing Office,Membership Services Department, by e-mail at membershipservices@dar.org or fax to (202) 628–2098 or regular mail post-marked on or before November 30, using the MembershipChange Form.

RESIGNATIONS ARE NOT PROCESSED AS A PARTOF THE ANNUAL DUES PROCESS.

Resigning Non-responsive Members

The Office of the Organizing Secretary General is oftenasked the process for resigning a member who a chapter hasbeen unable to contact for several months. Usually it is a mem-ber for whom the chapter has paid dues in the past in order not tolose Chapter Achievement Award credit. The following is theapproved method of dealing with this situation:

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1. Ascertain that the Organizing Office, Membership Ser-vices Department, has the member’s current address.

2. Send a certified, return receipt requested letter to thenon-responsive member that must include the followingstatement: “Having no response from you within thirty(30) days, it is assumed that you wish to resign from theNational Society Daughters of the American Revolutionand the Office of the Organizing Secretary General willbe so notified”.

3. Include the name, address and telephone number (witharea code) of the chapter regent, treasurer and registrar,in the letter. Indicate that the member may reply to anyone of these chapter officers.

4. Retain a copy of the letter.5. Thirty (30) days after return of the receipt or notice of

non-delivery of the letter, you may prepare a notice ofresignation for the member. To process a resignation,you may use the “Updates” function in e-Membership.

6. If you do not have internet access, send a MembershipChange Form with the members’ name and national num-ber to Organizing Office, Membership Services Depart-ment, 1776 D St. NW, Washington, DC 20006–5303.

7. Retain the copy of the original letter and the returnreceipt or notice of non-delivery for the chapter records.

Another alternative is to allow the member to be dropped fornon-payment of dues. In this situation, you do not have to notifythe Organizing Office, Membership Services Department. Themember will be dropped based on non-payment of dues.

Carrying Members In Arrears

Some chapters have a special fund for payment of nationaland state dues for members whose finances would make resigna-tion necessary. Normally, the chapter regent and treasurer willaddress a member’s inability to pay and process the dues accord-ing to the chapter’s bylaws. It is inadvisable for chapters to carrymembers in arrears for dues unless there is a special fund provid-ed for this purpose. A chapter taking this responsibility must beprepared to assume all obligations of a member failing to meetpersonal DAR obligations.

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Dues Refund

It is imperative that the chapter treasurer follow the direc-tions on the Dues Processing Instructions included with theChapter Dues Invoice prior to mailing the bulk chapter dues pay-ment to headquarters. If an overpayment is received from a chap-ter, there will not be a refund unless a written request is receivedfrom the chapter by March 1. Refunds will not be made for lessthan $50.

Life Membership

For a payment, currently $800.00, and completion of therequired application form, the National Society offers a LifeMembership to its members. The application and payment maybe made at any age; however, the benefit of Life Membershipwill begin after the member reaches the age of 65.

The payment to the National Society is non-refundable andis placed in the Life Membership Fund where the interest on thefund pays for the Life Member’s national dues, the PresidentGeneral’s Project contribution for an administration, and $10 iscredited annually to the chapter on the Chapter Dues Invoice.

The payment may be made in equal installments. By electingthe installment method of payment, the applicant for New LifeMembership-Pending has agreed to make equivalent paymentsannually.

An example of this method is as follows: one full payment of$800.00; two installments of $400.00 (consecutive years); fourinstallments of $200.00 (consecutive years). If installments arenot submitted in consecutive years the initial life member appli-cation and fees will become null and void, and amount remittedwill be transferred out of the Life Member fund. A member whohas already reached the age of 65 must remit the full contributionat one time to become a New Life Member.

The chapter treasurer pays the member’s state dues from thecredit received on the Chapter Dues Invoice, and any remainingamount is retained by the chapter. If additional money is requiredby the chapter, it is the responsibility of the Life Member toremit the remaining amount. (Please note this is a provision ofthe current or New Life Member status. Chapters will not receive

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refunds for members who became life members prior to thisprocess and are categorized as Old Life Members.)

A member under the age of 65 having completed the LifeMember application process is classified as a Life Member—Pending and continues to accept the responsibility for the pay-ment of national, state and chapter dues until she reaches the ageof 65.

Application forms with the instructions are available fromthe Members’ Web Site or the Organizing Office, MembershipServices Department, and must be completed by the member andreturned with each payment.

