KEY GUIDE MARCH 2020
05
STEPS TO PREPARE A PLAN OF ACTION ACHIEVE A FULLY DISTINGUISHED BOARD
AWARD GUIDELINES YOU SHOULD CHECK OUT
CONTENTS
F O
Governor Thaslema Nkrumah
WHAT
ARE
AWARDS?
District Board
QUESTION
&
ANSWERS
Governor Thasleema Nkrumah
DISTINGUISHED
District Board
ANNUAL ACHIEVEMENT REPORT
Governor Thasleema
MAJOR EMPASIS & SINGLE SERVICE
Governor Thasleema Nkrumah
SAMPLES
VIDEO CONTEST
DWM Brian Sawyers
SCRAPBOOK CONTEST
DBE Everton Smellie
POSTER
CONTENT
DCP Ramona Stanberry
E L B A T
3 4 5 7 10 14 17 21 23 24
MESSAGE
EDITOR'S MESSAGE The initial issue of the Key Magazine was a banging success. It was quite informative, as it aid for all club leaders in attaining a better perspective on key components of their succession plan- installations and inductions. With the ongoing threat of the novel COVID-19 pandemic, there will be a paradigm shift towards the use of online platforms. This issue serves to educate each member on how to complete and submit the Award Forms. Key Guide is my succession plan for the Key Club Jamaica District. It will be available for each and every Key Club Member. Awareness is Key ! Keep Safe, Keep Healthy and Stay Indoors. Enjoy!
Gov Thasleema - 3 -
Key Club Jamaica District is a service organization that contributes greatly to society.
WHAT ARE
Every administrative year, the district acknowledges individuals that played key roles in accomplishing the district's and club's goals. .
AWARDS?
Awards are not a competition but a token of recognition of excellence for the hard work of the clubs and club leaders.
By Governor Thasleema Nkrumah Photograph by Governor Ariana Layne
KEY GUIDE
-Â Â 4 -
NOMADIC
|
24
TRY AND FAIL BUT DO NOT FAIL TO TRY
DESIGN PROCESS DISCUSS The executive body meets and discuss awards before timelines are set.
STEP
01
STEP
02 GATHER
The team gathers all the relevant information for the awards
ANALYZE
The team review the award document in entirety to asses what is needed.
STEP
03 CATEGORIZE STEP
04 OUTLINE FInal recap of the approved plan
STEP
05
After we gather all the information, they are place under different categories. E.g social events and general meetings.Â
DISTINGUISHED FOLDER Simple Maths
Section A to C of all Distinguished Forms comprise of a series of Yes and No Questions.
Meeting Attendance
Example: Did you attend all PCMS? Did you attend District Convention?
Meetings Attended
14
It also contains a few simple questions How many general meeting did the club host? How many social event/interclubs did the club host for the year?
19
x
100 1
=
1400 19
73.68%
Meeting for Year
- 7 -
Meeting Percentage
SECTION D The Challenging Essay
PROFILE Toni Lee is currently the Webmaster of her club and wishes to apply to be Distinguished for her hard work throughout the administrative year.
ASSESS The essay is very similar to a recommendation from a higher office. In the recommendation, include the individual's skills and the events he/she has attended to depict the member's involvement. Be sure to include
SKILLS
EVENTS
GOOD COMMUNICATION SKILLS
DIVISIONAL PROJECT DISTRICT PROJECT
CREATIVE/ INNOVATIVE CLUB FUNDRAISER SOLUTION ORIENTATED KIWANIS EVENT RELIABLE/DEPENDABLE COUNCIL MEETING
how integral this person was in the club's sucess.
RALLIES
VITAL Ess
WHO CAN WRITE THE ESSAY? Faculty Advisor Kiwanian Advisor Principal Teachers who assisted Club President.
to res u t im pic cla de r u l u o Inc rt y o p E. sup on ion t c pti e a S c in to as ure s s n res E u ef a i t r c i b p and the d e l ai det le sib s o p
- 8 -
ay
va h m ries f o em ski ber r lls and . Th are e eve dep nts ind end iv on con idual eac tri h but ion . eac
DISTANCE
LEARNING
Tips for Submission
PREPARE
IN
ADVANCE
If you expect to submit the awards by the deadline, ensure that you start to prepare by reading through the material to get an idea of what to be done. Don't wait too late to start preparing.
SET
UP
A
WORK
SCHEDULE
A
TIME
WITH
TEAMMATES
Set time when you and your board members can touch base and have them prepare the information they need for the awards.
ZONE
Set up a comfortable, well-lit area and designate it for work.
REVIEW
THE
FINAL
DOCUMENT
Avoid working from the couch or bed. Aim to complete as much as possible.
Check over all the documents. All award document must be titled accurately. To make this process easier, ask another teammate or upload the work to grammarly.
