Lambda State Orientation for Chapter Leaders Communications Committee 2014

Welcome! Bev Johns, Chair Lambda State Communications Committee Pat DeWitt, Editor Lambda State Newscaster and non- voting member of Communications Committee Jean Tulin, Lambda State Webmaster and non-voting member of Communications Committee

Guidelines for State Organization and Chapter Communications Committee Chairs, revised page iii and page 4 Along the top is the main navigation. Home, Events, Committees, Library, Forms, Store, Network and Websites Under Events are all the happenings within DKG. Committees houses current committee information, photos, and resources. Browse through committees of interest. In the Library, find forms, applications, brochures, The Delta Kappa Gamma News and files for your use. Links to Society Web sites both state and chapters are also in the library. We all love to shop! So in Store find catalogs of DKG items, official jewelry, insurance and more. Looking for certified websites or DKG Network, visit Websites and Network.

New International web site on p. ii Table of Contents on pages iv and v Availability of Graphics Disk/CDs on page 2 Duties of chapter communications committees on pages 5-6 Newsletter information on page 7 Chapter yearbook information on page 18 Electronic Communications information beginning page on 19 What is Newsworthy on page 23 Copyright and Libel Laws on page 28 Facts about Delta Kappa Gamma beginning on page 29

Duties of Communications Committee Chair Facilitate communication amongst chapter members and with Lambda State. This includes the Chapter President if it is she who creates the newsletter. Send Chapter Newsletter to your Lambda State Communications Committee contact member. She will contact you later this summer with her address. Send Chapter Newsletter to Executive Secretary, Nancy Polios Currently 53 Lambda State Chapters publish newsletters.

Duties of Communications Committee Chair Submit chapter news for the Newscaster to Pat DeWitt. (see enclosure) Publish chapter news with local media, when possible, using “inverted pyramid” writing style. The who, what, where, when, and why are all state at the beginning. There should be no use of the word “very”, no adjectives or descriptors that are not a necessity and no fluff. See page 154 of the Guidelines.

Please send Chapter News, New Initiates and Coordinating Council News to: Pat DeWitt, Editor 5159 Norwich Dr. Rockford, IL Phone: Pat at: Deadline Dates: May 1 – August 1 – November 1 – February 1

Graphics Disk/CDs – page 2 CD from Society Headquarters Download from Society Web site (Library -> Resources -> Logos) Right-click – save image as

Print communication Newsletter Brochure templates for chapters (dkg.org – Library - Resources - Brochures) Yearbook – session at 2014 Taming Technology Seminar

Newsletter on page Get to the point Use active verbs Find a dynamic way to say the same thing TIPS for WRITING COPY on pages 13 Newsletter Style Sheet on pages 15

Newsletter on page Set a Header for each newsletter – The society name – The Delta Kappa Gamma Society International – The Mission Statement – Chapter, Lambda State, Illinois – Date – Volume and issue number – Editor’s name

Newsletter on page Always include – Meeting information: location of meeting with directions, date, day and hour, program, special events, hostesses – Chapter president’s name and message – Red roses for honors and awards to members – Birthdays – Legislative update – Photos that tell a story – Important dates and deadlines – Membership changes – Lambda State happenings – Articles about Society programs and projects, e.g. scholarships, conventions, initiatives – Previous meeting notes

Newsletter on page Distribution – Regular postal mail Prepaid envelopes Make labels for the year buddy – Make list one for chapter and one for state mailing Use Adobe pdf format – School Mail – Publish on chapter web site Use Adobe pdf format

Newsletter on page Distribution – Regular postal mail Prepaid envelopes Make labels for the year buddy – Make list one for chapter and one for state mailing Use Adobe pdf format – School Mail – Publish on chapter web site Use Adobe pdf format

Newsletter on page Who should write/edit the newsletter? – Communications committee – Designated editor – Secretary – President – ?

Chapter Newsletter biennial report indicates that 53 of 78 (68%) chapters have a newsletter. Most are distributed via or USPS mail. Some are distributed during meeting. Time for Sharing your newsletters format with us.

Break 10:30 am to 10:45 am

Chapter Webwatcher Encourage Chapter President to appoint a Webwatcher who is to check the Lambda State and International Web sites regularly and report at meetings. (See enclosure) Draw attention to “Website for Teachers” column in the Newscaster – also linked on the Communications Committee Web page.

Chapter Webwatcher Facilitate the availability of the two issues of Delta Kappa Gamma Bulletin that are available online as well as the online summer issue of Delta Kappa Gamma News. Copies of this particular issue should be made available to members without internet access.

Chapter Websites 5 Lambda State chapters have certified Web sites. 3 Steps to a chapter site – Design the site – see Guidelines – Request posting to International server (Form 74) – Request Certification from International (Form 72) The site, following International Guidelines, may be hosted elsewhere. Then request Certification to have a link on the International site.

