CNH KEY CLUB

Division 28 South Executive

Assistant Application
The role of Executive Assistant is available to members of Division 28 South. Eligible applicants (see guidelines below)
must complete this application as directed and send it to the Lt. Governor-Elect Aldrin Santamaria for evaluation. The
chosen applicant will be announced at the April DCM.

SUBMISSION OVERVIEW
SUBMISSION DEADLINE
received by April 23, 2011
1. Read and understand the Executive Assistant Application Guidelines (below).E-MAIL SUBMISSIONS TO
2. Complete the divisional position checklist and e-portfolio (required). The e-
portfolio must
d28s.cnhkc.ltg@gma
include a cover page, the attached applicant form (see below), and supporting il.com
documentation. All documentation must be in pdf form. Subject: Exec. Assistant
3. Email the member checklist and e-portfolio to Lt. Governor-Elect Aldrin Application
Body Text: Identify wanted
Santamaria (d28s.cnhkc.ltg@gmail.com). Submissions must be received by April position & list attachment(s)
23, 2011. CC: Copy yourself

EXECUTIVE ASSISTANT APPLICATION GUIDELINES

RULES GOVERNING THE EXECUTIVE ASSISTANT APPLICATION
A. This application requires electronic signatures (e-Signatures) by the applicant and by the
faculty or Kiwanis advisor. E-Signatures for this application are defined as names and
requested contact information typed into the form. The inclusion of the e-Signatures means
the individuals identified have approved the application and all supporting documentation.
Any individual used to verify the application may be contacted for further verification. Please
do not include any digital signatures.
B. This application requires a final submission in the format of an e-Portfolio, also known as a
digital or electronic portfolio. E-Portfolio for this contest is defined as one, all-inclusive,
reflective portfolio presenting the best pieces of documentation or evidence of meeting the
contest standards. The only format for e-Portfolios is a single pdf file which merges all
information into one final document.
1. To support the creation of a small file size, please remember the following:
a. Include only the best samples of evidence
b. Compress all photos and individual files before use
c. Compress the final file
2. It is required that the file is saved as a pdf to maintain the integrity of the original documentation.
C. Applications are due no later than April 23, 2011 and the chosen applicant will be announced
at the April DCM (April 28, 2011). Applicants may be assigned either the role of Divisional
Secretary or Divisional Tech. Editor if there are insufficient applications for those two roles.
D. Due to the extreme demands of the division and the potential conflicts that may arise, NO
Club Presidents for the 2011-2012 Key Club year may apply for a divisional position.
E. This application requires completion and submission of the Executive Assistant Checklist, the
Executive Assistant Agreement to Serve Form AND supporting documentation.
1. The entire application needs to be submitted as one e-Portfolio.
a. The final report may not exceed 10MB
b. The final report may not exceed 41 pages of supporting documentation (Section F3). Page
limits are provided for the cover sheet and the applicant form but are not included in the final
report page count. (Therefore, the final report including the cover sheet, applicant form, a
possible blank final page used as a back cover will result in a 45 page document.)
2. Save the file as a pdf. Name the file: Executive Assistant_Your name
3. Submit the e-Portfolio electronically to Lt. Governor-elect Aldrin Santamaria at
d28s.cnhkc.ltg@gmail.com
EXECUTIVE ASSISTANT APPLICATION GUIDELINES
CONTINUED
CNH KEY CLUB
F. The report must include the following items
in this order.
1. Cover Page: 1 page maximum; personal creation, no form is provided
a. Name of Applicant
b. Position Name (Executive Assistant, Div. Secretary, or Div. Tech. Editor …)
c. Home Club, Division, and Region
d. Picture is optional
2. Applicant Form: 2 page maximum
a. Name of Applicant
b. Home Club, Club number, Division, and Region
c. Statement of Application: may not exceed 1,000 words
d. Summary of Achievement: Table of Contents
3. Supporting Documentation: Create a divider for each section that provides the following
information: 1) section title, 2) reflective statement that may address growth, accomplishments,
explanations, or other details that may assist the LTG-elect with understanding the selection of
best evidence provided and items not included. (1 page per section divider, 7 pages maximum)
a. Letter of Recommendation: 1-3; 3 page maximum
b. Divisional Position Checklist: 1 page maximum
c. Executive Assistant Agreement to Serve Form: 2 page maximum
d. Proof of Attendance: 1-3 pages; 3 page maximum
e. Task Achievements: 1-15 pages; 15 pages maximum
f. Kiwanis Relations: evidence of interactions with any of the Kiwanis Family
members; 5 pages maximum
g. Miscellaneous: 5 pages maximum
G. The following criteria will be used during the selection of the executive assistant:
1. Development and achievements of the member throughout the course of the year.
2. Character, attitude, and ways in which these qualities contributed to the club.
3. Participation on the Division, Region, District and International levels.
4. Demonstrates knowledge of Graphics Standards and incorporates it in their work.

