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Class CoordinatorMANUAL

Effective: July 18, 2018

For purposes of the PVSA and group meeting calendar, the LH year runs May 1 – April 30.

The primary responsibilities of the Class Coordinator (CC) are: Scheduling group/class meetings (“group” and “class” are used interchangeably) Recording meeting attendance and posting minutes Keeping up the group page on the website (adding officer names and photos) Instructing Members how to log in their volunteer hours Reviewing Members’ hours Distributing awards at their May/June meeting if the chapter has less than 150 members (Note:

Awards will be mailed out from the LH office by May 15th. Meeting date should allow for arrival of awards.)

CC reports and should direct any questions to the Community Manager (CM), other than enrollment or awards event questions which should be directed to the Chapter President (CP). The CM will monitor that all CC in the chapter are updating their class page on an ongoing basis and in a timely manner. If the CC is not able to adhere to responsibilities according to timeline, LH Management Team will help CC and seek replacement if necessary. The CM may be reached at 800-894-8877, [email protected], or the CM’s Lions Heart email address on the website. When a chapter is newly created, the Operations Director (OD) assigns an interim Chapter President (ICP). The LH Management Team attempts to find a permanent Chapter President from the parents within the chapter. All CP can be contacted through their name @lionsheartservice.org email address by clicking on their name on the website Contact page. CP usually respond within 24-48 hours. Please always identify your chapter and group when contacting the LH Management Team.

CC will receive a tee-shirt and welcome package automatically from the Fulfillment Center approximately 2 weeks after they initially sign into their CC account on the website. If CC does not receive the package, they should notify the CM. CC can order additional merchandise on Shop.

Key: Key: AA=Administrative Assistant AM=Awards Manager CC=Class Coordinator CM=Class Community Manager CP=Chapter President EC=Event ChairmanED=Executive Director ICP=Interim CP MD=Marketing Director MM=Marketing Manager OD=Operations Director VO=Volunteer Outreach

This document is saved as a PDF, if you wish to search for a word in this manual follow these steps:

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mailto:[email protected]

Term of responsibility: Unless a current CC moves away or has a personal issue, the expected term is at least one year. If a current CC wishes to resign, he or she should notify the CP with as much notice as possible.

Mission and Vision Statement: Mission Statement: Lion’s Heart inspires teens to have a positive impact in their communities through leadership and participation in volunteering, providing needed resources for causes that ignite their passions. Vision Statement: A world of teens engaged in serving their communities, filling needs, and growing into leaders now and for a lifetime.

Class Coordinator Advancement in Lion’s Heart: If a CC wants to help Lion’s Heart grow within, there are opportunities to do so – even while staying in your current position! You can see below on this volunteer leadership ladder the two paths someone can take to take on a bigger role. If you are interested in learning more, please contact the Operations Director (OD).

Organization Chart:

Key: Key: AA=Administrative Assistant AM=Awards Manager CC=Class Coordinator CM=Class Community Manager CP=Chapter President EC=Event ChairmanED=Executive Director ICP=Interim CP MD=Marketing Director MM=Marketing Manager OD=Operations Director VO=Volunteer Outreach 2

Minor Protection Policy (aka Child Abuse Policy): This policy is an insurance requirement. It must be approved by the CC during the on-line training session and during the background check process, and can also be found on our website. Here is the policy:

The increasing incidence of reported child abuse is a special concern for Lion’s Heart. It is the duty of all volunteers to recognize and report child abuse and neglect. Child abuse is damage to a child for which there is no “reasonable” explanation. Child abuse includes non-accidental physical injury, neglect, sexual molestation, and emotional abuse. The following guidelines have been adopted as the official policy.

Volunteer Recruitment, Training and Supervision In order to protect individuals, volunteers are encouraged to avoid, where possible, being along with a

single child. Lion’s Heart volunteers will not, under any circumstance, discipline children by use of physical

punishment or by failing to provide the necessities of care such as food or shelter. Lion’s Heart volunteers should be alert to the physical and emotional state of all children each time

they report or a program. Signs of injury or suspected child abuse should be reported to the Executive Director.

Responsibilities to Parents Parents may visit programs at any time.

Reporting Procedures

When there is suspicion of child abuse, volunteers to whom it has been reported or witnessed will immediately inform Lion’s Heart Executive Director.

Lion’s Heart Executive Director is a Mandated Reporter through the California Department of Social Services and is legally obligated to report all suspected abuse of a minor. Abuse includes mental, physical, sexual, or any other form of abuse.

In the event the reported incident involves a Lion’s Heart volunteer, this individual will immediately be relieved from all activities involving children until cleared.

Regardless of where or under what circumstances the alleged incident takes place, if a Lion’s Heart volunteer is involved, appropriate action will be taken.


https://lionsheartservice.org/lh2/General/MinorProtectionPolicy

Lion’s Heart volunteers should be sensitive to the need for confidentiality in the handling of information concerning child abuse. Volunteers will discuss matters pertaining to abuse and suspected abuse only with the appropriate Lion’s Heart representatives.

Thank you for reviewing Lion’s Heart Minor Protection Policy! Updated February 9, 2018

eLearning Course: Under CC documents you can review the CC training course slides or utilize the Meeting and Motivational Tips course. No test required.

Table of ContentsChapter

Member Enrollment & Dues 1

Meetings 2

Leadership & Group Officers 3

Community Service & Volunteer Logs 4

Member Resignations & Transfers 5

Awards & Awards Event 6

CC Communications 7

Website 8

Timeline for Class Coordinator

CHAPTER ONEMember Enrollment, Dues, and Groups

ENROLLMENTEnrollment in Lion’s Heart is ongoing, year-round.


Enrollment Choice: Upon enrollment or re-enrollment (for those that were previously archived for unpaid dues or resigning), a Member can choose:

To be assigned to a specific groupo If the selected group does not have room, the Member will remain an active (pending) Member

until assigned to the group To have the CP choose a group for them

o If a group does not exist for their grade level, the Member will remain an active (pending) Member until a group is formed.

To be an Individual Member only

No matter what their choice, once they complete the enrollment/re-enrollment process they are immediately an active Member and can start logging in their hours. If a Member wants to change their selected choice of membership, they need to contact the CP to make that change.

Groups:

Groups require a minimum of 3 Members and cap at 20 Members. Groups of the same grade level and gender are designated by color (blue for the first group formed, red for the next, yellow, green, etc.).

CP will monitor pending list and assign accordingly. It is first come first served for spots that open in a group. Once the CP assigns them to a group, the Member will get another email that provides the group information.

The system will send the CC an email notification when a new or re-enrolled Member is assigned to their group. Once the CC is notified via email from the system, it is up to the CC to notify the Member and inform him/her of the meeting schedule and any up-coming group activities. Please use the “Dear New Member” template from the CC Secured Documents.

Welcome Letter/Email: A welcome letter is emailed to every new Member when they enroll welcoming them to our organization. If they do not receive an email, they should look in their junk/spam and add [email protected] to their address book to ensure receive our emails.

Welcome Package: A “welcome package” is sent to every new Member within three weeks of the Member enrolling. The AA makes certain the Fulfillment Center mails a Lion’s Heart tee shirt, a welcome page with Username and Password, and a Lion’s Heart decal to each new Member. If a Member reports an issue with their welcome package or tee shirt size, please refer them to contact the CM.

DUES

Dues are payable by credit card only. LH does not accept checks or cash.

New Members: New Members/Re-Enrolling Members pay a one-time initiation fee and then annual dues. During the enrollment process, they can choose to pay their annual dues or pay their dues through to graduation. Members who re-enroll can opt for not receiving a welcome package with a tee-shirt which makes the re-enrollment fee lower than new Members dues.

Renewing Dues for returning Members: All Members must pay their renewal dues annually by their anniversary date each year to remain active and to qualify for various Membership awards. To renew membership, Members log in to their My Info/Membership>Membership tab. Renewal dues MUST be paid prior to one year from their Anniversary Date. If miss renewing by deadline, they will have to pay new Member dues to re-enroll.

Anniversary date: A Member’s anniversary date is the same as their enrollment date if enrolled November 1, 2017 or after. If they enrolled prior to November 1, 2017 their anniversary date is their group assignment date. Those that enroll on November 1, 2017, or after, are an active Member immediately once they complete the enrollment process. Those that enrolled prior to November 1, 2017 were not active until assigned to a group. Member’s anniversary date can be found when Members login to their Member info page.



Member can view his/her anniversary date upon login to their Member info page. See My Info/Membership>Membership.

CC can check to see if their group’s Members have paid. See Home>Group Members> Search> Paid thru dates (far right column of table).

Payment Auto Reminders Warnings: As a courtesy the system will automatically send a warning email to any possible returning Member who have not paid their dues before their anniversary date. Email dues renewal reminders will be sent 30 days prior to their anniversary date, and subsequently at 15 days, 5 days (CC is copied on this email), and 2 days if they haven’t renewed.

Refund Policy:Members check a Terms and Conditions and Refund policy box when enroll. All Membership dues are not refundable unless a Member has been archived if there is an enrollment error (i.e., the child is not old enough to enroll or a duplicate enrollment). If a Member has a question about a refund, please direct them to contact the CM.

