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Membership Renewal for NYLA members is rapidly approaching! As this will be the first renewal in our new database, we want to make sure our members are provided all necessary information to complete this process with minimal stress and frustration. We strongly urge all members to review this information in its entirety. Below we have compiled a list of FAQs that will assist our membership with the renewal process. While we have compiled this list from questions already received, anyone with questions about renewal or membership can reach out to Lauren Hoyt at [email protected].
Where do I find the renewal form?All eligible members are sent email communications that include the renewal form link. For organizational members, this communication was sent to the email listed for your organizational membership. This will not be sent to the Key Contacts profile. Please note to open the renewal period for all members, our system creates an automated invoice in each current member's profile. This invoice is based on the previous year's membership selections. This invoice cannot be changed or customized if paid for. All members should use the link provided in your renewal notification to submit the renewal form so they can customize their membership selections for the current year. This includes changes to member type, profile contact and demographic information, included member information, unit selections, donations, etc. Do I need to renew the same member type?Members will be provided the full list of member types available for selection in their renewal form. If your member type has changed, you are welcome to select a new member type. Members who are looking to renew for one (1) membership should not select an organizational membership option. They should choose a personal membership option. Organizational memberships are for multiple memberships within one organization. NYLA does not "police" our member types. While we do encourage members to select the appropriate member type, we also advise members to make selections based on what works for themselves and their organizations. If an organization wishes to purchase several personal memberships instead of an organizational membership, we are happy to provide that option. When will open renewal launch?Open renewal will launch the week of April 14th. As the office must work with our current platform support team to launch, we cannot provide the exact day renewal will go live. How long do I have to renew?Members will have approx. 45 days to renew in the system and should renew by the May 31st membership expiration date. Profiles will remain in an active membership status until this date. What renewal communications will members receive?Members are setup in our system to be provided a total of four reminders to renew their membership. If no renewal occurs, members are then reminded that they will have their member profile graced for 30 days. If no renewal is completed during the grace period, members will be notified that their profile has lapsed. What if I do not renew by the expiration date?Member profiles that have not renewed by May 31, will be placed in a “Graced” status. While all functionalities will remain, graced members will have until the grace period is over to renew. NYLA offers a 30-day grace period for all members. If I become a lapsed member, do I need to start a new member profile and join the organization again?No, if members do not renew by the end of the grace period, these profiles will be give a "lapsed" status and revert to user profiles. Members can still use their profile to complete available forms in the system, however they will no longer receive member benefits. These profiles will require renewal to have membership status attached. Can I renew into the 2025-2026 membership year?Yes, members can renew into the following membership year. We strongly encourage all members to renew during the open renewal period, as they will receive their full year of membership. Members who renew into the membership year will not be prorated for their membership fee. NYLA only offers a 6-month prorate for individuals joining the organization. Members will be required to renew at the full membership rate to be made active. How will I know I am able to renew?Renewal will be activated in each current member's profile and a communication will be sent to each member containing a link to that year's renewal form. Please note members who have an outstanding invoice from previous membership years will not be allowed to renew for the upcoming year. Members must pay their outstanding invoice and contact the office in order to be able to renew.
Who can I contact with any renewal questions?Members can contact Lauren Hoyt, Director of Association Operations, with any renewal questions at [email protected]. We strongly recommend contacting the office with questions prior to completing any interactions with the system (profile information, forms, etc.)
Do I need to submit a renewal if I am an included member of an organizational membership?Included members of organizational memberships do not need to complete a renewal form to renew. The Key Contact for each organizational membership is responsible for renewing all included members of their membership. Anyone interested in being added to an organizational membership should contact the director of their organization for more information. How do I change the included members in my organizational membership?Included members can be edited in any organizational membership renewal form. The third page of the form provides a list of current included members within an organizational membership. Each member name tab can be expanded by clicking on the arrow on the right side of the tab. The Key Contact can edit the following for each included member:
We strongly recommend Key Contacts finalize all included member information before completing their renewal form. Once a form is submitted, Key Contacts will be required to email the NYLA office to make any changes to their included members. Please note all contact and demographic information noted within member profiles is the responsibility of each member. We recommend Key Contacts confirm renewal and membership status with their included members and encourage them to access their member profiles and complete any missing profile information.
