Transcript Slide 1

Lambda State
Orientation for Chapter Leaders
Communications
Committee 2012
Welcome!
Sue
Spurgetis, Chair Lambda State Communications
and Publicity Committee
Pat DeWitt, Editor Lambda State Newscaster
Jean Tulin, Lambda State Webmaster
• International web site on p. ii and page 33.
• Table of Contents on pages iv and v
• Availability of Graphics Disk/CDs on page 2
• Duties of chapter communications chairs and committees
on pages 4-5
•Newsletter information on page 7-8 and 13-17
•Chapter yearbook information on page 18
•Electronic Communications information page 19-22
•Public Relations information page 23-27
•Copyright and Libel Laws on page 28
•Facts about Delta Kappa Gamma beginning on page 29
Guidelines for State Organization and Chapter
Communications and Publicity Committee Chairs
revised 2012
What should chapters communicate? p. 1-2

History, structure, and purposes of the Society (yearbook,
website)

Information of all activities and programs of the chapter and its
members (newsletter, yearbook, website, submissions to the
Newscaster)

Recognition of honors and achievements by members
(newsletter, website, yearbook, Newscaster)

Timely information about Society opportunities or legislative
matters (newsletter, website, email alerts or reminders)

Information about innovations in the profession and the
classroom (website, newsletter, submissions to the Bulletin)

Information about DKG and your chapter for prospective
Duties of Communications Committee Chair
May include these activities: (p. 4)
Meet
with your committee to decide which
activities you will pursue and who will be
responsible
Keep the membership informed of all functions,
projects and activities of chapter, state, and
international events
Utilize technology as an optimum
communication tool
Assume responsibility, directly or indirectly, for
providing the chapter newsletter and, if possible,
Duties of Communications Committee Chair
(p. 4 cont.)
Send Chapter Newsletter to Executive Secretary
Nancy Polios ([email protected]) and also to
your Lambda State Communications Committee
contact member (she will contact you later this
summer with her email address.) Note: this
information is different from international
guidelines p. 4
 Publish a chapter yearbook and/or brochure.
Publish chapter news with local media, when
possible.
 File the “Communications and Publicity
Committee Biennial Report – Chapter” on time

Please send Chapter News, New
Initiates and Coordinating Council
News to:
Pat DeWitt, Editor
5159 Norwich Dr.
Rockford, IL 61107-2427
Phone: 815.621.1330
E-mail Pat at: [email protected]
Deadline Dates:
May 1 – August 1 – November 1 – February 1
Print communication
Newsletter
Brochure
Yearbook
Graphics Disk/CDs – page 2
CD
from Society Headquarters
Download from Society Web site
(Library -> DKG Graphics)
Right-click – save image as
Newsletter on page 7-8
One
of the most important ways a chapter can
maintain good communications is through a
regularly published newsletter.
Members want information fast – a newsletter
should be a quick read.
Use headings so readers can scan quickly for
TIPS for WRITING COPY on pages 13 – 14
information.
Newsletter Style Sheet on pages 15 - 16
Write it right – get to the point, use active
verbs, find a dynamic way to say the same
Newsletter on page 7 - 8
Contents of newsletter
A chapter newsletter might include some or all of the
following:
A header that includes
–The society name – The Delta Kappa Gamma Society
International
–The Mission and Vision Statements
–Chapter, Lambda State, Illinois
–Date
–Volume and issue number
Newsletter, cont. p. 7-8
Meeting
information
– location with directions, date, day and hour,
program, special events,
hostesses
Other important features
–Chapter president’s name and message
–Committee reports (consider using an email loop of
officers and committee chairs, and requesting
information 2 weeks before newsletter is sent)
–Red roses for honors and awards to members
–Birthdays
–Legislative update
–Photos that tell a story
–Important dates and deadlines
–Membership changes
Newsletter, cont. p. 8
Distribution
–Regular
postal mail
Prepaid
envelopes
Make labels for the year
Email buddy
–Email
Make
one list for chapter and one for state mailing
Use Adobe pdf format
–School
Mail
–Publish on chapter web site
Use
Adobe pdf format
Newsletter, cont. p. 8
Who
should write/edit the newsletter?
–Defined
in Chapter Rules
–Communications and Publicity Committee
–Designated editor
–Secretary
–President (not recommended by International)
Chapter Newsletter
2010-2012
biennial report indicates that 57 of
60 reporting chapters (out of 78 total chapters)
have a newsletter. Most are distributed via
email or USPS mail. Some are distributed
during the meeting.
Time for sharing
your newsletter format.
Chapter Brochures
28
Lambda State chapters have a chapter
brochure or fact sheet.
A brochure can be easily set up in MS Word,
using 2 or 3 columns in landscape
Get Society information from the websites
 Use pictures and DKG graphics for more of a
punch
Keep prospective members in mind – tell
about your programs or projects as well as
Yearbook – page 18
Include
the following
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
–The
Yearbook – page 18
Include
–List
the following
of members, addresses, telephone, e-mail, 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, which can be found on the
state website, deltakappagamma.org/IL
–List
of Lambda State organization officers and state
organization committees (Society business > directory)
–List of Lambda State organization founders (History)
–Dates for Lambda State organization meetings
(Society Business > Calendar)
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, E-mail
–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
Break - 20 minutes