Hardship Option: We don't want anyone who has a dire financial hardship to miss out on serving the community through Lion's Heart. We offer a limited number of hardship discounts. Those that apply, confidentially fill out the hardship form to explain their situation and submit their information. New Members may apply for a discount of their new Member dues. This process will delay their enrollment . If an existing Member has a financial hardship, they may also request a discount of their returning dues by applying within 2 weeks of their anniversary date.

If they qualify, they will receive an email with a hardship code for full or partial dues to be used on the payment page.

The codes have an expiration date. LH Management Team has criteria for what is a financial hardship. Acceptable reasons for hardship

include: spouse lost job, financial troubles, injury or illness. Unacceptable reasons for hardship: requests for multiple or delayed payments, bad time of year, pay for private school/college tuition, etc.

Member must reapply every year they desire help with dues. Need to apply 2 weeks prior to anniversary date.

This information is also found under FAQ on the website.

Tax Exempt Status/Tax Receipt: LH was approved as a 501(c) 3 effective January 3, 2013 but notified on August 14, 2014. Tax ID #: 26-2781977. Determination letter from IRS can be found in CC Documents. All dues and donations are tax deductible. When a Member enrolls or pay dues, the credit card processing company automatically sends an email receipt to their primary email. Receipt has tax ID information and informs Member to print for tax purposes.

Member Referral Program: Active Members who refer a new Member can earn 30 minutes on their volunteer log when the new Member uses their Referral Code when they complete their enrollment form. Referral codes can only be used at the time of enrollment. The new Member receives $5.00 off their new Member dues, and the referring Member automatically and immediately receives 30 minutes on their volunteer log. The referring Member will also receive an email when this happens. There is no limit to the time added to their log.

Active Members can view their Referral Code by logging in and clicking Invite Friends envelope link on their log in page or their My Info page (where their unique Referral Code is located). An auto-generated email pops up and can be immediately sent to friends.


https://va272.infusionsoft.com/app/form/hardship

https://lionsheartservice.org/lh2/General/LicenseAndPolicy

CHAPTER 2Meetings

Groups meet together during the year to get to know each other, collaborate and organize volunteer events, develop leadership skills, and learn how to run a meeting. Important: With the exception of the first meeting, it is the role of the CC to facilitate class meetings which are member-led .

MEETING SCHEDULE REQUIREMENT (beginning May 1, 2018)Groups are required to schedule 6 meetings during the LH year which runs May 1-April 30. Due to year-round enrollment, some groups will form later in the LH year. CC should consult the table below to see their required number of meetings for the LH year.

Group Formation Date # Meetings Required

Continuing Groups/May 1 – October 31 6

November 3 December/January 2 February 1 March/April 0

MEMBER ATTENDANCE REQUIREMENT (beginning May 1, 2018)The Member’s attendance requirement is based upon the date that he/she is assigned to their group and the number of remaining meetings their group has scheduled for the year at the time they are assigned. A Member will be changed to Individual Member status immediately upon failure to meet the attendance requirement. They may contact the CP to request to be a group Member (of the same or a different group) 3 months after the date they became an individual Member.

Remaining Meetings Attendance Requirement

6 4 5 3 4 2 3 1 2 0 1 0


Members who join an existing group will not be penalized for missing a meeting if it falls within 2 weeks of the date of their assignment to the group.

Members must appear in person to the meeting of their own group. No “Facetime” and no “Skype” allowed to get credit for a meeting unless meeting is set up as a Virtual Meeting. If Member comes late to the meeting and misses 50% or more of the meeting, the Member is not eligible for time added to their log. Members will not receive credit for a virtual meeting unless they are present for the entire meeting.

If New Member joins group after calendar has been approved and cannot attend required meetings given the established meeting schedule, contact the Community Manager (CM).

MEETING SCHEDULE Each group should decide on their meeting dates for the year at their first meeting. It is up to each group

when and where they meet. A majority (one more than half of the Members in the group) must vote in favor of the proposed schedule. The CC should make every effort to create a schedule that fits for every Member in the group, as Members must meet the meeting attendance requirements to remain a group Member. Additionally, attending group meetings adds time to their volunteer log and allows Members to collaborate, organize and decide on group volunteer activities.

o May/June meeting required for returning groups to present the awards (or to attend the awards event).

o Group meetings should avoid school breaks and national holidays (Mother’s or Father’s Day, Super Bowl).

o Attendance seems to be best if meetings are held before or after a service activity or scheduled Sunday afternoon/early evening to avoid sports, school or weekend events.

o Members usually take turns hosting the meetings, or the Class Coordinator will hold them in his/her own home.

Post the dates on your group calendar within 2 weeks of setting the meeting schedule so all Members are reminded of the dates when they log in.

It is the policy of Lion’s Heart not to have any product or services sold at a group meeting. Lion’s Heart is not affiliated with any religion. As such, please refrain from saying any prayers with your

group. Two groups can conduct their meetings at the same time and location. However, the meetings must be

run separately with each group being run by their own officers and going through their own agendas. Social time can occur before or after the meeting, but does not count towards volunteer hours or meeting time.

Contact a Community Manager (CM) if your group needs help scheduling meetings. Change to Meeting Schedule:As attendance at meetings is critical for continued group membership, meeting dates should only be change if absolutely necessary.

If a CC is the reason for the change, the CC should find another parent to host and supervise the meeting before changing the meeting date.

If a meeting absolutely needs to be changed, the CC must contact and hear from ALL Members at least 24 hours in advance of the original meeting date and time. ALL Members who were planning on attending at the original date and time MUST approved the change. Update your group calendar immediately, and make sure the change is noted in meeting minutes

When there is severe weather or crisis that would affect the Members ability to safely attend a scheduled meeting, CC should cancel the meeting. Despite the cancellation, CC should log the meeting, mark Members as attending, and log 15 minutes for the meeting time. Secretary should submit minutes stating: “Scheduled meeting was canceled due to (reason).” This meeting does not have to be rescheduled.

FIRST MEETINGIt is mandatory to elect officers and determine meeting schedule during the first group meeting of the year.

Before first meeting: Email “Dear New Member” found in CC Documents to all NEW and Past Members.


o Attach suggested documents from website: Election Form, Class Roster, proposed meeting schedule (Sundays are often the best day of the week due to busy schedules, however your group will make the final decision).

o As the email template suggests, encourage parents to attend the first meeting. Create agenda which should include:

o Officer electionso Setting meeting calendar (dates/times/locations) o Review meeting attendance requirementso Review “What is Community Service”? found in Member documentso Review how to enter service hours (provide reminder about the LH phone app (you can give them

time to download at the meeting) and mention April 30th deadline for hours entries o Use of group email feature on website to communicate with all Memberso Review LH Mission Statement and mention that LH is a 501(c)3o Review “Running A Meeting” found in Member documents. YouTube Officer How-To Video in

Member docs also has the video of “How to run a Successful Meeting”.o Plan service projects

Consult CC documentso “First Meeting Helpful Hints” in CC documentso CC Manual and Training courseo Take the training course module “Meetings and Motivational Tips” if you have not already

During first meeting: Eliminate distractions (cell phones, seating arrangements, meeting flow, etc.…) “Ice breaker” time – allow time for Members to introduce themselves to group, which school they go to,

etc.… Hold Officer Elections – allow time for Members to explain why they would be a good at the office position

they have chosen to run for. Officers should begin to run the meeting immediately following the election with your guidance.

o Review “How to Run a Meeting” document found in Member docs (follow Robert’s Rules of Order). Meeting Motions: If the Members wish to vote on a motion, there must be a majority of the Members at the meeting. A majority is one more than half of the Members in the group. The motion must be seconded by another Member, and then discussed. After the discussion, the Members each vote. The motion passes only if one more than half of the present Members vote yes.

Take head shot photo of elected Officers in LH t-shirts. After first meeting: Immediately record meeting attendance:

o Click on Add New Meeting > Select Meeting Date, Meeting time. You will see a list of the Active Members in your group. Each and every Member must be recorded that they attended/did not attend the meeting or you will not be able to upload meeting minutes. Simply click once on the ? and it will turn into a green check mark indicating they attended or click twice and a red circle with slash will appear to indicate they did not attend. Be sure to hit SAVE when you are finished with attendance so you can upload Minutes. You will be unable to record two meetings on the same date.

o For all Members who attended the meeting, the meeting date and time will automatically appear on their volunteer log in RED after CC inputs attendance. Make sure Members do not record the meeting themselves.

Enter Officers on website and upload photo if photo not being taken at Awards Event. Add Meeting dates to the website as soon as possible. Send an email to your group to include the following:

o Congratulate and name officers.o Encourage all Members to take the Officer course if they have not already. Once they forward

their completion certificate to you, they may log .50 hours for taking the course.o Remind the VP to contact everyone the day before the next meeting, and ask the Secretary to

send the minutes to you within 1 week following the meeting.


o Thank the Members and Parents for participation at the first meeting, let them know you are available for questions.

o Remind everyone of the next meeting date, time and location.o Encourage everyone to bring a service idea to the next meeting.

