Making Your
Chapter Great
The TOPS®
Chapter Manual
The TOPS® mission is to support our members as they
take off and keep off pounds sensibly.
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Your doctor prescribes the diet—TOPS® provides the “do it.” ®
Esther Manz was the founder of TOPS Club, and she was convinced that TOPS®
could provide the “do it.” She believed that as a group, our chapters could lift each
other up, cheer each other on, and help us each become our best selves—our
healthiest selves—while learning and laughing along the way.
And when she said TOPS®, she didn’t mean TOPS® Headquarters because TOPS® is
not a building in Milwaukee.
She didn’t mean the TOPS® Rules or the Chapter Manual you are reading here
because TOPS® is more than rules and procedures.
TOPS® is us—all of us—you and each member of your chapter.
Remember as you read this that the people in your chapter and the people who visit
your chapter are always more important than paperwork or procedures. Everything
we do together as TOPS® members should represent what TOPS® is all about—Real
People. Real Weight Loss.®
The information in this Chapter Manual is not about adhering to a series of random
rules or about making life complicated for the Leader or members of the chapter. As
it says on the cover, it’s about making your chapter great!
This information represents the lessons that TOPS® members before you have
learned over the last 65+ years (sometimes the hard way!). These strategies are
proven to create dynamic chapters where everyone feels empowered and included in
the group and where everyone is encouraged to make healthy lifestyle decisions that
will lead to weight loss and lasting health.
Isn’t that, after all, why we all first walked through the doors of TOPS®?
Questions about anything in this manual?
There are real people you can contact for help. Turn to page 19 to find your local
Field Staff and write their information here to keep it handy.
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TOPS® Club Inc. Chapter Manual
1
The Fine Print
This manual is for chapter use only and should be available at every meeting for any member to
review. It has been loaned to the chapter and must be returned to the Coordinator upon request. It is the
responsibility of the Leader to keep the book in good condition and turn it over, intact, to newly elected
officers. Additional booklets, for chapter use only, may be purchased using form KOPS® Awards and
Chapter Tools (L-017) or on www.tops.org in the TOPS Store. The Chapter Manual is available for all
members to view and download free in the Members Area of www.tops.org.
Copyright 2014 by TOPS Club Inc. U.S. and international copyright laws protect this material.
TOPS Club Inc. members and chapters have a limited right to print copies of this material for their personal
use and use in TOPS Club Inc. chapter meetings. No material may be copied, modified, downloaded or
redistributed for any other purpose without the expressed written permission of TOPS Club Inc. TOPS
Club Inc. retains all other rights. TOPS® and KOPS® are service marks of TOPS Club Inc.
TOPS Club Inc. (Headquarters) is incorporated in the state of Wisconsin.
TOPS® chapters are separate legal entities. Depending on the law of the jurisdiction in which a chapter is
located, most of the TOPS® chapters would be classified as unincorporated associations. The primary
purpose of TOPS Club Inc. is to help the overweight TAKE OFF POUNDS SENSIBLY. Therefore,
TOPS® never accepts compensation for mentioning any product or service, and never gives permission to
anyone engaged in the sale of products or services to contact TOPS® chapters or members.
U.S. Chapters Only
Federal Nonprofit Status TOPS Club Inc. is an exempt organization under section 501(c)(3) of the
U.S. Internal Revenue code. This does not apply to chapters unless they file an application with TOPS Club
Inc. for coverage. There is a one-time processing fee for filing. The application is currently available for
U.S. chapters only. Please contact the Coordinator for the application, or the Leader may download forms
L-046A, L-046B and L-046C from the Leaders Corner of www.tops.org.
Please note that the information below only applies to your chapter if you have applied for nonprofit status
using the guidelines stated above.
The Chapter Articles of Association is the organizing document of the Chapter. The Chapter Articles of
Association defines the general purposes, activities and operations of the chapter. Chapter Articles of
Association are executed by members that are founding a new chapter, or by the members of an existing
chapter that do not have Chapter Articles of Association. TOPS® and the chapter should retain a copy of
their Chapter Articles of Association. The Chapter Affiliation Agreement with TOPS Club Inc. is the
agreement between TOPS Club Inc. and each chapter. The Chapter Affiliation Agreement establishes and
verifies the relationship between TOPS® and its chapters. The Chapter Affiliation Agreement establishes
that TOPS® has the necessary supervision and control of its chapters for purposes of maintaining its
nonprofit status. The officers of the chapter and TOPS® sign the Chapter Affiliation Agreement. TOPS®
and the chapter retain copies of the Chapter Affiliation Agreement. Chapter bylaws for nonprofits include
the following statement prior to the numbered bylaws: The Chapter Association and the Chapter Affiliation
Agreement with TOPS Club Inc. govern all chapter and member activities. All official TOPS® Rules
supersede any chapter bylaws and therefore do not need to be included as bylaws.
IRS “e-postcard”: Each year, TOPS® chapters will receive a notice from the IRS that they must file an
“e-postcard.” This is how the IRS maintains its database of organizations still in operation. TOPS®
Headquarters will process the “e-postcard” on behalf of the chapter. The chapter should disregard the
notice from the IRS.
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Making Your TOPS® Chapter Great!
What’s In Your Chapter Manual?
Chapter 1 • Aim for the 80% Difference .................................................................................. 5 Chapter 2 • The Other 20%................................................................................................... 11 Chapter 3 • We’re Here for You!® ......................................................................................... 19 Chapter 4 • Many Hands Make Light Work........................................................................... 25 Chapter 5 • Online Tools for All Members ............................................................................ 39 Chapter 6 • Tracking Progress .............................................................................................. 45 Chapter 7  Keep Off Pounds Sensibly® ............................................................................... 51 Chapter 8  Special Circumstances ...................................................................................... 55 Chapter 9  Awards & Recognition ....................................................................................... 61 Chapter 10  Determining Annual Winners........................................................................... 65 Chapter 11 • TOPS News Magazine .................................................................................... 71 Chapter 12  Sharing the TOPS® Message .......................................................................... 75 Appendix ............................................................................................................................... 79 TOPS Ten Ways to Keep Your Chapter Active and Fun........................................... 79
Welcome Circle.......................................................................................................... 80
Sample Chapter Bylaws ............................................................................................ 81
Chapter Minutes Template ........................................................................................ 82
Treasurer Transaction Sheet ..................................................................................... 83
Walk/Activity Waiver .................................................................................................. 84
Promoting Your Chapter ............................................................................................ 85
Photo Do's and Don'ts ............................................................................................... 89
Some Materials All Chapters Should Have ............................................................... 90
Finding Forms Online ................................................................................................ 91 TOPS® Terms ............................................................................................................ 92 Index ..................................................................................................................................... 93 TOPS® Club Inc. Chapter Manual
3
4
Making Your TOPS® Chapter Great!
Chapter 1 • Aim for the 80% Difference
I wish you peace with the food you eat, power to go the distance to your goal and celebration of your
unique self as you write the story of your Real Life.
— Barbara Cady, President of TOPS Club Inc.
Circle of Friends
No matter how you are seated at your
meetings, you are a Circle, each member
connected in support of each other. What you
give to the group continues through the Circle
until it comes back to you, so the more you
give, the more you receive. A group of likeminded people working toward a common
goal is more powerful than what any of us can
do alone. The exchange of ideas, the caring
concern, the uplifting message, the open
sharing—all come together to support each
member as they travel this journey to good
health.
One of the things that sets the
Make the Most of Time Together
difference. The TOPS® method is
In our busy lives, the last person that we
usually take care of is ourselves. For a
successful chapter, each member should
commit herself or himself to spending that one
hour each week at the meeting focusing on the
reason we meet. Each empty spot in the Circle
could make all the difference. Together We
Can is not just a slogan in TOPS®; it’s the
foundation of how each member achieves
success with a nurturing Circle of Friends.
scientifically proven to help
Remember that paperwork and reports from
the Secretary, Treasurer and Weight Recorder
are not the primary purpose of the meeting.
