Newsletter Editor [Section]

Qualifications

1. Access to computer with desktop publishing or word processing software and internet access.
2. Previous experience with newsletters or other publications desirable.
3. Excellent writing and text editing skills.
4. Graphics/photo-editing skills a plus.
5. Excellent communication skills.
6. Willingness to be part of a team and take direction/suggestions from the section Council.
7. Understanding of the importance of professionalism. The newsletter is one of the public faces of AEOE and it is important for it to be professional in content and appearance. It may be used as a recruitment or publicity tool at conferences or sent to organizations that are not currently members for PR purposes, for example.

Duties

Responsible to the section Chair and council.

Quarterly Newsletter - Fall, Winter, Spring, Summer
See Newsletter Content for what to include in each issue.
See Past Newsletters for examples

Be an active, voting member of the section council - participate in discussions, attend meetings, vote on issues.

Design and produce a professional quarterly newsletter for the section.

1. Content:
   1. Include all Required Content in each issue - you may need to remind council members to submit articles in a timely fashion!
   2. Abide by guidelines for 501c3 non-profit organizations in newsletter content (e.g., political endorsements, advertising)
   3. Content should reflect and support the Mission of AEOE
   4. Solicit a "Word from the Chair" article from the current Section Chair for every issue.
   5. Coordinate with AEOE Public Relations/Outreach Coordinator, and section and state conference coordinators, regarding any needed fliers, other publicity for newsletter.
   6. Solicit articles about any upcoming outings from Outings and Adventures Coordinator, as needed.
   7. Solicit other articles for the newsletter from other council and board members, programs, individuals, or other sources, as needed.
   8. Write articles yourself as needed.
   9. Coordinate with council, state board, and other section's newsletter editor to ensure other necessary content is included in each issue.
2. Editing:
   1. Edit/revise all text submitted for publication as needed - spell and grammar check, fact check, revise for space and fluidity of prose.
   2. Submit draft to Section Council for review before going to press. This can be done by uploading file to Yahoo! Group for council.
   3. Perform revisions as requested by council and resubmit for approval as needed. Lather, rinse, repeat.
   4. Finished product should be balanced and clean in layout, rich in approriate content, and be of genuine value to our members.
3. Publication:
   1. Send electronic copy of final newsletter to Webmaster for publication on the AEOE Website
   2. Coordinate with membership chair for getting printed mailing labels in time for publication deadline.
   3. Print, collate, fold, staple, stamp, label, and mail each issue of the newsletter either with assistance of council, program staff or students or commercially, if cost is reasonable. (Recommend either having "newsletter folding party" with friends/staff or coordinating with council to fold during meetings, if not done by printers)
   4. Mail out newsletter in a timely manner - in time for published deadlines, as requested by council.
   5. Coordinate with newsletter editor of the other section, especially regarding publication of consistent spring conference registration information and form on the same date.
4. Budgeting/Materials:
   1. Become familiar with US Postal Service regulations regarding weight, postage, size, taping/stapling, and bulk mail possibilities. Note: bulk mail is not good for Spring Conference issue, as it can significantly delay arrival of timely material to some areas. Bulk mail also does not return bad addresses, so useful information is lost.
   2. Become familiar with sources of recycled and alternative fiber papers - make sure to use recycled or tree-free paper and indicate on newsletter.
   3. Make the best use of space in the newsletter to avoid wasting paper, and to keep weight down which keeps postage costs to a minimum as well.
   4. Search for or arrange the best deals in local printing without sacrificing quality of the newsletter.
   5. Communicate with membership coordinator on returned newsletters, so database can be updated, and paper isn't wasted mailing out newsletters to bad addresses.
   6. Keep records/receipts of expenses and either use cash advances from CFO, or submit expense reports with receipts to CFO for newsletter expenses. Work with CFO to stay within budget, or to adjust newsletter budget as needed.
5. Communication:
   1. Subscribe to Council and State Email Lists and read and answer emails - you will be an essential and active part of your section's council, and the council will depend on you to be in communication with them.
   2. Attend all the section board meetings. These include the Fall conference and Spring conference, and other meetings as scheduled.
   3. As a standing committee chairperson, newsletter editor has section council voting privileges. (Article VIII, Section L, E and F.)
   4. If you cannot attend a meeting, be sure to read meeting minutes to get necessary information for newsletter.
   5. See sections 1-4, above, for more communication requirements.

Newsletter Editor Compensation:

1. Quarterly Stipend (per newsletter)
2. AEOE will reimburse expenses (within reason) for special training, equipment or software (pending approval of the board)

Note: Newsletter is a standing committee and can be established as needed by the Section Council.

Posted Apr2001 by Dan Allison, Northern Chair, Updated 8/2/06 by Webmaster