SWD
A Guide to Paying
Dues Why Pay Dues?
Defining Dues
Bank
Payment Accounts Process
Create an Application
Collecting Dues
Reactivate Deadlines your Club
Why Pay Dues? By paying dues, you are officially a member of the Southwest District Key Club!
The Perks of Being a Member
PART
01
1. You and your club receive leadership materials, membership pins and cards, and membership insurance! 2. The ability to participate in all of Key Club’s awesome events, like District Convention, the biggest district event of the year! You will have the opportunity to make new friends and gain life-long skills through valuable leadership experiences! 3. Dues are designed to pay back members! Key Club International offers so many free resources and materials thanks to your efforts of paying dues!
Defining Dues
$7.00International
→ Membership Card and Pin → Administrative/International Board Budget → Educational Materials for Advisors, Officers, and Members → Marketing & Promotional Materials → Youth Opportunities Fund, Awards, and Scholarships
Southwest District
$5.00
Administrative Budget ← District Officers and Board ← Committee Budgets ← Resources and Educational Material ← District Website ← Awards and Scholarships ←
$12.00
PART
02
Create an Application
PART
03
Put together a simple registration sheet including the student’s name, graduation year, gender, and email. Consider collecting his/her date of birth and other interests to recognize members in the future. Modify and personalize the form based on your club’s needs.
Collecting Dues You may want to include club dues in addition to the $12.00. Know what works for your club!
15 to 50
Have the club treasurer collect dues and membership applications at the beginning/end of club meetings Keep 2 separate envelopes for membership applications and money Write notes to keep track of members who have paid their dues
Be organized!
Assign each Executive Board member a section of the alphabet to manage Direct members to which Exec Board member has their last name Create a Google Document to share with the board so they can update members who have paid
51 to 100
Double check!
100+
Set up a table and implement an orderly, single-file line
Have the secretary record the names of members who have paid right next to the treasurer who collects dues with a cash box
Never accept dues outside of club meetings or without a membership application!
PART
04
Payment Process Log In Update
Delete
PART
05
Add Finalize Print & Mail
Go to: www.keyclub.org/muc
Log In
Do you know your club’s username and password?
Yes With your faculty advisor and club secretary, enter the email address and password for your club’s account.
No Select “Register/Reset Password” and enter your faculty advisor’s email address.
Ask your advisor to check his/her email and select the link to reset the account password.
After successfully logging in, this is what you should see. Click on “Membership Update Center” on the left margin of the screen.
Update John Jacob 0000000000
On the dashboard, review and update club info. This includes the school, advisor, and club officer information.
Once you have gone over and finalized club information, click on the “Members” tab near the top of the page.
Delete
Delete all members (including returning members) by checking the corresponding box under the “Delete” column on the right hand side.
By deleting all members, it will be easier to ensure that everybody is registered and information is properly updated.
After deleting all of the past members, click on “Add New Members” towards the top of the page.
Add
Remember to save all of your hard work!
Carefully fill out all of the required information and be sure to spell the member’s name correctly, since you cannot edit their name once it has been submitted. However, addresses, phone numbers, and emails can be modified. Use the “Graduation Year” to help keep members organized.
You can add up to ten members at once by selecting “Bulk Add Members.”
Remember, you cannot change the name once you have saved the member, so make sure to thoroughly check each member’s information. Save the bulk of members after filling in their name, email, gender, and graduation year.
Jacob
John
00000000
example@email.com
Finalize
Proofread each member’s listing to guarantee that accurate information has been recorded. To edit a member’s information, click on the “Members” tab and select the pencil icon under the “Edit” column.
Once everything is perfect, click on “Roster Complete - Print Invoice” at the top of the page to view the total amount of dues owed. Export the full roster to an excel spreadsheet so you can save a digital copy, print a paper version, and conveniently confirm a student’s payment.
Click on the “Finances” tab at the top of the page to see your open orders. Select the order you just finalized and click “Print Invoice and Pay by Mail.”
Download and save the invoice and proceed to print out at least two copies for future reference.
Fill out the three lines of contact information on the invoice. Make sure to follow the directions on the finalized invoice and make checks payable to Key Club International with your school and club number in the memo box of the check.
Mail Always keep extra copies of invoices and order information!
*Keep in mind that it takes some time for your payment to reach Indianapolis, so plan accordingly*
Congratulations! You have successfully submitted your club’s dues!
Bank Accounts School/Student Body Account 1. Go to your school’s bookkeeper and deposit all of your collected dues money 2. Request a check and receipt
Kiwanis Account 1. Submit the dues in cash to your Kiwanis Club’s treasurer with the invoice 2. They will deposit the money and give you back a check
Advisor’s Personal Bank Account 1. Deposit the dues money into your advisor’s personal bank account 2. Write a check and mail it in with the invoice
PART
06
Deadlines
First Payment
October 1, 2015
Early Bird
MUC has already opened and dues can start being submitted
November 1, 2015 Official Dues At least 15 dues December must be received 1, 2015 by KCI to be
At least 15 dues must be received by KCI in order to get recognized!
PART
07
on time!
Delinquent
December 2, 2015 Suspension At risk of February inactivation and 1, 2016 cannot attend
Frequent emails from the district & international to pay dues
Inactivation Clubs that still have not paid their dues will be considered inactive
DCON
October 1, 2016
Reactivation Suspended To be in good standings, the club must pay any owed dues from the past (at least 15 members) in addition to their most current dues. When that club sends their check in to International, they should note the difference between the two.
Inactive
The club must pay a $100 reactivation fee along with the membership dues of at least 15 members. Include a note with the payment, clarifying that it is a reactivation fee. Otherwise, the $100 will be mistaken as a donation.
New & Revoked
New and revoked clubs must file a Key Club Petition for Charter. There are two charter kit options: one with a banner ($600) and one without ($400). Along with these fees, the club will also have to submit at least 15 members’ dues.
PART
08
SWD