district deputydistrict deputy . 1. welcome (no vo, intro screen) 2. opening prayer let’s begin...

District Deputy 1. Welcome

(No VO, Intro Screen)

2. Opening Prayer

Let’s begin with the Prayer for Canonization of our Venerable founder, Father Michael McGivney:

In the name of the Father, and of the Son, and of the Holy Spirit. Amen. God our Father, protector of the poor and defender of the widow and orphan, you called your priest, Father Michael J. McGivney to be an apostle of Christian family life and to lead the young to the generous service of their neighbor. Through the example of his life and virtue may we follow your Son, Jesus Christ, more closely, fulfilling his commandment of charity and building up his Body which is the Church. Let the inspiration of your servant prompt us greater confidence in your love so that we may continue his work of caring for the needy and the outcast. We humbly ask that you glorify your venerable servant Father Michael J. McGivney on earth according to the design of your holy will. Through his intercession, grant the favor I now Present. Through Christ our Lord. Amen. As a reminder, if you have not yet joined the Father McGivney Guild, please do, and tell the Guild about any prayers or intentions that have been answered by Father McGivney.

3. How-To

This course is divided into chapters, each of which is divided into a number of topics.

To reinforce the important learning objectives of each chapter, chapters start with a test my knowledge test and finish with a knowledge check quiz. If you pass the test my knowledge test, you can skip that chapter and move on to the next one. The chapters are locked until the previous chapter is completed by either passing the test my knowledge test or by viewing all the topics and completing the knowledge check quiz. Once unlocked, you can start each chapter by clicking the first topic in the navigation. Completed topics will be checked off in the navigation menu as you progress through the course. Please ensure that your computer speaker is on and that it is set to a comfortable volume. You can adjust the player volume and pause or restart playback by using the player controls on the bottom of the screen. At the end of some screens a flashing arrow will appear. Click on this arrow to progress to the next screen. Click the arrow to continue.

4. Course Objectives

Welcome to the Knights of Columbus District Deputy Training Course. At the end of this course you should be able to:

• Identify the duties and responsibilities of a district deputy, • List the resources and training materials available to you to help you learn

and grow and be effective in your role, • Identify the administrative tasks necessary to help your councils be

successful, • Describe how to become an effective district deputy by implementing the

10 keys to success.

5. Chapter 2: Duties: Pre-assessment test

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6. Chapter 2: Introduction

Hello, I'm Gary Nolan, Vice President for Fraternal Training and Ceremonials. Let's talk about the important leadership role of a district deputy. Pope Francis spoke of our duty to be of service.

He said, "Help one another." This is what Jesus teaches us. This is what I do. And I do it with my heart. As district deputy, you have been appointed to be of service and to provide leadership to the councils in your assigned district. Through your example of faith, charity, and good judgement you provide the model and example for council officers and members in your district to emulate. When you set a tone that is open and engaging, you help ensure your district's growth in charitable outreach and membership. Your faith-filled leadership helps carry on the mission and ideals of our order. Our Supreme Knight Carl Anderson spoke about the mission of our order. He pointed out that the Knights of Columbus has always been a mission-oriented organization. And that mission does not come from any person today. It comes directly from our founder Father Michael McGivney. Each council in your district has an enormous potential, and your important leadership role is to help unlock that potential and guide the councils in your district to continue to build upon the mission established by our founder. This is your opportunity. And this is your calling to exemplify Catholic fraternal leadership. And how you lead is very important.

7. Chapter 2: Topic 2: A Role of Service

[VO1] The role of district deputy is one of service. We often refer to the role of district deputy, as being a guide, a friend and a mentor. Your fraternal leadership role is to help your councils to be more effective. Click each image to better understand the service of fraternal leadership. [VO2] Charitable outreach brings tangible help to those in need. Our members, working through their councils, accomplish far more than individuals acting alone. As district deputy, helping the councils and fraternal leaders in your district, is not only a key to success, it is also a key to happiness. Be a leader of great service.

8. Chapter 2: District Deputy Key Responsibilities

As District Deputy you represent the Supreme Knight and your State Deputy; and to do so effectively you become an “agent” for change. In your role, remember these three key points: You have been appointed to provide leadership to the councils in your assigned district. Through your example of Faith, Charity and Good Judgement, you provide the model for Council Officers in your District to follow. When you set a tone that is open and engaging, you help ensure your District’s growth in charitable outreach and membership.

9. Chapter 2: Duties of the District Deputy

The State Deputy will assign you, in most cases, to three to six councils, which will form district. You need to be aware of your duties as a District Deputy, AND the duties of your fellow Council Officers. Click each word to learn more: SUPERVISE: You will supervise the councils assigned within your district and be responsible for the enforcement of the laws and rules of the Order EXEMPLIFY: You will have charge of the exemplification of the Formation Degree INSPECT: You inspect the books, vouchers and accounts of councils within the district, and request them for examination INSTALL: You Install Council Officers as close as possible to the start of the Fraternal year REPRESENT: You act as the special representative of the Supreme Knight and the State Deputy PROMOTE: You should promote to councils, the importance of advancing candidates in a timely manner ENCOURAGE: You should encourage the use of the Member Management and Member Billing applications in Officers Online FOLLOW: You follow the guidelines for a member’s suspension or withdrawal MANAGE: In case of a dissolution of a council, take possession of books and papers for the benefit of the Order

ASSIGN: You will direct and assign duties to council trustees when deemed advisable REPORT: You must file reports of the condition of the councils in your district when requested to do so by the State Deputy, the Supreme Knight and Board of Directors, and other reports like the Degree Exemplification Report (#450) and other important Supreme Council and State Council forms. PERFORM: You will perform such other duties as the laws of the Order prescribe; these can and will vary widely from jurisdiction to jurisdiction, so be ready for prompt action.

