MEMBERSHIP MANUAL

    INTRODUCTION

    This Manual is the product of the Membership Committee of the International College of Dentists (ICD) USA Section. It was approved and adopted for use by the Board of Regents on October 18, 2018 and updated September 10, 2021.

    Background: The ICD USA Section is guided by an “Applied Strategic Plan” (ASP) which sets five primary goals for the College as we move into the future. Each of these goals has multiple objectives, and all are related directly or indirectly to the USA Section’s membership member retention.
    The goals are as follows:
    1. Goal 1: We value our Fellows as our most important resource to achieve our mission; through our membership we are as diverse as our profession.
    2. Goal 2: We cultivate and support leadership development activities.
    3. Goal 3: We are the model for domestic and international dental service and collaboration with the goal of improving oral health globally.
    4. Goal 4: We have state-of-the-art effective internal and external communication using available media platforms to support our projects and activities.
    5. Goal 5: We maintain a secure financial position which allows us to achieve our strategic objectives.

    Each of these goals requires that the College maintain a strong membership base.

    The Applied Strategic Plan was designed to support the mission, vision, core values, and motto of the ICD USA Section.

    Mission:The USA Section of the International College of Dentists, as part of the preeminent honor society for dentists in the world:
    • Recognizes and promotes excellence in leadership with an emphasis on service.
    • Provides support to our Fellows and respect for our peers.
    • Addresses oral health needs and education throughout the world, and
    • Fosters an atmosphere of collaboration with those who share our values.

    Vision: To be the leading honorary dental organization serving others worldwide.

    Core Values:“INTEGRITY, LEADERSHIP, SERVICE”

    Motto: “SERVING OTHERS”

    In 2017, the Membership Committee was charged with the task of developing a strategy for the recruitment of new Fellows and the retention of current USA Section Fellows.   In May 2018, this strategic plan was presented to the Board of Regents in a document entitled “An Integrated Action Plan for ICD USA Section Membership Retention.” This action plan was specifically developed to support the goals of USA Section’s “Applied Strategic Plan” (ASP).

    It addresses the following questions relative to both recruitment and retention:
    • WHO is responsible for implementing this action plan?
    • HOW will the action plan be implemented?
    • WHAT resources are needed for implementation of this action plan?
    • WHO is responsible for monitoring the effectiveness of this action plan?

    Purpose of the Manual:The information in this manual serves two separate purposes:
    1. To provide concise instructions for Fellows who desires to sponsor a candidate.
    2. To provide detailed instructions for Fellows in ICD leadership who are responsible for implementing strategies for ICD USA Section membership retention.

    GUIDE TO USING THE MANUAL

    The information in this manual is divided into two Sections:
    Section I:This section includes Chapter 1 and is designed to provide concise instructions for ICD Fellows seeking information on “How to Sponsor a Candidate for Fellowship”
    Section II: This section includes Chapters 2, Chapter 3, and the APPENDIX. This section is designed for ICD leadership and committees and provides detailed information for implementing the Strategic Plan for Membership Retention

    Section I: Chapter 1: “How to Sponsor a Candidate for Fellowship” (Refer to this chapter for basic sponsor and nomination Instruction)
    • Prerequisites for Candidates for Fellowship
    • Sponsors online Nomination Flow Chart
      •
    • Step by step nominating Instructions
    Section II: Chapter 2: Strategic Plan for Recruitment of New Fellow (Refer to this chapter for a detailed outline of the ICD USA Section Recruitment strategy)
    • Identifying, Nominating, and Inducting Candidates
    • Annual Action Plan for Recruitment
    • Useful resources for Recruitment
    Section II: Chapter 3: Strategic Plan for Retention of Current Membership (Refer to this chapter for a detailed outline of the ICD USA Section Retention strategy)
    • Promoting “Value in Fellowship” for Retention of Membership
    • Annual Action Plan for Retention of Membership
      •
    • Useful Resources for Retention of Membership
    Appendix: This Manual’s appendix contains reference materials including forms, examples of correspondence, and background sources referred to throughout the document.

    Before you Begin: The Membership Committee would like to thank you for your service to the ICD. The ICD’s recruitment motto is “Share the Honor”. Please remember that one of your colleagues took the effort to ensure that you were recognized for your achievements and contributions. It is now your opportunity and privilege to “Share the Honor” with a deserving colleague. We hope this Manual is helpful as you exercise this privilege. The information in this Manual can also be found online at our Section website, www.usa-icd.org.

