Jack and Jill of America, Incorporated

Transcription

1 Jack and Jill of America, Incorporated Since Up the Hill Guidelines All submissions and payments must be received by January 15, 2017 UP THE HILL Up the Hill is an annual publication that showcases who Jack and Jill of America, Incorporated is as a national organization. In addition to highlighting the many projects and activities planned by our chapters, it provides a medium for us to celebrate our families, Regions, Debs, Beaus, and graduating seniors. OVERVIEW We are pleased to announce the submission guidelines for the 2017 Jack and Jill Up the Hill publication. We will continue with the electronic submission process and accept submissions online via web upload. Easy-to-follow instructions are included in the FAQ section of these guidelines. Remember, chapters still need to mail their payment and order form to the National Headquarters. Important to Note: The Web upload site will be available until midnight January 15, Using the Up the Hill order form, all payments must also be received by the National Headquarters by January 15, We will not accept submissions by mail or . Additionally, we will not accept changes to text or photos once we have received your materials (this includes missing and corrupted files), so please review all submissions before uploading them! Important Requirements Please note the following key requirements to the Up the Hill Guidelines: All Chapter Collages must be submitted as portrait (vertical) orientation. Collages that are submitted as landscape (horizontal) orientation will be shrunken to fit the space. The annual Art Contest is now open to digital artwork! Artwork criteria now allows illustrations to be created on a computer as well as with traditional art media such as crayons, pencils and markers. PLEASE READ THE FOLLOWING GUIDELINES VERY CLOSELY AS DEADLINES AND SPECIFICATIONS MUST BE ADHERED TO. IF YOU HAVE QUESTIONS, PLEASE REFER TO THE FAQ (FREQUENTLY ASKED QUESTIONS) SECTION OF THIS DOCUMENT.

2 WHO NEEDS TO SEND A SUBMISSION? It is required that all members of the National Executive Board submit a headshot and an introduction letter for her region. The National President and National Editor are required to submit letters of greeting for the introduction to the publication. These files are due by January 15, It is required that all regions submit a Regional Highlights section for the 2017 Up the Hill. This includes: regional statistics, list of all regional officers, appointments and regional teen officers, a brief overview of their region, regional accomplishments, and conference highlights. Regional information should also include headshots and biographies of regional and teen officers. These files are due by January 15, Chapters: Each chapter should submit a Chapter News piece, Seniors (photo and biography), Debutantes/ Beaus (photo and biography), Memorials and Family Albums (text is limited to one caption per family photo). Remember that the emphasis of the Chapter News should be our national theme of "The Power to Make a Difference." To assist each region and families of seniors, the National Editor will provide a file to each Regional Director with the headshot and biography of each senior to be used in their respective Region s 2017 Teen Conference Souvenir booklet. Please Note: The Parental Consent Form must accompany each senior submission. List the names of all teens on the order form. Be sure to use the templates to keep submissions orderly and accurate. All section templates (for Regional Highlights, Chapter News, Memorials and Family Albums, Debutantes/ Beaus, and Seniors) can be downloaded at under the forms panel. SPECIFICATIONS All submissions must adhere to the following specifications. All text must be submitted as Microsoft Word.doc or.docx files. Scanned or non-editable text (including.pdf files) will not be accepted. If you do not have access to Microsoft Word, service centers (i.e. Kinko s) can assist you. Do not format your text in any way to avoid creating unusable files. Avoid any use of tabs, bullets, glyphs, or special characters. Do not bold, italicize, or underline text. Run spell/grammar check before submitting any materials - what you send WILL be printed, it will not be corrected. Use the templates we have provided at for consistency throughout the organization. See below for the maximum word count allotment. Text over this allotment will be edited. 400 words 300 words 100 words Senior & Debutante/Beau Biographies: 100 words Regional Overview write-up: Regional Accomplishments: Memorials: 400 words 200 words 400 words 600 words