10. Chapter 2: The Organizational Meeting of District Deputies

There are two Jurisdiction-level meetings that are important for each District Deputy to attend. Your jurisdiction could be your state or territory in the United States, your Province in Canada, your country, like Poland, or special territory such as in Philippines: In every case your role is important and you should attend: The Organizational Meeting of District Deputies (held near the beginning of the Fraternal Year); and The Midyear Membership Meeting (held before the mid-point of the Fraternal Year).

These two strategic jurisdiction meetings follow those attended by your State Deputy with Supreme Council representatives, where goals, action plans, focus and initiatives are delivered to them, to then be delivered to you as a District Deputy. These meetings help you plan and organize your own district meeting for your councils. Your role is to refine the programs to what is the most important in your district.

11. Chapter 2: Personal Recruitment

As a District Deputy you should set an example, and a good place to start is to personally recruit new members into YOUR council. You are showing your council, and the councils in your district, that recruitment is important to you, and that the growth of the order is vital to our long-term success. Instill into your council officers, from the beginning of the Fraternal Year, the importance of having great council programs and how those programs will promote recruitment. The most valuable asset in any council is its members along with their combined knowledge and skills. How you engage the fraternal leaders in your district will determine outcomes by the end of your term of service.

12. Chapter 2: District Meetings of Council Officers

Two district meetings are required, the Organizational Meeting of District Deputies and the Midyear Membership Meeting. It is a good practice to meet quarterly for effective planning and communication. District Meetings are opportunities:

• To pass on news and official information about the projects and initiatives of the Order,

• For council officers to become acquainted with each other, and • To share ideas on charitable outreach and organizational growth.

Organize District Meetings as soon as possible after you have attended your State Organizational and Midyear Membership Meeting. Follow a proper agenda, prepare in advance, and conduct meetings in a fraternal spirit.

13. Chapter 2: Annual Convention

[VO1] Each year you will be expected to submit a report on the state of your Councils and their activities to your jurisdiction’s Annual Convention. Encourage a representative from each Council to attend, and then report back to their Council. [VO2] Which of these benefits do we get from participating in your Annual Convention? Click all that apply. [VO3] That’s Right. All of these are benefits we get from the Annual Convention. Active participation by the Councils in your District is what creates a successful Convention. [VO4] Almost Right. In fact, all of these are benefits we get from the Annual Convention. Active participation by the Councils in your District is what creates a successful Convention.

14. Chapter 2: Summary of Your Duties

Click each image to see a summary of your duties as District Deputy. [VO1] The district deputy is a key fraternal leader in his jurisdiction representing both the supreme knight and the state deputy [VO2] Though some duties are ceremonial all duties are important, in that, each leads to the building of a stronger group of councils able to react to local needs

15. Chapter 2: Knowledge Check

No VO: This is a Knowledge Check.

16. Chapter 3: Pre-Assessment Test

No VO: This is a Pre-Assessment test


There are many resources available to you in order to be a successful leader and which will help you guide the councils in your district to make a difference in their parishes and communities. Leadership training resources include District Deputy's Guide with suggestions on how to be an effective leader, Grand Knight's Guide with high level strategies for successful leadership, Financial Secretary's Guide with keys to help manage administrative duties, Knights of Columbus Leadership Resources Booklet, a detailed council and district operation reference guide. Leadership planning resources: Fraternal Leader Success Planner to help you and the councils in your district plan for a successful fraternal year, Surge...with Service CD kit with detailed how-to guidance for councils on conducting well-rounded programs that will engage a higher percentage of members and provide valuable services to people in need. Leadership media resources: Knights of Columbus website where you will find detailed information on programs, initiatives, forms, and due dates. Officers' Online where you can review district and council membership and insurance quotas and track the councils in your district in achieving those quotas

as well as verifying that each council has fulfilled their financial obligations to the supreme council. The Fraternal Training Portal is where you can find video resources like the Power of One, Membership Recruitment, Earning the Star Council Award, along with other promotional videos. Leadership publications resources: the District Deputy Reminder with overviews of order-wide initiatives and information to deliver during the district deputy report at council meetings. Knightline provides information to councils, districts, and jurisdiction fraternal leaders on order-wide initiatives and programs. And the Columbia Magazine, our award-winning monthly magazine, and it is geared to each of us as Catholics. The District Deputy Reminder, Knightline, and Columbia Magazine are available online and in print. Allow yourself ample time to review all of these resources, which will help you as district deputy become acquainted with the focus of the order and be an effective district deputy.

18. Chapter 3: Resources

You will encounter many questions in your role as District Deputy. You are not expected to have all the answers, but it is important to know where to find them.

There are many Resources available through the Supreme Council to help you, and council officers to be effective fraternal leaders. Click each Resource tag to find out more.

