

FACTS
COMMITTEE TOMORROW FUND
MRF
REPORTING
PARTNERSHIPS TEMPLATES
SERVICE
GUIDE
WHAT IS SERVICE? Service is a fundamental element of Circle K. As a service leadership program of Kiwanis International, CKI shares the focus of serving the children of the world. Members support international, district, and community service initiatives through fundraising, events, and campaigns where they volunteer and actively engage in helping their communities.
FUNDRAISERS
EVENTS
Events where monetary donations are collected.
The most common form of service! Members simply engage in service through helping at events.
EXAMPLES • Bake sale to raise club funds for District Convention • WASH Project • A charity dodgeball (or any sport) game
EXAMPLES • Making Christmas cards for veterans • Volunteering at a marathon
CAMPAIGNS Initiatives whose main goal is to raise awareness about an important issue.
EXAMPLE • The “Clean Water Campaign” with the Six Cents Initiative
These service initiatives are often combined to achieve more than one goal (i.e. bake sale for DCON funds and CKI club awareness campaign). It is important that all of these service initiatives are integrated into the club goals as awareness, funds, and general community engagement all play a huge role in sustaining a successful CKI club.
CURRENT DISTRICT GOALS Each year the District Board votes on and establishes annual goals. These are sent to Circle K International and provide a layout for the service year. Click on the laptop to discover the current district goals! ➤
SO WHAT CAN I DO? Complete your Monthly Reporting Forms in a timely manner. These provide an update to the district about which goals need more attention and where clubs may be struggling. Without this information, strategies cannot be adapted to better serve your club. This form also allows us to celebrate your accomplishments when your club has reached a milestone, achieved an extremely successful month, or done something interesting. Familiarize yourself with the goals. Did you know some of our goals are “per club”? Check to see if you are meeting your goals this year! Know what the district focuses are, often some of the awards at the district and international level are connected to our goals and partnerships.
Supplement these goals with your own. Use the goals of the district as a template to create your own goals at the start of the year. Goals help to shape your year and keep your club focused and one track. You can have personal, executive, and club goals that help you to identify and resolve weaknesses, or bring your club to new heights.
MONTHLY REPORTING FORM Every club is expected to submit a Monthly Reporting Form (MRF) each month. This keeps the district updated, and will help your club compile their data in one place for the end of the year.
KEEPING TRACK OF ACTIVITIES In order to effectively collect this information throughout the year, try opening a document such as the one below that members can update as they complete hours throughout the month. Ensure that an executive member reviews these reports and contacts members for clarification when necessary to ensure that all hours reported are truly applicable.
EXAMPLE Member
Date
Organization / Event
Description of Event
Hours
Supervisor Contact (when applicable)
Executive Confirmation
Peter Parker
Dec. 5th
Generic Ville University Marathon
Helped pass out water / clean starting and finish line
5
Jane Doe, J.S (Club 123-456-7891 Secretary)
Rubeus Hagrid
Dec. 10th
Hogwarts Vet Clinic
Cleaned cages, took animals for walks
3
Albus M.M (Club Dumbledore, President) 444-444-4444
Dec. 12th
5
WHAT ARE REPORTABLE HOURS? ANY service hours completed by Circle K members in our district are able to be recorded, whether they were performed as a club activity or individually. For example, if a member volunteers at a festival on their own, this may be recorded under their club in the MRF. However, the volunteer opportunity must not be for course credit or compensation (i.e. stipend or honorarium).
CIRCLE K PARTNERSHIPS CKI clubs serve children by aiding other organizations committed to serving children. Please see below for a list of organizations recognized as official Circle K International Partners and Charities.
Although they both have the same name, the US and Canada March of Dimes are two completely different organizations. In Canada, March of Dimes is a community-based rehabilitation and advocacy charity for people with physical disabilities. The organization’s goal is to enhance the independence and community participation of people with physical disabilities every day through a wide range of programs and services across the country. In the US, March of Dimes is focused on preventing birth defects and infant mortality. The organization has led the way to discover the genetic causes of birth defects, to promote newborn screening, and to educate medical professionals and the public about best practices for healthy pregnancy. The rising incidence of premature birth has demanded action, and March of Dimes has responded by initiating an intensive, multi-year campaign to raise awareness and find the causes of prematurity. Circle K members have helped by raising funds annually and participated in the annual March for Babies, which usually happens in late April.
