Part 3 – ASSOCIATION & HEADQUARTERS
SECTION: Membership Administration
POL 3-025 Pr
Membership - Honorary
Effective date: May 1, 2010
Approval date: February 19, 2010
Last revised: February 19, 2010
Cancelled date:
Reference: Bylaw I, Sec.1(B)
Cross reference:
PROCEDURES
Honorary membership in the Association – Recommendation process
1. Recommending an individual for honorary membership in the Association may be initiated by any member of the Association’s Board of Directors or by any Chapter or Region.
2. The submission of a recommendation for an honorary membership to an individual does not guarantee approval. For that reason, persons involved in the recommendation process are cautioned not to discuss the recommendation with the person being recommended in order to avoid any embarrassment in the event the recommendation is not approved.
3. The recommendation will be included as an agenda item for the next Board meeting.
4. The recommendation should include the following information:
(a) Name of nominee, name and address of nominee’s employer and position title.
(b) Nominee’s length of service in the profession of records and information management, number of years in ARMA International and number of years in a chapter (if a chapter member).
(c) Reasons for the recommendation.
(d) Nominee’s special and/or unique contributions to the RIM profession and Association at the Association level. These special and unique contributions may include books written relating to records management, unique systems developed, papers written and presented, and articles written that have been generally accepted by the profession as a working standard. Service as an ARMA International officer may include not only the office held but unique or special contributions to the profession or Association while serving in a specific office. Any other activity or accomplishment that would reflect highly on the profession and the Association will be considered. Although accomplishments and contributions at a local or chapter level are important, and deserve recognition, when these are the only contributions and accomplishments, honorary membership may not be approved.
(e) Nominee’s special and/or unique contributions to the RIM profession and Association at the chapter level (if chapter member). Include offices held, committee assignments, special accomplishments, and seminar participation, etc.
(f) Special and/or unique contributions to the RIM profession in the nominee’s place of employment.
(g) Nominee’s skills and attributes that support and/or enhance the RIM profession. Include information as to how this person would bring credit to the Association and the profession of records management if honorary membership was awarded.
(h) State whether nominee is retiring from active employment or continuing to be employed in the RIM profession.
(i) State whether chapter honorary membership has been awarded or has been considered.
5. Documentation supporting all contributions and accomplishments should be forwarded with the recommendation, if at all possible.
Honorary membership in the Association – Approval process
1. The Board of Directors reviews the nomination and the supporting documents and votes on the recommendation.
2. If the Board of Directors approves the recommendation:
(a) The Association President prepares a letter to the honorary member offering congratulations and appreciation on behalf of the Board of Directors and the Association.
(b) The Executive Director notifies the Director of Member Services, who prepares a membership certificate and forwards it to the chapter (if applicable), requesting that the award be presented to the member.
(c) If the honorary member is not a member of a chapter, the certificate is forwarded to the Region Manager of the appropriate region who will arrange for a suitable presentation.
(d) Honorary membership resulting from a Board member initiative, rather than a chapter recommendation, is presented as directed by the President.
3. If the Board of Directors does not approve the recommendation:
(a) The Association President prepares a letter to the chapter concerned, indicating that the recommendation was not approved and stating the reasons why the recommendation was not approved.
(b) If the person recommended for honorary membership is retiring from active employment and the recommendation is not approved, a certificate of appreciation is awarded.
Honorary membership in a Chapter
Chapters may also have honorary chapter members selected through criteria and procedures established by the chapter. Payment of chapter dues is at the discretion of the chapter that the Honorary Member is a member of.
1. Recommendation for honorary membership in a chapter may be initiated by a chapter member through a member of the Board of Directors of the chapter. The Board member will check the recommendation for accuracy and completeness, add his/her own recommendations, and submit the recommendation as an agenda item at the next meeting of the chapter Board of Directors.
2. The recommendation should include the following information:
(j) Name of nominee, name and address of nominee’s employer and position title.
(k) Nominee’s length of service in the profession of records and information management, number of years in ARMA International and number of years in a chapter (if a chapter member).
(l) Reasons for the recommendation.
(m) Nominee’s special and/or unique contributions to the RIM profession and Association at the Association level. Include Association offices held, committee assignments, books written, articles written, participation as a speaker at the Annual Conference and Exhibition, etc.
(n) Nominee’s special and/or unique contributions to the RIM profession and Association at the chapter level (if chapter member). Include offices held, committee assignments, special accomplishments, and seminar participation, etc.
(o) Special and/or unique contributions to the RIM profession in the nominee’s place of employment.
(p) Nominee’s skills and attributes that support and/or enhance the RIM profession. Include information as to how this person would bring credit to the Association and the profession of records management if honorary membership was awarded.
(q) State whether nominee is retiring from active employment or continuing to be employed in the RIM profession.
(r) State whether chapter honorary membership has been awarded or has been considered.
Questions about previous Policies & Procedures? Contact Connie Hardy, Corporate Secretary.