Pennsylvania District COVID Packet

PENNSYLVANIA KEY CLUB

A 2020 packet to guide your club through this pandemic

Table of Contents PAGE ONE

Introduction

PAGE TWO Virtual Volunteering Safe Service

PAGE SEVEN

Dues During COVID-19 Why and How To Meet Virtually

PAGE NINE

Meeting Agenda Templates

PAGE TEN Recruitment

PAGE FIFTEEN Online Meeting Etiquette

PAGE SIXTEEN Training Club Officers Club Election Help

PAGE TWENTY-FOUR Increase Member Fellowship

PAGE TWENTY-SIX Retaining Members

Introduction

01.

Dear Reader,

Thank you so much for deciding you want to better your Key Club during this crazy year. Everything is uncertain right now, and our communities need us now more than ever! Your Key Club can still provide service to those around you while following social distancing guidelines or even virtually.

This comprehensive guide will provide you and your club with everything you need to have a successful Key Club year, whether you're in person at school or online.

In this packet, you'll find meeting agenda templates, recruitment materials, and more. We truly hope these materials will help you this school/service year, and remember that even though things are going to be difficult, service is worth it!

Read on, and if you need anything, just let us know! We are here for you throughout this whole process, not only with new materials, but we're also just one call away!

We're all in this together.

Yours in Service,

COVID Recovery Team

02.

VIRTUAL VOLUNTEERING S A F E

S E R V I C E

AS KEY CLUBBERS WE STRIVE TO SERVE OUR HOMES, SCHOOLS, AND COMMUNITIES THROUGH SERVICE PROJECTS. THE COVID19 PANDEMIC HAS ONLY INCREASED THE NEED FOR SERVICE HOWEVER, THE HEALTH AND SAFETY OF ALL KEY CLUBBERS IS PARAMOUNT. READ BELOW TO FIND OUT MORE ON HOW TO SAFELY SERVE YOUR COMMUNITY!

03.

IN PERSON VOLUNTEERING S A F L E Y

S E R V I N G

ADOPT-AHIGHWAY

Y O U R

C O M M U N I T Y

BABYSITTING

Keep Pennsylvania Beautiful

With many families stll

by picking up trash along the

having to travel to work, offer

road. PennDOT can help your

free babysitting services to your

club with obtaining safety vests,

neighboors. Remember to wear

signs, and work gloves.

a mask and wash your hands!

YARD SIGNS

FOOD BANKS

Show your support for the

Food insecurity is at an all time

Healthcare workers, First

high in Pennsylvania. Help

Responders, and Essential workers

families in need by helping

by creating and placing these

pack food dations at a local

sings of support around your

food bank or by helping

community. Yard signs, like Key

distribute donations at a local

Clubbers, should always stay at

food drive. Always disinfect

least 6 feet apart!

frequently touched areas!

04.

VIRTUAL VOLUNTEERING S A F L E Y

S E R V I N G

Y O U R

BOOKSHARE

C O M M U N I T Y

TUTORING

Bookshare® is an organization that

Many students have never

makes print materials

attended school in a virtual format

accessible to children and adults

before. Offer your free time and

with disabilities. Register today to

academic skills to your fellow

start scanning, proofreading,

students by offering tutoring

describing images, and providing

services. Use platforms like Zoom

support!

and Skype to hold your sessions!

ZOONIVERSE

TRANSLATORS WITHOUT BORDERS

Zooniverse is the world’s largest

Translators without Borders

and most popular platform for

depends on volunteers to

citizen based research.Volunteers

translate millions of words for

help with classifications of data,

humanitarian and development

being a beta tester on projects

agencies. If yoi are flunent in

that are yet to launch, and being a

more than one language, applt

moderator for a project.

to be a translator today!

05.

VIRTUAL VOLUNTEERING S A F L E Y

S E R V I N G

Y O U R

DO SOMETHING

C O M M U N I T Y

CRISES TEXT LINE

DoSomething members join volunteer, social change, and civic

Crisis Text Line is the free, 24/7

action campaigns to make real-

text line for people in crisis in the

world impact on causes they care

United States. The service is

about. Be apart of hundreds of

powered by volunteer Crisis

varying community service projects

Counselors who work remotely—

all across the United States! Do

anywhere with a computer and

Something also has scholarships

secure internet connection

aviable to US students! There are

works.Crisis Counselors answer

no GPA requirements, essays, or

texts from people in crisis, bringing

other forms of academic

them from a hot moment to a cool

standards. Scholarships are

calm through active listening,

earned by volunteering and

collaborative problem solving, and

through acts of kindness. Apply for

safety planning. A Key Clubber

scholarships Here!

must be 18 years old to partiicpate.