 
UNICEF works in more than 190 countries and territories (including both Canada and the US) to improve the lives of children – helping children meet their basic needs and expanding their opportunities to reach their full potential. Across the globe, wherever vulnerable children are struggling to survive, UNICEF is there with medicine, vaccines, clean water, nutrition, and educational opportunities. The Kiwanis family, in partnership with UNICEF, is working to eliminate maternal and neonatal tetanus (MNT) from the fact of the Earth. $110 million USD have been raised in cash and pledges since 2010; however, many pledges are still in the process of being fulfilled and 19 countries are still plagued with MNT. Find out how you and your club can help save or protect millions of women and babies. Learn how to take part in fundraising and advocacy efforts. Keep up with the elimination of MNT and get inspiration from others. Click on the banner below for more information!
Junior Chamber International is a non-profit organization of young, active citizens ages 18 to 40 who are engaged and committed to creating impact in their communities. JCI chapters are located in more than 125 countries, including both Canada and the US. Members are invested in the future of our world and gather active citizens from all sectors of society. JCI develops skills, knowledge, and understanding to help members make informed decisions and take action. Like Kiwanis and CKI, JCI is globally minded and looks for targeted, sustainable solutions to local issues benefitting our communities, our world, and our future. Embracing new ideas, collaboration, and diversity, JCI has the passion and courage to address the critical challenges of our time. Kiwanis, CKI, and JCI are all non-profit organizations deeply rooted in communities around the world. We share many of the same values and believe our partnership will not only strengthen our organizations, it will help us both increase the impact we have around the world. To learn more about this partnership and how your CKI club can partner with JCI, click on the banner below to read the Working with JCI Toolkit and Partnership Card.
Better World Books is an US-based online reseller of used books. Every time you purchase a book from BetterWorldBooks.com, a book is donated to someone in need. Operating as a social enterprise, Better World Books rewards non-profit partners for books collected through book drives. Visit their Book Driver Resource Center through the banner below to sign up and learn how to run a super-successful book drive on your campus! This new tool is dedicated to helping your club have a smooth book drive. You will find email and social media templates, step-by-step schedules to work from, tips to maximize the benefits of collecting books on campus, acceptance guidelines, and promotional materials for your campus. Monies earned vary with the quantity and quality of books collected and accepted into the BWB inventory. Once you sign up to run a book drive via the Book Drive Resource Center, you will be contacted by your dedicated Better World Books Account Executive. You can also contact the Better World Books Ambassador on the CKI Service committee about specific CKI questions in regards to Better World Books.
Students Team Up to Fight Hunger (STUFH) is an US-based non-profit organization devoted to assisting and inspiring food drives and colleges and universities across the country. The mission of STUFH is to help feed the hungry while at the same time raising awareness among college students about hunger in their local communities. STUFH had its roots in the end-of-year food drive, where college students preparing to leave campus for the summer could donate any unused food rather than discarding it. Since its founding in 1999, STUFH has reported over five million pounds of food raised by colleges and universities throughout the nation through various types of food drives. STUFH is proud of its continuing partnership with Circle K International with clubs on 450 campuses. Thousands of CKI students are dedicated to community service and to fighting hunger. Encourage your club, school, K-Family, and friends to join the cause and host local food drives. The St. Baldrick’s Foundation is a volunteerpowered charity committed to funding the most promising research to find cures for childhood cancers and give survivors long, healthy lives. They take great care of the funds raised by their generous volunteers and supporters to direct every possible dollar to carefully selected research grants. Whether it’s through their signature head-shaving events, partnerships, or advocacy initiatives, their primary focus is to have the greatest impact for kids with cancer around the world.
Up with People is a global organization focused on bringing the world together through service and music. The 100-member student cast participates in meaningful service projects and completes a one-week community visit with a professionally produced musical group. Circle K members can apply to be members of the Up with People cast, but you can also help coordinate service projects, arrange for host family support with Kiwanis clubs, and also sponsor or attend the local performances. This program offers potential course credits for cast members, but may not transfer to Canadian Universities easily.