A Life member receives a Life Membership certificateissued by the Organizing Office, Membership Services Depart-ment. When the Life Member Certificate is issued, the name onour record is printed on the certificate. A Life Member or aPending Life Member is eligible to purchase a NSDAR LifeMember pin from J.E. Caldwell, Co. through the OrganizingOffice, Chapter Services Department.

Reinstatements

Reinstatements are approved by the National Board ofManagement which meets in February, April, July, October, andDecember. The chapter treasurer must send to the OrganizingOffice, Membership Services Department, a Remittance Formand a chapter check or money order payable to the TreasurerGeneral, NSDAR for the reinstatement of a member. To count areinstatement as a membership gain for the Chapter Achieve-ment Award, a member must have been dropped or resigned formore than two years.

Once a member resigns from membership, a reinstatement isrequired for them to be active. A member may owe past/currentstate and chapter dues based on the bylaws for these entities.

A member having resigned from membership may be reinstated:

1. To chapter membership, provided her reinstatement isapproved by the chapter, and upon payment of $40.00,which includes a reinstatement fee of $10.00 and thecurrent annual national dues of $30.00.

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2. To member-at-large upon payment of $55.00, whichincludes a reinstatement fee of $10.00 and the currentannual national dues of $45.00.

A chapter member dropped for non-payment of dues may bereinstated:

1. To chapter membership, provided her reinstatement isapproved by the chapter, and upon payment of $70.00,which includes a reinstatement fee of $10.00 and currentannual national dues of $30.00 for two years to beapplied for the delinquent year and for the current year.

2. As a member-at-large upon payment to the NationalSociety of $85.00, which includes a reinstatement fee of$10.00 and an amount equal to the current annual duesof $30.00 for a chapter member to be applied for delin-quent year and the current annual dues of $45.00 for amember-at-large to be applied for the current year.

A member-at-large dropped for non-payment of dues may bereinstated:

1. As a member-at-large upon the payment of $100.00,which includes a reinstatement fee of $10.00 and thecurrent annual national dues of $45.00 for a member-at-large for two years to be applied for the delinquent yearand for the current year.

2. As a member of a chapter provided her reinstatement isapproved by the chapter and upon payment of $85.00,which includes a reinstatement fee of $10.00 and anamount equal to the current annual national dues of$45.00 for a member-at-large to be applied for delin-quent dues and the current annual national dues of$30.00 for a chapter member to be applied for the cur-rent year.

A member having resigned may be reinstated as a member-at-large for the purpose of organizing a new chapter upon pay-ment of $40.00, which includes a reinstatement fee of $10.00and the current annual national dues of $30.00.

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A member dropped for nonpayment of dues may be reinstatedas a member-at-large for the purpose of organizing a new chapterupon payment of $70.00, which includes a reinstatement fee of$10.00 and an amount equal to the current annual national duesof $30.00 for two years to be applied for the delinquent year andfor the current year.

Representation at Congress

The representation of a chapter at Continental Congress isdetermine by the number of members of a chapter whose duesare postmarked to Organizing Office, MembershipServices Department, on or before December 1 preceding theContinental Congress. [National Bylaws, Article IV, Section 2 (e)(1, 2, 3)]

The greatest cause of disappointment and embarrass-ment is the loss by members of their right to serve as dele-gates, and by chapters of their rightful representationthrough failure to meet the requirements of the NationalBylaws regarding representation.

The chapter treasurer must use the Chapter Dues Invoice toremit dues to National during the annual dues process. It isessential to follow the instructions that are enclosed with theinvoice. Should there be a need to send additional dues for mem-bers not listed on the Chapter Dues Invoice, the chapter treasurermust send a separate dues payment using the Remittance Formlisting the names, national numbers and addresses for whomdues should be credited.

The chapter treasurer must use the Chapter Dues Printout toremit dues to National during the annual dues process. It is essentialto follow the instructions that are enclosed with the printout.Should there be a need to send in additional dues for members notlisted on the dues listing invoice, the chapter treasurer must sendthe payment separately using a Remittance Form listing the namesand national numbers for whom dues should be credited.

