Community Name Manager's Manual



658376961226Community LogoCommunity Logo77001371600540005431155Community Name Manager's ManualYEardedication message… with gratitude7900035000Community Name Manager's ManualYEardedication message… with gratituderight2300231140Year76009800YearTable of Contents TOC \o "2-3" \h \z \t "Heading 1,1" Table of Contents PAGEREF _Toc536804943 \h 1The 1-Page Primer PAGEREF _Toc536804944 \h 4The CMTY NAME (About Us) PAGEREF _Toc536804945 \h 5CMTY Mission PAGEREF _Toc536804946 \h 5CMTY Leadership PAGEREF _Toc536804947 \h 5Past Managers PAGEREF _Toc536804948 \h 5Executive Meeting days and times PAGEREF _Toc536804949 \h 5General Meeting of CMTY NAME Members PAGEREF _Toc536804950 \h 6Calendar reminders PAGEREF _Toc536804951 \h 6year: Calendar PAGEREF _Toc536804952 \h 7YYYY Calendar PAGEREF _Toc536804953 \h 8The CMTY NAME Policies and Procedures PAGEREF _Toc536804954 \h 9Volunteer Positions PAGEREF _Toc536804955 \h 9Website Updates (Postings) PAGEREF _Toc536804956 \h 9Secretary (Minutes/Agendas) PAGEREF _Toc536804957 \h 9Discussion list PAGEREF _Toc536804958 \h 10Announcement List PAGEREF _Toc536804959 \h 10The CMTY Brochure PAGEREF _Toc536804960 \h 11Distribution of the CMTY Brochure PAGEREF _Toc536804961 \h 12The Annual CMTY NAME Virtual Open House PAGEREF _Toc536804962 \h 14Announcement details PAGEREF _Toc536804963 \h 14The CMTY Information Sheet PAGEREF _Toc536804964 \h 15Mission Statement PAGEREF _Toc536804965 \h 15Goals PAGEREF _Toc536804966 \h 15Resources PAGEREF _Toc536804967 \h 15Leadership Team PAGEREF _Toc536804968 \h 15Ten Benefits for 10 Bucks (for SIGs) PAGEREF _Toc536804969 \h 16The CMTY Newsletter PAGEREF _Toc536804970 \h 17The List Manager PAGEREF _Toc536804971 \h 18The Membership Committee PAGEREF _Toc536804972 \h 19Senior Members, Student members and Associate Fellows PAGEREF _Toc536804973 \h 19Associate Fellows PAGEREF _Toc536804974 \h 19Fellows PAGEREF _Toc536804975 \h 19Student Awards PAGEREF _Toc536804976 \h 19The Roster-Compare Macro PAGEREF _Toc536804977 \h 19How to Run the Roster-Compare Macro PAGEREF _Toc536804978 \h 20Steps for Running the Macro: PAGEREF _Toc536804979 \h 20The Mentoring Team PAGEREF _Toc536804980 \h 21The Nominations Committee PAGEREF _Toc536804981 \h 22The Programs Committee (Webinars) PAGEREF _Toc536804982 \h 23Webinar Website Activity PAGEREF _Toc536804983 \h 23Possible Webinar Ideas/Topics/Suggested Speakers PAGEREF _Toc536804984 \h 23Past Webinar topics and speakers PAGEREF _Toc536804985 \h 24Webinar Organization Basics PAGEREF _Toc536804986 \h 24Letter of Agreement PAGEREF _Toc536804987 \h 24The Publicity Team PAGEREF _Toc536804988 \h 29The Google Account PAGEREF _Toc536804989 \h 30Sign in info PAGEREF _Toc536804990 \h 30Recovery info PAGEREF _Toc536804991 \h 30The Google Drive PAGEREF _Toc536804992 \h 31The Scholarships Committee PAGEREF _Toc536804993 \h 32The Social Media Portfolio PAGEREF _Toc536804994 \h 33Communications PAGEREF _Toc536804995 \h 33Facebook PAGEREF _Toc536804996 \h 33Linked In PAGEREF _Toc536804997 \h 33Twitter PAGEREF _Toc536804998 \h 33Eventbrite PAGEREF _Toc536804999 \h 33The Summit PAGEREF _Toc536805000 \h 34The Survey Team PAGEREF _Toc536805001 \h 35The Treasurer PAGEREF _Toc536805002 \h 36The Budgeting Process PAGEREF _Toc536805003 \h 37The Volunteers Team PAGEREF _Toc536805004 \h 40The Website – [enter your community information here].com PAGEREF _Toc536805005 \h 41Annual CMTY site inventory and review PAGEREF _Toc536805006 \h 41STC website hosting contact PAGEREF _Toc536805007 \h 41The Community Achievement Award (CAA) Application process PAGEREF _Toc536805008 \h 42The Succession Plan (Leadership Transition) PAGEREF _Toc536805009 \h 44Election process PAGEREF _Toc536805010 \h 44Assistant Co-managerial duties PAGEREF _Toc536805011 \h 44Transition process PAGEREF _Toc536805012 \h 44Succession Planning and Transitions for leadership positions PAGEREF _Toc536805013 \h 44STC CMTY NAME Succession planning for new CMTY leaders PAGEREF _Toc536805014 \h 45Training Checklist PAGEREF _Toc536805015 \h 45The 1-Page PrimerNote: this page is copied and posted to the “Non-shared” folder on the shared Cloud drive. That copy has all the sensitive information in it but is only shared with the incoming/outgoing co-managerial team.This is your cheat sheet for accessing things and who does what. Make sure you update it when information changes! (Also approximately one month after leadership has transitioned, remove former accesses.)What/whereUsed forCredentialsMore details on pageEventbriteSignups to webinars and other events. Email tool schedules timely communication to attendees. Email: socmedia@ Pswd: ____________ PAGEREF _Ref435646806 \h 31 and PAGEREF _Ref435646859 \h 41Facebook pageAnnouncements, events and news dissemination _NAME PAGEREF _Ref435646763 \h 41 and PAGEREF _Ref435647108 \h 41Google AnalyticsTracking engagement with website and Eventbrite Tracking code: _______________ (assigned by Google) Owner: Your_Comm_Name_manager@. PAGEREF _Ref435646878 \h 50Gmail loginOwner of our Google Drive and Google AnalyticsEmail: Your_Comm_Name_manager@Pswd: _________________ PAGEREF _Ref435646921 \h 37HootsuiteConsolidated Social Media view name - Your_Comm_Name_manager@ PAGEREF _Ref435646948 \h 41LinkedIn group Announcements, events and news dissemination Owner: name (personemail@) PAGEREF _Ref435646948 \h 41 and PAGEREF _Ref435647087 \h 41Mailman listsSending AnnouncementsStarting a Discussion(send from the email address you were added to these lists from, or logon onto the host as Your_Comm_Name_manager@)Send emails to Comm_Name-announce or Comm-Name-discuss @mailer.. PAGEREF _Ref435646990 \h 22Manager emailsTo send mail to the Mailman lists or to check mail at the host. Go to : Your_Comm_Name_manager@Twitter account#YourCommName PAGEREF _Ref435647065 \h 41Wordpress site To edit the website in Wordpress PAGEREF _Ref435647138 \h 50Yahoo group PAGEREF _Ref435647151 \h 39The CMTY NAME (About Us)Formed in 2000, our mission is to help STC members identify and develop knowledge and practical skills for [your content]. The [Community] strives to promote [your content].The primary goals of the CMTY NAME are to:Build the [your content] skills of members at all experience levels, leveraging the knowledge of experienced members to deliver formal and informal guidance to the community of practice.Build the CMTY NAME through a proactive combination of activities that includes member recognition, internal and external partnerships, and awareness