GET SPONSORED! As a CKI member, you have opportunities to develop your leadership, meet other CKI members from around the world, and learn how you can make a difference – all at CKI leadership conferences and events. To relieve some of the financial burdens, sponsors can be a big help.
A GOOD RULE OF THUMB TO FOLLOW IS THE ONE-THIRD CONCEPT
⅓ ⅓ ⅓
Fundraise as a club Ask your school’s student activities board Talk to local businesses or your sponsoring Kiwanis Club
WHEN ARE SPONSORSHIPS HELPFUL? Sponsorships can be used to fund: • Club and member dues assistance • Registration, travel, and accommodations fees for: Fall Leadership Conference, District Convention, CKIx (International Convention) • Fundraising events • Supplies for service projects • Club socials Sponsors can provide support through: • Monetary donations • Provision of volunteers • Provision of supplies (i.e. baked goods for a bake sale, food for a conference) • Provision of space
CHECKLIST TO STAY ON TRACK BEFORE THE EVENT Create a budget. Figure out how much you and your club are willing to pay. Then decide how much you will have to raise through fundraising projects or sponsorships. Start a fundraising plan. Let sponsors know how you will raise part of the money on your own. Many sponsors will be more likely to support you if you put some effort into fundraising too. Do your research. Learn as much as you can about the event you’re interested in and your potential sponsors before you start talking to them. This way, you highlight shared values, and you won’t be stumped if they ask you questions. Serve their needs. When you talk or write to potential sponsors, let them know how they, and their community, can benefit from investing in you. If you’re headed to a leadership conference, tell them how you will use your new skills afterward. If you’re planning to attend district or international convention, let sponsors know you will come back with service project ideas you can collaborate on. Make your case. Schedule time in advance (at least two weeks) to present at a Kiwanis meeting or talk with a potential sponsor.
AFTER THE EVENT Keep sponsors in the loop. Update your sponsors about your experience and let them know what you’ve gained. Bring it back home. Schedule a follow-up presentation for your sponsors. With pictures, PowerPoint slides, short personal memoirs, or videos, show sponsors how much the experience meant to you. Express your thanks. Thank your sponsors with a handwritten thank-you card, note, or letter.
EMAIL AND LETTER ETIQUETTE Be professional. Avoid informal language and punctuation and grammatical errors. Proofread!
Refrain from using generic salutations, such as “To Whom It May Concern�. Address the right person and ensure correct spelling of their name and identification of their title.
Keep the message short and sweet but with all the essential components: what is CKI, what impact does CKI make on the community, why should the sponsor invest, what the sponsor can expect in return for their investment, a call to action including your contact information.
Answer replies promptly, especially for email.
If rejections are received, still write a reply to thank sponsors for their consideration and allude to potential collaborations.
SAMPLE REQUEST LETTER April 7, 2018 Dear Happy Hills Kiwanis Club, My name is Sally Studebaker, and I am a member of the Circle K club at Happy Hills University. I have a great opportunity to attend the 2018 Circle K International convention in Chicago, Illinois from July 4-8. At the convention, I will develop my leadership skills through informational workshops, interact with other CKI members from around the world, and share service project ideas. I plan to bring back ideas and resources that my club can use to make our community better. But I need your help to get there. Before I can attend the 2018 Circle K International convention, I need to raise enough money to help pay for my registration, accommodations, meals, and other expenses. I do not expect you to provide all those funds; CKI encourages members to contribute one third of the costs themselves before asking their CKI club to fund another third. Then we ask our sponsoring Kiwanis clubs to donate the final third. In order to attend the convention, I still need $200. Any amount or support that your club is able to provide would be greatly appreciated! Any donations can be mailed to me at the address below, or, if you’d prefer, I can meet you to further discuss the opportunity and how I will be using your support. Please contact me with any questions or concerns as well! I will follow up with you within two weeks of receiving your donation, to confirm it has been received and where it will be used. My registration deadline is June 1, 2018, so a response before that date would be helpful to assist in planning. After convention, I would be happy to follow up with a report on my experiences, in presentation or paper form as you require. Thank you for supporting me and my CKI club! Sincerely, Sally Studebaker 1234 Hillside Lane, Happy Hills, ON, N6G 3A9
SERVICE COMMITTEE WHAT IS THE SERVICE COMMITTEE? The Service Committee is tasked with the responsibility of emphasizing the importance of service across the district, as well as assisting clubs with reaching their service related goals and developing their membership engagement in service within CKI.
