Key Contact Program
FAQs
1. What are the functions of the key contact representatives?
There are three major functions of the program: 1) welcoming new members
to SAA, 2) contacting lapsed members, and 3) helping to identify potential
SAA members.
In addition, all representatives are encouraged to submit suggestions to
make the Key Contact Program more effective.
2. What is the schedule for making contacts during the year?
Mailings are scheduled three times each year: October, February, and June.
3. What will I receive for each mailing?
Key contacts will receive several lists of people to contact in their
respective states. These lists are compiled and mailed from the SAA
office in Chicago.
One
list will contain the names and addresses of individuals who are new to
the organization. The other list will contain the names and address of individuals
who have chosen not to renew their membership.
4. How many contacts will I make from each mailing?
No one knows for sure. The number will fluctuate from one mailing to another.
Key contacts who live in a state with only a few members, may make only
a few contacts each
year. In states with large numbers of members, such as New York and
Texas, we have tried to appoint more than one representative. We do not intend
to burden you. If you feel overwhelmed, let your district representative
from the Membership Committee know so that he or she may take steps to alleviate
the situation.
5. Who is my district representative?
Your district representative is a member of the Membership Committee who
lives within your region of North America. This is the person referred
to in your letter of appointment. North America has been divided into 13
regional districts, each encompassing between four and six states depending
on the total number of members in each of the region's states. After completing
each of your key contact mailings, you will contact your district representative
to confirm that you have completed your mailing and to report any problems
or comments that were made to you regarding members. Your district representative
is your first line of communication if you have any questions or concerns.
6. How should I make my contacts?
Find a method that works for you. You may choose to contact people by letter
(see the enclosed samples), telephone, or e-mail. Experiment to find out
what works best for you. The method of your contacts is not critical as long
as your contacts are made.
7. Will there be other contacts with members or potential members?
Yes. You should be aware of SAA's procedures for new and non-renewing members.
New members receive new member packets within two to four weeks of joining
SAA. These packets contain a welcome letter from the Executive Director of
SAA and information about the organization and
its membership.
Non-renewing members receive a "first notice" six weeks prior
to the due date of their membership dues, and a second notice after this
due date indicating their renewal is "past due." These are typically
sent out two weeks after a member's renewal date. Once these two notices
have been mailed, the non-renewing member is placed on your
non-renewing key contact list.
8. What types of contacts can I expect to encounter?
There are two types: new members and non-renewing members. A welcome contact
should be sent to the first group of members and a reminder note to the non-renewing
members. In many instances this second groups of individuals appreciates
the reminder. In addition to these two categories of individuals, there is
a smaller group consisting of members who have allowed their membership
to
lapse
for a lengthy period of time and have rejoined. In these instances, you should
welcome these individuals back to the organization.
9. Should I contact new and non-renewing institutional members?
As a general rule you should not make these contacts unless you are familiar
with the institution or know that the institutional membership is actually
for an individual. However, it is up to the key contact representative to
determine whether to contact an institutional member.
10. How many times should I contact a non-renewing member to remind him or
her to renew?
The number of contacts that you have with a non-renewing member should not
exceed the individual's tolerance for these types of contacts. The purpose
of the Key Contact Program is to facilitate good will among our members.
You
should never appear to pester or badger a member who has chosen not to renew.
Rather, note the reasons for non-renewal. A good rule of thumb typically
is
two personal contacts.
11. Is it possible for an individual to utilize an institutional membership?
Yes; however, individuals utilizing an institutional membership will not
receive personal copies of the American Archivist and Archival
Outlook, will
not be listed by name in the online membership directory, and do not have
the right to vote.
12. What is the bridge rate?
This is a one-time rate, equivalent to the one-year student rate, that can
be made available to an active member who is experiencing economic
hardship and is unable to afford the cost of full membership.
The individual must have been an active member during the entire year prior
to making such a request and must demonstrate financial hardship to the SAA
office. The bridge rate cannot be approved by the key contact
and/or district representatives.
13. Do you have any suggestions for contacting non-renewing members?
Be flexible, be polite, and do not interpret a decision not to renew as
a personal rejection. Many reasons are given for not renewing and most
are thoughtful.
However, if significant complaints are registered, be sure to communicate
them to your district representative. Remember that while we do not expect
everyone to renew, many people simply procrastinate and respond positively
to a personal contact.
14. What about stationery and postage?
Most key contacts use their own institutional stationery. If you do not
wish to or cannot use the stationery of your institution, let your district
representative know. Most key contacts also
pay
for postage through their own institutions. If you work for an organization
that does not allow this, let your district representative know and arrangements
will be made to reimburse you. However, these arrangements must be made prior
to making a reimbursement request to SAA.
15. How long is my appointment?
All key contacts are asked to serve for three years. Typically a key contact's
term will run concurrently with their district representative. However, key
contacts may elect to serve longer periods of time if they wish.
Note: Membership Committee appointments expire at the end of the SAA Annual
Meeting, but key contact appointments do not expire until October 31. This
allows the new district representatives sufficient
time to recruit or reappoint key contacts.
16. Who do I contact with problems, suggestions, or questions?
You should first contact your district representative. This is the person
referred to in your letter of appointment. You may also contact the Membership
Committee chair or the SAA Executive Director at any time.
17. How many key contact representatives are there?
There are approximately 56 for North America, including the District of
Columbia and the Commonwealth of Puerto Rico.
18. Why do key contact representatives meet as a group at the SAA Annual Meeting?
This formal gathering allows SAA to recognize the vital efforts of the key
contact representatives on behalf of the archival profession and the Society.
It also provides the key contacts the opportunity to share and build on their
experiences as a group. In addition, all key contacts are invited to attend
the annual Membership Committee meeting to participate in discussions related
to membership.
19. Do other organizations have similar programs?
The Organization of American Historians has both state and campus key contact
representatives, and several of the archival regional organizations have
similar programs.
20. What is our relationship with other archival associations, especially
the state and regional groups?
We expect this varies from state to state. SAA supports these archival groups.
Our basic assumption is that it is in the best interest of the many archival
organizations in North America to cooperate with and support SAA in order
to ensure that the profession will flourish. This is one of the questions
that we can continue to address at our annual key contact meetings.
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