New Chapters Affiliation Process

Chapters are the nodes of the DAMA International network. Chapters are independent organizations that share DAMA International values, principles, and Code of Ethics.

DAMA International supports the Chapters along their entire lifecycle through the Chapter Services VP and the Regional Coordinators, who represent a closer contact as they are in similar time zones. Regional Coordinators will happily guide parties interested in creating new Chapters in the process that must be followed.

Creating a new DAMA Chapter has two stages:

1. Becoming a Forming Chapter and

2. Becoming an Affiliated Chapter

In the First Stage, some considerations must be taken:

1. To become a Forming Chapter:

   1. You must ensure there is no other Chapter in the same geographical zone by consulting the Existing and Forming Chapters List here. If there are other interested parties in creating a new DAMA Chapter in the same zone you are interested in, the corresponding Regional Coordinator will connect you with them so efforts can be joint.

   2. Three minimum founding members are required to start the Forming phase for a new Chapter. Each founding member must be from a different company/holding/organization.

   3. Consider that your local laws may require more than three founding members for a not-for-profit organization, in which case no more than two can belong to the same company/holding/organization.

   4. You must be aware that to succeed in the Affiliation Process, a not-for-profit organization must be created according to your local jurisdiction laws. This can take a long time that you must consider when estimating the expected date to become an Affiliated Chapter.

   5. DAMA-I does not approve Chapters with country-wide names. Create the name either as DAMA <country> - <city> or DAMA <city>.

   6. For this first step, each team member will sign the Letter of Intent, including an online presence, for example, LinkedIn page, Meetup, EventBrite, website, etc. or LinkedIn URL for people to contact in case of interest. This document will represent your contract with DAMA-I once forming the chapter is approved and DAMA -I President countersigns the Letter of Intent. The Letter of Intent includes the expected date to become an Affiliated Chapter. By signing the Letter of Intent, you commit to working towards meeting this date. If the Chapter does not become Affiliated and there is no written agreement to extend this date, DA<A-I may revoke the condition of Forming Chapter. It is required that before signing the Letter of Intent, a preview is sent to DAMA-I to be validated.

   7. Each board member must sign the DAMA International Code of Ethics and send evidence (resulting PDF file) to the corresponding Regional Coordinator. If you are unable to access the online form, you may use the PDF version.

2. With the above steps completed, DAMA-I will review and discuss if the new Chapter can be formed. If approved, the letter of Intent will be counter-signed by DAMA-I President, and you can start acting as a Forming Chapter and attending the Presidents' Council monthly meetings.

3. Once you receive the confirmation as Forming Chapter, you can continue the process of becoming an Affiliated Chapter.

In the Second Stage, the steps to be followed are:

1. To become an Affiliated Chapter, you need to:

   1. Form a not-for-profit organization according to local laws

   2. Get a Tax-ID for the not-for-profit organization

   3. Create a formal set of bylaws to guide its operation, separate from the DAMA International Bylaws. Each officer of a DAMA Chapter board of directors must have a copy of their Chapter's Bylaws, either electronically or on paper. If the chapter has a website, it is recommended that the chapter post its bylaws on its website. It is recommended that each Chapter list the responsibilities of each officer at the start of their term of office.

   4. Sign the Affiliation Agreement, representing your contract with DAMA-I.

   5. Additional founding members from those in the Letter of Intent can be included in this phase with the same restriction that no more than two people can belong to the same company/holding/organization.

2. The statutes of the Letter of Incorporation or equivalent, according to local laws, must be reviewed by DAMA-I before they get signed off. The same applies to the Chapter Bylaws.

3. If additional founding members are included or if there are replacements for the ones included in the Letter of Intent, they must sign the DAMA-I Code of Ethics.

4. The below documents must be submitted to DAMA-I through the corresponding Regional Coordinator:

   1. Letter of Incorporation of not-for-profit organization or equivalent

   2. Tax ID of a not-for-profit organization

   3. Code of Ethics of additional/new founding members

   4. Bylaws

   5. Affiliation Agreement signed by the Chapter's President

5. With the above steps completed, DAMA-I will review and discuss if the new Chapter can be Affiliated. If approved, the Affiliation Agreement with be counter-signed by DAMA-I President, and you can start operating as an Affiliated Chapter and managing your membership.