The chapter is responsible for assuring that membersproposed for election as delegates or alternates are eligible torepresent the chapter. The chapter treasurer should tell thechapter regent in advance which members are eligible. Your sig-nature, as chapter treasurer, on the annual Chapter CredentialsForm is your certification that all members listed on the blank as

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delegates or alternates of your chapter have met the requirementsoutlined below:

1. A regent, vice regent, delegate or alternate whose dueshave not been received in the Organizing Office, Mem-bership Services Department, postmarked by December1 cannot represent the chapter. (National Bylaws, ArticleVIII, Section 2)

2. A member must have belonged to her chapter one con-tinuous year immediately preceding the ContinentalCongress to be eligible to represent her chapter at Con-gress. The exception would be in the case of the regent,or first vice regent, of a newly organized chapter ormembers of merged chapters who have fulfilled theone year requirement if they were members of either ofthe merged chapters for the required time. (NationalBylaws, Article VIII, Section 3)

3. Delegates and alternates must be elected by the first dayof the second month preceding Continental Congress ofeach year (April 1 or May 1), and the ChapterCredentials Form must be postmarked on or before thefifteenth day of that same month. (National Bylaws,Article VIII, Section 3)

At the end of your term of office, turn over to your successorall materials pertaining to the office including a current DARHandbook and National Bylaws and a Guide for ChapterTreasurers and Chapter Registrars.

CHAPTER REGISTRAR

The chapter registrar keeps the membership record of herchapter including the application and supplemental papers of

its members. The registrar brings to the chapter the names of allprospective applicants and once an individual has been voted uponby the chapter, assists in the application process. The chapter reg-istrar sees that all application papers and supplemental papers arecompleted with the required proof and all necessary signatures.

Only one application paper for a new member or supplementalneeds to be submitted to the Office of the Registrar General for

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processing. A photo copy of the verified application paper or sup-plemental paper will be returned to the chapter and will nowinclude any corrections found by the genealogists during the veri-fication process. This provides the chapter with a true record copy.The chapter registrar is responsible for seeing that all member-ship changes such as: addresses, names, deaths, transfers in andresignations are reported to the Organizing Office, MembershipServices Department. Changes, except transfers or namechanges, may be processed as they occur by using the “Updates”function on e-Membership. All other changes may be made bymail, fax to (202) 628–2098, or by e-mailing the changes tomembershipservices@dar.org. Be sure to include the member’snational number. Do not indicate any membership changes onthe Chapter Dues Invoice.

The chapter registrar is also responsible for seeing that allmembership changes such as: addresses, names (through marriageor divorce), deaths, transfers in and resignations are reported asthey occur to the OSG, Membership Services Department, bysending a Membership Change Form by mail or fax to (202)628–2098 or e-mailing the changes to membershipservices@dar.org. Be sure to include member’s national number. Do not indi-cate any membership changes on the Chapter Dues Printout.

A national number is not given to any other member. Sup-plemental application papers carry the member’s national num-ber along with an add volume number.

When a chapter organizes, a computer code number is issuedand should the chapter disband that number is not given to anyother chapter. When two chapters merge, the lowest computercode number is maintained for the chapter.

Preparation of Application Papers

(For more expanded information please consult Is That Service Right, Is ThatLineage Right and Application Papers: Instructions for Their Preparation

available from The DAR Store.)

It is expected that a prospective member will receive assis-tance in the preparation of her application from officers andchairmen. The only compensation officers and chairmen mayreceive is reimbursement of out-of-pocket expenses.

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Once 501(c)(3) status is established, there are still on goingresponsibilities to ensure maintenance of the tax exempt status.No part of an organization’s net earnings may inure to the bene-fit of an individual who has a personal or private interest in theactivities of the organization. For further information, refer tothe Compliance Guide for 501(c)(3) Public Charities found onthe Internal Revenue Service Web site: www.irs.gov.

1. Only one original application paper must be prepared.a. Application Blank forms may be obtained from The

DAR Store. These are to be printed using black ink,either using a computer printer or a typewriter.

b. Application Blank forms may be computer generatedon acid free, 25% rag content paper, using the ap-proved disk available from The DAR Store. Careshould be taken to insure that computer generatedpapers have the same spacing and printed appear-ance as the standard blank forms used by NSDAR.

