ASDA Chapter Management: Organization, Finances, Membership, Communication, and Activities, Study notes of Dentistry

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$ American Student Dental Association

CHAPTER HANDBOOK

T A B L E O F C O N T E N T S

• CHAPTER ORGANIZATION AND LEADERSHIP 2 -
• FINANCES 6 -
• MEMBERSHIP & COMMUNICATION 7 -
• ACTIVITIES 13 -
• ORGANIZED DENTISTRY 16 -
• ADVOCACY 19 -

resource when it comes time to make difficult chapter decisions or to carry out the procedures set in the constitution & bylaws. This person can also help guide your chapter’s relationship with the dean and with state/local dental societies. We suggest that you select someone who is an ADA member or involved in organized dentistry. Select an individual who understands students and is active in the state or local dental society. Some chapters have found it beneficial to have more than one advisor due to busy schedules of faculty. Setting Chapter Goals Your Executive Committee should determine what goals your chapter should focus on for the year. During the year, you can monitor your progress and reward leaders for their success. Share these goals with your district trustee so they can assist in keeping you on track. All goals must be measurable. For example, do not write a goal that states, "Increase membership this year." A well-written goal will explain how much of an increase your chapter is working toward. It should read, "Increase membership by 20 percent." That way, it will be easy for you to measure your success. When listing your chapter goals, you should determine which category the goal falls into, such as membership, communication, organization & leadership, fundraising, organized dentistry, chapter activities, advocacy, etc. Set a deadline for each goal and assign the Secretary the responsibility for overseeing the accomplishment of the goals. The Secretary should work with the Treasurer to identify expense and revenues. The Secretary may assign the goals and budget overview to specific committees who are then responsible for providing updates to the Secretary. Leadership Meetings There are two types of leadership meetings your chapter should conduct. The first type of meeting is for the Executive Committee. During this meeting, the Executive Committee meets and reviews high level information for the chapter, such as a budget report from the Treasurer and an update from the Secretary on the status of chapter goals. The second type of meeting is a meeting of all chapter leaders. During this meeting, the Executive Committee and any chapter leadership positions described in the chapter bylaws meet. These meetings provide time for all leaders to provide updates. This is also a time to have general leadership development. Bi-monthly meetings should allow enough time to communicate important national ASDA issues, hear reports from each officer, discuss new business and review upcoming chapter activities. For both types of meetings, the president of the chapter will preside. Your chapter’s constitution and bylaws should specify the frequency of these meetings. An agenda should be created prior to each meeting and sent out ahead of time. Minutes should be taken for each meeting and approved at the start of each meeting. The Secretary is responsible for drafting the agenda and minutes. The President should review and approve the agenda prior to it being sent out to those in attendance. The President should also review the minutes prior to the next meeting.

Prior to the meeting, make a list of things to do and consider logistics, such as the number of people attending, the size of the room, audio-visual needs and agenda. Meeting planning tips:

• Set a regular meeting time and location.
• Always have a written agenda.
• Distribute a schedule of events for the year to your local leaders.
• Keep your leaders informed of any changes to this schedule.
• Every local leader should attend your meetings and give a report. (All absences should be excused prior to the meeting in writing.)
• Show your leaders that you appreciate their hard work and participation.
• Make the meetings fun! General Membership Meetings Your chapter should hold monthly membership meetings. Membership meetings are informative, educational and serve as an essential communication vehicle for all ASDA members and interested faculty at your school. Meeting topics can include membership benefits, ASDA’s legislative agenda, opportunities for national positions, resolutions and more. Leadership Training for New Officers Expectations should ideally be outlined early by thoroughly training officers. It is also a key component to ensuring continuity, carrying out the work of the chapter and serving members. Elements of a thorough training program include:
• Formal presentation about the association
• Responsibilities of each position
• Goal setting session
• Training period during which new leaders assume increasing responsibilities under the supervision of the appropriate outgoing leader Leadership Training Checklist Below is a checklist for implementing a training program. You should schedule training right after chapter elections/appointments to ensure your leadership team is well prepared for the year. Remember do not simply hand out the information in this handbook but explain the information and encourage group discussion. Three weeks before the meeting:
• Distribute the ASDA Chapter Handbook and position descriptions to each leader and instruct them to familiarize themselves with the content prior to the meeting.
• Set a date, time and location for your training event. Schedule this event within one month of local chapter elections/appointments.
• Reserve the meeting room and order any food or drink for the meeting. If virtual, select the software program you will be using.
• Invite all chapter leaders to attend. Explain that the training meeting is mandatory for all new leaders.

