SECRETARY Contest

The Secretary Contest is a District contest. Eligible applicants must complete the application, as explained in the guidelines, and submit it to the CNH Contest Archive Google Classroom for judging. At District Convention 2024, distinguished contest winners will be announced.

1. Read the Secretary Contest guidelines.
2. Fill out the “Officer Checklist” if you plan to apply for this contest.
3. When applying you must create and develop an E-Portfolio that consists of a cover page, Officer Checklist, Nomination Form, Proof of Attendance, and supporting documentation.
4. Submit the E-Portfolio to the CNH Contest Archive Google Classroom. Deadline is February 17, 2024 6:00 PM local time.

February 17, 2024 6:00 PM local time

1. Join the CNH Contest Archive Google Classroom.
1. Request an invitation by filling out THIS form.
2. Navigate to the “Classwork” tab.
3. Find this contest.
4. Complete and attach your E-Portfolio.
5. Click the “Turn in” button to submit.

CONTEST OVERVIEW

CONTEST SUBMISSION PROCESS

CONTEST DEADLINE

CNH District Member Recognition Committee

Questions, Comments, Concerns?

Chloe Hartanto | Member Recognition Chair | mr.chair@cnhkeyclub.org

RULES GOVERNING THE CNH KEY CLUB SECRETARY AWARD

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The CNH Key Club Secretary Award shall provide recognition to Secretaries who have provided commendable service to others. The CNH Key Club Secretary Award is given to an outstanding, dues-paid, Key Club Secretary with a minimum of fifty (50) service hours who has performed an outstanding job in serving their home, school, and community.

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1. E-SIGNATURES: This application requires electronic signatures (E-Signatures) by the applicant and the Faculty Advisor. E-Signatures for this application constitutes the individual’s full name and contact information as exemplified in the “Frequently Asked Questions” section. E-Signatures represent the fact that the individual(s) listed have approved the application and supporting documentation. These individuals may be contacted for further verification. Please do not use digital signatures.
2. E-PORTFOLIO: The final submission for this contest includes an E-Portfolio. An E-Portfolio for this application is defined as one collective portfolio presenting the best pieces of documentation. This E-Portfolio should be a single PDF file that includes all merged information, as indicated in the judging rubric.
1. The entire submission needs to be presented in one E-Portfolio.
2. It may not exceed 10MB.
3. It may not exceed 60 pages total.
1. Please know that many e-portfolios will not be near 60 pages. This number is a combination of the maximum pages of each section and additional pages to compensate for any expansion of tables due to formatting, layout, etc. As long as your E-Portfolio contains all documentation as listed in the judging rubric, you are fully capable to be recognized with an Outstanding or Distinguished award, regardless of the total number of pages.
4. Save as a PDF. Label the file: Secretary_LastNameFirstName
5. All required items for the E-Portfolio are listed on the judging rubric.
3. SMALL FILE SIZES: Application submissions should have a small file size. The following tips are for maintaining this requirement:
• Include only the best samples of documentation
• Compress all photos and files before use in your portfolio.
• Compress the final portfolio file
• E-Portfolio may not exceed 10MB
4. Submissions are final. Make sure that when you submit, you are sure that it is the final version. The decisions of judging are final. No changes or revaluations will take place after the judges and the Member Recognition Chair have certified the results.
5. OUTSTANDING OR DISTINGUISHED OFFICER AWARDS: Requires the completion and submission of an E-Portfolio, which must include the completed Checklist and forms. Level of recognition will be determined by the judging results. Distinguished winners (graded 90% or above) will receive a medal and recognition at DCON. Outstanding winners (graded 80-89%) will receive a certificate.
6. DUES-PAID: In order to be eligible to apply for this contest, you must be a dues-paid member by December 1st (on-time deadline).

CONTEST GUIDELINES

CNH District Member Recognition Committee

Questions, Comments, Concerns?