2. One original application should be prepared, includingthe attest of the applicant’s signature by one of the fol-lowing chapter officers: regent, first vice regent, record-ing secretary, treasurer or registrar. If the applicant can-not sign in the presence of one of these chapter officers,she must have her signature notarized. The applicationpaper must be submitted with a chapter check for theappropriate amount of fees and dues payable to the Trea-surer General, NSDAR and mailed together with proofdata to the Office of the Registrar General, NSDAR,for processing.

3. Either the chapter officer may attest the signature of theapplicant or it may be notarized. The chapter regentand registrar must also sign the front page indicatingthat the application has been examined and the applicanthas been voted into membership in the chapter, pendingverification of the application by the Office of the Reg-istrar General.a. If one or both of the above officers are not available

to sign the application papers, the chapter first viceregent, recording secretary or treasurer may sign theapplication.

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b. If this is done, the officer signs her name followedby her office title (i.e.: first vice regent, recordingsecretary or treasurer).

c. If the officer’s signature is not legible, type or printthe name below the signature line.

4. Officers signing an application paper must be currentofficers; endorsers must be members in good standingof the chapter. All signatures must be originals, nophotocopies.

5. Each generation must be complete with information forboth parents. Use full names, not initials. All dates andplaces must be as complete as possible with one copy ofthe documentation for each birth, marriage and death.The applicant must furnish a copy of her birth certificatenaming her parents. (Do not send original documents,they will not be returned.)

6. It is recommended that the new check list for applica-tions and supplementals be used to be sure that all neces-sary items and signatures have been included. Thischeck list is included in the National Information Packet(NIP) and is also available on the Members’ Web Site(http://members.dar.org under Forms, Registrar General,Application Checklist.) This check list should be keptwith the chapter records and not sent in with the applica-tion (or supplemental).

7. Documentation for all generations from the Revo-lutionary ancestor to the applicant must show the linealdescent between each generation, sufficient proof thatthe ancestor named is correct, and the RevolutionaryPatriot’s service and place of residence during theRevolutionary War must be proven and documented tobe correct. Data submitted as proof is subject toNSDAR standards and interpretation.

The applicant’s name, chapter, chapter computer code number,ancestor’s name and generation(s) should be placed on the back ofeach piece of documentation. (Note: Do not send multiple copiesof documentation which applies to more than one generation; markall appropriate generations on the back of the documentation.)

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2. Dues for members accepted or reinstated at a board con-vening after April 1 will be credited to the followingyear with an ending date of November 30.

3. If the submitted application paper is not accompanied by acheck in the proper amount, it will be returned to the chapter.

4. All correspondence, including additional proof requestedby the verifying genealogist, should be sent directly to theOffice of the Registrar General. If a sheet with a barcode is sent with a request, please return it with your reply.

Submitting a Supplemental Application

Supplementals are application papers that establish additionalRevolutionary ancestors from whom a member is descended. Onlymembers of the NSDAR may submit supplemental lines for verifi-cation. Do not send a supplemental application for a prospectivemember along with her application. After a prospective memberreceives her national number, she is eligible to send a supplementalapplication. The same application forms are used for submittingsupplemental applications for new member applications.

Each supplemental application must be accompanied by achapter check or a member’s personal check payable to theTreasurer General, NSDAR, in the amount of $75.00 non-re-fundable processing fee. The check, supplemental applicationand data are mailed to the Office of the Registrar General forprocessing. Do not include payment for any other items withsupplemental application. The chapter should retain a copy ofall materials submitted in case of loss in the mail.

1. The supplemental application must meet all the samerequirements as the application paper including proof foreach generation.

2. The chapter registrar must assure that the National mem-bership number cited on the first page of the supplemen-tal application is correct and note at the top of the frontpage that it is a supplemental application.

3. The member’s signature on a supplemental does notneed to be notarized or attested. However, the member isaffirming that the named ancestor is her ancestor andthat the statements set forth in the paper are true to thebest of her knowledge and belief.

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Preparation of Short Form Application Papers

1. Short form applications may be used if the applicant isable to connect within four (4) generations to a previous-ly accepted DAR lineage on the same established patriot,counting the applicant as generation one.a. Applicants wishing to use a short form must refer-

ence a long form application that has sufficient doc-umentation and the same Revolutionary ancestor.

b. All four generations must be completed on the shortform application form (Do not use a long form appli-cation if using a short form criteria for application).

c. Short form cannot be used to establish a new patriotor a different child.

d. The short form cannot connect to another short form.e. The short form connects to a long form only if at least

one generation is identical to that of a previouslyaccepted long form paper.