19. Chapter 3: Key Publications

[VO1] There are three key publications that will help you in your role: Knightline, kofc.org and Columbia magazine. Click on each image to find out more: [VO2] Our Knightline newsletter, published monthly, features news from the Supreme Council office, actions of the Order's Board of Directors, a column on insurance, as well as up-to-date program and membership growth events for the coming months. [VO3] Our website, kofc.org, is an invaluable resource for news, events, history, and information to strengthen you in your fraternal leadership role. It is also a jumping off point to our Facebook, Twitter, Instagram, YouTube, LinkedIn, and Google+ social media resources. [VO4] Columbia, our award-winning monthly magazine is geared toward each of us as Catholics and features great programs and initiatives of Knights of Columbus around the world. Its current printing is over 1.7 million copies in English, French, Spanish, and an abridged version in Polish. The current issue and archives can be found on our website kofc.org/Columbia.

20. Chapter 3: District Deputy Reminder

The District Deputy Reminder highlights current Knights of Columbus initiatives. It is forwarded to each district deputy to keep up to date on the Order's initiatives. The newsletter is a great source of information for presentation at council meetings, and reminds council leaders about upcoming deadlines and offers suggestions for meetings, recruitment activities and charitable outreach programs. The current District Deputy Reminder, and past issues, are available on kofc.org, on the Members Page, under Leadership Communications.

21. Chapter 3: Leadership Resources

The Leadership Resources Handbook provides you with practical information and instructions for success in conducting and growing charitable activities and increasing membership. The Leadership Resources Handbook is a combination of the previous individual Grand Knight, District Deputy and Financial Secretary handbooks, and supersedes these handbooks. You should look at the entire resource and be aware of your role and its relationship to the Grand Knight and Financial Secretary.

22. Chapter 3: Membership Recruitment and Retention Manual

The Membership Recruitment and Retention Manual is the single ‘go to’ resource for all matters relating to recruitment and retention. Learn how to conduct an effective Church Recruitment Drive, or a Fraternal Benefits night, and also how to retain members. It is every member’s responsibility to ask a fellow Catholic to join the Knights of Columbus. The key to success begins with council programs which will stimulate council strength and its ability to react to help people in need. New members bring enthusiasm and new ideas. The most valuable asset in any council is its members. Be a proud member of your council and being able to tell your membership story will help you recruit new members.

23. Chapter 3: Officers Online

[VO1] Some sections of the Knights of Columbus Web site require users to log in. Here you will find resources appropriate to your role. [VO2] As District Deputy you are able to see the Fraternal Training Portal, and the Officers Desk Reference. [VO3] Select your Jurisdiction, District, or an individual Council in your district and you will see the dashboard with progress toward meeting or exceeding the membership and insurance quotas.

24. Chapter 3: Reports Online

Within Officers Online you have access to the Reports that detail council activity.

25. Chapter 3: Forms Online

Within Officers Online you have access to forms that can be printed and others that can be submitted online, such as the Columbian Award Application (#SP7) and the Annual Survey of Fraternal Activity (#1728).

Click on the Forms Tab in Officers Online to access these forms. Check back regularly to see what new forms have been added to this section.

26. Chapter 3: Fraternal Leader Publications Online

Click on the Publications Tab in Officers Online to access: Knightline, the District Deputy Reminder, and the Leadership Handbook.

27. Chapter 3: Fraternal Training Portal

[VO1] Training for fraternal leaders is key to success. You can access the Fraternal Training Portal on Officers Online. Click on the Fraternal Training Portal icon in your dashboard view. [VO2] The Fraternal Training Portal is the source for fraternal leadership training videos on topics such as: Membership Recruitment and Skills Training Earning the Star Council Award Fraternal Officer Leadership Training General Knights of Columbus Knowledge [VO3] The Fraternal Training Portal is accessible to all District Deputies, Grand Knights, Financial Secretaries and Council Officers. This will expand to cover other roles in the future so please check back frequently.

28. Chapter 3: Officers Desk Reference

[VO1] The Officers Desk Reference is a reference tool accessible via Officers Online. Click on the Officers Desk Reference icon in your Dashboard View. [VO2] The Officers Desk Reference should be your first stop for answering any questions on Rules, Procedures and Protocols. Answers are listed by category, and you can see if a question has been asked in the past, and what guidance has been given by the Supreme Council. [VO3] The Officers Desk Reference is updated often, so please use it for reference only, and not for dissemination.

29. Chapter 3: Report Card

[VO1] Each month you will receive a printed report on your District. [VO2] On it you will see your District Membership and Insurance Quotas for the current Month and Year to Date, and your progress. [VO3] The report will also break this out by each Council in your District. You will be able to use this report to see which Councils are in Good Standing, whether or not they are current with their Supreme Council Assessments, based on these numbers a conversation may be prompted. This report serves as a District Deputy Report Card.

30. Chapter 3: Conservation Listing

As District Deputy you need to make sure that your Councils are following the proper procedures regarding retention. You also have an important role, as you are required to make contact with each member that is in jeopardy of losing his membership. These members are listed in the Conservation Listing, which is updated each Saturday, and is available in Officers Online under the Reports Tab. The Conservation Listing is not archived so it is important that you should review it on a weekly basis.

31. Chapter 3: Fraternal Leader Success Planner

The Fraternal Leader Success Planner is an invaluable tool for organizing your schedule and working with your Councils. You will be given copies for each Council in your District, which you need to deliver as quickly as possible. Using the Fraternal Leader Success Planner helps you and council leaders to:

• Plan ahead and communicate clearly • Keep on track • Determine what has to be done • Measure Success each month • Seek additional opportunities to integrate membership, programming

and charitable activities.

