National Society Daughters of the American Revolution Ann Turner Dillon, President General

Transcription

1 National Society Daughters of the American Revolution Ann Turner Dillon, President General JUNIOR MEMBERSHIP COMMITTEE Jamie Burchfield, National Chair 2224 Walnut Drive, Mansfield, TX Phone: (936) JeanEllen Hiter Melton, National Vice Chair Outstanding Junior Member Contest 3498 Winthrop Drive, Lexington, KY Phone: (859) INSTRUCTIONS FOR THE 2019 OUTSTANDING JUNIOR MEMBER CONTEST Please read these instructions carefully and thoroughly before completing the application. A. Eligibility: To enter the contest, you must have a minimum of ten (10) points in Part III, DAR Leadership, and you cannot be 36 years of age or older on October 31, If you cannot meet both of these requirements, you cannot enter the contest. However, you can still be named your chapter s Outstanding Junior Member. B. Contest application 1. Do not alter, modify, retype, or bind the contest application. Do not change the left or right margins. 2. Do not add pages to the application. Extra pages will be removed from the application before judging. 3. Do not print on or above the lines containing the section heading at the top of a page. Do not print on or below the line containing the page number at the bottom of a page. 4. Print must not be smaller than 7 point. 5. An original application is the version of the application downloaded from the Members Website with original signatures or, if you choose to prepare answers using a word processing package and then glue, paste, or tape the answers onto the application, then the version of the application with original signatures and glued, pasted, or taped answers must be sent ( a paste-up version ). C. Special notes on Part I, Identifying Information 1. Present address: If present address is the same as permanent address, write same as above on present address line. 2. Be certain to note month and year your application papers were accepted by NSDAR. It is important for determining the awards you can list in Part II (under non-dar awards, citations, and recognition ) and under Part V, Community Service. D. Special notes on Part II, Education, Occupation, and non-dar Awards 1. Occupation: List only your position or title and provide a short narrative. 2. Non-DAR awards: List only non-dar awards, citations, or other recognition received while a DAR member. Dates listed must be the same year or later than the date listed on page 1 as the year your application was accepted by NSDAR. E. Detailed instructions for Part III, DAR Leadership 1. Position/Title: List position or title exactly as identified on proof. 2. Actual Years of Service: Use this column to show actual years of service. List only the years for which you have proof. You may list proven service for the current year. For example, if you were appointed or elected for a three-year term from , you would list service for , , but not provided you had proof of service for and Number of Years Served: Count actual years of service and put that number in this column. For example, continuing the example in E.2 immediately above, the years listed would count as two (2) years served. 4. Enter points per year. Enter number of points associated with that position as indicated on the contest application. For positions (chair, vice chair, or office) you shared with another member, you may claim only half the allowed points per year. For example, if you were a state co-chair of a national committee, you can claim only half of the allowable 5 points, or 2.5 points, per year for that service. Document No. JM-1008 (Revised April 2018) (1) ( PS)

2 5. Total points: Take the number of years served and multiply it by points per year and enter the result in this column. 6. For the purposes of the contest, a national committee must be listed in the NSDAR Directory (2000 present) and have national division vice chairs and state chairs for each year listed under years of service. The recognized list of national committees for the purposes of the contest appears in the form titled National Committees for Contest Entry (JM-1010). 7. Chapter chair of national standing committee a. Credit is earned only if the national standing committee is included on the recognized list of national committees for the year for which credit is claimed. Service as chapter chair of all other committees should be listed under Part IV, Other DAR Activities. b. You may claim a maximum of two (2) points per year for chapter chairmanships. Additional chairmanships can be listed in Part IV, Other DAR Activities. c. Acceptable proof is a copy of the relevant portion of the chapter yearbook or supplement. Proof should include a copy of the cover of the yearbook (to identify the proof), a copy of the page indicating the dates for which the yearbook (or supplement) is applicable (if not on the cover page), and the page(s) showing the chairmanship(s) and your name (highlighted). In some cases, minutes of a chapter meeting are acceptable proof. (See section I.5 below.) Please provide your proof in the order you list your service on the application. Clearly identify all proof submitted. 