MEETING MINUTESThe Secretary shall provide a sign in sheet for each Member to sign at the beginning of each meeting. The Secretary shall take detailed meeting minutes in Word format, but shall always include time and place of meeting, list Members in attendance, Members absent, and details of the meeting, including any motions (in bold type), and the start and end time of the meeting. All Members shall be referred to in the minutes by their first name and last initial only for privacy reasons. Note: If a non-Officer needs to act as Secretary at a meeting and completes the minutes outside of meeting time, that Member can add 15 minutes to their log.

These meeting minutes shall be emailed to all Members within two weeks of the meeting. Meeting minutes shall be approved or corrected at the next meeting. The President uses minutes to create agenda for next meeting. It is especially important to confirm attendance as noted in the minutes. Once approved, these approved or corrected minutes must be uploaded by the CC using the Meetings tab. Secretary CANNOT upload minutes, only the CC can upload the minutes. You cannot upload minutes until attendance is recorded for all Members.

Deleting meeting minutes: If you uploaded an incorrect file or you uploaded meeting minutes that were not approved yet, you will need to delete the meeting first (make sure to note the attendance record before you delete the meeting). Next, create the meeting date again, record the attendance, and upload the correct/approved meeting minutes.

EXAMPLE OF MEETING MINUTES

LION’S HEART – CLASS OF 2010Meeting Minutes - Sunday, April 24, 2005

General: Chase C. called the meeting to order at 5:10 p.m. The meeting was held in the home Spencer C.

Attendance: Members present were: Chris A., JC C., Chase C., Spencer C., Ryan D., Michael E., Jackson F, John H, Marshall J., Jake K, Tyler L, Alex N, Brandon P, and Kevin M.

Absent Members were: Bryn L, Spencer W., and Michael Z.

Minutes of March 13, 2005 Meeting: The minutes of the March 13, 2005 meeting were approved as submitted.

Current Service Project:Alex N. – On April 31, 2005, we will host the House of Hope Carnival from 11:00 a.m. to 2:00 P.M. We estimate 12-20 children.

The list of responsibilities was read and included the following:Jackson F. – 85 hot dogs Spencer C. – popcorn John H. – 85 hot dog buns

This is a list of the games, and who will be running them. The Members running the games are also responsible for building them and bringing all the materials.

Jackson F., John H. – Ball toss to knock over milk cartons.JC C., Kevin M., Duck Duck Goose and coloring station for little kids, and they will alternate at the basketball hoop.

Ryan D., Brandon P. – Bouncy House (Orange County Rescue Mission is bringing the Bouncy House).

Next Meeting: Sunday, June 5, 2005 at 5:00 P.M. at Spencer C.’s residence. There being no other business, Chase C. adjourned the meeting at 6:00 P.M.

Respectfully submitted, Bryn L., Recording Secretary

MEETING ATTENDANCE - NON-GROUP MEMBERS: Individual Members (same grade, same gender) can attend a group meeting at the discretion of the CC.

CC needs to be consistent with their policy, that is, if a particular class meeting is open to individual Members they need to be open to all individual Members that request to attend that meeting.

o IM can receive volunteer hours for their attendance by logging the entry in to their Volunteer Log. CC will provide IM with amount of time for meeting.

Occasionally a non-LH Member will request to attend a meeting to see if they would like to enroll in LH. It is encouraged to allow, but it is at the discretion of the CC. Meeting attendance will not count if that individual enrolls following the meeting.

VIRTUAL MEETINGSA CC can, at his or her discretion, hold a virtual meeting with the group. A virtual meeting is where Members do not need to physically be together.


The LH Management Team has done a thorough investigation and recommends Zoom as a platform. It is free and fairly easy to use. Directions to use Zoom can be found under Member Documents upon login. Attendance can be recorded for anyone who participates in the entire virtual meeting.

The Class Coordinator needs to participate in the meeting in order to enter attendance correctly for Members who are present from start to finish.

It might serve CC best to practice one prior. A CC can certainly utilize one of the Members to set in motion, if they have better understanding of the process.

MEETING VENUESFrom time to time, CC might need an insurance certificate for a meeting venue. Contact the Awards Manager (AM) (800-894-8877 x106) with the following information:

Venue Name Venue Address Event Date (date range) Certificate Holder Name(s) Certificate Holder Address(es) Where the certificate needs to be mailed or email with Contact Name

The AM will most likely receive it via email and then forwards it via email to the requestor. The AM will usually get the certificate within two or three business days, but occasionally, the same day.

DISCIPLINE POLICY: Members are expected to act respectfully of others during Lion’s Heart meetings and volunteering. If a Class Coordinator feels a Member is not acting respectfully, the Class Coordinator, at his/her discretion, can require a parent to attend the next three group meetings/volunteering activities. If a parent is not in attendance at the meeting/event, the Member will not receive credit for attending. If the Member continues to act inappropriately after the third meeting/event, the Member will become an individual Member of LH. It is completely at the discretion of the Class Coordinator to implement this rule.

Please speak with the Member about their behavior first before implementing the discipline policy. If this does not change the behavior, you may call the parents or send a template provided in CC Documents, “Discipline Email Step 1.” If this still does not change the behavior, you may call the parents, but definitely follow up with the Step 2 email provided in the CC Documents. If a CC has any questions, please contact the Community Manager (CM).

CHAPTER 3Leadership & Group Officers

LEADERSHIPServing as a group officer and taking the online officer training class are ways Members learn leadership skills. The Member Toolkit has the Officer Training Course-Instructions that Members earn and log 30 minutes of service for after forwarding their completion certificate to their CC.

OFFICER POSITIONSThe officer positions consist of President, Vice President, Secretary, and Historian. See Officer Job Description in Office Elections Form in Member documents.

OFFICER ELECTIONSReturning Groups: Returning groups elect their officers at the first meeting of the LH year which begins May 1. Officers serve for the LH year May 1- April 30.New Groups: New groups hold their officer elections at their first meeting. Depending on the date of their first election, their officers serve according “Term of Service” outlined in the table below. Please contact the Community Manager (CM) with any questions.


Date of First Election Term of Service

May - December Term ends 4/30 January – April Term cont. through next LH year 5/1-

4/30

The group decides if they want to vote by hand or ballot. If voting by hand, the individual running for the office will be asked to leave the room during voting. See video for demonstration of election process: https://www.youtube.com/watch?v=MPg-PksynnE&t=3s

Members need to be present at the meeting to run for an officer position and vote for the officers. No exceptions.

Distribute the Officer Election Form (found in Member Docs). CC should send it to them prior to the election meeting so they have time to think about running for a position. The CC reads the job descriptions to all and answers any questions. Ask them to fill in their name and choose which position(s) they wish to run for. Members may run for more than one position if they lose the election for another position. Please make that clear to your Members and give every opportunity for that to happen easily.

If voting by ballot, make copies of the Officer Election Ballot (found on CC Documents on the website) and distribute one ballot to each Member.

Absolutely no Member can hold the same office position 2 years in a row. All Members should have a turn at being an officer before others repeat holding an office position.

Members who have held an office are allowed to run for a DIFFERENT officer position each year if no one volunteers.

1. Start with President. CC asks all Members "If you have not held an officer position, who wants to run for this position?”

2. Only those that offer to run for that position are voted for.o If no one volunteers, a Member that has held an office may run for the office (excluding the

Member that held the office the previous year). o If no one offers, then put all names in a hat and pull out a name. Only last year’s officer cannot

hold the position.3. The Members running for the position need to make a short statement about why they would like to

have that position (they should also introduce themselves if this is a new group or if they are new to an existing group).

4. Vote after each of the “speeches” for each position. o If tie for position, re-vote. o If tie remains pull straws.

5. Repeat all steps for next office position, Vice President, Secretary and Historian – in that order.6. Members cannot co-chair a position, even if that means only one Member does not have an office

position. 7. No one can hold more than one position each year unless they are a group of 3 Members.8. Groups of 3 vote for the Historian after the other positions are filled and someone will hold 2 positions. 9. Take head shot photo of elected Officers in LH t-shirts.10. Add the names of all of your officers to your roster immediately after the meeting. Go to > Officers &

Awards > Select Current Year > select the names for each position. There will be a drop down of Active Members in your group. Select the correct name and click on OK. Hit SAVE. Upload the photo of the officers. The CC has until April 30th to add names and a photo for the current LH year. The CC will be unable to go back to add/change names or photo of officers once a new Lion’s Heart year has begun May 1.

Important: New groups whose officers will be continuing through the next LH year need to post their officers names and upload photos again on or after May 1 so that those officers will show for the current LH year.

11. Send new Officers that were elected edited Congratulations New Officers found in CC docs. Remind officers they must take the online course (instructions can also be found in Member Documents/Toolkit upon login or see Officer Training section below).

12.Each officer MUST add their own specific hours of community service for their position to their volunteer log (CC does not add those hours nor does the system automatically add the time). See Officer


https://www.youtube.com/watch?v=MPg-PksynnE&t=3s

Description in Officer Election Form in Member documents for exact hours to add. If CC feels officer did not do their job properly, CC can inform officer to reduce or eliminate the number of hours from their log.

13. Members that are elected to an office position add time to their log by April 30th (end of LH year) for their service.

Important: New groups whose officers will be continuing through the next LH year need to add their hours by April 30th for the portion of the year for which they have served. At the end of the next full year of service, they will add their hours again.