06.

Dues During COVID-19 01.

This year the deadline for dues is more laxed because of clubs not being able to meet in person. However, dues will still be collected and are still required, just not by the December 1st deadline. In short, Key Club International is still expecting dues this year but your club will not be punished if they are turned in after December 1st.

02.

District dues are $6.50 and International dues are $7, making $13.50 in total. As of right now, the Early Bird Deadline will remain the same at November 1st.

WHY TO MEET

07.

even if things aren't in person

01.

Key Club will continue to be here! When

important your club is

during these times.

International continue to produce updates to keep informed about.

in the guide! Your members communicate with, and you

have to persevere

and Key Club

about increasing fellowship deserve a community to

functioning, so we

The District

membership, as they make something. Learn more

to normal, it's

03.

Meetings encourage members feel like a part of

everything gets back

still active and

02.

can provide that virtually.

04.

Key Club is still a viable resource for high school students to discover service opportunities, even if they are online. If you don't meet, members will have a more difficult time finding these chances for volunteering. The heart of Key Club is service, and you can still serve!

08.

How To Meet

01.

HOSTING A SUCCESSFUL VIRTUAL MEETING OVER ZOOM

Make use of muting. Everyone has background noise, even if they don't realize it. Zoom allows the meeting hosts to mute all participants, allowing attendees focus to stay on you.

Keep attendees engaged. Before beginning a

02.

meeting, introduce everyone to the Participants panel. When you think you're losing people, ask basic two answer questions and instruct people to "in the participants panel, put a check mark if you think ____ and an x if you think ____". This way, no one can tune you at and voices are heard

03.

via a poll!

Screen share. Create a powerpoint for your meeting and share your screen to introduce a visual element so attendees aren't only listening to your voice.

04.

Discussion gets messy, use breakout rooms. If you want to have a full group discussion, attendees are oftentimes discouraged from speaking because they think someone else will. Open up breakout rooms for your members to have small group discussions and then bring everyone back for one group member from each group present.

05.

Down time? Use icebreakers and music! Make sure to give your attendees lots of no screen time short breaks, but also use online games to introduce fun to your meetings! Try skribbl.io, Kahoots, and maybe in house scavenger hunts.

Additionally, play some music to limit the awkward silences.

09.

Sample Agenda Key club of ________ Date: _____

OLD BUSINESS

1.) Sending thank you card to healthcare workers How many cards were sent out?

2.) Member of the month ______ got ___ hours this month!

NEW BUSINESS 1.) Introduction of New Lieutenant Governor 2.) New Service project ideas 3.) Fundraisng for Dues/Dues Discussion

Member Recruitment

10.

Connecting with potential club members

A general club member is just as important as any other member in Key Club International. It is especially important this year to strategize ways to gain new members for the upcoming service year!

Below are simple steps your club can take to recruit new members.

01

Connect Find people who have a passion to serve

02

Plan Host an informational meeting

Advertise

03

Use your social media to promote your club

01 Connect

Create a list of students that you believe would be interested in joining your club.

Look for students who enjoy serving their home, school or community. Work with your teachers to see if they have any students they would recommend for your club!

Once you create your list it is important to connect with them. If you are back in school face to face see if you can hang up flyers and posters around the school to inform students about your club. If you are online see if you can create a digital poster/flyer or email that you would be able to send out to your student body.

When making flyers and posters make sure they are appealing to read. Below are free platforms to create flyers and posters.

There are example flyers on the next page!

Canva

Adobe Spark

Google Drawings

Key Club International offers free posters you can use for your club. The link to the posters are HERE!

11.

Examples Be creative and fun when you create your flyers. Try and follow the Key Club International Brand Guide. The Brand Guide is HERE. Add lots of fun colors to make your flyers/posters stand out!

You can edit the provided templates by clicking on the image!

12.

02 Plan

Once you create promotional flyers you can then begin to plan out an introductory meeting. This meeting will serve as an informational session for those interested in joining your club.

