Secretary Duties and OPR Training

Secretarial Duties Whether your club is large or small, the office of secretary is the backbone to any organization. As a Key Club International Club Secretary, your position should include the following: Keep systems and reports up-to-date. Be prompt, organized, and efficient. Taking Roll and Minutes at meetings Handle service hours Assist the club President with any tasks needed Attend Key Club activities (meetings, KCKC, SZR) Most importantly, work with the OPR System

Roll and Minutes Taking roll at each meeting will help you fill out certain sections of the Pride Report. Make sure to work with your Treasurer to ensure that each attendee is a paid member. ----------- Minutes are documents that contain a brief description of what was discussed and done at each meeting. These will help members/officers catch up on info if they were not present. Minutes must include: Date and time People present Each topic discussed Who spoke and a brief summary of what they said

Hours, Tasks, and Activities One of your responsibilities is to handle club member’s hours. It is very helpful to keep copies of these in a folder that is accessible to you and your members Assist your President with additional tasks is necessary. Attend KCKC, Spring Zone Rally, and DCON!

Online Pride Report System Contents

Access the Florida Key Club Website at floridakeyclub.org Then click “OPR System” to access the Online Pride Report

Click the registration link This will allow you to submit the Officer Information Sheet, Pride Reports, and access the OPR for the year of your office

Select your club from the drop down, and then press proceed (or enter, if you’re that kind of person)

Insert your Advisor’s email Create a password that you’ll share with your Advisor, President, and Treasurer Make sure to press save! If not, you’ll have to start ALL over again **If you ever forget your password, your Lt. Governor, Zone Administrator, and District Secretary can help you out!**

(Officer Information Form) Complete the OIF

What is the OIF and why should I do it? The Officer Information Form is a form that: Helps us contact you It shows that you are executing your duties It allows you to submit Pride Reports, which in turn, qualifies you for awards Proves you are an officer

Save your information before pressing “Send Form Now!” Once registered, you should be redirected to the OIF page A complete OIF includes all officer’s and Advisor’s names, email addresses and phone numbers. Save your information before pressing “Send Form Now!”

The Online Pride Report System This will be referred to as the OPR system for the rest of your term

Now, you can log into the OPR Now, you can log into the OPR! Find your school name in the drop-down, and submit the new password you registered with.

You can view and update your OIF here. Make updates to the OIF when officer contact information changes.

Pride Reports These will be due on the 10th of each month

Again, access the Florida Key Club Website at floridakeyclub.org Then click “OPR System” to access the Online Pride Report

Log in by finding your school name in the drop-down, and submit the new password. If you ever need to find the OPR training resource click the link above that says ‘Online Instructions’

To start a Pride Report, find the month you are filing a report for and click "Start Report." If you are in the month of April, you are a filing a report for March In this section, you can view and update past reports. Updating reports will not change their original date of submission

Once you click “start report” you’ll be redirected to the page above Once you click “start report” you’ll be redirected to the page above. From here you can begin and complete the report

On the right, you’ll find a club meeting box. Be sure “Members in club” corresponds to the correct number of dues paid members. Meet with your club Treasurer or Faculty Advisor to determine how many members are in the club. *NEVER LEAVE THIS BLANK*

Above, there is a comments or questions box If you ever have any questions about Pride Reports, you can enter them here You can also clarify certain things. Such as, why your club didn’t do service or have a meeting, and so forth.

On the left of your PR, you will find contact and attendance information. For attendance, please take note: Clubs will NOT attend KCKC until the Fall. Please choose ‘No’ until your club attends for the current year. Clubs will NOT attend Spring Zone Rally until the Spring (same as above) When you do attend a DCM, KCKC, or Spring Zone Rally, click "Yes" and note that the How Many Members Attended question signifies, “How many members attended this activity?"

Once done, press “Save Changes” You will not be allowed to fill out the rest of the Pride Report without saving

After saving, this will appear on the page After saving, this will appear on the page. To begin adding projects, click the “Add Projects” button. You can also add pictures from your projects! Keep in mind, these should be clear photos that are at a maximum size of 250KB.

Write in how many paid members were involved in the activity. Add a project title, and a detailed description of what your club did! Write in how many paid members were involved in the activity. If the activity was 2 hours, and you had 5 members participate, write in a total of 10 service hours for your project. Once you’ve written in your project, select the category under which it falls (if it does fall under a category) Note: you may select multiple categories if needed. If you did a Governor’s Project (current year's only) please check the corresponding box and so forth. If you’re not sure what category your project falls under, leave blank for now, complete the report, email the District Secretary, then update the report. Please note: Fundraising projects for your club’s benefit (i.e. Fundraising for DCON) does not count as service hours, but should still be reported without showing hours.

When done, press “Post to My Report When done, press “Post to My Report.” This will show you your completed project, and will allow you to post more projects as well.

Here’s an example of what your Pride Report should look like.

To submit your finished report, press the “Submit Report” button located at the bottom of the Pride Report page.

Once you press “Submit Report,” you should be redirected to this page Once you press “Submit Report,” you should be redirected to this page. This will confirm that your report was sent to the Officers and Advisors included in your OIF. If you receive an “error” message rather than this confirmation page, email your Lt. Governor or the District Secretary to ensure that your Pride Report was received.

You can add additional people to receive the Pride Reports by clicking “Update E-mail Submission List” on the right hand side of the blue OIF box. Some good people to include: Kiwanis Advisor Kiwanis Club members Additional officers not stated on the OIF. If you ever have any questions, feel free to email your Lt. Governor, or your District Secretary at secretary@floridakeyclub.org  Updated by 2014-2015 District Secretary Alexandra Sanchez