Key Club's Guide to a Better Newsletter

Welcome to the New York District Key Club “Guide to a Better Newsletter” for the 2011-2012 Service Year. Recently, our rubric for the grading of newsletters has changed. Some parts have been taken out and some parts have been added. To aid Lieutenant Governors in getting the highest grade as possible, this is a guide to help them do their best.

**Notes** This newsletter is mainly created for the 2011-2012 Service Year, but it isn’t limited to only

this year. This newsletter is based on the rubric for LTG newsletters, NOT Editors of each school. How-

ever, editors may still take a look and get some advice/suggestions from this rubric.

-Amber Lee New York District Key Club Editor

Guide to a Better Newsletter

2011-2012 New York District Editor Amber Lee

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G U I D E T O A B E T T E R N E W S L E T T E R

Why do we have a newsletter?

Before you continue further, you might wonder, why do LTGs or edi-tors need to make a newsletter?

The answer is rather simple. Key Club makes up a large part of service and our community internationally. It’s not possible to know every member from school to división to district and to other districts. An easy way is to créate a newsletter with announcements, updates, recog-nitions, and other required information to provide a closer connection between you and your división. It is your job to enhance this newslet-ter and use it to its benefit. Encourage clubs to read it, explain it du-ring your divisionals, and show the District what you have been doing.

About this Guide

This guide will begin by introducing the new New York District Newsletter Key Club rubric. Following the page with the rubric, the rest of the pages will contain each sub point and how to get a better score with the point being made. It will explain what you may usually do wrong and how you can fix it. What’s right? Why do we do that? Is it necessary? What are graphic standards? All your answers will be answered with this simple guide.

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Table of Contents Introduction…………………....Page 2 Table of Contents…………….Page 2 Rubric (Mandatory)……….….Page 3 Required Articles……………..Page 4 Paperwork Status……….……..Page 5 Articles from Clubs……….Pages 6-7 Contact Info………….………...Page 8 Upcoming Events……………..Page 8 Language/Grammar………....Page 9 Graphic Standards…....Pages 10-14 Fonts and Colors……...Pages 15-16 PDF Form………………..Pages 17-18 Timeliness……………………..Page 18 Rubric (Voluntary)………....Page 19 Advanced Content ………...Page 19 Advanced Appearance…….Page 20 Advanced Appeal….………..Page 21 Photos/Graphics…………...Page 21

HEY NEW YORK DISTRICT KEY CLUB, HOW DO YOU FEEL?

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Requirements for Lieutenant Governors’ Newsletters

1. Each LTG should have all required log articles (10 points)

2. Club Paperwork Status (5 points)

3. Article contribution by club(s) (10 points)

4. Appropriate Contact Information (10 points)

5. Upcoming Division/Large Club Events (10 points)

6. Language and Grammar (10 points)

7. Graphic Standards (15 points)

8. Appropriate Fonts and Colors (5 points)

9. In PDF Format (10 points)

10.Timeliness (20 points)

THE MANDATORY PART OF THE NEWSLETTER

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ALL REQUIRED ARTICLES (10 points) What does it mean to have all required articles?

Before the newsletter is due, the New York District Governor will send out a newsletter log. This log contains a few parts explaining how your next newsletter should be formatted in areas of content.

Usually, Lieutenant Governors are told to write about something that has occurred during certain month(s). For exam-ple,

-You may need to write about what you did in ICON.

-Write about the Leadership Training Conference.

-Write about the Fall Rally.

Besides the extra article(s) asked to write, you will also need to have your own LTG greeting. This warm greeting should not only introduce yourself, but talk about what has been happening in the District and in your division. Be creative!

Along with your own articles, there will be another part in the Newsletter Log that lists other articles that must be in-cluded in the newsletter. These articles are usually written by the New York District Executive Board. During each month, a few LTGs will also be asked to write an article regarding their committee or an aspect in Key Club. When asked, the LTG / Executive Board member must write the article for that month with no exceptions.

These articles should be sent to the New York District Editor on the due date provided in the Log and the District Edi-tor will usually send them back out within two days in one document file. These articles will be edited, abridged if neces-sary, and revised.

How does an LTG get the required 10 points in this section?

It’s rather simple. Write your own article. (Remember to check for grammatical errors) Also, you must write any other necessary articles for that month.

Copy and paste the document file that the District Editor sends to you into your newsletter. You should also attach the writer’s appropriate picture next to their article if applicable.

After you have completed these requirements, you will have just gotten yourself 10 points.