When planning your meeting make sure you keep it short and sweet. No ones like to sit through a long lecture. Make your meeting as interactive and fun as possible. If you are able to host an in person meeting make it as engaging as possible. Include fun introductory games to allow others get to know each other. People love prizes create a short game on basic Key Club trivia.

If you are online you can still host a fun and interactive meeting. The best platform to host a meeting is Zoom. Utilize the different Zoom features to your advantage. You can create small groups by sending participants into breakout rooms that way you can get more personal with your interested members.

Check out more about hosting virtual meetings on page 7!

13.

03 Advertise

Once you create your introductory meeting use your social media page to get the word out. If your club does not have a social media page create one. A social media page allows you to easily push out information to others.

Work with your school administration to see if they would allow you to post something on the school website. Or if your school does daily announcements see if they would be willing to add in information regarding your introductory meeting!

Work with your current members if they would be willing to share the information with their friends or if they would be willing to share it on their personal social media page.

Key Club International offers free meeting invitation templates you can use for your club.

The link to the invitations are HERE!

14.

Online Meeting Etiqutte

15.

Keep yourself muted at all times unless you are speaking

Utilize the chat instead of interrupting the presenter

Utilize the "hand raise" function before speaking

Keep your camera off, if allowed, if you are moving, in bed, eating, etc.

Ensure your volume level is all the way up if you are speaking

Ensure your internet speed is sufficient before the meeting

Club Officer

Training Club Officers Your Division's Lieutenant Governor, if not already, will be reaching out to you do present an Officer Training for the officers in your Division.

This is a great chance to hear what the District as well as your Lieutenant Governor expects from you as an officer to your club and provides you with roles and tasks that will help you best lead your Key Club.

This also serves as a great chance to get to know the other officers in your Division. These are people that you can get to know and bounce ideas off one another because you.

Key Club International, as well as our Pennsylvania District have numerous resources to aid you in your role.

Gov. Ashley's Training

Click HERE to read the

training materials made by our District Governor, Ashley Wheeland!

16.

17.

President Roles Keep members engaged throughout the year Develop Relations with fellow officers & Kiwanis Be a leader and represent your club

Distinguished Meet 4/5 (must be approved by advisor) 1. Attend all club meetings 2. Attend all officer meetings 3. Attended at least two Kiwanis meetings 4. Submitted an agenda for all meetings 5. Completed 5 service hours per month Meet 7/10 (must be approved by Lieutenant Governor) 1. Attend at least 1 DCM 2. Attend Divisional Officer Training 3. Attend Fall Rally 4. Submitted Officer Information Report by Sept. 30 5. Contacted Lieutenant Governor twice a month 6. Club achieved at least 80 YSY hours 7. Attended District Convention 8. Submitted Annual Achievement Form 9. Other notable accommodations 10. Ensuring Membership Update Center is updated

18.

Vice President Roles Assist President in delegating work Help with membership recruitment Oversee committee work Step in during abcense of Club President Be on the lookout for new Service Projects

Distinguished Meet 4/5 (must be approved by advisor) 1. Attend all club meetings 2. Attend all officer meetings 3. Attended at least two Kiwanis meetings 4. Communicated with advisor and officers 5. Completed 5 service hours per month Meet 3/6 (must be approved by Lieutenant Governor) 1. Attend at least 1 DCM 2. Attended Divisional Officer Training 3. Attended District Convention 4. Attended Fall Rally 5. Submitted Officer Info. form by Sept. 30 6. Other notable accommodations

19.

Secretary Roles Keep accurate records of club members Organize club and individual service hours Submit Club Monthly Report by the 5th of the month Document attendance & take minutes at all meetings, service projects, and other club events Provide sign up sheets for all projects & events Distinguished Meet 6/7 (must be approved by advisor) 1. Took all minutes at club meetings 2. Took all minutes at officer meetings 3. Sent all minutes to advisor and club officers 4. Kept track of service hours 5. Kept a club member roster 6. Complete 5 service hours a month 7. Communicate with advisor and fellow officers Meet 4/7 (must be approved by Lieutenant Governor) 1. Attend at least 1 Divisional Council Meeting 2. Attended Divisional Officer Training 3. Attended District Convention 4. Attended Fall Rally 5. Sent in Monthly Report by 5th of each month 6. Officer Info. Report in by Sept. 30 7. Contacted LTG at least once a month

20.