activities.Provide a forum and mechanism for the free exchange of knowledge, ideas, and skills.CMTY MissionOur mission is to help STC members identify and develop knowledge and practical skills for [your content]. The community strives to promote sound design practices and provide information and education about [your content] and research.CMTY LeadershipYEAR co-Managers and Team leads comprise the following:Co-Manager: NAMECo-Manager: NAMEAssistant Manager(s): vacantSecretary: NAMETreasurer: NAMEImmediate past Co-Manager: NAME Immediate past Co-Manager: NAMENewsletter Editor: NAMEMentoring Team lead: NAME Programs Team lead: NAMESurveys Team lead: NAME Social Media Team leads: NAME Membership Team leads: NAME, pro temWebsite Manager: NAMEWebmaster: NAME Competitions Team lead: NAMEScholarship Team lead: NAMEPast ManagersName1 and Name1= (2013-YYYY)Name1 and Name2 (2010-2012)Name 1 (2009-2011)NAME1 (2007-2009)Name 1 (2004-2007)Name 1 (2000-2004)Executive Meeting days and timesThe Community meets on the ______________________ of each month via <your web meeting program> (more info on page PAGEREF _Ref435647233 \h 18). This is an <open> meeting for <all interested attendees> who are SIG/chapter members and volunteer (or want to volunteer) in some form within the SIG.One way of managing the monthly meetings is for the two co-managers to alternate in leading the meeting, but this is not ‘required.’ One co-manager may deal with managing the meeting (email notification, calendar setup, etc., taking note of Action Items) and the other may run the meeting. Send a meeting notice a week prior to the meeting with a tentative agenda and a request for reports from Team leads.Team leads are to contribute a report (posting it on the Google Drive) to inform meeting attendees and leadership of:what has been accomplished in the past monthwhat is hoped to be accomplished in the upcoming monthany issues that the team lead wants input on, or the managers help to resolve. Having a report simplifies the job of the secretary in taking Minutes.General Meeting of CMTY NAME MembersOnce each year, we invite all members of the CMTY NAME to attend a general meeting to hear news, financial reports, and vote for the incoming managers (if we have nominated members standing for election for the positions of Secretary, Treasurer, or co-Manager/assistant co-Manager). We hold the event at the annual Summit conference of the STC (as this is the time that the most CMTY NAME members are in the same city at the same time).The meeting usually consists of an ice-breaking activity, reports, a workshop component, and a door prize ceremony.Calendar remindersSet up a reminder in your personal calendar a week in advance of the meeting to send the meeting notice out and get ready for the meeting.Set reminders in your personal calendar for each of the significant events throughout the year as shown below in the calendar: at a minimum, these should include the Summit planning meeting, a CAA Planning meeting, various deadlines for Summit presentation proposals, nominations for CMTY service awards, Budget submission, and the CAA application.year: CalendarExecutive MeetingsEventsWebinar ScheduleJanuary year: – noneTransition meetings with (outgoing) and (incoming)CAA Application due ________________17 February (Name1)17 March (Name2)21 April (Name1)Summit PlanningDate/Title19 May (Summit hiatus)Attend Communities receptions, social eventsHonors/Gala receptionDate/Title16 June (Name2)15 September (Name1)Budget PlanningDate/Title27 October (Name2)Budget due next monthDate/Title17 November (Name1)Elections15 December (Christmas hiatus)YYYY CalendarExecutive Meetings (3rd Tues.)Other Events and RemindersWebinar ScheduleDD January YYYY Introduce new assistant co-Managers!January DD, YYYY CAA application dueWebinar #1 date Presenter: NameTopic: ________DD February Announce Contest to come up with a Theme for the Summit IDL business meetingDD March DD April Virtual Progression, 9:00 AM to 10:30 PSTNo meeting in May (Summit hiatus)Webinar #2Presenter:Topic:DD-DD May: SUMMIT (Anaheim, CA)Honors ReceptionCommunities ReceptionCMTY Business MeetingDD May –HH:MM AM Theme Breakfast/Dinner: General Members’ Meeting (Name1 and Name2)DD JuneYYYY CAA Planning MeetingDD JulyDD AugustWebinar #3Presenter:Topic:DD SeptemberDD October (chaired by incoming co-man #1)Budget Planning Meeting2DD2 November (chaired by incoming co-man#2)November ?? hosted by Jamye Sagan, STC-CMTY NAME Virtual Open HouseBudget DueWebinar #4Presenter:TopicDD DecemberTransition meeting: Name1 & Name2 + 2January YYYY CAA Application dueNotify STC office (elaine.gilliam@) of new co-managers and other elected leaders The CMTY NAME Policies and ProceduresThe name of our community is STC ________________________.We have a strict policy against appearing to endorse or support particular companies. Any CMTY NAME e-mail address needs to have a clear plan for monitoring and supporting the address over time, and a designated person who is able and available to do that. It’s better to minimize the number of addresses, to cut down on work and to keep things simple for our members and volunteers. Student rates (to attend webinars) is intended to give a break to technical writing students who are studying full-time and probably have a low income. It’s not meant to give a discount to non-members who are working full-time and taking a couple of classes.The official policy on this is probably buried in the exec meeting minutes of the past few years. It would be good to be able to quote it if this question comes up again, and to clarify the meaning where the admission price is mentioned in the meeting announcements. Volunteer PositionsEach team shall have a team lead / contact person to make sure information is flowing smoothly to and from the team, and that jobs don’t fall through the cracks. Each team lead should be aware of and commit to doing all of the above, and be prepared to train and mentor new people. New volunteers must be informed where to look on Google Drive to find out more about their team’s responsibilities, contact information for CMTY leaders and the annual calendar of events.The Volunteer Coordinator’s job is to maintain an accurate list of volunteers, and to manage volunteer recruitment, screening, assignment, training, monitoring, tracking, and mentoring, in consultation with the co-managers and other team leads.We need to recruit a volunteer to create Job descriptions and task outlines for each team lead and voted-in