How are points deducted? Recall, this section is worth a total of 10 points. This part requires some simple math. All articles equal the same amount of points. What I will do is divide the total number of points by the number of required articles in your newsletter for that month. The result is the amount of points for each article. If you are missing one article, the resulting number of points will be taken off and if you are missing more, this will con-tinue.

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CLUB PAPERWORK STATUS (5 points)

What does club paperwork status mean? Before you submit your newsletter to your Division and District, the New York District Key Club Secretary should have sent a file of all the paperwork status in a chart to all LTGs. This chart pro-vides an overall idea of what forms each home club of that division has submitted or have not sub-mitted for certain months. How does an LTG get the required 5 points in this section? All LTGs should copy and paste their own division’s club paperwork status onto their newsletter. Use the same exact chart in the excel sheet that the secretary sends out. How are points deducted? If you do not have the attached paperwork status chart, all 5 points will be deducted. There is no other way of deduction besides this. It is either full credit or no credit.

DIVISION 9 ERF April May June July Aug

Abraham Lincoln x x x x x x

Bishop Kearney x x x x x x

Brooklyn Tech x x x x x x

E.R. Murrow x x x x x x

Fort Hamilton x x x x x x

James Madison x x x x x x

John Dewey x x x x x x

Midwood x x x x x x

New Utrecht x x x x x x

Telecommunications Arts x x x x x x

The Paperwork Status form looks something like this. You may add this anywhere in your newsletter. Usually, LTGs will add it on their last page(s) of their newsletter.

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ARTICLE CONTRIBUTION BY CLUBS (10 points)

Why are articles contributed by clubs necessary? You want to draw your division and the clubs in your division closer. Sometimes, in order for them to read your newslet-ter, they want to see their own club/article starred in the division newsletter. It is also your job to encourage your division to send in articles. What do I mean by “article?” There is never a strong preference of what articles to submit. As long as your club submits articles, then it is fine. However, the New York District would like to see Club Spotlight articles. What you need to do is encourage your division to take note of the events that they have attended. They should write about their experience during that event and include some pictures as well. These pictures should be appropriate for the newsletter. Besides club spotlight articles, members may also write about something that has to deal with Key Club. Having any article is still an article. Club Spotlights? Where do they go? Visit www.nydkc.org. This website is the New York District Key Club’s official website providing information, updates, forms, etc. But, if you visit the first page of this website, we have a section for Service Spotlights. During each month, the editor will work with the District Webmaster to select the few articles that would be starred on the District Website. It is always wonderful to have your home club or clubs part of your division to be starred on the Official Website of the New York District website. As always, it is also great to star your own Division; show the service spirit in your division. To meet requirements of being starred on this website, all you need to do is have a creative and significant event with an article and pictures. The event must be an event indicating service. The pictures should do the same. It should be pictures of members in Key Club providing service instead of everyone standing in a group smiling at the camera. Those pictures are fine, but the pictures that go on the website need to express service. Usually, the District Editor will choose the articles from the newsletters that the LTG makes each month. After notifica-tion, the District Webmaster will be uploading these articles onto the website.

Examples of accepted pictures that portray service for an accepted Service Spot-light article.

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ARTICLE CONTRIBUTION BY CLUBS Continued...

How does an LTG get the 10 points for this section? Include articles from your club about service or anything else that they prefer. Usually, it is best to have all your clubs write at least one service spotlight article or any article at all. But, due to inactive clubs, the edi-tor may only look for half the number of club articles. As always, the more the better. Remember to in-clude pictures, the author of the article and the title of the event. How are points deducted? If you do not have any club articles at all, all 10 points will be deducted. If you have five articles with appropriate pictures regardless of the number of clubs in your Division, all

10 points will be given. If you only have one of two articles submitted, it will be difficult for the Editor to give you full credit.

Rather he/she may just give you 5 points. If you have a large number of articles, but no pictures, only a maximum of 9 points can be provided. A lot of articles? Some pictures… That will be fine. All ten points will be provided. At least two articles

with pictures are efficient.

Enter www.nydkc.org . You will arrive at the home page and then, scroll down. To view the past Service Spotlights, click the title of the first Service Spotlight article.

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APPROPRIATE CONTACT INFORMATION (10 points) What is considered “appropriate” contact information? LTGs must have the following contact information in their article: LTGs contact information. It is preferred that you include at least your email address. Your own number and street

address are more than welcome to be included as well. The Executive Board’s contact information with their names, emails, and positions. Your KCR’s Contact information Division Officers’ information if applicable These are websites that should be included in your newsletter. Your Division’s official website if applicable. The New York District Key Club official website (www.nydkc.org) The New York International official website (www.keyclub.org) Always encourage members in your newsletter for them to join the District mailing list. Above are the information manda-tory to include, but it is not limited to this information. If you have more necessary information to include, you may in-clude those as well. Are there preferences for the contact information? All Executive Board emails should be in the form of @nydkc.org. This information should be provided towards the back pages of the newsletter. How does an LTG get 10 points for this section? If you have all the information that is mentioned above, then these 10 points will be rather simple. How are points deducted? Three points are applied to emails being in @nydkc.org form. All the Executive Board emails should be in this form. All other contact information are worth about 1 point each.