8. Chapter officer and chapter regent a. You can claim credit only for elected chapter officer positions or if you were appointed by the chapter regent or executive board to fill the unexpired term of an elected officer. b. You can claim credit for only one chapter officer position per year. c. Acceptable proof is a copy of the applicant s e-membership Member Summary service record. Alternatively, a copy of the relevant portion of the chapter yearbook or supplement is acceptable proof, which should include a copy of the cover of the yearbook (to identify the proof), a copy of the page indicating the dates for which the yearbook (or supplement) is applicable (if not on the cover page), and the page showing the officer position and your name (highlighted). In some cases, minutes of a chapter meeting are acceptable proof. (See section I.5 below.) A letter from the chapter regent is not acceptable proof. d. Acceptable proof for service as organizing chapter regent is a copy of your letter of appointment from the Organizing Secretary General, NSDAR. 9. State chair, state vice chair or state district director, or state division chair a. Credit for state chair (or co-chair) of a national standing committee is earned only for committees on the recognized list of national committees for the year for which credit is claimed. (See section I of these instructions.) b. Credit for serving as state chair of a state standing committee or state special committee should be listed under the all other committees category. Service as a chair under the State Conference Committee, except Pages Committee and State Conference Chair, should be listed in Part III. c. Credit for serving as state chair of the committee preparing the National Junior Doll should be recorded as state chair or co-chair (all other committees), but only for the year preceding the year in which the doll is the National Junior Doll. For example, if your state is presenting the National Junior Doll in 2019, then you may claim credit in this category for service in 2018, provided you have acceptable proof. Continuing the example, you may not claim credit in this category for service in That service would be recorded under national vice chair of National Junior Doll. (See section E.13 below.) d. Acceptable proof is a copy of the applicant s e-membership Member Summary service record. Alternatively, a copy of the relevant portion of the state society s yearbook, directory, or proceedings, or, for state chairs of national committees, the NSDAR Directory (2000 present) is acceptable proof, which should include a copy of the cover of the yearbook, directory, or proceedings (to identify the proof), a copy of the page indicating the dates for which the yearbook, directory, or proceedings is applicable (if not on the cover page), and the page showing the title of chair, co-chair, vice chair, district director, or state division chair, and your name (highlighted). See section I.6 if you cannot provide this form of proof. Document No. JM-1008 (Revised April 2018) (2) ( PS)

3 e. You cannot earn points for more than one chairmanship or vice chairmanship under the same national committee in any one year. For example, a candidate who served as state chair of a national committee, such as Junior Membership, and also was vice chair (such as sales or contest) under that same committee cannot earn points for the vice chairmanship during the same year. 10. State officer and state regent a. Credit may be earned only for elected state officer positions or if you were appointed by the state regent or executive board to fill an unexpired term of an elected state officer. b. Acceptable proof is a copy of the applicant s e-membership Member Summary service record. Alternatively, a copy of the relevant portion of the state society s yearbook, directory, or proceedings, and for state regent, a copy of the NSDAR Directory (2000 present) is acceptable proof, which should include a copy of the cover of the yearbook, directory, or proceedings (to identify the proof), a copy of the page indicating the dates for which the yearbook, directory, or proceedings is applicable (if not on the cover page), and the page showing the state officer or state regent position and your name (highlighted). See section I.6 if you cannot provide this form of proof. 11. President or officer of a state club, society, or association a. Acceptable clubs and associations will be only those groups which are sanctioned by the National Society. The acceptable clubs, societies, and associations are recognized with pins that may be worn on the official ribbon. This includes the State Officers Club, State Chairmen s Club, State Vice Chairmen s Club, Chapter Regents Club, Chapter Regents Council, Chapter Officers Club, Junior Club, and Page Club. b. Acceptable proof will be a copy of the relevant portion of the state society s yearbook, directory, or proceedings, or the club, society, or association s yearbook, directory, or proceedings. Provide a copy of the cover of the yearbook, directory, or proceedings (to identify the proof), a copy of the page indicating the dates for which the yearbook, directory, or proceedings is applicable (if not on the cover page), and the page showing the title of the office and your name (highlighted). See section I.7 if you cannot provide this form of proof. 