Membership Manager Role

Thanks to the California Department of Social Services training grant, the Association is working with our membership management platform, Member365, to streamline several membership and training processes to allow counties more access/control to member information. The project began in September of 2020 and launched July 1, 2021.

Role Overview

The below information provides detailed information on the Membership Manager role that is responsible for:

  • Overseeing the County Program member roster
  • Posting training attendance information for review/approval by the Association and
  • Can review the certification records of the members in the County Program

The Member Manager will be prompted to review their member roster and make any required changes such as changing individual member classifications, removing members, and adding new members each renewal season (Renewal season begins July 1).

Please Note: All County Program memberships that have not been paid for more than 123 days after July 1 will be placed in inactive status and members will be unable to access the Association’s membership portal, sign up for classes or receive credits until payment in full is made.

Yearly Membership Renewals

Membership renewals will happen in bulk instead of on an individual member basis as they have in the past. Starting July 1 of each year the assigned Membership Manager will get an email informing them that they need to log into Member365 to renew their staff’s membership for the new fiscal year.

Submitting the County Roster

To begin the process of reviewing and submitting your County Program roster for membership renewals:

  1. Log in to Member365 and from the Member Dashboard toolbar select My Account > Renewals
  2. The Renewals window will open with a list of all current members associated with the County Program in question.

Please Note: If a member does not appear on your county roster it means that the Association did not receive payment for their membership from the previous year. For the member to be renewed, the Association must receive payment for the outstanding membership invoice. Once the outstanding invoice has been paid, the member will appear on the County program roster and the renewal process for your county program can proceed as normal.

The window offers the ability to search for a specific member by name as well as the status of your member roster submission broken down as follows:

  • Awaiting Submission: Member roster has not yet been submitted by the County Program for review by the Association
  • Pending Review: Roster has been submitted and waiting for review by the Association
  • Approved: Association has approved roster and an invoice has been generated by Member365 and sent to the Billing Manager
  • Completed: All memberships have been paid for and members are in good standing with the Association

The renewal table is broken down into 5 columns that cover:

  • Delete? Column: An option to Delete a member from your county program roster. Only check this box if you need to remove a member from your roster
  • Name Column: The name of each county program member (the member’s membership type is listed under the member’s name)
  • Membership Category Column: The membership category the member should be in (system will default to the membership the member currently holds)
    • If you need to change a membership, simply select from the drop-down menu what the new membership type for the next fiscal year should be
  • Reason Column: The reason for a change (System defaults to renewal but you can also select from the drop-down Membership Change or Membership Deactivation) and finally
  • Change Request Column: A recap of the change request or action to be taken for verification i.e. Standard Renewal, Change in Membership Type or Delete

Adding a New Member

You can also add a member by clicking the green Add Member button found above the roster table.

To add a new member enter the below information and once done click on the green Create Account button.

  • First & Last Name
  • Title
  • Member Email Address
  • Type of Membership (Principle, Associate or Affiliate)
  • Upload required Verification documentation which can be found here

Once you have completed all the changes to your County Program roster for the renewal season simply click on the red button at the bottom of the page labeled Submit All for Review. A pop-up window will appear asking that you confirm your roster. The Association will either accept or decline your submission.

Please Note: Once confirmed no further changes to the roster can be made.

Submission Accepted

If accepted, the Billing Manager on file will receive an email with a master invoice listing the County Membership fee and all the individual membership dues you selected for renewal. The Membership Manager will also receive an email confirming the roster has been approved and no further action is required.

Submission Declined

If the Association declines the submission, the Membership Manager will receive an email with the reason for declining the submission and the Membership Manager needs to make the necessary changes and resubmit for further review/approval within the renewal window (no later than October 1).

All Memberships Are Considered Renewed When Payment Has Been Received From the County Program.

Please Note: If the Membership Manager has already submitted the County Program roster for renewal, or it is outside the renewal period, new members can be added or existing members deleted on an individual basis by clicking the Become a Member page here.

User Renewal Submission Error

Should a Membership Manager submit wrong information on the membership renewal roster, and the Association has approved the roster, there are several corrective actions that can take place. To learn more about these corrective actions please click here.

Group Class Submissions

As part of the new Chapter Management process, County Programs must now upload course verification documents (class roster or attendance certification as well as a new Group Activity cover sheet) for all classes not given by the Association. Proof of attendance for outside trainings is considered either the original sign-in sheet or a Certificate of Attendance (sometimes provided by trainers) as well as a new cover page to verify the group class information submitted in Member365.

Please Note: The Association will no longer accept mail in confirmation of class attendance. All County hosted trainings must be uploaded into Member365 for members to receive credit after payment has been made.