UPCOMING DIVISION/LARGE CLUB EVENTS (10 points) How does an LTG get the required points for this section? Towards the beginning of your newsletter, include as many upcoming events as possible. Try to include the date if applica-ble. If it is not applicable, you may write “To be determined” or “To be announced.” Large events are considered to be Di-vision Get-togethers, Fall Rally, Division trips, next Divisional, etc. Include as many events as possible. How are points deducted? As long as the Editor sees that you have included as many events as possible, all 10 points will be easily given. As long as there is a Upcoming Events section, all 10 points will be given.

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LANGAUGE AND GRAMMAR (10 points)

How does an LTG know what “language” to use? Language usage should always be appropriate. It should never be too colloquial. Key Club always requires a form of formal-ity. You are informing your members and addressing them with respect and courtesy. It is not a chat or a message to a friend. Rather, you are trying to bring a point across. Make sure that the way you express something is at the right tone. Try to not to be so serious. Give your members a welcoming message. They should not be intimidated nor bored by your greeting. They should definitely not feel that you're being informal as well. LTGs should definitely be able to use their own judgment to depict what is the right way to express something. Why does language and grammar matter? The reason why grammar and language is essential to a successful newsletter is the same reason why it is necessary for a regular school essay. With a newsletter, you want your members to understand what has been occurring at the District level. You want them to be well informed without confusions. If your writing is colloquial and your sentences don’t make sense, Key Clubbers lose interest. Your writing should definitely make sense. Do not spell words wrong especially words on your title. It is not only an embarrassment to you, but a fault to in the members’ eyes. Not only will they not understand you, they may also lose interest in continuing to read on. If someone does not understand something, most people choose to skip it. How do I accumulate all 10 points in language and grammar? After writing an article, remember to re-read your article for silly mistakes. Some mistakes may just pop out that you may not have realized it at first. Have a friend or family member read it as well for further perfection. If your club members are sending in articles, always remember to re-read them before handing them in. If the Editor wishes, you may send him/her your article so that he/she can proof-read it. But, LTGs should also use their own judgment. Do you think it sounds right? How are points deducted? Points will be deducted accordingly. The editor will read your greeting, any of your articles, and service spotlight articles. If mistakes are not as dramatic, less points will be deducted. In this section, language is worth 5 points and grammar is worth another 5 points. As long as you follow the above language guidelines, then these 5 points will be easy to receive. As for grammar, if mistakes are not too intense, all 5 points will be given. If there is a word spelled wrong in the title or article and if a grammatical error sentence turns the sentence to a whole new meaning, then, points will be deducted depending on how extreme the mistake it. This is based on the Editor’s judgment. So, re-read your article.

Hey Key Club! Wassup?! How ya been?

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GRAPHIC STANDARDS (15 points) What are graphic standards? Graphic Standards always seem to be a little hard to comprehend due to the abundant amount of standards, but no matter what, these standards are still meant to be followed. All LTGs should’ve received a PDF file explaining all the graphic standards. To create a more portable version, I will repeat the graphic standard requirements here. Key Club has a standard to be followed. With graphic standards, it makes a lot of things more consistent. This consistency reminds us of Key Club and what Key Club represents. For example, when we think of a pencil, we should think of Key Club. The most vital reason is that with graphic standards, we see Key Club to be a certain way in New York. In other states and internationally, Key Club follows the same graphic standards. They, too, see Key Club in the same way as we do.

Using the Key Club logo (3 points)

The Key Club logo should be present on the first page of each newsletter. You may also use it around other pages. Note that the colors of this logo cannot be duplicated. The Key Club logo should be in Key Club’s three official colors.

The Key Club logo should not be compressed to fit something else on your page. It should not be squished in as well as clustered amongst eve-rything else. The Key Club logo should have at least 1/2 an inch on each of its sides. Furthermore, it should be at least 1.5 inches. The logo should be in proportion.

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Using the Key Club wordmark (3 points)

Alike the Key Club logo, the Key Club wordmark may only appear in the following colors: Navy blue, black, and white.

Alike the Key Club logo, the Key Club wordmark can-not be squished to adjust space. Logo should be no larger than 5 inches on a banner. Also, 1/2 an inch on each side is efficient.