position (Co-manager, Secretary, Treasurer).Website Updates (Postings)We don’t currently have an approval process for posts on the site. In general, it is advisable to run things by any interested parties (Volunteer Coordinator for volunteer topics, Programs Lead for program announcements, etc.) in case they have additional information that might affect the post.There is no official time line for web updates; they are done on an ad-hoc basis.Secretary (Minutes/Agendas)Minutes of CMTY Team Lead meetings are to be created by the secretary and posted to the Google Drive in the folder Meeting Records, in the appropriate year sub-folder.Summit General Meeting minutes are taken by the secretary, named appropriately, and posted to the Google Drive in the folder Meeting Records, in the appropriate year sub-folder.Discussion listSend emails to CMTY-discuss@mailer.We try not to spam our members with emails. As a rule, we only send out announcements for CMTY NAME events and news. Non-CMTY event notification would require co-managers’ approval. (It would have to be something of real interest to our membership). We never disclose the email addresses of those on the list. Emails are sent with the return address of title@stc_Announcement ListSend emails to cmty-announce@mailer.Only the CMTY co-managers can post to the Announcement listThe CMTY BrochureThe trifold CMTY NAME brochure was created in YYYY for distribution at the Communities’ Event at the STC Summit. It was well-received, and updated for the year: Summit. Pending changes to the Scholarship program in YYYY will see additional changes being made to the brochure copy.Annually, verify email addresses below, and then send a PDF of the file to each geographic and student chapter. Ask them to print a few and have them available for their members at chapter meetings. (The email qualifies as a CAA proof of outreach.)3619501459865SAMPLE00SAMPLE3524251288415SAMPLE00SAMPLEDistribution of the CMTY BrochureWe distribute the brochure at the Communities Reception at the annual STC Summit.Annually, verify email addresses below (on the STC website); then send a PDF of the brochure file to each geographic and student chapter. Ask them to print a few and have them available for their members at chapter meetings. (The email qualifies as a CAA proof of outreach.)STC Alberta: president@stc- Atlanta: hdspeck@Austin: christopher@Australia: president@stc-.auBerkekley: membership@stc-India: manisha.sardana@Carolina: christinaemayr@Central Iowa: n/aCentral New York: ann@Charlotte Regional: crc.stc@Chicago: president@stc-EastBay: lizmiller.22@Houston: president@stc-Eastern Iowa: president@France: president@East Tennessee: stc.east.tennessee.chapter@Huntsville/N Alabama: nthmix99@Canada West Coast: president@stcwestcoast.caLone Star: prez@stc-Los Angeles: president@Manitoba: andrewquarry@Orange County: president@Pittsburgh: ake3@Twin Cities: bberesford@New York Metro: president@New England: president@New Mexico Kachina: president@stc-nm-Orlando Central FL president@stc-NorthEast Ohio: brian.smith.neo@Puget Sound: Stacey.e.stevens@Sacramento: president@Phoenix: president@stc-Southern Nevada: stcsouthernnevada@San Diego: pres@stc-San Francisco: info@stc-Rochester: president@stc-Rocky Mountain: president@Washington DC-Baltimore: president@wdcb.Santa Barbara: president@Toronto Ontario: stctoronto.president@Willamette Valley: president@Silicon Valley: president@stc-SE Michigan: president@stc-Philadelphia Metro: president@SW Ontario: president@stc-Suncoast: kcdadamo@West Michigan Shores: balkemas@ferris.eduWisconsin: president@stc-Student Chapters>>Iowa State U: chkostel@iastate.eduJames Madison U: passer@jmu.eduAustin Peay St. U: majord@apsu.eduBrigham Young U: danette_paul@byu.eduMercer U: brewer_pe@mercer.eduMissouri S&T: malonee@mst.eduMissouri State U: KrisSutliff@MissouriState.eduTexas Tech U: craig.baehr@ttu.eduU of Minnesota: horva003@umn.eduU North Texas-Eagle Technical Communications: awfout@Utah State U: rylish.moeller@usu.eduThe Annual CMTY NAME Virtual Open HouseAn annual occurrence held in November each year, the CMTY invites all interested people to attend the CMTY NAME Virtual Open House for an hour.Announcement detailsThis is a chance for others to learn more about our group, and member benefits, and to meet some of our leaders.Instructions for accessing the Open House are located in the Eventbrite invite.If you cannot attend, we record the festivities so it can be viewed later.Please share this invitation with your colleagues so they can learn more about the CMTY.If you have any questions, please email membership@stc_.The CMTY Information SheetThe CMTY Information sheet has been replaced by the CMTY brochure (see page PAGEREF _Ref433581620 \h 11). However, it might be useful for outreach in addition to or instead of the brochure.Mission StatementOur mission is to help STC members identify and develop knowledge and practical skills for [fill in your community information here]. The CMTY strives to promote sound design practices and provide information and education about [fill in your community information here].GoalsBuild the [fill in your community information here] skills of members at all experience levels, leveraging the knowledge of experienced members to deliver formal and informal guidance to the community of practice.Build the CMTY NAME through a proactive combination of activities that includes member recognition, internal and external partnerships, and awareness activities.Provide a forum and mechanism for the free exchange of knowledge, ideas, and skills.ResourcesResources available to members of the CMTY include:Web site: Events: _____________‐related web seminars; Virtual Open House, events at the annual STC Summit conference, including a CMTY membership meeting and networking event.Newsletter: Our award-winning newsletter, [fill in your community information here], is published [interval].Discussion list: A forum for and sharing questions, [fill in your community information here] information and experience.Announcement list: A one-way mailing list to members and those interested in the CMTY, where we announce programs and events such upcoming webinars, special events, CMTY conference activities, and other CMTY and member news. Social Media: Follow us on Twitter (@CMTY) and Facebook! 