Lost Member Recovery Plan
Purpose
The purpose of this plan is to establish a clear process for identifying and locating members who are unaccounted for in our records. By following these steps, we aim to update our membership database, recognize deceased members appropriately, and maintain accurate records.
Local Chapter Outreach
Each local chapter is responsible for reaching out to all members on their chapter roster. The results of this outreach should categorize members into one of four groups:
Active Member – The member is engaged and responsive.
Known Member – The chapter has verified that the member exists but is not currently active.
Worldwide Member – Chapters will have the option to have due paying members, who never attend chapter meetings/functions, to be added to world wide chapter.
Unknown Member – The chapter is unable to confirm if the individual is still a member, alive, or reachable.
Action Required: Chapters should use multiple communication methods to reach unknown members, including:
Phone calls
Emails
Text messages
Physical visits to the last known address
Attempted contact with friends, neighbors or relatives.
If the chapter is still unable to locate the member, they should conduct additional searches, including:
Checking obituary records in local newspapers and online databases.
Verifying through mutual connections (other members, family, or community sources).
Check in Family search for lost members to see if an individual has passed away.
Other searches such as Google search, Facebook, other organizations, etc.
If a member is confirmed to have passed away, a Notice of Deceased Member must be submitted to the national headquarters.
Documentation and Reporting
If the member is found to have passed away, the local chapter must submit a Notice of Deceased Member using the online form HERE.
If the member remains unaccounted for despite all outreach efforts, they will be officially added to the Lost Member Report and marked as such in the database. The chapter must submit a Lost Member Notice using the online form: HERE.
The Lost Member Report will be maintained as an official record by the national headquarters and reviewed periodically.
Chapter Transfer Options
If a member has moved to a different area and needs to transfer to a new chapter, or if a member is paying dues but not actively participating in their local chapter, chapter leadership has the option to move them to a different chapter or the Worldwide Chapter. Chapter Transfer Form can be Found HERE.
Ensure that you have the permission of the member to transfer their records to another chapter and inform the President of the receiving chapter that this transfer is taking place.
The Worldwide Chapter is available for members who still wish to support the organization but are not engaged in a local chapter. Local chapter leaders can initiate this transfer with approval from their Area Vice President.