Using the 80/20 rule, aim to devote 80% of
your meeting time to helping and supporting
each other. Spend 20% on the little bits of
paperwork necessary for the function of the
TOPS® Club Inc. Chapter Manual
TOPS® program apart is group
support. After all, no matter
what kind of diet or exercise
program you follow, no matter
what health goals you set for
yourself, having the support of
others who share your goals and
challenges can make all the
members like you stop dieting
and start making changes you’ll
love and can keep for a lifetime.
chapter. The paperwork should never become
the meeting!
The heart of the Circle is that time spent
during the 80% portion of the meeting. There
should be an atmosphere of safety, acceptance,
openness, caring, concern and respect for each
member’s feelings and opinions. Everyone
should feel free to express himself or herself
honestly and not be judged. A TOPS® meeting
is a safe haven.
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Choose People Over Processes
Here are the elements of a TOPS® meeting in
order of importance. A sample meeting
agenda follows.
1. WEIGH-IN AND ROLL CALL
Accountability at the scale during a private
weigh-in sets the basis for reporting the results
of your efforts during the preceding week.
During roll call, members briefly share what
worked for them or what pitfalls they
encountered.
2. PROGRAM
The focus during the beginning of the meeting
should be on the Mission, presenting
informative and interesting programs based on
the common purpose.
a. Build in time for fun to keep our spirits
lighthearted on this difficult journey.
b. Foster and encourage sharing from each
member, being careful to avoid one
dominating voice that keeps others from
participating.
c. Invite experts in their field as speakers to
expand your opportunity to hear ideas from
different sources.
d. It’s important for members using any
printed material to condense it into a
manageable size with key points shared at
the meeting rather than taking an article
from any source and just reading it verbatim.
TOPS® provides extensive resources for
programs at chapter that are available to all
members.
3. AWARDS AND RECOGNITION
It’s important to cheer on those members who
are making strides toward success, especially
KOPS® in your group who are maintaining
their goal weight. This will inspire others to
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lose and maintain weight losses and can
provide a great source of motivation.
4. BUSINESS
Toward the end of the meeting, reports may be
heard from the Treasurer, Secretary, contest
organizer or others as needed.
a. Minutes: Notes of progress, program
topic and discussions or decisions made
during the meeting may be taken; however,
it’s not necessary to read them each week.
b. Treasurer’s Report: While it may be
important to keep the members informed
regarding funds and dues payable, this
information can be presented briefly and
updated for the membership monthly or
quarterly rather than every week.
5. CLOSING
The meeting should end in an uplifting way,
whether that is reciting the TOPS® Pledge
(See page 78.), reading an inspirational
message or including a supportive tradition
that may have been set in your chapter. It is
your Circle. How you fill it should be by
mutual consent of each member as you
incorporate the tools you need to accomplish
your Mission.
Expand Your Circle
It is most rewarding to stay connected with
other nearby chapters by way of Area, State or
Provincial Recognition Days or through local
Rallies, Fun Days and Workshops. This
expands your Circle, giving your chapter even
more strength as you are touched by the
support of so many other members. You will
be amazed as you discover that TOPS® is not
just your own chapter meeting, or a building
somewhere, but an ever-expanding Circle of
people just like you who have found the
support they were looking for at TOPS®.
Making Your TOPS® Chapter Great!
In summary, share, care, laugh, listen, attend,
search, contribute, volunteer, ask and commit
yourself to the task at hand, and everyone will
benefit.
to know the history of TOPS® or memorize all
of TOPS® Rules right off the bat. But there are
a few things you can emphasize right in the
beginning to help them get started.
Graciously Greeting Visitors

Warmly welcome all visitors to your
community chapter. Anyone age 7 and older
who is interested in TOPS® is welcome to
attend a meeting at your chapter one time
without charge and without obligation.
Prospective members are encouraged to visit
more than one chapter to find the best fit for
them.
o My Day One (Free copies for new
members are available from your
Coordinator.)
o TOPS® Rules
o Your chapter bylaws listing meeting
times, fees, and other chapter info
TOPS® members are welcome to visit other
chapters when they travel.
Special rules apply to repeat visitors who are
not members—specifically, children,
caregivers of children and caregivers of
members with disabilities. See pages 13 and
16 respectively.
o Names and phone numbers or other
contact info for chapter officers, New
Member Coach, KOPS® or other
members willing to help and support
the new member.

Have your New Member Coach or Contest
Chair go over the rules for participating in
any contests that may be going on.

Have your New Member Coach or other
member sit with the new member and go
over what is in My Day One.

Always offer—but never insist—to take
measurements for the new member during
weigh-in and record them in My Day One.
Oftentimes, losing inches in the chest,
waist and hips is the first sign of progress
in the journey to weight loss.

Take a before picture using the highest
available setting on your cell phone or
camera (very small pictures can’t be used
in TOPS News and elsewhere). See photo
tips in appendix.
Welcoming New Members
Starting anything new can be a scary
proposition, and TOPS® is no exception.
Think of how you felt when you first walked
into your chapter. Were you nervous,
uncomfortable, unsure or confused as to what
people were saying? Were you afraid to ask
questions because you didn’t want to look
stupid or seem pushy? Many new members
feel just this way.
You can help make new members feel
welcome, included and informed from the
very start so that they can get the most out of
TOPS®.
Here’s a simple checklist of items to go over
with your new members. Don’t overwhelm
them with everything at once. They don’t need
TOPS® Club Inc. Chapter Manual
When joining, each new member should
get a copy of:
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Chapter Meeting Agenda │sample to customize
Before the Meeting
Each chapter has been provided with a
complimentary laminated “Meeting Here”
sign. Be sure to display it prominently at your
meeting place to help visitors find you.
Providing nametags and asking everyone to
wear them each week as they arrive is another
way for everyone to get acquainted.
2. Some chapters use the Welcome Circle
chapter program to make visitors or new
members feel welcome. See appendix.
3. Have a New Member Coach, officer or
member of the Welcome or Hospitality
Committee sit with the visitor to explain what
is happening during the meeting. (See position
descriptions beginning on page 28.)
Weigh-In
Roll Call
Every chapter meeting should include a
weigh-in unless the scale is broken. That’s the
gift of accountability TOPS® meetings
provide.
Roll call provides a chance for each member
to say whether he/she is up, down or the same
(turtle) for the week and to share challenges
and successes if the individual member wishes.
Depending on the size of your chapter, you
may allow each person just a moment or allow
the discussion to go more in depth. On
occasion, you may want your roll call to take
up the better part of your meeting since
members learn a lot from each other’s
struggles and successes.
Depending on the size of the chapter, a period
of 15-45 minutes is reserved at the beginning
of the meeting for weighing each member.
Details of this process are found on page 45.
Welcoming Visitors
Warmly greet any new faces and ask them to
introduce themselves. Let them know that one
of the officers will be available after the
meeting to answer any questions they have.
Or, if no one will be available, trade emails or
phone numbers. That way you can follow up
later and the visitor can contact someone with
questions, if any arise. Some chapters use a
guest book so they can keep all visitor
information together. You may:
1. Briefly have members and visitors
introduce themselves by first name and share
in one sentence why they joined (or want to
join).
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Educational Program
Have members take turns presenting the
program. TOPS® provides hundreds of chapter
programs, contests, activities, ceremonies,
articles and worksheets appropriate for chapter
meetings. Experts review all programs for
accuracy.
1. Programs and important reminders are
grouped in the center of each TOPS News.
2. The New Leader Outline with 52 weeks of
program ideas is in the Leaders Corner
of www.tops.org. (See page 40.)
Making Your TOPS® Chapter Great!