    CHAPTER 1: "HOW TO SPONSOR A CANDIDATE FOR FELLOWSHIP"

    This chapter provides the basic instructions for a Fellow who desires to Sponsor a qualified colleague for Fellowship. (This information focuses on the steps the sponsor takes in the nomination process, and has been presented here for easy reference. Chapter 2 will focus on the nomination process in greater detail.) The process is also shown in Figure 1. Step 2 “Nominating Candidates”.

    Any Fellow in good standing may “sponsor” a dentist within the USA Section for Fellowship.

    Prerequisites for Candidates: Step-by-Step Nomination Instructions:
    The nomination process is entirely electronic and the website will prompt you by email. 
    1. To start the nomination process, go to www.usa-icd.org  home page and sign in with your username and password. Click your name in the upper right gold bar to reach your landing page. (Contact Section Office if you need assistance creating your unique username and password.)
    2. Click on Nominate a Candidate for Fellowship Today! Then click Nominate a New Fellow.
    3. Add Sponsor letter of support and click submit.
    4. Deputy Regent receives email to Prescreen with approval of Screening Committee.
    5. If approved, Sponsor receives email to forward to another Fellow for second letter. 
    6. Sponsors will:  
      • Contact the candidate and indicate you would like to nominate him/her for ICD Fellowship.
      • Emphasize the “Honor” of Fellowship in the ICD
      • Refer candidate to our ICD webpage for further information:  www.usa-icd.org
      • Please inform candidates of the following:
        • There is an induction fee ($650) (that covers the actual cost of the induction event), and there are annual dues of $310 plus state dues as applicable.
        • There is an expectation of participation in and support of USA Section activities.
        • Candidate will receive an email with a link to complete the Candidate Information Form, CIF and download CV or resume.  The CIF is used to judge credentials for Fellowship and should be a thorough and accurate record of their achievements and leadership.
        • Final approval for Fellowship is by vote of the Board of Regents.
    7. When all items are completed (Sponsor Page, 2 letters of recommendation, and the Candidate Information Form), the system will forward these items by email to the Deputy Regent and then on to the appropriate parties for final voting.
    8. The Nomination Process must be completed online for each Candidate by May 15th.

    CHAPTER 2. “STRATEGIC PLAN FOR RECRUITMENT OF NEW ICD FELLOWS”

     Note: Some of the information in this chapter was covered in Chapter 1, but is presented again here in greater detail as part of the overall recruitment strategy. This chapter addresses the following:
    1. System for Recruitment of new Fellows
      2. Step 1. Identifying Candidates for Fellowship
      Step 2. Nominating Candidates for Fellowship
      Step 3. Inducting Candidates into Fellowship
    2. Action Plan for Recruitment of new Fellows
    3. Resources for Recruitment of new Fellows

    A. System for Recruitment of New ICD Fellows  
    Step 1. Identifying Candidates for Fellowship.
     This section contains information relative to the process of finding qualified Candidates in each District and Chapter. This process involves:

    Understanding the Qualifications used to identify new Candidates:
    Our Bylaws and Standing Rules specify the following prerequisites for Fellowship:
    (Bylaws, Article IV, Section 1.a., and in the Standing Rules, page 3)  As per the Standing Rules, a Candidate:
    • Must be a member of a national dental organization recognized by the USA Section Board of Regents (Click here to view the list)
    • Must be at least 5 years in dental career
    • Must be a graduate of an accredited dental school
    • Must be an active contributor to the dental profession and/or community
    • Must have high integrity and character
    These prerequisites are minimal guidelines.  The International College of Dentists is a leading honorary dental organization dedicated to the recognition of outstanding professional achievement, meritorious service, and continued progress of the profession of dentistry for the benefit of mankind. ICD Fellows include dentists who exhibit outstanding leadership in dental organizations at the local, state, or national level. Furthermore, our ICD Fellows demonstrate excellence through their accomplishments in the areas of humanitarianism, military dental service, dental research, dental publication, dental education, and community service. Our dentists support the USA Section motto, “Serving Others”, and they exemplify our core values of “Integrity, Leadership, and Service.” A Candidate for Fellowship should exhibit these same credentials.