12. NSDAR speakers staff area representative or Veterans Administration volunteer service representative/ deputy. Acceptable proof is a copy of the applicant s e-membership Member Summary service record. Alternatively, a copy of the relevant portion of the state society s yearbook, directory, or proceedings is acceptable proof, which should include a copy of the cover of the yearbook, directory, or proceedings (to identify the proof), a copy of the page indicating the dates for which the yearbook, directory, or proceedings is applicable (if not on the cover page), and the page showing the position and your name (highlighted). See section I.6 if you cannot provide this form of proof. 13. National chair, national vice chair, or national division vice chair. Acceptable proof is a copy of the applicant s e-membership Member Summary service record. Alternatively, a copy of the relevant portion of the NSDAR Directory (2000 present) or the proceedings or program of the Continental Congress is acceptable proof, which should include a copy of the cover of the directory, proceedings, or program (to identify the proof) which also provides year, and the page showing the chairmanship, co-chairmanship, or vice chairmanship and your name (highlighted). See section I.8 if you cannot provide this form of proof. 14. National Vice Chair of National Junior Doll a. Points may be claimed in this category only for the year in which your state s doll is the National Junior Doll. Points for the preceding year may be claimed under state chair of all other committees. (See section E.9c above.) b. Acceptable proof is a copy of the applicant s e-membership Member Summary service record. Alternatively, a copy of the relevant portion of the proceedings of Continental Congress or a copy of the state society s yearbook, directory, or proceedings is acceptable proof, which should include a copy of the cover of the yearbook directory, or proceedings (to identify the proof), a copy of the page indicating the dates for which the yearbook, directory, or proceedings is applicable (if not on the cover page), and the page showing service as National Junior Doll Vice Chair and your name (highlighted). A copy of your letter of appointment from your state regent is also acceptable. 15. President or officer of a national club or association a. Acceptable clubs and associations will be only those groups which are established by the NSDAR National Bylaws or sanctioned by the National Society. The acceptable clubs and associations are recognized with pins that may be worn on the official ribbon. This includes the NSDAR State Regents Club, State Vice Regents Club, National Chairmen s Association, National Vice Chairmen s Association, and Outstanding Junior Club. Document No. JM-1008 (Revised April 2018) (3) ( PS)

4 b. Acceptable proof will be a copy of the relevant portion of the NSDAR Directory (2000 present). Provide a copy of the cover of the directory, a copy of the page indicating the dates for which the directory is applicable (if not on the cover page), and the page showing the title of the office and your name highlighted. See section I Paging at state conference a. Credit is earned only for paging at the state conference of the state in which you hold membership. List service for paging at other state conferences or at state meetings other than your state conference in section IV, Other DAR Activities. b. Acceptable proof for service as a page at state conference for 2009 forward is a signed certification from the state page chair or state regent. Points may only be earned for paging at state conference if the certification indicates you paged the standard number of sessions during state conference established by your state society. This certification is the only acceptable proof for service beginning with 2009 state conferences; copies of certificates of appreciation and state conference program will not be accepted for 2009-present. Prior to 2009, the preferred proof is a copy of the signed certificate of appreciation for service as a page at state conference from the state society. Acceptable proof also includes the proceedings of the state conference or the conference program. Proof includes a copy of the cover of the proceedings or program (to identify proof), a copy of the page indicating the dates for the proceedings or program (if not on cover page), and a copy of the page showing service as a state conference page with your name (highlighted). c. Points may be earned for serving as page and delegate at the same state conference. 17. Delegate at state conference a. Acceptable proof includes a copy of the form submitted to the state society s Credentials Committee, signed by the chapter regent, that shows your name as delegate and the year of the state conference. b. Acceptable proof also includes a copy of the chapter minutes at which you were elected chapter delegate. See section I.5 for further information about using chapter minutes as proof. 18. Page or delegate to Continental Congress a. Points may be earned for serving as either page or delegate at a Continental Congress, but not for both. b. Acceptable proof for service as a Congress page is a photocopy of the page card provided to each page by the national Page Committee that shows your last year of paging and number of years of service. Cards issued in 2005 or later must bear the committee s stamp. A copy of the Congress program (including cover page) can be used only to prove year of service. c. Points for service as a page may be earned only if you paged for three (3) or more sessions at Continental Congress. This rule applies to service in 2006 and subsequent years. d. Acceptable proof for service as a delegate to Continental Congress is a copy of the credentials form, signed by the chapter regent, that was submitted to NSDAR or a copy of the minutes of the chapter meeting at which you were elected delegate. See section I.5 for more details on using chapter minutes as proof. 