New chapter startup

Black Data Processing Associates

New Chapter Interest Group

Start-Up Guide

BDPA New Chapter Start-Up Guide A Membership Management Deliverable Version 1.0 04/12/23 Page 1

Table of Contents

PURPOSE................................................................................................................................................................

ABOUT BDPA.......................................................................................................................................................

BDPA VISION........................................................................................................................................................

BDPA MISSION....................................................................................................................................................

BDPA GOALS.......................................................................................................................................................

BDPA OBJECTIVES.............................................................................................................................................

BDPA BENEFITS..................................................................................................................................................

BDPA CHAPTERS................................................................................................................................................

MEMBERSHIP......................................................................................................................................................

MEMBERSHIP DUES...............................................................................................................................................MEMBERSHIP TRANSFER........................................................................................................................................

STEPS FOR ESTABLISHING A CHAPTER INTEREST GROUP....................................................................

NEW CHAPTER APPLICATION........................................................................................................................

NEW CHAPTER APPLICATION POLICY.....................................................................................................................

NEW CHAPTER ADMINISTRATION................................................................................................................

BYLAWS...............................................................................................................................................................ELECTIONS............................................................................................................................................................OFFICERS..............................................................................................................................................................RESPONSIBILITIES OF OFFICERS..............................................................................................................................CHAPTER MAIL.....................................................................................................................................................VOICE MAIL.........................................................................................................................................................BANK ACCOUNT...................................................................................................................................................TAX STATUS.........................................................................................................................................................STATIONARY.........................................................................................................................................................

CHAPTER OPERATIONS...................................................................................................................................

CHAPTER OPERATIONS POLICY..............................................................................................................................FINANCIAL PLANNING...........................................................................................................................................COMPLIANCE........................................................................................................................................................MEMBERSHIP SUBMISSIONS...................................................................................................................................LOCAL CHAPTER EXECUTIVE BOARD MEETINGS....................................................................................................GENERAL BODY MEETINGS...................................................................................................................................

MEMBERSHIP DEVELOPMENT.......................................................................................................................

MEMBERSHIP ORIENTATIONS.................................................................................................................................GENERAL MEMBERSHIP MEETINGS........................................................................................................................NETWORKING........................................................................................................................................................

PRODUCT AND SERVICE REQUIREMENTS..................................................................................................

MONTHLY PROGRAM MEETINGS............................................................................................................................QUARTERLY NEWSLETTER.....................................................................................................................................HIGH SCHOOL COMPUTER COMPETITION...............................................................................................................


INTERNET ACCESS.................................................................................................................................................

COMMUNITY INVOLVEMENT.........................................................................................................................

CORPORATE SUPPORT.....................................................................................................................................

CHAPTER VISITS................................................................................................................................................

NEW CHAPTER VISIT.............................................................................................................................................NEW CHAPTER VISIT POLICY.................................................................................................................................

CHAPTER NAME CHANGE...............................................................................................................................

CHAPTER NAME CHANGE POLICY..........................................................................................................................

INACTIVE CHAPTERS........................................................................................................................................

INACTIVE CHAPTER POLICY...................................................................................................................................CHAPTER LETTER OF INTENT.................................................................................................................................

STUDENT CHAPTER GUIDELINES..................................................................................................................

STUDENT CHAPTER POLICY...................................................................................................................................STUDENT CHAPTER REQUIREMENTS.......................................................................................................................STUDENT CHAPTER PROCESS.................................................................................................................................STUDENT CHAPTER ADMINISTRATION....................................................................................................................STUDENT CHAPTER PRODUCT REQUIREMENTS.......................................................................................................STUDENT CHAPTER LETTER OF INTENT..................................................................................................................

APPENDIX A BDPA MEMBERSHIP TRANSMITTAL DATABASE FORMAT............................................

Purpose


The purpose of this document is to:· Introduce Black Data Processing Associates to prospective Chapter Interest Groups.· Provide direction and guidance to prospective chapters.· Inform and assist in setting realistic goals and objectives for prospective chapters.· Provide organizational templates.

About BDPA

Black Data Processing Associates (BDPA) is a non-profit organization of professionals working in or having an interest in the Computer Science and Information Technological fields. BDPA is a diverse representation of information technology profession. Memberships consists of programmers, analysts, engineers, managers, instructors and entrepreneurs, to name a few.

Earl Pace and the late David Wimberly founded BDPA in May of 1975. BDPA was formed out of a concern shared by both men that minorities were not adequately represented in the information technology industry. The first BDPA chapter was organized in Philadelphia, Pa. The second chapter was organized in 1978 in Washington, DC. Shortly thereafter, the third chapter was organized in Cleveland, Ohio. In 1979, BDPA was restructured as a national organization. Currently, there are more than forty active chapters across the United States.

BDPA Vision

BDPA will become the leading provider of technological resources for business and education that positions our members and community at the forefront of the information industry.

BDPA Mission

BDPA is a member focused organization that exists to provide professional development programs and services to position its members at the forefront of the information technology industry.

BDPA Goals

· To be an internationally recognized organization structured around it’s Business, Education and Technology (BET) legacy.

· To establish an infra-structure that facilitates the use of state of the art technology for communications, business practices and operational procedures.

· To provide World Class training programs that increase the value of its members skills, competitiveness and economic potential.

· To influence and supplement our educational system in the use of Information Technology.· To provide incentives to corporations, government and educational institutions to motivate them to become

partners that are identified as resource centers to support our BET initiatives.· To provide resources for entrepreneurs in the information technology industry that will yield them a distinct

advantage in existing and new markets.· To establish libraries of information comprised of scientific research and development, scientific literature

and published journals for dissemination.· Continuously construct means by which it can acquire and distribute wealth for the realization of its mission.· To function progressively in a growing and dynamic business environment.