    Note: If a Non-USA Section ICD Fellow wants to nominate a candidate from the USA Section, that Non-USA Section ICD Fellow must find a USA Section Fellow to sponsor the candidate and then the Non-USA Section Fellow can write a letter of support. 


    Step 2. Nominating New Candidates for Fellowship

    When qualified Candidates have been identified, the process of nominating these candidates for Fellowship begins. The Fellow that identifies a Candidate initiates the process by sponsoring the Candidate or finding another Fellow to do so. The nomination process is electronic and can be done completely on line through our website, www.usa-icd.org. The website will prompt the sponsor by email throughout the process. Sponsors should check their email often to track their Candidate’s progress through the system.

    The nomination process is shown in flow chart form in Figure 1, Step 2. This process is discussed in greater detail below. Please note the role of each of the following:
    • Sponsors
    • Deputy Regents
    • Screening Committee
    • Candidates
    • Regents
    • Registrar and Staff
    • Board of Regents
    Note: Although there are multiple steps to the nomination of a Candidate, the process is seamless and the next step is always prompted by email. The process has been simplified so that sponsors can easily nominate a qualified Candidate.

    The Nomination Process
    (With the Role of each Person in the Process)

    1. Sponsor logs into the Section website, www.usa-icd.org, and clicks on their name in gold bar (landing page). On the landing page sponsor clicks “My Candidates” and then clicks “Here to Start”. Website takes sponsor to the online “Candidate Sponsor Form." (Click Here to View Appendix - Item 1: Candidate Sponsor Form)
    2. Sponsor completes the “Candidate Sponsor Form” and clicks “Save”.
    3. Sponsor is then directed to the Candidate’s landing page to compose a sponsor letter directly on the website. A previously composed letter can also be uploaded to this site. When the letter is complete the sponsor clicks “Save”. Note: The candidate is NOT nominated until a sponsor letter is uploaded.
    4. Deputy Regent receives an email indicating that the sponsor has nominated a Candidate. That email prompts the Deputy Regent to prescreen the Candidate. The Deputy Regent may vet the Candidate or refer that process to a Screening Committee appointed by the Deputy Regent. After the vetting process is complete, the Deputy Regent votes “yes” or “no” to forward the candidate’s nomination. (Click Here to View Appendix - Item 3: Local Screening Committee)
      • If “YES”, click “Save”.
      • If “NO”, the Deputy provides reasons f or voting “no” and clicks “Save”. The Section Office is notified and may suggest remediation to the Deputy Regent or sponsor on behalf of the Candidate.
    5. Sponsor receives an email with the results of the prescreening. If the Candidate’s nomination was approved, then the sponsor is given a link to the Candidate and is instructed to take the following steps:
      • Contact the Candidate and explain that you would like to nominate him/her for ICD Fellowship.
      • Emphasize the honor of Fellowship. (You are “Sharing the Honor.”)
      • Refer the Candidate to our ICD webpage for further information on the ICDwww.usa-icd.org.
      • Inform the candidate that there is an induction fee ($650) (this covers the actual cost of the required induction event), and there are annual dues of ($310) plus state dues determined by the state.
      • Emphasize that the Candidate is expected to participate in USA Section activities.
      • Forward the Candidate the link provided in this email requesting them to complete the Candidate Information Form (CIF). Stress to the Candidate that the CIF is used to judge their credentials for Fellowship; therefore, the CIF needs to thoroughly represent their accomplishments. (Click Here to View Appendix - Item 4: Candidate Information Form (CIF)) & (Click Here to View Appendix - Item 5: Helpful Tips for Completing the Candidate Information Form)
      • Forward the same link to an ICD Fellow who can attest to the Candidate’s qualification asking for a second letter of recommendation. The Fellow clicks the link and must LOGIN to proceed. The letter can be typed in the box provided or a pre-written letter can be uploaded. Be sure to click “Save”.
      • The Board of Regents will vote on their final approval for Fellowship. Each Regent may not know the candidate personally or by reputation and their decision will be made on the basis of the CIF and letters of recommendation.
    6. Candidate goes to website and completes the CIF. If not completed in one sitting, Candidate can click “Save Draft”. The website automatically sends an email with a new link to allow candidate to finish later. When completed, click “Submit”.
    7. Deputy Regent receives an email with completed CIF, the sponsorship letter, and the second letter of recommendation and votes whether to forward the nomination and clicks “Save”.
      • If “YES”, the candidate’s nomination is forwarded to the Regent for approval.
      • If “NO”, the Deputy Regent gives reasons for that decision and clicks “Save”.
        • The Section Office will respond to the “no” vote as outline in Step 4.
    8. Regent receives email prompting a vote on the Candidate.
      • If“YES”, click “Save” and the Candidate’s nomination is forwarded to the Section Office and Registrar for review.
      • If “NO”, the Regent gives reason(s) and clicks “Save”. In accordance with the Bylaws the process of the nomination will stop here. The Regent may confer with the candidate’s sponsor and Deputy Regent to determine if additional information could change the Regent’s vote. If the Regent can change their vote to “yes”, the Section Offices can then refer it to the BOR for a final vote. If the “no” vote cannot be remediated, then the Regent instructs the Registrar to send a letter to the Sponsor indicating that the Candidate has not been selected for Fellowship at this time.
    9. Section Office and Registrar review all approved Candidate forms to determine that they are in order, and sends those forms to all of the Regents (with the exception of the Regent who has already approved of the candidate from their district) for a final vote.
    10. Board of Regents: Each Regent votes on all Candidates from every district, and clicks "Save”.
      • “ If the candidate receives a unanimous “YES” vote, the Candidate is approved for induction. However, induction at the Convocation is required for Fellowship, except under extraordinary circumstances and with approval of the Board of Regents.