444881018224500Leadership TeamOur friendly leaders can tell you more about our community and how you can be involved. Find out more about us by visiting the Leadership pages on our web site. Go to and click About > CMTY Leaders and About > CMTY Committees. Ten Benefits for 10 Bucks (for SIGs)One must be a member of STC before you can join the [fill in your community information here]. For an extra $10, it’s worth it. Here are ten benefits you can enjoy for only ten bucks!Website: Bookmark the CMTY NAME website as one of your Favorites.LinkedIn Group: You must have a LinkedIn account and be a CMTY member to join the group at http:/ [fill in your community information here].Twitter: Follow us (@[fill in your community information here]) for timely tweets.Webinars: Read about and sign up for webinars by clicking the CMTY EVENTS tab of the CMTY NAME website. Members pay a reduced rate for any CMTY sponsored webinar.Surveys: Read about the survey results at . [fill in your community information here].org/discussion-lists/surveys/. The survey questionnaires are available to members only!Newsletter: Everyone can read about the latest trends in [fill in your community information here] at . [fill in your community information here].org/newsletter. Why not write an article sharing your expertise? Contact the Editor at newsletter@[fill in your community information here].org.Events: Join us at the STC conference, and get to know us at the CMTY Annual General meeting and the Communities Reception. We also gather for informal meetings during the conference.CMTY NAME Discussion List: Our discussion list is a great resource for posting questions and sharing [fill in your community information here]experiences. Go to [fill in your community information here]-discuss to join. Once you have submitted your request, be sure reply to the email to confirm your subscription. Then, you can send messages to the list addressed to [fill in your community information here]-discuss@mailer..CMTY NAME Announcement List: This is the SIG?s communication line to you. We make important announcements about surveys, election ballots, conference details, newsletter availability, and other CMTY business. We send an average of two to three announcements per month to all CMTY NAME members. Go to [fill in your community information here]-announce to join. Once you have submitted your request, be sure reply to the email to confirm your subscription. Then, you can send messages to the list addressed to [fill in your community information here]-announce@mailer..The CMTY NewsletterInstructions to be added.The List ManagerInformation to be added about the mailing lists for the CMTY.The Membership CommitteeSenior Members, Student members and Associate FellowsIt is the responsibility of the Membership Committee or manager to scan the membership roster for candidates to nominate themselves (or be nominated to) Associate Fellow (senior members) or Fellow (Associate Fellows) or, for students, to apply for the Sigma Tau Chi and Alpha Sigma rmation regarding each of the Society-level awards is described on the STC Website, along with qualifications, application forms and the process. Deadlines for applications are normally mid-Fall. You would run the roster from My STC > Community Reports and save it into an Excel file. Associate FellowsTo find members who are eligible to apply for Associate Fellow, sort the roster by grade, then STC Join date. The target population is those who have been senior members for at least 10 years (grade=SRM).To be considered for election as an Associate Fellow, a candidate must have been active in technical communication for at least 15 years and have fulfilled ten years of service as an STC Member, as of the application submission deadline.Your job is to remind the senior members that they are eligible if they meet the criteria outlined in the guidelines, found on . Including a summary of the process in your email would be helpful.FellowsAssociate Fellows must hold that rank for at least three program years before they can receive the rank of Fellow. For example, those members who became Associate Fellows in May 2015 cannot apply for Fellow until fall 2017. If qualified, those applicants become Fellows in May 2018, three program years after receiving the rank of Associate Fellow. The Fellows Committee will contact eligible Associate Fellows and invite them to apply for Fellow.Student AwardsThe student honorary societies Sigma Tau Chi (STX) and Alpha Sigma (AS) recognize student members of the Society who have distinguished themselves as students and have demonstrated promise of future contributions to the Society and the profession.Membership in STX is an honor given to students enrolled in a program in technical communication, who have a cumulative grade point average of 3.5 or above, are exemplary in participation in STC, and demonstrate a potential for significant contribution to the profession.Membership in AS is an honor given to students enrolled in a program in technical communication who have a cumulative grade point average of 3.5 or above, demonstrate active participation in STC, and have the potential to contribute to the profession.Your job is to remind the student members that they are eligible to apply for the awards if they meet the criteria outlined in the guidelines, found on . Including a summary of the process in your email would be helpful.The Roster-Compare MacroThis macro is distributed courtesy of the Rocky Mountain Chapter of the STC.How to Run the Roster-Compare MacroBefore You Begin:Download a new member roster from the STC website for your community. Save the new roster in the same folder as the old roster for ease of retrieval. Steps for Running the Macro:Open the Macro. Note: Answer Yes to the question, to enable the macro to proceed. Leave Previous Roster and Current Roster fields blank. The macro will fill them in automatically. Click on the square in column C marked Compare Rosters. Result: a dialog box displays, reading: Select Spreadsheet Containing Previous Month's Roster. Navigate to the correct file name and click on it. Result: a dialog box display, reading: Select Spreadsheet Containing Current Month's Roster. Navigate to the correct file name and click on it.Follow the prompts. The macro will ask you to identify certain cells containing a member ID, a first name, and a last name for both of the rosters.Result: a list of new members is displayed since the previous roster was created. Save the new file as xls or xlsx and close. The Mentoring TeamContent to be added.The Nominations CommitteeContent to be added.The Programs Committee (Webinars)Obtain the login and password for Connect from Roger