TEXAS-OKLAHOMA EDITOR RESOURCES 2011-2012 Texas-Oklahoma Editor s Resources 2011-2012
Duties of the Key Club Editor The Key Club editor is one of the most important gears in a well-oiled club, as they are responsible for all printed and informational publications that the board of officers, members and public receive about their specific club. This role requires thorough knowledge of BOTH District and International happenings in addition to local club projects. The editor must be aware of the standardized structure of Key Club International and is responsible for relating any and every Key Club event and plan to the members of their club, the public, and other local organizations in cooperation with KCI (including, but not limited to, a local chapter of Kiwanis). IT IS ESSENTIAL that the club editor work very close alongside the club secretary to be an informed officer and to maximize the points that the Key Club can receive based on bulletins, press releases, and newsletters. All in all, it is the editor s duty to KEEP EVERYONE PROPERLY INFORMED. That s not so hard, right? OFFICIAL DUTIES 1. Produce a MONTHLY NEWSLETTER to members. It needs to provide the following information: Important dates Upcoming events (this should be project, socials, meetings...etc.) Officer information (phone, position, email) Meeting schedule (make an actual calendar to attach to back) Service project dates and information Review of completed projects Committee reports President s message Major Emphasis Program Information District Project Information Reminders Dues update (list of members that need to pay/have paid) 2. Post SIGNS, POSTERS, AND FLYERS announcing meeting dates, projects, and any other event that is noteworthy. 3. Send ARTICLES to the Tex-O-Key magazine regarding projects and new ideas that are relevant to the theme of the next publication. Each new theme will be announced in the preceding Tex-O-Key edition. Be sure to include photos of the event and author.
4. Make SCHOOL ANNOUNCEMENTS, CONTACT LOCAL PRESS, AND SEND ARTICLES TO COMMUNITY NEWSPAPERS when appropriate. It is your responsibility to take the initiative to do this ON YOUR OWN! YOUR CLUB PRESIDENT SHOULD NOT HAVE TO CONSTANTLY REMIND YOU. *If a club Historian is not elected, it is the editor s responsibility to create a club scrapbook for D-CON EDITOR CHECKLIST Weekly Tasks Attend all meetings within the club and the club officer-training conferences (FTC) with the lieutenant governor. Make morning announcements regarding upcoming deadlines and events for the club. Monthly Tasks 1. Attend club board meetings. 2. Attend Kiwanis club meetings and provide updates on club happenings. 3. Provide Webmaster with materials to update the club Web site. 4. Produce a bimonthly or monthly newsletter. 5. Take pictures at all events and meetings for the scrapbook (if a Historian is not present). Yearly Tasks 1. Set up a training date with the incoming editor. 2. Save all published newsletters, signs, calendars, and flyers as hard and soft copy (save them on a computer folder and also print out a copy and store in a binder). 3. Set up a filing system for the incoming club editor. 4. If a Historian is not present, the editor creates a scrapbook for DCON. TIPS FOR ADVERTISING 1. Use clear, bold, and easy-to-read fonts (GRAPHIC STANDARDS! THIS CANNOT BE EMPHASIZED ENOUGH). 2. Make sure wording is concise. 3. Include date, time, and place. 4. Include the purpose for the event and any organizations that it will benefit. 5. Post signs in NOTICEABLE locations- hallways, bathroom stalls, classrooms, lunchroom, and library. 6. USE SOCIAL NETWORKING. If you have a Facebook page for your Key Club, USE IT! If not, create one and advertise for people to like it! Bulletins on Facebook can reach just as many clubbers as any other media. 7. ALWAYS FOLLOW GRAPHIC STANDARDS.
This year, following graphic standards is a MUST. Since the editor is in charge of almost all published Key Club material (aside from the meeting agenda) HEAVY emphasis is placed upon Graphic Standards to all club editors. Graphic standards DO NOT APPLY to scrapbooks entered in D-CON. Publication Guide By producing a club newsletter the editor is publicizing Key Club news, events and functions to club members. When creating a newsletter, the editor should first think about specific club needs. Would monthly or weekly distribution be best? What method of distribution is best, e-mail or hard copy (printed)? Maybe both. The newsletter needs to be effective. Make it attractive- cluttered or bare newsletters are unpleasing to the eye, and are less likely to be read. Be original- keep it colorful and creative. Be consistentthe same title and general design should be used throughout the year. Make it worth reading- If the information is useful and interesting, then members are more likely to read it. The ideal length for a quality newsletter is one or two pages. Most importantly, ALL GRAPHIC STANDARDS SHOULD BE FOLLOWED AT ALL TIMES. GRAPHIC STANDARDS Key Club has an official look or graphic standard that makes it s publications instantly recognizalbe as belonging to Key Club. Much like Nike has the swoosh, Key Club has this class look. Graphic standards are plainly outlined and are very specific. Editors should not develop the close enough attitude, but should consult the Handbook before official publishing any document to get the visual components just right. The Handbook is every editor s friend. It is STRONGLY suggested that it be printed off and kept close by for quick reference.
