President (and/or First Delegate)ThinkstockPhotos-476830016-gavel

The president (and/or first delegate) is responsible for the representation and overall management of their local ASDA chapter. The president implements necessary improvements to strengthen and build their chapter and should assign the following chapter management responsibilities to appointed or elected leaders of the chapter:

  • Recruiting and retaining members
  • Establishing and maintaining a functional chapter structure and developing governance documents to reflect structure
  • Selecting and managing the local leadership team
  • Participating in local and state dental society activities
  • Planning chapter activities 
  • Communicating chapter and national initiatives to members
  • Leading advocacy efforts on behalf of members
Timeline
January:
  • Deadline for Gold Crown Award applications 
  • Apply for LGN Special Event, Chapter Technology and Dentistry in the Community grants
February:
  • Annual Session
March:
  • Select and register students for ADA Dentist and Student Lobby Day
  • Bracket Challenge for predental recruitment (March 12 – April 22)
  • Excellence and Advocacy Award applications due 
April:
  • DAT Week (April 16–20)
  • Group exemption authorization form due 
  • ADA Dentist and Student Lobby Day
May:
  • Organize retreat for new leadership
  • Review Gold Crown Awards
  • Membership Outreach Grant due 
  • Work with the state dental society to hold a Signing Day event by May 31 to sign up fourth years for ADA membership and earn incentive
June:
  • Complete membership drive survey from ASDA central office to receive materials for orientation
  • Create D1 PowerPoint
July:
  • Begin planning back-to-school events
  • Nominate your officers for Rising and Distinguished Leadership Awards 
  • Send sponsorship package to potential vendors
August:
  • Promote ASDA during first-year orientation
  • Organize ASDA Fever Week
  • Select students for NLC and register
September:
  • Participate in Wellness Month
  • Add/update members in chapter portal for the new membership year and process payment
October:
  • Participate in Predental Month
November: 
  • National Leadership Conference
  • Participate in Advocacy Month
  • Begin Gold Crown application for Annual Session
December:
  • Select students for Annual Session and register
Resources
Read through the Chapter Handbook to review membership benefits, recruitment techniques, developing chapter bylaws, creating job descriptions, chapter finances, activity planning, and advocacy. Use the book as a training tool when orienting new leaders.

ASDA created more than 20 detailed how-to guides to help chapter leaders navigate through leadership transitions, on-boarding members, fundraising, community service and much more. Share these resources with the members of your leadership team to help them in their roles.

To help plan a productive and effective year, ASDA put together chapter deadlines for events and applications. 

Log in to My ASDA and go to the chapter portal to download a list of members, update your chapter committees, register for national events and find your chapter’s tax ID number.

When creating bylaws, committees and elected positions, refer to sample position descriptions, organizational structure and constitution & bylaws template to get started.

When planning for chapter events throughout the year, create sponsorship forms to secure support for your events. Additionally, waiver forms can protect your chapter during high-risk outings and prevent liability. 

Filing for group exemption with ASDA is the easiest way for chapters to obtain tax-exempt status from the federal government. The deadline to submit documents to ASDA is August 30, so begin considering after chapter elections have been confirmed.

Use prepared chapter presentations to promote ASDA, educate members on ideal resumes/CVs, recruit predentals and navigate student debt. 

National leader training videos can educate your leaders on the structure of ASDA, governance documents, strategic planning and goal setting. Review the new chapter president video. Be sure to check deadlines and locations of upcoming national meetings

Start planning your application for ASDA awards to recognize the achievements, hard work and dedication of your chapter. 

Apply for chapter grants for membership outreach, advocacy events, community service, technology and wellness to help fund your chapter’s activities. 

Learn new ideas from successful chapters by watching webinars from our chapter management series.

ThinkstockPhotos-640947714-balancesheetTreasurer

The treasurer serves as the chief financial officer and manages all finances of the chapter. Specific responsibilities include:

  • Create and monitor chapter budget
  • Handle chapter banking transactions 
  • Approve and process all requests for funds from other chapter leaders
  • File annual report at the end of the year to comply with IRS
  • Work closely with the membership chair in maintaining accurate records of membership payments received and the timely submission of remittance to the ASDA central office.
Timeline:
April 15:
  • Submit authorization form to ASDA (if part of the group exemption)
May 15:
  • Submit annual tax form (990-N or 990/990-EZ) to the IRS
May: 
  • Confirm a preliminary budget with leadership for upcoming year
  • Update list of sponsors following vendor fair
  • Ensure bank account is in names of active leaders
August:
  • Sign up for ACH to send and receive funds electronically from ASDA
  • If applying to be part of ASDA’s group exemption, send documents to Ellen Ryan by Aug. 30.
September:
  • Membership year opens; submit membership dues payment to ASDA through the chapter portal
December:
  • Review budget mid-year with chapter leadership
Resources:
Watch the training video for new treasurers.