CNH District, Region 5, Division 28 South Pandas

For more information contact
Aldrin Santamaria | Division 28 South LTG-elect |d28s.cnhkc.ltg@gmail.com
 CNH KEY CLUB
CNH KEY CLUB
DIVISIONAL POSITION CHECKLIST
INSTRUCTIONS: All of the following tasks are requirements for the Executive Assistant application. Proof of
completion can be verified with initials in the appropriate area by any of the approved individuals identified in the
certification section of this form. Note: You need at least two people to verify your tasks completed, but you have up to
four different people to use for this verification. Please type directly on this form.

CONTACT INFORMATION
1. APPLICANT 2. KEY CLUB OF
INFOAPPLICANT

5.
3. CLUB # 4. DISTRICT DIVISION 6. REGION
California-Nevada-
Hawaii

CHECKLIST
INITIAL ITEMS AND REQUIREMENTS
S
ATTENDANCE ARDSCLUB STAND-

Membership: Paid dues by December 1

Service: Completed a minimum of 50 hours as per Key Club International Constitution and Bylaws

Membership: Home Club is in good standing: has paid dues

Club Meetings: Attended a majority of regular club meetings

Divisional Council Meetings: Attended a minimum of six (6) Key Club Divisional Council Meetings
Kiwanis Meetings: Attended a minimum of one (1) Kiwanis Division Council Meetings OR attended a minimum of three (3)
regular Kiwanis meetings
Training Conference: Attended the Officer Training Conference OR the Region Training Conference

CERTIFICATION OF ORIGINALITY
THIS CERTIFIES THAT WE, THE UNDERSIGNED, VERIFY THE COMPLETION OF THE AFOREMENTIONED
REQUIREMENTS BY THE INDIVIDUAL NAMED ON THIS APPLICATION. ALL APPROPRIATE CRITERIONS HAVE
BEEN IDENTIFIED ON THIS FORM.
All requirements must be met in order to be eligible for this position. NOTE: All names, initials and contact information
are required if used as verification. Signatures from the school representative and the Kiwanis club representative
must not be by the same person. The below e-Signatures must be complete by at least 2 out of 4 people.

POSITION (CHECK ONE) E-SIGNATURE E-MAIL PHONE W/ AREA CODE

Key Kiwanis Facult Kiwani
Club Club y s
Preside Preside Adviso Adviso
nt nt r r
E-SIGNATURE E-MAIL PHONE W/ AREA CODE
Key Kiwanis Facult Kiwani
Club Club y s
Preside Preside Adviso Adviso
nt nt r r
POSITION (CHECK ONE) E-SIGNATURE E-MAIL PHONE W/ AREA CODE
Key Kiwanis Faulty Kiwani
Club Club Adviso s
 CNH KEY CLUB
CNH KEY CLUB
DIVISIONAL POSITION CHECKLIST
Preside Preside Adviso
nt r
nt r
 CNH KEY CLUB
CNH KEY CLUB
APPLICANT FORM
PLEASE TYPE ALL NECESSARY INFORMATION DIRECTLY ON THIS FORM.

CONTACT INFORMATION
1. APPLICANT 2. KEY CLUB OF
INFOAPPLICANT

5.
3. CLUB # 4. DISTRICT DIVISION 6. REGION
California-Nevada-
Hawaii

CATEGORY OF Application
IDENTIFY THE APPROPRIATE CATEGORY FOR THIS APPLICATION (SELECT ONE)
Executive Assistant Divisional Secretary Divisional Technology Editor

STATEMENT OF Application
Please keep statement under 1,000 words.

SUMMARY OF ACHIEVEMENTS
Compile a table of Contents for this application (report).
 CNH KEY CLUB
PROOF OF ATTENDANCE FORM
CONTACT INFORMATION
1. APPLICANT 2. KEY CLUB OF
INFOAPPLICANT

5.
3. CLUB # 4. DISTRICT DIVISION 6. REGION
California-Nevada-
Hawaii

CERTIFICATION
1. E-SIGNATURE 2. E-SIGNER’S EMAIL

3. E-SIGNER’S POSITION (CLUB PRESIDENT, CLUB SECRETARY, OR

ADVISOR)* 4. E-SIGNER’S PHONE NUMBER

*You must have your current (’10-’11) President or Secretary sign off.