32. Chapter 3: Surge…With Service Information

Surge with Service council programming information is available as a resource on line at -kofc.org/Surge. Councils can use the Surge with Service information to:

• Seek additional opportunities to integrate • Membership recruitment initiatives • Programs that engage members • Charitable outreach activities • Building the Domestic Church While Strengthening our Parish • Conduct well-rounded activities in each of the six program areas

33. Chapter 3: Summary

[VO1] One of your key roles is to set a good example as a lay Catholic leader and to be a resource for all of your councils. You are going to get asked questions. You do not need to always have the answer, but you do need to know where to find the information being requested. All of the resources discussed here are available online and in print. Click the images to learn more: [VO2] Leadership Resources are designed to help fraternal leaders become successful in their roles and are available 24/7 online and in print [VO3] As district deputy, using the resources available helps you guide growth in charitable outreach and in membership recruitment.


No VO. This is a Knowledge Check

35. Chapter 4: Menu

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36. Chapter 4: Pre-Assessment Test

No VO: Pre-Assessment test


What do successful district deputies have in common? Quality fraternal leadership. To join their ranks, you need to: understand your duties and responsibilities, make charitable works the focus of each council in your district, engage council officers in the order's initiatives, encourage team building among council officers, pool resources with other councils in your district on larger initiatives, ensure the councils are the "go-to-guys" for parish pastors, make it a priority for councils to invite all eligible Catholic men to join. For your term of office to be a success, the following need to be high priorities. Attend your jurisdiction's organizational and midyear membership meetings so you can be fully prepared to assist the councils in your district. Install the council officers in your district as close to the beginning of the fraternal year as possible.

Host your district meeting of council officers as soon as possible after your jurisdiction's organizational and midyear membership meetings. It is recommended that you conduct at least two other district-wide strategic planning meetings. At a minimum, be sure to invite the Grand Knight, Deputy Grand Knight, Financial Secretary, Membership Director and Program Director. Plan ahead for the official council visits you will conduct. Here you will review with the council officers "where they are" and "what needs to be done" to ensure the council achieves it goals. Coordinate the ceremonial activities of your district by: listing the full year's First Degree exemplifications to be conducted by each council in your district with your state council, scheduling Second Degree exemplifications in your district as necessary, and formalizing Third Degree exemplification dates and sites with your state deputy. These priorities help position a council for success.

38. Chapter 4: District Deputy Responsibilities

The Laws of the Order define your duties. It is your responsibility to take action, to do your duty. Your actions set the tone for the fraternal leaders in your district.

39. Chapter 4: Know Your District

It is vitally important that you know your District. Who are the Pastors and Council Chaplains? Who are the Civic and Lay Leaders? Who are the Field and General Agents? Who are the people who get things done?

• Always look for opportunities to bring a Knights of Columbus presence into a Parish by establishing a new council or a Round Table

• Identify and work to reactivate suspended councils in your district • Identify and work to re-invigorate “dormant” councils in your district

It is your role to inspire the councils assigned in your district to achieve ever higher levels of success.

40. Chapter 4: Official Visits to Your Councils

You will regularly meet with your Councils and Council Officers. On occasion these will be official visits where you will act as a representative of the Supreme Knight and your State Deputy. During official visits your responsibility is to:

• Ensure that each council in your district is engaged with the mission of our Order

• Validate that councils are following the Laws, Rules and Ceremonials of the Order

Use official visits as an opportunity to:

• Provide timely information on important dates and initiatives from the supreme and state councils

• Review council progress toward attaining their goals and earning the Star Council Award

It is good advice to keep your remarks to about 5 minutes, highlighting only the highest priority items.

41. Chapter 4: Agenda for Council Visits

Good meetings start with good planning. Follow this agenda when you visit your Councils and set yourself up for success:

• Evaluate membership status • Provide a district membership update • Analyze progress toward goals and quotas • Announce Admission, Formation and Knighthood Degree schedules and

locations • Highlight information from the District Deputy Reminder and Knightline • Review the district calendar of events • Review any supreme or state council initiatives

42. Chapter 4: Meetings

There are two jurisdiction-level meetings specifically designed for you as District Deputy: The Organizational Meeting of District Deputies and the Midyear Membership Meeting. It is very important that you attend both to be fully informed as to your role as representative of the Supreme Knight and your State Deputy. Your responsibility is to take the information learned at these meetings and bring it back to your District as you will conduct your Organizational Meeting of Council Officers and Midyear Membership Meeting. Conduct your meetings within two weeks of the jurisdiction level meetings, so that the information is timely and relevant. Invite all Council Officers. At a minimum, strive to have the grand knight, deputy grand knight, financial secretary, membership director and program director attend, so that they can understand the mission of the Order and get involved in building programs that will strengthen their councils. And above all make these meetings successful by being prepared. Click each tile to learn more about conducting successful Organizational and Mid-year membership meetings.

43. Chapter 4: Before the Meeting

You can ensure your meeting is successful by preparing beforehand.

• Find and Secure a Meeting Location • Publicize the Date, Time, and Location • Prepare and provide an Agenda • Invite and Confirm one of your local Council Chaplain’s to attend and

provide the Opening Prayer and his comments, and if possible the Closing Prayer

• Confirm General Agent or Field Agent attendance and participation • Double check the availability of the location; audio/visual and other

requirements • Prepare handout materials

When setting up a meeting take nothing for granted. Location, time, invitations, hand-outs should be checked and confirmed.

