Recording Service Hours

Keeping records of service hours completed by members of the club is one of the MOST IMPORTANT responsibilities of the secretary. These hours are a key part of completing your monthly report.

Service hours are the gauge by which a club can tell in measurable quantities, the impact that it has on the community. It is one thing to say, “Our club works with over 30 different projects during the year.” It is another thing to say, “Our club completes over 3,000 hours of service with over 30 different projects during the year.”

There are some rules defining what a “service hour” is. The following is an excerpt from the International Policy Code. It is important to be familiar with these standards when keeping track of hours.

Section J: Service Hours, Administrative Hours, and Interclubs

2. Service Hours

a. A service project is a voluntary act by one or more dues-paid members of a CKI club for the sole benefit of an individual or group of individuals who possess a basic need for said services. Except in special circumstances, a service project that only directly benefits a family member or friend of a dues-paid member may not be counted for service hours. All proceeds raised during a fund-raising activity must be applied toward a charitable entity for the fund-raiser to be considered a service project.

b. Service hours performed by CKI members that are not organized or promoted by a CKI club, CKI district, CKI in general or the Kiwanis family shall not be counted as hours performed by a club.

c. Preparation and travel time for service projects are considered service hours, not administrative hours.

d. Hours expended by non-CKI members such as faculty advisors, members of the sponsoring Kiwanis club, and honorary members shall not be counted as service hours performed by the club.

Though not stated in the International Policy Code, donated items cannot be converted to service hours. However, the time spent collecting these items can be.

There are many different methods to collect member’s service hours. One way would be to have members email their hours into your Club account (example Club_name@alabama.circlek.org). This method would allow members that cannot attend the weekly meeting. Another way to collect hours is to keep a binder where each member has a page. During the meeting, pass around the binder to allow the members to fill out their own hours. These are just two ways that you can collect hours from your members. There are many other ways to collect hours. If you find a system that works really well for your Club, then don’t be afraid to use that and to share it with the District Secretary and other Club Secretaries during Officer Roundtables at District events.

There are many ways to keep records of your Club member’s service hours. One of the most successful ways is to keep an Excel database. An example of this method is included in Appendix B.