PROOF OF ATTENDANCE ADDITIONAL ROWS MAY BE ADDED USING THE TAB KEY
LEVEL OF ACTIVITY
DAT SERVICE
PROJECT/EVENT CLU DIVISIONA INTERNATIONA
E HOURS
B L L
1.
2.
3
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
 CNH KEY
37.
CLUB
38.

All forms must be submitted to Lt. Governor-Elect Aldrin Santamaria by April 23, 2011. Failure to do so will
invalidate the applicant’s bid.
 CNH KEY
CLUB
EXECUTIVE ASSISTANT’S AGREEMENT TO SERVE
FORM
As an applicant for Executive Assistant of my division, I understand that some of
the mandated requirements of the position are as follows:

• To complete at least 50 hours of service to remain a member in good standing.

• To handle all divisional fundraisers/expenses, find divisional service projects/events, create
divisional cheers, spear-head divisional spirit and spirit items, and all other duties assigned to
me by the Lt. Governor of my division.
• To become well acquainted with my fellow divisional board members and to work together as
a team with them to plan divisional social, fundraiser and community service events and
promote member participation.
• To get to know all club presidents and to address their questions and concerns.
• To provide my current contact information (e-mail address and phone number) to fellow
divisional board members, club officers, the Faculty Advisor, Kiwanis Advisor, Lieutenant
Governor , and to update them on changes.
• To promote Key Club in my school and community, and recruit new members to my club.
• To have extensive knowledge of Key Club International and our CNH District, including a firm
understanding of KCI Graphic Standards.
• To train my succeeding executive assistant about my duties and responsibilities of office.
• To follow and abide by my club’s bylaws.
• To follow in favor of the best interests of the public or of members and /or the Kiwanis Family
as stated in KCI Policy I. Conduct of Unbecoming a Key Club Member.
• To not threaten the standing reputation of Key Club and/or Kiwanis through the use of any
inappropriate substances (i.e. unprescribed drugs, alcohol) or any other illegal or
inappropriate practices as deemed in KCI Policy I. Conduct of Unbecoming a Key Club Member.

To attend the following MANDATORY meetings and conventions:

• Key Club regular meetings at my school (attend all meetings with rare exceptions), along with
ALL Presidents’ Council Meetings and Divisional Board Meetings. It is also highly
recommended to attend Club Board Meetings.
• Divisional/Regional Events – attend ALL divisional socials, fundraisers, and service events.
• Monthly Division Council Meetings (DCMs) – attend ALL DCMs held each year, and ensure
that at least two officers from my club attend every DCM (including summer).
• Officer Training Conference (OTC), held in our division by the Lt. Governor on any date
between April, after the beginning of my term, and August.
• Regional Training Conference (RTC), held for our region by our region’s Lt. Governors on any
date between mid- September and early November.

The following are HIGHLY RECOMMENDED events to attend

• Key Club District Convention (DCON), April 2011 (Anaheim Convention Center).
• Fall Rally North/South held in November of each year – unless you are from Hawaii.
• Key Club International Convention (ICON), June/July 2011 (Phoenix, Arizona).

All forms must be submitted to Lt. Governor-Elect Aldrin Santamaria by April 23, 2011. Failure to do so will
invalidate the applicant’s bid.
 CNH KEY
CLUB
EXECUTIVE ASSISTANT’S AGREEMENT TO SERVE
FORM
Non-performance of these mandated responsibilities may result in removal
from the position to which I am appointed to by the Lt. Governor of my division.

In addition, I understand that the conduct of Key Club business by any

electronic means, such as websites, reflectors, e-mail, chat rooms, etc., must
be conducted with Key Club integrity.

[APPLICANT’S SIGNATURE] [DATE]

As this student’s advisor, I feel that he / she is qualified and willing to serve as
Executive Assistant for our division.

[KIWANIS OR FACULTY ADVISOR’S SIGNATURE] [PRINTED NAME]

As the parent or guardian of this applicant, I have read this “Agreement to

Serve” and am ready to support him / her throughout his / her term of office.

[PARENT OR GUARDIAN’S SIGNATURE] [PRINTED NAME]

General Information

[PRINTED NAME] [BIRTH DATE]

[MEMBER ID #]
[PREFERRED PHONE NUMBER]

[EMAIL ADDRESS]
PLEASE CIRCLE ONE

[ADDRESS] MALE FEMALE

DO YOU DRIVE?
[CITY] [STATE]
YES NO

[HOME CLUB]

All forms must be submitted to Lt. Governor-Elect Aldrin Santamaria by April 23, 2011. Failure to do so will
invalidate the applicant’s bid.