19. C.A.R. senior leadership a. You can claim points only for your highest senior leadership position per year, with a maximum of four (4) points per year. For example, if you served as senior society officer, worth two (2) points per year, and as senior state officer, worth three (3) points per year, in that same year, then you can claim points only for the highest position (senior state officer, not senior society officer). b. Acceptable proof for local society positions is the local C.A.R. society s yearbook or directory, the sponsoring DAR chapter s yearbook, directory issue of the society s newsletter, the state society s yearbook or directory, directory issue of the state newsletter, or the local society report filed with the National Society. Provide a copy of the cover page of the yearbook, directory, or newsletter, a copy of the page identifying the year of service (if not on cover page), and the page showing position held and your name (highlighted), or a copy of the signed local society report with your name (highlighted). For senior society president, a copy of the memorandum of appointments with approval date by N.S.C.A.R. Senior Board of Management and signature of senior national organizing secretary or a copy of your signed appointment card are also acceptable. Document No. JM-1008 (Revised April 2018) (4) ( PS)

5 c. Acceptable proof for state society positions is the state society s yearbook or directory, or directory issue of the state society s newsletter. Provide a copy of the cover page of the yearbook, directory, or newsletter, a copy of the page identifying the year of service (if not on cover page), and the page showing position held and your name (highlighted). A copy of the letter of appointment from the senior state president is also acceptable. d. Acceptable proof for national society positions is the N.S.C.A.R. s national directory. Provide a copy of the cover page and the page showing position held and your name (highlighted). F. Instructions for Part IV, Other DAR Activities 1. In this section, list service as chapter chair of committees other than national committees, paging at DAR functions other than state conference and Continental Congress, positions in clubs or councils, such as Cameo Club, as well as senior leadership positions in C.A.R., and any other DAR positions or activities not listed in Part III, DAR Leadership. 2. Unusual travel may be listed here. Judges may not realize that Continental Congress is in Washington, DC, or that state conference, workshops, and speaking engagements may require traveling long distances. You may list in parenthesis the number of miles traveled for each item listed. 3. Attending chapter meetings or social functions is not relevant. 4. Proof is not required for service listed in this part, so do not send any such proof. 5. Do not add additional pages. G. Instructions for Part V, Community Service. 1. In this section, list in this part service to your community performed while a member of DAR. Provide dates of service or approximate time spans. Dates listed must be the same year or later than the date listed on page 1 as the year your application was accepted by NSDAR or, if time span is indicated, total number of years cannot exceed length of membership in NSDAR. 2. Community service listed should promote the National Society s motto, God, Home, and Country. Such service could include Girl Scouts, hospital aide, religious education, civic, professional, or political associations, community organizations, or local charitable organizations. 3. Do not include salaried positions or donations of money. 4. Proof is not required for service listed in this part, so do not send any such proof. 5. Do not add additional pages. H. Signatures (page 6 of application) 1. Sign the application, preferably in blue ink. 2. Obtain signature of chapter regent and chapter recording secretary, preferably in blue ink. If you are the chapter regent or the chapter recording secretary, then the chapter treasurer must sign in your place. You cannot sign your own application as chapter regent or chapter recording secretary. 3. Provide date of endorsement by chapter and provide proof. Acceptable proof is copy of the minutes of a regular chapter meeting between March 1 and October 30, 2018 at which the chapter endorsed you as chapter Outstanding Junior Member. The minutes should be signed by the chapter recording secretary. Notarization is not required. I. Proof 1. Each point claimed in Part III, DAR Leadership and your endorsement as chapter Outstanding Junior Member must be documented by acceptable proof. Points not supported by acceptable proof will be removed from the application prior to judging. Photocopies of all proof are preferred. 2. Acceptable proof for each type of position is described in section E of these instructions: chapter chair in E.7c; chapter officer and chapter regent in E.8c and E.8d; state chair, state vice chair, state district director, or state division chair in E.9d; state officer and state regent in E.10b; president or officer of a state club, society or association in E.11; DAR speakers staff and VAVS representative in E.12; national chair, national vice chair, national division vice chair in E.13; national vice chair of National Junior Doll in E.14b; president or officer of a national club or association in E.15; page in E.16b and E.18b; delegate in E.17b or E.18d; and C.A.R. senior leadership in E.19b and E.19c. Document No. JM-1008 (Revised April 2018) (5) ( PS)