3. Members may find program ideas online
in the Members Area under the Programs
and Contests section of the website.
4. Thousands of health information sheets
written and reviewed by physicians are
available in the Medical Q&A (Krames
Health Library) on the Members Area of
www.tops.org.
5. See Chapter 5 for more online resources.
Note: TOPS® is not responsible for program
content that chapters use from other sources.
Be aware of copyright infringement.
Awards
Keep members motivated with contests,
including best loser of the week, month or
quarter. Present certificates and award items
to celebrate success. (See page 61.)
Brief Business Meeting
This includes committee and officer reports,
fundraising, event coordination (IRD, fall
rally, workshop and open house), annual
bylaws, etc. To save time, items can be:
1. Handled by the Executive Committee and
brought to the chapter for discussion or vote.
Accentuate the Positive
While encouragement and support are keystones of
a TOPS® meeting, these are not to be confused as
acceptance of errant behavior. In order to provide a
clear, positive message, try some of these tips:
Communicate Well
• Be the first to greet or say “hello.”
• Use eye contact and smile.
• Be a good listener.
• Express yourself clearly and succinctly.
• Balance the giving and receiving of
information.
• Separate facts from feelings.
• Be enthusiastic about others.
• Focus on the positive—compliment sincerely.
• Use humor to reverse a negative situation.
Be an Inspiration
• Accept others just as they are.
• Have confidence in your own abilities.
2. Outlined in a handout shared at one
meeting for discussion at a future meeting
or distributed via email or mail so members
have time to consider the subject in advance.
• Share your successes and those of others.
Closing
• Keep meetings focused on healthy lifestyles.
Ritual creates comfort, safety and a sense
of belonging. As a chapter, find an uplifting,
short and meaningful way to close meetings
and carry you from one week to the next.
• Involve others in chapter activities.
TOPS® Club Inc. Chapter Manual
• Accept and work with your limitations.
• Share inspirational messages.
• Encourage members to succeed.
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Reaching Out Between Meetings
Don’t limit your support to one day a week!
Here are ideas for keeping in touch and on
track with your healthy goals all week.
Buddy System
Have members pair up—or assign pairs—to
encourage new people to get to know one
another. Ask them to check in with each other
at least once during the week via email, phone,
text or however they prefer.
SMART Goals
Have members set a SMART goal each week
as outlined in My Day One or the Real Life
guide. Encourage them to hold one another to
goals.
Contact Committee
Asking members who have a friendly,
outgoing personality to be in a Contact
Committee is another way to stay in touch.
Every month, they should contact members
who haven’t been to chapter to encourage
them to return. Sometimes just that extra
personal effort of reaching out to someone and
saying “You are missed” is what they need to
keep trying.
Facebook and Social Networks
Many TOPS® chapters find that having a
Facebook page (or presence on another social
networking site) is a fun and convenient way
to inform, encourage and engage members. To
ensure consistency of TOPS® message online,
TOPS Club Inc. has established these
guidelines for regional/local TOPS® social
networking sites:
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a. Page must include unofficial,
unauthorized disclaimer. Suggested
Facebook disclaimer: The purpose of this
unofficial fan page, featuring news for and
about [insert name of area or chapter], is to
help and support each other as we take off
and keep off pounds sensibly. It is not
monitored or endorsed in any way by TOPS
Club Inc. Visit the Official TOPS Club Inc.
fan page at www.facebook.com/TOPSClub.
TOPS® and KOPS® are registered
trademarks of TOPS Club Inc., Milwaukee,
Wisconsin.
b. Page should be regularly updated.
c. Page must link to www.tops.org.
d. Your local page must “like” Official
TOPS Club Inc. Facebook page.
e. Content cannot be in conflict with TOPS®
philosophy.
If You Must Cancel a Meeting
If a meeting is canceled, a cancelation notice
must be posted on the door as a courtesy to
potential visitors and members who may not
have received the notice.
Never discourage someone interested in
seeking support from TOPS®. No more than
two meetings may be canceled a year if
possible. Members need the regular
accountability of the scale and face-to-face
support.
The Leader may cancel a maximum of two
meetings each calendar year if unavoidable
without notice to the Coordinator. If other
meetings must be called off, notify your
Coordinator of the necessity.
Making Your TOPS® Chapter Great!
Chapter 2 • The Other 20%
Only sometimes when we pick and choose among the rules we discover later that we have set aside
something precious in the process.”
― Helen Simonson, Major Pettigrew’s Last Stand
Every great group needs some ground rules to
be successful and a few pieces of paperwork
to keep track of things, and TOPS® is no
exception. This chapter deals with procedures
and rules—those created by TOPS Club Inc.
and those you create in your chapter to reflect
the desires of your members.
A Little About What TOPS Is…
®
TOPS® is a nonprofit, noncommercial weightloss support group founded in 1948 to help our
members take off and keep off pounds
sensibly. TOPS® doesn’t pay celebrities to
endorse us, and we don’t promise quick fixes
or promote unrealistic images of the “perfect”
body. TOPS® focuses on making small, steady
lifestyle changes that provide lasting weight
loss and better health. That’s what we mean
by Real People. Real Weight Loss.®
TOPS® stands for Take Off Pounds Sensibly®,
and that’s exactly what we have done over the
last 65+ years. We keep our costs low, and we
don’t accept outside advertising. We do offer a
network of thousands of weight-loss support
groups across the United States and Canada.
These groups, called chapters, provide a
nonjudgmental place where people just like
you learn how they can make changes and get
the support they need to reach their goals.
TOPS® Provides the “Do It”
TOPS® can’t do the work for you. You only
get out of TOPS® what you put into it. We
can't guarantee weight loss just by attending
meetings, but we do provide you with the
tools, information, support and accountability
TOPS® Club Inc. Chapter Manual
you need to be successful at each stage of the
journey, including after you reach your goal
weight.
Tools Available to Your Chapter
TOPS Club Inc. provides all chapters:
1. A new chapter kit that contains a variety of
helpful tools (See appendix for a full list.)
2. Free posters, promotional items,
membership applications, forms and other
materials are available from your Coordinator.
Use the Chapter Supplies Order (L-012).
3. Additional tools and awards may be
purchased from TOPS Club Inc. using Awards
Orders (L-015 and L-017). You may purchase
online from the TOPS Store (See Chapter 5.),
mail your order with check or money order—
never cash—or fax/email your order if paying
by credit card.
Materials and forms are also available in the
Leaders Corner of www.tops.org and in the
Members Area under Forms and Documents.
All materials provided by TOPS® and
purchased by the chapter must be turned over
to the newly elected officers and should be
shared with interested members.
Items Your Chapter Provides
TOPS Club Inc. provides caring,
knowledgeable staff; educational and
promotional materials and tools; and volunteer
training and support. The chapter is expected
to provide:
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1. A meeting place (Public is best but not
required.)
2. An accurate scale: Always bear in mind that
the scales need to be sturdy. These may be
balance beam or digital and should weigh to at
least 350 pounds. (Check “Chapter Team
Tools” in the Members Area of www.tops.org
for provider link.) The Coordinator may be
able to provide a new chapter with a “loaner”
scale until it is up and running.
3. Officers: Traditional community chapters
elect four officers and appoint a Weight
Recorder. See page 25 for details.
4. Binders for each office
5. An account book: a simple journal for the
Treasurer
TOPS® also encourages community chapters
to open a checking account. Details are on
page 32 under the Treasurer position duties
description.
Ground Rules for Success
One of the items in your new chapter kit is the
Democratic Rules of Order, a simple,
straightforward and widely used resource for
running all kinds of meetings.
®
The Chapter Manual and TOPS Rules cover
rules and procedures specific to TOPS®. At
any time you are unsure of a policy, please
contact your local Field Staff. They exemplify
the commitment that “We’re here for you!” ®
TOPS® Rules
Most of the items covered in the official
TOPS® Rules outline the consistent standards
set for all of the TOPS® recognition programs.
