secretary duties and opr training. secretarial duties as a key club international club secretary,...

Secretary Duties and OPR Training

Secretarial DutiesAs a Key Club International Club Secretary, your position should include the following:

1. Keep the Officer Information Form (OIF) and reports up-to-date.

2. Be prompt, organized, and efficient. 3. Taking Roll and Minutes at meetings4. Handle service hours5. Maintain a roster of a dues paid members6. Assist the club President with any tasks

needed7. Attend Key Club activities (meetings, KCKC,

SZR)8. Most importantly, work with the OPR System

Roster

• As secretary, you will need to maintain a roster of all your paid dues members.

• The roster should include:

– Name

– Email

– Year of Graduation

• Other information you may want to collect:

– Cell Phone

– Homeroom/1st Period

– Student ID Number

• Maintaining a roster will help you send out mass emails to your club, track members’ activities, and much more.

Attendance at Meetings• Taking attendance at each meeting will help

you fill out certain sections of the Pride Report.

• Make sure to work with your Treasurer to ensure that each attendee is a paid member.

– Suggestion: In the Membership Update Center, you will be able to download a roster with all the paid dues member in your club. This can be used as a Sign-In Sheet.

• Have a Sign-In Sheet for guests

Minutes• Minutes are documents that contain a brief description of what

was discussed and done at each meeting.

• These will help members/advisors catch up on info if they were not present. – Minutes should be sent or made available online to all the

members, officers, advisors, Kiwanis Club Presidents, Secretary, and SLP Chair (If applicable)

Minutes should include: • Date, Time, and Location• People present• Each topic discussed• Any motions made, who made them, and whether they

were approved• Any decisions made or actions taken

For a template of a sample Club and Board Meeting minutes check out http://floridakeyclub.org/resources/ under club secretaries.

Hours

• One of your responsibilities is to handle club member’s hours.

• A great way to help you keep track of each member’s service hours is on an excel spreadsheet.

• Keeping track of hours at Events.

Reports

One of the responsibilities of the Secretary is to maintain all reports up to date• Pride Reports• Officer Information Form (OIF)• Annual Achievement Report (AAR)• School Related Reports

Other tasks

• Attend Divisional Council Meetings, Key Club Kick-Off Conference, Spring Zone Rally, and District Conference.

• Send out information to all the club members and advisors

• Assist with the planning of club and board meetings

• Keep in contact with your President, Faculty and Kiwanis Advisors.

Online Pride Report (OPR) System

Contents

RegistrationNote: Registration is only required for when your club is newly

chartered or newly reactivated

Access the Florida Key Club Website

Click “OPR System”

Click the registration link

Select your club and then click proceed.

Insert your Faculty Advisor’s email

Then create a unique password. The Secretary, President, and Faculty Advisor needs to know the password

Your Lt. Governor, Zone Administrator, and District Secretary have your password in case you forget it.

Save the information you filled into the boxes.

After registering your club, you will be able to login into the OPR system.

Officer Information Form

(OIF)

Select your club, enter your password, and click login to enter your club’s OPR account.

To enter/update your club’s OIF, press on “2015-16 OIF”

A complete OIF includes the names and emails of the President, Secretary, Treasurer, and Faculty and Kiwanis Advisors

Class Directors

Make sure to input Class Directors’ information on the OIF. They will receive the same updates from the Lt. Governor and the Executive Officers.

AdvisorsIn order to submit the OIF, you are required to enter the names and emails of the Faculty and Kiwanis Advisors

If your club does not have a Faculty Advisor, then you can enter your principal’s name and email until a Faculty Advisor is chosen.

If your club does not have a Kiwanis Advisor, then you can enter your sponsoring Kiwanis Club’s President’s name and email until a Kiwanis Advisor is chosen.

When you are done entering all the information on the OIF, press “Save My Information” and then press “Send Form Now”

If any information ever changes with one of the officers and/or advisors, please update it on the OIF.

Pride ReportsDue the 10th of each month

First, access the Florida Key Club website’s home page.

Then, click on the OPR system link.

Once on the OPR system’s log-in page, you need to select your club and then enter your password.

If you need help with the OPR system, you can find online instructions here.

To start a Pride Report, select the month you wish to fill out the report for. Then click “start report”.

This is where you can view and update Pride Reports.

You should see this page once you click “Start report”. From here you can complete the report.

On the left of your PR, you will find contact and attendance information.

For attendance, please take note:

1. Clubs will NOT attend Key Club Kick-Off Conference(KCKC) until the Fall. Just leave it blank until your club attends for the current year.

2. Clubs will NOT attend Spring Zone Rally until the Spring (SZR) (same as above)

3. When your club doe attend a DCM, Division Wide Project, KCKC, or SZR for that month, click "Yes" and note how many members attended in the line below it.

Your Lt. Governor (LTG) can contact you via email, phone, or a personal visit.

LTGs have the option of sending informational emails instead of a newsletter. So if your LTG sent an informational email, put yes for this line.

Taking attendance at club meetings will make this box easier to fill out.

Be sure “Paid Members in Club” corresponds to the number of dues paid members.

Meet with your club Treasurer or Faculty Advisor to determine how many members are in the club.

Above, there is a comments or questions box

If you ever have any questions about Pride Reports, you can enter them here

You can also clarify certain things. Such as, why your club didn’t do service or have a meeting, and so forth.

After you are done filling out the top portion, press “Save Changes” before moving on.

Adding Service Projects

Click “Add Projects” to add service projects. The section below will be opened.

In the title section, you will put the title of your service project and a brief description of the service project

In members involved, you will put the number of paid members involved

In total service hours, put the number of hours it took to execute/organize the service project.

If the club spent any money and/or raised any money you would put the amounts here.

If any of your service projects fall into one or more of the categories above, please check the box next to the category.

Kiwanis Project: Any project that is with a Kiwanis Club.

Governor’s Project: Any project that falls under the current year’s Governor’s Prject

Kiwanis Family Project: Any project involving two or more Kiwanis Family Clubs (Ex. Kiwanis and CKI)

Divisional Project: Any project conducted division wide by your Lt. Governor

Fundraiser: Any fundraiser that is done for a charity or for the club. (Please note fundraisers done for the club does not count as service)

District Project: Any project that is conducted district wide.

Major Emphasis Project: Any project that deals with the three Major Emphasis Partners; March of Dimes, UNICEF, and Children Miracle Network

After you are done posting the service project press “Post to My Report”

If you have more service projects to post, press “Add Projects”

If you have a picture of any of the service projects post it to your report! Choose the File first, then press “Upload”

When you are ready to submit your report “Press Submit Report”

You can add additional people to receive the Pride Reports by clicking “Update E-mail Submission List” on the right hand side of the blue OIF box.

You can Committee Chairs, Kiwanians from your sponsoring Kiwanis Clubs (Ex. Club President and Secretary), and school officials (Ex. Activities Director).

The Pride Report is e-mailed to everyone on your club’s Officer Information Form, the District Secretary, your Lt. Governor, and your Zone Administrator.

Make sure to click “UPDATE MY INFORMATION” before exiting the page, or the updated information will not be saved.

Questions?

If you have any further questions or help with anything, you can contact the following:

Your Lt. Governorhttp://floridakeyclub.org/contact-information/#Board

Or

District Secretary Jose Leoncio secretary@floridakeyclub.org