Club Manual Section 1-Recruitment and Retention

8/14/2019 Club Manual Section 1-Recruitment and Retention

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club manualvol. 1: recruitment and retention


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the mission

CKI is college anduniversity studentswho are responsible citizen

and leaderswith a lifelong commitm

to community service

worldwide.


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TABLE OF CONTENTSI. Club Timeline 2-9

II. Recruitment and Retention

A. Why recruit? Benefits 10-11B. Developing a growth plan 12

1. Club growth assessment form 14

2. Setting a club growth goal 15

3. Club growth goal worksheet 154. Creating a recruitment plan 16

5. Recruitment plan worksheet 17

C. Recruitment timeline 18-20

D. Goal setting 21

E. Retention 22F. Five Basic Steps to Successful Recruitment 24

Remember, this is a GUIDE.

Everything enclosed is general.Take these ideas and personalize them toyour club. Please make notes throughout themanual that will help future club leadership.


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february

march

Club Timeline

February-March (before taking office)

t Maketransitionwiththepreviousboard.

t Hold additional ofcer trainers as needed.

t President should appoint committee chairs.

t Meet with your faculty and Kiwanis advisors.

t Set a date for any training sessions with your sponsoring Kiwanis club.

t

Inform related university ofces about the change in ofcers.

t Make necessary nancial changes regarding bank accounts, etc.

t Submit the incoming boards contact information to the district secretary.

t Encourage the incoming board members to attend district convention.

t Make sure appropriate ofcers and chairs attend/register for any district trainers.

t Establish times for meetings, board meetings, and ofce hours.

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april may

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April tPresident should nish any chair appointments.

tThis is a good month to sponsor a Key-to-College program for high school students

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May

tBegin a recruitment plan.

tInform the club of summer events.

Promote the Large Scale Service Project and International Convention.

tCreate a theme/slogan for next school year.

tHave club members submit ideas for T-shirt designs.

tHold the end-of-year banquet (sometimes planned by previous board).

tHave a summer to-do list for each ofcer and chairperson.

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june-julyugust

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June-July

tKeep in contact with ofcers, chairs, and Kiwanis family during the summer.

tContinue to work on the recruitment plan.

tAssist the treasurer in creating a budget.

tSubmit awards for International convention (may be done by previous board).

Awards must be postmarked by June or brought to International convention.

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August

tInform the club about your districts fall trainer.

tAttend Large Scale Service Project and International Convention!

tAppoint any chairperson positions that may remain vacant.

tPlan service projects and other events for the beginning of the school year.

tPlan fundraisers for club projects and other expenses, such as dues and events.

tRegisterandplanforyourstudentorganizationfair.

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Publicize continuously.

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Club Timeline


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septem erctober

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September

tContinue to promote your districts fall trainer/conference.

tContinue to publicize your club.

tWork to retain members (both new and returning), personal contact is best.

tAppoint any chairperson positions that may remain vacant.

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October

tDues are payable October 1.

tContinue promoting of your districts fall trainer/conference.

tTrick or Treat for UNICEF!

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novemberdecembe

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November

tKiwanis Family Month.

tDues must be postmarked by November 30 to CKI.

tHold new member inductions.

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December

tCreate a recruitment plan for after winter break.

tFill out club awards when available.

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januaryfebruar

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January tPublicize continuously.

tSet a date for club ofcer elections (need to take place before district

convention). Start taking nominations two weeks before elections.

tMake sure candidates for district ofce have their candidate manuals.

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Make sure scrapbook will be nished before district convention. tFill out club awards when available.

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Februaryt

Community Service and Awareness Week is the rst full week in February,

ending with International Service Day on Saturday.

tHold ofcer elections (either February or March, before district convention).

tAttend district convention (or in March); send at least two delegates!

tFill out club awards when available.

tSociety of Distinguished Collegians applications are due to CKI February 15.

tService Recognition Awards are due to CKI February 15.

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march

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March

tHold ofcer elections (either February or March, before district convention).

tAttend District Convention (or in February); send at least two delegates!

tHold joint meeting for outgoing and incoming ofcers and chairs to ease the

transitionandfortraining.

tWrite an end-of-term report.

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Other notes:

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Congratulationson a successful year!!!


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service

leadershifellowship

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10

Membership in CKI is an exciting co-curricular opportunity in which

many students on your campus will enjoy becoming involved. Your

clubs job is to let the students on your campus know this opportunity

exists. As a club, you have a responsibility to support CKIs mission by

involving as many members of your campus community as you can in

the service, leadership, and fellowship activities your club offers.