BDPA Objectives

· Support the interests of those individuals examining the field of information technology as a career or business opportunity.

· Influence and supplement our educational systems in the use of information technology.


· Facilitate the use of state of the art technology for communications, business practices and operational procedures.

· Conduct world class training programs that increase the value of its members’ skills, competitiveness and economic potential.

· Provide incentives to corporations, government and educational institutions to motivate them to become partners that are identified as resource centers to support our Business, Educational and Technology initiatives.

· Provide resources for entrepreneurs in the Information Technology industry that will yield them a distinct advantage in existing and new markets.

· Establish libraries of information comprised of scientific research and development, scientific literature and published journals for dissemination.

· Continue to construct means by which BDPA can acquire and distribute wealth for the realization of its mission.

· Become an internationally recognized organization structured around its Business, Education and Technology legacy.

BDPA Benefits

· BDPA offers a forum for exchanging information and ideas pertaining to the changing Information Technology industry.

· BDPA provides numerous networking opportunities through its monthly program meetings, seminars and workshops and the annual national BDPA conference.

· Complimentary subscription to the BDPA Journal.· Access and discounts to publications at member only prices.· Discount airfare, courtesy of Traveltron.Travel Services.· Discounted registration at all BDPA functions and events.· Continuing Education Units (CEU) credits for National Conference Workshops.· Professional recognition.

BDPA Chapters

Akron (inactive) Louisville (inactive)

Atlanta Macon Middle (inactive)

Augusta Mass Metro WestBaltimore MemphisBay Area MiamiCentral Arkansas New York BDPA New Chapter Start-Up Guide A Membership Management Deliverable Version 1.0 04/12/23 Page 5

Charlotte Northern New JerseyChattanooga Northwest IndianaChicago Omaha (inactive)

Cincinnati PhiladelphiaCleveland PhoenixColumbia (Greater Columbia Area) Rocky MountainColumbus RichmondDallas San Antonio Interest GroupDayton San Fernando Valley Detroit SeattleFlint (inactive) Silicon ValleyFort Wayne St. LouisGreenville Tampa BayHartford ToledoHouston TriadKansas City TriangleLansing (Greater Lansing)/inactive…………………….Twin Cities Los Angeles Washington DC Wilmington

Membership

Membership in BDPA is open to individuals and business with involvement or interests in the Information Technology industry.

Membership Dues

Individuals joining the Chapter Interest Group will be required to pay BDPA membership dues.


Full Membership - Annual Dues $75.001

Save with 5Year membership at $300.002

Student Members - Annual Dues $15.003

Persons enrolled “full time” at an education institution.

When dues are collected, the following process must be followed:1. A completed membership application must accompany the membership dues.2. A copy of the students college id must accompany the BDPA membership application. 3. Make a copy of the membership application for the Chapter Interest Group’s records.4. Submit all monies to National BDPA.

Chapter Interest Groups must submit all membership dues to the National Office. Once a Chapter Interest Group becomes a chartered chapter of National BDPA, the local chapter portion of the membership dues will be distributed back to the newly chartered local chapter. See footnotes for local chapter distribution portion of membership dues.

Membership in BDPA is effective when National BDPA receives the National portion of the annual dues and has updated the National roster accordingly.

Membership Transfer

· Any financially current member of BDPA may request to have his/her membership transferred to another active chapter in BDPA.

· The member must notifiy the national office in writing of their request for transfer. The document will be forwarded to the National Membership Management Vice President and the members request will be granted.

· The National Membership Management Vice President will notify the membership chairperson of the local chapter and the member that the transfer has been completed.

Membership dues paid to the former chapter will not be transferred.

Steps for Establishing a Chapter Interest Group1. Recruit business associates and friends that are interested in BDPA.2. Contact the BDPA National Office to receive BDPA materials and identify the chapter closest to the Chapter

Interest Group.3. Contact the closest chapter and develop a mentor relationship.4. Schedule an interest group meeting. The National Office, National Membership Management Vice President

and current BDPA members can assist with the presentation on BDPA and to answer questions.5. Prepare a project plan identifying a date to complete the Chapter Interest Group charter application package.6. Establish a meeting schedule identifying the Chapter Interest Group charter tasks to be completed.7. Provide monthly status reports to the National Membership Management Vice President on the Chapter

Interest Groups progress.8. Access the Internet regularly to network and receive valuable information from the National BDPA Web site.

1 $30.00 of the annual membership dues is forwarded to National BDPA2 $120.00 of the 5Yr membership dues is forwarded to National BDPA3 $5.00 of the annual student membership dues is forwarded to National BDPA BDPA New Chapter Start-Up Guide A Membership Management Deliverable Version 1.0 04/12/23 Page 7

New Chapter Application

New Chapter Application Policy

To establish a new local chapter of Black Data Processing Associates, the following are required and must be submitted to the National Membership Management Vice President, 30 days prior to a quarterly National BDPA Board of Directors Meeting:· Site of the proposed new chapter must be at least 50 miles from the nearest chartered BDPA chapter. If a

BDPA chapter exists within a 50 mile radius of the proposed new chapter, the chapter interest group must submit a letter of support from each of the chartered BDPA chapter(s) nearest to it.

· A letter of intent (see attached form) signed by a minimum of 15 “full” paid memberships.

· A listing of the local chapter officers for the first year of operation.

· A copy of the local chapter bylaws (see national bylaws).

· A copy of the application for article of incorporation.

· Full dues for the 15 charter members - $75 for full members and $15 for students must be remitted with corresponding membership applications

· A written action/strategic plan for the first year of operation:

1. The plan is to show what the proposed chapter’s plans are for the coming year to further the mission of

BDPA.