These are noted in the official TOPS® Rules,
which your chapter provides to each member
upon joining. Whenever TOPS® Rules are
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updated, a copy for each member will be
printed in the December/January issue of
TOPS News. Additional copies are available
from your Coordinator and in the Members
Area of www.tops.org under Forms and
Documents.
Food and Drink at Meetings
Eating and drinking are generally not allowed
at meetings with a few exceptions.
1. Chapters may have a tasting meeting where
a sample is offered to provide a small taste of
one special low-cal, low-fat, or low-sugar item
or recipe. This is not counted as a food
function.
2. Chapters are allowed two sensible food
functions per year. Chapters need not hold
such a function if they feel it is to their
advantage not to do so.
3. In traditional community chapters, no other
eating is permitted at meetings. Weigh-in
period is part of the meeting. Workplace
chapters that meet over the lunch hour may
have lunch together.
5. No alcohol may be served or consumed at
chapter meetings or TOPS® functions.
6. TOPS® discourages the practice of fasting
before weigh-in and eating a large meal
afterward. Chapter members should encourage
one another to develop healthy habits that lead
to steady, maintainable losses instead of
emphasizing being at a certain weight one day
a week.
7. TOPS® neither encourages nor discourages
members from dining out together after
meetings. Learning to eat reasonable portions
and balanced meals (both at home and out on
the town) is an important aspect of long-term
weight management.
Making Your TOPS® Chapter Great!
It’s okay to have the occasional special treat or
meal out as long as you have allowed for this
in your food plan. Moderation, not
deprivation, is the key. Be mindful of your
choices as you set a good example for one
another by making the people—not the food—
the main attraction of any get together outside
of your chapter meeting.
Going for coffee, walking, biking, hiking,
crafting and service projects are all examples
of other great group activities for keeping
body and mind active.
Soliciting at Meetings
The primary purpose for meeting each week in
TOPS® is to help one another take off and
keep off pounds sensibly. Soliciting distracts
from our mission. Members may not sell,
solicit or conduct fundraising for any outside
cause during any portion of a chapter meeting.
Prayer at Meetings
TOPS® is a nonsectarian organization and
neither supports nor opposes prayer at chapter
meetings and functions. Some chapters choose
to begin or end their meetings with prayer.
This decision is by secret vote of all members,
and, if passed by majority vote, no member is
obligated to participate in the prayer portion of
the meeting.
Political Messages
TOPS® is nonpolitical, and we should not be
sharing political messages as officers and
members of our chapters.
All of us have the right to make our own
informed choices at the polls, and everyone is
encouraged to do so. However, a TOPS®
chapter is not the venue to communicate
personal political points of view. We can do
that actively as citizens and through other
groups that are political in nature.
TOPS® Club Inc. Chapter Manual
Email Policy
Please remember, especially when forwarding
emails that are political or religious, chain
letters or jokes, they should not be sent
automatically to your chapter email group.
Not everyone shares the same views and
beliefs. Members provide their email to be
kept abreast of TOPS® chapter updates, not to
receive unsolicited messages of this nature. If
a member asks to be taken off the chapter
email list, you must by law stop emailing
them. This is true in the U.S. and in Canada.
Children at Meetings
Children 7 years of age and older may be
members of an adult chapter if they are
genuinely interested in losing weight and are
able to attend and participate. The chapter may
vote on whether minors must have an adult
guardian present with them at meetings. The
chapter may also vote on whether children of
any age who are nonmembers are allowed at
chapter meetings.
TOPS® Position on Weight-Loss
Surgery and Diet Medications
TOPS® has no opinion on weight-loss surgery
because whether or not to have surgery is a
personal decision that a member makes with
his or her doctor. We receive many questions
from people who have had bariatric surgery
and want to know if they can join TOPS. The
answer is yes. Some members who have lost a
lot of weight ask whether surgically removing
excess skin is considered surgery for weight
loss. It is not.
Chapters often wonder how to include
Division 9 members—members who have had
surgery for weight loss—in local contests.
That varies by chapter, so refer to your chapter
bylaws. Many chapters have separate
competitions for Division 9 members. For
13
yearly awards, the most successful Division 9
members in your chapter compete with those
from other chapters in your state or province
and are honored at Recognition Days
according to our TOPS® Rules.
Each of us is on our own journey toward
better health and a better life—what may be
right for one person may not be right for
another. No matter which path we choose, we
know other TOPS® members will be there for
us, offering support and encouragement in a
nonjudgmental environment.
Unresearched, nonprescription drugs and
supplements for weight loss are heavily
promoted on television and the Internet. The
U.S. Food and Drug Administration highly
recommends caution with the use of these
products since many of their claims of safety
and effectiveness are not proven. Consult with
your doctor before taking any supplement or
over-the-counter weight-control drug.
TOPS® Position on Healthy Eating
and Other Weight-Loss Programs
TOPS® exists to help and support our
members as they Take Off Pounds Sensibly®.
Since what works for one person may not
work for another, members are welcome to
participate in any meal plan, nutritional
counseling or other weight-loss program that
their doctor finds beneficial for their situation.
TOPS® offers group support and a structure
for weight loss and healthy living that can
stand alone or be used in conjunction with
other programs. TOPS® does not sell or
promote food or food products.
TOPS® advocates two healthy eating plans—
the USDA’s MyPlate (or Canada Food Guide
for Canadian members) and the Food
Exchange System created by the Academy of
14
Nutrition and Dietetics and the American
Diabetes Association. TOPS® provides
members with a wealth of information on
using these meal plans in our publications and
on our website. The information is written
and/or reviewed by Registered Dietitians to
ensure its accuracy.
The beauty of the Food Exchange System is
that it allows members to swap (or exchange)
foods with similar nutritional values. This
means members can choose the foods they
most enjoy and easily accommodate personal
preferences and special dietary needs. No
foods are required and no foods are prohibited
on the TOPS® program. TOPS® takes the
position that when eaten in moderation, all
foods fit in a healthy diet.
Rules Your Chapter Makes
Chapter bylaws are rules that your chapter
decides by voting. Voting in TOPS® is always
by secret ballot. We recommend that you keep
your rules simple and few. In fact, you do not
need to create bylaws at all if your chapter
doesn’t find it necessary.
1. TOPS® provides sample bylaws (See
appendix.) with a few of the basics:
a. Chapter name and ID number
b. Last revision date
c. Day, time, location of meeting/weigh-in
d. Cost of chapter dues and whether they are
to be paid weekly, monthly or otherwise
e. List of any rewards or fines
f. How your chapter will spend money on
things like cards, gifts or awards offered to
incoming or outgoing officers, best losers,
KOPS® members, members who are ill, etc.,
and whether/how much your chapter pays to
Making Your TOPS® Chapter Great!
send weight-loss winners to Recognition
Days events.
g. Rules for participating in contests
h. It’s important to know that your chapter
bylaws cannot conflict with the TOPS®
Rules or any provisions of this manual.
i. Review and vote on bylaws annually. Give
a copy to every member and forward your
new bylaws to your Coordinator.
j. All new members must receive a copy of
current chapter bylaws at time of joining.
k. The chapter may vote to amend its bylaws
anytime. Give members and your
Coordinator updated copies.
Settling Disagreements
Any time that a group of people gets together,
there are bound to be disagreements and
personality conflicts. Your chapter’s copy of
the Democratic Rules of Order sets the ground
rules for fair and orderly meetings that allow
everyone to voice opinions in a constructive
way. When your chapter votes to follow the
Democratic Rules of Order as part of your
bylaws, it can be an invaluable, impartial tool
for settling disagreements.