Delta Kappa Gamma Society International’s Policy for Electronic Communication Delta Kappa Gamma Society International’s Policy for Electronic Communication The policy provides: – Assistance and guidance in design, implementation, and management of electronic communication for Internet and World Wide Web (Website) Electronic mail Databases CD Rom Audio and Visual recordings Photographs Digitized Information

Society Websites All websites will contain the Society Purpose and Mission Statement All websites will contain the Society Purpose and Mission Statement Information will be accurate, current, and useful Information will be accurate, current, and useful Websites will not be used for political or religious purposes Websites will not be used for political or religious purposes

Society Websites Home page will be dated as to the latest revision of any page in the site Home page will be dated as to the latest revision of any page in the site Chapter websites will include no direct advertising or fundraising promotions Chapter websites will include no direct advertising or fundraising promotions – A one-sentence acknowledgment of donation of an electronic site may be included

How much will site cost? $15 one-time startup fee only $51 Set-up Fee and 1 year rental $36 one year fee (10 GB website) $62 two year fee (10 GB website)

Eligibility for Chapter Web site to link to International Must adhere to the standards adopted by the Society (pages 19-21) If in compliance, chapter sites may apply to be linked to International Site

Locating the paperwork and fees – Forms -> Website -> Pay website rental fees and set up fees here. – Web Space Rental Request, Form 74 (MS Word) – $15 setup fee and $36 annual fee for 10 GB – Address will be assigned. – Certified Link Request, Form 72 (MS Word)

What can be on a Chapter site? Home page A calendar of upcoming events and meetings A history of your chapter or state organization Online newsletter Program and project ideas Press releases and photos announcing events, projects and programs Member feedback An directory of officers or members Much, much more!!

Programs to help make site FrontpageDreamweaver Adobe Acrobat 8.0 Or CutePDF (save files to pdf format) An FTP program to upload to International server IPSWITCH WS_FTP Or CuteFTP

Name of Chapter Sites Alpha Delta ( Alpha Rho ( alpharho/) Beta ( Gamma ( gamma.weebly.com/index.html) Omicron (

Other options deltaepsilon.shutterfly.com shutterfly.com has a tiny bit of advertising so no link on International is possible. You can invite members to view and have access at different levels (edit, view on certain pages). Events on calendar will be sent as reminders to those listed to receive . Use weebly.com to design a site. weebly.com has no advertising so a link on International is possible. No calendar reminders or setting of access levels.

Chapter Brochures 24 Lambda State chapters have a chapter brochure or fact sheet. Sharing time ……..

Yearbook – page 18 Include the following – The Society name – The Delta Kappa Gamma Society International – Chapter and Lambda State name – Current biennium or year date – Date of organization – List of officers – List of committees

Yearbook – page 18 Include the following – List of members, addresses, telephone, , type of membership – Meeting dates, time, place, map or directions, and program – Past chapter presidents – Chapter projects – Birthdays of members – Mission Statement – The Purposes – Other information that would be helpful

Yearbook – page 18 Consider including the following Lambda State information – List of Lambda State organization officers and state organization committees – List of Lambda State organization founders – Dates for Lambda State organization meetings

Yearbook – page 18 Consider including the following international information – List of members of International Administrative Board – List of Founders – Date the Society was founded – How to communicate with the Society via mail, phone, fax, Web site, – The Delta Kappa Gamma Song – Dates of next International convention and regional conference

Yearbook – page 18 What size of book? How to publish? – Self-publish – Professional – Who will collect information? – Possible timeline

Questions? Evaluation ….

Additional Information from Guidelines

Duties of chapter communications committees on pages 5 Develop communications channels within the chapter membership and with other chapters Seek opportunities to publicize the Society, its Purposes, its programs of work and noteworthy achievements of its members. Prepare advance publicity about activites and functions and arrange for media coverage of important events

Duties of chapter communications committees on pages 5 Help to incorporate news of international and state organizations into chapter programs Keep reference files of international and state organization publications as well as chapter newsletters. Send news of chapter programs, projects and achievements and members’ honors and achievements to the Newscaster editor, Pat DeWitt

Duties of chapter communications committees on pages 5 Serve as resource person for the communication services administrator by sending names and backgrounds of capable writers for the Bulletin and well-written, interesting and unpublished manuscripts of members for consideration. Encourage members to write articles for the Bulletin and submit them to the Bulletin editor.

Duties of chapter communications committees on pages 5 Provide guidelines for members who are interested in, or who have responsibilities for, writing in Society publications, to encourage high quality in the use of language and format. Maintain personal expertise and provide the opportunity for members to advance skills and knowledge of the latest innovations in communications technology.

Duties of chapter communications committees on pages 5 Provide pertinent and timely information of innovations in the profession and in the classroom. Share research and educational experiences with all levels of the Society. Use International brochures for distribution to prospective members, school and corporations officials, and others.

Duties of Communications Committee Chair Keep membership informed of all functions, projects and activities of the international, state and chapter organization. Acquaint members with the opportunities within the Society for personal and professional growth. Promote unity and cohesiveness among the three levels of the Society Maintain a relationship with community resources to promote positive public relations.

Duties of Communications Committee Chair Utilize technology as an optimum communication tool. Create quality professional publications. Assume responsibility, directly or indirectly, for providing the chapter newsletter and, if possible, a chapter Web site. Maintain close, working relationship with the chapter president, editor and webmaster. Disseminate copies of chapter publication (i.e. chapter newsletter) to the state organization president, editor and communications chair.

Verbal Communication Telephone Chatting at meetings or at school Welcoming new members Mentoring members

Telephone Use of telephone tree Texting

Electronic Communication Society Web site Lambda State Web site Chapter Web site Texting?

Newsworthy – page 23-27

Copyright and Libel Laws – page 28

Facts about Delta Kappa Gamma – page 29-33