2. The plan should reflect the programs that the proposed chapter will used to increase the knowledge and

marketability of its members.

3. The plan should show how proposed chapter will attract new members

4. The plan should show how the proposed chapter will further the knowledge of the information

technology industry in the community

5. The plan should show how the proposed chapter will attract corporate sponsors

6. The plan should demonstrate how your chapter will field a team in the National High School Computer Competition

· If any of the charter members are members of another chapter, their membership dues must be current. Their memberships will be transferred after the chapter becomes chartered

· Once the chapter becomes chartered, the National Finance Vice President will forward the local chapter portion of dues to the new chapter Finance Vice President.

· If the chapter is not accepted, the individuals who are members of a current chapter will remain as such. Those individuals who are not currently members of an existing chapter have the option of becoming members of the chapter nearest to them or of any chapter of their choice.

New Chapter Administration

Bylaws

A Chapter Interest Group must review the National Bylaws and either adopt them as their own or modify them to become applicable to their chapter proceedings.

Elections

Each Chapter Interest Group must elect officers to manage the business operations of the chapter. At start-up these officers should include: President, Vice President Business Management (President Elect), Vice President of Finance. Chapter Interest Groups should also appoint a Vice President of Membership Management, Vice President of Business Management, Vice President of Strategy and Planning and a Vice President of Member


Services. Before elections, it should be determined how long the term of office will be. Currently, the majority of chapters have two year terms.

Local Officers

PresidentVice President Business Management/President ElectVice President FinanceVice President Membership ManagementVice President Member ServicesVice President Strategy and Planning.

Responsibilities of Officers

The Local Chapter President:· Preside over all meetings of the local chapter board of directors.· Be responsible for seeing that the decisions of the local chapter are carried out.· Be an ex-officio member of all business areas, both standing and adhoc.· Have the power to appoint task forces/committees with the approval of the local chapter board of directors.· Serve as the official spokesperson for the local chapter.· Serve as the chairperson of the local chapter board of directors.· Ensure the local chapter strategic plan is updated and followed as approved by the local chapter board of

directors.

The Local Chapter Vice President Business Management/President Elect:· Serve as the Vice President of Business Management.· Serve as the President in the absence of the President.· Fulfill the duties of Assistant Vice President of Finance of the local chapter.· Coordinate the activities of the local chapter’s task forces/adhoc committees.· Be responsible for determining when a quorum has been reached at all meetings of the local chapter.

The Local Chapter Vice President of Finance:· Manage all activities of the Finance business area.· Be responsible for maintaining complete financial records of all monies received and distributed by the local

chapter.· Issue periodic financial reports in writing as required by the local chapter board of directors.· Determine which members of the local chapter are financially current.· Oversee the collection of fees and dues.· Disburse funds as directed by the local chapter board of directors.

The Vice President of Membership Management shall manage all activities of the Membership Management Business Area.

The Vice President of Member Services shall manage all activities of the Member Services Business Area.

The Vice President of Strategy & Planning shall manage all activities of the Strategy & Planning Business Area.

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Chapter Mail


The Chapter Interest Group must establish an address to receive correspondence from National BDPA as well as their contracts in their community. A consistent place is important to show stability in the community.

Voice Mail

The Chapter Interest Group should plan to set up a voice mail account or answering machine or service for inquiries.

Bank Account

A bank account establishment is important to collect and maintain dues, track, account for and pay chapter expenses. The name of the Chapter Interest Group (Charter Name) should be recorded on bank records. The account must require the signature of Chapter Interest Group officers, one of which must be the President. The other signature should be the Vice President of Finance.

Tax Status

A Chapter Interest Group may either adopt the National BDPA tax status or invest in incorporating themselves as a 501C6. There is an attorney retained on by National BDPA for advisement. The Chapter Interest Group must contact the National Vice President of Business Management via the National Office.

Stationary

Stationary should be established for correspondence to the community, National BDPA and other chapters. Stationary should have the Chapter Interest Group (Chartered Chapter) mailing address and phone number. Membership applications and business cards should be included under this task.Chapter Operations

Chapter Operations Policy

The following procedures are to be adhered to for ongoing chapter operations and are required in order for achapter to be deemed a chapter that is in good standing:

· Each chapter of BDPA must have a representative attend at least two National Board of Directors meeting per year. A chapter proxy must be submitted to the National Office for meetings not attended.

· Each chapter of BDPA must submit quarterly reports, an annual report, an annual budget and business plan to the National Office to the attention of the National Membership Management Vice President. See the annual chapter presidents reminder list for due dates of all requirements.

· Each chapter of BDPA is required to have on file in the National BDPA office, a copy of their articles of incorporation, a completed SS-4 tax form, their chapter EIN, and a letter requesting inclusion in the National BDPA 501(C)(6) Umbrella or a copy of their IRS tax exempt status.

· Each chapter must maintain chapter membership of at least 15 financially current members.

· Consideration for the BDPA Chapter of the Year Award will include chapter donations to the BDPA Education & Technology Foundation.


· Each chapter’s status will be reviewed, for compliance with the above requirements each year by the National Membership Management Vice President. Failure to comply will affect a chapter’s participation in the National awards process.

Financial Planning

· Chapter BudgetThe local chapter board of directors should determine the revenue generation and expenses that are going to be incurred. The local chapter Finance Vice President will put together an operating plan for the chapter. The chapter budget should be projected with the other business areas. See the BDPA WEB site for a sample budget.

· Business Area BudgetEach business area is responsible for creating a realistic budget to perform their task/duties for the year. The business area budgets should be compiled together to satisfy the local chapter budget.

