What happens after I send my dues to ADAA? When will I receive confirmation and a new member or renewal kit?

In order to help you understand the member and renewal dues processing system at ADAA, we have compiled the following time-line for membership processing. ADAA has recently completed an entire system conversion and updated many membership processes in an effort to better serve your needs. Thank you for your support and understanding.

Renewals

If you are renewing your membership and submit your check or credit card payment in the envelope provided, your renewal will follow this path:

* Your renewal payment comes to Central Office for processing and is entered into ADAA's database on a first-come, first-served basis. During peak times this can take up to two weeks.

* Membership information is then collected and your membership card and/or certificate is created. Central office generally needs 2-4 weeks to create the card, and then it is mailed to you.

Your membership card should arrive within 4 weeks of ADAA receiving your payment.

New Members

The process is similar for new members of ADAA. The processing time is the same as for renewals, and new members should receive their membership card as well as a new member packet within 4 weeks of application and payment.

Please note that the processing time is substantially delayed for incomplete applications. Some examples:

* Incomplete payment

* Incomplete required information (address, name, etc.)

* Nonpayment of constituent or component dues

* Incorrect address

* For renewing student members, schools must sign off on the student's renewal invoice

Semi-Annual Payment Plan

This is the same for renewals or new members; your first check or credit card payment is applied when you send your renewal or application (one half of total dues plus a $5 service charge and a one-time $10 insurance charge). Your new card will show your six month expiration date. Your next half-year payment which does not include a service charge or insurance charge will be billed to you prior to the new expiration date printed on your new membership card. At the end of the second six month cycle of your membership, you will be billed for a full year and given the option of a half-year payment. When paying for six months, the date six months forward becomes your expiration date and this is the date on your national record and that which is sent to your state.

Note: A special payment plan is being introduced for students converting to Active Member status and is described in this issue's Association Bulletin (page 32).

Your membership card should arrive within 4 weeks of ADAA receiving your payment.

If at any time after submitting your renewal or application and before receiving your membership card you should require proof of membership to attend a function or to apply for member benefits, you may call Member Records at 312-541-1550 x 213. Proof of membership verification can be mailed or faxed to you: Please have date of cancelled check or date charged to credit card available. If payment was submitted and you have not received anything within 4 weeks, call the office at 312/541-1550 x 201.

Relationships to State and Local Components

As a new member, your name is added to a monthly report of new members which is sent to the state Roster Recipient and Trustee designated to receive this roster. Your future expiration date is included.

Similarly, when you renew your membership, your name is listed along with your new expiration date and this list is sent monthly to your state regardless of whether you pay a full or half year.

States Receive The Following Reports Monthly:

(one line, no phone numbers)

* New Members/students

* Renewed Members

* Rebate Report

* Past Member Report--If you fail to renew your membership, after a period of 3 months your name is moved to the past member file. You will no longer be billed after the 3rd invoice and will become a past member. State Roster Recipients and Trustees receive this report monthly (State Presidents receive it quarterly).

Quarterly Report

* X-Ref List--includes your address, telephone number, e-mail and, for Fellowship enrollees, clinical pathway.

              ISSUE                            EXPLANATION

I did not receive my card within    * Incorrect/insufficient address
4 weeks.                              or returned mail
                                    * Payment was not complete/
                                      received
                                    * Check to make sure it has been
                                      billed to your account; if so,
                                      call office with date billed

My charge card has not been         * Payment was not received in
charged for membership.               office
                                    * Incorrect credit card number
                                    * Credit card declined
                                    * All credit cards are processed
                                      on Thursdays of each week

Why didn't I receive a bill?        * The database is designed to
                                      send 3 bills; after the last
                                      bill is sent, the
                                      system does not rebill
                                    * Record type is "past member"
                                    * Incorrect address/return mail

How many bills are submitted?       * For January billing, a bill is
                                      first sent in November, 2nd
                                      bill is sent in December, 3rd
                                      bill in January; this same
                                      procedure applies to all months

I did not receive my journal.       * Journals are sent to all active
                                      members and journal subscribers
                                    * Call our office to verify we
                                      have current/correct address
                                      information

I received my card but the          * Your payment is applied to the
expiration date is incorrect.         invoice number on your bill
                                    * Your membership has an
                                      outstanding balance on a
                                      previous invoice
                                    * Call our office with date of
                                      cancelled check or date payment
                                      was charged to credit card

Who gets my information after I     * An updated list is sent to the
join/renew?                           State Roster Recipient and
                                      District Trustee by the 15th of
                                      the following month

How do I get information about      * It is included in your renewal
other ADAA benefits?                  package or New Member kit

If I am a member of DANB am I       * No, we are not affiliated with
also a member of ADAA?                DANB

If I have a question regarding my   * Contact the data entry
membership, who do I contact?         coordinator at 312/541-1550 x
                                      213 or e-mail
                                      [e-mail];
                                      if further assistance is
                                      required call x 201 or e-mail
                                      [e-mail]
                                    * Please have your ADAA
                                      membership information
                                      available

Cathy Roberts, FADAA, serves as ADAA's Vice President and is office manager in the practice of J. Keith Roberts, DDS, Bloomington, IN. She co-chairs ADAA's Council on Member Services.