Chloe Hartanto | Member Recognition Chair | mr.chair@cnhkeyclub.org

1. Cover Page Page Limit: 1

Personal Creation, No Form Provided

• Name of Nominee
• Position and Term
• Home Club, Division, and Region
• Picture of Applicant
2. Nomination Form Page Limit: 3| (5 pts max)
• Name of Nominee
• Home Club, Club Number, Division, and Region
• Name of Nominator
• Table of Contents
• Statement of Nomination | Word Limit: 500
3. Dividers Page Limit: 8 | (5 pts max)
• A one-page divider is required to precede each section. It should contain the following information:
1. Section Title with a personal reflection.
1. Personal Reflection: addresses personal growth, accomplishments, explanation of section, list of evidence not included, or other details that may assist judges in determining scoring.
2. Relevant pictures to the section or reflection.
4. Letter(s) of Recommendation Page Limit: 3 | (10 pts max)
• These are used as testimonies to support your overall E-Portfolio. Letters will portray the efforts you’ve made as a Club Secretary, as well as the growth demonstrated in the past year.
• Maximum of 3 letters of recommendation.
5. Secretary Checklist Page Limit: 2 | (10 pts max)
• The checklist must be completed as thoroughly as possible with at least two individual E-Signatures and their respective contact information.
• At least two individuals confirming your checklist MUST include BOTH of their initials in the club standards, accomplishments, and attendance boxes.
6. Proof of Attendance Page Limit: 3 | (10 pts max)
• This form displays events you’ve attended, how many hours you have served throughout the year, and at what level you served.
• This form is certified by the Faculty Advisor or Club President.

CONTEST JUDGING RUBRIC

CNH District Member Recognition Committee

Questions, Comments, Concerns?

Chloe Hartanto | Member Recognition Chair | mr.chair@cnhkeyclub.org

6. Monthly Report Forms Page Limit: 15 | (15 pts max)
1. Secretaries compile a Google Sheets Report Form and submit the form to their respective Lt. Governors on a monthly basis.
2. Please include a minimum of one sample monthly tab from each of the first 3 quarters. If possible, we strongly encourage all applicants to include three samples (1 sample per month) for each quarter.

Quarter 1: April-May-June

Quarter 2: July-August-September

Quarter 3: October-November-December

• Club Directory Page Limit: 3 | (5 pts max)
• Secretaries are responsible for the creation of the club’s overall directory, as well as supplemental directories.
• Please be sure to include the complete and organized Monthly Report Form directory and any other directories that were used for special events or committees.
• Minutes Page Limit: 10 | (10 pts max)
• The Secretary’s duty is to record minutes at all executive board and general meetings.
• Please include at least one sample of board meeting minutes and one sample of general meeting minutes from each quarter.

Quarter 1: April-May-June

Quarter 2: July-August-September

Quarter 3: October-November-December

Quarter 4: January

• Communication Page Limit: 5 | (10 pts max)
• This section must focus on your communication with the members, club, division, district, and advisors. Emails, texts, letters, and etc. may be utilized.
• Miscellaneous Page Limit: 5 | (10 pts max)
• This section may focus on any additional contributions you have made as a club Secretary. Include as many quality examples as you can.
• Graphic Standards | (10 pts)
• Your E-Portfolio will be judged on sections 1 through 10. It must demonstrate your knowledge of Graphic Standards.
• File Size
• If the E-Portfolio file size is more than 10MB and/or 60 pages, it will be disqualified.

CONTEST JUDGING RUBRIC

CNH District Member Recognition Committee

Questions, Comments, Concerns?

Chloe Hartanto | Member Recognition Chair | mr.chair@cnhkeyclub.org

1. How do I receive E-Signatures?
1. Send an email to the respective people you would like to receive signatures from, asking permission on whether you may include their names as proof of your efforts. After their approval, you may input their names. There is no physical signature. It is the name and contact information of the necessary individuals, typed.

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• How do I download a PDF version of my E-Portfolio?
• Go to “File”, then “Download" and you will see the PDF option.

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• My E-Portfolio is over 10MB, how do I compress the file?
• Go HERE, import your E-Portfolio, choose “Basic compression”, then click “Compress”, and download your newly compressed PDF. Make sure to rename the file as indicated on the guidelines.
• What is the difference between OUTSTANDING, and DISTINGUISHED Recognition?
• Depending on the points received when judged, you will either be awarded Outstanding or Distinguished. Distinguished winners will receive a medal and walk on stage for DCON. Outstanding winners will receive a certificate at DCON.
• What do I write in the DIVIDERS?
• Focus on your growth, problems, achievements, and learning moments in each of the categories. It is a page dedicated to personal reflection, so there is no strict format. Reflections should be written in paragraph format. You may also include related pictures with captions.

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FREQUENTLY ASKED QUESTIONS

CNH District Member Recognition Committee

Questions, Comments, Concerns?

Chloe Hartanto | Member Recognition Chair | mr.chair@cnhkeyclub.org

6. From whom do I receive letters of recommendation?
1. Somebody who has seen your work and dedication in your Key Club term will be an appropriate person to write the recommendation. It may be a Faculty Advisor, Kiwanis Advisor, Region Advisor, another club officer, your Lieutenant Governor, or any other person who can verify your dedication in Key Club.
7. How do I showcase emails in COMMUNICATION?
• Use the screenshot functions on your computer. On Windows, use windows+shift+s and drag the cross over the area you would like to screenshot. On a Mac, use command+shift+4 and drag the cross over the area you would like to screenshot. Go to the email, screenshot it, crop out any unnecessary parts of the picture, and paste it onto your document. You can scan letters and paste them to your document as well.