Using a background for the Key Club wordmark and logo (1 point)

Many LTGs like being creative. They enjoy placing a background with effects behind the Key Club wordmark and logo. However, this is not going to get you points. If you want a background for the Key Clug logo and wordmark, it must be on a neutral background.

GRAPHIC STANDARDS continued...

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The back page of your newsletter (1 point)

On the last page of your newsletter, some LTGs like to place a larger picture, and some like to place contact information. Any of those are fine, but you must not forget to place the Key Club logo and Kiwanis Service leadership graphics. It should not exceed 2.25 inches in proportion. The website and contact information should also be placed below the logo in Century Gothic 9 point font. Please keep the font size and capital versus lower case letters consistent.

Using the Key Club pencil (3 points)

The Key Club pencil should be used throughout the newsletter to bring the effectiveness to a higher point. It’s also great to use when you need to separate the header from the content. The Key Club pencil should extend horizontally from left to right without spaces in between. The height of the pencil should be 1/2 an inch tall on an 8.5 by 11 inch piece of paper.

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Above are examples of Key Club pencil colors that can be used to emphasize efficiency. However, it is always recom-mended that you stick to the white Key Club pencil, because it is more consistent. Points will not be deducted if you use any other color, however. Your front page should have a white Key Club pencil no matter what. Also, if any other non-Key Club color is used on the Key Club pencil, points will be deducted. For example, pink or purple Key Club pencil.

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Placement of Materials (1 point)

Note the following: The Key Club wordmark must be placed on the front cover of a newsletter, powerpoint, pamphlet, brochure, website,

etc. The Key Club logo can be placed anywhere. If you place the Key Club logo on the front page, it must be five inches from the wordmark.

Pictures / Imagery (3points)

As explained before throughout this guide, imagery is a key source in a newsletter. With the longevity of a newsletter, many members would like to see some pictures. The imagery that you use must portray Key Club values and its mission to serve. It must communicate a sense of service. Photos should be energetic and

happy. They should provoke other Key

Clubbers to have service as well. Show diversity. (different races,

different genders) Attract the viewer’s eyes Reflect Key Club core values.

How does an LTG earn the required 15 points for this section? If you flip back a few pages, with each subtitle for the graphic standards section, I’ve included the amount of points each part is worth. As long as you follow the explanations, then you would have received the points indicated for each section. Graphic Standards are an essential part and therefore, it is worth 15 points. Note that fonts and colors are also part of Graphic Standards, but it is further counted in this newsletter rubric. Where can I get more information about Graphic Standards? This guide sums up a huge part of graphic standards, but most of this information is also taken from the Graphic Stan-dards guide. To give credit for the graphic standards guide, LTGs may visit www.keyclub.org/graphicstandards. A link will most likely pop-up asking you to download this guide.

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APPROPRIATE FONTS AND COLORS (5 points)

What are appropriate fonts and colors? As long as an LTG uses the Key Club indicated fonts and colors, all 5 points will be provided. To distinguish between a Key Club font and color, it is explained below. How are points deducted? In this section, the colors used are worth 5 points while the fonts used are worth 2 points. Colors usually enhance the viewer’s eyes and the newsletter to a whole new level, and therefore, colors will be worth more points. If a color used is not a Key Club color and it is used to a large scale, then points will be deducted. This is the same for fonts as well.

**Note: from www.keyclub.org/graphicstandards

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**Note: from www.keyclub.org/graphicstandards

APPROPRIATE FONTS AND COLORS continued...

Let’s all do The BEAVER call!

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IN PDF FORM (10 points)

Why must the newsletter be in PDF form? When the file is in PDF form, then it is the official form. No one can change or alter it. PDF form gives an official sense. How do I convert into PDF form? There are a few ways. If you google search conversion into PDF form, there are some websites which allow the con-version of your file into PDF form for free. Below indicates a way of how you can convert a file into PDF file using Microsoft Publisher or Microsoft Word.

On Microsoft Publisher 2007, an icon with PDF is present. When you click it, the file will automatically be transferred into a PDF file and then, you choose an area to save it at. This is also present on Microsoft Publisher 2010.

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IN PDF FORM continued...

Using Microsoft Word 2010, there is an application on top where you can click PDF. After clicking PDF, you may click the PDF icon and your file will automatically be transferred into a PDF file. This is also present in Microsoft Office 2007.

TIMELINESS (20 points)

How does an LTG get the 10 points on this section? As long as their file is in PDF form, then they will have 10 points. If it isn’t or it is in any other form, they will not receive the required 10 points for this section.

