Chapter Membership Management
Chapter Membership Management
Dues Pending List
"Pending renewal" is a member with a dues invoice that has not been paid. When a dues invoice goes 6 months without payment, the invoice is voided and the member becomes lapsed.
Members can log into their account to pay or send payment to the National Office.
What is a Lapsed Member?
What is a Lapsed Member?
A lapsed member is an ESP Member who allowed their dues invoice to go 6 months without payment. After 6 months, an unpaid dues invoice will be voided and the member's status will change to Lapsed.
A Lapsed member may continue to receive emails (but not renewal notices) from the National program for up to two years. However, they will NOT be unable to access any member services including member webpages.
Chapter officers may download a list of all inactive members since 2008 by following instructions to download membership excel file. The "Inactive Member" file contains all members archived for non-payment of dues.
How Do I Get Off The Lapsed Member List?
How Do I Get Off The Lapsed Member List?
A lapsed member may regain active status by using the renew membership function in their membership profile. Logon to the website and click on name to access member profile. They will immediately receive an emailed invoice for the current year. They will not be invoiced for past years missed. A lapsed member may also contact the National Office for assistance.
During the third year of not paying dues, the member's information is archived and removed from all email lists. An Archived Member (no dues payment for three years) must contact the National Office to reinstate their membership.
Membership Files Download
By proceeding to the download menu you agree to maintain confidentially of this data. ESP does not allow this data to be shared with anyone or used by anyone for any business not directly associated with Epsilon Sigma Phi.
The harvesting of emails or addresses for business not associated with ESP is Strictly Prohibited.
If your ESP National Online Profile does not list you as a Chapter Officer or National Committee member you will get an error message when you click the link.above.
Chapter Google Drive
This site is only available to chapter officers and national committee members. You can only view files on this site. A Google account is not required to view files.
Do not share these files or links to these files with anyone in an email as you will compromise the security of this drive. If you need to share, download the file to your computer and attach it to an email from your computer.
New Member Certificate Template
Membership Processing Guidelines:
How Tos:
Download Membership Reports:
Types of Member Reports:
Membership Resource Documents:
About Dues and Membership Levels
Chapter Dues Payments to Chapters: The National Office will forward all chapter dues collected for each membership year in March. A second payment will be issued in June for any late dues collected.
National Dues Collection Year: The national membership operates on a calendar year. The official membership collection campaign starts on October 1st prior to the new membership year and continues to December 15th. Dues collected by the chapter are due in the National Office by February 1st. The National Office will send a dues renewal invoice to every Annual Member on October 1. However, members can renew membership for the next year beginning May 1. Any New Member that pays their dues after May 1 will be awarded free membership for the remaining partial year and their dues will be credited to the next year.
Definition of Terms Membership Levels and Status
Level | Status | Definition |
Annual | Active | Member in good standing
|
Annual | Pending Renewal | Member in good standing with an unpaid dues invoice.
|
Annual | Lapsed | Member has an unpaid dues invoice over 4 months past due
|
New | Active | New member
|
New | Pending | A new member application has been submitted but payment is still pending. |
Life | Active | Life Member in good standing. |
Life | Pending | A life member invoice has been sent, but payment is still pending. |
Archived | Members who have not paid dues for more than 3 years. Name is not visible in directory or any chapter membership reports. Names can be downloaded. See Download Excel file for Inactive (Archived) Members. You may also contact National Office to research an Archived Member or to reactivate an Archived Member. | |
State Managed | Active | Member in good standing. This level is equivalent to an Annual Member. Dues are collected at the Chapter level only. This level is intended for Chapters with centralized dues collection, such as payroll deduction. Members cannot pay dues online. |
Membership Dues FAQs
Can the chapter collect dues?
Can the chapter collect dues?
Yes, the chapter can collect dues. If a chapter officer receives a dues payment, it is best just to forward the member's check to the national office and let us deposit it. If you are paying members' dues from your chapter account, you should send the entire amount (chapter and national) dues.
Why can't the chapter collect dues and just send national their portion of dues?
Why can't the chapter collect dues and just send national their portion of dues?
The member has an outstanding invoice for both national and state dues. If this entire amount is not paid to national, we have to manually void the invoice and create a new invoice for just national dues. If this is done too often, it creates an accounting red flag. If this is an issue for your chapter, there are other solutions, please call the National Office to discuss options.
How do I track the payment of dues so I can encourage our members to pay?
How do I track the payment of dues so I can encourage our members to pay?
On the Membership Management Page, click on "Real Time Dues Pending List" after October 1. This will show everyone who has not paid in real time.
Does the National Office send reminders to pay dues?
Does the National Office send reminders to pay dues?
Yes, we send as many as four emails. See the "Member Dues Collection Process" link at the top of the Membership Management Page for a schedule of these emails.
What does a chapter do with Lapsed Members?
What does a chapter do with Lapsed Members?
Lapsed members reported on your "Complete Membership Download File" will NOT receive an invoice from National. The Chapter should notify Lapsed Members and encourage them to reactive their status. Please share the Lapsed Members page with these members for more information.
How do chapters approve new members?
How do chapters approve new members?
Recruiting new members is a year-round activity and every chapter has it's own schedule. A new member completes the New Member application on the national site and immediately receives an invoice. Once that invoice is paid, the member is listed on the "New Member" list.
It is the responsibility of the membership chair to review this list of new members and notify the national office of any members that have not been approved. It is a rare situation where someone will fill out an application and pay dues without an invitation from their chapter. It is easier for the chapter to identify individuals without an invitation than to require the chapter to approve each new member.
The new member confirmation email from National states that payment of fees does not constitute membership until approved (and hopefully initiated) by the chapter.
Is the deadline for dues December 15 or February 1?
Is the deadline for dues December 15 or February 1?
The ESP Handbook states the deadline for dues to arrive in the National Office is February 1. This deadline was never intended to be a deadline for members. The period from December 15 to February 1 is intended as a time for chapters to send dues collected locally to the National Office.
Today, with the online environment, we state that dues are due on December 15 and must be paid by February 1 to maintain active status.
How can I create a group email to members?
How can I create a group email to members?
Most email programs (including Outlook) will allow you to create a group email by copying email addresses from your "Complete Membership Excel File" and pasting them into the address line of the email.