• Thanking the dean for sending local members to national meetings. Low market share/member engagement and poor faculty support are often related, so improving your chapter’s relationship with administration is a worthwhile goal. Virtual Meeting Etiquette Your chapter may utilize virtual meetings for the chapter as well as meetings with external groups. Be sure to review virtual meeting etiquette with your members. For professional virtual meetings and events:
• Keep video camera on to stay engaged. Be fully present during the duration of the session/meeting.
• Avoid eating or snacking during the virtual event.
• Remove distractions like cell phones and other people entering the room you are in.
• Have a clean, non-distracting background.
• Wear professional clothes.
• Avoid using your phone and having side conversations.
• Be cautious of time and be sure to respect the meeting start/end times.
• Use Zoom features (ie raising hand, chat box) when appropriate.
• Mute yourself when not speaking.
• Out of respect for everyone sharing their insights and experience, keep cameras on, maintain open body language and a professional posture.
• Mention each other by name.
• Treat a virtual ASDA meeting the same as an in-person ASDA meeting. For social and casual virtual meetings, the etiquette items listed above still apply. In addition to those consider the following:
• Take cues from what others are doing to set the tone.
• It is often helpful to let attendees know before the virtual meeting if cameras will be required and what type of dress is appropriate.

Finances

Adequate operating funds are essential to sponsor various member activities and programs. To achieve this, a chapter needs to have a working budget of all necessary expenses, balanced against the revenue earned through local dues and raising funds. You may find that additional funds are needed to support activities, events and travel to national meetings. Obtaining a Federal Tax ID Number To open a checking account, you will be required to supply a Federal Tax ID Number or Employer Identification Number (EIN). Many vendors will require your EIN on a W-9 form. If you are unable to use your school’s EIN, you can establish one for your chapter. Go to https://www.irs.gov/pub/irs-pdf/fss4.pdf to fill out an online SS- 4 application to obtain a tax ID number. Be sure to keep a copy of this document for your chapter’s records and send

one to the central office for file. Keep in mind, once you receive a Federal Tax ID Number, your chapter will be required to file income tax returns annually with the IRS. It will be imperative your chapter keep accurate financial records. Group Exemption Filing for group exemption with ASDA is the easiest way for chapters to obtain tax-exempt status from the federal government. ASDA chapters that have been granted a group tax exemption by the IRS do not have to pay tax on income that is related to its tax exempt purpose. The general ‘tax exempt’ purpose of your chapter is to protect and advance the rights, interests and welfare of dental students. Tax exemption does not mean your chapter is exempt from all federal income tax. Your chapter must still complete an annual form 990 return and pay tax on profits from “unrelated business activities” such as advertising. Several forms are required to obtain tax exempt status through National’s group exemption. The list of required documents can be found on ASDA’s website under the chapter exemption section. Once your chapter is part of the group exemption, it is not necessary to submit the forms again. The IRS does require your chapter to submit an annual report by May 15 every year. Your chapter must include the ASDA group exemption number on its annual report. Depending on your chapter’s annual gross receipts (which is defined as the total amount received from all sources during its annual accounting period without subtracting any costs or expenses), the IRS requires your chapter to submit one of the following forms:

