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Update Co-Editors

The Co-Editors of the HRP-MN newsletter, Update, are responsible for the publication and distribution of the monthly newsletter. The goal of the newsletter is publicize HRP-MN monthly program meetings, communicate future program registration information, present professional topics, provide information to our members about new members and Board members, promote advertising, and share Human Resource materials and articles of interest. These positions report to the Vice President Public Relations.

Duties:

• Maintains and improves the professionalism of the Update.
• Distributes Update immediately after program meetings, to allow time for members to make monthly program meeting reservations for the following month.
• Coordinates the writing, production, printing and mailing of Update including:
• Collect all articles (see Update checklist form)
• Determines format, layout, style of the newsletter and brings major changes to the Board for approval
• Manages the relationship with graphic designer/desktop publisher
• Proofs all copy before sending to graphic designer
• Arranges for email blasts through association management firm
• Is responsive to Board needs and concerns (see Update Guidelines).
• Maintains cost efficient means of publication.
• Emails Board members each month to remind of deadline schedules and submission format. Publishes notices in Update soliciting articles from members and reviewing them for editorial content and format. Brings all concerns to Vice President Public Relations on articles that are not compatible with out format. Edits content as needed to fit Update.
• Maintains committee budget records and provides budget request to Vice President Public Relations for next fiscal year.

Immediately upon receiving speaker and topic information, sends a copy to Communications Chair for external publications.

Calendar

• Coordinates with Board members on all future deadlines for Update publications.
• Monthly: Contacts Program Committee regarding meeting location, price information, date, time, and all other program/speaker information.
• June: Obtains names of the new Board members for inclusion in the July issue.
• Monthly: Keeps current Board contact information and submits changes to graphic designer for inclusion in the next issue.
• July: provides new HRP-MN fiscal year’s Update deadline schedule for Board members.

Committee Interface

• Vice President Membership: Obtains names of new member prospects to add to email list and drop list of inactive members to provide to association management firm. Publishes membership article monthly.
• Board and HRP-MN members: Obtains at least one professional article written by an HRP-MN member for each issue of Update on a specific HR topic or HR book review.
• Program Committee Chair: Receives each month—all details for each monthly meeting.
• Communications Committee Chair: Sends all program meeting information immediately upon receipt for external publications.
• President: obtain the “Letter from the President” insert each month, and a correct listing of Board members for the Update Board Directory.
• Vice President Finance: Provides copies of all bills paid for expense reimbursement or bills to be paid.
• Advertising: receives finished, camera-ready advertising by scheduled deadline from Sponsorship and Advertising Chair or association management firm. When advertising exceeds 25 percent of copy space, notifies Vice President Public Relations.
• Vice President—Diversity: Receives monthly diversity article.
• All Board members: receives special articles, announcements, or other editorial copy from other Board members and their committees.
• Sponsorship and Advertising Chair: Maintains active list of Corporate and Event Sponsors including dates of sponsorship, to ensure that ads are published in accordance with Sponsorship Guidelines.
• Solicits Board profiles from two Board members for each publication of Update. Tracks previous submissions to avoid duplication within a 24-month period.

Special Information

See Update Guidelines and Article Specification sections.

If at all possible, please submit items for inclusion in Update through email.

Deadline for submitting articles is the second Wednesday of each month.

Update Guidelines

1. Nothing that conflicts with the goals or scheduled programs of HRP-MN will be printed

2. Nothing discriminatory or unethical will be printed.

3. No more than 25 percent of the issue will be ads. However, a small measure of overage is allowed, at the discretion of the Update Co-Editors and Vice President Public Relations.

4. The President’s Letter will be in every issue.

5. All materials to be included in the Update shall be submitted electronically and in correct form by the published deadline (e.g., ads, articles).

6. Copy and ads must appropriately relate to the Human Resource profession.

7. Copy and ads will be interspersed throughout the Update.

8. Each issue will have a statement like: “Mark your calendar for the next monthly meeting (insert date)” or an upcoming calendar, preferably within the first couple of pages.

9. Solicitations or advertising will be brought to the President and Officers for approval by the Vice President Public Relations if they do not meet the human resource related criteria previously determined.