Rentaria or STC Head Office: What: To fulfill its mission of promoting sound design practices and providing information and education about [fill in your community information here].Who: The current team lead is _________________. The programs team is best served by three additional volunteers. Other team members help rehearse the speaker, acting as audience members to test the acoustics and Connect settings. One team member can handle the Letter of Agreement that each speaker should sign prior to their presentation.When: We aim for four (4) webinars per year, but more are possible if the team lead can find enough speakers and volunteers to help run the webinar, including a practice session.Why: The CMTY raises a significant amount of operating funds via IDL-related webinars that are generally well-received, provided we do enough advertising.Where: online, on the third Thursday of the month (or as otherwise organized), from 10 AM to 11:30 AM, Pacific time. (11:00 AM Central, 12 noon Mountain, 1:00PM Eastern)and How: with good humour and great cheer.Webinar Website ActivityStart by creating an Eventbrite event for the webinar. Use your community’s user name/email: ____________________________Look at past events for format and best practices. Using the Eventbrite event, create a new webinar event and post for each webinar.You can copy/paste from Eventbrite into WordPress for a quick setup. Include a “Register on Eventbrite” link to the Eventbrite event at the top and bottom of the post and web event. We use the URL of the post for social media and emailed PR.We use the event for the calendar plugin.WordpressUse the NextGEN Gallery plugin for loading batches of photos.Use the Media library for photos if you only have one or two.Content buckets to fill before posting:TitleDescriptive paragraph about the webinar.Descriptive paragraph about the speaker.Dates and times.Special notes.PayPal is up and working on Eventbrite.Possible Webinar Ideas/Topics/Suggested SpeakersIdea #1Idea #2Idea #3A virtual progression after the Summit annual conferencePast Webinar topics and speakersWebinar Organization BasicsFor PR purposes, you need to gather some basic information about the presenter and their topic. Email the presenter at least two months to 6 weeks in advance to start the process. Here is a sample email format:Subject: Presenter Information NeededHi xxx,We are looking forward to listening to your presentation on {topic}, presently booked for {date}.The first announcement about your webinar {title}, will be distributed {date}. To meet this date, please provide the following information by {three days in advance}:Your bioPhoto, at least 200 x 200 pixel in png, jpg or gif format, maximum 500 kb?Your name, title, and company nameA description of the WebinarPlease confirm these dates & times:Review your presentation?for interactivity and questions {date}Rehearsal {day}, {date} {time}Webinar: {day} ,{date}, {begin time AM/PM} – {end time AM/PM} (Time zone)Please note: Your computer needs to be set to a resolution of 1024 x 768 for recording.Please send a pdf of your handout to {email address} by {date}.Letter of AgreementEach presenter must complete a Letter of Agreement. This sets out the terms and conditions that the presenter agrees to, with webinar specifics and payment expectations. Those responsible for marketing the webinar can extract much of the marketing material from the LoA, which argues for its speedy completion – as soon as possible.Issue the letter as a Word document using CMTY letterhead. Part of the purpose of the LoA is to impress upon the presenter that this is serious business and we don’t want a no-show. We would hate to disappoint any webinar attendees who signed up and paid for the event.Here is the content of the current LoA (as at MM, YYYY:):To:{presenter name} RE:{Webinar Title} on {Day}, {MMM DD, YYYY}, {time} {time zone}Dear {presenter},Thank you for agreeing to present on {Day}, {MMM DD, YYYY }for the CMTY NAME of STC. We have scheduled the rehearsal for {day}, {MMM DD} per our {telephone/email} conversation of {Day}, {MMM DD}.To help ensure a successful event, please review and then sign this Letter of Agreement (LoA) outlining the terms and conditions for this webinar.General InformationAudienceThe audience for this webinar includes [fill in your community information here], and other related professionals, both members and non-members of the CMTY NAME and/or STC. They come with a variety of experience in _______________________________ ranging from novice to 20 years and more.Deliverables and SpecificationsYour primary deliverable will be a Microsoft PowerPoint? presentation or Adobe? Acrobat PDF for use in the webinar. The CMTY’s Program Committee will review your presentation and may request revisions to ensure that your presentation works with our webinar tool and provides our attendees with an engaging, interactive experience.If you choose to share your presentation and/or provide handouts to the attendees, please provide these materials in a secure PDF format and email them to the Program Manager 4 to 5 days in advance of the webinar. Your webinar will be approximately 1.5 hours, which includes one hour for the topic and a 15 to 30 minute question-and-answer (Q&A) session between the attendees and you. We can email you any questions that you would like to follow up on after the presentation.Please note that CMTY NAME webinars are recorded. We make the recordings available to all paid, registered attendees who cannot attend and request a copy. The CMTY NAME will also make this recorded webinar available to others on our website for a fee. Our current webcasting tool permits viewing of your desktop, polling questions, and chats. The CMTY NAME provides this tool at no cost for this webinar. In preparation for the webinar, please submit a draft of your presentation to the CMTY NAME Program Manager at least 15 days ({date}) before your scheduled webinar date. This timeframe allows for a review of your presentation in order to provide feedback to ensure an interactive presentation within the webinar tool. In addition, there is a one-time dry run rehearsal where you will have the opportunity to work with the webinar tool and the Program Team, if required, to: practice moving the slides, annotating slides, reviewing the polling questions, and working with the chat area. We usually hold the dry-run/rehearsal 2 to 7 days in advance of the actual webinar. If needed, you and/or the Program Team may request