1. FORMING STAGE:

   1. The Chapter must always be referred to by its full name when it is formed after the <country> <city> model.

   2. The phrase "Forming Chapter" must be present in all communication media.

   3. Notify DAMA-I through the assigned Regional Coordinator through a monthly report of the progress to become an Affiliated Chapter. Understand that if the target date (max. eight months from the date the Letter of Intent is signed) to become an Affiliated Chapter is not met, and progress news has not been shared, the condition of Forming Chapter will be revoked, unless an extension has been approved by DAMA-I.

   4. Behave according to the Code of Ethics.

2. AFFILIATION STAGE:

   1. Operate according to its Bylaws and the DAMA-I Code of Ethics

   2. The Chapter's web page must include the following information:

      1. Chapter's Bylaws

      2. Board members with contact information

      3. If the information on the CDMP process or any other DAMA-I program is posted, it must be in sync with DAMA-I's website information/resources.

      4. Phrase "Affiliated Chapter of DAMA International"

   3. All Board members must sign the latest version of the DAMA-I Code of Ethics and send the resulting PDF file to the assigned Regional Coordinator. This document will need to be re-signed if it undergoes a major revision. If you are unable to access the online form, you may access the PDF version.

   4. Annual Affiliation Fee must be paid, except for the first year from being approved as an Affiliated Chapter.

   5. Every change in the Board of Directors must be notified to DAMA-I through Chapter Services and Regional Coordinators.

   6. Every change in Board members' contact data must be captured in the Chapters Contact section.

1. FORMING:

   1. The Chapter can start creating interest among the data professionals to join the Chapter (once it becomes Affiliated) through webinars, meetups, and social media networks using the DAMA International logo.

   2. Being in the process of becoming part of one of the largest organizations with worldwide recognition to promote the best practices of Data Management.

   3. Participation in the Presidents' Council monthly meetings and collaborative initiatives, learning from other Chapters.

   4. Access to a 50% discount from the DMBoK publisher on bulk purchases (minimum 10 books)

   5. Guidance from Mentoring Chapters

   6. Access to speakers' roster

2. AFFILIATED:

   1. To become part of one of the largest organizations with worldwide recognition to promote the best practices of Date Management.

   2. Access to DMBoK-specific content licensed to Chapters

   3. Access to discounts on events and books

   4. Access to a 50% discount from the DMBoK publisher on bulk purchases (minimum ten books)

   5. Participation in the Presidents' Council monthly meetings and collaborative initiatives, learning from other Chapters.

   6. Nominate candidates for DAMA-I Board positions

   7. Have members participate in DAMA-I committees

   8. Get discounts from REPs (Registered Education Providers) on training for preparation for CDMP exams for your members

   9. Once a year, a Chapter can hold an event, including PIYP (Pay If You Pass) CDMP exam (restrictions must be observed), and any special offerings such as PIYP may change at any time

   10. Access to speaker's roster

Interested in Creating a new Chapter? Apply here

Documents to Download

1. Can we stay as a Forming Chapter and not move to an Affiliated Chapter?
   A: No, once a Chapter has been approved as a Forming Chapter, it has eight months to move to an Affiliated Chapter (unless there is written agreement with DAMA-I to extend the term) before the condition of Forming Chapter is revoked.

2. Can a Chapter cover a whole country?
   A: No, a Chapter must be defined at a city level unless it is a very small country. We do have legacy Chapters that were named after a country. For all new Chapters, this is no longer permitted.

3. Is there funding support from DAMA-I for the creation of a new Chapter?
   A: No, the founding members must cover the expenses to launch a new DAMA Chapter. Reselling the DMBoK may be a source of funding for certain expenses.

4. Can a Forming Chapter start raising funds through paid membership?
   A: If you accept funds without a legal entity set up, you should seek tax and legal advice.

5. Do Chapter Founding Members need to be CDMP certified?
   A: No, it is not mandatory for all the Founding Members to be CDMP holders, but it is desirable that at least one founding member becomes certified the soonest as possible.

6. Can a Chapter be Affiliated without creating a not-for-profit organization?
   A: No. To be Affiliated with DAMA International, a local Chapter must have created a not-for-profit organization according to local regulations.

7. If a Chapter is not operating, can I create a new Chapter in the same time zone?
   A: No, we first need the former Chapter to be disaffiliated. For that, the President or a VP from that Chapter must send a written notification to DAMA-I requesting the disaffiliation of the Chapter, among other steps.