This is the most important step. Email the document to the district administrator, governor and secretary-treasurer. The email subject should be "School Name: Awards" .
THINK
If there is a correction and you wish to resubmit during the timeline. Reply on the previous email. Do not send another email.
KEY CLUB JAMAICA DISTRICT
ANNUAL ACHIEVEMENT REPORT WALKING THROUGH THE PROCESS
- 10 -
ANNUAL ACHIEVEMENT REPORT
This process is tedious and time consuming, if there is not accurate record keeping of the club finances, project and membership.
This form is, MANDATORY for ALL clubs.
The forms asses the service hour for each members according to events the club has executed as well as attended.
Like any organization or establishment, Key Club Jamaica requires all clubs to make an assessment of themselves. This is called, the Annual Achievement Report.
It asks question on the club finances. Ensure you are aware of the club's weekly earning as well as earnings from any fundraiser or sponsorship.
DON'T LIMIT YOUR CHALLENGES, CHALLENGE YOUR LIMITS
18
WHAT IS THE CLUB'S MEMBERSHIP? The club's membership is the amount of individuals that paid international dues. This is not the number of persons that attend general meeting on a regular.
WHAT IS CONSIDERED A PROJECT?
Any event in which a members serves his/her home, school and community gives service hours. Planning and organizing an event gives service hours. For the Key Club Jamaica District, events like Kiwanis Meetings, socials, rallies and DCON counts. When completing the project section ensure you are thorough. This means, the hours spent planning and discussing the final details in the whatsapp group, the time it took to arrive at point B from point A, the duration spent, the time it took to return to point A.
WHAT ABOUT DONATION PROJECTS? Donation projects are considered service projects. The hours allotted to items must be idealistic. For example. Donating four (4) books is equivalent to one (1) service hour. The donation project also include the time it took to travel and donate the items to the venue discussed.
WHAT TIME FRAME IS COVERED IN THE ANNUAL ACHIEVEMENT REPORT? Well, the document should cover one Key Club Year. The Key Club year begins on May 5; however the report covers from District Convention 2019 to the date of submission. - 13 -
OUTLINE
MAJOR EMPHASIS SINGLE SERVICE A golden opportunity to conduct service, meet new people, make new memories and have fun. Major Emphasis (ME) is a Key
and create a global impact.
Club International focus that is
This project is centred around
based on the idea of helping
children and shows
children. Its slogan
continuity and unselfish
is “Children: Their Future, Our
efforts.
Focus.” Founded in 1946 at Key Club’s first International Convention, Major Emphasis was established in order to help children all around the world.
The Single Service Award program shall provide recognition to individual Key Clubs for their single best service project. A qualifying single service project shall be defined as a club service project, planned, organized and produced by the Key Club occurring on a single day, consecutive days or recurring on different days. Projects acceptable for this award may include both hands-on service projects and fundraising efforts. In the case of a recurring project, it is the same project that must be repeated for the purpose of achieving the same service goal.
MEADOWBROOK HIGH SCHOOL
- 14 -
MUST HAVE FROM THE DISTRICT
There are certain aspect the district expects to be included in the awards especially in the MEP and SSP folder. It is good practice to read the GUIDEBOOK to have further understanding or the district guidelines for each award. It can help drastically. Typically, these documents are like nine page long . This is so because each required section of the table of contents should be on it's own page.
Cover Page Table Of Contents Service Need Project Plan Project Implementation Final Result Public Awareness Members Participation Photographic Evidence
- 15 -
KEY CLUBÂ JAMAICA
Caring Our Way of Life
MAJOR EMPHASIS CHILDREN ORIENTATED
SAMPLES
SINGLE SERVICE PROJECT OF CHOICE
PROJECT EVALUATION
STARTEREXAMPLES
Service Need A statement on what way the project deals with the Major Emphasis. It answers the question "Why was this project selected?", "What societal issue will be solved after this project or what is it's societal contribution?" This project entitled “Kids Kulture” is a community project in the West Central Community. It’s a sustainability project for the vicinity. Not only will it be a symbolic monument, it is a place of safety and comfort for parents and children. After the recent hurricane, the park was destroyed. The children ran loosely around the community. Many times the children were injured. West Central Key Club established this project to restore the community park, the mindset of worrisome parents as well as provide an area of amusement, an instrumental aspect of any child’s growth and development.
Project Plan A statement describing how the project was organized. This section requires the information of what was discussed to achieve the goal of the project. It is written in the passive voice. The club established the resources and tools need to reconstruct the park. Include list. We establish how the funds will be acquired. At the board meeting we decided to seek sponsors from organizations and business entity as well as host a community fundraiser from the club funds such as a Community Cake Sale to reach our target of $350,000. The list of items required as well as price list was written and assessed. Include the assessed price list. The executive body spoke to Masons and community groups that would like to join forces with this project.
