New Member Recruiting

Steps for recruitment and new member education

Invite all eligible students• Send a letter and/or e-mail to all students in the

Top 40 percent– This is an invitation to join AZ; it’s also an invitation to

the informational meeting– Include students from all agricultural disciplines (don’t

forget forestry, natural resources, nutrition, biochemistry, etc.)

– Cast a wide net: with more members it’s easier to perform service projects, host events and garner support in the college.

• Don’t overlook graduate students– All graduate students are eligible for membership– They bring experience to the chapter

A note about the invitation

• Ask the dean or respected faculty member to send the letter under his or her signature.

• A current member should present the invitation personally– Most professors will allow you to do this during a

class

• If not, mail the invitation to his or her campus address

Timing

• To maintain active status, chapters must initiate new members once per year.

• The National Office encourages chapters to initiate new members twice per year in the fall and spring.

• The membership education process should last no longer than six weeks.

Plan an informational meeting and informal social gathering

• Use the letter to invite prospective members• Free food is a hook: BBQ, wine-and-cheese, pot luck

events allow you to get to know prospectives in a relaxed setting

• Talk about the activities and benefits of AZ and your chapter

• Present it as more than a resume-builder: Opportunities for leadership development, scholarships, networking, etc.

Crank up the public relations machine!

• Talk it up to your friends, in class, at student organization meetings.

• Encourage faculty to mention AZ in class, or allow chapter representatives to address classes

• Reach out: Invite people who are not eligible for membership to attend your informational meeting (i.e. freshmen, recent transfer students, etc.).

• All ag students are potential prospective members• Put up posters in ag buildings• Send out an all-ag college e-mail invitation• Invite faculty and alumni

After the informational meeting

• Personally contact (face-to-face or by phone) all eligible prospective members and potential future members (i.e. freshmen, transfers, etc.)

• Invite eligible prospectives to a “formal meeting”• Follow-up with potential future members (e-mail

is OK); reiterate requirements and encourage their interest

Formal meeting with prospective members

• Outline the membership education process– Schedule

• The membership education process should not last more than 6 weeks

– Requirements– Expectations

• Big brothers/big sisters should be aware of process

Provide membership applications (Form #1) and make prospective members

aware of fees.• This should be done at formal meeting• Student membership is $75• Applications should be received by the

National Office two weeks before the scheduled initiation date

• Certificates and pins will not be sent until payment is received

More on Membership Applications

• Use current Form #1 (Download from the AZ web site).• All fields must be filled out

– Include initiation date– Print legibly; unreadable applications will be delayed or

pitched• Applications and fees must be received two-weeks

before initiation• Those arriving after the initiation date are subject to a

late fee of $5 per application• Membership Educator must submit Form #1A with

applications

Interview prospective members

• Get to know the prospective members.• Fellowship with other members is a cornerstone of

Alpha Zeta.• You should also be looking for leadership qualities

and character.• Develop a list of 5-10 questions; ask the same

questions each prospective.• Be curious. Discover what attracted them to AZ. • Dig deeper than “What’s your favorite color?”

Assign big brothers/big sisters

• Current members provide guidance and support to prospective members. A big brother or sister can give a prospective counsel through the membership process and help them get to know the chapter.

• Big brothers or sisters should be prepared to dedicate time and energy to the prospective.

What should be covered in member education?

• History of Alpha Zeta• Purpose/Mission/Vision of AZ• History of your chapter• A test is included in the membership education manual• Availability of scholarships• National conference information• Current officers (national and local)• Resources (Web site, e-newsletters, blog, AZ News,

etc.)

Organize a service project

• This should be organized and performed by the prospective member class

• The best service projects relate to agriculture and/or involve the college of agriculture in some way

• Look for projects that provide publicity for the Alpha Zeta chapter; demonstrate that the chapter is active on campus.

Host a social event

• Have the prospective members organize a mixer or social gathering for the chapter– Have a theme (decorations, T-shirts, party pics,

etc.)– Give them a budget– All members should attend

• Make it a fellowship event – members should be getting to know prospectives at this event

Approve new members

• Follow procedures outlined in the bylaws• New members must meet all criteria set in the

bylaws– Sophomore standing – Top 40%– Demonstrated leadership; character– All membership fees paid and application turned in

• He or she should also meet requirements set by the chapter– Requirements may be more stringent; national standards

are minimum

Before the initiation…

• The Membership Educator, or the member designated on Form #1A, will receive the membership certificates and pins from the National Office

• Certificates and pins should be presented at the time of the initiation ceremony.

Initiate new members

• All chapter members should attend the initiation ritual• Invite local alumni, faculty alumni to the ceremony• The ceremony is formal (suit and tie for gentlemen;

suit or dress for ladies) and secret (non-members are not permitted)

• Host in a suitable setting (e.g. no windows, space for a large circle)

• All required portions of the ritual should be followed as written

• Big Brothers/Sisters should present new members with certificates and pins at the conclusion of the ritual

After the initiation

• A reception for new members, parents, alumni, faculty, friends and significant others is encouraged.

• Inform the members when the next chapter meeting will be held.