(Compiled by Melissa Terras and Julia Flanders)

Given the increase in membership numbers, and the fact there are now three societies, membership issues need to be managed in a more streamlined manner.

The following model should be the basis for discussion:

1. 'Membership' email addresses:
   • There should be a general email address (membership@digitalhumanities.org) for ADHO-level membership questions, where membership issues can be reported. The email address would be read by the ADHO membership officer. This email address would appear on all of the association web pages and on the LLC webpage for those who have questions or problems concerning their membership.
   • there should also be individual email addresses (e.g. membership-allc, membership-ach, etc.) for each of the associations, read by the association membership officers. These would help ensure that members always know what email address to send queries, concerns, etc.
   • these email addresses would also forward to the listserv (see below)
2. There should be an email list (membership-officers@digitalhumanities.org). This list can be used:
   • to circulate membership material, such as subscription lists, to those who need to receive it. The OUP contact would be subscribed to the list and could post such information to it directly
   • to field and archive emails concerning membership problems and questions, to assure continuity and record-keeping
3. The ADHO membership officer should have the following responsibilities:
   • reads the membership-officers list
   • receives membership info from this list and makes it available to ADHO administration as needed
   • sees association-level queries that are posted to this list and is responsible for taking the large view; if recurring or shared problems emerge this person is responsible for coordinating solutions and dealing with OUP
   • serves as contact for membership questions and problems that can't be handled by the associations, but these should come from the individual association officers rather than directly from members
   • serves as liaison with OUP for ADHO-level issues (such as handling of joint subscriptions, student rates, etc.)
   • review all publicity materials from whatever source (or coordinate their review by the associations) to ensure accurate information concerning membership; this would involve liaising with the publicity officer and with OUP
4. The association membership officers (ALLC, ACH, SDH/SEMI), should have the following responsibilities:
   • receive membership info (from OUP via the listserv) and make it available as needed within their association
   • serve as contact for membership questions and problems within their association, and deal directly with OUP to resolve these, but inform the ADHO coordinator of these by copying the listserv with the initial query and perhaps with a brief note on its resolution?
   • report on membership issues to their associations
5. There should be an FAQ for membership questions which also indicates whom to contact with various types of problems and questions.
6. A set of standard information should be available (perhaps at the ADHO web site): the name of the OUP contact, the names of the association contacts, the email address for problems, and the FAQ
7. A clear policy/procedure document needs to be written indicating joint expectations (as between ADHO, the associations, and OUP) concerning membership information, subscription procedures, problem resolution, etc.

 

Resp: Melissa Terras & Julia Flanders
Date: June 2009
Status: Proposal for discussion at ADHO and Association Committee meetings

-- Main.HaroldShort - 16 Jun 2009