OFFICERS/REPLACE MID-YEAR

The CC, at his or her discretion, may remove or reduce that time if the job was not performed as outlined. If the CC feels the position needs to be replaced by a different Member, the following are the minimum guidelines for each position before replacing:

PRESIDENT - has not done agendas for at least 2 meetingsVICE PRESIDENT - has not notified Members for 2 meetingsSECRETARY - has not provided minutes for 2 meetingsHISTORIAN - has not provided at least 3 pictures for the website and/or Instagram

following 2-3 group meetings/service activities.

The CC must appoint another Member in the group to take over the responsibilities of the position. The Member taking over will be allowed to add the total hours for that position even though they are performing it for a portion of the year. Be sure to change the name under Officers. It is not possible to have two names for an officer in any one year, so the new name will be the name that will always appear for that year. Unfortunately, the Member’s name that left the position will not appear at all.

OFFICER TRAININGOfficers and any Member wanting to learn more about being an Officer may take an optional online Officer Training Course. The Member Toolkit has the Officer Training Course-Instructions which are also listed below. After a Member successfully takes the course and passes the quiz, the Member will receive an email with instructions to forward the email to their CC. If there is a problem with the receipt of the email, the CC may contact the OD or CM to verify course status. The Member is instructed to add 30 minutes of community service to their volunteer log on the CC receives the course completion certificate from the Member.

After taking the class, if anyone wants a reminder of the videos, the links to the videos are found in the “YouTube Officer How-To Video” found in Member documents.

Instructions for Members to take the course (instructions can also be found in Member Documents/Toolkit upon login):1. Log on to: http://lionsheart.knowledgedirectweb.com/kd/10.cfm2. Click on “If you are a new student, click HERE to register3. Access Code: givingback4. Complete Registration Form5. Student Type: Member6. SMS Email: leave blank7. Click DONE8. Read Welcome Message and click CONTINUE9. Click on Lion’s Heart Officer Training Course

CHAPTER 4Community Service & Volunteer Logs

COMMUNITY SERVICE


http://lionsheart.knowledgedirectweb.com/kd/10.cfm

What is community service?: It is a good idea to review guidelines for what counts as community service with your group Members once per year. When you get questions from Members about what is considered community service, please refer to “What is Community Service?” in the Member documents folder for detailed explanation of what is and what is NOT considered community service. If you can’t get your answer there, please contact the Community Manager.

Chapter Awards Event: Time spent at the awards event does not count towards volunteer log.

Clubs: Members can be part of volunteer service clubs at their schools and in the community. Hours count according to “What is and What is Not Community Service” document in Members Toolkit under Fun Stuff on the Member’s website page. LH Members cannot post or share LH volunteer opportunities with club Members that are not LH Members.

Fundraising and Donations: Lion’s Heart is a 501(c)3 non-profit and does accept monetary donations to fulfill its mission, but Members are prohibited from soliciting funds for Lion’s Heart. Lion's Heart is not a fundraising organization. No Member shall collect for a charity as part of a separate effort or donate money to buy items. However, Members are encouraged to volunteer for charities that have their own fundraising efforts. While LH Members are prohibited from raising money, they may ask for donations from Members or the community of used or new goods to be passed on to charities and the less fortunate. Example: If doing a drive (sock, food, etc.) or making items (cookies, blankets, or creating hygiene kits) Members need to rely on donations of items and not purchase the items. This is an issue particularly during the holidays for programs such as Adopt-A-Family, when gifts of new items need to be purchased. While these are obviously worthwhile programs, it is not appropriate to ask LH Members to purchase new goods. Contact the Community Manager (CM) if any questions.

Community Service Ideas: There are documents in Member’s toolkit>Fun Stuff on their Member website page. “What is and What is not considered community service” and “Volunteer Ideas from Home”.

Volunteer Opportunities: Members have access to document in their toolkits that lists many volunteer ideas that can be done from home or close to home found. They can be done individually or as a group. It is suggested to do one service project before/after a group meeting to promote a group environment and utilize the time together to organize another

Tee shirts are to be worn at all times when volunteering (unless the event requires a particular dress code).

Since 2004 Members themselves brainstormed their own group ideas of how they wanted to volunteer throughout the year (i.e. fall can food drive, winter work rose parade float, in spring work a fun run and summer a beach clean up). Usually 1 or 2 Members spearheaded the idea and contacted the place/event/scheduled the group and their parents provided the rides. Spread the word when you are at the events that our Members can provide service.

The Volunteer Outreach Manager (VO) will send out additional optional volunteer opportunities that take place in a specific or surrounding chapters. All volunteer opportunities are added to their Member page under volunteer calendar. Member participation is optional.

Neither Class Coordinators nor parents are required to attend volunteer opportunities with Members. However, if it is a group event, it is encouraged to have one parent participate. Use best judgment; please consider grade level of group.

If CC or CP (or a volunteer organization) has an opportunity that needs volunteers please click on this Volunteer Request link, which is also found on the website, to submit request. This is important, as there is protocol we follow in making certain all events posted on the calendar follow our Lion’s Heart community service guidelines and emails have appropriate information.

Volunteer events that require many participants can be sent out to more than one chapter and are sent out in a timely fashion according to the request date. If you have questions about the opportunity respond to the person requesting the volunteers.

Volunteer Outreach Manager (VO): VO receives all volunteer opportunities for LH Members. VO composes and sends email announcements of such volunteer opportunities to Members and Class Coordinators in selected Chapters, depending on the opportunity. VO will also add volunteer opportunity to calendars. Our Volunteer Outreach Manager can be contacted at [email protected] if there is an issue with the post (please do not email the opportunity, use the volunteer request link above).


https://va272.infusionsoft.com/app/form/request-volunteers

o VO also researches and seeks out teen-appropriate volunteer opportunities for each chapter. VO provides a minimum of one opportunity in each chapter per month, with many chapters getting too many to count. In addition, non-profits request our Members in areas where they are knowledgeable about Lion’s Heart.

Banners available to use at volunteer events: o CC in chapters with 150+ Members: The CP has LH logo banners available to use at volunteer

events. Contact CP to request their temporary use. o CC in chapters with fewer than 150 Members: Please contact the CM about borrowing banners

from the LH officer or from a nearby chapter.

VOLUNTEER LOGS AND PORTFOLIO:

Note: The PVSA calendar year runs May 1 – April 30 The award year runs May 1 through April 30, based on the PVSA award. Once a new award year has

begun, Members cannot add volunteer hours for the previous year. The CC or Member can edit or delete previous incorrect hours or information.

The CC of a new class should spend time instructing members on how to log their volunteer hours. CC should point out that the free Member mobile app is also available to capture hours. The volunteer log and portfolio are shareable to multimedia platforms and through email. If Member had a leadership position, Class Coordinator must select officers by the end of the current year, for leadership position to appear on their Portfolio. It is not possible to add or change the officers for a previous year after April 30th. If another Member was assigned as that officer and had to be replaced, portfolio will not reflect that position taken away. PVSA appears May 1 and Torchbearer winner for the prior year will appear on July 1st. New Members will be able to log in volunteer hours the moment they enroll. A Member will not be able to log anything with a date in the future or any date previous to their

enrollment. Members can print their current year, prior year or total years logs – with totals for each. Member logs

in>My Portfolio/log>My Volunteer Log> Click on drop down of desired log> click PDF. Members (and Archived Members) can view/access volunteer logs on the website. See Viewing and

Editing Volunteer Logs below. Meetings are automatically entered into Member’s volunteer log when CC records attendance. CC needs

to make sure Members do not record the meeting themselves. A group Member that lives a further distance than most of group, may add additional time to log if discuss with CC.

If an Individual Member (IM) attends a meeting, Member will log meeting time provided by CC on own log.

MONITORING AND EDITING VOLUNTEER LOGS:Monitoring Volunteer Hour Entries:It is the responsibility of the CC to view all of the Members’ hours on an ongoing basis and inform a Member if any entry is not appropriate. See Viewing and Editing Volunteer Logs below.

If a CC finds hours that do not count as community service, please ask the Member to remove them immediately.

If Member does not remove them in a timely fashion, the CC can log in as Member and delete the hours. CC needs to notify the Member when deleted. Please contact and/or cc the CM if want to make certain family and management team are aware of situation.

Workshop or training can only be counted if it is training a Member on how to actually go out in their community to volunteer. It does not count if only learning for awareness purposes.

Error code is displayed on Member page if incorrectly adding hours prior to enrollment or assignment date for the year that has already closed.

Viewing and Editing Volunteer Logs: Public Side/CC view: To view a Member’s volunteer log, go to the website > Click on Our Chapters>

State> Chapter Name> Group/Archived Groups > Member Name > and then select from drop down near PDF the type of volunteer log want> PDF

CC Access to edit Member volunteer log: If a CC needs to view the Name and Contact Phone Number for each entry or needs to edit or delete an entry, the CC will need to look up the Member’s username and password.


a. To do this, go to Search/Home page and Search on the Member. b. Click on the Member’s name to reveal their unique username and password. c. You will need to logout as a CC, and login as the Member using their username/password > click on

Volunteer Log. d. View or edit as necessary. Remember to SAVE your entry. If there is a need to edit or delete an

entry because it is duplicative or inappropriate, please inform the Member ASAP, but definitely prior to April 30th.

e. If Member is asked to edit/delete and does not respond within a reasonable time, the CC may make changes. After make changes, email Member, their parents and cc the CM to explain that you as CC made changes since Member did not have time to respond to initial request.