44. Chapter 4: Agenda

A Sample Agenda can be downloaded from the Resources section in Officers Online. Begin with an Opening Prayer, Country Salute and Introductions. Welcome everyone and give them an overview of the mission of the Order. Have the Chaplain speak if he has stayed for the meeting. Speak about Building the Domestic Church Initiative and some of the new and exciting programs that are happening. Go through your Fraternal Leader Success Planner and show everyone how to use it. Go through some of the Membership Insurance initiatives. Hold a Questions and Answers session, and then, Make some closing remarks, give thanks to those that have attended, and offer a Closing Prayer. This is a good Sample Agenda that you can customize. Make sure you get an Admissions Degree schedule going forward, make sure you get the Supreme Council news out, what Initiatives are going on, and what is happening in your State Council. Planning and engagement will help your councils to be more

successful and raise more money for charities, and contribute more volunteer hours, which will help more people in need.

45. Chapter 4: At the Meeting

How you conduct your meetings is important to their success: Make sure you Start On Time Wear a jacket and tie, and your District Deputy medal of office Thank everyone for attending. Stick to your Agenda. If someone has a really good question stop, acknowledge the question, and either answer the question or let everyone know that it is a planned part of the presentation and will be covered later in the meeting. Appoint someone to be a notes taker so you can run the meeting more smoothly.

46. Chapter 4: After the Meeting

After the meeting:

• Send thank you note to the Chaplain for his participation. He has taken time out to be there and you should thank him.

• Call each Grand Knight on specific sidebar issues that were raised, but you should call all Grand Knights as a follow up.

• Send notes to any absent officers to make sure no one is left behind. • Set up individual meetings for absent councils • Follow-up on any questions that could not be answered at the meeting • Communicate high level questions to the State Deputy or state officers • Set up any additional training or help requests.

47. Chapter 4: Ceremonial Responsibilities

Ceremonials are an important part of your responsibilities. Click each tile to learn more.

48. Chapter 4: Admission Degree

The Admission Degree, teaches the lesson of Charity, and is how we welcome men into a Council. Encourage councils to schedule frequent Admission Degrees, as far in advance as possible. This will give recruiters a reason to actively recruit. Start planning the degree schedule into your Fraternal Leader Success Planner at your Organizational Meeting, and update it at your Mid-year meeting, and ensure that your council leaders do likewise. Getting a new member in quickly will help the new member become active Councils should aim to conduct a degree at each meeting. It is also your responsibility to certify any degree staff member that has memorized his part. You also need to fill out the Degree Exemplification Report (#450) for any degree that happens in your District. Always make sure that after the degree, the Financial Secretary forwards to the General Agent, his copy of the Membership Document (#100). This will help you create a good working relationship. All of the necessary forms can be downloaded from the Forms Tab on kofc.org.

49. Chapter 4: Formation Degree

The Formation Degree, teaches the lesson of Unity, and should take place soon after a member joins. A good rule of thumb is that no new member should have to wait more than 60 days to advance to the Formation Degree. Your responsibility is to:

• Work to schedule Formation Degrees in your District and support those nearby

• Report the exemplification of Candidates.

The Degree Exemplification Report #450 is available for download from the Forms Tab on kofc.org, and can be automatically submitted on line.

50. Chapter 4: Knighthood Degree

The Knighthood degree, teaches the lesson of fraternity, is the responsibility of the State Deputy. Your responsibility is to host these ceremonials. You need to make sure that everything is set up correctly. Work with the State Deputy on the dates, times and locations, and make sure you have enough degrees scheduled so that members can advance in a timely fashion. As the host you have a role in the opening and closing of the ceremony. You also must report the exemplification of candidates. The Degree Exemplification Report #450 is available for download from the Forms Tab on kofc.org and can be submitted online.

51. Chapter 4: Installation of Council Officers

The Installation of Council Officers should be conducted as close to the beginning of the Fraternal Year as possible. Include the chaplain, families and friends of the officers, and invite strategic partners, like the General or Field Agents, Catholic school leaders and leaders of Catholic organizations. If at all possible conduct the installation in Church and in conjunction with Mass. Invite the Parish community, and hold a social after the ceremonial. This is a good way to meet potential new members for your Council.

52. Chapter 4: Retention Responsibilities

Men joined the Knights of Columbus because they believed in our mission of charitable outreach and care for the widow and orphan. To retain a member the council must make sure that each member becomes engaged in Charity. Councils that do not provide engaging programs are at risk of members drifting away. As district deputy you need to keep in close contact with what is going on within your councils. You should be proactive and guide councils to tap in to charitable outreach possibilities that exist in the area. Check on Officers Online for the Conservation Listing. It is updated weekly on Saturdays. Here you will find a list of members in jeopardy of losing their membership. It is your responsibility to personally contact each member:

• To ensure that personal contact was made by the council • To research the circumstances surrounding the member in question • To help develop a plan so that the council is better able to retain its

members • Work with council officers and review the Semiannual Council Audit for

members in arrears

53. Chapter 4: Member Retention Timetable

Active Member retention begins with the first day the member joins and their Admission Degree. The bills go out on time, and 15 days before the billing period elapses the Financial Secretary sends out the first notice. Once the 30 days billing period ends he sends the second notice. If a further 30 days passes with no payment, then the Financial Secretary notifies the Retention Committee, providing the member’s name and information for action. Then the Council’s Retention Committee should make personal contact with the member. They notify the Grand Knight of the response, and if required the member is sent a Knight Alert letter. This would be in the case where they cannot find him, cannot get a response, or he refuses to pay his dues. If contact is made, it would be beneficial to know what the reason that the member is in default. If there is no adequate response within 15 days, the Financial Secretary sends a notice of Intent to Retain. Both the Grand Knight and Financial Secretary must personally sign this form. If there is still no response within 60 days, the Council can then file a Membership document 100, indicating suspension. Again, both the Grand Knight and Financial Secretary have to sign that form.