2. Signature requirements are the same for short form applica-tions as for long form applications. Data submitted shouldmeet the same requirements as for long form applications.

Legacy designation in some cases may be issued to shortform membership applications. If the genealogist encountersproblems on the lineage or service of the application referenced,yet the lineage to a previous member is clear, a legacy may begiven. A normal sequentially assigned national number will begiven with the designation, “legacy”. Legacy membership willnot be allowed if the patriot’s line is closed. A legacy designa-tion will not be applied to a supplemental application.Submitting an Application

1. The chapter registrar must assure that each application isaccompanied by a chapter check payable to the TreasurerGeneral, NSDAR, in the amount of $105.00, whichincludes the $75.00 non-refundable application fee and$30.00 national dues. The chapter check, application anddata are mailed to the Office of the Registrar Generalfor processing. The chapter should retain a copy of allmaterials submitted in case of loss in the mail.

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4. Only the chapter registrar need sign the supplementalpaper on the front page, after she has scrutinized theinformation as thoroughly as she would an applica-tion paper. If the chapter registrar is not available tosign the paper, the chapter regent, first vice regent,recording secretary or treasurer may sign the paper. Ifthis is done, the officer must sign her name followed bythe title of her office. Her signature indicates she hasreviewed the information given.

5. If a supplemental paper cannot be verified, a substituteancestor is not allowed. The fee is retained to offsetcost of review and the paper is returned to the applicant.

6. Certificates suitable for framing are available for verifiedsupplementals. Once notified that the supplemental hasbeen verified, mail your request along with a $10 checkmade payable to Treasurer General, NSDAR to theOffice of the Registrar General. Please furnish yourname, national number, the name of the ancestor andindicate if this is a newly established ancestor. Do notrequest a supplemental certificate for an original ances-tor. If this is done, the response will be a replacementmembership certificate.

Submitting Corrections to Genealogy

Many times in the course of submitting applications or sup-plemental applications, errors are found in the lineage or the ser-vice record of an accepted ancestor and should be brought to theattention of the Corrections Genealogist. When previouslyunknown information is found that causes the service of anestablished ancestor to be questioned, the ancestor may beremoved from the established patriot list. In such cases, the lineis closed until a future applicant can produce documentation thatclears the line.

Verification

If an application or supplemental does not prove eligibilityas submitted, additional proof will be requested. Applicantsand/or registrars should keep a copy of all papers and documen-tation submitted.

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1. No original research or pre-examination of applicationswill be rendered. It is the responsibility of the applicantto furnish sufficient documentation to prove the paper.

2. If the application cannot be verified within the two yearlimit established by the National Board of Management,the application fee will be applied toward the expense ofthe Office of the Registrar General in attempting to verifythe application, and the dues and papers submitted shallbe returned to the applicant via the chapter registrar, ordirectly to the applicant, if applying as a Member-at-Large.

3. An applicant for membership may substitute anotherancestor at no additional fee if the original one submit-ted cannot be verified, and the substitute is submittedwithin the two year time limit. This is not permitted on asupplemental application.

Notification of Membership

Following the National Board of Management meetings, alist of new members are available on e-Membership to eligiblenational, state and chapter leaders. Accepted by NSDAR, theC.A.R. member becomes a new member, not a transferred mem-ber. It is permissible for a young woman to hold dual member-ship in NSDAR and N.S.C.A.R. between the ages of 18 and 22.

The new member certificates are mailed from the Office ofthe Registrar General immediately following each NationalBoard of Management meeting. In cases of errors on certificates,please contact their office directly for replacement certificates. Itis not necessary to contact the Registrar General’s Office con-cerning non-receipt of certificates until one month following aNational Board of Management meeting.

One copy of the verified application paper is retuned to thechapter registrar or directly to the member, if admitted as aMember-at-Large. The copy of an application for a prospectiveorganizing Member-at-Large is mailed to the organizing regent.

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Other Membership Terms

Associate members may be elected by a chapter provided thatany member so elected shall be a chapter member in good stand-ing of a primary chapter. A member may be an associate memberin no more than two chapters in a state at the same time. Beforebeing enrolled as an associate member and annually thereafter,evidence of membership in good standing in another chapter shallbe required (a letter from the chapter stating that national dues forthe current year have been paid) by the chapter granting the asso-ciate membership. An associate member shall not be countedtoward representation or have a right to vote or to hold an officein the chapter in which she holds associate membership.Associate members do not need to be reported to National asthey are not maintained on the National database.