CHAPTER 5Member Resignations & Transfers

ARCHIVED MEMBERS

Our system automatically archives a Member if that Member does not pay their dues by their anniversary date.

The system automatically archives graduated Seniors on July 1. CM or OD will archive Members for Resignation or Discipline (if CC instilled Discipline Policy). Please

refer any requests for archiving a Member to CM or OD. Whenever a Member is archived, either by the CC or by the system, it will be effective at MIDNIGHT

of the same day. An Archive Email will automatically be sent to the Member informing them they have been archived.

The letter includes the date of archiving, the reason for the status change, total hours, and instructions on how to access their volunteer log. The email will be sent to all emails provided by the Member in their Contact information. The Class Coordinator will also receive a copy of the email.

TRANSFER REQUESTS The transfer request is not available on the Member page. Members need to request to be transferred

through their CP. CP can verify if they are eligible to transfer. CP processes group transfers within their chapter. OD processes transfers to a different chapter.

Members are allowed to have 2 group assignments during the LH year (May 1 – April 30). Group assignments for Members moving 30+ miles away do not count towards the limit of 2 group assignments/year. Group Members can become Individual Members at any time by notifying their CP.

Members who transfer to another group or another chapter get notification from the system that they have been transferred once assigned to their new group and/or chapter.

Member should contact Community Manager (CM) if they have questions about qualifying for a transfer.

Note regarding awards for Members that transfer: If a Member transfers out of a group, the PVSA award will be listed on the Class page of the group the

Member was in as of April 30th. The Torchbearer award will be listed on the Class page of the group that voted for the Member.

The award will be sent to the CC from the former group if the chapter has fewer than 150 Members and not having an awards event. In larger chapters, the awards are sent to the CP, but will be presented as if the Member was still in the former group.

CHAPTER 6Awards & Awards Event

AWARDS EVENT


Chapters with 150+ Members: The number of Members in a chapter is determined October 1st. Those with 150+ members, must have their own Chapter President (CP) and an Event Chairman (EC) in order to have an awards event. There will be a Pride of the Lions (POTL) awards ceremony on a Sunday in May (after May 10) or on the first or second Sunday in June. The AM will add the date to the Chapter Calendar. CP will send a “Save the Date” to all Members once the date is added to the Calendar by the AM. The Awards Manager (AM) is responsible for ordering all awards and will ship them directly to the CP.

Photographs: A photographer will be at the event to take photos for the website of the group officers, and PVSA and Torchbearer Award winners, along with candid photos of the event. It is the CC responsibility to get the officers together and get the photo taken. If a group officer photo is not taken, the group CC is responsible to take a photo and upload it to the Class Page. If one of your officers is absent, please have the photo taken anyway. You can always upload a different picture later. PVSA photo will be posted to the class page after the event. TB pictures will show on the class page after July 1st. One group photo of all GL winners in all groups will be taken and sent to the ED to keep at the LH office.

May/June Meeting: CC can hold their May/June group meeting either immediately before or after the Awards Event at the venue.

Class Coordinators: CC will sit with their group during the event. If the CC is not able to attend the event, they should ask a parent to sit with the group. CC will help present GL awards only.

Communicating with your group: Please send emails to your group about the awards event, starting one month prior, then two weeks prior and one last email three days prior to the event. These emails can be found on your online secured documents “CC Emails to Members About Awards Event.” It is mandatory that Members wear LH tee shirts to the Awards Event. Seniors may wear their college tee shirt or sweatshirt.

For chapters with fewer than 150 Members: The Awards Manager (AM) is responsible for ordering and mailing awards to the CC for distribution at a class meeting, with the exception of PVSA awards which are mailed directly to the recipients at the address on their Contact page from the PVSA organization. Please make sure your mailing address is current on your Contact page so that you receive the awards in a timely manner. The awards will be mailed out from the LH office by May 15th. Your meeting date should allow for arrival of awards. Contact Awards Manager at 800-894-8877 x106 if any questions.

The CC (in returning groups only) should have a May/June meeting to present the Torchbearer, any PVSA and Golden Lion winners. See “June Meeting for Returning Groups” in CC documents online. Please do not vary from this script. 1. Torchbearer Award: The Torchbearer winner’s name will automatically be uploaded to your Officers &

Awards>TB tab after May 10th. The winner’s name MUST be kept secret until presented at the May/June meeting. TB winner’s name will automatically appear on the Class Page on July 1 st, so it is essential the award is presented by June 30th.

2. Photographs: You or someone you assign must take a group photo of your officers, a group photo of the Presidents Volunteer Service Award winners, a photo of the Torchbearer winner, and a group photo of the Golden Lion award recipients at the May/June meeting.

All pictures must be taken with Member wearing their Lion’s Heart tee shirts. Seniors may wear their college tee shirts or sweatshirts.

Officer Photos: If one of your officers is absent, please have the photo taken anyway, you can always upload a different picture later. The officers should be lined up in the following order when taking a photo: President, VP, Secretary and Historian.

The TB recipient should hold his/her certificate in the picture.

It is the responsibility of the CC to upload these photos immediately after the May/June meeting to the group’s Class Page. CC uploads these photos to group page using the Officer and Awards tab (Historian CANNOT upload pictures). Officer Photo: Add the names of all of your officers to your roster immediately after the meeting.

Go to > Officers & Awards > Select Current Year > select the names for each position. There will be a drop down of Active Members in your group. Select the correct name and click on OK. Hit SAVE.


PVSA Photo: The system will automatically add the PVSA logo to the empty box, but once a photograph is uploaded the logo will be replaced with the photo.

Torchbearer Photo: Once a photograph is uploaded the stock photo of the Torchbearer Digital Badge will be replaced with the permanent photo. Picture and name of TB winner will not appear on class page until July 1st.

Golden Lions Photo When adding Officer or Awards photos there are cropping lines when you add a photo. The

cropping lines make it appear as though the photo can only be a square but when you save it, it saves it in the original size - horizontal or vertical. See Photo Resizing in Chapter 8: Website of this document.

After April 30th of the following year, the CC will be unable to add a photo because a new year has started May 1.

3. If a senior group: Upon login, click on Officers & Awards > Golden Lion: On May 1st, all the qualified recipients will be list here with their information for the presentation. Either ask these Members to provide their plans after high school as described above or ask directly for your presentation.

The report will include recipients’ information: LH officer positions, PVSA and Torchbearer awards (if any), along with their total community service hours, and where they will attend college or their future plans (if the Member filled it out on their Contact page). No other non-Lion’s Heart information about the recipient will be announced – no matter how great.

The names for the GL are not listed on the website nor is a photo necessary.

AWARDS (For all Chapters)

30-Hour Badge: When a member logs 30 hours during the LH year, they will receive a digital badge from Credly to upload to social media pages. They will receive an email from Lion’s Heart via Credly to notify them that the badge is available. If member has difficulty accessing badge they should contact [email protected].

Congressional Award: The Congressional Award is a national program for young people (ages 13.5 to 23) that provides opportunities to set and achieve challenging goals related to four key areas; Voluntary Public Service, Personal Development, Physical Fitness, and Expedition/Exploration. There are six levels of the award and each level is cumulative, meaning time spent on one award is carried to the next level. Those who earn medals have the opportunity to participate in a special ceremony with Members of Congress. Gold Medals are presented annually in Washington, D.C.

The Congressional Award Program is produced and maintained by a foundation separate from Lion’s Heart. Having a Lion’s Heart membership does not mean that a member is automatically registered to participate in the program. While volunteer opportunities and additional programs a member experiences in Lion’s Heart may support their participation in the Congressional Award Program, Lion’s Heart is not directly involved in process the awards.

Refer to the document “Congressional Award Program Book” in Member Documents for details regarding the program.

Golden Lion Award (GL): This gold medallion award is given to any senior in high school (or recent graduate) who has been a Member in good standing from 7th-12th grade and logged 180 or more hours during their tenure. A GL winner is sent a GL digital badge they can add to their LinkedIn account and on their Member portfolio page. GL candidates need to enter their future plans for the GL presentation prior to May 15th. Upon logging in as a Member, click on Contact tab, and write in under “Plans After High School – complete this sentence: After Graduation, I …..”



President’s Volunteer Service Awards (PVSA): LH is a participant in the PVSA program as a Certifying Organization. This Award is a Presidential honor that recognizes the valuable contributions of volunteers nationwide who are answering the President's call for U.S. citizens to serve others through their current volunteer activities. As a Certifying Organization, Lion's Heart will verify applying Member's service hours for all Members that are U.S. citizens and qualify for the award.To be eligible to receive the PRESIDENT'S VOLUNTEER SERVICE AWARD, Member must qualify with hours added to log within a 12-month period: May 1 - April 30. There are two levels of the award varying by age and hours of service completed. The award level applies to the age of the Member on May 1st of the prior award year (so if the Member is 15 on May 1st but turns 16 before May 1st of the award year, the Member would qualify for the “15 and Younger" award). Members are responsible for having their correct birthdate and address listed on their Contact page, as these awards are automatically processed on May 1st each year.