additional rehearsals. Program Team members will be available to help during your webinar presentation.RemunerationProvided more than 10 people register for the presentation of this webinar, you’ll receive a flat rate of $100 and an additional 10% of all registration fees. This remuneration will be calculated and paid (for SIGs) by the STC main office approximately 2 to 3 weeks after the webinar. If more than one person presents, one of you will receive the remuneration and divide it between the others. An address to which STC can mail the payment is necessary.Presenter’s ResponsibilitiesThe presenter’s responsibilities are:Prepare the draft(s) of the presentation, including polling questions.Modify the presentation as requested by the Program Committee.Rehearse the presentation with the Program Team until comfortable with all features of the tool.Prepare any handout materials and make them available to the Program Team at least 5 days before the webinar event.Present the webinar to attendees and answer questions in the Q&A section.Provide feedback to the CMTY NAME Program Team.Program Committee ResponsibilitiesThe Program Team and the CMTY NAME will:Publicize the webinar event to both CMTY and non-CMTY members throughout STC and to other related organizations.Review, rehearse, and provide feedback to the presenter(s) to ensure an interactive experience within the webinar tool.Add polling questions to the presentation with the webinar tool.Be present during the webinar to facilitate chats and Q&A sessions. Troubleshoot any technical difficulties before and during the webinar.Provide feedback to presenter(s) and to the CMTY Leadership Team.Welcome the attendees, introduce the presenter(s) and webinar topic, as well as close and thank the presenter(s) and program team.Joint ResponsibilitiesThe presenter and the Program Committee will work jointly together to: produce the presentation, conduct the webinar, and provide feedback and debriefing after webinar.Terms and Conditions of the WebinarThe Presenter agrees to present {topic or title} on {day} {date} (@ {time} {time zone}), as part of the STC CMTY NAME Webinar Program.In return, the Presenter will receive an honorarium that includes a flat rate of $100 plus 10% of the gross receipts of the webinar. If fewer than 10 people register for the web seminar, the Presenter understands that the honorarium will be $50 for the session.The Presenter agrees to comply with all program-related deadlines provided by the IDL SIG, including, but not limited to, deadlines for handouts, etc.During the presentation, the Presenter(s) will not engage in any type of promotional marketing or selling of any product or service.During the presentation, the Presenter will not disparage CMTY NAME and/or STC in any way.In the event of an emergency that prevents the Presenter from meeting their obligations as a speaker, the Presenter will contact either the CMTY NAME Manager and/or the CMTY NAME Program Team Manager, immediately. Failure to do so constitutes forfeiture of the honorarium.The Presenter grants to CMTY NAME STC a royalty-free license to record and distribute the presentation (audio, handouts and presentations) in any format in the future, with appropriate attribution to the Presenter. The Presenter retains copyright ownership of the content of the presentation, and that the grant of this license does not prohibit the Presenter from using the presentation in any way or from allowing others to use it.The Presenter represents and warrants that the presentation does not violate any proprietary or personal rights of others (including any copyright, trademark and privacy rights), is factually accurate, and contains nothing defamatory or otherwise unlawful. The Presenter has the full authority to enter into this agreement and has obtained all necessary permissions or licenses from any individuals or organizations whose material is included or used in the presentation.The Presenter authorizes CMTY NAME STC to use their name, likeness, photograph, and biographical data for use in and promotion of the webinar.The Presenter hereby indemnifies and holds the CMTY NAME and STC harmless from and against any and all claims, expenses (including reasonable attorney’s fees), and liability whatsoever arising, directly or indirectly, out of (A) their actions or inaction at, or participation in, the program (including but not limited to any injury or damage which they may suffer as a result of their participation in the program) and/or (B) the breach of any of their covenants, obligations, representations or warranties set forth in this Agreement.By signing this Letter of Agreement, the Presenter understands and agrees to the above terms and conditions.Please sign two copies of this Letter of Agreement; keep one for your records and send one to the CMTY NAME Manager by email.By typing your name in the field below, you are indicating your acceptance of the information in this document.Date _______________________Presenter’s name______________________ Address ______________________________________________Phone _______________Again, thank you for agreeing to present your topic. We look forward to your presentation.Sincerely,{Team Lead}, CMTY NAME STC Program ManagerEmail: programs@stc_ The Publicity TeamInformation to be completed.The Google Account Sign in info Here is the Google account for the STC CMTY NAME Managers: [fill in your community information here]@, pw ___________________Recovery info Phone number; email of person who signed up for the serviceMembers with access to the shared Google Drive: Immediate Past CMTY co-managerAnnouncement and Discussion Mailman List manager (ex-website)Treasurer Social Media, Survey manager(ex-programs)Secretary, Membership manager Ex-Publicity, ex-Website managerCMTY co-manager Ex-websiteImmediate Past CMTY co-managerCMTY co-managerMentoring manager Scholarships manager Programs manager, Website manager The Google Drive About STC CMTY NAME shared files The Scholarships CommitteeTo whom announcements regarding Scholarships should be sent: ___________Location of group files: __________________ Description of information found in files at above location.Calendar of events for this committee:The Social Media Portfolio CommunicationsAll communiqués to CMTY NAME members are electronic. To facilitate electronic communication, we use our Community’s Web site, our newsletter, two email lists, and a LinkedIn group. The lists are:Discussion list – This list is the community’s main way of sharing [content type] information. Topics of discussion have included various tools, job openings, course development time estimates, online resources, and much moreAnnouncement list – This list is a one-way means of keeping you informed about upcoming CMTY NAME events, calls for proposals, newsletter publications, and much more. The prefix ANN or JOB appears in the Subject line of all CMTY NAME announcements.LinkedIn – Go to?