Corpus Christi TX COPAS Administrative Procedures Presented by Vanessa Galindo Introduction Who Am I Vanessa Galindo COPAS Office Manager Joined COPAS Staff in 2014 Live in Albuquerque with my husband Ricardo and our feisty chihuahua Delilah ID: 783855
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Slide1
Leadership Conference
September 18, 2018
Corpus Christi, TX
COPAS Administrative Procedures
Presented by Vanessa Galindo
Slide2Introduction: Who Am I?
Vanessa Galindo
COPAS Office Manager
Joined COPAS Staff in 2014
Live in Albuquerque with my husband Ricardo and our feisty chihuahua Delilah
Enjoy reading, going to movies, visiting museums and travelling
My favorite place to visit is New Orleans (but Corpus Christi is moving to the top of my list!)
Slide3What Is My Role at COPAS?
Administrative assistance to COPAS Staff & Board
Member, society and customer support
COPAS website
Meeting and class registrations
Member directoryLeadership Handbook Order fulfillment and shipmentsContinuing Professional Education (CPE)APA® program
Slide4Meeting Agenda
Annual Member Updates & Assessments
Society Officer Updates
Submission of
ACCOUNTS
ArticlesOther Deadlines
Some Important Links
Slide5Annual Member Updates
& Assessments
Reporting Initial Member List
Adding Members Throughout the Year
Member Directory Updates
Slide6Poll Question:
When does the COPAS Office send out invoices for annual society assessments?
January 1
April 1
October 1
Slide7Answer:
When does the COPAS Office send out invoices for annual society assessments?
January 1
April 1
October 1
Slide8Initial Member List & Payment Timeline
Early September
Receive member list from COPAS Office by email
September 30
Updated list due to COPAS Office
COPAS will update member directory/email distribution list and issue account logins for new membersOctober 1Receive invoice from COPAS by email based on member list
October 31
Assessments due
Mail check to Denver P.O. Box or call COPAS Office to pay by credit card
Slide9Member List Format
Excel Spreadsheet
Column A: First Name
Column B: Last Name
Column C: Society
Column D: Mobile NumberColumn E: Office NumberColumn F: Fax NumberColumn G: Address
Column H: City
Column I: State
Column J: Zip Code
Column K: Country
Column L: Email Address
Column M: Company Name
Column N: Action (Add, Delete or Change)
Slide10Updating the List
New Members
Insert a row at bottom for new member and populate columns A - M
Indicate “New” in Column N
Member Changes (Name, Address, Company, etc.)
Make change to spreadsheet Indicate “Change” in Column N
Non-renewed Members
Do NOT delete row
Indicate “Delete” in Column N
Handout:
Instructions for Completing COPAS Membership Spreadsheet
Slide11Adding Members Throughout the Year
Email member information to COPAS Office
Name, company, address, email, phone and fax
Use Excel spreadsheet if multiple members
Report new members in a timely manner
Send as added or in monthly spreadsheetEnsure new members receive COPAS benefits!
COPAS Office will invoice for members added
October 1 through June 30
Payment due within 30 days of invoice date
No invoice for members added July 1 through September 30
Slide12Member Directory Updates
Members can update most of their information online
First and Last Name
Company Name
Address
Phone NumberMembers may also email updates to COPAS OfficeChanges to email address
cannot be updated online and must be submitted to COPAS Office
Create new user account and login
Update email notification list
Slide13Society Officer Updates
Report new director & officer elections to COPAS Office
Email
COPASOffice@copas.org
COPAS Office will update:Leadership Handbook Section 3Societies page on COPAS website
Email Alias –
SocPres@copas.org
Slide14Reporting Dates
April 30
– Arkansas,
ArkLaTex
& Tulsa
May 30 – Acadiana, Fort Worth, Houston & Oklahoma CityJune 30 – Canada, Michigan & Permian Basin
July 31
– Abilene, Colorado, Corpus Christi, Dallas, Kansas, Mississippi, New Orleans & Wichita Falls
September 30
– Appalachia, New Mexico & San Antonio
October 31
– Anchorage
November 30
– California & Rocky Mountain
Handout: Society President and Committee Chair Key Dates Calendar
Slide15Poll Question:
Where should you send
ACCOUNTS
articles?
Accounts@copas.org
COPASMag@copas.orgEditor@copas.org
Slide16Answer:
Where should you send
ACCOUNTS
articles?
Accounts@copas.org
COPASMag@copas.orgEditor@copas.org
Slide17Submission of
ACCOUNTS
Articles
Article Due Dates
Winter – October 31
Spring – January 31Summer – April 30Fall – July 31COPAS Office will email reminder two weeks prior
Submit all reports to
Editor@copas.org
Slide18Format
Use Times New Roman, Size 12 font
Capitalize and italicize the word
ACCOUNTS
Use past verb tense for events (writing for future date)
Submit photos in separate JPG filesHigh resolution (300 dpi)Professional image Include photo caption with imageInclude byline for society reports
Use registered trademark for APA®
Checking spelling
Try not to repeat previous reports – give new information
Appropriate length is around 300 words…
But any length is welcome – we want everyone represented!
Handout:
ACCOUNTS
Format Guidelines
Slide19Article Ideas
Societies
New officer elections
Past meetings recap
Future meetings/events
Other society newsCommitteesCommittee chair changes
Past meetings recap
Future meetings
New publications or project updates
Slide20Other Deadlines
CPE Requests
At least one week before event
Include notification form, copy of presentation, instructor bio, advertisement
APA® Annual Assessments
Assessments and Renewal Forms Due March 31Notify COPAS Office of changes to contact information
Annual Subscription Renewals
CEPS,
ePublications
, Severance Tax Guide
Notify COPAS Office of changes to contact information or subscriber(s)
Slide21Some Important Links
Members Area
Login at top right corner of COPAS website
Members Area link will appear to left of Login
Membership Directory
Leadership HandbookCPE Request Instructions & Forms
Also Benefits, COPAS Logos, Draft Publications, Meeting Hosting Toolkit
Societies Page on COPAS Website
ABOUT Dropdown Menu >
Societies
Download
ACCOUNTS
ABOUT Dropdown Menu >
ACCOUNTS Magazine
Slide22How Can You Reach Us?
My Direct Email:
Vanessa.Galindo@copas.org
Office Email:
COPASOffice@copas.org
Phone: (303) 300-1311Website: Contact Us or http://copas.org/index.php/contact
Slide23Any Questions?