      In accordance with the Bylaws:
      • If the candidate receives one “NO” vote from the Board of Regents then the process is stopped and the CIF is returned to the candidate’s Regent for remediation or withdrawal.
      • If the candidate receives two or more “NO” votes then the CIF is sent to the Membership committee whose decision is binding.
      • If circumstances should arise in a Chapter that a prospective candidate cannot gain approval by the above-outlined procedure, it shall be the prerogative of the members of the Chapter to file a petition for a hearing with the Board on this individual. The petition must state the reasons why the prospective candidate should be approved, qualifications for membership, and be signed by three-fourths (3/4) or fifteen members, whichever is less, in that Chapter. Any decision of the Board in regard to such a petition shall be binding on all parties involved.
    11. Section Office verifies that candidate is in good standing with a national dental organization recognized by the USA Section Board of Regents.(Click here to view the list)

    Nomination Process is Complete


    Step 3. Inducting New Candidates into Fellowship
    1. Pre-Induction:
      • After the Board of Regents has approved a Candidate’s nomination then the Registrar sends the Candidate a congratulatory letter with the following pre-induction instructions. (Click Here to View Appendix - Item 6: Congratulatory Letter to Accepted Candidate)
      • Once the Section Office receives those items the Candidate is scheduled for induction.
      • Note: If the Candidate is not able to attend the next convocation, s/he can notify the Section office that s/he would like to defer to the subsequent convocation. This deferment can only be granted three times. When an approved candidate postpones induction in the ICD USA Section for more than three consecutive years, s/he forfeits further induction in the college. The induction fee will not be returned. For an extreme reason, the person can be offered one more opportunity with the approval of the Membership Committee.
    2. Induction: The purpose of this step in the recruitment process is to emphasize the honor being bestowed on the Candidate. “Being admitted into the Fellowship of a professional organization of distinction is one of the most significant experiences of a person’s vocational career. In the profession of dentistry, such reception signifies that through devoted service and high ethical standards s/he has brought honor to the profession and that, in return, is being honored by that profession.” (Excerpt from Induction Ceremony) The ICD makes every effort to ensure that the Candidate’s induction is memorable and auspicious. The induction process takes place each fall, and is designed to be the first of many experiences contributing to “Value in Fellowship.”

