by Charles M. Pickett
As a longtime adjutant of the VFW New Haven Post 12150, online membership processing is just one task; but so is receiving, acknowledging, seeking further documentation, and welcoming new and transferring members.
At each step, communication is important.
ONLINE FORM
The post uses Jotform for encrypted information submission. On the new and transfer form, it includes a policy statement:
APPROVAL
Thank you for your time and interest in the “new generation” VFW New Haven.
As mandated in the national VFW bylaws, current members must vote upon the acceptance of new members and transfers at the next monthly meeting. When your application is accepted, the quartermaster will email to welcome you to the VFW New Haven.
SUBMIT
When the veteran clicks the “Submit” button, two things happen:
- The person who fills out the form receives a “We have recieved your VFW New Haven New Member Application” autoresponder email. Additionally, the adjutant also gets an autoresponder email notifying him of a submission.
- The page is redirected to a “Thank You” page.
Thank You!
Your application has been received. As mandated in the national VFW By-Laws, the VFW New Haven Post 12150 Membership Review Committee will verify your qualifying service from the evidence you provided or contact you for additional information. Then your application will be presented and voted on at the next monthly meeting. When your application is accepted, the quartermaster will email to welcome you to the “new generation” VFW New Haven.
RECIEVED
When the adjutant opens up Jotform, he then prints the submitted form and any proof of eligibility and makes a physical packet in a page protector. He then emails the veteran.
VFW New Haven: Application Received
Thank you for your interest in joining the VFW New Haven Post 12150 in Connecticut.
We have received your online membership application and evidence of qualifying foreign service. As mandated in the national VFW Bylaws, current members must vote upon the acceptance of new members and transfers at the next monthly meeting. When your application is accepted, we will email to welcome you to the VFW New Haven.
Our monthly membership meetings are at 7:10 p.m. on the second Thursday of the month at the Knights of St. Patrick (1533 State St. New Haven, CT 06511). Our meetings are open, so please consider attending—especially if we are voting on your application because it would be a great opportunity to introduce yourself to the team.
Additionally, you can learn more about our “new generation” post by visiting our website (VFWNewHaven.org) or social media pages (facebook.com/vfwnewhaven or instagram.com/vfwnewhaven).
If you have any questions or concerns, please email me.
ADDITIONAL DOCUMENTATION
If the packet is missing proof of eligibility, the submitter instead gets a request for further documentation:
Michelle,
Thank you for submitting your application to join the VFW New Haven. Because of veterans like you, the VFW continues to be a strong advocate for veterans, our families, and our nation.
However, your application is incomplete. We need proof of eligibility to verify your qualifying service. The easiest way is to just take a photo of your DD-214 (but cover your SSN in the top right) that shows your name, your overseas service (Iraq; GWOT expeditionary) and the character of your discharge (honorable; general).
Let me know if this is an issue as I can guide you on getting a fresh copy or alternative forms of evidence.
WELCOME
Lastly, after the members accept the new member or transfer at the next monthly meeting, the last email welcomes the new post member.
Michelle,
Congratulations on becoming the newest member of the “new generation” VFW New Haven! It was great meeting you and hope you can make the trek out to our many social and service events.
VFW monthly meetings are on the second Thursday of the month at the Knights of St. Patrick (1533 State St.) in New Haven, CT. We typically send at least two emails a month with the agenda and then with the minutes of the meeting. Please add ….post email address… to your contacts list.
Please follow us on Facebook (@vfwnewhaven) to see the latest or look us up on the web (VFWNewHaven.org).
Thank you again for supporting our little post and joining your fellow veterans in the VFW.
Yours in comradeship,