Chapters often classify membership as resident and non-resident, but the National Society recognizes no such classification.

The bylaws of the National Society do not provide for hon-orary members not regularly admitted to the National Society.

Junior members are chapter members between 18 and 35 yearsof age. Junior members enjoy full privileges and rights of member-ship and are eligible for any chapter, state or national office.Concessions to Previous Members of the Children of theAmerican Revolution

A member of the Children of the American Revolution, hav-ing reached the age of eighteen years but before her twenty-sec-ond birthday, may present a Certificate of Good Standing fromN.S.C.A.R. in lieu of the NSDAR application fee when applyingfor membership in the NSDAR. The Certificate of GoodStanding is issued to the C.A.R. member upon request. It mustbe requested when the applicant is between the ages of 18 and22. The applicant must complete a DAR application (see applica-tion papers) showing her C.A.R. national number, and submit italong with her DAR national dues and the Certificate of GoodStanding. Certificates of Good Standing in C.A.R. are voidunless presented within one year after issuance.

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Admission from C.A.R. to DAR is not automatic. Documen-tation must be submitted to connect the C.A.R. member to aDAR national number. C.A.R. does not routinely require orretain documentation for the first three generations. DAR doesrequire this documentation, including the applicant’s birth certifi-cate or some form of proof of parentage. DAR does not acceptthe C.A.R. application as proof for lineage. When accepted byNSDAR, the C.A.R. member becomes a new member, not atransferred member. It is permissible for a young woman to holddual membership in NSDAR and N.S.C.A.R. between the agesof 18 and 22.

Transfers in Membership Status

A member in good standing may transfer from one chapterto another, provided she is accepted by the chapter, or may trans-fer to member-at-large. A member-at-large in good standing maytransfer to a chapter provided she is accepted by the chapter.

When a member is admitted or reinstated, she is eligible totransfer into a chapter or to member-at-large immediately uponrequest. No other member shall be entitled to more than onetransfer in a twelve month period of time. To count a reinstate-ment as a membership gain for the Chapter AchievementAwards, a member must have been dropped or resigned for morethan two years.

Instructions For Transferring (Select the example which bestdescribes your situation.)

A. Transfer from a chapter (losing chapter) to a chapter(receiving chapter):

1. Member contacts receiving chapter.2. Receiving chapter elects her to membership according to its

bylaws, pending verification of active membership status.3. The chapter registrar of the receiving chapter notifies the

chapter registrar of the losing chapter that the memberhas been elected to membership in the chapter.

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4. The registrar of the losing chapter sends the applicationpaper (and supplemental application papers, if any) ofthe member to the receiving chapter. The losing chaptermay contact the state treasurer or registrar for assistance.The e-Membership Web Site, http://members.dar.org/darnet/htm, lists the state officers. They may be accessedonce the chapter membership data is displayed, byselecting state officers and scrolling to the state treasureror registrar.

5. For transfer requests during September, October, andNovember, the losing chapter must send a refund to themember of any fees collected by the losing chapter forthe coming year.

6. The registrar of the losing chapter should retain for thechapter records the following information concerning thetransferring member: national number, full name, lastaddress, name of ancestor, date admitted/date transferredinto chapter, date transferred out, name of chapter andstate to which transferred. The chapter may retain, as itsexpense, a photocopy of the application and supplemen-tal papers.

7. The registrar or a current leader of the receiving chaptercompletes and mails, e-mails or faxes to the OrganizingOffice, Membership Services Department, a Member-ship Change Form requesting transfer of the memberinto the chapter.

8. During the months of September, October, and Novembera Remittance Form (Chapter Dues and Fees ControlSheet) and a check or money order for the national duesfor the coming year must accompany all transfer requests.

9. The transfer is effective on the date a transfer request isreceived from the receiving chapter by the OrganizingOffice, Membership Services Department.

10. The losing chapter does not notify the OrganizingOffice, Membership Services Department, of a membertransferring out of the chapter.