    Steps in the Induction Process

    1. Fellowship Orientation Program (FOP). The Dr. George D. Selfridge Fellowship Orientation Program is held the day before the Fellowship Convocation program. The purpose of the FOP is to welcome the new Candidates to be inducted at the convocation. The “Honor of Fellowship” and opportunities to serve are emphasized through remarks by the USA Section President and USA Foundation President. An honorary keynote speaker challenges the new Fellows with a presentation on a topic highlighting the College’s motto, “Serving Others”. The USA Section Vice President presents the “Charge to the Candidates”.
    2. FOP Reception. The Candidates and their families are invited to a wine reception on their behalf held immediately following the FOP. The Candidates gather by districts and are greeted and congratulated by the Regent, Vice Regent, and Deputy Regents from their district. Exhibits for ICD USA Projects are also on display for the Candidates.
    3. The Richard and Barbara Shaffer Convocation. This is the highlight of the Candidate’s experience as they are inducted into Fellowship in a ceremony fitting of the honor being bestowed. The Candidates are led into the convocation hall by the Regent of their district. The Candidates are greeted by the President-Elect and they receive a charge by the Section President.A keynote speaker challenges the Candidates and then the induction ceremony begins. Each Candidate is called to the podium to receive their Fellowship Key, Certificate of Fellowship and ICD lapel pin from the USA President. At that moment the Candidate enters into Fellowship.
    4. The ICD USA Section Dinner Dance Program. The evening of the Convocation culminates in a formal dinner and dance given on behalf of the new Fellows and their guests.
    B. Action Plan for Recruitment of New Fellows
    This Action Plan is a 12 month cycle from the end of one convocation through the next convocation. This can be considered an “ inductee class cycle”. The table below provides the following information for those involved in this process. C. Resources for Recruitment of New Fellows
    In addition to this Manual there are resources available to facilitate the implementation of the recruiting process. These include, but are not limited to:
    1. Database:
      1. ICD USA Section Membership Database:Currently provides the following capabilities:Editorial note: The new membership data base system will hopefully include:
        • Capability to generate District and State email lists without Staff interface
        • Capability to provide phone directory for all Fellows
        • Capability to interface with word processing software such as WORD or PAGES to allow authorized individuals to use a mail merge to generate a personal snail mail letter to a group of Fellows using access to the database through the website.
        • Capability to generate mailing labels through the website
        • Capability to generate data queries through the website. (This will be discussed further in the section on “Membership Retention”.)
        • Capability to provide data as needed for the annual Membership Committee report. (Proposed format for that report in Appendix, Item 16 & 17)
          • Information that can be accessed by Members through the website:
            • Fellows by State
            • Fellows by District
            • Fellow’s individual information:
              • Member ID number
              • Email address
              • Spouse’s name
              • Year inducted
              • Membership type
              • Mailing address
              • Telephone number
              • Fax number
          • Information that can be accessed by Staff at Section Office (available to recruiters upon request)
            • Roster—Email lists for Districts, States, Chapters
            • Data for Districts, States, Total Section
              • Number of Fellows by category
              • Number of Fellows by age
              • Number of Fellows by years in College
              • Number of New Fellows per State/District
        b. ADA Database /Health Policy Institute: www.ada.org/media/HHPI provides:
        • Number of practicing dentists in each state 2001-2018
        • Demographics of practicing dentists: age, gender, ethnicity.(This information is useful in setting recruitment goals. The goal for the total number of recruits for the College can be proportionally divided to determine the goals for each District and State.)
          1. Email: Much of the communication relative to recruitment can be effectively handled through email. Each Regent and Deputy Regent should understand how to use an email blitz from an Excel email list provided by the Section Office. At the time of this writing it is straightforward on a PC; however, Mac users can expect difficulty trying to use the Excel email list to populate an email using Apple Mail. (Editorial note: As suggested earlier, the new software would ideally allow those with access to generate both email and snail mail lists through a link on the website for correspondence purposes. Once this process is established, instructions for its use will be listed in the Manual here.)
          2. Snail Mail: The Membership Committee recommends the use of snail mail when soliciting Fellows to recruit Candidates. With the predominance of email communication currently, snail mail is more personal and effective for this purpose. (See appendix sample letters, page 48 & 66)
            3. Editorial notes:
            • As mentioned earlier, it would be ideal if those with online access to the new data base software could merge that data with word processing to generate personal snail mail letters and mailinglabels for recruiting purposes.
            • Once that capability is realized, the Manual for recruitment would include instructions for performing a mail merge with the membership database.
            • Until the new database software is in place, the Membership Committee will work with the Registrar, the Treasurer, and the Staff to determine the work load and financial implications ofhaving the Staff assist the Regents and Deputy Regents in sending out letters for recruitment (andretention) purposes. The Membership Committee proposes that the Regents and Deputy Regents compose the letters and email a copy to the Section Office. The Staff would use a mail merge to personalize the letters to constituent Fellows and then return them to the Regents and DeputyRegents with mailing labels. Postage would be at the expense of each District or State.
          3. Newsletters and Publications: All existing newsletters at the College, District, and Chapter level can be used to solicit Fellows to sponsor qualifying candidates. “Share the Honor.”
          4. ICD USA Section Website: (Editorial note: The current website is an important recruitment tool. The new membership data base system will be paired with a new website. That website has the potential for being the single portal necessary for all the information relative to recruiting Candidates.)
            5. The current website provides recruiting information on two levels of access.
            1. Accessible to all Fellows:
              • Via “Members” Menu
                • opens names of Fellows by District/State
                • opens access to Fellow’s personal profile
              • Via “New Fellow Process” Menu—0pens access to Manual (Editorial Note: needs to be in place after Manual is approved by BOR)
              • Via “About Us” Menu—opens “Governance” which opens “Section Office” which provides names and contact information for the Registrar and Staff.
              B. Accessible to Leadership with password authorization (Officers, Regents, Deputy Regents) Opens “My Workbench” Bar, which Opens “Candidates”—allows access to monitor:
              1. Archived CIFs
              2. Archived Sponsor Letters
              3. Sponsors of Current Candidate
              4. “Candidate Status” for a selected District
                • This important recruitment tool facilitates monitoring the progress of candidates as they move through the candidate nomination process.
              5. Membership Committee Archives: “ An Integrated Action Plan for ICD-USA Section Recruitment and Retention.”
          1. “Share the Honor” VIDEO is a powerful tool for presentations at ICD functions to encourage recruitment. The video can be viewed on our website by CLICKING HERE