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• Do all the sections of the portfolio need to utilize graphic standards?
• The whole E-Portfolio needs to utilize graphic standards. This applies to any documents that are added into the E-Portfolio as well, apart from Letter of Recommendation and anything sent to you. Colors can be customized and appropriate fonts are preferred. A guide to Key Club graphic standards can be found HERE. Graphics such as seals, pencils and other logos can be found HERE.
• For the Club Directory, can I use the document I refer to whenever I update member hours, or is a club directory specifically the contact information and graduation year, etc.?
• As a Secretary, there is a tab on your club MRF specifically for the official club directory. Directories should list the names, general information (graduation year, best method of contact, Key Club member number, paid dues, etc.), and contact information (phone number, email address, home address, etc.) for each member of the club.
• In that last answer, Key Club member number was mentioned. What is that, and how do I find it?
• A Key Club member number is the ID number for each member of Key Club International. These can be found on the Membership Update Center, or MUC, as well as on Key Club membership ID cards if members have one. The club Treasurer and Advisor should have access to the MUC, so you must work with them to learn the member numbers and put them on your Club Directory.

FREQUENTLY ASKED QUESTIONS

CNH District Member Recognition Committee

Questions, Comments, Concerns?

Chloe Hartanto | Member Recognition Chair | mr.chair@cnhkeyclub.org

NOMINEE INFORMATION

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CHECKLIST

You will need at least two individuals to verify that you have completed the items on the checklist. Each box in the checklist should have two sets of initials. These individuals must place their initials or provide you permission to place their initials in the appropriate column. Not all boxes need to be checked to be eligible to apply. Under the attendance portion, officers will receive full points if at least 5 of 6 items are checked.

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CHECKLIST AND ENTRY FORM

CNH District Member Recognition Committee

Questions, Comments, Concerns?

Chloe Hartanto | Member Recognition Chair | mr.chair@cnhkeyclub.org

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CERTIFICATE OF ORIGINALITY

This certifies that we, the undersigned, verify the completion of the aforementioned requirements by the individual names on this application. All appropriate criteria have been identified on this form.

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Identified requirements must be met in order to be eligible for this recognition. It is also understood that the decisions of the judges are final, and no changes, alterations, or re-judging will take place after the judges and the Member Recognition Chair have certified the results. NOTE: All names, initials, and contact information are ONLY required if used as verification. REMEMBER: There must be 2 of 3 people verifying task completion.

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*You may only include those who are verifying completion of the checklist items.*

CHECKLIST AND ENTRY FORM

CNH District Member Recognition Committee

Questions, Comments, Concerns?

Chloe Hartanto | Member Recognition Chair | mr.chair@cnhkeyclub.org

NOMINEE INFORMATION

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TABLE OF CONTENTS

Complete the Table of Contents by listing the different focus areas in each application item and by adding the page number for which the listed sections begin. This should also help you place the items in the correct order.

CONTINUE ON NEXT PAGE

NOMINATION FORM

CNH District Member Recognition Committee

Questions, Comments, Concerns?

Chloe Hartanto | Member Recognition Chair | mr.chair@cnhkeyclub.org

STATEMENT OF NOMINATION

Please use 12pt Century Gothic font. Word Limit: 500

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Why should this Secretary be recognized? How has this Secretary gone above and beyond? How has this Secretary demonstrated the four core values?

NOMINATION FORM

CNH District Member Recognition Committee

Questions, Comments, Concerns?

Chloe Hartanto | Member Recognition Chair | mr.chair@cnhkeyclub.org

NOMINATION FORM

CNH District Member Recognition Committee

Questions, Comments, Concerns?

Chloe Hartanto | Member Recognition Chair | mr.chair@cnhkeyclub.org

NOMINEE INFORMATION

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CERTIFICATION

The E-Signer must be your Club President or Faculty Advisor. Secretaries may not sign their own forms.

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ATTENDANCE

You may list a maximum 40 Projects, Activities, Events (DCMs, Training Conferences, etc.). Be sure to provide a variety of different projects, activities, and events. Must follow the virtual service hour requirements found on the Cyberkey.

*Club, Division, Region, District, International

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PROOF OF ATTENDANCE

CNH District Member Recognition Committee

Questions, Comments, Concerns?

Chloe Hartanto | Member Recognition Chair | mr.chair@cnhkeyclub.org

PROOF OF ATTENDANCE

CNH District Member Recognition Committee

Questions, Comments, Concerns?

Chloe Hartanto | Member Recognition Chair | mr.chair@cnhkeyclub.org