[VO1] Click each image to see a summary of your responsibilities as a District Deputy: [VO2] The district deputy is a key fraternal leader and officially represents the supreme knight and state deputy [VO3] Always be professional, whether at a meeting, a ceremonial, filing important forms, or promoting an initiative [VO4] Be positive, prompt and well prepared and this will be the tone that you set for your district


No VO: This is Knowledge Check.

56. Chapter 5: Menu and Pre-Assessment Test

No VO.

57. Chapter 5: Administration

Administration is not exciting like rolling up your sleeves and getting engaged in a charitable outreach program, however, it is a key part of effective communication upwards, to the jurisdiction and to the Supreme Council. As a District Deputy you need to make certain the Councils in your District are up-to-date. Don’t just assume. You should also promote the use of the Member Management, Member Billing and Reports Online resources. Click on each tile to learn more.

58. Chapter 5: Submission of Council Information

The best way for you and your Councils’ Officers to complete your administrative duties is utilizing Online resources. The Annual Survey of Fraternal Activities (Form 1728) is one of the most important forms that any Council needs to complete. It helps the Knights of Columbus retain its tax status. As district deputy make sure that your Councils fully complete and submit The Columbian Award application. Submitting online is the easiest way and provides a date stamp on arrival at the Supreme Office. The Semi Annual Council Audit (#1295) is not online to be completed and submitted, however it can be downloaded as a PDF. Councils need to complete this twice a year. It maintains the required bond for the Financial Secretary and the Treasurer. Encourage Councils to submit information through the Council Officers screen and the Service Program Personnel Screen. They should not wait until all positions are filled. They can complete the form as there is a change and it will update central records automatically.

59. Chapter 5: Semi-annual Report of Council Status

District Deputy SemiAnnual Audit on Council Status is the Form #944 and is your semi-annual report on Council Status, to be submitted twice a year, for the periods July 1 – Dec 31 and January 1 to June 30. From these forms we craft appropriate responses, to provide you with additional resources to consider for helping the Councils get through some of their challenges. While there is a benefit to the central administration in receiving the reports, they are largely for the benefit of the Councils, and you as the District Deputy. The report provides a framework for you to think in an organized way about how well each council is doing. Are the officers performing their duties as assigned, are they meeting their potential as far as membership recruitment, are they conducting an effective service program, are they promoting the insurance program of the Order effectively? Please provide us with feedback on whether the advice and information we provide in response to your report forms is helpful and useful.

60. Chapter 5: Ceremonials Report

The District Deputy Ceremonials Report (#2408) should be sent in after you have visited all of the Councils in your District at least once. We generally send one of these out to you around November, when you are likely to have completed your first round of visits. It is a simple form: Does the Council have a Degree team, are they following the Order of Business? Are they setting the room up for meetings as shown? If your answer to the two simple questions or a council is NO, they you, as their district deputy have work to do, to guide them to be more engaged. Councils that follow protocol involve more members in the mission of the Order.

61. Chapter 5: Degree Exemplification Report

The Degree Exemplification Report Form (#450) is a key check and balance for you as District Deputy and for your State Deputy. You should send the Report after every exemplification of a degree – whether it is Admission, Formation or Knighthood degree. The report can be submitted via email to [email protected]. What we need to know is how many candidates, for which degree, and which Councils they are from. At a jurisdictional level this is also important information for your State Deputy and Ceremonials Chairman, if that role exists.

62. Chapter 5: Expense Account

As a District Deputy you have an Expense Account that will cover your (in district) travel expenses. Items covered include:

• Miles or Kilometers traveled in your district) • Parking and tolls on official business (with receipt) • Meals while attending council meetings • Long distance phone calls • Hotel, meals, mileage to attend Organizational and Midyear Meetings

Items not covered include:

• Non-covered expenses include: • Guest meals • Clerical assistance • Printing and copying expenses • Postage or stationery • Travel expenses outside of district (unless Supreme Secretary approval is

gained and then limited to $10.00)

• Expenses incurred while attending annual jurisdiction convention or other meetings

There are general rules and guidelines for submitting expenses, listed on the back of the form:

• Receipts are required for all expenses: tolls, parking, meals, accommodation, and long distance phone calls.

• Submit your expenses to your State Deputy quarterly.

63. Chapter 5: Flow of Monies

As District Deputy you need to know how money flows through the Council.

• The Financial Secretary receives ALL money. • The Financial Secretary gives the money to the Treasurer. • The Treasurer give the Financial Secretary a receipt. This is a check and

balance. • The Financial Secretary retains the receipt, and • the Treasurer deposits the money in the bank.

You need to work with officers in each Council to ensure that his is how money gets handled.

64. Chapter 5: Council Monies

As District Deputy, you need to know how bills get paid.

• The trustees view bills for validity, checking is it an approved item for payment;

• Deciding to pay the bill is a Council decision; • Trustees cannot override a vote of the Council. • The Financial Secretary prepares the voucher, and • has it signed by the Grand Knight • The voucher is given to the Treasurer, who • Prepares the check which the Grand Knight signs.