Teens - 15 and younger: Bronze Award 50 - 74 hours; Silver Award 75 - 99 hours; Gold Award 100 or more hours

Young Adults - 16 and older: Bronze Award 100-174 hours; Silver Award 175 - 249 hours; Gold Award 250 or more hoursRefer to Member’s PVSA thermometer on their Member page to see progress.The AM orders these awards for all Members who qualify for this national award. PVSA certificates will be send directly from the PVSA organization to each winner’s home address. It is important for Members to make sure that their current address is on their Contact page. All names are automatically added to each Class page on May 1st. If a Member transfers, the award will be listed on the Class page of the group the Member was a part of during the previous year.

Torchbearer’s Award: Between May 1st and May 10th, each returning Member logs in to their Member page and votes for the Member in their group that went “above and beyond” during the prior year of service. The winner receives a certificate and a digital badge. The digital badge from Credly automatically appears on their portfolio. In addition, the winner is sent instructions on how to add digital badge to their social media platforms, including Linkedln.

Groups formed prior to 2017 had a physical TB trophy. If group choose to pay and order nametag they ordered from www.quicktrophy.com > EngravingChoose Black Flexi Name Tag .75 high x 3” wide (currently the second item listed)


Choose Gold with Black TextQuantity 1 > Add to orderLine 1: Full first and last name of winner Choose: Extra Large, Times (no bold, no italics)Line 2: 2016-2017Choose: Large, Times (no bold, no italics)Company will center appropriately. Approve by typing initials in boxChoose CheckoutThe cost is $4.00 plus shipping/mailing (at CC/group cost). Should receive the nameplates within 10 days.

Torchbearer’s Award – Voting Guidelines for returning Members only

All returning Members to a group will vote for the Torchbearer Award recipient online only. Each returning Member must login between May 1st and 11:59 P.M. (PST) on May 10th to vote. Specific instructions will be emailed and displayed on their Member page, closer to May 1st voting period. They will see a list of all Members in their group who were “Active” all or some of the prior year (unless the Member was archived). If a Member transfers to a new group between May 1 and May 10, the Member will not be able to vote once he or she has been transferred (although the Member would be eligible to receive votes from their former Members). The Member selects the Member they wish to vote for and clicks on “Cast Your Vote”. Once the vote is cast it cannot be changed. It is not possible to extend the voting timeframe, so no additional votes can be counted after the deadline.

The Members can vote for themselves if they feel they should win the award. All votes are confidential. A Member can win the award more than once. The CC will not be able to view who has voted or not, nor who each Member voted for.

There can only be one winner . If there is a tie (including tie with zero votes), then the Member with the highest total hours logged in the prior year wins. If total hours are a tie, then the Members with the most educational hours will be the winner. Final tie-breaker would be the Member who enrolled first would be the winner.

Remember, awards for any Member who transferred this year will be sent and posted to the chapter/group the Member was in on April 30th.

The winning recipient for each group will automatically appear on the CC Officers & Awards > Torchbearer Award tab after midnight (PST) on May 10th. PLEASE keep the winner's name confidential!!!! Please don't even hint to a parent that they should attend the event. The recipient’s name and picture will automatically appear on the Class page on July 1st.

Groups with an awards event have a Torchbearer comment section where the Member’s hours, past PVSA (if any) and office position (if any) will automatically be listed. The CC MUST add/mention a few specific ways the Member volunteered or anything special about their extracurricular activities that have to do with volunteering. There is a 650-character limit. Be sure to hit “Save Comments”. These comments are asked to be written by May 15th, so can be included in the awards script. CP may edit as he or she sees fit.

CC not having an awards event should say these comments at their May/June group meeting (see “May/June Meeting for returning groups not having an event” found in the CC documents online).

CHAPTER 7CC Communications


LH Terminology: When communicating with Members and Parents, please use consistent terms (e.g. “Enroll” not ‘register’ or ‘apply’; “Assign” not ‘place’, “Pending Member” not ‘wait list’, “Dues” not ‘fees’). Always remember to use a capital “M” for Member (“membership” is not capitalized). ‘Group’ and ‘Class’ are used interchangeably. Members are either individual Members or group Members. Those that are pending Members are active individual Members waiting for a group to have an opening or a group to form in their chapter. Lion’s Heart is not affiliated with any religion or political party. As such, please do not have any religious or political messages in your emails or documents to the Members.

Email: Members and CC have the ability to send an email from the website. All email addresses on Member contact page receive LH emails. Make sure to ALWAYS use the EMAIL system that is provided on your group page for communication to your group or part of your group. (See Texting for specific directions and Group Emails for more information)

You can choose to email the entire group in one click or you can choose individual Members as necessary. It is important to use this to make sure that ALL Members are reached when sending out Lion's Heart information.

Make sure to ALWAYS use the EMAIL system that is provided on your group page for communication to your group or part of your group.

o Texting Members LH information is permitted as an ADDITIONAL form of communication but should never be the only form of communication.

o If you do text, there must also be an email sent out from the website. This applies to all communication including the reminder that VP's should be doing for the Meetings.

IMPORTANT: Do not cut and paste or insert anything into the body or signature of the email. If you do, it is possible it will not go through.

If referring to a website or email address, you can format it to be an automatic link using the globe/paperclip icon found at top of body of email. In body of email, highlight item want linked, copy, click on left green globe and choose HYPERLINK tab or E-MAIL tab. Make sure address is correct and click OK. Link will be in Orange when scroll over it, if set up correctly.

If want to send a document that is on the website, use Attach Existing Files to select doc (found at the bottom of the email) to see and upload Lion’s Heart documents. Highlight doc and click Attach. Remember all Members have access to Member documents when they login and click on their Toolkit, so you do not have to attach all LH docs, only refer to where they can be found.

You can attach document or flyer that is saved to your computer about an event or charity by simply clicking using Attach Existing Files (found at the bottom of the email). Select your document first and then click Upload.

ALWAYS preview the email before you send it. Occasionally, technical errors may change some symbols to others so you need to see the whole email before it goes out. Click Cancel if need to make changes before sent.

Maximum email size allowed to be sent is 12.4 Gigabytes (including attachments). System will give warning if exceeding size and will not allow to be sent. Send separate emails if attachments make email too large.

Sender will receive copy of email sent. If you do not get a copy of email sent, it did not go through. Emails are sent in a queue. There may be a delay in getting your copy/being sent depending upon LH

email traffic. Please be patient notifying CP if do not get your copy. Emails sent within the website will come from [email protected] when sent by a Member

or a CC. The body of the email will state the sender’s email address so recipient can reply if necessary. The system is set like this so no one can reply all or see other Member’s email addresses when sending an email through the system (or forward emails addresses to non-group Members).

Be conscious and cautious of sending too many emails too close in date proximity. People do not want a lot of emails, be respectful and mindful of that. Two in one week is probably the maximum.

Please note the LH management team already sends out reminder emails/reminder pop up message upon login to Members about deadlines that apply to all Members and to CC about deadlines that apply to them.

If an email is “bounced” or rejected for whatever reason, that bounce-back message will only go to the CC, even if a Member in the group sent it. If a CC receives a bounce-back message, it is their responsibility to contact the Member and/or the parents to update the email for that Member. This is extremely important!

At the bottom of each email sent from the system the following will be added to inform how to “unsubscribe” to our emails. There must be one email associated with the Member’s account.



If a Member complains he or she has not received an email, please request that they check their SPAM or Junk box and that their Member page has their correct email addresses. The Members have been instructed in their Welcome Letter to add the CC email and [email protected] to their address book so this does not happen. Members that have school addresses tend to be blocked by their system and it is suggested to use a different email. If the CC has completed all the above steps and an email issue continues, please contact your CP with the following specific information: give the exact date and approximate time of the original email sent and the FROM and TO email addresses. The OD will investigate if necessary.

The use of Lion’s Heart is for the exclusive use of Lion’s Heart business, along with volunteer opportunities. No Member or parent should use these for personal or business use.

Email Bounce-backs: When an email bounces back, it is important to contact the Member and resolve the issue so that LH emails reach them. If a CP receives a “bounce back” email, he or she will send to the CC to resolve it. All emails from Members and CC are sent from [email protected], which is why we request each new Member add that email to their address book.

Emails Not being Received: From time to time a Member, CC, or CP might discover that a LH email is not being received to some email address. There is not a bounce-back notification either. The reason this might be occurring is because their server has blocked our email. Blocks happen because some third party thinks that a certain mail server computer is sending too much spam and removes users that try to send spam. To remedy the problem: Forward the date and time of the original email and the FROM and TO email addresses to your CP for investigation. The Operations Director (OD) will investigate if necessary.

Facebook/Instagram/Social Media: LH has social media pages. Only MD and MM post status updates applicable to all Members in all Chapters. Create group accounts: Some CC have found it helpful to have a social media pages for their own group.

This is acceptable, 1. Follow directions found in Member docs to create social media accounts, Historian Social

Media Instructions2. Group must name it as follows and ALL Members and their Parents must be accepted :

a. Name: Lion’s Heart – (Chapter Name) (Group Name). For example, the Mission Viejo Chapter of the Girls 2014 Blue group would be named: Lion’s Heart - Mission Viejo Girls 2014 Blue. Use the official lion logo found on the CC Documents online.

