state leadership conference shelly trent, sphr ©shrm 2011

State Leadership ConferenceShelly Trent, SPHR

©SHRM 2011

©SHRM 2012

What do I need to know?

• Important dates• How are we governed? • How are we connected? What is the bigger picture?• What support do I have in my role? To whom do I turn?• What is the SHAPE program? Why is it important?• Why should we focus on growing membership?

©SHRM 2012

Important Dates

December 1

SCLIF and CLIF due

January 31

SHAPE due

March 31

State SHAPE due

November 15-17, 2012

SHRM Leadership Conference

©SHRM 2012

November 2012

SHRM Leadership Conference

Mark Your Calendars for 11/15-17, 2012

• Incoming chapter president• District Directors• State Membership Directors• Current and incoming state directors

©SHRM 2012

SHRM Leadership Conference

• FREE conference for chapter presidents OR presidents-elect, state membership directors, state directors, immediate incoming state directors, district directors

• Hotel and designated meals covered• Chapter or council covers travel• EVERY chapter should be represented

EVERY year• Held in DC area; includes visit to SHRM

headquarters• November 15-17, 2012

©SHRM 2012

State/Chapter Leader Information Form (CLIF)

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

• Due by 12/1, even if you don’t have all roles filled yet

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

• Required for all chapters and councils• Allows SHRM to keep in touch with your board

members to announce new tools, webcasts, etc.

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

©SHRM 2012

How are we governed?

©SHRM 2012

Not-for-profit associations (AKA non-profits)

• Non-profit association> Governed by federal and state laws for non-profits> Entire board should read and know what the bylaws say> Bylaws must accurately reflect what the board is doing> No one person on the board makes decisions for chapters;

must be by majority vote of the governing body

• An affiliate of SHRM – the parent organization> Rules and expectations> Chapter/council bylaws cannot conflict with SHRM bylaws> Must keep bylaws up to date> Chapter/council charter outlines the relationship between

SHRM and chapter/council

©SHRM 2012

Changes to Chapter/Council 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

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

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

©SHRM 2012

Bylaws Approval Process

• Email the complete set of bylaws (marked up copy and final copy) with a bulleted list of the changes to your Field Services Director (FSD).  They will review them and provide suggestions or changes.  

• Once they are approved by the FSD, the bylaws are approved by the Chief Membership Officer.  

• SHRM signs the bylaws, and then your Regional Administrator (RA) will send them back to you.

• Once you receive them, your chapter membership can then vote on the changes.  Once they are approved, your chapter president should sign and date the bylaws and send the signed set back to your RA.  You should keep a copy of them.  The final signed version is placed into the files at SHRM.  This final set is considered to be RATIFIED.

The process

takes at least

4-6 weeks

©SHRM 2012

Chapter/Council Charters

• These documents spell out the relationship between SHRM and chapters/councils> 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/council has a copy; review it annually

• If your copy is lost, contact your Regional Administrator

©SHRM 2012

Place prominently on all materials produced by an affiliate of SHRM.Do not modify the logo; must be the entire “Affiliate of” logo, and never be smaller than 1 inch wide.Use in conjunction with your chapter logo – same size and near each other

“Affiliate of” logo

Please note the change from the TM to the ®; be sure you are using the ® logo

©SHRM 2012

SHRM Requirements

• 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 successor for upcoming year.

• Assure bylaws are being followed.• Attend and actively participate in state council meetings.

©SHRM 2012

Changes to SHRM Chapter Membership Requirements

• OLD: For chapters affiliated BEFORE 1/1/04: Minimum of 30% of the total chapter membership or 10 chapter members (whichever is greater) must be current SHRM members and for chapters affiliated AFTER 1/1/04: 25 SHRM members or 51% affiliation (whichever is greater) must be current SHRM members

• NEW: By 12/31/2016, all chapters must maintain no fewer than 25 SHRM members and 51% of total membership must be SHRM members

• Consider merging with another chapter if necessary

©SHRM 2012

Position Descriptions

• Use as a guide for volunteer leader positions in your chapter/council

• Easier to hold volunteers accountable if you have a written description of role & responsibilities

• Sample descriptions available online

©SHRM 2012

How are we connected?