Use the sample budget to establish your chapter’s budget for the year. 

Submit an ACH form to set up your chapter for direct deposit of all funds sent/received from ASDA.

Apply to be part of ASDA’s group exemption to obtain tax-exempt status from the federal government. The deadline to submit documents is August 30.

Log in to the chapter portal to process your members’ payments.

Membership ChairThinkstockPhotos-500100615-member

The membership chair is responsible for recruitment and retention of members and educating members on the benefits. Specific responsibilities include:

  • Recruit first-year, advanced standing/IDP students and non-member upperclassmen
  • Oversee renewal of current members
  • Organize membership drives to introduce students to ASDA
  • Inform members of benefits
  • May serve as the remittance processor who submits membership data and dues payments to the ASDA central office through chapter portal
  • Maintain chapter membership records and files
  • Verify eligibility for members/non-members to participate in local events
  • Work closely with the chapter treasurer to ensure timely payment for membership remittances to the central office and the timely depositing of members' checks
Timeline:
February:
  • Annual Session
May:
  • Apply for Membership Outreach Grant
  • Collect fourth years’ contact information from ADA Signing Day to earn incentive
June:
  • Complete membership drive survey from central office to receive materials for orientation
July:
August:
  • Collect first-year students’ information (and dues payment if a recruitment chapter)
  • Gather changes to existing members’ contact information to update in the chapter portal
  • Organize a membership drive and/or ASDA Fever Week
September:
  • Membership year opens; upload members in chapter portal and process dues payment
November:
  • National Leadership Conference
December:
  • Current membership year expires
  • Distribute membership satisfaction survey
Resources:
ASDA’s how-to guide for On-Boarding provides the membership team with sample materials for welcome packets, social media, national conferences and membership drives. Personalize your welcome letter.

Membership remittance serves as the avenue for processing ASDA members within your chapter through the chapter portal. Additionally, auto-enroll benefits provide a unique and helpful resource when discussing the transition with your administration. 

Apply for a Membership Outreach Grant to help fund your orientation to ASDA events.

Present the Value of Membership presentations for D1/D2 and D3/D4 students to promote the resources, education, leadership opportunities and benefits of ASDA. Share our recruitment videos with members.

Present the ADA transition presentation to fourth-year students as part of a Signing Day event to sign them up for ADA membership. 

Be knowledgeable on ASDA’s membership benefits and the value of membership to help members take advantage of the unique opportunities in ASDA. 

Learn new ideas from successful chapters by watching webinars from our chapter management series.
 

Legislative Liaison (LL)ThinkstockPhotos-100796574-capitol

The LL serves to inform members of local, state and national legislative issues of interest to dental students and the profession. Specific responsibilities include:

  • Organize grassroots initiatives including, but not limited to, ADPAC membership drives, meet and greets, Engage alerts, voter registration drives and lunch & learns
  • Educate chapter members on ASDA advocacy initiatives
  • Organize activities for Advocacy Month
  • Remain current on legislative issues that affect dental students within their state; communicate information to the chapter and the district legislative coordinator
  • Report chapter activities to the legislative coordinator as needed
  • Participate in or organize state lobby day
  • Develops annual chapter advocacy goals
Timeline:
January:
  • ADPAC membership year begins
  • LGN Special Event Grant applications
April:
  • ADA Dentist and Student Lobby Day
November:
  • Advocacy Month
Resources:
Read each issue of Advocacy Brief to stay up-to-date on national and state legislative issues. Share relevant stories with members.

Apply for the LGN Special Events Grant to get support for your chapter’s advocacy events. Submit ADPAC lunch & learn reimbursement form.

Use the Advocacy 101 template to create an advocacy-themed presentation for your members.

Watch the training video for new legislative liaisons.

Encourage members to use Engage to contact legislators about issues that are important to your chapter. Get in touch with your state dental society

Be familiar with ASDA’s current statements of position or policy and our key issues.

Invite members to view ASDA’s advocacy webinars. Think about incorporating one of these videos into a lunch and learn. 

Use the how-to guide on Chapter Advocacy to learn about successful events of other chapters. 

Looking for new ideas to implement advocacy at your school? Check out the Advocacy Track Program. For more inspiration, see how Ideal ASDA Gold Crown winners have implemented advocacy at their chapter in their Gold Crown Applications.