• Form 990-N. If your chapter has $50,000 or less in annual gross receipts for the calendar year, submit Form 990-N to the IRS. ASDA can complete Form 990-N for your chapter, as long as you provide authorization in writing by completing a summary financial document provided in February.
• Form 990-EZ. If your chapter has more than $50,000 in annual gross receipts for any calendar year, your chapter should submit Form 990-EZ. Your chapter is responsible for completing its own Form 990-EZ. Additionally, a chapter that has $1,000 or more in taxable income (on activities such as advertising in chapter newsletters or websites) must file Form 990-T and pay tax on its profit (income minus expenses). You can find any of the above forms at www.irs.gov. If chapters fail to submit an annual report (Form 990-N or 990-EZ) for three consecutive years, you automatically lose your tax-exempt status, so it is really important to file taxes each year. Please note that your chapter should keep all financial records for at least seven years, in the unlikely event it is ever audited by the IRS. These rules are applicable to chapters—and all exempt organizations—whether or not they are part of a group exemption. The group exemption only grants tax exempt status on a group basis. It does not in any way change the IRS filing requirements for chapters.

website for templates: https://www.asdanet.org/index/get-involved/chapter-management- resources/Membership-amp-Recruitment. STEP 4: Sign up current members for another year of membership Refer to your chapter’s membership files and identify which students are members. Approach these students and explain that you are collecting membership dues for the next year. Explain any new membership benefits and discuss upcoming chapter activities. Most importantly, be sure to gather updated contact information so that members will receive their benefits. STEP 5: Set up an ASDA table Once you have made a presentation about ASDA, set up an ASDA table in a common area where students congregate to eat lunch or spend time between classes. This will give you an opportunity to answer questions, accept dues from all class levels and distribute benefit information to new members. This is also a good place to sign up volunteers for chapter activities. Your ASDA representatives should help staff this booth. STEP 6: Engage in one-on-one recruitment Now is the time to approach people who have not yet signed up. Your goal is to determine each person’s reason for not joining and try to overcome his or her objections. Students can be approached in the pre-clinical lab, clinics or in between classes. Start with students who are current members, then concentrate on those who have never been members. STEP 7: Engage in one-on-one dues collection Be prepared to accept dues during the one-on-one recruitment phase. Be sure to have an application form and an envelope or app (such as Venmo, Paypal or Square) to accept payment. You will encounter students who agree to join, but are not able to pay dues on the spot. You can either give the student an application so they can send in their dues at their own convenience, arrange to accept payment at a later time or refer them to the online application. Keep accurate lists of unpaid members and track the payment dates. ASDA Membership Statements To make an informed decision about joining or renewing membership in ASDA, an individual must understand the benefits of being a part of the association and have any concerns addressed. As an ASDA recruiter, it is your job to understand their concerns and provide the appropriate information to reinforce the decision to join or renew membership in ASDA. The following five ASDA membership statements were developed to help you understand and respond to the basic concerns of potential members. Question 1 : What does it mean to be a member of ASDA? Statement 1: Predoctoral membership dues cover membership in ASDA and the ADA as a student member and entitles you to the benefits of both organizations. ASDA membership represents a first step toward a lifelong involvement in organized dentistry.