For help in dealing with difficult people or
problems within the chapter not covered by
the Chapter Manual, Democratic Rules of
Order or your chapter bylaws, contact your
Coordinator. Seek guidance before a situation
escalates into something that detracts from the
friendliness and focus of your meetings.
Keeping Membership Current
Members are responsible for keeping their
TOPS® national membership up to date.
TOPS® Club Inc. Chapter Manual
1. If a currently attending member lets
membership lapse, that person cannot be
weighed and is disqualified for any annual
award including KOPS®.
2. Chapter bylaws may require local dues be
kept current to receive chapter awards.
3. If the Leader does not keep his or her
national membership up to date, the chapter
will miss important mailings and updates.
Membership Categories
Adult Full Memberships
Most TOPS® members fall into the Adult Full
membership category. This is for all members
18 years of age and older and includes a
subscription to TOPS News. However, there
are a handful of other membership options.
Half-Price Memberships
1. Spouse: If one partner is already a member
of TOPS®, the other may join or renew at half
price but will not receive a subscription to
TOPS News.
2. Vision Impaired: Available to members
whose vision cannot be corrected to the point
that they are able to read TOPS News.
3. Teen and Preteen Members: Children
ages 7 years and older, but under 18, may be
members of an adult chapter. They may
choose to join or renew at half price but will
not receive TOPS News.
After the first free meeting, only members
may attend TOPS® meetings, with two
exceptions outlined below.
Exception for Teen Chapter Advisors: The
adult advisor of a TOPS® chapter established
exclusively for teen and preteen is not
required to be a TOPS® member.
15
However, the advisor may be a member of an
adult chapter. Teen groups must always have
an adult advisor listed on the Officers Chart
and present at each meeting. The Chapter
Manual, other materials, forms and
correspondence are sent to the adult advisor.
Teen and preteen chapters and members are
subject to TOPS® Rules just as adults are.
Exception for Caregivers: Nonmember
caregivers of members with disabilities may
attend TOPS® meetings and activities if and
only to the very limited extent necessary to
assist the member with the disability to attend
and participate in TOPS® meetings/activities.
a. The caregiver may not participate.
b. Chapter Executive Committee determines
reasonableness of the caregiver attending.
Enrolling New Members
The Membership Application (L-003) may be
used as a new or renewal application. Have
the new member read entire membership
application form—including back—before
signing. Parent or guardian must sign
application of a child 7 years of age or older
but less than 18 years of age.
Give member the goldenrod copy as receipt of
membership payment. If you’re not using the
four-part version of the application, simply
give the member a photocopy or extra printout
from website. The member’s insurance
provider may reimburse the receipt.
Enrolling Former Members
A former member whose TOPS® membership
has lapsed one year or more prior is classed as
a new member. All previous records are
destroyed. If a renewal was overlooked, and
the member has been attending meetings, he
or she may pay all back and current national
16
membership fees to prevent a lapse in
membership.
Example: Member is due to renew on July 30,
2014. Member does not renew and
membership lapses. On July 31, 2015—more
than one year after membership lapsed—the
former member joins as a new member.)
Online Membership
Online members join as new members at
www.tops.org and have no immediate chapter
affiliation. They are supported by an Online
Coordinator. Online membership is valid for
12 months from date enrolled. They receive an
electronic voucher to print as proof of
membership. Headquarters mails them My
Day One and TOPS® Rules. They also receive
TOPS News. Online members are welcome at
Recognition Days and other events (subject to
fees and registration where applicable) but are
not eligible for the recognition program. They
are allowed a courtesy visit to a chapter, as are
any other members.
An online member has the option of joining a
chapter, using the printed voucher as payment.
Here’s what to do when an online member
wants to join your chapter:
1. Write the online membership number and
enrollment date listed on the voucher on the
Membership Application. Fill in member’s
first weight recorded at chapter as member’s
present weight. (The online enrollment date on
the voucher is the starting date; the first
weight in a chapter is the present weight.)
Once an online member joins a chapter, he or
she is eligible for awards and recognition.
2. Complete all other areas of the Membership
Application as usual.
Making Your TOPS® Chapter Great!
3. Attach the voucher to the Membership
Application and mail to Coordinator. If the
online member cannot print a copy of the
payment voucher, simply indicate that on the
application, and the Coordinator can confirm
payment when processing the membership.
Renewing Memberships
Headquarters mails current members a
Membership Renewal (L-003R) form
approximately six weeks prior to renewal date.
The membership fee should be paid
immediately to ensure no interruption in
membership or missed issues of TOPS News.
Record the member’s current weight on the
renewal form. This recorded weight may be
member’s highest weight recorded at TOPS
Club Inc. If higher than original starting
weight, that weight is used for determining a
member’s loss to goal and for Century
Awards. If Renewal Form is not received or is
misplaced, Membership Application (L-003)
may be used. Members also may renew
online.
Members whose renewals are not received at
Headquarters in a timely manner will receive
an email reminder with an option to pay
immediately via PayPal. Only members who
have an email on file at Headquarters and who
have not unsubscribed to email services will
receive this reminder.
Renewal Procedure
1. Member brings the entire renewal form to
chapter. The member reviews the form and
lists name, address and chapter changes in the
space provided on the front of the
Headquarters Copy and updates phone and
email address. Member signs Headquarters
Copy and pays membership fee to Treasurer.
2. Treasurer fills in Treasurer Use Only area.
TOPS® Club Inc. Chapter Manual
3. Weight and date are filled on proper lines.
4. Chapter keeps the Chapter Copy and returns
Member Copy to member as a receipt. The
member’s insurance provider may reimburse
this receipt.
5. The Chapter mails the Headquarters and
Coordinator copies, along with a chapter
check, to Coordinator.
6. Online Renewal Procedure: Full-price
members may renew their memberships in the
TOPS Store. If at highest weight, member
prints voucher and takes it with the renewal
form to chapter. Weight Recorder enters
renewal weight and “online renewal” on the
form and sends with voucher to Coordinator.
7. If members’ renewals are received at
TOPS® Headquarters after their renewal date,
they may miss an issue of TOPS News. The
mailing process is automated and includes
only the data for current members. Members
and chapter Leaders should keep in mind the
time it takes to process renewals through the
Coordinator. Online renewals using the
website are updated immediately. Members
are able to renew online 60 days before and 60
days after renewal date. As long as the supply
lasts, past issues of TOPS News are available
for purchase online in the TOPS Store.
Hardship
Chapters should do their best to work with
those who cannot afford the modest fee to join
TOPS®. Occasionally, the chapter Executive
Committee may decide to pay this fee on
behalf of a deserving member who is unable.
Chapters may choose to waive local chapter
dues for a member experiencing financial
hardship. TOPS Club Inc. does not provide
scholarships to cover annual dues or waive
national membership fees.
17
A Word About Forms
Change of Name or Address Form
All forms mentioned in this manual may be
downloaded from the Leaders Corner or
Members Area of www.tops.org. (See
appendix for a handy chart.) When
downloading forms, please double-check that
you have the correct number of pages for each
form—some forms have several parts. See
Chapter 5 for more on what’s available online.
Forms most commonly used by chapters (but
not already explained) are described below.
Staying in touch with each other is essential.
Please keep contact information current. If
changing contact information, email or mail
your Coordinator or Headquarters at least six
weeks ahead of time to ensure uninterrupted
delivery of TOPS News and renewal form.
Change of Name or Address form (L-007) is
optional. Members may also make address
changes themselves using the website. Name
changes can only be completed by
Headquarters staff, but may be sent through
your Coordinator or directly to Headquarters.
Contributions Forms
Any contributions to the specific funds listed
in the back of TOPS News may be made with
Contributions Forms (L-019). Please complete
and send with check or money order—never
cash—to TOPS Club Inc.
Anyone who would like to become a part of
the TOPS® Heritage Society by donating $100
or more may do so using form L-019B.
