We are pleased to premiere the club-opening tool as a new way to keep organized during the club-opening process. You may log in at www.kiwanis.org/formulatools to get familiar with the club-opening tool. Below is a list of commonly asked questions. For additional tips and information about how to get started, listen to our recent webinar.
Accessing the tool
The shortcut URL is www.kiwanis.org/formulatools
. There will be an icon for The Formula in the left-hand menu that you can select once you are logged in. The Formula icon leads to a menu screen that lists all The Formula tools you have access to. If you are a designated volunteer for The Formula and are unclear which online tools you should have access to, please contact TheFormula@kiwanis.org
A. Anyone can see The Formula icon in the reporting menu and access the club-opening tool. The member, regardless of what office he or she holds, must log in at the local club level in order to access the club-opening tool. The other online tools and trackers are only available to designated volunteers for The Formula. Please email TheFormula@kiwanis.org
if you believe the access you have been given is inadequate or incorrect.
When the tool should be used
A. Anyone can open a club by entering data into this system. However, we hope that anyone opening a new club will already have basic, viable information for the potential site. Any user who is not a certified member of The Formula team should make contact with the division lieutenant governor and may expect support from other members of The Formula team in their area. The member, regardless of what office they hold, must log in at the local club level in order to access the club-opening tool.
A. No. There is no testing mode. If a member logs into the tool, even if he or she simply wants to enter random information to see how it works, The Formula team will be notified that a club is being opened. All data entered will become part of the live database. Anyone wishing to learn more about how the tool works before beginning to use it may refer to the user guide
. It contains screenshots to provide an idea of how each step works and guide you through how to use it.
A. The Formula online tools are designed to capture information on new clubs opened using the online tools and system. While we are looking into how to capture data for clubs that have been completed offline since the start of the initiative on October 1, 2013, all new clubs opened from this point on should be logged using only the online tools. Accurate tracking of data (and recognition
of the individuals opening the clubs) depends on volunteers using the online system.
A. Anyone can open a club by entering data into this system. Even if you create a new site in the tool and are not already designated as a certified club opener or other volunteer with The Formula in our database, you are still considered a club opener. However, if you are not a certified club opener part of The Formula team, we ask that you make contact with your division lieutenant governor to make him or her aware of your intentions. You may, in return, expect support from a member of The Formula team in your area. If you are interested in joining The Formula team, please contact TheFormula@kiwanis.org
A. This tool tracks the process of opening an independent Kiwanis club only. It is not designed for opening a Service Leadership Programs club such as Key Club, Circle K International, Builder's Club, Aktion Club or K-Kids. If your club would like to sponsor an SLP club, please access the charter toolkits at www.kiwanisone.org/charter
. The tool is also not designed to be used to create a club satellite.
A. At the time you begin the process, select the type of club you think is most likely to be the best fit. You can return to this screen and easily change the club type at any point if needed up until the point that the charter paperwork is submitted.
Forming the team and sponsoring the club
A. Club counselors may be selected from a pre-existing list loaded into our tool. This list reflects club counselors who have been appointed and certified as part of The Formula team. If you believe that a team member is missing from the list or would like to recommend someone, please contact The Formula chair for your district, who will correct the omission or interview the recommended candidate.
A. If you believe that a team member is missing from the list or would like to recommend someone, please contact The Formula chair for your district, who will correct the omission or interview the recommended candidate. Leaving the field blank while you wait for a response is not a problem.Leaving the field blank while you wait for a response is not a problem.
A. No, a division may not sponsor a new club. To be successful, new clubs need the guidance and assistance of (and a close relationship with) just one or two sponsoring clubs.
What the tool may be used for
A. The club-opening tool is not equipped to help clubs reinstate their charter. If you would like to do so, please contact TheFormula@kiwanis.org
A. No, this tool is designed for opening new clubs only. In the future, other tools may be developed for existing clubs as part of the club strengthening goals.
A. Yes! A number of resources are provided in the Resources section of the Prepare portion of the tool as downloadable PDF files. We also offer a club-opening kit that contains a number of materials like brochures and business cards. If you choose to order this kit, it will be mailed to you in 2-4 weeks.
Adding potential members
A. No. However, an email address will help identify if the potential member is a current or former member of another club or a former member of a Service Leadership Program club. Any member without an email address in our system will not receive email notifications or e-newsletters from Kiwanis International.
A. Yes. The member will retain their primary membership and have dual membership status. When this member is added, select the appropriate option in the box asking if the member is or has previously been a member.
A. A potential member is not yet a paid, committed member of a club. The first club to convert this member to a paid member establishes the primary member-club relationship.
A. The individual could join and gain dual membership, but they will pay dues in both clubs. If the member wants to switch clubs, they would first need to be removed from their existing club's roster. This may be done by contacting Kiwanis International’s member services department.
A. Even if you are unsure of someone’s history with Kiwanis, entering their email address may could prompt an error message saying they are already in the system and that you should contact TheFormula@kiwanis.org
. Of course, the accuracy of this depends on Kiwanis International’s records of that member.
A. No. An invoice for the club’s charter fee may be generated in the Organize section once the membership roster has been completed and submitted.
A. You need at least 15 paid and converted members in order to organize a new club. However, we recommend that you invite twice that many and continue to invite more members even after the charter has been granted.
A. Currently, the email feature separates the two lists of recipients.
Making progress on a site
A. A new club is considered stalled after 30 days of inactivity in the online tools. When this occurs, designated volunteers will receive an automatic notification of any stalled sites in their district or division. Club openers whose progress has slowed should anticipate communication from the division lieutenant governor and The Formula district chair.
Other tools for The Formula
A. While the club-opening tool is designed to be used only for opening new clubs, there is a tracking tool for both newly-opened clubs that are completed (that were entered into the online system) and for existing clubs. Those trackers (the new-club mentoring tracker and the club strengthening tracker) are available to The Formula leaders. Club membership chairs do have access to those trackers, along with other tools.
A. In the Organize section of the club-opening tool, you may generate an invoice once your membership roster is completed and submitted. District dues should be included in that overall invoice amount, per the dues structures that Kiwanis International has on file.
Using the Internet and checking email
A. All volunteers for The Formula need an email address. Notifications within the system, such as confirmations or stalled club alerts are sent via email. In addition, having an email address ensures that you receive technical assistance and support in a timely manner. Lastly, email will be a central way that divisions and districts communicate with their teams. We suggest creating a Gmail address
. It’s free.
A. All volunteers for The Formula need an email address and should check their inbox periodically for notifications, requests for help from other volunteers, confirmations or stalled club alerts. You can verify or change the email address on file with Kiwanis International by logging in to www.kiwanisone.org/login
and updating your profile information on the "Me" page. Click "Edit profile" to the right of your name.
A. The system is only available online. We suggest you enlist the help of another volunteer who does have Internet access to help you enter information into the club-opening tool and monitor progress through the club tracker.