Project Implementation A statement describing the steps taken to implement the project. It include any adjustment to the outlined plan as well as any struggle or challenges encountered. Include pictures to support any initiatives taken to reach target. Instead of purchasing the items, three-quarter of the baked goods were donated by the club members; hence reducing the cost of expenditure by 50,000. During the plan, we did not account for tables and table cloth for the bake sale and had problems with starting the fundraiser on time; however a group of elderly people assisted with acquiring the tables and tablecloth for the bake sale. At the end of the day, the club had $400,000 to spend on the community upliftment project. Caring, Our Way Of Life
- 18 -
STARTEREXAMPLES
Final Results A statement describing the benefits of the service rendered. Remember the final result is linked to the service need. The $400,000 was spend on acquiring the materials needed in the Project Plan, We had $50,00 remaining after labour cost reduction. Include the pictures of members and work professionals constructing the park. The construction of the park took one month to complete. It's grand opening was on October 20, 2019. The club arranged two sessions each month for four months to education the children on how to care for the park. The remaining sum of $50,000 was put towards the community scholarship for children of age 3 – 12 age to attend school and receive an education. Include all supporting pictures for all key points mentioned. It can be a child benefiting from the grant.
Public Awareness A statement describing how the project was publicized. It can include actions and partnership formed with the K-Family or other organization. Many posters and banners were created and posted on the club's social media page. Include designs. The project was promoted on the district, as well as the club was featured in the local newspaper, The Gleaner. During the publicizing process, we reached out to many Kiwanis Club who contributed monetarily to the project. Lastly, it was a honour for the club executive to be featured on Smile Jamaica advertising the project to the general public to get as much assistance as possible.
Members' Participation A brief statement describing the members involvement. This section is a point based system based on the percentage of involvement from the club. Ensure to use this section to show any calculation necessary. When the club's membership was compared to that of the member's involvement, we had a 100% involvement. There were members that donated baked goods, who assisted with the selling as well as helped in the construction of the park. Please see table below Caring, Our Way Of Life
- 19 -
West Central Key Club REVIEW OF PROJECT
Activity
Hours Earned
Members
HOURS The hours are calculated based on duration. The correct formula to calculate hours is members x project duration x number of times(day). Example 25 children times the four hours spent each day times the four Saturdays (one month)
DONATION HOURS For a donation project, establish the scale. 1 dozen cupcake or 1 cake is equal to one hour. Compile a sheet to add a hour as they are received from the members. One member can donate 3 items and receive 3 hours. 01-09% = 1 point 10-19% = 2 points 20-29% = 3 points 30-39% = 4 points 40-49% = 5 points
PROJECT PLANNING
5
5 X 2 = 10
15
35
15
15 X 3 = 45
15
15 X 2 = 30
CONSTRUCTING
25
25 X 5 X 4 = 500
GRAND OPEN
17
17 X 1 = 17
5
5 X 2 = 10
8
8 X 2 X 6 = 96
BAKE GOODS DONATION ASSISTING IN BAKE SALE BAKE SALE CLEAN UP
PLANNING FOR TEACHING SESSIONS TEACHING SESSIONS
TOTAL= 743 ANALYSIS
Club Membership
Participation
45 100% 50-59% = 6 points 60-69% = 7 points 70-79% = 8 points 80-89% = 9 points 90-100% = 10 points
- 20 -
Project Service hour per member
743 45
16.5
hours
KEY CLUB
V I D E O V I D E O V I D E O
TIPS USE LEGAL MUSIC GET CREATIVE
Shown here: Division Six Rally
The video should be promotional for Key Club as an organization and or the Key Club within its respective school community.
Mark Scheme Originality Promotion of Key Club Clarity of message . Sound quality Picture quality Overall impression
The length of the completed video/DVD segment should be no more than 60 seconds. No copyrighted music. - 22 -
10 points 20 points 20 points 10 points 10 points 30 points.
The Year in Review
The scrapbook should be reflective of all the events the club attended or executed. This include divisional and district activities. The scrapbook should be creative as possible. Use the Mark Scheme as a table of content. It can be chronological order or random. The scrapbook should use very little words.
MARK SCHEME Service to school Service to community Fundraising projects Kiwanis Family interaction Involvement with Major Emphasis Program Miscellaneous
-Â Â 23 -
10 Points 10 Points 10 Points 10 Points 10 Points 10 Points
POSTER
DESIGN
CONTEST
The poster should be designed to recruit new members for Key Club, and should not bear the name of any school, community, or district. It should be 18 inches by 24 inches. MARK SCHEME Originality/Creativity Effectiveness for member recruitment Appearance and artistic expression
50 points 25 points 25 points
- 24 -
KEY GUIDE
Caring, Our Way Of Life
KEY CLUB JAMAICA