3 All photos must be submitted in a.jpg or.pdf format. No scanned reproductions of an image from another publication can be used. Do not send photos in a Word document. All images must be uploaded individually. All Chapter Collages must be portrait orientation (vertical). If an image is being printed in two places in the book, it must be submitted twice. For example, if the same photo is being used as a senior picture and a deb/beau picture, it must be uploaded through both the Senior and Deb forms, both labeled correctly. Please see File Naming below. It is recommended that all photos are high-resolution (hi-res). As a general rule, the larger the image file the better it will print. File Naming All files must be named in the following way: Chapter_State_Section_Last Name_First Name in order to avoid any confusion. For example, if Jane Smith from Buffalo, NY sent a senior picture, it would be named: Buffalo_ NY_Senior_Smith_Jane.jpg. Please see the list of file names below for reference. National Officer_Smith_Jane Eastern_Regional Officer_Smith_Jane Eastern_Regional Officer_Smith_Jane Eastern_Regional Teen_Smith_Jane Eastern_Regional Teen_Smith_Jane Regional Highlights: Eastern_Regional Highlights Senior Biographies: Buffalo_NY_Senior_Smith_Jane Senior Photos: Buffalo_NY_Senior_Smith_Jane Debutante/Beau Biographies: Buffalo_NY_Deb_Smith_Jane Debutante/Beau Photos: Buffalo_NY_Deb_Smith_Jane Chapter News Text: Buffalo_NY_Chapter News Chapter News Photos: Buffalo_NY_Chapter News Chapter News Collage: Buffalo_NY_Collage Memorial Text: Buffalo_NY_Memorial_Smith_Jane Memorial Photos: Buffalo_NY_Memorial_Smith_Jane Digital Art Contest Files: Buffalo_NY_Art Contest_Smith_Jane ORDERS & PAYMENT You must send your chapter check or money order with your Up the Hill order form. Checks must be made out to Jack and Jill of America, Inc. You will receive an confirmation when we receive your upload, and another to confirm that your chapter check/money order and order form were received and are correct. As always, do not send personal checks. Please note that National Headquarters must receive payment and order form by January 15, 2017 your form of payment.

4 CHILDREN S ART CONTEST This year s theme is The Power to Make a Difference," and we'd like to see your interpretation of that message! Submit your interpretations (include Name, Chapter, Region and contact number on the back of the artwork) by January 15, 2017 for a chance to win! Artwork criteria are as follows: The artwork must fit on an 8.5 x 11 piece of paper Artwork can be in color or black and white Digital artwork is now allowed as well as traditional media such as crayons, pencils and markers. First Place: $250 with artwork displayed in the book Second Place: $150 with artwork displayed in the book Third Place: $100 with artwork displayed in the book. Send all digital art contest artwork along with your Up the Hill submission. Please see page 3 for what to name the artwork files that you are submitting. Send all other art contest artwork to: Jack and Jill of America, Inc. Up The Hill Art Contest th Street NW Washington, DC WEB UPLOAD INSTRUCTIONS All materials and payments must be received by National Headquarters by January 15, Uploads are accepted from Chapter Editors, Regional Officers and National Officers ONLY. The web upload can be found at: Prior to uploading, verify that your files are named correctly (see page 3 under File Naming). You will receive a confirmation when we receive your files. Do not resubmit any information unless prompted. Please note: There is a maximum upload of 5 files per transfer. We strongly encourage zipping files and sending them in groups. What to Enter on the Upload Form We require you to fill out the Subject and Message lines on the form even though they are marked as optional fields. Please enter the following info on the respective lines. Subject (REQUIRED): UTH Chapter, State Section (i.e. UTH Baltimore, MD Seniors ) Message (REQUIRED): Region, Contact Info, No. of Files (i.e. Eastern, Sally Smith , 10 senior bios, 10 senior pictures ) Sections to be Uploaded Be sure to upload each section separately, including debs/beaus and seniors. If an individual is using the same picture for their deb and senior photo, submit that photo twice -- once as a deb, once as a senior (see File Naming on page 3 for more information). Only upload each section once. Sections for Chapter Editors: Chapter News (includes chapter news text, chapter photos, and chapter collages) Seniors (includes senior photos and senior bios)