· Checking AccountThe local chapter should establish a checking account requiring at least two (2) signatures (usually theFinance Vice President and local chapter president or Business Management Vice President/President Elect.

· Safe Deposit BoxThe local chapter should secure a safe deposit box to keep chapter documents, tax papers, etc.

· ForecastingAnother way to set goals for future years is to forecast what the chapter would like to obtain in the next year. The chapters forecast should serve as a guideline to see how you did as a new chapter and what you can do to improve your financial status.

Compliance

· Tax StatusNational BDPA has an umbrella 501-C6 tax status under which all of its affiliated chapters are covered. However, National BDPA encourages each chapter to complete IRS Tax form SS-4 and submit it to the IRS to obtain a chapter 501-C6 tax status. Copies of this form must be sent to the National BDPA office.

· IncorporationArticles of Incorporation for your chapter must be filed in your state. Notarized copies of these articles must be sent to the National BDPA office.

· Form 990Each local chapter must file its own IRS form 990 regardless of how much money the chapter has generated. Copies of this form should be sent to the National office.

Your chapters charter will be issued upon receipt of the above requested documents.

Membership Submissions

There are currently two types of membership submission processes, local chapter processing or having all


membership applications go directly to the BDPA National Office for processing. Effective 6/1/98 newly chartered

chapters are requested to inform their memberships to direct all membership applications andrenewals to the BDPA National Office. Chapters established prior to 6/1/98 may choose their submission process.

Ifthe local chapter submission process is selected, the following steps must be adhered to:

· The chapter submission requires payment that corresponds with the Membership Application Forms (with credit card information where applicable), the Membership Transaction Form and the electronic database format (DBF) transmittal file on diskette or E-Mail.

· The membership application submission requires the completed application form and the corresponding payment.

· There are six types of payment acceptable with membership submissions, cashiers check, money order, chapter or personal check, Master Card, Visa, or American Express. DO NOT SEND CASH!

· The electronic transmittal file must have the information on individual members that will be used to update the National Membership Database System. The electronic Membership Transmittal file must be formatted according to the Diskette transmittal Format described in Appendix A (DBF) and it must be submitted via diskette or E-Mail. No other file formats will be accepted or processed.

· The original Membership Application Form for members who are paying their membership dues by credit card must be submitted to the BDPA National Office. The application must be completed with the following information:

· Dues amount to be charged to credit card· Credit Care Expiration Date· Full Signature of Member

· Bank processing fees are deducted from the National and Local Chapter’s portion of the membership dues respectively. The processing fee is subject to change per the Credit Card processing company.

The preceding procedures are to be adhered to for efficient and accurate processing of each chapter’s membership transactions by BDPA National when the local membership process is used. The benefits of having the BDPA National office process your membership application are:

· Transmittals to and from the national office will be eliminated which will save the manpower needed to process the transmittal, the postage, diskette and diskette mailer costs.

· Local membership files will always match and be in sync with the national database because the national chapter file will be sent to the local chapter on a monthly basis at a minimum unless there are no new or renewing members.

· Membership numbers will be assigned by national and will be used by the local chapter.

· Complete and accurate transition from one local membership chairperson to another will no longer be a requirement. The need to transition will be eliminated because the membership is based on the national data base recordings.

· On a national level, applications will be processed in a more timely manner since they are not being processed on a local chapter level first.

· The local chapter portion of the dues will be mailed at the to the local chapter at the end-of-the-month with copies of the application being E-mailed to the local chapter as they are received.

Local Chapter Executive Board Meetings

A consistent meeting place, time and date should be arranged for monthly executive board meetings and monthly general body meetings. Meeting locations for business area’s, seminars and other activities can be flexible.


General Body Meetings

General body meetings are a forum to inform the membership of official business. It is the setting to network with the members and find out what it is they are looking for technically and professionally. Support can also be solicited for the different activities that need to be accomplished within the various business areas.

Membership Development

Membership Orientations

A new member orientation is suggested shortly after each new member joins. New members need to be welcomed into the Chapter Interest Group and become acquainted with BDPA and it’s goals and objectives. The orientation also familiarizes the new member with BDPA’s community involvement and invites the new member’s participation in local chapter activities.

General Membership Meetings

The general membership meeting is held at a frequency determined by the chapter. Its purpose is to conduct internal chapter business. It is open only to BDPA membership.

Networking

· Seminars/WorkshopsTo enhance the technical and professional skills of the BDPA member and the community.

· Other OrganizationsOther established organizations in your community can serve as mentors and a resource to information that your chapter may need to coexist within your community. They can be used as an umbrella to get information out in the community.

· Social EventsBDPA is a professional organization, however networking is successfully accomplished by professionals in a social setting. BDPA mixers or open houses are a good way of getting the word out about your chapter.

· Membership DrivesThis is a vehicle used by every BDPA chapter to increase membership. Suggestions for a successful membership drive:a) publicize it!b) solicit corporate membershipsc) encourage each member to introduce and encourage a friend, business associate or family member to

join encourage guests & speakers at your program meeting to join BDPAd) post membership drive on your local chapter WEB pagee) subscribe to a user group mailing listf) offer chapter membership gift certificatesg) give prizes to the member who brings in the most new members

· National BDPAThere are over 45 chapter in BDPA. As a new chapter you are not expected to re-invent the wheel. You are urged to contact other chapters and draw from their experiences.

Product and Service Requirements

All BDPA chapters are required to have the following products and services: BDPA New Chapter Start-Up Guide A Membership Management Deliverable Version 1.0 04/12/23 Page 13

Monthly Program Meetings

The monthly program meeting is a major sales tool to present BDPA to the community. Business areas are given an opportunity to describe their responsibility and activities.