Graphic Standards should be used on the following: Newsletters Flyers Articles Calendars Sign In Sheets CLICK HERE TO ACCESS THE OFFICAL GRAPHIC STANDARDS HANDBOOK ARTICLES AND WRITING Whether the article is for a Tex-O-Key, Key Club Magazine or newsletter publication, there are a few things that need to be in EVERY writing piece. Also, common mistakes and grammar errors need to be avoided and the articles need to be as professional as possible, but still have lots of personality! Whatever the article s purpose, here are some questions to ask: Has it addressed the topic appropriately? Did it truly inform and educate the reader? Does it have enough background information? Is the word usage too complex or too simple? Is the article targeted towards the appropriate audience? Are the grammar, word usage and spelling correct? Have you proofread or looked over it? Has someone else looked over it? Are there any photos applicable to the article? If so, does the photo have a caption? *Be sure to have the correct names, places and permission to publish the photo Is there a byline (name, Key Club, city and state)? How to write an article: STEP 1. Choose an event that is relevant to the theme of the Tex-O-Key you re submitting to. (If you don t know it, email the District Editor!) STEP 2. Write a one-half to one page journalistic article about the event. Make sure articles have a personality and a voice in their writing! STEP 3. Include a byline (writing name) and a medium sized photograph. STEP 4. Sent it to District Editor.
NOT SURE WHAT TO WRITE ABOUT? That s totally okay! Check out the Tex-O-Keys from last year on the district website for ideas on articles and how to write in an upbeat way for newsletters (tokeyclub.com) Editors can write about a club accomplishment, social, project, fundraiser, or even a charity or project that you re personally passionate about and would like to see more Key Club involvement in! Still need help? Email the District Editor. Where to Send Tex-O-Key Articles: Kaitlyn Levett Texas-Oklahoma District Editor 2011-2012 kaitlyn.levett@gmail.com Where to Send Key Club Magazine Articles: keyclubnews@kiwanis.org * Be sure to read the writing guidelines before submitting an article to the Key Club Magazine. ALL SUBMITTED ARTICLES TO THE TEX-O-KEY WILL EARN 5 POINTS. ALL PUBLISHED ARTICLES IN THE TEX-O-KEY WILL EARN 15 POINTS. SCRAPBOOKING A scrapbook is not only created for the contest at District Convention, but is also a way to commemorate the service and success a club has experienced for future key clubbers. This competition is intended to reward the club which presents the most original, creative and artistic traditional scrapbook of the past year s projects, meetings, events, etc. Buy an empty scrapbook from International at the beginning of the school year. Start creating your scrapbook early to avoid last minute stress and sloppy work. Save mementos from events: fliers, tickets, pamphlets etc. to add creativity. Include any newspaper articles involving your club on the relation page in the scrapbook. Make sure that your scrapbook follows with the code of contests and awards as outlined in the Texas-Oklahoma District Code of Contests and Awards. 1. Good scrapbooks should include: A motif that is clever and is present throughout the book A table of contents Sections with tabs 2. How to make a scrapbook memorable: DO use clear, representative, and appropriate photos of your club events and projects. DO make captions clever and catchy. DO make sure all writing is legible, preferably typed.
CONTESTS AND AWARDS DO pick a theme and use it throughout. DO have a table of contents and page numbers. DO abide by all criteria in the scrapbook contest. DON T make the pages too sparse or too busy. DON T make it too long and tedious. DON T DO IT THE NIGHT BEFORE IT IS DUE! Club Newsletter Award A. Description 1. This competition is intended to reward the club which presents the most informative, creative, and original newsletters to its members throughout the year. B. Entry Requirements 1. To enter this competition, submit all applicable newsletters for the year in a 3 ring binder with fixed labels. Registrant must also register for the contest through the convention registration process. C. Rules 1. All newsletter entries must be actual club newsletters, dated during the current Key Club administrative year. 2. The newsletters must be created by a Key Club member(s). D. Scoring/Judging 1. Judging will be based upon the following criteria: News worthiness of articles 30 Creativity 10 Originality 15 Clarity 20 Key Club promotion 25 2. Awards will be presented for first, second, and third place. 3. This contest shall be judged by the District Editor. Linda and Gary Hicks Outstanding Club Editor Award A. Description 1. This competition is intended to recognize the district s most outstanding club editor based on a variety of variables. B. Entry Requirements 1. A ringed binder must be submitted with the following sections: a. Evaluation i) A statement from the club president, faculty or Kiwanis advisor, and school principal/administrator in reference to the following areas: 1) Question: How has the nominee s performance been outstanding in