©SHRM 2012

About SHRM

• Founded in 1948• World’s largest professional association

dedicated to HR• About 350 staff members• Headquartered in Alexandria VA• Nearly 260,000 professional and student

members in more than 140 countries• More than 580 affiliated local chapters• Over 6,000 volunteer leaders

©SHRM 2012

SHRM Staff Leadership

Henry (Hank) Jackson, CPA

President/CEO

Pam Green, SPHRVice-President of U.S. Membership

©SHRM 2012

SHRM Board Chair

Jose Berrios 2011-2012 SHRM Board

Chair

©SHRM 2012

SHRM’s Vision

“To be a globally recognized authority whose voice is heard on the most pressing people management issues of the day - now and in the future”

©SHRM 2012

SHRM’s Mission

Build partnerships Provide a global community to share expertise

& create innovative solutions Provide thought leadership, education,

& research Be an advocate on the most critical issues

facing workplaces & the human resource profession

©SHRM 2012 23

Volunteer Leadership Structure

SHRM® Board

RegionalCouncils

StateCouncils

LocalChapters

Staff Support

HR Expertise Networks

• Ethics• Global• Labor Relations• Workplace Diversity• HR Technology• HR Disciplines – Includes: Talent Management, Compensation, Benefits, Organizational Development, Employee Relations, Employee Health, Safety & Security

Governance Committee*

MembershipAdvisory Council

Members

*Governance Committee approves appointment of members to HR Expertise Networks.

Volunteer Leadership Structure

©SHRM 2012

Chapter Size

Small Chapter = 10 – 100 members

Medium Chapter = 101 – 300 members

Large Chapter = 301 – 500 members

Mega Chapter = 501 – 1,000 members

Super Mega Chapter = 1,000 + members

• Conference calls are held on a quarterly basis for chapter presidents by chapter size> Allows chapter presidents to network with presidents

from like-size chapters

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©SHRM 2012

Core Leadership Area Volunteers

• Each state council is asked to have the following positions:> College Relations> Diversity> Governmental Affairs> HRCI Certification> Membership> SHRM Foundation> Workforce Readiness

• Chapters should consider these board roles as well

©SHRM 2012

District Directors

• Assist chapter presidents with questions• Visit chapters to provide presentation on

“SHRM is the Solution” to your members• Ensure that chapter presidents attend state

council meetings• Ensure that chapters submit SHAPE on time• Your District Director and State Council Director

should be your first point of contact for assistance

• For CLA issues/questions, the state CLA leaders should be your points of contact

©SHRM 2012

Expectations of Council Members

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

• If you have not already done so, please send your complete board roster to your Regional Team and the State Council Director—due 12/1

• Board roster should include ALL volunteers with complete contact information

• Late submissions will keep your chapter/council from being eligible for a SHAPE award

©SHRM 2012

Expectations of Council Members

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

• Many companies’ servers will not accept email messages from SHRM; please ask your company to allow email messages from SHRM, your Regional Team and council members

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

• LeadersEdge, SHRM’s volunteer blog, and e-mails from SHRM Volunteer Communications are our MAIN point of communication with you

©SHRM 2012

Volunteer Assistance

Volunteer Assistance

• There are four administrators at headquarters with a general number to call: 800-283-SHRM x 3333. 7:00 a.m. – 7:00 p.m. Eastern Time. Anyone at that number can assist you with CFSP, rosters, designation forms, etc.

• The number will take voicemails 24/7 but will only be manned from 7 am – 7 pm ET. 

• Email: SHRM.MemberRelations@shrm.org.  This is a generic email inbox that will be accessible by all the Regional Administrators.

• Order SHRM supplies and request member lists from your Regional Administrator.

©SHRM 2012

Southeast Regional Contacts

Shelly Trent, SPHR

shelly.trent@shrm.org

(800) 283-7476, x 6335

877-246-8976

Crystal Adair crystal.adair@shrm.org

(800) 283-7476, x 6370

703-535-6199

©SHRM 2012

VLRC

©SHRM 2012

VLRC

©SHRM 2012

VLRC

©SHRM 2012

VLRC

©SHRM 2012

Chapter Leader Resource Guides

Fundamentals of Chapter Operations• Excellent tool for all volunteer leaders• Provides the basic fundamentals to achieve operational

success• Download from VLRC

Chapter Guide to Financial Management• Provides essential financial information• Info on taxes, incorporation, and record keeping• Easy to understand• Excellent resource for all Chapter Officers• Located in the VLRC under the Finance section

35

©SHRM 2012

• What is SHAPE?

• Why is it important?