Goal: All chapters are required to provide program meetings each month with activities that participants can apply to their personal and professional development.

Structure: Monthly program meetings are held at the same location and at the same time of the month. Chapters will receive tremendous support from their members and the community if they practice consistency . Remember you can’t grow your membership if the public can’t find you. Members should be provided a Calendar at the beginnings of the year containing a schedule of the monthly program meetings and their topics for the calendar year.

Monthly Program Meeting suggestions are:· A presentation on BDPA describing the mission, purpose and membership benefits.· A presentation on a topic pertaining to professional, personal or technical development.· An overview of upcoming events and introduction of the officers and business area vice presidents.· Chapters should solicit feedback from their membership to determine the best format for their chapters.

Benefits: Monthly program meetings are an excellent vehicle for recruiting new members, recruiting existing members for chapter projects, provide a forum for members to network and introducing the chapter to corporate America to obtain support for chapter programs. Membership meetings also give a chapter the opportunity to discuss ideas and future events.

Customer: BDPA Member

Cost: This will be determined by the need for rental of a meeting location or if the chapter serves refreshments. Public libraries may provide meeting room facilities at no charge to the community.

Quarterly Newsletter

Goal: Chapters are required to produce a quarterly newsletter.

Structure: Chapter newsletters should highlight chapter accomplishments and communicate chapter events to the membership and other BDPA chapters. The articles should be technical and informational, describing the activities of the chapter and its members. A copy of each published newsletter should be sent to the National Office to the attention of the Membership Management and Membership Services Vice President. Consistency is key! Establish a schedule of when newsletters will be distributed.

1. Prepare a project plan identifying the resources required.2. Prepare a budget. The budget will identify the resources to be obtained to prepare the newsletter.3. Solicit members to work on newsletter.4. Solicit external resources to underwrite or produce chapter newsletter.5. Solicit articles.

Benefits: Selling advertisements in the newsletter is a great source of revenue. Informed members become active members.


Customer: BDPA Member, Other BDPA chapters, Community, Corporate America.

Cost: Will be determined by the chapter newsletter budget.

High School Computer Competition

Goal: Chapters are required to sponsor a high school student computer competition team to the annual National BDPA conference.

Structure: A team must consist of a minimum of three students and no than four students. Teams will be judged on their performance based upon their level of proficiency in:

· Visual Basic programming· Presentation skills· BDPA history· Information technology terminology

Chapters should perform the following tasks:1. Prepare a project plan2. Obtain instructors3. Obtain high school students4. Prepare a syllabus5. Prepare training material6. Obtain a location with computer terminals7. Obtain funding for expenses8. Obtain a chaperone

Benefits: Corporate support can be obtained for computer competition teams. Corporations respond favorable to supporting the workforce of tomorrow. Members are a mentor to community youth.

Customer: Community Youth

Cost: This will be determined by the resources identified in the project plan.

Internet Access

Goal: An officer of the chapter should have access to the Internet to send and receive messages as well as access the BDPA National Web site for pertinent messages and files.

Structure: Internet access can be obtained through a local ISP provider.

Benefits: Chapters are provided with a facility to obtain information, share ideas, network and recruit members.

Customer: BDPA Member, Other BDPA chapters, Community, Corporate America.

Cost: Telephone and ISP charges.


Community Involvement

· BDPA has a commitment to provide our technical expertise to our community.

· SchoolsSchools are a great resource to find speakers, hold workshops and to find students for the annual computer competition.

· ChurchesThere isn’t a better place to find out what’s going on in your community than the local church.

· Small BusinessesDon’t forget BDPA or local community entrepreneurs. Entrepreneurs are a good source for small donations. Small business will allow your chapter to display notices about your chapter activities and give guidance on community events.

· Colleges and UniversitiesThere is a wealth of resources in local colleges and universities. Student members can be an invaluable resource to your chapter.

Corporate Support

· ResourcesCorporations are always looking for professional resources in an attempt to diversity their organizations. The local chapter should use this opportunity to provide employment opportunities for the BDPA membership.

· Office SpaceMeeting locations may be made available for chapter use for your local board of directors and monthly program meetings, seminars and workshops. Ask. All they can say is no.

· EquipmentCorporations may be willing to donate computer equipment or other products for local chapter use.

· Financial SupportCorporations may be approached for financial support to fund local chapter activities and the chapter high school computer competition.

Chapter Visits

New Chapter Visit

All newly chartered chapters are entitled to a visit from a National officer during the first year of existence. Expenses for this visit will be underwritten by the National organization.

New Chapter Visit Policy

· New chapters are entitled to a visit from a National Officer during the first year of existence. Expenses for the visit will be covered by the national organization.

· An existing chartered chapter that invites a National Officer or a designated representative to participate in a chapter activity will pay the expenses incurred by the National Officer or the designated representative.

· An unrequested visit by a National Officer to a chapter may be paid by the national organization.


Chapter Name Change

Chapter Name Change Policy

The following procedures are to be followed when a chapter of BDPA wants to change the name under which the chapter was issued a charter.

· The chapter requesting the name change must notify the National Membership Management Vice President in writing of their desire to change the name of the chapter.

· Notification must contain the reason for the request and a copy must be sent to the National President.

· The National Executive Committee will decide whether or not to change the chapter name at the next scheduled National Executive Committee meeting.

· The chapter will be required to submit a check for $75.00 payable to National BDPA to cover costs of processing the name change.

· If the request for name change is denied, the chapter will be notified in writing as to the reasons and their fee will be refunded.

· The requesting chapter may not begin using the new name until they have received in writing the approval of the National Executive Committee.

· The National Membership Management Vice President will notify all chapter presidents of the chapter name change.

