Policy Manual Table of Contents

Policy and Procedures Manual of the National Association of State Judicial Educators

Membership

July 2001

Application Process
Transfer of Membership
Official Membership List
New Member Welcome

APPLICATION PROCESS

PURPOSE:
The application process is to assure all interested individuals are given equal opportunity to become a member of NASJE within the applicable membership category for their respective position. In addition, the process assures that membership remains focused on judicial education.

POLICY:
Individuals interested in becoming a member of NASJE will make application through the Membership Committee. Pursuant to Article II and Article VI, Section 2 of the Bylaws, the Membership Committee shall be responsible for approving applications for membership.

PROCEDURE:

1. Potential new members shall apply for membership by completing the NASJE Application, attached as Exhibit A. Application forms are maintained and distributed by the chair of the Membership Committee and Secretariat.
2. Upon providing a membership application to an interested individual, the Secretariat shall notify the chair of the Membership Committee of the potential member's name, address and phone number.
3. Upon completion of the application form, the potential member shall submit it to the chair of the Membership Committee. If the application is not received by the chair of the Membership Committee within two months, the chair shall contact the potential member to assess interest and status of the application.
4. Upon receipt of the application the chair of the Membership Committee shall:
   a. distribute information regarding the potential member to the Membership Committee, who shall consider the Application for Membership in accordance with Policy 4.010.
   b. schedule a conference call or use some other means of communication to obtain each member's recommendation
5. Upon approval of the new member, the chair of the Membership Committee shall:
   a. notify the President, NASJE News, Regional Director, and Secretariat of the new member
   b. submit a copy of the membership application form to the Secretariat who shall invoice the member for dues
   c. notify the new member of acceptance and membership category
6. Upon payment of dues, the Secretariat shall:
   a. update the official membership list
   b. notify the President
   c. notify the chair of the Membership Committee and JERITT staff of new member
   d. forward a copy of the application form, indicating dues payment, to JERITT staff
   e. send new member packet
7. The President shall:
   a. forward a letter of welcome and a membership certificate to the new member after confirmation from the Secretariat that the dues have been paid.
   b. copy the Board, the chair of the Membership Committee, chair of the Mentor Committee, and the Secretariat on the welcome letter.

TRANSFER OF MEMBERSHIP

PURPOSE:
Transfer of membership is to provide organizations with full benefit of membership dues paid, in the event the individual member for whom dues were paid is succeeded by another eligible individual during a membership-paid year.

POLICY:
Pursuant to Article II, Section 7 of the Constitution and Bylaws, membership of current, associate or general members may be transferred to persons succeeding the current member.

PROCEDURE:

1. Successors to a current NASJE member may apply for transfer of membership by completing the NASJE Application, attached as Exhibit A. Blank copies are maintained and distributed by the chair of the Membership Committee.
2. Upon completion of the application form, the potential member shall submit it to the chair of the Membership Committee. If the application is not received by the chair of the Membership Committee within two months, the chair shall contact the potential member to assess interest and status of the application.
3. Upon receipt of the application the chair of the Membership Committee shall distribute information regarding the potential member to the members of the Membership Committee, who shall consider the Application for Membership in accordance with Policy 4.010.
4. Upon approval of the new member, the chair of the Membership Committee shall:
   a. promptly notify the new member of the transfer and membership category.
   b. promptly notify the President, who shall forward a letter of membership acceptance and a membership certificate to the new member.
   c. using the Notification of New Member Form, attached as Exhibit B, promptly notify all members of the Board and the editor of the NASJE News.
   d. notify Secretariat.
5. If the predecessor's dues have not been paid, the Secretariat shall:
   a. bill the new member for dues
   b. promptly update the official membership list upon payment.
6. If dues have been paid by the predecessor for the calendar year, the Secretariat shall notify JERITT of new member information.

OFFICIAL MEMBERSHIP LIST

PURPOSE:
An official membership list is maintained in order to assure all members receive appropriate documents, are notified of the Association activities and are listed appropriately in the official records of the Association and the JERITT Judicial Educator Directory.

POLICY:
An official membership list shall be maintained by the Secretariat. This list shall contain names, titles, addresses, phone/FAX numbers and Internet e-mail addresses (where applicable), region, membership category and date of initial membership. It may also include any other information determined by the Board to be necessary to keep accurate records of members' dues, registration fees, etc. The Secretariat shall make up-to-date copies of the official membership list to Board members and provide updates as necessary.

PROCEDURE:

1. The President shall obtain from previous Secretariat the official membership list and forward to the current Secretariat.
2. Upon notification of a new member or a change in membership information or status, the Secretariat shall make appropriate changes to the list and distribute revised copies to the Board, JERITT and the editor of the NASJE News.
3. The Secretariat shall maintain the official membership list in both a printed and automated format.
4. Upon a change in Secretariat, the previous Secretariat shall promptly provide their successor with both a written and automated format of the official membership list.
5. Upon approval of the President, the Secretariat may provide the official membership list to a requesting party not listed in the official distribution (above). The Secretariat shall charge $25 for the cost of duplication and mailing

NEW MEMBER WELCOME

PURPOSE:
New members are officially welcomed into the Association in order to give them personal contact with the current presiding official on behalf of the Board and other members.

POLICY:
The President shall officially welcome new members into the Association on behalf of the Board and entire membership.

PROCEDURE:

1. Upon approval of a new or transfer membership, the chair of the Membership Committee shall notify the President (see policy 2.010).
2. Upon notification of a new or transfer member, the President shall initiate a welcome letter (a sample is attaches as Exhibit A) and a membership certificate.
3. The new member shall be acknowledged by the chair of the Membership Committee during the business meeting of the next annual conference.
4. Upon payment of dues, the Secretariat shall send a new member packet.