3. Once you have created the account, please follow @lionsheartservice. 4. Post status updates on anything related to Lion’s Heart following the same guidelines and

principals in this manual. 5. Please make sure you set the Privacy Settings for FRIENDS ONLY on your page.

Please have group Members like, follow, share and tag Lion’s Heart on our social media sites:https://www.facebook.com/lionsheartservicehttps://twitter.com/LionsHeartOrghttps://instagram.com/lionsheartservice/https://plus.google.com/114869385767286229057/https://www.pinterest.com/lionsheartorg/https://www.youtube.com/user/lionsheartservice

Group Emails: It is imperative that all Members and CC use our web-based email system to send their group any email about their Lion’s Heart group meetings or events. See Email for more details as well as Volunteer Request link in Chapter 4 to send an email to entire chapter about an event. Either select the whole group or one or Members in your group to send an email. CC documents and Member documents can be attached to your group email. Simply choose from the

drop down and hit Attach. If you want to attach more than one, choose another document and hit Attach. There is an option to include additional recipient(s) other than or in addition to Member(s) in your group.

Fill in the email address(es) after cc: IMPORTANT: Do not cut and paste or insert anything into the body or signature of the email. If you do, it

will not go through.




Emails sent from the CC, the CP and/or other Members in the group are received by the new Member immediately upon assignment into the group or enrolling in a chapter as an IM.

Always hit Preview before you send. The Class Coordinator is copied on all emails sent using the group email system (their own or by the

Members in their group). Members are also copied on the email they sent to verify it was sent. To send an email to all Members in Chapter, forward info to CP. They usually send within the hour, but

can take much longer. If you’re experiencing difficulties, please contact the Community Manager.

Letterhead and Logo: Please use when creating a flyer. See the Logo PDF in CC Documents on website.

Letters of Recommendation: If a Member of your group asks for a letter of recommendation, this is at your discretion. It is certainly appreciated, but not required. If you agree to write a letter, please do so using the LH letterhead.

Media Relations: The Marketing Manager (MM) handles all Press Releases and is in charge of Social Media. Please contact the MM if necessary.

Privacy Policy: Found at footer of website, https://lionsheartservice.org/lh2/General/LicenseAndPolicy

Texting: Texting Members LH information is permitted as an ADDITIONAL form of communication, but should never be the only form of communication. If you do text, there MUST also be an email sent out from the website. This applies to all communication including the reminder that class VP should be doing for the Meetings.

CHAPTER 8Website

New CC initial Login to the website: Every new CC is assigned a temporary Username and Password, provided by the CP. The Username will be their own email address. The Password will be the following code associated with your group: The first letters of the Chapter city (MV=Mission Viejo), the next four numbers are the year of graduation, the next letter is the gender code (G=Girls, B=Boys), and finally, the letter for the group color (B=Blue, R=Red, Y=Yellow, G=Green). Chapters formed 2017 and after are identified by zip code, so CC password for CC in those chapters will be zip code, the hyphen sign, the next four numbers are the year of graduation, the next letter is the gender code (G=Girls, B=Boys), and finally, the letter for the group color (B=Blue, R=Red, Y=Yellow, G=Green). The Username and the Password are not case sensitive. The first thing a new CC should do is login with the temporary Username and Password immediately change the Username and Password to something unique and unforgettable as this will be your login going forward and is NOT similar to their Member’s log in. If CC has 2 LH groups, the CC must make a separate username for each account, but can keep the password the same for both. CC must also complete all of the contact information, along with tee shirt preference and a photo, and Hit SAVE. Upon completing these steps, a new CC Welcome Package will be sent to you, which includes a LH tee shirt. Please note a new CC will not be able to go any further in the program without performing these steps.

It is against Lion’s Heart policy to share your username/password with anyone else. If you cannot fulfill your responsibilities for whatever reason, simply let your Chapter President know

immediately, and the process will begin to find a replacement. Thank you.

Username/Password: If CC or Member forget their username or password, they can click on forgot your password on the website login page. Click on Forgot the Password and then gives option to put in CC or Member email address and/or username and then all email addresses associated with the Members account will get the notification of the correct username/password. If a Member wants to change their password, they need to log in to their account and change it. Usernames cannot be changed by Member.

Logout: If you share your computer, please make sure to log out of the website when not using CC page. The person logged in will have their picture (if uploaded) appear in the upper right circle.


https://lionsheartservice.org/lh2/General/LicenseAndPolicy

Calendar: Upon login, there is a list of calendar events specifically for that person (Members, CC). The LH Management Team will post items applicable to all Members (for example, important deadlines). The VO will post volunteer opportunities for specific chapters in the area of the opportunity, the Awards Manager will post the Awards Event information, and the CC will post items specifically for Members in his or her group (for example, meetings and group events). Below is an example of what appears upon login for a CC. Members that enroll in chapters they do not live in will get posts of chapter events, not necessarily their place of residency. CC calendar looks different than Members. Upcoming Calendar Events show the current month and the next month only.

CC Log in page with calendar:

To add an event to group’s calendar, after login click on the Calendar tab > Add New Event to add an event or a meeting just for your Members:

Add Event or Meeting Time (must choose “Meeting” for group meeting to show on group meetings in Member calendar)

Event/Meeting Location It is ok to add in reasonable drive time for meetings. If a particular Member lives further away, they

can add additional drive time separately for each meeting. Start date and expiration date is the same date if event only occurs on one day; if event is longer then

enter the last date they can attend. Event description or details for meeting (only need to add in short area) Click SAVE Dates added will appear on Calendar of Member and CC.

CC calendar


Member Calendar

Members can click on the meetings and events to download and add to their calendar.

Chapter Founder: This designation is for the very first person who enrolls (not assigned) to a new chapter. Their name will appear on their chapter page. If the Member transfers to a different chapter before being assigned to that chapter, the designation is removed. If there is no Chapter Founder (CF) for a chapter, either the chapter was created prior to 2015, or the Member was assigned or transferred to a different chapter. If a new Member enrolls in a chapter and then requests to create a new chapter prior to being assigned to a group, and transfers to that newly created chapter, the Chapter President will need to inform the OD that the name of the CF needs to be added/changed. The CP will also need to inform the first/next person that enrolls after this person is transferred, that they are actually not the CF because the person transferring, did not enroll in the chapter first (only added first by transfer). The actual CF, upon enrolling, will get a notification at the conclusion of enrollment as well as an email congratulating them as being the “Chapter Founder”. The email will encourage them to recruit others by using their toolkit found on their Member page or requesting brochures from shop. The letter also explains how their name is listed on their chapter, class and portfolio page as the CF.

Class Coordinator Photo: Upon initial login, a new CC must provide a headshot of themselves for the public Class page on the website. Simply drag and drop a photo. To replace it, log in to your account and drag and drop over the existing photo. If a “?” mark shows your picture is not displaying properly and new one needs to be added.

Discussion Board: (This feature has been replaced by the CC Group Facebook page).

Documents-Class Coordinators: Documents for CC use and convenience are located on the LH website after logging in as a CC. They are updated often so always refer to one on website. You may also


attach or insert these documents to an email. Everything on the website is mobile friendly with the exceptions of the documents. Depending on your computer and computer settings, when you select a document, it may go to Downloads or some other folder on your computer. Click on each document to become familiar with the information. Do not save to computer as we edit and upload documents and you want to make sure you always access the most updated one each time.

Documents-Members: The Toolkit on the Member login page contains all the documents for Members’ use and convenience. CC also has access to these documents. You may also attach these documents to an email.

Group Emails: See information in Chapter 7: CC Communications.

Group/Individual Page Information: Each group has its own page on the public website of the Chapter to which they belong.

Individual Member’s volunteer log (event’s contact info is not public, only available when log in as Member)

Total volunteer hours for Member’s current and past year show. Archived Member’s logs Officer & Award winner names & photos. Scroll photos of the group The full name of the CC is listed for the public to see on each Class page. If a CC has a problem

with this, please contact the Operations Director (OD) to remove.

Home Tab: CC can select a variety of options to find Members. If you do not change any options, and click Search to the right of the empty box, all the Members in your group will be listed, with the Active Members on top and the Archived Members below. To edit any Member or CC, click on name to edit. Always hit SAVE!!

In Brief: What Members can do on the Lion’s Heart Website upon Logging in for Member Please see “What Members can do when log in” document under Member Documents on website.

Meetings: Record attendance immediately after each meeting. Upload minutes after the following meeting, as minutes should not be uploaded until approved. Attendance stands as approved in minutes. Click on Add New Meeting > Select Meeting Date, Meeting time, record and save attendance, and upload approved meeting minutes.

Member App: LH has designed and offers an iPhone App for its Members only (not CC). A link to find the App can be found on the home page of the LH website. The Member will be able to view important Member announcements, calendar events, and their volunteer log using the same username and password as the website. The App syncs with the website, however, Member documents and scholarship are only found on the website.

Member Photos: Member log in page has the Member’s picture displayed in the circle at the top right. CC can log in as your child to see the Member cards of those in your group. Remind those Members that are missing their pictures that they can easily add a headshot to their page by logging in and dragging and dropping one.

