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2014-2015 WUM Circle K District Awards Guidebook
Wisconsin-Upper Michigan Circle K District
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Table of contents Application Timeline…………………………….3 Master List of Awards………………………….4 Outstanding Club Webpage Award……...…...5 Club Newsletter Award…………………...…….5 Member Mile Award……………………………..6 Outstanding Club Scrapbook Award...………7 Club T-Shirt Award………………………………7 Outstanding Divisional Unity Award………7 Most Improved Club Award…………………8-9 Robert S. Wilson Single Service Award……..9 Outstanding Club President Award………..10 Outstanding Club Vice President Award….11 Outstanding Club Secretary Award……11-12 Outstanding Club Treasurer Award…...12-13 Outstanding Club Bulletin Editor Award…13 Outstanding Freshman Member Award….14 Outstanding New Club Member Award..14-15 Outstanding Club Member Award……...15-16 Outstanding Committee Member Award…16 Outstanding Faculty Advisor Award……...17 Tips & Tricks for Applying…………………..18
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2014-2015 District awards
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Club Achievement Award Club Newsletter Award Club T-Shirt Award Distinguished Circle K Alumni Award ELIMINATE Project Award Frat Craanen Outstanding Kiwanis Advisor Award Governor’s Project Award Interclub Award Member Mile Award Most Improved Club Award Outstanding Club Bulletin Editor Award Outstanding Club Fundraiser Award Outstanding Club Member Award Outstanding Club President Award Outstanding Club Scrapbook Award Outstanding Club Secretary Award Outstanding Club Social Award Outstanding Club Treasurer Award Outstanding Club Vice President Award Outstanding Club Webpage Award Outstanding Committee Member Award Outstanding Divisional Unity Award Outstanding Faculty Advisor Award Outstanding Freshman Member Award Outstanding K-Family Relations Award Outstanding Kiwanis Support Award Outstanding New Club Member Award Robert S. Wilson Single Service Award
Outstanding Club Webpage Award Does your club have a webpage? Apply for this award because it takes no more than 5 seconds! Below is the criteria each page will be judged on. All you need to do is fill in the address and the webmaster.
Club Newsletter Award To view the application guide for this award, please click HERE.
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Member Mile Award This award is very, very easy to fill out so I strongly encourage each club to take the time to do so. The member mile award recognizes clubs for their attendance at district events throughout the year. Simply fill out the number of paid members your club had at each event in the table below. Using the mileage table, calculate the total miles from your school to the city or place of the event and place the corresponding mileage points in the table. Next, carry out the multiplication across the row for the total and sum the final column to get your grand total. For example, UWPlatteville had 7 paid members attend MERP. The distance from UW-Platteville to UW-Green Bay is 221 miles. According the point chart, that qualifies for 18 mile points. Carrying out the multiplication (7 x 18), the total for that row is 126.
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If you have any questions regarding this award, please contact me right away. I’m always here to help. Good luck and I hope to see an application from each club!
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Outstanding Club Scrapbook Award A club scrapbook is a great way to collect pictures and memories of everything your club has done this year. I’ve got good news about this award - there’s nothing to fill out! And better yet, the scrapbook itself isn’t due until your club registers at District Convention! My advice: start early, use lots of pictures, feature as many of your members as possible, get many people involved. Make a day of creating a scrapbook - have small snacks available for those that help. It will go much quicker if you can get some help.
Club T-Shirt Award A club t-shirt is a great way to promote your club without doing a lot of work. Very important aspects of this award are including a physical t-shirt along with the award submission, making sure the majority of your club has the t-shirt, a detailed description of the meaning and the thought that went into the t-shirt and including ways that your club promotes wearing the t-shirt as well as the percent of your club that has the t-shirt.
Outstanding Divisional Unity Award Attention LTGs: do you feel that the clubs in your division get along really well? Do you have clubs visiting each other fairly often? If so, consider tapping one of the presidents throughout your division to get started on this award to bring honor to your division. Have one president spearhead this award. LTGs can write an essay but to make this award truly stand out for your division, I would suggest having each president submit a small blurb about what they feel has created divisional unity. Do not wait especially with this award. All of the presidents in the division need to sign this award!
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Most Improved Club Award This award is based on the numbers and does take a little bit of time to complete but is very important in recognizing those clubs that have worked hard in dedicating their time to improving the three areas Circle K holds so near and dear - service, leadership and fellowship. You will need to locate your MRFs from the previous year or even better yet, this award from last year (if you have it). One of my main hints to is pay attention to the date of the section that you are completing. In order for us to know how much you’ve improved, we need to compare numbers from this year and last. Please make sure they are filled out in the correct section.
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Another thing that is new to this award this year is a breakdown of funds or service hours per member in order to give all clubs - no matter the size - a fair chance. You will see lines the one highlighted below. Simply fill out the total number of service hours your club has completed in the given dates. Then divide that number by the total number of paid members you have for the corresponding year. For example, if your club completed 1000 service hours from April 1st, 2013 to January 27th, 2014 and you had 20 paid members, your total service hours per member would be 50 hours.