EXAMPLES OF SERVICE GOALS • Aim for 80 club service hours per month • Organize one club run service project • Collaborate with members of the Kiwanis Family at least once a term
HOW/WHY SHOULD YOU CONTACT US? The District Service Chair can be reached at service.eccirclek@gmail.com or though your Club Officers. Why should you contact us? The real question is why NOT to contact us! We are one of the many useful resources available to every CKI member in the Eastern Canada District. We are here to answer any questions you have about service within CKI, provide you with resources and contacts to help achieve your personal and club goals, and we’re even here with open arms ready to celebrate any successful service events or milestones you have reached (we love to hear about the CKI spirit!).
HOW CAN I GET INVOLVED? If you would like to join the Service Committee, online applications typically open May-July. Simply asking questions and engaging with members of the committee through email, Facebook, or in person will allow you to get involved.
THE TOMORROW FUND WHAT IS IT? The Tomorrow Fund is an endowed fund for Circle K International held within the Kiwanis Children's Fund. This fund, utilizing the interest earned, helps CKI clubs and districts serve the world through grants for service opportunities. The fund is established through a portion of CKI member dues, direct donations, the donation of Carthage-Pullman Society memberships and the donation of Sapphire Circle honoraries. Tomorrow Fund grants can help you take action. How? Identify projects your club would like to tackle on your campus or in your community. Then, apply for grant funds to support those service projects. Clubs may request funding assistance from US$200 to US$2,000. The committee typically funds those clubs asking for a portion of the total cost of the project, and clubs that are working with other organizations to fund and complete the project.
WHY SHOULD I APPLY? This resource has been organized to help your club execute the best possible events and projects. The Tomorrow Fund can help you to organize an event you may not have considered possible before. The application is very clear, and is largely based off your project planning.
APPLICATIONS DETAILS The application can be found on Circle K International’s website or
 through the link below. Applications are due December 1st of each calendar year, so begin planning early! Please note that the Tomorrow Fund is a reimbursement set-up, and that the service project must be completed before any funds can be awarded.
FOR MORE INFORMATION, PLEASE VISIT circlek.org/service#Tomorrowfunddescription
KIWANIS AND CKI FAST FACTS KIWANIS INTERNATIONAL • • • •
Kiwanis International was founded in 1915 in Detroit, Michigan First Canadian Kiwanis Club formed in Hamilton, Ontario In 1987, women officially were allowed into the membership Sue Petrisin was the first female international president, serving during the 2015-2016 service year. o She is also the first person in Kiwanis history to serve as Key Club, Circle K, and Kiwanis Governor • Kiwanis members stage nearly 150,000 service projects and devote more than 6 million hours of service, raising nearly US$100 million each year • All branches of the Kiwanis family dedicate over 18 million service hours a year • The Kiwanis family is comprised of many branches, including but not limited to: o K-Kids o Builder’s club o Key Club o Circle K o Aktion Club o Kiwanis Club
CIRCLE K INTERNATIONAL • Circle K started in 1936, as a Kiwanis service project – the first club was chartered in 1947 • Present on approximately 500 clubs, in 30 districts • More than 13,770 members in over 17 countries • CKI members perform more than 1 million hours of service every year • Females became a part of CKI in 1971 • CKI has a pledge, as displayed below, that is used at many official events. “I pledge to uphold the Objects of Circle K International, to foster compassion and goodwill toward others through service and leadership, to develop my abilities and the abilities of all people, and to dedicate myself to the realization of mankind’s potential!” • CKI’s motto is short and sweet, indicating our dedication to service!
Official Publication of the
Created by the 2016-2017 District Service Committee