©SHRM 2012

SHRM Affiliate Program for Excellence (SHAPE)

• Both a planning tool and an evaluation tool• Covers calendar year• Reporting tool for SHAPE award• Must be filed with SHRM by 1/31 to receive

CFSP• Need to determine now who will complete • Complete online only

©SHRM 2012

SHAPE

• SHRM Affiliate Program for Excellence (SHAPE)

• 2012 Chapter Planning Workbook and the archived volunteer leader webinar are available in the VLRC at www.shrm.org/vlrc

• 2012 SHAPE Planning Workbook will be available at the end of January

• Online forms available to input goals for year to aid in planning

©SHRM 2012

SHAPE Program

• ALL chapters must complete all items in the Basic Requirements section to remain affiliated

• Other sections of SHAPE: Mission-Driven Initiatives, SHRM-Affiliate Support, and Measures of Success

• Four award levels: Bronze, Silver, Gold, and Platinum

You must have submitted your CLIFby December 1 to qualify for any award

©SHRM 2012

Focus on Membership

©SHRM 2012

Member Definitions

• At-large Members• At-large member is an individual who is a member of

SHRM but is not affiliated with a local chapter.• Recruiting at-large members to your chapter is a great

way to increase SHRM membership in your chapter.• Online membership application includes a required field

for indicating chapter membership.

• Local Members Only (LMOs)• An LMO is an individual who belongs to a local chapter

but is not a SHRM member.• Promote benefits of joining SHRM to your LMOs.• Discount offered to first-time SHRM members via a

promotional code (CHSED).• Strengthens partnership between SHRM and the

chapter.

©SHRM 2012

Membership Recruitment & Retention Initiative

• SHRM provides: > Membership Recruitment and Retention Toolkit > Labels or lists to assist you in contacting at-large

members in your chapter area > State Council/Chapter Successful Practices > Current data – monthly membership report of SHRM

members in your chapter > Webcasts, conference calls, and LeadersEdge blog

articles> Recognition of top chapters in growing their SHRM

membership > Other resources to assist you in the membership

section of the VLRC

©SHRM 2012

Membership Recruitment & Retention Initiative

• First-time members can join SHRM at a reduced rate of $165

• They should use the code CHSED on their application to get the reduced rate

• Advertise this on your chapter websites, etc.

©SHRM 2012

Chapter Affiliation Brochure

• Brochure is free to chapters

• Explains the value of chapter membership to SHRM members

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

©SHRM 2012

Membership Reports from SHRM

Your chapter can request:> SHRM monthly or quarterly reports via an email request

with a set deadline1. Current chapter roster

2. Full at-large list within chapter’s established zip code range

3. Expired SHRM members in the chapter

4. New at-large members list within the quarter

> The roster requests will be distributed within 48 hours> SHRM will also be providing sample emails/letters that

the chapter can use for their benefit> These reports are NOT sent automatically, but can be

requested

Please have your Membership Chair conduct a quarterly audit of the at-large list and SHRM chapter member list. Send your Regional Administrator information on any new SHRM members who join your chapter. Help SHRM keep the lists current.

Send list of new/expired members to SHRMeach month

©SHRM 2012

Conducting Membership Audits

• SHRM uses the member roster sent by your chapter to conduct audits on an annual basis

• Please send chapter membership roster upon request—the more current, the more accurate the audit

• Please have your Membership Chair conduct an audit of at-large list and SHRM chapter member list every quarter

Please note that SHRM conducts only ONE audit per chapter per year; other audits can be con-ducted by volunteers and changes shared with SHRM

©SHRM 2012

In-Transition Membership

• SHRM offers a one-time-only benefit of a free one-year continuation of membership to any current member who has been downsized

• Must already be a member of SHRM• Contact SHRM’s Member Care Dept. for

more information

©SHRM 2012

Why promote certification and recertification?

• Symbol of professionalism

• Shows mastery of body of knowledge

• Gives an “edge” in hiring

• Recognized by employers/HR

©SHRM 2012

HR Certification

• Downloadable certification handbook available for individuals interested in pursuing PHR, SPHR, GPHR

• $120 “Pay-if-you-Pass” Program for selected chapter and state council leaders

• HR Certification Institute Approved-for-Credit Program• Tools for promoting certification and recertification in

your chapter or state• More info available in certification section of VLRC or

at www.hrci.org

©SHRM 2012

Recertification

• Some say they didn’t know they needed to recertify!

• Need help spreading the word about ease of recertifying

• Can recertify online• Articles about it for your newsletter available

on VLRC• Help to educate your members about the

process

©SHRM 2012

What does the SHRM Foundation

do for us?

Why support it?