Again, start this award with plenty of time so that you can complete it. Do it in pieces and not all at once. Carefully read each section as you complete it so as to avoid mistakes. This award will take some time but it is so worth it in the end.
Robert S. Wilson Single Service Award Community service is highly beneficial to others while also personally satisfying. The Robert S. Wilson Single Service Award recognizes a Circle K Club’s effort and dedication in producing the most outstanding service project during the year. This can either be an ongoing project that lasts the entire year or a one-time project. New this year, any project the benefits our preferred charities, including Better World Books, March of Dimes, STUFH, can be included for nomination. Any project that benefit the ELIMINATE Project, however, cannot be. This award is strictly an essay. Here is what you should include with specific detail to make judging the awards easier: 1. Need: Explain why the project was necessary, the nature of the service performed, and the goals for the project. 2. Planning: Contact and organization. Explain the process through which the event was plan and how it was carried out. 3. Club participation: Include total service hours and percentage of members participating. 4. Evaluation of the project’s merit to those it helped. 5. Reflection for improvement.
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Outstanding Club President Award Your president is your fearless leader. They put a lot of time and effort into making sure your club runs smoothly. This award features an essay and a statistics portion. Have your secretary help out with the numbers on the statistic sheet and start your award forms with it. This will spark ideas of what your president has done throughout the year. For the essay, find a way to make it stand out. One way I would suggest is having different members write or say what they appreciate or what stands out to them that your president has done and include them in your essay. One important thing that you do not want to forget are the attachments that go with this award. Each submission needs to include: 3 agendas from regular club meetings 1 agenda from an executive board meeting 1 copy of your club’s goals Make sure the name of the club and your president is on each sheet of paper. Don’t delay!
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Outstanding Club Vice President Award Without a Vice President, your club President would probably lose their marbles more than they probably already do. The two work very closely together throughout the year. One of their main jobs is handling committees and one of the keys to a successful club is having hard working committees that take some responsibility off of your president’s shoulders. This award features an essay and a statistics portion. Have your secretary help out with the numbers on the statistic sheet and start your award forms with it. This will spark ideas of what this person has done throughout the year. For the essay, find a way to make it stand out. Include specific examples of how your club VP has excelled at any tasks given to them by the president and with committees. Ask your committee heads for ideas and even talk to your president for ideas. One important thing that you do not want to forget is the attachment that go with this award. Each submission needs to include: A list of all of the club committees and what each of them does. Make sure the name of the club and your vice president is on each sheet of paper. Don’t delay!
Outstanding Club Secretary Award The club secretary is sort of the unsung hero of the club because most of what they do each day, no one sees but the district. But without them, the club would fall apart. They are the backbone to a strong Circle K club. This award features an essay and a statistics portion. Have your secretary help out with the numbers on the statistic sheet and start your award forms with it.
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Whoever is completing the form should review these numbers for ideas when writing the essay. For the essay, again, make it stand out. Have someone who knows your secretary well write it. Include a biography of the person, but also, what they do each day to make your club fantastic. If you need ideas, ask the other executive board members or maybe a roommate/friend that sees the time they dedicate to club activities. One important thing that you do not want to forget are the attachments that go with this award. Each submission needs to include: A club directory A copy of club meeting minutes from 2 different meetings Make sure the name of the club and your secretary is on each sheet of paper. Don’t delay!
Outstanding Club Treasurer Award Money is essential to a club being able to do certain projects. Without someone to keep track of what comes in and out of your club’s bank account, you could find yourself in trouble. This award features an essay and a statistics portion. Have your secretary help out with the numbers on the statistic sheet and start your award forms with it. This will spark ideas of what your treasurer has done throughout the year. For the essay, find a way to make it stand out. Have someone close to your treasurer write it because they know what has been done and maybe reasons behind what they do.
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One important thing that you do not want to forget are the attachments that go with this award. Each submission needs to include: A copy of the budget Written treasurer’s report Make sure the name of the club and your treasurer is on each sheet of paper. Don’t delay!
Outstanding Club Bulletin Editor Award The last (but certainly not least!) position on the club executive board is the Club Bulletin Editor. This person dedicates long hours to promoting and recognizing their club through a monthly or bi-monthly publication. The position of bulletin editor is very important, as they serve as a crucial communicator between club members, executive board members, Kiwanis family, campus departments, and even the general public. Be sure to include if any of your bulletin editor’s articles or publications were featured on campus, in the local news, or in our very own Circle of Sharing! Be sure to include the following items when applying: A list of all publications, accompanied by the issue number and date of publication. At least two copies of their bulletin (more are welcome!) Make sure the name of the club and your bulletin editor is on each sheet of paper. Remember that the postmark deadline is January 20th, 2015— no later!
