www.nsbe.org/region4

National Society of Black Engineers

The Communications Zone Functional

Region IV SecretaryDorian Shepherdr4secretary@gmail.comRegion IV Telecommunications ChairJeremy Tillmanr4telecom@gmail.comRegion IV Publications/ Public Relations ChairLota Ilogur4publications@gmail.com

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Contents

Structure and Contacts1

Roles and Responsibilities2

Chapter Expectations3

Policies and Guidelines4

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

www.nsbe.org/region4

National Society of Black Engineers

August 16, 2008 Region IV Leadership Conference

Communications ZoneStructure and Contacts

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

RegionalPublications Chair

Chapter Publications

Chairs

Regional Public Relations Chair

Chapter Public Relations

Chairs

Regional Communications/Telecommunications Chair

Chapter Telecommunications

Chairs

Chapter Secretaries

National Communications Chair/

AE Telecommunications Chair

National (AE) Secretary & National (AE) Communications Zone Leader

National (AE) Public RelationsChair

National (AE) Publications Chair

Regional Secretary &Regional Comm Zone Leader

Communications Zone Structure

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Contacts

National Communications Zone Laura Jenkins

National Secretary nebsecretary@nsbe.org

National Public Relations Chairperson (OPEN) nebpr@nsbe.org

National Publications Chairperson (OPEN) nebpub@nsbe.org

Ninrat Datiri National Telecommunications Chairperson nebtcomm@nsbe.org

Christipher Jenkins National Communications Chairperson nebcomm@nsbe.org

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Contacts (Cont.)

Regional Communications Zone Dorian Shepherd

Region IV Secretary r4secretary@gmail.com

Jeremy Tillman Region IV Telecommunications Chair r4telecom@gmail.com

Lota Ilogu Region IV Publications/Public Relations Chair r4publications@gmail.com

www.nsbe.org/region4

National Society of Black Engineers

August 16, 2008 Region IV Leadership Conference

Communications ZoneREB Roles and Responsibilities

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Chair of Communications Zone Submit monthly reports – include entire zone Participate in scheduled conference calls Record meeting and conference call minutes -

distribute in a timely fashion Record and distribute action items Maintains communication guidelines Documentation creation, distribution and

archiving

Roles & Responsibilities

Secretary

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Roles & Responsibilities

Responsible for all regional publications Evaluate, approve, and finalize the general

content of the Chapter newsletter Develops flyers, newsletters, etc. to keep

members and other stakeholders informed Supply Chapter updates to National

Publications – The Alumni Arsenal, Career Engineer, The Bridge, and NSBE Magazine

Evaluate publication alternatives Maintain regional publication contacts

Publications Chair

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Prepare and submit articles affecting the public image and branding of NSBE to outside publications

Develop and distribute press releases Develop and maintain a list of PR contacts

(local newspapers, magazine, etc.) Design and distribute brochures containing

information about NSBE Identify other black engineering

student/professional organizations for the purpose of collaboration and/or support

Public Relations Chair

Roles & Responsibilities

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Roles & Responsibilities

Design, develop, and maintain regional websites

Assist Chapter Telecommunications Chairs with regional websites

Improve electronic communications throughout the region

Telecommunications Chair

www.nsbe.org/region4

National Society of Black Engineers

August 16, 2008 Region IV Leadership Conference

Chapter Officer Expectations

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National Society of Black Engineers

August 16, 2008 Region IV Leadership Conference

Secretary

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Secretary Duties from the By-laws

Record and report minutes/action items of ALL Chapter meetings and other Chapter business

Keep and maintain updated files of Chapter correspondence and be responsible for submitting old files to [me]

Revise and maintain Chapter By-laws and submit changes as they are proposed

Preside over the Communications Zone Produce an official transition report at the close

of the term of office

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Other Secretary Duties

Record attendance at all Chapter meetings Proofread Chapter magazines and web content Develop a Strategic Plan Prepare and submit monthly reports Vote Distribute NSBE related e-mails to your chapter Participate in conference calls

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Minutes/Action Items Protocol

Executive Board Meetings Record Call to order Date Roll Call-Attendance Summary Action Items Distribute the Minutes in a timely manner

www.nsbe.org/region4

National Society of Black Engineers

August 16, 2008 Region IV Leadership Conference

Telecommunications

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Develop/Maintain chapter website Participate in Conference Calls Serve as Chapter Technician

Responsibilities

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Chapter Website

Abide by NSBE Website Guidelines NSBE Logo Regional and National Links Additional Guidelines

Keep sponsors and peers up to date Before and After Event updates Pictures and Media preferred

Be professional Color Scheme Proofreading Content

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Chapter Technician

Make sure that A/V system is working properly for meetings

Try to promote the use of new technologies to make NSBE and student life more efficient

www.nsbe.org/region4

National Society of Black Engineers

August 16, 2008 Region IV Leadership Conference

Publications/Public Relations

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Chapter Responsibilities

Duties as outlined in Chapter Constitution and By-laws

Generate good publicity for your chapter Submitting Press Releases

School Newspaper Local Newspaper

Participate in conference calls

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Publication: NSBE Circuit

Region IV Newsletter: The Circuit Released once a month (1st of each month)

Monthly Themes

July – SCC December – Holiday/Christmas

August – RLC January – Back to School

September – Back to School

February – Black History

October – FRC March – National Convention

November – FRC April – Last Issue/Transition

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Publication: NSBE Circuit

Newsletter content Scholarships Corporate Connection Member of the Month Comic Relief Articles (NEEDED from You!!)