Inactive Chapters

Inactive Chapter Policy

· The chapter president will be notified in writing that the chapter has failed to comply and is considered inactive by National BDPA.

· The inactive chapter bank account(s) are to be closed and a bank statement indicating that the account was closed is to be sent to the National BDPA office. All funds remaining in the chapter bank account are to be forwarded to the National BDPA office. Any accounts receivable for the terminated chapter will be deducted from these funds.

· All remaining assets of the chapter are to be donated to the BDPA Education and Technology Foundation Endowment Fund after all legal and just debts of the chapter have been satisfied by National BDPA.

· Notification in writing will be sent to the current members of record notifying them of the inactive chapter status and inviting them to become members of another BDPA chapter.


LETTER OF INTENT

PROPOSED CHAPTER

BLACK DATA PROCESSING ASSOCIATES

We, the undersigned, hereby indicate our intention to establish a Chapter of Black Data Processing Associates, in the location of:

__________________________________________ State of ________________________Name of City

for the purpose of the professional, personal and technical development of professionals interested in the field of information processing. We certify that we qualify for chapter membership. During our efforts to organize and establish this chapter, the following persons have been selected for office during the first year of the charter:

President ________________________________________

VP of Finance ________________________________________

VP of Business Management ________________________________________

VP of Membership Management ________________________________________

VP of Member Services ________________________________________

VP of Strategy and Planing ________________________________________

We agree to conduct program meetings and seminars for the improvement of our members’ technical expertise, and for enhancing their personal and business development skills. We agree to work with other chapters as well as with the National BOD to further the mission of Black Data Processing Associates.

We agree that if we do not complete the requirements for the establishment of a Chapter, or if we are denied acceptance as a chapter, that we will not use the name Black Data Processing Associates and/or the abbreviation “BDPA” in any manner.

Name (printed or Typed) Signature

1._______________________________________________________________________

2._______________________________________________________________________

3._______________________________________________________________________

4._______________________________________________________________________

5._______________________________________________________________________

6._______________________________________________________________________ BDPA New Chapter Start-Up Guide A Membership Management Deliverable Version 1.0 04/12/23 Page 18

7._______________________________________________________________________

8._______________________________________________________________________

9._______________________________________________________________________

10._________________________________ ________________________________

11._________________________________ ________________________________

12._________________________________ ________________________________13._________________________________ ________________________________

14._________________________________ ________________________________

15._________________________________ ________________________________


Student Chapter Guidelines

Student Chapter Policy

A student chapter on a college campus will consist of students interested in information technology. These students may or may not be computer science majors. They may be graduate students or under graduate students. A minimum of 15 student memberships is required to form a “Student Chapter Interest Group”. This group must contact the local BDPA chapter in their area (if one exists) and express their interest in becoming a Student Chapter. If there is no BDPA chapter in the area, the Student Chapter Interest Group must contact the National BDPA office, and express their interest to the National Membership Management Vice President.

Student Chapter Requirements

To establish a student chapter:

Þ Students: Each student must maintain at least a 3.0 grade point average per semester.

Þ A letter of Intent: The letter states that the undersigned students wish to form a chapter of BDPA on the college campus. It should briefly state why you wish to start a chapter. See form at end of section.

Þ A Faculty Advisor: A member of the college faculty, who is willing to serve as mentor to the student Chapter, should be chosen. This can be an instructor in the computer science department, for example. The faculty advisor will advise the student chapter on school policy and provide direction. The faculty advisor should be a full financially current member of BDPA.

Þ A BDPA Advisor: A full financially current member of the local BDPA Chapter (if one exists), who will attend local meetings, and advise the student chapter on BDPA policy and procedures, vision and mission. In the event that there is no local BDPA chapter in the immediate area, the National Membership Management Vice President will assign an advisor from the nearest BDPA chapter. Attendance at local meetings will be optional.

Þ Permission from the College or University: This will consist of a letter of consent/acceptance from the College Student Affairs Office, or whatever body governs sororities, fraternities, and professional organizations on campus.

Þ Submission of Required Items: Membership dues for each full time student in BDPA is $15 dollars annually. Dues may be paid via check, or money order, and must be accompanied by a completed membership application. Dues for each of the students and their respective applications must accompany the letter of intent, proposed by-laws, and the letter of consent from the appropriate campus governing body.

Student Chapter Process

When the Student Chapter Interest Group has met the requirements, the following processes take place:

1. The letter of intent, the letter of consent from the school, name and address of faculty advisor, the membership dues and the applications are submitted to the BDPA Advisor (this could be the National Membership Management Vice President if there is no local BDPA Chapter in the immediate area of the college or university).

2. The BDPA Advisor submits to the BDPA local chapter board of directors, the request for a student chapter. In the case in which there is no local BDPA Chapter, the request is submitted to the National Membership Management Vice President.

3. The BDPA local chapter board of directors votes to either accept or reject the student chapter. If the chapter is rejected, a letter explaining why the chapter was rejected, along with the submitted dues will be returned to the Student Chapter Interest Group. The interest group may then resubmit their application to the National BDPA BOD for consideration and approval.


· If the chapter votes to accept the student chapter, a letter requesting the establishment of the student chapter is sent to the BDPA National Board of Directors. At the next National BOD meeting; a vote to accept the student chapter will be taken. The local chapter will be notified by the National Membership Management Vice President of the student chapters acceptance. They will then notify the student interest group.

· The National Membership Management Vice President will request the establishment of the student chapter at the next National BOD meeting; a vote to accept the student chapter will be taken. The student chapter will be notified by the National Membership Management Vice President of their acceptance.