[fill in your community information here] to subscribe to our group on LinkedIn.Facebook name Linked In Twitter name Eventbrite Email: [fill in your community information here]Pswd: [fill in your community information here]The SummitPlanning: update this document annually: Summit Planning\year:\year: Summit Planning.docxWhere to find us at the Summit: update this document annually: Summit Planning\year:\Summit Email to Members.docxThe Survey TeamInformation to be supplied.The TreasurerJob description and duties, term, succession planThe Budgeting ProcessIn late September/early October of each year, STC Head office will distribute a new budget format. This will likely go directly to the Treasurer, but Managers should also be aware of the budgeting process.The budget template has three worksheets – one for Instructions, one to calculate Community Funding, and then the Operational Budget.Sample print screens of the YYYY Operational Budget are included for your reference on the pages following:The Volunteers TeamInformation to be suppliedThe Website – [enter your community information here].comWe have a great website hosted by the STC main organization. It is created in the Blaskan theme in Wordpress.As co-manager, you need to have access to update the website. The current web manager is ______________, and s/he can authorize you if you send in your email address. Record your user id and password someplace safe since we don’t want to record that sensitive information here. (As long as you know your email address, you can recover a lost password easily, however.) To edit the website, navigate to [enter your community information here]/wp-admin/. The concept of the website is to gather news and stories and resources of interest to our community. Monthly, all new posts during the previous month are collected and “archived” (in a manner of speaking) into a monthly newsletter that is available on the website but is also emailed to group members via the Announcement list.In Wordpress, there’s a difference between a post and a page. Also on our website are pages of more-or-less static information that are always available. Articles, stories, events and announcements are typically posted as ‘posts’ while the information on ‘About’, Scholarships and Resources (for instance) are always there.The way you can tell the difference between a post and a page is posts are time sensitive and news-y and pages are stable over time. There is a good video explaining the differences on our Getting Started with WordPress page There are no costs paid by the CMTY for hosting fees (which is why STC is encouraging all SIGs and communities to move their websites onto the STC host). The CMTY NAME was an early adopter of the move (YYYY) and it’s worked out well (after a lot of dedicated work by the co-managers at the time, with help from others.Annual CMTY site inventory and reviewThere is a notation on the annual calendar for the co-managers to get together with the Website team lead and review all the pages on the site to ensure everything is working well and required. Old, outdated pages should be removed. The website is a handy reference for gathering proofs of the SIG’s activities throughout the year, for the purposes of the Community Achievement Award application process.Additionally, the list of people authorized to update the website should be reviewed to ensure only current, active volunteers are authorized.STC website hosting contactIf there are any problems with the site and we need assistance, we are encouraged to email Kobla Fiagbedzi at kobla.fiagbedzi@.The Community Achievement Award (CAA) Application processThe CMTY co-managers collaborate on the CAA application in the second year of their term, and as their last “official” act in January after they are no longer co-managers. This practice arose from the fact that the new co-managers are very busy learning the ropes and taking up the reins of their new position, and the outgoing co-managers are very familiar with the activities of the previous year.The CAA application form is updated each year, and is posted on the STC website. It is imperative that this process not be left until the last minute: you will lose out on points you could have had if you had looked at the application during the year instead of only in January when putting the application together. It is advisable that monthly reminders are set up to provoke action on these items, such as the ones listed below (since the application form is updated each year, the following list may not be 100% accurate):Gathering proofs of formal and informal gatherings for social or educational reasons, where three or more CMTY members meet either virtually or in personComing up with innovative ideas and practices to provide value to CMTY members and promote the STCSponsor a competition (professional publications or a high school or college student writing competition)Partner with organizations outside of STC (i.e., PMI, ISPI, ASTD, etc.) where you shared information or held joint programsHave one or more representatives attend the YYYY STC Summit Leadership ProgramHave your community leaders attend STC’s Leadership webinars (when available)Promote STC membership (through social media, brochure distribution, contacting people directly)Promote Society activities such as the ISA competition, STC webinars, Summit, etc. Conduct leadership transition meeting(s) Have a leadership training/succession plan (for incoming leaders replacing existing leaders) Have a leadership plan for the year: leadership year which shows your leadership roles and responsibilities within your community plan for increased volunteer engagement, or a description of how you have recruited new volunteersResearch your list of Senior Members to find qualified candidates for Associate Fellow and encourage them to apply – Encourage students to apply for the Sigma Tau Chi and Alpha Sigma awards. Encourage eligible Associate Fellows to apply for Fellow Encourage your members to take on a leadership role in the technical communication community by presenting