Submitting a New Class Roster

To upload course verification documents the Membership Manager must:

  • Log in to Member365 and from the Member Dashboard toolbar select Certification > Group Class Activities
  • Once you are in the Group Activity (Course) List you can view previous submissions and their status including:
    • Drafted: Group Activity that has not been submitted to the Association for review
    • Pending Approval: Group activity has been submitted to the Association and waiting to be reviewed
    • Approved Pending Payment: The Association has reviewed the Group Activity submission and approved. An email will be sent to the Billing Manager with an invoice listing all members that attended the training and had the necessary backup documentation to prove attendance (sign-in sheet, etc.)
    • Rejected: The Association denied the Group Activity submission. An email will be sent to the Member Manager outlining the reason the submission was denied and the Member Manager can resubmit once corrections have been made
    • Paid: The Association has processed the payment for the Group Activity and credits have been assigned to applicable members

Please Note: All trainings must be uploaded and paid in full within 90 days from the date of the course being given otherwise members will not receive credit for the training in question.

  • Click on the green Create New Submission button to submit a new Group Activity
  • The new window has several items that need to be completed to create a new Group Activity submission including:
    • Activity Selection: This is a dropdown menu with approved Activities you can select from (i.e. PA Basics, Ethics, etc.). Please be aware that there may be multiple activities that are labeled the same but have different credits associated to them. Be sure to select the correct course or your submission will be rejected. We have made this easier by putting the number of credits for each class in the class title
    • Activity Date: Here you can enter the date the course was given
    • Number of Credits: The number of credits is automatically filled out based on the Activity you selected earlier from the dropdown menu. Please double check to make sure you have selected the correct course with the correct amount of credits
    • Cost per Credit: This lists the Association’s standard per unit cost
  • A list of all your County program members will appear at the bottom. Simply check off the box next to the name of the member(s) that attended the course
  • Once all members have been selected, upload the supporting verification documents (sign-in sheets/attendance certification as well as Group Activity cover page below) by clicking the green Upload Supporting Document button
  • Once done you can either save your progress by hitting the blue Save Progress button to edit or review at a later date or select the green Submit Activity for Association review

Please Note: when you submit the activity a pop-up window will appear asking you to confirm your submission. Once submitted no further changes can be made to the submission.

Below are the templates for both the Group Activity Cover Sheet (mandatory for submission) and a sign in sheet that can be used to track attendance.

User Group Class Submission Error

Should a Membership Manager submit wrong information on the Group Activity roster, there are several corrective actions that can take place.

Forgot a Member on Class Roster

If the Membership Manager forgot to add a member when submitting the class roster, simply submit a new Group Class Activity submission for the member missed. No changes to the original invoice are needed.

Credits Were Wrong for Class Activity

If the Membership Manager submitted a class without verifying the credits were correct, and an invoice has already been generated by the system, the original invoice and activity will be voided in the system and the Membership Manager will need to resubmit a new Group Class Activity with the correct class/credits selected.

County Sent Payment Without Submitting Group Class Info Through Member365

The Association will no longer accept mail in confirmation of class attendance. All County hosted trainings must be uploaded into Member365 for members to receive credit after payment has been made. Should the Association receive a class payment in the mail, it will not be processed until such time as the class/activity has been uploaded into Member365 with all the correct verification documents attached.

To learn more about corrective options for group class submission errors please click here.

Viewing Staff Certification Records

The Membership Manager has access to their County Program members certification records. To access these records:

  1. Log in to Member365 and from the Member Dashboard toolbar select Certification > View Certification Report
  2. The certification report is broken down into the following components:
    • Credit Collection Status: The various status include:
      • In Progress: Active 4-year certification window
      • Completed: Past certification windows
      • Grace Period: This category is not applicable for Association certification
      • Did not Complete: Those members that did not complete the necessary credits to be certified
    • Collection Period: A listing of all past and current 4-year certification windows
    • Membership Status: Listing those members that are either active (membership has been paid) or inactive (membership has not been paid)
    • Membership Category: The various membership types
    • Search by Name: A search box where you can search for specific County Program members
  • Once you have the collection period or member you wish to review, the table shows you
    • Member: Member’s name
    • Lifetime Credits: What a member’s lifetime credits are
    • Collection Period: This is the collection Period based on your search parameters
    • Credits Required: These are the credits required to be considered certified within that 4-year period
    • Credits Earned: Credits Earned are the credits the member has earned in the certification window and
    • Credits Still Needed: Credits Still Needed are the credits the member still needs to earn to be considered certified
  • To view a member’s unofficial transcript simply click on the blue Download button next to the member’s name and a new window will open for you to review/download. You must contact the Association’s Executive Office to obtain a member’s official transcript records

Please Note: A member can have more than 40 credits required to be considered certified if they did not complete all 40 credits in their last 4-year cycle. To learn more about certification requirements and penalties please click here.

Additional Training Materials