Student Chapter Administration

When the Student Chapter Interest Group has met the requirements, the following processes take place:

· Checking Account: The name of the BDPA Student Chapter - ABC University, where ABC University is the name of the college or university in which the student chapter resides. The account must require the signature of 2 individuals, one of which must be the Faculty Advisor. The other signature may be the President, Business Management Vice President or the Finance Vice President.

· Chapter Mail: Secure a mailbox on campus under the name of the BDPA Student Chapter - ABC University where all correspondence can be received.

· Membership Dues: As new members join the student chapter, they will be required to pay $15 dues just like the charter members. When membership dues are collected the following process must be followed:

1. A completed membership application must accompany the dues payment.

2. A copy of the students current college id must be submitted.

3. Make a copy of the membership application for the chapter records.

4. Make a copy of the student current college id for the chapter records.

5. Submit $5 for each student member. Please refer to the Membership Dues topic in this document.

6. The remaining $10 goes into the student chapter treasury.

· Elected Officers: Refer to the Administration Duties topic in this document.

Student Chapter Product Requirements

Just as local BDPA Chapters are required to offer four basic products and services across the country, so are BDPA Student Chapters. There are four basic products and services required of BDPA Student Chapters:

· Meetings: Student Chapters are required to have at least five membership and/or program meetings per semester. These meetings can be personal, professional or technical seminars. Some examples are; “Client Server Basics”, “How to Play Corporate Politics - And Win”, “Dressing for Success, on a Budget”, “Surviving the Technical Interview”, “Polishing Your Resume”, or like topics that are relative to the current industry trends. If there is a local BDPA Chapter in the immediate area, they can assist in locating speakers. Membership meetings give you an


opportunity to increase the membership of the student chapter and discuss upcoming events and brainstorm ideas for future activities.

· Newsletter: Each student chapter is required to produce 2 newsletters per school calendar year. This can be as simple or as elaborate as the student chapter wishes. The articles should be technical and informational in nature describing the activities of the chapter and its members. A copy of the student newsletter should be sent to the National BDPA Membership Management Vice President and the Membership Services Vice President.

· Community Project: Each student chapter is required to undertake one community project per school calendar year. This can be tutoring at a local high school, a mentoring program, sponsoring a computer camp, teaching at the local chapter’s high school competition work sessions, for example. Documentation of the project should be compiled, listing the participants and the nature of the activity and copies forwarded to the National BDPA Office, to the attention of the National Membership Services Vice President.

· Additional Student Chapter Activities:

1. Each student chapter is encouraged to communicate their activities with other BDPA student chapters. The National Membership Services Vice President will provide you with a list of other student chapters. If a student chapter is approached by another college or university wishing to start a chapter, notify your local BDPA chapter advisor, or the National Membership Management Vice President.

2. Membership in BDPA gives the college student a unique opportunity to network with information technology professionals from across the country. Student chapters gain instant access to fellow BDPA members in more than 45 cities across the United States through newsletters, the BDPA ListServ’s and the BDPA National and Local WEB pages. Attending the local chapter meetings provides additional networking opportunities.


LETTER OF INTENT

STUDENT CHAPTER

BLACK DATA PROCESSING ASSOCIATES

We, the undersigned, hereby indicate our intention to establish a Student Chapter of Black Data Processing Associates, in the location of:

__________________________________________ State of ___________________

Name of College or University

for the purpose of the professional, personal and technical development of students currently seeking degrees in or actively interested in the field of information processing. We certify that we qualify for student membership. During our efforts to organize and establish this student chapter, __________________________________ has been selected as the Faculty Advisor and ________________________________ has been selected as the BDPA Advisor from the _________________________ Chapter.

We agree to conduct program meetings and seminars for the improvement of our members’ technical expertise, and for enhancing their personal and business development skills. We agree to work with the ________________________ Chapter to further the mission of Black Data Processing Associates.

We agree that if we do not complete the requirements for the establishment of a Student Chapter, or if we are denied acceptance as a student chapter that we will not use the name Black Data Processing Associates and/or the abbreviation “BDPA” in any manner.

Name (Printed or Typed) Signature

1. _________________________________ __________________________________________________

2. _________________________________ __________________________________________________

3._________________________________ __________________________________________________

4. _________________________________ __________________________________________________

5. _________________________________ __________________________________________________

6. _________________________________ __________________________________________________

7. _________________________________ __________________________________________________

8. _________________________________ __________________________________________________

9. _________________________________ __________________________________________________

10. _________________________________ _________________________________________________

11. _________________________________ _________________________________________________

12. _________________________________ _________________________________________________

13. _________________________________ _________________________________________________

14. _________________________________ _________________________________________________

15. _________________________________ _________________________________________________

Appendix A. BDPA Membership Transmittal DataBase Format


BDPA MEMBERSHIP TRANSMITTAL SPECIFICATIONS5/1/98

FIELD NAME DATA YPE LENGTH COMMENTS

1. Chapter-ID Alphanumeric 2 See Note 12. Record-Type Alphanumeric 3 See Note 23. Member-no Alphanumeric 8 See Note 34. Action-code Alphanumeric 1 N =New

R =RenewalC =ChangeA =Paid but not onNational Database

5. Last-name Alphanumeric 21 Free Form6. Middle Initial Alphanumeric 1 Free Form7. First-Name Alphanumeric Free Form8. Address1 Alphanumeric 30 Free form9. Address2 Alphanumeric 30 Free Form10. City Alphanumeric 18 Free Form11. State Alphanumeric 2 Two Char State code12. Zip code Alphanumeric 10 Must be alpha13. Member-Type Alphanumeric 1 F = Full