    CHAPTER 3. “STRATEGIC PLAN FOR RETENTION OF ICD MEMBERS”

     All the goals of the USA Section Applied Strategic Plan have objectives that call for a strong membership base.  This base requires optimum retention of current membership.  With that in mind, it is imperative that USA Section effectively minimize membership attrition.

    Developing an operational strategy for membership retention is more complex than developing a strategy for membership recruitment.  This complexity is due to the fact that all attrition (except for death) is related to a member’s “perceived Value in Fellowship.”  Each Fellow has his/her own personal reasons for continuing or discontinuing Fellowship.   

    This chapter discusses the following:
    1. Promoting “Value in Fellowship” for Retention of ICD Membership
    2. Action Plan for Retention of ICD Membership
    3. Useful Resources for Retention of ICD Membership

    1. Promoting “Value in Fellowship”
      2. Value in Fellowship can take many forms. These may include, but are not limited to:
      1. Opportunities for “Serving Others”
      2. Honor of being an ICD Fellow
      3. Prestige among one’s peers
      4. Recognition of ones’ professional career
      5. Opportunity to meet dentists from other countries
      6. Opportunity to travel to international meetings
      7. Opportunities for continuing education
      8. Opportunities to interact with other esteemed dental professionals
      9. Attendance to the ICD Convocation with a Keynote speaker
      10. Attendance to the FOP reception
      11. The Key – our annual journal
      12. Monthly Key Notes via email
      13. Leadership Bibliography
      14. International and Domestic Humanitarian projects with an interactive map
      15. Access to our membership database
      16. ICD resources to assist with District projects
      17. Web Continuing Education
      18. Volunteer Seminars online
      19. Mentor and connect with extraordinary dental students
      20. Leadership opportunities
      21. Apply for grants for humanitarian projects
      22. Leave a Legacy
      23. Being a part of an organization that has a global impact on oral health
      Establishing an environment in which Fellows can find “Value in Fellowship” is a duty of every leader and every committee in the USA Section.  It is beyond the scope of this manual to discuss these duties in detail.  Figure 3 shows the key groups and individuals with those duties primarily related to retention.  References are listed for the source of those duties.
      A detailed discussion of these duties and the Membership Committee’s recommendation relative to those duties can be found in the document, “An Integrated Action Plan for ICD USA Section Recruitment and Retention”. This document is filed in the archives of the Membership Committee.