Donations for bricks and features in the Esther
Manz Memorial Garden at Headquarters may
be made with form L-019C. Both members
and nonmembers are welcome to donate.
Change of Leader/Advisor or Meeting
Information Form
Use Change of Leader/Advisor or Meeting
Information (L-023) to inform your
Coordinator when a new chapter Leader is
elected; when a new adult advisor is
appointed; or when your chapter changes its
meeting place, time or day. Many chapters
choose simply to email this information.
Please note that if you change your meeting
place, day or time without notifying your
Coordinator, then your chapter’s information
will not be listed correctly on the TOPS®
website, and potential members will be sent to
a meeting at the wrong place, day or time.
18
Go to www.tops.org and click “TOPS Store.”
Log in. On left under “Profile,” click “Edit My
Info.” Click “Edit.” Change your information.
Finish by clicking “Submit.” TOPS Club Inc.
is not responsible for issues of TOPS News not
received due to a change of address not being
filed with Headquarters.
Each time you move, please contact TOPS®
directly or change your information online. In
addition, use the United States Postal Service
or Canadian Change of Address form to
ensure timely delivery of TOPS News.
Chapter Résumé Form
This is a chapter’s most important report of
the year. If the Chapter Résumé (L-010) is not
sent to the Coordinator on time, the chapter
and all members are disqualified from yearly
awards competition at all levels, and all
KOPS® lose status. If this happens, Leader
should appoint a new Weight Recorder unless
exceptional circumstances prevented timely
mailing. Your Coordinator is happy to answer
any questions and to walk you through the
process if necessary. You can find step-bystep directions in Chapter 10.
Making Your TOPS® Chapter Great!
Chapter 3 • We’re Here for You!®
Individual commitment to a group effort—that is what makes a team work, a company work, a
society work, a civilization work.
— Vince Lombardi
A big part of our organization is support, and
you can count on members of the TOPS® team
to answer your questions and provide support
for your chapter. After all, every one of our
500 Field Staff across the United States and
Canada are members just like you. All are
active in their local chapters, just like you. All
joined TOPS® for help in dealing with the
challenge of being overweight, just like you.
How We Choose Field Staff
Our caring Field Staff clearly understand the
ongoing nature of successful weight control
and continue to work at it each day. While
many have lost considerable weight and many
are KOPS® (members who are at their goal
weight and now Keep Off Pounds Sensibly®),
it is not for this reason they are selected to
serve as Field Staff. Their administrative
ability, compassion and dedication to helping
their fellow members and all who have weight
problems are the primary attributes that
determined their selection and appointment as
Field Staff. Members interested in becoming
Field Staff may submit a résumé at any time to
the TOPS® Board of Directors or Regional
Director of an area.
Finding Local Field Staff
There’s a place in the beginning of the manual
where you can write the name and contact info
for your local Field Staff. There are several
ways to find your local go-to folks:
2. You may go to the “Find A Meeting” page
of www.tops.org and enter your ZIP or postal
code to see names of your local Field Staff.
You may need to scroll down to see it. If you
like, send an email simply by clicking the
name of your Coordinator or Area Captain.
3. Find your Regional Director on the “Our
Team” page of the website under About
TOPS.
You may also email your RD or the
confidential liaison of the Board of Directors
on the “Our Team” page, although we strongly
encourage starting with your Area Captain or
Coordinator first.
4. Headquarters will be happy to put you in
touch with your Field Staff. Email
wondering@tops.org or call 414-482-4620.
Please note Headquarters personnel may not
be able to answer specific questions you have
and will likely direct you back to your local
representatives. If you leave a message,
someone will get back to you during normal
business hours, which are weekdays from
8 a.m. to 4:30 p.m. Central time.
Coordinators
Coordinators are selected by Regional
Directors to aid Leaders in building and
maintaining interesting, enthusiastic,
successful TOPS® chapters. These dedicated
people have a rich history of TOPS® service in
a wide variety of fields.
1. Current contact info for your Coordinator
appears on the back cover of TOPS News.
TOPS® Club Inc. Chapter Manual
19
Coordinators help find answers to all
questions that may arise in the chapter and
offer advice when challenges are presented.
They work hard to assure that every member
receives complete recognition for weight-loss
efforts within the framework of TOPS® Rules.
Most Coordinators serve one state or province,
depending how many chapters are in the area.
Some larger states or provinces have many
Coordinators in order to provide the best
service to the TOPS® population in the area.
Coordinators are independent contractors and
are paid a service fee for their efforts.
What You Should Expect from Your
Coordinator
1. Your Coordinator should have regular
“business hours” when he or she is
specifically available to take your call or
email. Coordinators should share this
information with you, let you know if there
will be times when they are not available due
to vacation, illness, etc., and provide via
voicemail or email contact information for
someone else who can help you when they
know they will be out for several days.
2. Your Coordinator should be available to
answer questions or concerns promptly. By
promptly, we mean within one business day.
So, if you make contact on Monday, you
would normally hear back sometime Tuesday.
3. Your Coordinator should be able to explain
anything in TOPS® Rules or this Chapter
Manual.
4. Your Coordinator can provide a
confidential listening ear and constructive
suggestions for dealing with any personal
conflicts, disruptive behavior or other
concerns that may arise at chapter.
20
5. Your Coordinator will share information
with you at least quarterly via newsletters,
mail, email or phone calls.
6. Your Coordinator will work with other
Field Staff to plan meaningful events for
members in your area. This includes an annual
Recognition Days event, generally held
sometime between March and June, and a Fall
Rally sometime between August and
November.
7. Your Coordinator will provide chapter
Leaders and officers with training
opportunities, often called workshops, where
you can learn the ins and outs of TOPS® and
discuss the challenges of making your chapter
more effective. Many times these are run by
Area Captains who, along with the
Coordinator, work to be certain what they
share with you is current and accurate.
8. Coordinators are available to chapter
officers and members, who are encouraged to
contact the Coordinator whenever anything
arises of which they are doubtful.
What Your Coordinator Expects from
Your Chapter:
1. Please let your Coordinator know of any
important changes to your chapter or its
membership right away:
a. When your chapter moves meeting
locations
b. When your chapter changes the date or
time of its meetings
c. When a member who has joined stops
showing up for several weeks or months.
d. When a member dies
e. If your chapter is considering disbanding,
see page 58.
Making Your TOPS® Chapter Great!
2. Please submit all paperwork promptly.
Delays in paperwork cause your members to
miss important benefits of membership,
including being recognized on stage at state,
provincial and national events, receiving
issues of TOPS News, receiving orders, and
registering for retreats or events.
Some examples of paperwork that needs to be
mailed, faxed or scanned/emailed directly to
your Coordinator include:
a. Membership applications and renewals
with payment: (Payment could include
check or money order, payment coupon
generated by TOPS® Headquarters, or
receipt from www.tops.org if member joined
or renewed online).
b. Event registrations with payment if so
specified.
c. Yearly maintenance fee: Each chapter is
assessed a yearly maintenance fee based on
number of members in the chapter. This
helps cover the cost of servicing the chapter.
Historically, the fee is generally $12 or $24
for small and medium-sized chapters.
(That’s the chapter total, not per person).
For workplace chapters, maintenance is
covered in the start-up and annual corporate
renewal fees.
d. Chapter Résumé: This is your chapter’s
year-end report of how much weight you
lost. Your Coordinator will return a copy of
the résumé to you with certificates from
TOPS® to present to your chapter winners.
®
TOPS uses your Chapter Résumé to calculate
the total weight loss for TOPS® during the
year and to determine regional and
international awards. This ensures full
recognition of deserving members.
TOPS® Club Inc. Chapter Manual
Unfortunately, each year some deserving
members miss out on proper recognition,
which may include financial help from TOPS
Club, Inc. to attend IRD, because the chapter
did not submit the résumé.