S = StudentC =Corporate

14. Home-phone Alphanumeric 13 999-999-9999

15. Work-phone Alphanumeric 13 999-999-9999 16. Work Extension Alphanumeric 10 999999999917. Fax Number Alphanumeric18. Birth Date Date Format 10 See Note 419. College Alphanumeric 35 Free Form20. Degree Alphanumeric 2 See Note 721. Major Alphanumeric 35 Free Form22. Email Address Alphanumeric 35 Free Form23. Marital Status Alphanumeric 2 See Note 824. Gender Alphanumeric 1 M= Male F = Female

25. Employer Alphanumeric 35 Free Form26. Title Alphanumeric 2 See Note 927. Certification Alphanumeric 15 See Note 1028. Start-date DATE Format 10 See Note 429. Expiration-Date DATE Format 10 See Note 430. Maintenance Date DATE Format 10 See Note 431. Transmittal-NO Alphanumeric 10 See Note 532. Receipt-No Alphanumeric 10 See Note 6

· Underlined fields above are required in both transmittal formats. This means that they· cannot be blank!! The transmittal file must contain the correct number of fields - 19 if Old

format and 32 if New format, in the order specified only!!. · If using the old format, your transmittal should contain the gray shaded fields only.


· Transmittals files must be either DBASE (.dbf) or Access (.mdb) only!!! If sending Access, the table name must conform with transmittal number (See Note 5)

· If your transmittal contains additional fields, or is missing fields, or the fields are not in the order described above, it will reject in the system.

NOTES:1. Chapter ID is the 2 digit code that represents your chapter: ex. AK is the Chapter ID for the Akron Chapter. 2. This field should contain one of the following: OLD, if the transmittal is in the Old format, or NEW

indicating that the transmittal is in the new format. This field is now required. It cannot be blank.

3. Membership number must consist of one of the following:a) Current Membership number obtained from the BDPA National Database. This number

MUST be present for all renewals and changes. It is the KEY to the database.b) For new members, this field must be left blank, and the BDPA National Database will

generate it, c) The above described are the only acceptable values for this field !!! Chapter generated

membership numbers will reject in the system.

4. All dates on the transmittal must be in a date format mm/dd/ccyy. All dates are validated by the BDPA Membership Manager system, and must be in the correct format. Text dates are not valid.

a) Start Date: The start date for a member is the first day of the month following the payment of their dues. If a member joins on September 15, their start date is October 1. b) Expiration Date: The expiration date for a member is the last day of the month, 12 months after their start date. If the start date is October 1, 1996 the expiration date is September 30, 1997. c) Maintenance Date: This is the date that you actually process the transmittal5.The transmittal number is created by the chapter, it consists of TR, the chapter id, and the date of the

transmittal in yy mm format and the number of the transmittal.. A transmittal for the Chicago chapter would be TRCH950501. It the Chicago chapter sent an additional transmittal in May, the transmittal number would be TRCH950502. Transmittal numbers must be unique between transmittals. This will cause a duplicate problem and the transmittal will be rejected.

6. The receipt number will be given by the National treasurer. 7. This is the last degree achieved. Degree Codes are as follows:

01 - Current student (no degrees)02 - High School Graduate03 - BA04 - BS05 - BBS 06 - MA07 - MS08 - PHD09 - AS (Associates or 2 year degree)10 - Technical Certificate or degree

8. Please note that this is an optional field, and does not have to be entered. Codes are as follows:01 - Single02 - Single with children03 - Married04 - Married with children

9. The following codes are to be used to determine title. If your member’s title is not listed, please use the code for Other:

01 - Software/Applications Developer Mainframe02 - Software/Applications Developer Mini Computers (i.e. AS 400)


03 - Software/Applications Developer Micro Computers (PCs)04 - Systems Analyst05 - Database Administrator RDBMS06 - Database Administrator (Other databases, i.e. IMS)07 - LAN/WAN/NOTES Administrator08 - Mainframe Systems Operations (i.e. operator, scheduler, tape library)09 - Entrepreneur (CEO/president of your own IT company)10 - Entrepreneur (CEO/president of your own company - not IT)11 - Consultant - Software/Applications Developer Mainframe12 - Consultant - Software/Applications Developer Mini Computers 13 - Consultant - Software/Applications Developer Micro Computers 14 - Consultant - Systems Analyst15 - Consultant - DBA16 - Sales/Marketing17 - Training Specialist18 - Technical Writer19 - Engineering20 - Human Resources21 - Project or System Leader/Manager22 - CIO23 - Student24 - Educator 25 - Legal 26 - Accounting27 - Administrative Assistant28 - Other

10. This is a free form field. Indicate any certification that the member has received, such as ICCP, Microsoft, Lotus Notes, etc.

Chapter IDs

AK AkronAT AtlantaAR Central ArkansasAU AugustaBA BaltimoreBD Bay AreaCA CharlotteCH ChicagoCN Chattanooga BDPA New Chapter Start-Up Guide A Membership Management Deliverable Version 1.0 04/12/23 Page 26

CI CincinnatiCL ClevelandRM Rocky MountainCO ColumbiaCM ColumbusDA DallasDD DaytonDE DetroitFI FlintFW Fort WayneGR GreenvilleHA HartfordHO HoustonKA Kansas CityLA Los AngelesLM LansingMA Mass MetrowestMC Macon Middle GeorgiaME MemphisNJ Northern New JerseyNI Northwest IndianaNY New YorkOM OmahaPA PhiladelphiaPX PhoenixRI RichmondSF Greater San Fernando ValleySA San Antonio (Interest Group)SE SeattleSV Silicon ValleySL St. LouisTA TampaTO ToledoTD TriadTR TriangleTW TwinCitiesWA WashingtonWI Wilmington


New chapter startup

Documents

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membership gotobutton

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