Do members need to renew their NYLA membership to participate in NYLA units?Yes, all members who wish to participate in units are required to renew their NYLA membership annually. Members cannot join a unit unless they have membership that is up to date. How does renewal for NYLA Units work in our new database?NYLA unit fees are not recognized by our new database as a "membership dues." Units are set up as groupings that members are added to when we launch open renewal, approx. 45 days before the May 31 membership expiration date. Since our units are set up as groupings, this feature does not provide an automated system for tracking membership status, expiration dates, or member removal. Due to these reasons, NYLA staff will remove all members from their existing units the day prior to launching membership renewal. In order for members to remain active in their units, they must renew their membership. All units will receive a list of their current members and their email contacts so that they can encourage members to renew by the membership expiration date. We understand that this may require units to adjust their annual timeline as they become accustomed to the new features of our new system. Members and units are able to reach out to the office for any assistance with navigating this process.
Why do I see a renewal invoice in my member profile if I did not submit the renewal form yet?To open the renewal period for all members, our system creates an automated invoice in each current member's profile. This invoice is based on the previous year's membership selections. This invoice cannot be changed or customized if paid for. All members shoud use the link provided in your renewal notification to submit the renewal form so they can customize their membership selections for the current year. This includes changes to member type, profile contact and demographic information, included member information,unit selections, donations, etc. Where can I find a copy of my membership invoice?Once members submit their renewal form, an invoice will be created in their member profile. To access this invoice, members can login to their member profile and click on the My Profile wording located beneath their welcome banner. Once on this page, members can find the Invoices tab located in the top menu. The Invoices page will contain all invoices created in that member profile. Clicking on an individual invoice number will allow each member to review, print, download, and pay any invoice. The payment link provided can be sent to any billing entity to complete payment. Organizational membership invoices can be found in the Key Contact's member profile. Key Contacts should look within the My Organization tab located on their My Profile page. What if I cannot pay my invoice by the due date?While we encourage all members to pay their invoices by the due date listed, we understand there may be extenuating circumstances that prohibit this. We appreciate all members getting payment finalized as soon as possible. If payment will be delayed due to approval, budget timelines, etc. we kindly request an email to the office providing the estimated date of payment. Automated payment reminders emails will be sent for all open invoices within a member profile until payment is received. Do I need to include anything with my payment?Checks must include a copy of the invoice or invoice number in the check memo/description area when sent to the office for processing. Checks sent without invoice information may be returned. Can I use a PO as payment?NYLA does not accept POs as a form of payment in our database. While we understand many members need to use a PO to get approval for their fees and get invoices paid, we do provide a bill later option during check out that will allow a member to submit a form in our system to create an invoice for payment. This is the Invoice Me option. Once selected, members can input an email address where they would like their invoice sent. Please note while NYLA allows payment to be completed by alternate billing entities, our system recognizes each profile member as the billed party responsible for paying the invoice. Our system does not allow us to change this. If an alternate billing entity is required for an invoice to be paid, a request must be sent to the office at [email protected]. Sending PO information to the office is not required and will not be reviewed by the office unless a request for invoicing is included. Can I cancel my membership if I do not wish to renew?While we encourage all members to annually renew and maintain an active membership with the organization, NYLA will provide all members the ability to cancel their membership until June 30th of each year. Cancellations must be emailed to [email protected] to be processed in the system. All invoices following that date will require payment. Will my membership become active instantly?Payment (credit card, check) are required for all memberships to be made active. Personal members who provide a credit card for payment will have their member profile made active with form submission. Personal members who are invoiced will require payment to be processed in their profile for their membership to become active. Organizational memberships will be placed in a "pending" status following the submission of a renewal form. The office will review all submissions and make sure all included members are added/removed successfully. Organizational members who paid by credit card will have their membership reviewed and made active within 2-4 business days. Organizational members who create an invoice will require payment to be processed by the NYLA office for their membership to be made active. Are there alternate ways I can renew my NYLA membership?Currently NYLA requires all members to complete an electronic renewal form and submit it within our database to renew. Members who send money and printed paper renewal forms will not have their membership processed, as an invoice number is required for all payments to be processed. Checks will be returned to sender. Is there anything members should do once their profile is renewed?We encourage all members to use the open renewal period as a reminder to login to your profile and confirm that:
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