Question 2 : What is the value of organized dentistry? Statement 2: Organized dentistry describes the combined efforts of all the organizations (such as ASDA, ADA, ADEA, AGD, etc.) that work together to positively contribute to the dental profession. As a student, your professional life is being shaped by forces in and outside of dentistry. One of the most important steps you can take to supplement your education and protect your career investment is to stay informed and involved in the changing landscape of your profession through participation in organized dentistry. Question 3 : What are the benefits offered to members? Statement 3: ASDA offers several tangible and intangible benefits, [highlight the benefits that mean the most to you]. Facts about ASDA and ADA Membership Predoctoral students enrolled in a CODA-accredited dental school in the U.S. and Puerto Rico, including foreign-trained dentists in advanced standing programs, are eligible for membership in both ASDA and the ADA. Annual membership runs from Jan. 1 to Dec. 31. National dues provide membership in both ASDA and a student membership in the ADA. Each ASDA predoctoral student member is issued an ADA number. This number enables members to receive various benefits and discounts. Members can find their numbers by logging into their profile on ASDA’s website or by contacting ASDA at Membership@ASDAnet.org or 312- 440 - 2795. In addition to predoctoral membership, ASDA offers membership categories for predental and international dental students. What do you gain from being an ASDA member? ASDA is the voice for 23 ,000+ dental students on many important issues. Your membership strengthens this voice and supports the nationwide network of dental students working to protect your rights and further your interests in the legislative, academic and professional arenas. Recruitment Techniques Use the central office to help recruit If you feel that you are not promoting membership convincingly to a prospect, you may want to turn to the central office for assistance. To do this, ask the student if he or she would like to receive more information about ASDA via e-mail. This is a way to exit the conversation while allowing the prospect to keep his or her options open. Keep a list of these non-members’ names and e-mail addresses and send it to the central office. The membership staff will follow up by sending membership and benefit information. Have a membership table at every ASDA event and meeting Have a list of members and non-members available at every event. To obtain a current list of your members, log into the chapter portal in My ASDA and download a roster under chapter reports. If you are charging admission fees, acknowledge your members by

standing (AS) or international dental programs (IDP). AS/IDP students are seeking further training in the U.S. and may plan to return to their home countries to practice dentistry or find a job in the U.S. These students may require a different approach in order to understand the benefits available to them. It is essential when recruiting these students to establish trust and take time to thoroughly explain the benefits of belonging to ASDA. Advanced standing students look to ASDA for the following reasons:

• Access to information on becoming licensed to practice in the U.S.
• Subscriptions to publications
• Post-graduate and career resources You may want to organize a special meeting for AS/IDP students and invite a trusted faculty member who is supportive of organized dentistry to discuss its importance. The meeting should be informal and open to questions. By presenting the organization as a benefit provider, students will be less skeptical about investing in ASDA. Have a leader send out welcome letters/emails to advanced standing students. In the letter, make them aware of the representation they have within the organization’s leadership. Chapter Communications An important component in member engagement is regular and reliable communication. Use bulletin boards, social media, class announcements, newsletters, in-person meetings, e-mails and a chapter website to share local and national ASDA news and initiatives. Regular communication with members keeps ASDA at the forefront and helps members understand that they are part of a vital, dynamic organization. Newsletters Newsletters should provide more in-depth information on a variety of topics of local and national interest. Appoint a newsletter editor to delegate writing assignments, develop a production schedule, proofread and edit the articles and lay out the stories. Your chapter can distribute its newsletter to members electronically or as hard copies. Chapter Websites A website demonstrates that a chapter is progressive and concerned with meeting the needs of its members. Make sure you keep your website current. Other Communication Methods Bulletin boards are great for publicizing events, member benefits and upcoming deadlines. Obtain bulletin board space in high traffic areas and change your display frequently. Flyers can highlight upcoming local and national ASDA events, happenings from your state or local dental society and deadlines for applying for local and national ASDA leadership positions. Class announcements should be used for recruitment purposes, to communicate new benefit information and to publicize local activities. Be sure to include information from national ASDA.

Monthly membership meetings are an effective way of establishing communication with members. Meetings should take place at the same time and place each month. Each meeting should include reports from each leader, upcoming activities and events, important national ASDA news, information on national ASDA leadership positions and solicitation of input for House of Delegates resolutions. E-mail and social media are easy ways to keep in touch with your members. An e-mail message or post is a good way to remind members of deadlines and upcoming events. Other easy and quick ways to keep ASDA and your chapter visible include: ▪ Calendar with updated ASDA events in a visible location or on a Google calendar ▪ “Restroom” newsletter with advertising/updates (captive audience) ▪ Elevator and lobby flyers ▪ Table triangles with updates (student lounge) ▪ Rotate flyers on school TV ▪ In between classes, utilize projectors to display information in classrooms ▪ Send letters introducing ASDA to incoming first years’ home address ▪ YouTube videos Public Relations for ASDA Chapters Make sure all students at your school, not just chapter leaders, are aware of all that your ASDA chapter has done and continues to do.