at an STC regional conference, the STC Summit, or any local non-STC conference In addition to the Mentor Board, mentor students and other STC members. For example, this can be a face-to-face or virtual program on resume writing or interview skills Hold a contest of any kind (for example, logo design contest, membership drive contest, etc.)Recognize exceptional volunteers within your community. Use community funding to promote member education. This can include any program that your community organizes that has a teaching elementProvide outreach to students to promote STC and/or technical communication (i.e., job fair, resume workshop, informational interviews, providing judges at local science fairs, scholarships, etc.) Publish a newsletter or blog at least quarterly and share links to (or copies of) each newsletter or blog with two or more other communitiesShare one or more of your programs with at least two other STC Communities (evidence of this can be a copy of your e-mail invitation)Engage in social media for the promotion of STC and your community: list your social media outlets, with screen shot examples of postings. Include the number of followers in each groupProvide outreach to other technical communicators in areas outside of your immediate geographic area. SIGs can count this by having their members reach out to local technical communicators. Encourage member involvement with the STC Body of Knowledge. List and provide details of your community members’ contributions to the BOK Partner with local businesses to promote STC and its programs. Note: this is different than sponsorship in that you are not asking the businesses for donation of funds or meeting space. A partnership can be, for example, a local company that employs technical communicators and is willing to place STC brochures in their lunch room. Or, it could be a local copy shop that is willing to give STC members a discount on business card printing. If you have a creative activity or accomplishment that has not been credited in any item in this application but that you feel benefits your members and the Society and can applied by other communities, give us the details hereWhen the time comes to complete the application form, devise a numbering system (if the application form still doesn’t have one embedded in it), so that you can tie the supporting documentation to the individual questions. Add that numbering system to the file you will ultimately send in with your application, and use the numbering system in the file names of your supporting documentation.To be elaborated on…. The Succession Plan (Leadership Transition)The term for the CMTY co-managers is from January to December of two consecutive years beginning in an odd year (2013-2014, 2015-2016, etc.).During the first year of the co-managers’ tenure, we put out a call for nominations and approach likely individuals to find co-managers to replace the incumbents. When two or more CMTY members agree to be nominated, we hold a week-long election that is managed by the Surveys team lead.Election processInformation to be completed.At the end of the election process when the newly-elected persons are announced, an email is also sent to Head Office (Elaine Gilliam) to advise them of when the changeover in managers will take place.Assistant Co-managerial dutiesThe assistant co-managers are silent partners for the incumbent co-managers, helping out where necessary and taking on a team as lead where desired or required. It is also wonderful to have assistant co-managers that can take on a special project such as organizing for the Summit, getting involved with Programs/Webinars, or the Virtual Progress or Virtual Open House. The assistant co-managers might be asked to lead a monthly meeting if both co-managers cannot be present. However, before the incumbents’ term is up, each assistant co-manager ought to have led at least one monthly meeting (with at least one incumbent co-manager attending in support) as part of their training. Transition processIn December of the last year of the incumbents’ term, or January of the first year of the new co-managers’ term, transition meetings are set up to go over this manual in detail and answer any questions the incoming co-managers may have. This manual is shared with the incoming co-managers as soon as they are elected. Between them, they should decide how to allocate the responsibility for maintaining the manual.It is normal and to be expected that the outgoing co-managers will remain available and responsive by email to help the transition go as smoothly as possible. No matter how good this manual is, it’s no replacement for the human touch.Succession Planning and Transitions for leadership positionsReview and use the following form to make the transition between leaders a smooth process:STC CMTY NAMESuccession planning for new CMTY leaders Use this checklist to welcome and train new leaders and volunteers for success in their roles. As each item is completed, enter the date in the Completed field.PositionNew LeaderOutgoing Leader Date new leader startsTraining Checklist DateCompletedItemIf needed, update the position description and any supporting materials related to the position. Hold an initial meeting to discuss the position. Attendees should include the outgoing leader (or the person currently performing the role in an interim capacity), the incoming leader, and (optionally) a CMTY co-manager. Provide the new leader with a copy of the position description and answer any questions they might have about the position.Date of meeting: ___________________________Attendees’ names: ___________________ ____________________ Hold one or more training/orientation meetings with new leader. These sessions can be held by phone or using an online meeting tool. At these meetings: Go over the responsibilities of the role as recorded in the CMTY Managers’ Manual.Make sure that the new leader has the login credentials or authorizations needed to perform the role. Tell the new leader where to find the tools and resources needed for the role. Tell the new leader whom to contact with questions. Dates meetings held: ____________________Attendees: ________________Are meeting notes available? Y/N Advise the CAA coordinator when the meetings were held; provide emails as backup (for inclusion in the CAA application)Provide the new leader with mentoring and support for 2 months after they assume the role. ................
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