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11. The chapter may at any time obtain an active chapterroster from the e-Membership Web Site, or by e-mailrequest to membershipservices@dar.org. This provides aready means to assure both chapters that any processingrequested has taken place.

B. Transfer from a chapter (losing chapter) to member-at-large:

1. The member requests in writing that the chapter transferher to member-at-large.

2. Chapter registrar completes and sends a MembershipChange Form indicating a transfer to member-at-large tothe Organizing Office, Membership Services Department.

3. During the months of September, October, and Nov-ember, the chapter must include annual national dueswith the Membership Change Form if the member’snational dues for the coming year have not been sent tonational. The member can remit the member-at-largedues payment in a personal check or money orderpayable to Treasurer General, NSDAR with the requestto be transferred to member-at-large.

4. The chapter gives the member her application paper andany supplemental papers.

5. The chapter registrar should retain the following infor-mation concerning the member: national number, fullname, current address, name of ancestor, date admitted/transferred into chapter, date transferred out. The chaptermay retain at its own expense a photocopy of the appli-cation papers and any supplemental papers.

C. Transfer for a member-at-large into a chapter:

1. The member-at-large contacts the chapter.2. The chapter elects the member-at-large to membership in

the chapter according to the chapter bylaws.3. Member-at-large gives the chapter a copy of her applica-

tion papers. If the application papers have been lost ormisplaced, the member is responsible for requesting arecord copy of their application for membership from the

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Library Copy Services. Forms are available on both thePublic Web site, www.dar.org and the Members’ Web Siteat http://members.dar.org. The members’ national numberdoes not have to be included on the request form.

4. The chapter registrar completes and sends a MembershipChange Form to the Organizing Office, MembershipServices Department, requesting the transfer into thechapter. Or, an e-mail requesting a transfer may be sentto their office at membershipservices@dar.org..

Resignations

A member in good standing may resign from membership inthe National Society. A member desiring to leave a chapter, butnot the National Society, should transfer to member-at-largeinstead of resigning.

To resign, a member of a chapter must send a written letter ofresignation to the chapter. The chapter must immediately send anotice of the intent to resign to Organizing Office, MembershipServices Department. A chapter leader (regent, registrar, or treasurer)can also resign the member using the updates function ofe-Membership. An electronic notification is automatically sent toMembership Services and to the State Registrar. A resignation takeseffect on the date notice from the chapter is received in OrganizingOffice, Membership Services Department. The chapter shouldretain the written letter of resignation with the chapter records.

If a chapter receives a request for resignation in the month ofNovember, it is extremely important that this request be pro-cessed using the updates function of e-Membership or be re-ceived by Organizing Office, Membership Services Department,postmarked on or before November 30. Failure to submit a resig-nation in a timely manner will result in the member beingdropped for non-payment of dues and the chapter being responsi-ble for paying additional fees.

When considering resignation, remember that only activemembers are eligible for the DAR insurance programs or to pur-chase and to wear pins. Also remember that once resigned, a mem-ber must reinstate before any action can be taken on their record.

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Deaths

Deaths must be reported as soon as possible by a chapterleader to Organizing Office, Membership Services Departmentby sending a Membership Change Form via the postal servicesor other carrier, by e-mail at membershipservices@dar.org, or byusing the updates function on e-Membership.

The Office of the Historian General granted permission tothe chapter regents to authorize the purchase of a DAR insigniagrave marker to be placed at the site of a DAR member’s inter-ment. Members should contact their chapter regent for permis-sion to purchase a DAR marker. The procedures, permissionform and authorized firms are included in the National In-formation packet (NIP) and on the Members’ Web Site athttp://members.dar.org, under forms and Historian General.

MEMBER-FOR-MEMBER PROGRAM

The Member-for-Member Program became effective October12, 1996. Every member has an opportunity to share her com-

mitment to the National Society by promoting membership throughthe Member-for-Member Program. To be eligible for credit:

1. a member must propose a prospective member and/or2. assist with the research and completion of the prospec-

tive member’s application papers

A member assisting the applicant may receive Member-for-Member credit regardless of the chapter the applicant joins orwhether she joins as a member-at-large. No more than two mem-bers can take credit for any new member. Example: credit is givento a member who introduces the prospective member to the chap-ter and also to the member who researches or prepares her applica-tion papers. Both names of the members wanting to receive creditfor the Member-for-Member program must be listed on the appro-priate section of the application. Changes are effective as of

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December 11, 2004. NOTE: Since there is no space on the appli-cation paper for the second member-for-member to get credit, ifthey are using a typewriter, there is space above the first name totype in the second name and number. If they are using a computer-generated application, they may hand print, in black ink, the sec-ond name and number above the first name.