You need to work with the Officers in each Council to make sure that this is how bills get paid.


[VO0] Click each image to see a summary or your administrative responsibilities: [vo1] Outreach is our mission, but administration is important to deliver on that mission. [VO2] It is important to help each Council in your District to stay on track. [VO3] Give your administrative duties your full attention, and make certain your Councils do likewise.


No VO. Knowledge Check.


No VO: Interactive.

68. Chapter 6: 10 Keys

We want you to be successful in your District Deputy role. Your goal should be to leave your District in a better condition than you found it. From the experience of current and former District Deputies we have distilled Ten Keys to Success to guide you. You can find the 10 Keys in your Leadership Resources Guide and online at kofc.org in the Resources Tab. Click on each video to learn more.

69. Chapter 6: Key 1

Communicate priorities and be visible. There are many tools available for you to communicate priorities, initiatives, and goals to the council officers and brother knights in your district. A quick way is to use or set up a district newsletter, email blasts, or even a website. When the councils in your district focus on common priorities that are aligned with the mission of the Knights of Columbus, the outcome will be positive council growth in charitable good works which build the membership of each council. Also, make time to attend council activities in your district, especially church recruitment drives, open houses, fraternal benefits nights, corporate communions, and charitable events. Councils will appreciate seeing you at their events, and it will help instill confidence in you and in your role as district deputy.


Encourage councils in your district and assist them in conducting charitable works. Council leaders are challenged to build their council into the go-to charitable organization in their parish and community. Your leadership and guidance will help councils accomplish more than they thought possible. The councils in your district have a commitment to providing charitable service to their parish and communities living the mission of our founder Father Michael McGivney. In his 2008 homily at St. Patrick's Cathedral in New York, Pope Benedict XVI mentioned the remarkable accomplishments of that exemplary American priest, the venerable Michael McGivney, whose vision and zeal led to the establishment of the Knights of Columbus. Father Michael McGivney's vision for the Knights of Columbus as an organization was to offer Catholic men the opportunity to put their shared faith into action, serve their fellow man and their church, while helping to financially protect their families. To ensure success in your district, each council should exemplify the ideals of the charity that evangelizes by putting Father McGivney's vision into action.

The lessons taught in our ceremonials are only words until we live them out. In essence, to be recognized as the go-to organization in their parish and community.


Aid councils in your district with membership recruitment and ensure the exemplification of frequent first degrees. Membership growth is essential to the success of each council in our order. With the addition of each new member, a council is better able to serve its parish, its community, and our order. By welcoming new council members, for example, there are more men available to participate in charitable service programs and bring new ideas too. When a man accepts the offer of membership in his local council, he has the opportunity to grow in his faith and to give back through service to God and his neighbors. Each member also gains access to our exclusive top-rated insurance, which can provide protection for his family. For information on recruiting, visit kofc.org/drive.

It is important that each council in your district has the ability to conduct its own first degree ceremonial. This allows a candidate to join a council that he will call his own at a regularly scheduled degree or provides the flexibility for a special degree exemplification at a convenient time for the candidate. This is the first step in keeping a member for life. For information on conducting first degrees, visit the officers online section of the Knights of Columbus website.


Help councils in your district earn the Star Council Award. The Star Council Award recognizes those councils that conduct well-rounded service programs while being successful in membership and insurance growth. Thriving in these three areas means that the council and its leadership understand and are successful in meeting Father McGivney's vision for the order. Earning the Star Council Award requires your leadership as well as the leadership of the council grand knight by assisting in setting goals, planning early, involving the officers and members, and keeping focused.

When you help a council earn the Star Council Award, you will see a stronger council better prepared to respond to the needs of its parish and community. Charitable service projects make a tangible difference in the lives of many people and give council members the opportunity to put their faith into action. Review the Knights of Columbus Leadership Resources booklet with the council's grand knight and financial secretary along with the Surge with Service CD kit which is sent to each council's financial secretary each fraternal year. For the requirements to earn the Star Council Award, visit kofc.org/star. And for additional Star Council how-to information, review the Earning the Star Council Award video series available on the Fraternal Training Portal.


Promote our order's top-rated insurance program. As district deputy, it is important to understand how the field agent can help a council. Field agents are brother knights and are great recruiters. Encourage the general agent and field agent to speak at council meetings. Encourage councils to plan frequent fraternal benefits nights.

Encourage members and their families to consider taking advantage of our insurance products. Use the information available at kofc.org/insurance to learn more about our insurance products. A good working relationship between the council officers, the field agent or agents, and you as their district deputy creates a powerful force for good serving communities and protecting families.


Assist councils in your district in setting realistic goals. On your official council visits, ask these questions:

• Is the council better than it was previously? • What can be done to help more people? • How can we do this better? • Did the council meet its goals? • Were the goals achievable?

The answers to these questions will help move the council forward.

Here is some time tested advice to help the councils in your district. Set goals, evaluate performance, and plan for the future. Each year councils need to plan enough programs to earn the Columbian Award. This is where the Surge...with Service kit is an invaluable resource. Are you and your council leaders using the Fraternal Leader Success Planner to plan then measure your success? Measuring success is the council's monthly report card and evaluates the council's performance. When a fraternal leader gives an honest evaluation of a program, he will quickly see what needs to be adjusted to help more people and attain more participation. To set the stage for the future, remember to be open to change.


