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Administration

Membership Transfers

Transfer Process  |  Transfer Process Q&A  |  eAdventist Transfers  |  eAdventist Transfer Q&A


The church clerk handles correspondence between members and churches in the transferring of memberships.

When members move to a different area, the clerk of the church holding their membership records should write to the secretary/clerk of the relevant conference requesting that a pastor in the new locality visit them and help facilitate their membership transfer to the new congregation. (Church Manual - 18th Edition; page 52)

Process for Granting and Accepting Membership Transfers

  1. A church member asks the pastor or church clerk of the church they want to transfer to (the receiving church) to transfer their membership from the church it is currently at.
  2. The clerk of the receiving church enters the transfer request into eAdventist or reports it to the conference membership clerk to enter.
  3. The church the member is transferring from (the granting church), takes the request to the church board to recommend it, favorably or otherwise, to the church body.
  4. The church body is made aware of the transfer typically by first and second readings announced during the church service.
  5. The granting church members vote on the transfer request, favorably or otherwise, on the day of the second reading.
  6. The clerk of the granting church enters the date the church body voted to grant (or deny) the transfer request into eAdventist or reports it to the conference membership clerk to enter.
  7. The clerk of the receiving church is notified that the transfer request has been voted on and, if it has been granted, takes the request to the church board for recommendation.
  8. The church board’s recommendation is presented to the church for first and second readings announced during the church service.
  9. The receiving church members vote on the transfer request, favorably or otherwise, on the day of the second reading.
  10. The clerk of the receiving church enters the date the church body voted to accept (or deny) the transfer request into eAdventist or reports it to the conference membership clerk to enter.
    (See page 52‐55 of the 2010 Church Manual for additional information.)

Additional Transfer Information

  • Only members in regular standing may be transferred to other churches.
  • If a member’s transfer request is denied by one of the churches, that church should notify the other church of the reason for the denial.
  • A person’s membership remains in the granting church until the transfer is completed.
    • Members waiting for their transfer to be completed before holding a church office can be voted into a church office contingent on their transfer being completed.
  • A transfer request should never be submitted without the member’s approval.
  • The church board cannot vote to grant or accept membership transfers.
  • Members who are not sure where their church membership is should give the receiving church clerk information to be able to search for their membership. If that is not successful, the member’s information should be sent to the conference membership clerk who will assist in the search.
    • Only once it has been determined by both the church and conference clerks that a member does not hold membership in another church in the NAD should an alternate method of accepting them into membership be used.
  • Transfers within the NAD should typically not take longer than 3 to 6 months.

Frequently Asked Transfer Questions & Answers

Q: How long to transfers usually take?
A: Membership transfers should typically not take longer than 3 to 6 months; however, there are a number of reasons why a transfer might take longer. (See next question.)

Q: What might make a transfer take longer?
A: How long a transfer takes from request to acceptance depends on many different factors including:
           - the time it takes to locate the person's membership record (if they don't know where it is),
           - the time it takes to mail transfer information to churches outside the North American Division or to clerks with no access to email,
           - the frequency of church board meetings at both the granting and receiving churches,
           - the time it takes to transition to a new church clerk if a change is being made,
           - the time it takes to determine if a member's transfer will be granted (for members who have not been attending the granting church for many years).

Q: What can I do to speed up the transfer process?
A: Things you can do to speed up the transfer process include:

  • Provide the person's full name (including previous names they might be listed under)
  • Provide the person's date of birth
  • Contact the church clerk or conference clerk directly if the person is unsure of where their membership is


Q: Is it ok for my church to vote to accept the member before it is granted by the granting church?

A: Some churches do choose to accept transfers before they are granted; however,
this is not recommended because if the person is not a member of that church the process will need to repeated once the correct granting church is located. Or, if it turns out the member no longer has membership in the Adventist church they will need to be accepted by re-baptism or profession of faith which can be embarassing for the member since they thought they were already accepted by transfer.

Q: The Church Manual says only members in regular standing may be transferred, does this include missing members?
A: The eAdventist system requires that the missing status be undone before a member is transferred. This typically can be done without board or church approval since the person's membership status has not changed. Clerks using eAdventist can look up a missing member and undo the missing status after which time the transfer can be processed as usual.

Additional Transfer Information

  • If a member’s transfer request is denied by one of the churches, that church should notify the other church of the reason for the denial.
  • A person’s membership remains in the granting church until the transfer is completed.
    • Members waiting for their transfer to be completed before holding a church office can be voted into a church office contingent on their transfer being completed.
  • A transfer request should never be submitted without the member’s approval.
  • The church board cannot vote to grant or accept membership transfers.
  • Members who are not sure where their church membership is should give the receiving church clerk information to be able to search for their membership. If that is not successful, the member’s information should be sent to the conference membership clerk who will assist in the search.
    • Only once it has been determined by both the church and conference clerks that a member does not hold membership in another church in the NAD should an alternate method of accepting them into membership be used.


eAdventist Membership Transfers

 

eAdventist is the online database we use to keep track of our members and nonmembers in the North American Division. One of the things we are able to do in eAdventist is transfer members. This section is all about transferring members within the conferece, within the NAD and beyond.

 

Membership Transfers - In system

Using eAdventist you are able to request that a person's membership be transferred from another church in the NAD (North American Division) to your church. The request should always be made by the clerk of the church that the person wants their membership to be moved to.

Information you'll need to request a transfer:

  •  members's first and last name (middle name is optional)
  •  church where they are currently members
  •  date of birth (optional but very helpful)
  •  other names the person might be listed as (optional but helpful)

 

How to Enter a Transfer Request


1. Log in and click on “People” on the left menu (purple box) and then on “transfers”.

2. Up near the top of the page click the button that says “Request Transfer”.



3. Click “select” and search for the name of the church by typing in the first part of the church name and clicking the "search" button. (Note:
If you get too many results add the state and search again. If you don't get any results delete the church's name, enter the city and state, and search again.)
4. Click on the round circle in front of the church name and then click the “ok” button.
5. Select your church from the “To join” menu
6. Fill in the member's name, their date of birth and any other information you have.
7. Click the “save” button.


 

How to Withdraw a Transfer Request

1. Click on the "People" menu option on the left and then click "transfers"
2. Find the transfer request you want to withdraw and click the “View” link next to the transfer request.
3. Click the “Withdraw” link.
4. A box will pop up asking if you are sure you want to withdraw the transfer. Click "ok".


Frequently Asked eAdventist Transfer Questions & Answers

Q: Is it ok for me to contact the clerk of another church to find out about the status of a transfer?
A: Yes, feel free to contact other church clerks to find out about where they are with voting a transfer, to confirm that a person's membership is at that church, to ask why a transfer request was withdrawn or denied, etc.

Q: How do I find out the email address for another church's clerk who has requested a transfer?
A: When you're looking at your transfers you can click on the "view" link in front of any transfer and see who entered the transfer (listed on the right side of the page). There will also be an "email" link next to their name that you can click on to get their email address.


Q: How do I find out the contact information for another church's clerk?
A: When you're looking at your transfers you can click on the "view" link in front of any transfer. Under the member's name who is being transferred it will list their date of birth (if entered) and then the name of the churches they are transferring from and to. Click on the name of the other church whose clerk you want to contact. This will take you to the other church's organization page. In the gray bar in the middle of the page click the word "Contact". This contact section shows the name of the clerk and the address, phone number and/or email where they can be reached. You can also find out this information by searching for their church ("Organizations" menu and then click "search").

Q: What do I do if I email or call another church clerk but they don't respond?
A: If you've tried to contact another church clerk but haven't heard back you can contact the conference membership clerk for additional assistance.