When the prospective becomes a DAR member, the Office ofthe Registrar General, records the sponsoring member’sMember-for-Member credit, and they are then eligible to pur-chase the Member-for-Member pin to wear on their official DARribbon. The members are eligible to purchase one Member-for-Member bar for every five (5) additional new members creditedafter they have earned their Member-for-Member pin. The bareasily attaches to the pin. To purchase the Member-for-Memberpin and/or bar, submit a request, preferably with a J.E. Caldwell& Co. order form (check payable to J.E. Caldwell & Co. or creditcard number on the order form) to the Office of the OrganizingSecretary General, Chapter Services Department. Order formsmay be obtained from J.E. Caldwell & Co. at 1 (800) 786–5890;Web site at www.jecaldwelldarstore.com; or, Caldwell may beaccessed through the NSDAR Members’ Web Site.

Following verification, the Organizing Office, Chapter Ser-vices Department, adds the approved pin on the member’s rec-ord, J.E. Caldwell & Co. fills the order and forwards the pin tothe member.

STATE TREASURERS’ INFORMATION

* All monthly reports are to reach the Office of the TreasurerGeneral by the 25th of each month.

* State treasurers complete the “Chapter Achievement Awardfor State Treasurers” provided by the Office of the TreasurerGeneral. Complete this checklist for each chapter in yourstate, confirming their contributions to the named nationalprojects. It is helpful for the state treasurer to send an early

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review of contributions from the chapters in her state, inJanuary, to assure they have received all Achievement Awardpoints desired. Your completed checklist is then sent inaggregate for each chapter to the Chapter AchievementAward state chairman by February 1. She will process andsend copies to the national vice chairman Chapter Achieve-ment Award. If not completed earlier, you should send acopy to each chapter as a courtesy.

* The Office of the Treasurer General must receive final con-tributions for Chapter Achievement Awards by February 25.

* The state treasurer remittance forms must be used each timeyou send a remittance to National. Retain one for your file.

* Do not send contributions for the DAR Service for VeteransCommittee to the Treasurer General. These donations arehandled within the state.

* Chapter codes should be listed in numeric order on thePresident General’s Project Collection Form.

* School Donation Forms should be used for all gifts of $25.00or more.

* The revised “Donations and Contributions for Committeesand Funds” form should be used for all contributions to“Friends” and “Special” national projects, especially whenthe donor wishes to purchase a pin for her contribution. Theform may be obtained from the Development Office.

* Following the state conference, the state treasurer sends thestate financial report to the Treasurer General’s office.

The National Society and its affiliates have a valuable assetin their tax exempt status. It is the duty of each member to pro-tect this privilege which DAR enjoys through a special feature ofits Congressional mandate, as well as a group exemption letterfrom the IRS. The following items need to be addressed in orderto keep DAR in compliance with applicable laws, regulationsand public policy:

1. It is essential that you keep complete, centralized finan-cial records for all state activities, including the projectsadministered by committees.

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2. Each state is required to have its own federal EmployerIdentification Number (EIN). Safeguard your EIN and donot allow it to be used for any bank accounts or otherpurposes not related to approved DAR activities. Do notpass your EIN to anyone for side accounts or to commit-tee chairmen.

3. All bank accounts should be under the supervision of thestate treasurer. Bank accounts are not appropriate forcommittees, clubs, etc. Personal names and titles are notto be used in the name of any DAR account.

4. Selling items unrelated to DAR should not occur unlessit is a special fund raising project for a purpose relatedto DAR.

5. Special projects must have a full accounting and sup-porting documentation for income and expenses so that aseparate report can be prepared. Do not combine unlikefunds when reporting. Separate account ledger sheetsshould be kept to facilitate reporting. All activities mustbe reported to your accountants if you have an indepen-dent audit.

6. All communications from the IRS must be answeredimmediately.

If additional questions should arise, please contact the Office ofthe Treasurer General. Address—1776 D Street NW, Washington,DC 20006–5303, Telephone (202) 879–3365; Fax (202) 347–4637.

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