Recruitment and Retention

Why recruit?Benefits of a larger membership


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11

the imagery:Why should our club grow?

Your CKI club involves college or

university students in campus and

community service while developing

quality leaders and citizens. Throughthe members involvement in the club, they learn to confront

the issues facing communities today and inspire others to better

the world. Not only do more members mean more service, but

generating new members enables the club to sustain itself as a

dynamic service agency on campus and in the community. As

What will new members do for our club?

members graduate, transfer schools, or become more involved in

other co-curricular activities, new members will be able to share

their enthusiasm, enabling the club to fulfill its mission: service,

leadership, and fellowship. Having a healthy, diverse membership

is attractive to potential members; therefore, a strong membership

makes it easier to recruit new members.

With new members come new ideas, resources, talents and

varied experiences to enhance current programs, activities, and

promotional strategies more hands to accomplish your service

projects... new friends... a pool of new leaders to sustain the club

for many years to come... an expanded commitment to making theworld a better place in which to live.


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12

The growth plan your club develops will chart the course your clubshould take to achieve successful club growth. In this section, you will:

t

Evaluate the growth potential for your club. tSet a new member growth goal.

tSpecify strategies to achieve the new member goal.

tDetail a timeline for the implementation of your recruitment program.

Developing a growth plan involves three steps:

1. Assessing club growth needs.

2. Setting a club growth goal.

3. Creating a plan of action to achieve your clubs growth goal.

Use the worksheets included to develop your clubs growth plan. Be sure to share this information with your lieutenant governor and

sponsoring Kiwanis club.

An important component of the growth plan is the clubs ability to evaluate itself regularly. Use the questions below when creating your plan

of action. These questions will help develop techniques needed for membership recruitment success. Mid-year, ask these questions again.

tIs your club on the right track?

tAre there questions that were not addressed?

tAre you satised with your recruitment results?

tWhat was the new-member recruitment goal?

tWas this goal achieved?

tWas the program publicized effectively?

tWhat type of publicity is needed?

tHow would you rate the success of this recruitment program?

tWould you recommend doing this recruitment program again in the future?

tWhat recommendations do you have for this program in the future?

DevelopingaGrowthPlan


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complete

annually14

Club Growth Assessment Form

Complete the following information annually to evaluate your clubs growth needs

andpotentialforfuturegrowth.

1. What is the total enrollment for your college or university? _______________________

2. How many other service organizations exist on your campus? ____________________

3. Will your sponsoring Kiwanis club assist with membership-recruitment efforts? How?

_______________________________________________________________________________

4. Is your club at charter strength of 15 or 20* members? ___________________________

_______________________________________________________________________________

5. How many dues-paid members does your club currently have? __________________

6. How many of your current members will graduate this year? _____________________

7. In the past academic year how many nongraduating members left the club? ____

8. On an average, how many members typically leave the club annually? _________

(Because it is difcult to anticipate exactly how many members may leave the club

during the year, you should use an average gure from previous years statistics for

this computation.)

9. How many of your members are freshmen? _____ sophomores? _____

juniors? _____ seniors? _____ graduate students? _____

10. What strategies did your club use to recruit new members during the past year?

_______________________________________________________________________________

_______________________________________________________________________________

11. Which strategies were the most successful? What made these projects successful?

_______________________________________________________________________________

12. Does your club offer a formal orientation program for potential members? ______

13. How much money was spent on membership recruitment this past year? ________

14. How much money was spent on membership orientation this past year? ________

15. How much money has been budgeted for membership recruitment and

orientation for the upcoming academic year? _________________________________

*Two-year institutions and 4-year universities with an enrollment of less than 1,000 need only

15 members to charter and maintain a club.


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15

Setting a Club Growth Goal

Club Growth Goal Worksheet

Total Membership Goal

A. Total number of paid members as of April 15 ________

B. Add one to the above number to determine your total membership goal + 1

C. Total Membership Goal: ________

For clubs under charter strength, your total membership goal should be at least 15 or 20*.

Total New Member Recruitment Goal

D. Number of members who will graduate this year

(#6 on Club Assessment Form)

E.Averagenumber of nongraduating members who leave the club annually

(#8 Club Assessment) ________

F. Minimum number of new members your club should recruit this year (D + E) ________

You have just set your growth goals for the year. The next step is to outline the plan to

achieve that growth.

*Two-year institutions and 4-year universities with an enrollment of less than 1,000 need only

15 members to charter and maintain a club.