Thinking about getting more involved on the national level? Consider the Council on Advocacy.

Wellness ChairThinkstockPhotos-539453360-wellness

The wellness chair oversees all activities and initiatives for members focused on health and well-being. Specific responsibilities include:

  • Organize wellness events throughout the year for members
  • Sign up your chapter to participate in Wellness Month
  • Educate members about resources for all five dimensions of wellness
  • Encourage members to participate in monthly wellness challenges
  • Work with administration to ensure members are aware of all on-campus health and wellness resources
Timeline:
Monthly:
  • Encourage members to participate in the monthly wellness challenges
September:
  • Participate in ASDA Wellness Month
Resources:
Organize activities during ASDA Wellness Month. Encourage members to participate in monthly wellness challenges.

Get your chapter’s wellness initiative rolling with this How-To Guide.

Access the library of wellness webinars, and host a viewing party at a chapter event.

Looking for new ideas to implement wellness at your school? See how Ideal ASDA Gold Crown winners have incorporated it into their chapter activities in their Gold Crown applications.

Share your chapter’s wellness activities on social media using ASDA’s hashtag #BeWellASDA.

Fundraising ChairThinkstockPhotos-615104368-money

The fundraising chair manages all activities and initiatives that raise funds for the chapter or a charitable organization. Specific responsibilities include:

  • Organize the annual vendor fair, golf outing, auction or other events that raise funds for the chapter
  • Oversee sales of apparel, food, supplies or other items to raise money
  • Work with community service chair to identify charitable organizations to donate funds to
  • Contact local, regional and national organizations regarding sponsorship of events and lunch and learns
  • Coordinate lunch and learns with vendors
Resources:
Refer to the sample sponsorship documents for email templates about events, sample contracts, sponsorship levels and agreements. When you’re sending out emails to sponsors, use ASDA’s logo and letterhead templates to help make your chapters look polished and professional.

Check out the Fundraising how-to guide for a comprehensive look at building your chapter’s fundraising. It includes a breakdown about the different types of fundraisers you can hold as well as ideas for new fundraisers hosted by other schools. 

Use the Vendor Fair how-to guide to plan your first vendor fair or gain ideas to improve your existing event.

ASDA created a position paper on the importance of having lunch and learns that can be used as a resource when speaking with your administration about holding these events for students.

See how Ideal ASDA Gold Crown winners have been creative with their fundraising efforts in their Gold Crown applications.
Timeline:
January:
  • Deadline for Gold Crown Media Award applications
February:
  • Annual Session
May:
  • Download the Fundraising and Vendor Fair How-to Guides to start planning your fundraising events for the year
November: 
  • National Leadership Conference

Predental ChairThinkstockPhotos-99942855-predental

The predental chair is responsible for the promotion and management of predental membership and related activities. Specific responsibilities include:

  • Recruit predental members to ASDA and educate students about member benefits
  • Reach out to local predental clubs to promote ASDA Predental Month in October and other predental campaigns of the national office
  • Organize a Predental Day at the dental school and encourage attendees to join ASDA
  • Educate predental members on transitioning from ASDA predental to predoctoral membership
Resources:

Communications ChairThinkstockPhotos-486765084-communications

The communications chair oversees all efforts to communicate to members through the website, newsletters, social media, email and other means. Specific responsibilities include:

  • Create and maintain chapter website
  • Create and distribute chapter newsletter, either via print or electronically
  • Create social media pages for chapter to highlight events, news and share content from national ASDA
  • Work with committee chairs to communicate chapter activities and opportunities to members
  • Develop chapter logo and brand all events with logo, signage and/or banner
Timeline:
January:
  • Deadline for Gold Crown Media Award applications 
  • Apply for Chapter Technology grant
February:
  • Annual Session
July:
  • Use templates in On-boarding how-to guide to communicate with new first-year students
  • Plan content for first chapter newsletter
Resources:
Use the how-to guides for creating a website, videos, chapter newsletter and how to utilize free technology.

Download ASDA’s logo or templates for a chapter banner, letterhead and PowerPoint presentation. Find guidelines for using ASDA’s logo to create your own chapter logo.

Give this presentation to members to share the various communications that ASDA produces and opportunities to write for ASDA publications.

Refer to the On-boarding How-to Guide for template emails to send to new members.

Share content from Contour and Mouthing Off with members. Encourage members to contribute to national publications by writing articles or submitting photos.

Find new ideas by checking out the winning chapters’ newsletters, websites, social media campaigns, blogs and videos in their Gold Crown applications.

The Council on Communications is also a great resource with any questions related to communications.