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Chapter Communications

Chapter Newsletter Editor/Reporter

The chapter newsletter editor/reporter is a valuable member who can help make the chapter strong and effective with consistent preparation and distribution of a supportive and informative newsletter. Remember, the chapter is our members’ primary source of information about OSEA.

As a member of the chapter, the newsletter editor/reporter plays a vital role in shaping and implementing activities and policies. At the very least, this position is responsible for preparing a good newsletter. Depending on the chapter’s needs and policies, the editor/reporter may also act as the chapter’s public relations officer.

The position’s duties vary depending on the size and needs of the chapter, but in general they include:

  • Gathering news for a regularly published newsletter (print and/or electronic editions), chapter
    website or social media pages
  • Collaborating with the chapter president to determine newsletter content
  • Distributing the chapter newsletter (print and/or electronic editions)
  • Competing in the OSEA Newsy Awards contest
  • Working with the chapter’s OSEA field representative

As the chapter’s public relations officer, and as a possible member of the chapter executive board, the newsletter editor/reporter may:

  • Prepare articles for local newspapers
  • Communicate with local radio and television stations
  • Prepare meeting announcements, fliers or special-interest bulletins about topical issues such as negotiations or legislation
  • Request and collect pictures of members and chapter events

News sources

A chapter newsletter editor/reporter cannot be everywhere, but others may help gather the news and take pictures. The newsletter editor/reporter can set up an editorial committee or the executive board may assign each member a specific subject or news beat. The editor/reporter can also send a form to chapter officers and worksite organizers to use in reporting news.

In a small chapter, the editor/reporter may be responsible for gathering news and preparing all newsletter articles. In large chapters, the newsletter editor/reporter can enlist news sources or reporters from each worksite. The chapter’s OSEA field representative is an excellent source for articles on employee rights, contract interpretation and enforcement, and other labor issues.

Chapter news

Members of the bargaining unit want to know what is happening locally, so publishing a bimonthly newsletter is better than a thrown-together monthly newsletter or no newsletter at all. Chapter news should be positive and support the chapter’s position. The newsletter should show OSEA’s involvement in situations, but should not contain confidential information placing anyone in an uncomfortable position. Field representatives and other OSEA staff can be introduced to members through your newsletter.

The newsletter should include:

  • Newsworthy items and special-interest stories
  • Pictures of members and chapter events
  • A calendar of local OSEA meetings, events and workshops
  • Information about negotiations or representational matters
  • Dates of school board or budget meetings and other employer-related events

The newsletter should feature chapter members with:

  • Articles about members in different departments
  • Recognition of long-term employees on significant anniversary dates, such as 15, 20 or 25 years of service
  • Human interest stories about employees involved in youth sports and organizations, community service groups or members with interesting hobbies
  • Favorite recipes
  • Member classified ads

National, state and zone news

OSEA’s communications department regularly publishes information about subjects of interest to OSEA members and public employees, including OSEA services and benefits, upcoming events and state news. The chapter newsletter editor/reporter is encouraged to reprint or repurpose information found in OSEA publications, including:

State news in chapter newsletters should include programs of interest to the general membership and the deadlines for participation (e.g., OSEA scholarships and OSEA Member of the Year award).

Be sure to publish information well in advance of deadlines.

Events such as the installation of chapter officers and state or zone workshops should also be reported in the newsletter. This lets the rest of the unit know OSEA members and leaders are committed to becoming better informed and prepared to represent their bargaining unit.

Include information about:

  • Discounts, insurance programs and other OSEA and AFT benefits
  • Contact information for OSEA offices and your field representative
  • Contact information for local officers

Additional sources for news articles and information include:

Newsletter production

Print newsletters may be produced using software such as Canva. An electronic newsletter may be produced using these programs as well. Or, the editor/reporter may simply cut and paste text and images into an email for distribution to the rest of the chapter.

Newsletter reproduction

Print newsletters may be reproduced on copy equipment, printed in the employer’s print shop (if allowed by contract or employer policy) or at an outside facility. Employers who have their own print shops often reproduce chapter newsletters and charge the chapter only for the cost of the materials.

Still other chapters take their newsletters to a high school or college print shop for students to print as part of their classwork. FedEx Office, Office Depot/Office Max, Staples or similar facilities may also be used, but are more expensive. OSEA’s State Office will print a newsletter at cost.

Newsletter distribution

Print and/or electronic newsletters keep chapter members informed. Newsletters are also vehicles to advertise OSEA and recruit members. All bargaining unit members, whether or not they are OSEA members, should receive chapter newsletters.

How do you get your print newsletter ready for distribution? Stapling, labeling and counting copies for distribution to worksites can be handled quickly by worksite organizers, the executive board or a committee. One copy of the newsletter should be posted on OSEA’s bulletin board at each worksite. If the newsletter is mailed, consider obtaining a bulk mail permit to reduce postage costs. Information on bulk mail regulations and fees is available from the post office.

Newsletters can also be emailed or shared on the chapter website. Send electronic newsletters to home email addresses to ensure that members receive them. Please email a copy of each issue of your newsletter to OSEA's communications staff.

OSEA Newsy Awards

The OSEA Newsy Awards are presented at Conference each year to acknowledge the excellent work chapters do to inform, educate and entertain their members. Awards honor best use of newsletters, websites and social media pages. Visit www.osea.org/scholarships-awards/awards for details on how to enter.

Chapter Website

Chapter communications are essential to maintain the unity and flow of accurate information throughout a chapter’s membership. A website or social media page is a quick, cost-effective way to share news and information with your members.

OSEA chapters may set up a website with AFT’s StateWeb, which provides attractive, easy-to-use templates for members with basic computer skills. It’s as easy as using Microsoft Word. Contact OSEA’s communications department for assistance.

Start-up

Chapters should identify a member who is willing to be a webmaster for their site. Basic computer skills and knowledge of programs are all that is needed to maintain and update a website. It is important that chapter officers communicate their priorities with the webmaster and give them information in a timely fashion for the site to be effective. Once members begin visiting the website, it is important to keep it maintained as many members will use it as a regular source of local information.

Content

Take a moment to look through the chapter websites listed on the OSEA website to gather ideas for your own site. OSEA can also provide tips and suggestions to help your website be effective.

Some things to include in your website:

  • Link to the OSEA website
  • OSEA logo
  • Contract
  • Pictures of members/events
  • Common documents
  • Schedule of meetings/events
  • Notices
  • Links to other websites containing important information
  • News
  • Member recognition
  • AFT advertisements

Contact the OSEA communications department for logos. Whatever is most relevant to your chapter can be included on your website.

Social Media/Chapter Facebook Page

Some chapters use social media sites to communicate with members, with Facebook being the most popular. A chapter Facebook page can feature many of the same things included in a chapter website, including pictures of members/events, meeting notices, news and links to other websites containing important information. As is the case with chapter websites, whatever is most relevant to your chapter can be included on the chapter Facebook page.

To create a chapter Facebook page, visit www.facebook.com/pages/create. Choose “Company, Organization or Institution” from the page categories and select “Community or Public Figure.” Type the name of your chapter (e.g., “OSEA Eugene Chapter 1”) and click “Get Started.” Follow the onscreen instructions. Contact OSEA’s communications department for assistance. Once your page is established, make sure to “like” OSEA’s Facebook page (www.facebook. com/osea6732). It is a good idea to give at least two people in your chapter administrator access to your page. All administrators must have their own Facebook login.