©SHRM 2012

• Conducts and funds research on HR topics

• Is supported by tax-deductible donations from SHRM members

• Supports scholarships, SHRM chapter/council educational matching grants and other educational initiatives

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

• Toolkit available for chapter/state Foundation chairs at www.shrm.org/foundation

©SHRM 2012

• Doing Well by Doing Good: Global Sustainability at Aditya Birla Group > Strategic/Global 2011

• Once the Deal is Done: Making Mergers Work > Strategic 2010

• World Economic Forum: Creating Global Leaders > Strategic/Global 2009

• Seeing Forward: Succession Planning at 3M > General 2008

• Trust Travels: The Starbucks Story > Strategic 2007

• Ethics: The Fabric of Business > Strategic 2006

• Fueling the Talent Engine: Finding and Keeping High Performers > Strategic 2005

DVD Series

©SHRM 2012

SHRM Foundation

• Chapter/Council Champions Program> Make a chapter or state council financial contribution to the SHRM

Foundation AND> Conduct a Leadership Campaign.  Actively encourage your Board

members to make a personal contribution to the SHRM Foundation.  Your goal is to reach 100% participation among your chapter or state council leadership. 

> And complete one or both of the following:> Increase (by 10% or more) the chapter’s/council’s contribution to the

SHRM Foundation over the previous year’s contribution.> Hold at least one special event (e.g., silent auction, golf tournament,

etc.) to benefit the SHRM Foundation.

• Regional Scholarship Program• Funding for SHRM members toward education or

certification

©SHRM 2012

Other Resources

©SHRM 2012

E-mail Blasts

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

• Use online request form in the VLRC

• SHRM sends the e-blast on your behalf and will make edits as necessary

• State Councils also receive two e-blasts for announcing the state conference to members in their own state

©SHRM 2012

Chapter/Council Financial Support Payment (CFSP) Program

To be eligible for CFSP consideration, the chapter must:• Submit a completed SHAPE Year-End Report by 1/31 of

each year and your membership roster when requested• Meet the applicable membership affiliation requirements.• Have a chapter president who is a SHRM member in good

standing throughout his/her term of office.• Have SHRM-approved ratified bylaws on file at SHRM.

Returns a portion of each SHRM member’s dues to the chapter through this program.

©SHRM 2012

Chapter/Council Financial Support Program (CFSP)

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

• Pays each state council between $3000-7000 per year based on SHRM membership in state

• Returns a portion of each SHRM member’s dues to the chapter via payment

• $6.25 four times a year ($25 annually) per member for 100% chapters

• $5 twice a year ($10 annually) per member for non-100% chapters

• Net Gain payment paid in the first quarter• Calculated by subtracting the 12/31 SHRM membership

total for last year from the 12/31 SHRM membership total for the current year and multiplying the difference by $25 (see example)

©SHRM 2012

Example: 12/31 SHRM Membership Count 2011 250 2010 -200 Difference 50

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

Chapter/Council Financial Support Program (CFSP)

©SHRM 2012

Chapter/Council Financial Support Program (CFSP)

• Sign up for direct deposit for your CFSP

• SHRM REQUIRES this

• Sign up at www.shrm.org/Communities/VolunteerResources/ResourcesforChapters/Pages/CHAPRfin.aspx

©SHRM 2012

HRVoice

• Automatically HRVoice member if SHRM member

• SHRM sends e-mails with legislative updates unless you opt out

• Assistance with contacting your legislators• Online instructional video available• www.shrm.org/Advocacy

©SHRM 2012

Governmental Affairs/Advocacy

• Site updated continuously

• Most current legislative information—both federal and state

• Take an active role in shaping laws that directly impact HR professionals!

• Thomas Jefferson once said, “America is not governed by the majority, but by the majority of those who participate.” 

• Exercise your HR Voice by actively participating in the political process of government.

www.shrm.org/Advocacy

©SHRM 2012

Pinnacle Award

• Awarded to chapters and state councils at Annual Leadership Conference

• Examples:• Assisting community members with welfare to work• Improving community diversity or work/family issues• Teaching job-search skills to the unemployed• Impacting local, state, or federal legislation• Corporate sustainability• Not limited to these!

• $1,000 award and recognition in SHRM publications

©SHRM 2012 64

SHRM Connect – Networking Tool

> Create a robust, online social networking platform enabling self-forming communities of interest. Create a group for your chapter.

> All geographical or physical constraints are eliminated.

> Create a profile for your chapter or council!

©SHRM 2012

• THANK YOU for volunteering• You keep SHRM successful• We grow because of YOU!

Questions?Discussion

©SHRM 2010