• Promote the accomplishments of chapter members via bulletin boards, class announcements, and chapter or school newsletters, websites and social media.
• Develop a fact sheet on your chapter and place it on your membership table at each meeting and event.
• Communicate regularly with your school administration. Enlist support in helping your chapter increase its visibility.
• Sell ASDA apparel to raise funds and increase your chapter’s brand.
• Send a press release to your school on community service events that your chapter is organizing. Keep the press release brief highlighting who you are, the what and when of your event, how it helps the community, and contact information. Chapters should increase their profile within organized dentistry. Submit articles about chapter activities to your alumni publication, community newspaper, national ASDA publications, and state and local dental society publications. Article topics can range from community dental education to pre- and post- vendor fair publicity to ASDA functions.

Activities

A successful chapter holds a variety of enriching activities for their members. This section provides quick strategies to increase visibility, gain support and increase member involvement.

a designated caterer.) Plan a Variety of Interesting Activities Advocacy: Advocacy programs provide members the opportunity to have a voice in issues of concern to dental education and the dental profession. Social: Social activities are important because they provide members with an opportunity to spend time together and socialize outside of school. Organized Dentistry: These activities increase exposure to state and local dental societies and the ADA. These events are essential for promoting lifelong involvement in organized dentistry. Community Service: Chapters that are already well-organized and active may want to extend their influence by reaching out to the local community. Fundraising: Many activities designed to raise funds can also function as member service, career development, educational and social events. These activities benefit members, as well as the chapter. Educational: Invite local dentists, faculty or experts in leadership to present programs that enhance members’ clinical training. Work with your local or state society to offer members CE for the program. Representation at ASDA National Events Attendance at national events is instrumental to the success of your chapter. It is important that your chapter is represented at the meetings and those attending bring back information and ideas for your members. The registration fee for each meeting varies, dependent upon factors such as location, venue, food and beverage costs, audio-visual needs, etc. Chapters are responsible for securing funding to attend national meetings. This includes the registration fees and airfare/transportation. It can be difficult to schedule time away from class work and patients to attend meetings, especially when there is minimal support from your administration. More information on ASDA’s national meetings can be found here: https://www.asdanet.org/index/programs-events/national-meetings. District Events Many districts organize events to bring members together. These meetings encourage members to become leaders on the local and national levels and strengthen the chapters within the district. Some districts hold formal events with speakers and vendor fairs where other districts organize a retreat focused on networking and idea sharing.

Because these events are more local and the costs are lower, chapters can maximize the number of members they send. This is a good opportunity to identify passionate first- and second-year students and introduce them to ASDA. District meetings are often the first step to getting involved. Contact your district trustee for dates and details. Determining Who Should Attend National Meetings Your chapter may have more students interested in attending the meetings than you can afford to send. It can be a difficult decision to select those that best represent the chapter and have the potential to bring back value to the chapter. Here are some ideas to make the selection process easier: ▪ Have interested attendees write a 300-word essay why "leadership training is important to me." Top essay writers are selected by chapter leaders or faculty to attend. ▪ Build out an online application with different fields for the member to complete so they can explain how they’d benefit from going. ▪ Send 2-3 members from each class (D1, D2, D3, D4) to ensure legacy training. Encourage them to attend sessions related to their experience level or interest in holding future leadership positions at chapter. ▪ Cover the hotel and registration fee for the event, but require members to cover the transportation costs. ▪ Host a contest where the top X winners receive registration (recruiting new members, writing for your chapter newsletter/website, selling raffle tickets, etc.). ▪ Have interested members fill out a short “blind” application and either have an advisor judge the applicants or have your executive committee judge. Applications should not have a name associated so that it is truly based on the application that utilizes short essays and prior leadership roles. ▪ Raffle off the cost of one registration package based on levels of participation in ASDA. More participation = more times your name is in the raffle = more chances you will be selected to attend. Regardless of who attends, it is important that they share what they learned so it benefits your entire chapter. Members will feel more vested in the association if they know that the local dues they pay are being used to strengthen the chapter. One idea is to require those who attend to present a lunch & learn or write an article for your chapter newsletter or website on their experience at the meeting. It is also important to thank your dean and administration and share the knowledge you gained to ensure their continuous support of student’s attendance at future events.