5 Debs/Beaus (includes deb/beau photos and deb/beau bios) Memorials (includes memorial photos and memorial text) Family Albums (includes family photos and caption text) Sections for Regional Officers Note: Enter the region in the Subject line instead of chapter and state Regional Highlights (includes regional statistics, list of all regional officers, appointments and regional teen officers, a brief overview of their region, regional accomplishments, and conference highlights, Regional Officer bios, Regional Officer headshots, Teen Officer bios, and Teen Officer headshots) Sections for National Officers Note: Enter the region in the Subject line instead of chapter and state Intro Letters (includes letter text and headshot) To Submit Click browse to attach a file and add another file to add more. Be sure to attach all files in the section for which you are submitting materials. We highly recommend zipping your files together to simplify the upload process. Once all files have been attached, click the Submit button. Please note that your submission may take a while to send depending on the size of the files you re uploading and your internet connection speed. Please be patient during this process and do not close the form or click Submit again. You will receive a confirmation message and when your upload has been completed successfully. Repeat this process for additional sections UP THE HILL CHECKLIST Please review the following checklist to be sure your submission is complete: All materials being submitted are included in the upload and are final, print-ready versions All image files abide by the required specifications All text files abide by the required specifications All files are properly named with the naming scheme detailed in the Guidelines Materials are identifiable by section (Chapter News, Seniors, Debs, etc.) Parental Consent form is included for each minor appearing in the publication Order form and chapter check/money order is sent to National Headquarters by January 15, 2016 (All chapter checks/money orders should be made out to Jack and Jill of America, Inc. and chapter name is clearly identified on form of payment)

6 FREQUENTLY ASKED QUESTIONS (FAQs) Q. I submitted my materials online by January 15, 2017 but forgot to send payment. Though the deadline has passed, can I still send my check and have my submission in the 2017 Up the Hill? A. No. We need to have full cooperation in meeting the January 15, 2017 deadline, which means National Headquarters must receive both the submitted materials and the payment by January 15. Q. I have a better photo I d like to use instead of the one I originally submitted. May I replace the one I sent? A. Unfortunately we are not able to accept any alternate photos or text. Once materials have been submitted, they may not be changed. Q. What should my Senior (or Deb/Beau) Biography include? A. In narrative form, no longer than 100 words, teen biographies should include the name of their chapter, how long they have been a member of Jack and Jill, their name, parents names, name of high school, academic accomplishments, extra-curricular activities, and future plans and goals. Please use the templates at www. jackandjillinc.org. Q. How can I get organized? There s so much to do! A. Because we have a strict deadline of January 15, 2017, we have compiled suggestions to help you divide tasks. Establish a working committee specifically for Up the Hill if you need assistance. Send out occasional reminders to members that their submissions are coming due. Establish a timeline within in the chapter to ensure you meet the deadline of January 15, Follow the guidelines detailed in this document. Teen sponsor(s) or teen mothers should be asked to collect senior photos, bios, and Parental Consent Forms. Program Directors can assist with summarizing chapter activities. Q. Since you aren t accepting submissions in the mail, how do I submit my materials online this year? A. Detailed instructions for online submission can be found on page 4 of the Guidelines. Only Chapter Editors, Regional Officers and National Officers should submit materials. While the form indicates optional fields, all are required to be filled in.

7 PARENTAL CONSENT FORM To be completed by the parent or guardian of all minors (under age 18) submitting information and pictures to Up the Hill. Include this form with your Up the Hill order form and payment. I have submitted a biography of my child for the Senior and/or Debutante & Beau section of Up the Hill and the Regional Teen Conference materials. I understand that if the profile information exceeds the allowed space, it will be edited down to the proper number of words and may prevent my information from being included in the Up the Hill. Child s Name Chapter Date Mother s Name Signature