Now that you have assessed current club growth needs

and potential, you have the information necessary to set a

realistic growth goal. When setting goals, it is important to

remember that a diverse and well-balanced club membership

is imperative to attracting new individuals into the club.

Even with a well-balanced club membership, a club can

expect that at least 35 percent of its members will leave the

club annually. For this reason, it is important that a club

keep this potential loss in mind when setting their new

member growth goal.

Clubs at charter strength of 15 or 20* members or more

should experience at least a net increase of one member over

the previous years total. Not only must your club replace

lost members, but your club also must increase last years

total membership by at least one. Clubs that have fallen

below charter strength should work to bring their club to

charter strength, so they may maintain their charter and

receive full benefits from CKI and the district.


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Creating a Recruitment Plan

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Step 1.Identify Recruitment Targets and Strategies

t Identifythetypesofstudentsyou

want to recruit into the club.

t Strive for a balanced membership,

meaning a variety of members

between classes, members with

different qualities and strengths.

t Review past recruitment efforts,

then specify on the Recruitment

Plan Worksheet those recruitment

strategies your club will use.

For example, perhaps the club really wants to improveits public relations. To meet that need, your club might

recruit marketing, communication, and event planning

majors. Or maybe your club really looks forward to

focusing its service on education this year; the club may

work to recruit some education majors. If your club is ab

to recruit members who fit into a niche within the club

those members will be more satisfied because they can us

specific talents to help the club and help themselves.

**You should plan three weeks of recruitment programming for

each semester/quarter**

Step 2.Developing a Timeline

On the Program Planning Form you should specify deadlines

for each component of the program as well as the individual

responsible for coordinating that aspect of the program. Create

and use a special CKI calendar of events to determine dates and

deadlines for the various components of your recruitment program

(see the Club Manual, Volume 2, for Club Events). Use the

recruitment timeline in this manual and personalize it to your clu

Step 3.Identifying Resources

On the Recruitment Program Planning Form (in the Club

Manual, Volume 2, for Club Events) specify what you will need

to accomplish the program. For example, you may need material

such as nametags, recruitment brochures, and streamers. If you

need materials or need a deposit for a room you also will need

money. Also specify if there are certain individuals who need to

be in attendance at the event, such as your sponsoring Kiwanis

club president or a special speaker. And finally, on this planning

form specify publicity strategies you will utilize.

When writing your growth plan you will:

t Determine who you want to recruit.

t Evaluate past recruitment practices

to determine which recruitment

strategies will best enable your club

to achieve its new member goal.

t Identify the resources necessary for

each recruitment program.

t Specify a timeline for the

completion of each component of

the recruitment program.

Your club should plan recruitment drives two or three times per

year during the first three weeks of each semester or quarter.

Members will learn to expect that during the first three weeks of the

quarter or semester their energy should focus on the recruitment

of new members to share in the spirit of CKI. The chairperson of

membership recruitment and his or her committee must begin plans

for these recruitment programs well in advance of the start of each

term. Sponsoring a variety of programs will best enable your club to

achieve its club growth goal.


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Recruitment Plan Worksheet

1. What club needs can a new member help meet?

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

2. What types of students will help meet the above described needs?

_______________________________________________________________________________

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3. What recruitment strategies will best target the above students?

_______________________________________________________________________________

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_______________________________________________________________________________

_______________________________________________________________________________

4. What resources and recruitment programs does the college/university offer

(examples: student organization fairs, Web sites, calendars, etc.)?

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________


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postcards

designate

April-May (Before leaving for summer)

Designate a publicity leader (PR/publicity chairperson, membership development

and education chairperson, vice-president, or other).

Designate a recruitment program leader (membership development and education

chairperson, recruitment program chairperson, or other). Choose a date for the recruitment program.

Reserve a room.

Begin outlining a public relations plan.

Determine club membership goal.

Obtain a list of incoming students (especially those involved in Key Club or interested

in community service).

_____________________________________________________________________________________________________

_____________________________________________________________________________________________________

_____________________________________________________________________________________________________

_____________________________________________________________________________________________________

May-August

Send postcards to interested students.

Design iers and table tents.

Review past recruitment program programs.

Outline a new recruitment program.

Send postcards to club board members soliciting new ideas.

_____________________________________________________________________________________________________

_____________________________________________________________________________________________________

_____________________________________________________________________________________________________

_____________________________________________________________________________________________________

Recruitment Timeline

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confirm

publicize19

Two weeks before recruitment program

Finalize recruitment program (with club/board approval).

Contact possible guests (including students, current CKI membersboth from the club

and from the district and Kiwanians).