his/her role as editor? 2) Question: How is the nominee outstanding as a member of Key Club? b. Duties i) A statement listing the duties given the club editor from the club. c. Meetings i) A statement listing the number of general meetings and board meetings held per month. Indicate which (if not all) meetings in which the editor attended. d. Miscellaneous i) A section that can include, but is not limited to, a listing of other activity involvement, a self-bio, awards, and all other materials displaying the quality of the candidate. 2. The registrant must register for the contest through the convention registration process. C. Rules 1. Only one entrant per club is allowed. 2. The club president and/or faculty or Kiwanis advisor must nominate the editor for this award. D. Scoring/Judging 1. Judging will be based upon the following criteria: Evaluation 50 Duties 10 Meetings 10 Miscellaneous 30 2. An award will be presented for first place only. 3. This contest shall be judged by the District Editor. Tex-O-Key Reporting Award A. Any club who has submitted pictures, articles, etc. to the district editor is eligible for this award. Judging will be based on the quantity and quality of submissions. No entry form need be completed, as the district editor will judge based on the submissions received during the year. An award will be presented for first place only. Club Poster Award A. Description 1. This competition is intended to reward the club which presents the most creative and original poster which could be or was used throughout the year to promote Key Club. B. Entry Requirements 1. To enter this competition, submit the club poster and the registrant must also register for the contest through the convention registration process. C. Rules
1. Only one submission per club is allowed. 2. The poster should be designed to recruit new members for Key Club, and should not bear the name of any school, community, or district. 3. The poster dimensions should be 17 inches by 22 inches, with the actual height and width not varying more than one-half (1/2) inch for the prescribed contest dimensions. The poster should not measure more than one-eighth (1/8) inch in thickness. 4. The artist must be a Key Club member. 5. The first and second place Key Club poster contest winners from each of the organized Key Club districts will be eligible to compete in the contest at the international convention. In the case a district does not hold a district contest during the prescribed rules of this contest, the district may select an entry by other means and so certify by signature of the District Administrator. 6. All entries shall be in good taste and appropriate to the standards set by the Objects of Key Club International. D. Scoring/Judging 1. Judging will be based upon the following criteria: Originality 10 Creativity 10 Artistic ability 10 Promotion of Key Club 15 Effectiveness for recruitment 15 Ability to reproduce via printing 10 Overall appearance 30 2. Awards will be presented for first and second place. 3. This contest shall be judged by a panel of five judges who will be appointed by the Contests and Awards committee. Scrapbook Award A. Description 1. This competition is intended to reward the club which presents the most original, creative, and artistic traditional scrapbook of the past year s projects, meetings events, etc. B. Entry Requirements 1. To enter this competition, submit the club scrapbook and the generic itemized cost form. The generic itemized cost form must be permanently affixed to the inside cover of the scrapbook using glue or tape. The registrant must also register for the contest through the convention registration process. C. Rules 1. This competition is only for *traditional scrapbooks. (*non-traditional scrapbooks, as defined by Key Club International, may be sent directly to the international convention and will NOT be judged at the district level.) 2. Each Key Club may enter one scrapbook containing pictures, souvenirs, examples, newspaper clippings, etc. of its activities throughout the current year
at the district convention. 3. The scrapbook must be produced by club members only at a cost not to exceed US$200. 4. Each scrapbook must be divided into the following categories: a. Service to School b. Service to Community c. Fundraising Projects d. Assistance to Kiwanis Projects e. Involvement with MEP f. Miscellaneous 5. Each category must be: a. Tabbed accordingly b. Have numbered pages 6. There must be a table of contents at the beginning. Judges will deduct five points for missing tabs and five points for a missing table of contents. 7. Each entry is required to be submitted in a specified scrapbook as made available through Key Club International and must be purchased from the Kiwanis International Supplies Department (no larger than 14 inches long and 14 inches wide). The cover may be decorated. 8. Each scrapbook being judged at the International convention must be the exact same scrapbook judged at the district convention. Any alterations in the scrapbook will result in disqualification. 9. No audio/visual or computer equipment will be allowed as part of the entry. 10. Only first and second place will be allowed to compete at the international convention. D. Scoring/Judging 1. Judging will be based upon the following criteria: Format Cover 10 Interior artwork 20 News clippings and photographs 20 General content Service to school 10 Service to community 10 Fund raising projects 10 Assistance to Kiwanis projects 10 Involvement with MEP 10 Miscellaneous 10 2. The generic itemized costs form must be permanently affixed to the inside cover of the scrapbook or the judges shall deduct ten points. The Key Club president and advisor must sign this form. Work done by Key Club members such as hand-lettering artwork, etc. need not be included as cost items. 3. Awards will be presented for first and second place.
4. This contest shall be judged by a panel of five judges who will be appointed by the Contests and Awards committee. *Traditional Scrapbook A. Key Club may enter a scrapbook containing pictures, souvenirs, examples, newspaper clippings, etc. of its activities during the club administrative year (defined as being from District Convention to District Convention). *Non-Traditional Scrapbook A. A Key Club may enter a non-traditional scrapbook or composition of other media containing pictures, souvenirs, examples, newspaper clippings, or other representations of its activities during the club administrative year (defined as being from District Convention to District Convention).