Your chapter mails all memberships,
registrations, maintenance payments, required
reports, etc., to your Coordinator to ensure
prompt handling and full recognition of
deserving members.
Area Captains
Area Captains, sometimes called ACs, are
selected by the Coordinator to be the first
Field Staff contact for many chapter officers
and members. They provide answers to basic
TOPS® questions and are there to listen.
Area Captains are generally assigned to a city
or a county, although they may only cover part
of a city in urban areas or multiple counties in
more rural areas.
Area Captains are passionate about TOPS®
and want to help their fellow members. Area
Captains receive token reimbursement for all
their hard work. TOPS® does not pay travel
expenses for them to visit your chapter. If
your chapter is able to offer a nominal
donation when she or he visits, your Area
Captain will appreciate it. This is especially
true in very rural areas where she or he has to
drive long distances to visit your chapter.
The Area Captain serves TOPS® in the local
area in these ways:
a. Assists chapter officers
b. Provides close, caring support
c. At the chapter’s request, installs officers
and performs special ceremonies
d. Visits established chapters and presents a
special program related to the TOPS®
21
mission each year, referred to generally as
the Area Captains’ Program
e. Helps organize new chapters
f. Helps prospective members and visitors
find the right chapter for them
g. Coordinates publicity for TOPS® in the
area and recruits KOPS® and other
successful members to be publicity
volunteers
h. Plans and hosts workshops and meetings
for members in your city or county
Area Captains do more than can be expressed
in words. Each offers caring support and real
understanding of our common problem.
Regional Directors
Regional Directors have been involved in all
phases of TOPS® for many years. They are
responsible for supporting and directing the
TOPS® program in large areas. They select
and coach Coordinators and Area Captains.
Each Regional Director has several states,
provinces and even foreign countries to serve.
They meet regularly with members of the
Board of Directors, Headquarters staff and
each other to share ideas, discuss concerns,
relate needs from their areas, learn new
methods to better serve members and develop
new programs that will help their members
take off and keep off pounds sensibly.
Regional Directors relay this information to
their Coordinators and Area Captains to pass
on to all TOPS® chapters in their areas.
Regional Directors make certain that
Coordinators are appointed to help and
support all chapters and members and that
Coordinators are well informed.
Regional Directors also:
22
a. Handle exceptional challenges and
problems referred to them by Coordinators
and members for resolution
b. Determine the primary focus of the area,
provide technical guidance and correct
misinformation
c. Oversee developing publicity, raising and
distributing funds for local projects, and
recognition of deserving members
Headquarters Staff
All records of TOPS® membership and
recognition are stored at TOPS® Headquarters
in Milwaukee, Wisconsin, the birthplace of
our organization. This is where all TOPS®
materials are designed and shipped to chapters
and where www.tops.org is maintained.
Chapters send all Award Orders (L-015 and
L-017) and payments directly to Headquarters
for processing. Headquarters employees are
not necessarily TOPS® members. They
maintain the business functions of our
nonprofit organization, support Field Staff and
provide materials for chapters. Headquarters
employees are not trained to handle questions
concerning TOPS® Rules and the Chapter
Manual. These matters are referred to the
Field Staff for answers.
Headquarters is at 4575 South Fifth St.,
Milwaukee, WI 53207. Mailing address is PO
Box 070360, Milwaukee, WI 53207-0360.
Phone number is 414-482-4620.
Website address is www.tops.org.
Board of Directors
Our Voting Members elect a nine-member
Board of Directors to direct the ongoing
activities of the organization. Board members
are elected for a three-year term. Three current
Making Your TOPS® Chapter Great!
Board positions are open each year. Running
to fill these slots are the incumbents and up to
six other candidates selected from experienced
people dedicated to continuing the TOPS®
philosophy and purpose.
Voting is conducted in November at
Headquarters. Results appear in TOPS News.
Four Board meetings are scheduled annually
to discuss needs, challenges and opportunities;
plan for the future; and review suggestions,
ideas and concerns received from members.
The Board selects a Chairman for a two-year
term to schedule and run the meetings.
Email Board members directly by clicking the
individual’s name in the “Our Team” section
of www.tops.org.
Officers of TOPS Club Inc.
TOPS® Officers are elected for two-year terms
by the Board of Directors to serve the
organization. Officers include the President,
First Vice-President, Second Vice-President,
Secretary and Treasurer. They assure that
TOPS Club Inc. always puts the members first
and remains true to our mission. Email all
Board members and TOPS® Officers by
clicking on the individual’s name in the “Our
Team” area of our website, www.tops.org.
of TOPS® chapters in each state or province)
decide any issue concerning the TOPS®
Articles of Incorporation. They also elect
members to the Board of Directors. Voting
Members are longtime TOPS® members
actively working to maintain the integrity and
purpose of our organization. Note: Privileged
members may not be Voting Members.
Retreat Staff
These dedicated people provide an additional
service to adult TOPS® members by holding
special getaways for members in different
locations throughout the U.S. and Canada
during the year. These retreats vary in length,
format and number attending. In most cases,
separate events are held for women and men.
Each retreat focuses on healthy eating,
moderate exercise and discussion of
behavioral change in a friendly and supportive
environment. To make this possible, there is a
Registrar in Canada, a Booking and
Assignment Director, and several Retreat
Directors. Headquarters’ Executive Assistant
is the U.S. Retreat Registrar, handling all
registrations and fees for U.S. retreats. Email
any Retreat Director by clicking on the
individual’s name in the “Our Team” area of
www.tops.org.
You may send mail to any Board member,
TOPS® Officer or Regional Director using the
Headquarters mailing address and marking the
envelope to that individual’s attention.
(Concerns of a sensitive nature may be sent to
Headquarters marked “Confidential Liaison.”)
Voting Members
As a nonprofit, TOPS® has articles of
incorporation and bylaws that reflect its
dedication to members. Voting Members
(representatively selected based on the number
TOPS® Club Inc. Chapter Manual
23
24
Making Your TOPS® Chapter Great!
Chapter 4 • Many Hands Make Light Work
“No man can help another without helping himself.”
— Ralph Waldo Emerson
Community chapters of TOPS® traditionally
are governed by elected officers working
together for the good of the whole group;
listening to and respecting each member’s
point of view; and always abiding by majority
rule.
TOPS® is all of us working together,
supporting one another, giving our personal
best to our weight-loss efforts each week, and
participating enthusiastically as we treat our
fellow members with compassion and
courtesy.
If each of us gives of our time and talents as
we are able and respects the contributions of
others, our chapter will be strong.
After all, many hands make light work.
Don’t wait to be nominated for an office or to
volunteer for a job—big or small—speak up
and let your chapter know what you have to
offer.
Chapter Officers
The elected officers of the chapter are the
Leader, Co-Leader, Secretary and Treasurer.
The Leader appoints the Weight Recorder,
Assistant Weight Recorder and Web
Designate because of the need for
confidentiality.
The Leader and other officers’ task is to carry
out the wishes of the majority and to help the
chapter focus on our mission to help our
members take off and keep off pounds
sensibly.
TOPS® Club Inc. Chapter Manual
If your chapter has four members, the basic
officers will be enough—don’t worry about
appointing a dozen special committee chairs.
If your chapter has 20, 30, 40 or more
members, you may want to create committees
to help divide the workload and to give
everyone a chance to be involved.
Executive Committee Meetings
All elected officers of a chapter together with
the Weight Recorder and Assistant Weight
Recorder make up the Chapter Executive
Committee. The Executive Committee should
meet once a month when at all possible to
review the chapter’s and members’ progress,
plan future meetings of interest, and discuss
challenges and opportunities to help and
support all who need support in weight loss.
Specific items for review may include:
1. Renewals due for the coming month
2. TOPS® and KOPS® awards earned, which
need to be ordered and presented. Promptly
recognizing effort and achievement is most
important.
