If you choose to have the member/parents pay for the national dues, an email will be sent to them with a link for them to follow in order to submit payment. After payment has been accepted, the DC/CA will be emailed a notification letting them know which member has been paid.
What if a members/parents email chosen to receive renewal information is no longer valid or they deleted the old one?
The DC/CA may log in again, update the email (if necessary), and resend the needed notification.
What information will the RS receive about members who renew online?
During the renewal process, the DC/CA will have the opportunity to update members’ certificate level. A weekly email will be sent to the RS with a listing (by club/center) of members whose level was changed.
Once payment for National dues has been made for a member the RS will receive an email notification (sent weekly) of which members (by club/center) have been renewed.
For change of address/contact information made by the parent/member, the RS will be able to request to receive this information.
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How will we handle our few members who do not have any access to computers or e-mail or are unwilling to submit on-line payment?
For those members who will not be able to renew online, you will leave their email address fields blank, mark them for renewal, and give the member a hard copy of the application form to be completed and returned in the manner as before. The DC/CA will be responsible for sending in the hard copy. The November 15 deadline for renewal without a late fee applies to ALL National renewals received by mail.
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What happens if members that pay their National Dues, but have not paid their Club/Center and Regional Dues. In the past the National, Region and Club/Center have all been paid at once.
If national dues are paid (either by the club or by a parent/member) before regional and club/center dues, then in compliance with Policy 1002 the member is not in good standing and may not participate in Pony Club activities in 2013 until these dues are also paid.
If the parent/member is to pay the National dues online, and they have paid the regional and club/center dues to the club/center, but have not yet paid the National dues, then, again in compliance with Policy 1002, the member is not in good standing and may not participate in Pony Club activities in 2013 until the National dues have been paid. (Remember the DC/CA will receive an email as to when the membership has been paid.)
If the club is going to pay for the national dues for their members, they can choose to pay for only those members for whom you have received club, regional and national dues. The DC can then mark those who have NOT paid the club to be sent an email that the parent/member has to submit payment for National Dues. There are NO refunds of National dues.
If the club is going to pay for the national dues for your members, you can choose to pay for only those members for whom you have received club, regional and national dues. Once club and regional dues have been received for those stragglers, the DC can go back in and mark those members as approved and then submit payment for them.
Remember there is a longer period of time to renew members on line without the late fee (online deadline renewal is December 31). The DC/CA can wait until you have everyone’s payment who is going to renew before paying the National dues or sending the notification to the parent/member to pay the dues.
PLEASE REMEMBER: The late fee deadline for any membership submitted through a hard copy is November 15.
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Once the paperwork is completed/updated, will a copy be available of the renewing members?
YES! As always, the DC/CA or an RS may request a Membership Roster (either in a PDF or Excel file) which will show the current members, their contact information, parents’ information, certifications on file with the National Office and the date their membership expires. If they are a prorated member or have renewed their membership for 2013, the renewed through date listed will read 12/31/2013.
In addition, once a member has renewed, they will be removed from the list of eligible members to renew for your club/center. So you can always log in and see who still has not renewed and send them an email reminder if necessary.
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Why is the deadline for the year-end club/center packet not also extended to December 31?
At the beginning of September every year clubs and centers are sent an envelope FULL of forms. This envelope actually contains two separate "packets.” One is for memberships of the youth, and one is for the business of your club/center. Because these items are mailed together there is the tendency to think of them as one entity, and because at their Annual Meeting many clubs have everyone in one spot, they will do the bulk of their memberships along with the rest of the year-end business. And that’s okay and will still be okay with the online renewals. (See the question about not what happens if not all dues are paid above.)
The extension of the deadline to December 31 with no late fee for the online membership renewal is one way for the National Office to 1) acknowledge the time being saved by the National Office in processing an online renewal versus a hard copy renewal; 2) allow for a bit more breathing room for clubs/centers to wrap up their other business that needs to be completed by the November 15th deadline; 3) allow for those stragglers (every club/center has one) to get their renewals done without holding up the rest of the memberships and then having to play chicken with the November 15th postmark date!We are looking at ways to streamline the Annual Meeting Club Packets as we go to the new database, but this year we are not able to make any changes. In addition, the year-end club/center paperwork directly ties into the work and assessments that the RSs must complete and send to the National Office by November 30.