Treasurer Roles Collect dues from members Keep accurate record of who has paid dues Collect funds from service projects Keep in communication with advisor

Distinguished

Meet ALL (must be approved by advisor) 1. Attended all club meetings 2. Attended all officer meetings 3. Communicated with fellow officers & advisors 4. Completed at least 5 service hours per month 5. Keeps track of all finances

Meet 4/7 (must be approved by Lieutenant Governor) 1. Attended at least 1 Divisional Council Meeting 2. Attended Divisional Officer Training 3. Attended District Convention 4. Attended Fall Rally 5. Officer Info. Report in by Sept. 30 6. Dues Submitted before Nov. 1 7. Other notable accommodations

21.

Editor & Webmaster Roles Produce a monthly newsletter to distribute to club Make promotional flyers to hang around school Take photos of all Key Club events Update Social Media's

Distinguished

Meet 5/6 (must be approved by advisor) 1. Attended all club meetings 2. Attended all officer meetings 3. Created pormotional material 4. Created 4 or more newsletters throughout year 5. Updated social media 6. Completed 5+ service hours per month Meet 3/6 (must be approved by Lieutenant Governor) 1. Attended at least 1 Divisional Council Meeting 2. Attended Divisional Officer Training 3. Attended District Convention 4. Attended Fall Rally 5. Officer Info Report in by Sept. 30 6. Other notable accomodations

22.

Club Election's

01

A lot of clubs in Pennsylvania have not held their elections yet. Even with COVID-19, your club is still able to serve your community, and your club needs officers to be ale to function properly. now more than ever you have the ability to make a big difference, even at a safe difference.

02

If holding an in-person election, give all candidates a fair chance to express their campain platform and give their speech.

When voting, ensure all votes are completely anonymous and choose someone will will count the votes unbiased, such as an advisor or principal.

03

23.

If holding an online election, use a reliable platform, such as zoom, google hangouts, or google meet, to ensure a smooth meeting. Still give all candidates a fair and equal change to express their campaign platform and give their speech.

When casting votes, use an anonymous platform, such as google forms to collect votes, and pick someone who is unbiased to count the votes.

04

Once all officers are elected, be sure to fill out the officer information report. This will provide your Lieutenant Governor with all necessary information. Remember that your Lieutenant Governor will be in contact with you all year and you should be checking your email frequently and turn on all notifications. You can always reach out with any questions you may have!

24.

Increase Member Fellowship in person meetings: Hold a part during your meeting to participate in Ice Breakers (at a safe distance and with masks, of course!)

Extreme Rock Paper Scissors Tournament Two Thruths and a Lie Key Club Trivia Host service projects that members want to engage in Hold a survey where members can voice their opinions

25. online meetings: During meetings ensure members are engaged. No one wants to sit and listen to officers talk for an hour or more.

Hold online Ice Breakers Host an interactive presentation Ask members what they want out of this Key Club year, what service projects they like, etc.

Host an online bonding event Engage in activities such as Kahoot, Scribl.io, etc Only hold fun activites and not engage in any Key Club business

Retaining Members MAKE MERCH FOR YOUR MEMBERS

COMMUNICATE WITH YOUR CLUB

PROMOTE MEMBERS IN YOUR SCHOOL

26.

27.

Club Merch

SENDING MERCH TO YOUR MEMBERS CREATES A MORE INTERESTED CLUB! T-shirts, hoodies, pencils, mugs, pins, stickers, etc

Host a merch giveaway to keep members

Donate any money raised from merch sales to a charity

engaged

28.

Club Communication

COMMUNICATE WEEKLY WITH YOUR CLUB MEMBERS TO STAY IN TOUCH Send reminders, service ideas, or any important Communication

club matters

services such as Remind make it easy to send info

Create club social media pages to post info for members

Promote Members

29.

PROMOTE YOUR CLUB'S ACTIVE MEMBERS WITHIN YOUR SCHOOL Work with your school to praise members for staying active

Write an article for your school's newspaper about

Give shoutouts to active members on your club's social mediasÂ

your club's service

PENNSYLVANIA KEY CLUB

Thank you for reading! We can't wait to see what your club accomplishes this year!