Take care of necessities!
Fill out your survey
Browse through newsletters,
brochures, or yearbooks
Public Relations – Goals and
Benefits
p. 23




Create familiarity with and good reputation of
the Delta Kappa Gamma name
Create awareness of activities and good will
in the community
Cultivate good will with news media
Help attract and retain new members
Public Relations – Suggestions
p. 23-27




Establish a personal contact with media
representatives and acquaint them with DKG
Note the names of education reporters of
local newspaper and TV stations
Invite media representatives to attend
Society events, especially those dealing with
topical issues or involving high profile experts
Prepare a “Press kit” (like a sales packet,
except for media contacts) p. 26-27
Public Relations - Suggestions,
cont.




Learn to write an effective press release
(p. 25-26)
When speaking with the media, give short,
succinct answers. Never go “off the record”
or make light of a serious situation.
Follow guidelines for the best times to
contact media representatives (p. 27)
Don't forget local school district newsletters
as places to publish
Objectives of Electronic
Communication
To
provide information about the Society and its
events to all members
To encourage and exchange ideas and information
To enhance visibility of the Society as a presence in
the international community
Chapter Web watcher
Encourage
chapter president to appoint a web
watcher who is to check the Lambda State and
International websites regularly and report at
meetings. (See enclosure)
Chapter Web watcher
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
10
Lambda State chapters have websites, 8
of which are linked to International.
Steps to a chapter site
the site – see Guidelines
–Request posting to International server
–Request Certification from International
–Design
Delta Kappa Gamma Society
International’s Policy for Electronic
Communication
The
policy provides:
–Assistance
and guidance in design, implementation, and
management of electronic communication
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 Purposes
and Mission Statement
Information will be accurate, current, and
useful
Websites will not be used for political or
religious purposes
Society Websites
The
home page will be dated as to the latest
revision of any page
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)
$36 yearly fee (10 GB Web site)
Each additional 10 GB cost $24 a
year
Eligibility for Chapter Website to
link to International
Must
adhere to the standards adopted by the
Society
If in compliance, chapter sites may apply to
be linked to International Site
Locating the paperwork and fees
www.dkg.org
–Forms
-> Web site forms
–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
A guestbook (be careful….remember that anyone
can sign it!!)
An email directory of officers or members
Much, much more!!
Programs to help make site
Frontpage
Dreamweaver
Adobe Acrobat 8.0
Or CutePDF
IPSWITCH
WS_FTP
Or
CuteFTP
An FTP program to
upload to International
server
(save files to pdf
format)
Name of Chapter Sites
http://www.deltakappagamma.org/IL-CHAPTERNAME/
Alpha
Delta www.deltakappagamma.org/IL-alphadelta/
Alpha Rho Chapter www.deltakappagamma.org/IL-alpharho/
Beta Chapter www.eaf.ilstu.edu/organizations/dkg/
Beta Eta Chapter www.deltakappagamma.org/IL-betaeta
Delta Epsilon Chapter
www.cusd10.madison.k12.il.us/cusd/delta_kappa_gamma/index.ht
m
Gamma Chapter www.deltakappagamma.org/IL-gamma/
Gamma Iota Chapter www.deltakappagamma.org/IL-GammaIota/
Omicron Chapter www.deltakappagamma.org/IL-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 email.

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.
Questions?
Evaluation ….
Additional Information
from Guidelines
Duties of chapter communications
committees on page 5
Chapter
rules should include information
about duties of the committee. Duties may
include:
Support the efforts of chapter members and
groups to communicate effectively with one
another
Seek opportunities to publicize the Society, its
Purposes, its programs of work and noteworthy
achievements of its members
Prepare advance stories about events and
Duties of chapter communications
committees on page 5
Help
to incorporate news of international and
state organization news of the Society into
chapter programs
Keep a file of state organization and
international publications for reference
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 page 5
Serve
as resource person for the information
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 Communications Committee Chair
Keep
membership informed of all functions,
projects and activities of international, state
organization and chapter events
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 website.
Maintain close, working relationship with the
chapter president, editor and webmaster.
Disseminate copies of chapter publication (i.e.
chapter newsletter) to the state executive
secretary and state committee liaison
File the “Communications and Publicity
Verbal Communication
Informal
conversation
Mentoring members
Telephone calls, use of telephone tree
Welcoming new members
Electronic Communication
Chapter
website
DKGnetwork or other social network
Email
DKG and Lambda State websites
Texting, tweeting