    2. Figure 3: Responsibilities Relative to Establishing "Value in Fellowship"

    3. Action Plan for Retention of ICD Membership

    4. Resources for Retention of Membership

      • Many of the resources discussed in Chapter 2 under “Useful Resources for Recruiting New Candidates for Fellowship” are employed in the process of retention of member. Because most associations recognize membership surveys and membership databases as the most important tools in the retention of their membership, this section will focus on those two resources.

    1. Membership Surveys:  A survey can be useful for assessing ICD member’s perceived value in Fellowship in the College.  This perceived value translates into retention.  Surveys are generally conducted using a questionnaire.  Surveys are the act of gathering information and analyzing that information.  A questionnaire is the tool used to gather the information.  A survey can be conducted over the whole population of a group (general survey) or directed at a specific population in a group (targeted).  The membership committee recommends that both types of surveys be conducted as needed to determine factors contributing to attrition and actions necessary to improve retention.


    • Conducting a survey properly is important and attention needs to be given to the following:

      • Proper development of the questionnaire questions
      • Proper order of the questions
      • Appropriate number of questions
      • Length of time to complete the questionnaire
      • Dissemination of the questionnaire
      • Ease of returning the completed questionnaire
      • Ability to statistically analyze the responses to the questions
    Because this is a field of behavioral science, the Membership Committee recommends that these surveys be conducted with the assistance of an online survey service such as “Survey Monkey” or “My Points”.

    In 2014, a “targeted survey” was conducted. That survey was entitled “2014 USA Section Survey of ICD Fellow Inductees in the Past 10 Years.”  The results of that survey can be found on the Section website under “Who We Are”. (Click here to view Appendix, Item 22) Note:  The significant findings from 2014 would indicate that the majority of Fellows (67%) inducted within the last 10 years believe the primary “Value in Fellowship” is the “honor of being recognized for Fellowship.”

    In 2018, the College conducted a “general” survey of the whole membership. Specific questions were designed to determine what “value” ICD Fellows placed in membership.  In other words, what do Fellows value enough to continue their membership in the ICD.  The results of this survey can also be found in Dr. Margaret Culotta-Norton’s report, dated September 7, 2018.  (Click Here to View Appendix Item 23)  

    The College also routinely sends an “Exit Survey” to all Fellows who do not renew their membership as part of a “Regret” Letter. This “targeted” survey is to help the College understand the reason for each case of attrition. (Click Here to View Appendix Item 21)

    B. Membership Database:  Databases were discussed in Chapter 2 as a useful resource for recruitment of Fellows.  A powerful membership software package is also imperative for assessing and acting on membership retention.  The College needs to be able to accurately measure both membership retention and attrition.  The USA Section database should have the following capabilities relative to membership retention:
    1. Capability to access the database (on a read-only basis) through the Section website.  This access would allow Regents and Deputy Regents to access data in order to determine trends in membership attrition.
    2. Capability to do a mail merge using the database through the Section website in order to create personalized letters to constituent Fellows for the purpose of maintaining the relationship between the College and the Fellows. These letters could focus on Fellows with profiles that indicate they are likely to leave the ICD.
    3. Capability to calculate the following formulas that evaluate attrition.
      1. Retention Formula—What percentage of members do you retain each year?  % Retention = (# of membership accounts at the end of the previous year minus # of non-renewals at the end of the current year divided by (# of membership accounts at the end of the previous year x 100).
        2. For example, if 1,040 out of 1,300 members renew, your retention rate is 80%.
      2. Loss Formula—What percentage of members drop out each year?  The inverse of formula # 1:  % Loss = (# of dropped members divided by # of membership accounts at the end of the previous year x 100).
        For example, if 260 members out of 1,300 members do not renew, your loss rate is 20%.
        Source: www.hightperformance.com
    4. Capability to provide data for the annual Membership Committee Recruitment and Retention Report. That report will used to recommend strategies to the Board of Regents relative to membership retention. (See proposed format for that report in the Appendix, Items 15 & 16)
    D. Transferring Membership from Another Section

    A Fellow from another Section who lives and practices in the United States can request to transfer membership to Section 1. After their ADA membership is confirmed, the Section Office staff would inform the College that we are accepting the member as a Section 1 Fellow. The Fellow would pay dues (pro-rated if they join mid-year).