6 3. Page and delegate ribbons, invitations, name tags, and J.E. Caldwell or Hamilton Jewelers receipts are not acceptable proof of service. 4. You must provide proof for each year of service claimed. If your term of office is for more than one year and the time period for your proof is only annual, then you must provide the annual proof for each year of service in order to receive full credit for your service. For example, if you were a chapter chair of Junior Membership from and your chapter published annual yearbooks, then you must submit proof from the yearbook for , the one for , and the one for in order to claim points for all three years of service. If you submit only one year of proof, you can claim only one year of credit. Do not alter dates on proof by hand; the changes will not be accepted. 5. You may use a copy of the minutes of a chapter meeting to prove service for delegate to state conference or Continental Congress and for chapter chairmanships or offices when your name and position do not appear in the yearbook, when the dates on the yearbook do not substantiate service for part of your term, or when you are appointed or elected to fill an unexpired term of a chapter officer or chair. When using a copy of chapter minutes as proof, the copy of the minutes must be signed by the chapter regent and her signature must be notarized by a notary public; otherwise, the proof will not be acceptable. You may not use a copy of the chapter minutes to prove service as a Page. 6. If the position and your name are not listed or if you were appointed to complete the term of a state officer, state chair, state vice chair, state district director, or state division chair, and your name and position are not listed in the state society s yearbook, proceedings, or directory, a letter of verification from the state regent at the time is required. Notarization of her signature is not necessary. 7. If the position and your name are not listed or if you were appointed to complete the term of a state club, society, or association president or officer, and your name and position are not listed in the state society s yearbook, directory, or proceedings, or in the yearbook, directory, or proceedings of the state club, society, or association, a letter of verification from the state regent at the time is required. Notarization of her signature is not necessary. 8. If the position and your name are not listed or if you were appointed to complete the term of a national chair, national vice chair, or national division vice chair, and your name and position are not listed in the NSDAR Directory, a letter of verification from the Office of the President General is required. 9. If the position and your name are not listed or if you were appointed to complete the term of a national club or association president or officer, and your name and position are not listed in the NSDAR Directory, a letter of verification from the from the Office of the President General is required. 10. If you have proof that is not listed as acceptable in these instructions, you must contact the person in your state who is managing the contest so that she may consult with the national vice chair of the Outstanding Junior Member Contest about the acceptability of the proof. Contact her well before October 31 to ensure an answer before the contest deadline. 11. All proof should be arranged in the same order as the position appears on the contest application. Placing colored pages between chapter, state, national, and C.A.R. service is greatly appreciated. J. Entering the contest 1. Send the completed original application (as defined in instruction B above), six (6) photocopies of the application, together with three (3) sets of the proof verifying the points claimed in Part III, DAR Leadership and your election as chapter Outstanding Junior Member to your state Junior Membership chair or the person appointed by your state regent to manage the contest, postmarked by the deadline, October 31, Applications bearing a postmark later than October 31, 2018 will be disqualified. Obtain and retain proof of mailing. 2. Applications should be sent by a method so as to be received within four (4) days of being deposited with the U.S. Postal Service or other express-mail type service (such as Federal Express, UPS, or DHL). 3. Send the Contest Notification Form to JeanEllen Hiter Melton, National Vice Chair Outstanding Junior Member Contest, postmarked by October 31, Please do not send this form via any method requiring a delivery signature. The National Vice Chair Outstanding Junior Member Contest will confirm receipt of your Notification Form via . Document No. JM-1008 (Revised April 2018) (6) ( PS)