Membership Application Reminder Procedure

Purpose

This document establishes a standardized procedure for reminding new members to complete their application and ensure timely payment of fees, upholding the financial stability and operational efficiency of the organization.

Scope

This procedure applies to all new members, regardless of membership type or program participation.

Roles & Responsabilities

• Membership Department:
  • Oversees the implementation and effectiveness of the reminder process.
  • Develops and maintains reminder templates and communication channels.
  • Tracks responses and escalates unresolved cases to management.
• Front Desk Staff:
  • Provides initial information about the application process and fee requirements.
  • Answers member inquiries related to application and payment.
  • Collects completed application forms and payments.
• Management:
  • Approves and reviews revisions to this procedure.
  • Manages exceptions and makes final decisions in complex cases.

Procedure Statement

Initial Application

• Upon submitting an initial membership application, new members receive a welcome email confirming receipt and outlining the application process.
• The email includes a deadline for completing application and paying initiation fees, along with links to the required forms and online payment portal.

Reminder Sequence

• First Reminder:
  • Seven days before the deadline, a friendly reminder email is sent highlighting the outstanding application and reiterating the deadline by email.
  • The email emphasizes the importance of completing application for full membership benefits and program participation.
• Second Reminder:
  • Three days before the deadline, a more urgent reminder email is sent notifying the member of potential consequences for non-compliance, such as program access or membership cancellation.
  • It provides contact information for assistance with completing the application.
• Final Reminder:
  • On the deadline day, a final email is sent informing the member that their application is still incomplete and outlining the specific consequences of non-compliance.
  • It offers alternative solutions, such as extending the deadline with late fees or setting up a payment plan.
  • It provides contact information for assistance with completing the application.
• On site reminder:
  • Provide a paper reminder (PDF) and invite the parent to complete the process even on site.
  • Invite the judoka to observe the class from the sidelines in the meantime.
  • It outline the current status of the application, the required payments and the immediate action required.
  • It provides contact information for assistance with completing the application.

The following is an example to what to tell a parent who did not respect the application process despite our reminders. This approach provides a balance between enforcing the new rule while remaining welcoming and supportive to both the parents and the child.

Hi there, and welcome back! It is good to see child's name again. To ensure a safe and organized learning environment for all students, we recently implemented a mandatory application process. Completing this quick process online helps us stay up-to-date on essential information, including emergency contacts and any potential health concerns.

Would you mind taking a few minutes before today's session to complete the application online? It's a simple process. Let me know if you have questions.

In the meantime, child's name is welcome to observe the class from the sidelines. We look forward to having everyone officially join the training once the application is complete!

Key points:

• Warm and welcoming: Start with a positive tone and show enthusiasm for the child's presence.
• Explain the new policy: Briefly mention the purpose of the new application requirement, emphasizing safety and organization.
• Offer help and solutions: Be polite and offer to assist with completing the application.
• Compromise: Suggest observing the class in the meantime while encouraging completion of the application.
• Positive reinforcement: Maintain a positive and professional demeanor throughout the interaction.

Follow-up and Escalation

• For members who remain unresponsive after the final reminder, the administration follows up email calls or direct contact, emphasizing the urgency of completing application.
• Unresolved cases are escalated to the Management team for individual assessment and possible exemption or membership termination decisions.

Exceptions

Exceptions to this procedure may be granted in rare cases due to extenuating circumstances. Documented reasons and Management approval are required for any deviation from the standard practice.