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Outstanding Freshman Member Award For clubs to survive each year, they need to recruit freshman members to ensure its longevity. This award is to recognize a new freshman member to your club that is enthusiastic and active. This person has stepped up into leadership roles that needed to be filled, attended club and district/ divisional events, actively served on committees, and promoted and represented Circle K in a positive manor. Like other awards, this one includes an essay and a statistics sheet. Have your secretary assist with these numbers and take a look at them before you start typing the essay. Take some time to talk to this member and ask them what they enjoy most about Circle K and maybe why they have been so involved this year so far. Make sure to also include a list of the committees this person has served on and the role that they played.
Outstanding New Club Member Award Like the freshman member, the recruitment of new club members is vital to a club’s survival. This award differs from the freshman member in the respect that a “new club member� is a member that has attended more than two (2) semesters or three (3) quarters at ANY college or university. This could be a transfer student of sophomore status or higher. If you have any questions about who qualifies or if a person qualifies, contact Kayla at kahrens44@gmail.com.
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You have seen this person develop their individual leadership skills by taking active roles in club events and on certain committees. Like other awards, this one includes an essay and a statistics sheet. Have your secretary assist with these numbers and take a look at them before you start typing the essay. Take some time to talk to this member and ask them what they enjoy most about Circle K and maybe why they have been so involved this year so far. Make sure to also include a list of the committees this person has served on and the role that they played.
Outstanding Club Member Award Do you have a particular club member (not part of the executive board) that attends almost everything, can honestly say that they love Circle K, embraces and demonstrates Circle K’s three tenets, and leads through their actions? Would you like to recognize them for everything they have done to help your club? Here is your opportunity! This award has three sections - the general criteria, the essay, and the stats page. First, take a look at the general criteria. If the member you have in mind meets most of the criteria and has been a member for 2 or more semesters, you are golden. Next, I would move on to the stats sheet for the particular member to get some of what they have done throughout the year fresh in your mind. Your club secretary should have all of these numbers so contact them to get accurate numbers. If your city does not have a particular branch of the KFamily, simply circle the n/a option that is present.
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Finally, it’s time to move on to the essay. My suggestion is to have someone that knows the nominee very well write the essay. Include a short biography of the person and a list of the committees this individual has served on. But also, make a large portion of the essay about why this person is so special - what sets them apart. Include details of the things they have done to put your club over the top and why you think they are deserving of this award. A stellar essay can seal the deal for the deserving member. You’ll notice that you can include up to 5 relevant items (pictures are good) that will help with this application. Make sure your club’s name and the name of the nominee are on each item.
Outstanding Committee Member Award Committees are a vital part of a club’s success. Successful committees include members that are enthusiastic, attend district events, and are willing to go to that extra level at events to help your circle k club. This award features (again) an essay and a statistics portion. Have your secretary help out with the numbers on the statistic sheet and start your award forms with it. This will spark ideas of what this person has done throughout the year. For the essay, ask your club’s Vice President if they have noticed anything that has stood out to them at committee meetings that this person has done. Include a biography and make sure you brag about this person! Nothing that they have done is too small. We want to hear about everything.
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One important thing that you do not want to forget is the attachment that go with this award. Each submission needs to include: A list of the committees served on AND a description of their roll on each Make sure the name of the club and your committee member is on each sheet of paper.
Outstanding Faculty Advisor Award The faculty advisor of a Circle K club helps to ensure a club’s success each year by providing continuity since he or she is familiar with the campus, Circle K structure, and past history of the club. It is also important that Circle K have a faculty representative to the campus and community, to emphasize the wide range of activity that Circle K covers. This award features a statistics part as well as an essay. Again, have your secretary assist in completing the statistics sheet. As for the essay, include a biography and what this individual does that betters your club. Ask members of the executive board what they have noticed and ask members in your club as well. Sometimes, even the smallest thing that this person has done will stand out in a member’s mind.
Good luck! Remember to postmark awards by January 20th, 2015! 17
Top secret Tips & Tricks for Applying 1. Do not wait until last minute! Follow the timeline on page 3 and you cannot go wrong! Keep a record of the awards your club has applied for. Post mark the awards by January 20th, 2015 to: Kayla Ahrens 225 N. Washington St. Platteville, WI 53818 Wait for a follow up email from Kayla and confirm that she has received the same awards that match your records. Late applications will not be accepted. 2. Ask questions! If you have even the littlest question, email Awards, Regulation and History Chairperson Kayla Ahrens at kahrens44@gmail.com. She is there to clarify anything you may need. 3. Read directions carefully. Fill in everything that the award asks for. Read the applications completely. Check everything over a second time before sending them out. 4. Split up the work. Do not have one person do all of the work. Get multiple people involved. The quality of the award may decrease if the same person is stuck doing too many of the awards.
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5. Assemble them correctly. Make sure all of the pages for each award are stapled or paper clipped together DO NOT bind them all together. Make sure your club’s name and the name of the nominee are on every page. Check over each application to make sure everything is included. Place everything in a single envelope.