Enlist the support of the priests in your district and develop working relationships with organizations in each community to ensure successful charitable service projects and membership growth. An important part of each council's recruitment strategy is to enlist the aid of its chaplain or pastor in asking qualified men to join the council.

An invitation from a priest to become a knight will carry a lot of weight toward having a positive impact and acceptance into the council. Councils should be asking their pastors what they can do to help, letting them know that Knights of Columbus are there for their parish. Also, working with area service organizations. For example, Habitat for Humanity, Special Olympics, food pantries and soup kitchens, along with officials from Catholic schools and government leaders. This will help each council meet the needs of the parish and community and should be one of the priorities of the councils in your district. As district deputy, you need to know those key resource personnel and facilitate meetings when necessary.


Conduct productive district meetings and strategic planning sessions with the councils in your district. Meetings need to be concise and productive, and they must serve a purpose. Your district-wide organizational and mid-year membership meetings set the stage for council success.

With the council officers in your district, you will address order-wide initiatives, new charitable service program ideas. These help the councils in your district implement programs to achieve their membership and insurance goals. Separate strategy sessions held quarterly or as needed with each council ensures that all are working toward meeting your district goals. Fraternal leaders need to know well in advance the date, time, and location of the meetings so that they can save the date and have a better opportunity to attend. Good meetings are also essential for a council's growth and to pass information to the membership. Be sure council leaders know: how to conduct a council meeting and set the stage for an effective council meeting, the Protocol Handbook helping to build rapport and strong fraternal relationships, and Roberts Rules of Order which is a reference guide for procedural questions in book form and online. Ensure that council meetings are more than reading an agenda of items. Each council meeting needs to be a stepping stone to further the spiritual development of each member along with efficiently transacting the business of the council.


Generate an atmosphere will all members are welcome and valued. Councils should be building a team atmosphere among their members by showing them that their opinions and services are valued. Encourage council leadership to ask members for advice, seek out their members hidden talents—web design, writing ability, sales experience, and et cetera—and regularly consult with members and keep them informed of the council's initiative to encourage team building. Council officers should always make it a point to first listen and evaluate and then be ready to explain the reasons for the final decisions. Also council leaders should be keeping younger members interested and engaged so they are prepared to take leadership roles in their council. Encourage fraternal leaders to be good listeners which enables them to guide officers and members in the right direction to achieve success.


Utilize your state council officers and supreme council headquarters. You are not alone when it comes to the leadership of your district. Build solid working relationships with your state council officers as they are an invaluable resource to call upon for guidance. The supreme council headquarters also provides you with resources such as Knightline and the District Deputy Reminder to assist you. Questions or comments can be emailed to [email protected] during your term as district deputy. All of these reference materials are included in the Surge with Service CD kit which is mailed to each council's financial secretary of record each fraternal year. Make sure that it is shared with all council officers, directors, and chairmen. By incorporating the 10 keys for success as a district deputy, your success will not just be a check box on a report. Your leadership will drive positive action by each council in your district, and you will help them address the needs of their parish and community. Remember that the biggest asset in each council is their members with their individual gifts and talents and banded together for a common purpose can achieve any goal.

The quote we began with from Pope Francis is so true. Help one another. This is what Jesus teaches us. This is what I do. And I do it with my heart. Be a leader in service to your brother knights from your heart, and you will see each of the councils in your district be an enormous force for good. Remember, you were appointed by your state deputy to represent him and the supreme knight in your district. Your appointment indicates that your state deputy has confidence and that you are qualified to guide and motivate the councils in your district to put into action the mission of the Knights of Columbus which comes directly from our founder Father Michael McGivney.


The 10 keys to success is a guide to help you becoming an effective fraternal leader. As District Deputy the actions you take help ensure growth in charitable outreach and membership recruitment in your district and therefore the ultimate betterment of your district. The actions you don’t take also have consequences. Being active is always the best policy. Your best gauge of success is “Is the district better now than when I took Office?”

80. Chapter 7: Menu

No VO: Interactive


This training was designed to help you become successful in your role as district deputy and outline how important your fraternal leadership is to your councils and to the Order. You should have acquired a better understanding of: Your Duties, your Resources, your Responsibilities, your Administrative Duties and the 10 Keys to Success. We want to help you be a step ahead, to be prepared to be successful in your role as District Deputy. In this way your fraternal leadership will be of great benefit to your Council. In the end it all comes down to what you do. Be active, and be successful.


Congratulations, you have completed the Knights of Columbus District Deputy Leadership Training Course. You should now understand and implement the steps to becoming a successful District Deputy. Good luck in your term of office, and God Bless you as you work to fulfil the mission of the Order, and grow your District through Charitable Outreach and Fraternal Leadership.

83. Chapter 7: Prayer

Thank you for participating in the Fraternal Training session for District Deputies. We close with this prayer to Our Lady of Guadalupe, to whom our Order has been entrusted: In the name of the Father, and of the Son, and of the Holy Spirit. God of power and mercy, You blessed the Americas at Tepeyac with the presence of the Virgin Mary of Guadalupe. May her prayers help all men and women to accept each other as brothers and sisters. Through Your justice present in our hearts, may Your peace reign in the world. We ask this through our Lord Jesus Christ, Your Son, who lives and reigns with You and the Holy Spirit, one God, for ever and ever. Amen. Vivat Jesus!

district deputydistrict deputy . 1. welcome (no vo, intro screen) 2. opening prayer let’s begin...

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