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Graphic Design

Important Software Adobe Photoshop Microsoft Publisher Microsoft Word Web media:

• Dreamweaver or some other web authoring WYSIWYG

Photo editing software Macromedia Flash or another animation program

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

PR Media Breakdown

Christipher JenkinsNational Comm. Chair

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

How to Write a Press Release

Public Relations: Two-way communication between an organization and its public to

create a positive image.

To Inform!

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

How to Write a Press Release

HEADLINE Subhead

Dateline—First Paragraph (5Ws)Second Paragraph—Supports the first with additional detailThird Paragraph—Typically includes a quote Fourth Paragraph—Includes additional info, but watch outFinal Paragraph—Boilerplate information

For Immediate Release For more information: Regional Contact 703-549-2207

public relations@nsbe.org

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

How to Write a Press Release

Clear sentence structure– Short paragraphs– Proper grammar– Simple words– Active voice– Associated Press Style

A SECOND SET OF EYES IS KEY

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Public Service Announcement

Public Service Announcements

• Spot announcements

• “as-recorded” spots Standard length

• 10 seconds, or about 25 words

• 20 seconds, or about 45 words

• 30 seconds, or about 65 words

• 60 seconds, or about 125 words (not as common)

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Strategic Planning: Chapter Focus

Primary Press Release Focus (2008-2009) A Walk For Education Fall Regional Conference Signature Programs from National Programs Zone NSBE Day (if applicable) Chapter Events

• Volunteer service, Quiz Bowl, anything that promotes your chapter!!! BE CREATIVE!!!!!

Press Release Medium School Newspaper (PRIMARY FOCUS) Local Newspaper (PRIMARY FOCUS)

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Action Item

Submit Contact Information What to submit: active email address Submit to: Regional Publications Chair Assigned To: All Chapter Publications Chairs Deadline: August 20, 2008

Obtain School and Local Newspaper Contact Information What to submit: Press contacts for college paper, local

news paper Submit to: Yourself, Regional Publications Chair Assigned To: All Chapter Publications Chairs Deadline: Sept 1, 2008

www.nsbe.org/region4

National Society of Black Engineers

August 16, 2008 Region IV Leadership Conference

Communication Policies, Guidelines

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

NSBE Logo and Nomenclature

Refer to the NSBE Acronyms List for NSBE acronyms

Use of acronyms Usage of “the Torch” Symbol should be used in all official

documents distributed to non-members The Torch should never be lonely!!!

National Society of Black Engineers

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Email Blast Policy

Regional Pertains to all emails sent by the Regional

Executive Boards to their respective Regional membership

All Regional email blasts must be sent using NSBE Online (NOL)

No more than 2 Regional emails can be sent out in a given week

Regional emails cannot be sent out on the 2nd and 4th Fridays of each month

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Templates Available

Meeting Minutes Website Press Release Flyer/ Brochure Correct logo Action Item

www.nsbe.org/region4

National Society of Black Engineers

August 16, 2008 Region IV Leadership Conference

www.nsbe.org/region4

National Society of Black Engineers

August 16, 2008 Region IV Leadership Conference

Functional 2Strategic Planning

(Marketing Your Event)

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Agenda

Target Audience/Market

Key Messages

Market Penetration

Desired Outcomes

Timelines / Resources

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Target Audience/ Market

Who is your target audience/market?

Do you have more than one target audience/market?

Are there other stakeholders?

Are you reaching the community the event is in?

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Key Messages

What is the key message you want to get out for the event?

What is the key message you need to convey to each target audience/ market?

Are your messages germane?

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Market Penetration

What are the best medium(s) for communications with each of the targets? Websites Radio Text messages Virtual Communication (E-blasts, eNewsletter, etc.) Written Communication (magazines, newspaper) Visit businesses or institutions

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Market Penetration

What is the back-up method of communication for each target?

Prioritize target market/audiences for the most impact

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Desired Outcomes

Audience numbers Conference site capacity vs. reach of marketing plan

Audience location A half-day event is taking place in New York City How much do you focus on the Alaska vs New Jersey

market? Audience characteristics

Do you want young professionals at event• should postcard be a colorful cartoon?

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Timelines / Resources

What is your budget? Who is the contact on the NSBE side? Who needs to be contacted or coordinated with

outside of NSBE? How soon is information needed and who needs it? What needs to be drafted and by whom? What formats are acceptable? When do the messages need to be out?

National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008

Execute

Develop the graphics

Deliver print ads

Distribute flyers

Update website

Visit schools and community centers

www.nsbe.org/region4

National Society of Black Engineers

August 16, 2008 Region IV Leadership Conference