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TRAINING
SECRETARY
SUMMER
Presented by DSEC Sophia Nguyen
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CONTENTS
TABLE OF
Tasks &
Responsibilites
Monthly
Report
Resources &
Contact Info
Minutes &
Sign-in Sheets
Top 25
1 2 3
5 6
Top Tracking
Service Hours
4
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What are your duties as club secretary!
TASKS &
RESPONSIBILITIES
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DUTIES
take minutes and create sign-in sheets
for every meeting
keep track of all volunteer hours and
events
keep record of all club information
complete the monthly report and provide
all necessary proof
maintain active communication
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What is the monthly report? What feedback do we get?
MONTHLY
REPORT
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MAIN INFO
the Monthly Report is the only way the district
can know what you and your club are doing
the report will be updated every month by you
and include the month’s activities
fill out the Monthly Report to earn points for your
club for recognition (Top 25)
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TIPS
start early!
I recommend starting as soon as the report gets
uploaded to the website
ask questions under the “comment, questions, concerns”
section!
read feedback
feedback will usually be emailed on the 15th-25th of each
month
review the grading point system to maximize points earned!
Reporting Points 2024-25
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DUE DATES
receive 5 bonus points for
early submission
last day to send in
additional changes made
to the report to DSEC
last day to turn in report
monthly reports due date!
1-4
5
10
15
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MONTHLY REPORT FEEDBACK
after submitting the Monthly Report:
you, the club president, and the faculty advisor will
be emailed that month’s feedback!
in the feedback:
tells you what you can improve on
answers any questions asked
will NOT tell you how many points you earned
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What are these and why do we need them?
MINUTES &
SIGN-IN SHEETS
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GENERAL INFO
Minutes allow your club
and me to look back on
meetings and know what
happened! They also serve
as proof of meetings!
Sign-in sheets also show
proof of meetings and
help me know who
attended the meetings!
BOTH minutes and sign-in sheets are required for EACH
board and general meeting in order to get points!
Example Minutes Example Sign-in Sheet
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WHAT TO
INCLUDE
# of members present (sign-in sheet required)
name of school, date, time, and location
guests present
what the guest speaker talked about (if applicable)
announcements, motions, decisions made, actions to be
taken, plans, etc.
MINUTES
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HOW TO GET
MAX POINTS
filled heading with location/attendance details
included time commenced and time adjourned
label people's names and position
show actions taken or to be taken
include signature and date submitted at the bottom
MORE DETAILS = EXTRA BONUS POINTS
MINUTES
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TIPS
take minutes during the meeting
keep minutes detailed and professional (leave
out any side conversations)
maintain chronological order
if needed, voice record the meeting just in case
you miss something during the meeting
MINUTES
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WHAT TO
AVOID
using bullet points (only use when listing important
information)
submitting an agenda (they do not count as minutes
and you will not receive points for them)
including subjective language (remain relevant and
objective)
MINUTES
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SIGN-IN
SHEETS WHAT TO
INCLUDE
event name, date, time, and location
member/officer names AND grade
officer positions (for board sign-in sheets)
OPTIONAL: members’ initial/signiture and ID #
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SIGN-IN
SHEETS GOOGLE FORMS
I recommend using a Google Form to input attendance
saves time
better organization
can turn it into a QR code and attach to presentation
slides
Meeting Attendance Form Template
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Why and how should you track service hours!
TRACKING
SERVICE HOURS
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TRACKING
SERVICE HOURS
make a spreadsheet on a platform of your choice and
make sure to include the following details
members’ names
event name
date
# of individual service hours
Service Hours Form Template
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Mass Service Hours Spreadsheet Template
WHY TRACK
SERVICE HOURS?
total # of man hours is required for the Monthly Report
sign-in sheets are required for 100+ man hours so tracking
everyone's hours is crucial!
in case any members ask how many hours they have, you can tell
their hours and where the hours cames from!
*template courtesy of
Cypress Creek Highschool!
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How can we get Top 25?
TOP 25
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TOP 25
announced each quarter: in July, October, January, and
at LEDCON
take advantage of easy bonus points
the difference between #25 and #26 can be only 5
points
remind your club editor to submit their monthly editor
report!
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Where can you find secretary resources? How can you contact the DSEC?
RESOURCES &
CONTACT INFO
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WHERE TO FIND
RESOURCES
tokeyclub.com website > resources > officer resources > secretary resources
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CONTACT INFO
email: sophianguyenkci@gmail.com
phone: (832) 507-0796
instagram: @sophsofaa
t-o key instagram: @tokeyclub
groupme: invite link
remind: text @toclubsec to 81010
officer hours: last Monday of the month from 8-9 PM,
google meets code: wkx-bnma-xmg
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Do you have any question?
THANKYOU