What does timeliness mean? Timeliness is calculated when you send your newsletter to the District Editor. On the newsletter log that the District Gov-ernor sends, there should be a date indicating when all newsletters are due to the Editor for grading. Lateness means de-duction. Do I have to hand the newsletter on that date? Yes, you do! Usually, it depends on the editor, he/she may or may not extend it for you if you have a valid reasoning. Al-ways remember, however, that extension for too long of a time is not always good. If you extend it for over two weeks, the next month’s newsletter will be due soon. Then, you will have two newsletters due on the same month. Keep your time consistent. How are points deducted? For each day that the newsletter is late, 4 points will be deducted. You can only be 5 days late unless stated otherwise.

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Advancing on pass the requirements...rubric

1. Advanced Content Quality (Additional Articles) (5 to 15 points)

2. Advanced Overall Appearance (5 to 10 points)

3. Advanced Appeal to Key Clubbers (1 to 5 points)

4. Usage of Photos/Graphics (5 to 20 points)

ADVANCING BEYOND REQUIREMENTS

Why is there an extension to the rubric? On Page 3, the mandatory rubric for newsletters was provided, showing the requirements that each newsletter should have. The mandatory part of the rubric is rather simple and easy. To get some “extra credit” or to enhance your newsletter to a whole new level, the District Governor: Domenick Pesce of the 2011-2012 Service Year has created a second part to add onto the first part of the rubric. On the next few pages, I will explain what you will be graded on depending on this part of the rubric. Note that this point is not mandatory. If you do not have time to enhance your newsletter, you do not have to. This part is completely voluntary. You do not need to take serious consideration into the second part of the newsletter rubric. NOTE : This part of the rubric is most likely based on how the District Editor chooses it to be. He/she will have the authority to make judgments on aspects of overall appeal which means this section of the rubric.

ADVANCED CONTENT QUALITY (5 to 15 points)

How are points deciphered in content quality? Content quality basically means the addition of articles. Note that if you have articles from the number of clubs in your division submitted in your article, then you get full credit for the mandatory section of the mandatory part of the rubric. If you have more than half of the club articles in your division, then you will receive an extra 5

points. If you have an article from each club in your division, then you will receive 10 points. If you have more than the number of club articles in your division with pictures attached, then you

will receive 15 points. If you have a large number of articles and one or more of your articles are chosen to be the “Service

Spotlight” for that month, then you will receive 15 points.

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ADVANCED OVERALL APPEARANCE (5 to 10 points)

How will the LTG know if their newsletter has an advanced overall appearance? As mentioned before, how “advanced” your newsletter is will be based on the District Editor’s judgment . Below will be some tips on how you can advance in your appearance. Use a background for your pages. Use a cover page and make it creative. Use Key Club graphics/graphic standards. Use the Key Club beaver or Key Club jokes. Use Key Club colors. Don’t overdo your newsletter and scatter too many colors around the pages. Give your newsletter a name. Use the Key Club headers to your advantage. Place pictures on the Key Club headers making them look more special and creative.

This is an example of how a title page can look like. Note that I did not include the title of the newsletter, date of publication, etc. This is an unofficial example. Above this con-tent box is how a banner can look like. You can be creative with these banners EXCEPT for the banner on the cover page. Boxes where you type content on can also be colored or designed like this one. At times, you can use your own judgment as well.

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ADVANCED APPEAL TO KEY CLUBBERS (1-5 points)

What are some aspects to advanced appeal? This section is also mainly graded based on the District Editor’s judgment. Below are a few tips that can help you increase appeal. Add pictures of their own club. Have pages devoted to their own school. Have a fun and games section. Provide some fun facts about Key Club. Provide some comics, riddles, jokes. Have a title page.

USAGE OF PHOTOS/GRAPHICS (5 to 15 points)

How will this part be distinguished? Usage of Photos that follow graphic standards will get you a large portion of points for this part. A maximum of ten points can be received for photos. Below are a few tips in which you can follow that will help you receive the highest number of points for the usage of photos. Have at least one photo on each page. Have photos representing each article. Have photos that represent Key Club core values and Key Club graphic standards. Have photos of the Division, District, and clubs within your division. Usage of graphics can get you a maximum of 5 points. Usage of graphics are based on creativity. You can color-code your content boxes, place a background, place different shapes, drawings, pictures, etc. If there are some kinds of graphics present on your newsletter, then these 5 points will be rather simple.

Remember: Full credit for a newsletter is 100 points. There are also an extra 50 points that you may receive for extra credit. The highest percent-age that an LTG can receive for their newsletter is 150 points.

www.keyclub.org

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Documents

Key Club's Guide to a Better Newsletter