Officers and Awards Tab: Complete as soon as possible. September 1st is deadline for all information to be posted.

o Officers: Select each name for each officer position. o After May 1st, the CC will be unable to add names or a photo because the new year has started. o If a Member has been Archived or transferred to another group, you will need to Search for the

name. Click on the magnifying glass icon to the right, type in the Member’s name, and click the magnifying glass icon again. A new list of names will appear. Select the correct name and click on OK. Hit SAVE.

o If an awards event is held, the photographer will upload the award winner and officer photos. o If an event is not held, the CC must take and upload the photos. o Take photo if at least three of the four officers are in the photo.


o If the CC takes the photo, place the officers from left to right: President, VP, Secretary and Historian.

o Then on Officers & Awards Tab > drop down of Active Members in your group for each officer position, and award winner(s). Simply select the names for each. Then hit “Select” and find the photo on your computer. Then click on photo icon or drag and drop into photo box.

o When adding Officer or Awards photos there are cropping lines when you add a photo. The cropping lines make it appear as though the photo can only be a square but when you save it, it saves it in the original size - horizontal or vertical.

o Click “SAVE” to save photo. o Check group page that picture uploaded correctly.o If pictures are not uploading, see Photo Resizing. o Officers add their own hours for service to their log at the end of our award year (April). CC

does not add officer time to Member’s log but can inform officer that did not complete their post properly to enter fewer hours. See Officer Elections (form) for exact time officers are supposed to earn.

o Torchbearer “winner” for your group will appear on this tab after midnight on May 10th. The CC should add personal information in the award winner’s comment box.

o Torchbearer Award: Starting on May 11th, here you will see the Torchbearer Award winner voted on by the returning Members in your group. CC in a chapter with an awards event, under “Comments” you must write in 650 characters with spaces posted by May 20 th to be added to script. This will be used in the script at the awards event. The Torchbearer recipient’s name and picture (if uploaded) will not appear on public side until July 1st.

o PVSA: The PVSA names are automatically added to your Class page on May 1st. When you click on this tab, the CC will see the names and be able to add a group photo. After May 1st, the CC will be unable to add a photo as the New Year has started.

o Golden Lion: On May 1st of the group’s senior, the qualified Golden Lion recipients will be listed here.

Photos: Each CC and Member should have a current head shot photo on their account page. CC picture shows on the group’s website page as well as on every Member page. Every Member’s picture shows on their group page. It is the responsibility of the Historian/Photographer to take photos of Members in their group performing community service. The CC can also take photos when Members are in action and then post on the website.

The Member must drag and drop their head shot to their Member page. CC is the only one who can post the photos on that appear on the group’s website page. https://screencast.com/t/9YR3e8Su is a video of how to upload photos to the website if need more

direction. Due to space availability on the website, please limit the number of photos on the scroll page to 8 per

year. Members in photos should be wearing their LH tee shirts. CC should send photos to CP to be included in slide show at awards event. Size of file can affect uploading. See Photo Resizing below if have issues. Historian must create Social Media accounts, post photos and tag #lionsheartservice. Instructions are

found in Member docs- Historian Social Media Instructions.

Photo Resizing: All photos uploaded to the site need to be at least 640 pixels x 480 pixels. If you get a warning that photo is too small, the CC must resize it. If your picture uploads sideways, it is the wrong size. In MAC you can edit when picture is on your desktop>Tools> Adjust size> Fit into> on Custom drop down pick correct size> click OK. Now drag and drop new. Or in photos there is a crop and choose the Auto feature and save. Then upload again and it should work.

If you can’t resize on your computer, here is a free site to resize: http://www.superresize.me. When adding Officer or Awards photos there are cropping lines when you add a photo. The cropping

lines make it appear as though the photo can only be a square but when you save it, it saves it in the original size - horizontal or vertical.

If photo is upside down after uploaded it is because it was taken on a phone in that direction. Please rotate picture on your computer to opposite direction, save and then upload picture again.

If photo appears as “not the best resolution” this means low resolution photo was uploaded so need a different photo if resizing does not help.


http://www.superresize.me/

https://screencast.com/t/9YR3e8Su

If file is still not uploading make sure it is not mis-named to the wrong type. (i.e. JPG when it is actually a TIFF). Next time, if you have some sort of photo editor on your Mac, you can try opening the file and saving it as a JPG and that should take care of it.

Reminders: Reminder messages will appear upon login for CC and on a scroll for the Members. A CC will be able to see reminders for Members, but Members will not see the messages for the CC. CC may close these reminders, but you cannot dismiss them permanently. The reminders will show every time a Member or a CC logs in for a time period specified by the Administrator. This is to minimize email reminders.

Rosters: Each group roster is created and constantly updated automatically when a CP assigns new Members to a group or a Member changes their personal information. The system will send the CC an email notification when a new Member is assigned – either new or re-enrolled. Special note: If you have two Members in your group who have the same first name and first last name initial, please add a middle name initial for their Member Name (for example Bob M. Smith will be Bob M. S.). “Click to download file” to bring up a PDF that you can save and/or email to your group. Every computer is different so detailed directions will vary.

COMPLIANCE: It is Lion’s Heart policy to NOT provide full names or contact information (rosters) to non-group Members. We strive to maintain COPPA compliance (the Children’s Online Privacy Protection Act, http://www.coppa.org). Do not send rosters to anyone. Members can see their group’s roster on their login page. People can ask if a Member is in a group and you can confirm or deny, but you cannot provide names of Members.

Rosters of other Class Coordinators within your chapter: Each CC can see the roster of all CC in their chapter by clicking on Rosters and then All Coordinators.

Scroll Photos: This is where you add photos for your “scroll” at the top of your group page (See Officers and Award tab to add those winner photos).

o Use drag and drop or click on camera icon to add photo (specific details are next to empty picture box).

o If photo will not upload, log out and then log back on to page. o Photos must be min. 640 pixels wide or tall, resize before uploading if necessary. o Click “ADD NEW PHOTO” to SAVE. See Photo Resizing in this chapter if issues. o The New photo will be added above all previous photos uploaded. o There is an option to change the order of your scroll photos by dragging them to desired order.

System automatically saves in the order on screen. o Log on to group page to make sure uploaded correctly. o Click on RED X to delete photo if necessary. o See Officer and Awards tab to add these photos.

Shop: Members can Buy Stuff or see Useful Stuff on the website, which is found at http://shop.lionsheartservice.org/ or can be contacted at [email protected]. All items (tee shirts/sweatshirts/brochures, etc.) ordered are processed through the Lion’s Heart fulfillment center and are shipped within 2 weeks. Return Policy is stated in our Shop and under FAQ on website. No returns allowed, only exchanges. Only unused, unworn, unwashed merchandise in the original packaging can be exchanged for a $5.00 shipping and handling fee. Please visit shop.lionsheartservice.org to process the exchange fee and indicate your new size.

www.LionsHeartService.org is the homepage of LH. Each group has its own page on the site that shows Volunteer Hours, Meeting Minutes and photos of officers, award winners, and a scroll of general photos for each group. Member or CC must login to see group and Member info. Once logged in, the picture of the person who is logged in, appears in circle in upper right of website page. Log Out if share computer. Website contains Member documents and Scholarship pages; Member app does not show this information.


http://www.lionsheartservice.org/

https://shop.lionsheartservice.org/product-p/rma-sweatshirt.htm


http://shop.lionsheartservice.org/

http://www.coppa.org/

Timeline for Class Coordinators All year New Member enrollment period

As soon as possible Send email to group about first group meeting Post CC photo

First Meeting of New Group Hold Officer elections at first meeting and take officer photo Establish group meeting calendar for the year Record attendance

May Meeting Returning Group Hold Officer elections at first meeting and take officer photo *If group was formed previous January, current officers should continue

Establish group meeting calendar for the year Record attendance

2 weeks after first meeting Post officer names and photo *If officers are continuing to serve, their names and photo must be posted again for the new LH yearPost group meeting dates on CalendarGroup email to all Members (and parents) meeting schedule

Throughout the Year Update group’s volunteer opportunities on group’s calendar Record attendance promptly after each meetingUpload approve meeting minutesUpload group photos on scroll photosMonitor Member’s volunteer logs for accuracy and appropriateness

May 1- April 30 Lion’s Heart Year to earn PVSA hours

May 1 - 10 Torchbearer Voting by Members online only

May 11 Review which Member is the new Torchbearer/write your comments in the box provided for the awards presentation (prior to May 20 th if having an awards event). All PVSA will be ordered and sent to award winner’s home address.

May 15 Awards Manager will mail all Torchbearer awards certificates and Golden Lion’s Awards to CC in chapters not having an awards event.

May/June “Pride of the Lions” Awards Event (for larger chapters with 150+ Members). Sunday afternoon in May (not on Mother’s Day or Memorial Day weekend) or 1st/2nd Sunday afternoon in June.

Returning groups in chapters without an awards event should hold a May/June meeting to present awards (allow time for awards to arrive once mailed by AD on May 15)

July 1 Torchbearer winners name will appear on each Class page. Seniors, Senior CC and Senior Group page will automatically be archived by system

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