Organized Dentistry

One of ASDA’s objectives is to promote lifelong involvement in organized dentistry. ASDA chapters fulfill this objective by developing relationships with the local and state dental societies and facilitating graduates transition to the ADA.

You can invite leaders from the society to visit your chapter membership meetings and give an interesting presentation. You may want to recommend one of your speakers to present at an ASDA national meeting. Contact your district trustee with your suggestions. Practice Management Resource Guide One of the benefits of a strong relationship with your area dental societies is the abundance of resources available. For example societies have a wealth of information on running a practice and licensure requirements in your state. If your state society publishes a listing of practice management resources, make these materials available to your members. If not, consider working with your state or local dental society to develop various resources that would benefit your members. Gaining Representation within your State and Local Dental Societies Lobbying Strategies If your chapter has a sound leadership structure, a high membership market share and a strong relationship with your state and local society, you may want to increase the level of student representation within the state society. The following strategies can be used by chapters to successfully lobby two voting student delegates in the state dental societies: Do your homework. Be prepared to answer all questions before they are asked. Common questions cover the need for students to vote or gain increased representation at the state level, recruiting student members into the state society and ASDA membership statistics. Be prepared to discuss the advantage of all parties granting increased voting privileges. You may mention that ASDA has five voting seats in the ADA House of Delegates. Test the water. Contact faculty members who hold leadership positions in the state society to determine how ASDA is perceived and what obstacles the chapter may need to overcome. This will help you determine where to concentrate your efforts. Different approaches may be required for each contact so tailor the presentation to the individual. Formulate a plan. If there is more than one dental school in your state, try to coordinate your efforts. Decide how you want to allocate votes, who needs to be contacted and why these changes are important. Determine a timetable for the implementation of your plan. Be prepared and portray ASDA as a professional organization. Institute your plan. Do not become discouraged. There will be individuals you will never persuade. Present your viewpoint, be diplomatic and move on. You are interested in the majority, not the minority.

Obtain feedback. Regular feedback should be obtained from society members and ASDA leaders in the field. Flexibility is the key to success and feedback may stimulate modification of your plan. Do not give up. You may not succeed initially but change your strategy and try again.

Advocacy

ASDA’s mission statement expresses the organization’s role as an advocate for dental students. To fulfill this role at the national level, the ASDA House of Delegates develops policy statements. The association then notifies dental school deans, other dental associations (such as the ADA), state dental licensing boards and legislators of our policies. Each ASDA chapter is responsible for fulfilling the advocacy role at the local level. Identify Student Advocacy Needs If your chapter has not traditionally been active in its role as an advocate, you should begin by identifying which local organizations address student issues and determine where your chapter fits in. For example: If your chapter is also student government , then your advocacy role is multi-faceted. The chapter may deal with many concerns: student body issues, school policies, representation within organized dentistry, and national and state legislative issues. If your chapter is within or under student government, then your advocacy role is to educate members about national issues affecting all dental students, solicit member concerns for representation in the ASDA House of Delegates and represent school-wide legislative concerns. If your chapter is separate from student government , then you should determine what functions this body and other organizations are unable to fulfill. For example, ASDA chapters are often more readily prepared to provide political education and advocacy than other student organizations. You can also review ASDA’s policies to evaluate whether the environment at your dental school is in line with these policies. Remember that the national association is behind you and is ready to provide advice and support. Positioning the Chapter as an Advocate Stay Informed of Local Issues Chapter leaders must stay informed of what is going on at school beyond their own academic requirements. Your leadership team should always be aware of school policies and news affecting students. Here are some suggestions for staying informed:

• Attend student council meetings.
• Read school and alumni publications.