Inform members of recruitment program responsibilities.

Choose speakers/speaking order.

Reserve AV equipment.

Plan service and social projects (if have not already).

Begin publicizing (if have not already).

Conrm room reservation.

Compile an packet with club information.

_____________________________________________________________________________________________________

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One week before recruitment program

Continue publicizing.

Finalize refreshment orders.

Send reminders to any guests.

Finalize recruitment program agenda.

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GoalSetting

Guidelines for Goal Setting

1. A Goal Must Be:

a. Conceivable: Conceptualize the goal, make it understandable.

b. Believable: Believe you can reach the goal.

c. Achievable: Set your goals in relation to your strengths and abilitiesbe

optimistic but realistic.d. Controllable: Decide who will be involved in achieving the goal.

e. Measurable: State a time and quantity.

f. Desirable: Make it something you want to do.

2. Think outside of the box:

a.Haveapositiveattitude.

b.Explore ideas.

c.Change things.

d.Takerisks.

e.Approach a problem in new ways.

f. Ask questions.

g.Havefun.

Please keep these in mind when setting club goals. Its important to have tangible goals; and

these guidelines help to build those. It is also good to keep these guidelines in mind when youare planning other things, besides goals, such as events.


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Retention

Provide What New Members Need

Through the course of your clubs recruitment and orientation

programs your club has gathered information about your new

members interests and skills. Now it is time to fulfill your promise

to them by providing opportunities that match new members

interests and needs. Your club doesnt need to create anything new

for this purpose; rather, it should utilize the information you already

have and the resources already available. Review the interest surveys

completed by all new members when they were first recruited. See

the Club Manual, Volume 2, for Club Events for a copy of the

Interest Survey. Identify skills and interests the club can tap into.

If there is a particular area of service this new member is highly

interested in pursuing, place him or her on a committee to help

plan a project related to that area of interest. If there is a skill a new

member wants to develop or apply, place him or her on a committee

that will put that skill to work. It is critical that new members feel

they are making a worthwhile contribution to the club. To meet

new members needs, your club must plan service projects and

programs that match member interests and needs. Review the new

members interest survey to learn what type of educational programs

they are interested in having. Invite a speaker to speak about the

new members topic of interest. Better yet, ask new members to

coordinate programs on their topic of interest. Be sure you provide

them with the resources to plan the program successfully. If there

is a district or division event coming up, encourage new members

to attend. They will make many new CKI friends and they will

come back to the club with many new ideas. Their involvementin International, district, and division events will ignite their

enthusiasm for CKI even further.

After weeks of hard work you finally have inducted some new

members. Now what do you do? How can you ensure these

new members will remain active and committed to the mission

of CKI?

Outlined below are some things your club should consider

when planning programs to promote membership retention.

Involved members will be happy members. The key is to get

these new members involved in club activities from the start.

Committee Involvement

One method of getting new members active is to place them on

committees from the start. From the interest form and what you

know about new members skills, place him/her on a committee

that will be fun and interesting. The committee chairpersons should

be encouraged to put new committee members to work on a project

immediately.

Membership Development Programming

Ongoing membership development is the key to retaining successful

active members. Not only must members experience a variety of

CKI opportunities, they also must continue to grow personally and

professionally. Utilize the CKI Club Manual to plan a program

of ongoing membership development. As mentioned earlier,

involvement is the key to retention. Get members involved, and

keep them involved by planning activities that meet their needs and

interests.


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4

Five Basic Steps to Successful Recruitment

1. Ask questions

a. Ask open-ended questions rather than yes/no responses.

b. Listen carefully.

c. Show an interest in the person with whom you are talking.

d.Pretendyouareatalkshowandtrytogetthepersontogivehisorherstory.

2. Be brief

a.Avoiddetailsthatwillborethoselisteningtoyou.

b. Be as short and concise as possible so as to not lose the attention of your audience.

3. Be courteous

a. Never leave a recruitment prospect alone.

b. Always introduce your prospect to those around you.

c. Learn names!d. Smile!

e. End sentences with exclamation points!

f. Never ever make private or inside jokes.

g. Allow no cliques!

4. Be direct

a. Make eye contact.

b. Dont get distracted by whats going on around you.

c. Be genuine.

5. Be enthusiastic

a. People echo and feed off what you do so be positive and energetic.

b. Avoid sore topics.

c. Take an active role in your clubs recruitment.

d. Nothing great was accomplished with out enthusiasm.


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Documents

Club Manual Section 1-Recruitment and Retention