3. Chapter finances, including filing annual
audit with Coordinator. (Workplace chapters
with an active signed service agreement on
record at Headquarters are not subject to
audit.)
4. Engaging educational activities and
programs for meetings in the coming month
5. To cut down on processes, please note that
items above can sometimes be covered
25
between meetings by phone or email, but
planning weekly chapter programs and
activities is vital.
5. Members may submit a letter of willingness
to hold a specified office or be present to
accept nomination for such at time of election.
Holding Elections
6. A slate of officers may not be prepared.
All chapter elections are held as outlined in
TOPS® Rules. This includes special elections
that may be needed if an office is permanently
vacated.
7. Nomination of officers comes from the
floor. There must be at least one nominee for
each office. If there is no nomination for a
second candidate, the first candidate is
declared the winner.
1. Leader makes an oral announcement of the
coming election the week prior to the election.
Leader presides at election.
2. Yearly election of offices is held the second
chapter meeting of July each year. Term is for
a maximum of one year or until such time as a
successor is elected if less than one year.
Please note that beginning in 2015, there will
be a two-year term limit for the Leader
position only. Leaders elected in 2015 will
not be able to run for a third consecutive
term in 2017 but may run again in 2018.
For example, someone elected Leader during
July 2015 elections may only serve in that
position until July 2017. The outgoing Leader
may not run again for chapter Leader until the
July 2018 election, but may choose to run for
another chapter office.
A chapter of ten or more members may not
have one member serving two or more of
these positions at once: Leader, Co-Leader,
Secretary, Treasurer or Weight Recorder.
3. In an existing chapter, adult membership of
at least 30 days in the chapter is required to be
eligible to vote or run for office. Teens and
preteens may vote but are not eligible to run
for elected or appointed Executive offices.
4. Member must be active and in good
standing to vote or run for office.
26
8. No absentee ballots may be cast.
9. All ballots cast are written, secret ballots.
10. The Leader always votes, but this vote is
not announced. It is only opened
confidentially in case of a tie.
11. Ballots are counted and sealed in an
envelope with results noted on the outside. No
member may count ballots for an office for
which he/she is running.
12. Secretary keeps all ballots in sealed
envelopes for each office for one year in case
the election is challenged or questioned.
After Elections
The outgoing Leader passes all copies of
chapter materials and correspondence to the
new Leader. Newly elected officers assume
their duties at the first meeting of August only
if the Officers Chart has been sent to the
Coordinator.
1. The Officers Chart (L-001) must be
completed and sent to the Coordinator
immediately after election.
a. Prior to July 1, TOPS Club Inc. mails the
Officers Chart to all active Leaders for
recording newly elected chapter officers.
Making Your TOPS® Chapter Great!
b. It is the outgoing Leader’s duty to fill out
the Officers Chart at the meeting during
which elections are held and mail
immediately to the Coordinator before new
officers are installed at the first meeting in
August.
1) Print or type all requested information.
2) Indicate whether your chapter is open
for referral to the public.
3) Record chapter meeting location,
meeting day and times, and enrollment
information.
4) Record all elected officer information.
Please provide an email contact for the
chapter but do not under any
circumstances enter an email address for
someone who doesn’t have one. If none of
the officers has a private email, the Leader
should appoint a Web Designate who is
willing to receive and pass on occasional
emails from Headquarters and Field Staff.
5) Note that it is the newly elected Leader
who must sign the annual Officers Chart.
Electronic signature and fillable form
completed by the new Leader are
acceptable.
TOPS® Club Inc. Chapter Manual
c. Leaders are asked to make a copy of the
position description for each office and
distribute to new officers. Leader should
also make certain each officer has the
necessary materials for that office. A
notebook or binder for each officer is a
terrific idea.
Installation of New Officers
Many chapters hold an installation ceremony
in the weeks after election as a way to mark
the official passing of the baton from one
group of officers to the next. This is an
opportunity to thank outgoing officers and
committee chairs for their contributions over
the last year. It’s also a chance to welcome
and support the incoming officers.
The installation can be brief and informal or
more elaborate. Some chapters present awards
and certificates or invite Field Staff to attend.
Others may incorporate a theme for this
special event.
The Ceremonies chair or former officers
should take charge of this meeting. See
www.tops.org for many fully prepared
ceremonies for this and other special events.
27
Leader │Position description to copy and share
The Leader’s Role
A good Leader determines the wishes of the
majority and disregards any conflicting
personal preference while supporting the
members on their journey to good health. The
Leader carries through the wishes of the
majority while adhering to the rules and
philosophies of TOPS Club Inc.
forwards forms, records and information
relative to chapter activities as required.
4. Encourage use of the TOPS® lifestyle
guide, Real Life: The Hands-on Pounds-off
Guide, provided by Headquarters to help each
other develop sensible eating habits and learn
more about healthy lifestyles.
Please note that beginning in 2015, there will
be a two-year term limit for the Leader
position only. Leaders elected in 2015 will
not be able to run for a third consecutive
term in 2017 but may run again in 2018.
5. Encourage contests to include all members
whenever possible. Competition should be fun
and promote increased activity, healthy eating,
participation and consistency. Use TOPS®
Awards as incentives.
1. Basic Leader responsibilities include:
6. Share responsibility by appointing members
to these offices. Members are more likely to
stay focused and engaged when they feel
included and needed in the group.
Descriptions for all these appointed offices
appear later in this chapter.
a. Preside at all regular or special meetings
of the chapter and at all meetings of the
Executive Committee.
b. Appoint a Weight Recorder and, if
needed, an Assistant Weight Recorder.
c. Help and support members as they Take
Off Pounds Sensibly®.
d. Help new and renewing members fill out
application before bringing to Treasurer for
payment. Leader gives member last copy
after weight is added. Keep third copy for
chapter.
2. The Leader refers to the TOPS® Rules, the
Chapter Manual and chapter bylaws for
answers to questions. Encourage all other
officers and members to do likewise.
3. The Leader serves as liaison with the Area
Captain, Coordinator and TOPS Club Inc.
Headquarters; informs the chapter of the
contents of correspondence from all three; and
28
a. New Member Coach: This person
provides essential mentoring for each new
member for the first few weeks. Chapters
should have as many coaches as needed.
b. Program Leader: A Program Leader
presents, or arranges for other members to
present, an interesting program at every
chapter meeting. Good programs help
sustain interest throughout the week and
encourage regular attendance at meetings.
Many tips and ideas appear throughout this
manual. Check the index for easy reference.
c. Photographer
d. Publicity Chair
e. Welcome Committee: Welcome new
members and include them in the group. A
Making Your TOPS® Chapter Great!
committee person should spend a few extra
minutes, individually, with a new member to
answer questions. A note or phone call
between meetings is important. This
committee could also maintain a guest book
for visitors to sign and leave their phone
number, email or street address if the guest
desires follow-up contact.
f. Awards Chair
g. Ceremonies Chair
h. Contests Chair
i. Fund-Raising Chair
j. Member Contact: A “Contact Committee”
is another way to communicate, “We’re
Here for You!”® Every month, they should
contact members who haven’t been to
chapter and encourage them to return.
Sometimes just that extra personal effort of
reaching out to someone and letting him or
her know they are missed and cared about is
what they need to keep trying.
7. Give each new member, on day of joining,
My Day One, TOPS® Rules and new member
packet that the chapter assembles. This should
include officers’ contact information and
chapter bylaws.
8. Encourage attending all special meetings
held by Field Staff in the area throughout the
year as well as the annual Recognition Days.
The Co-Leader’s Role
1. The Co-Leader will assist the Leader in the
performance of duties.
2. Preside at all meetings in the absence of the
Leader.
3. Temporarily assume the duties of the
Secretary, Treasurer, Weight Recorder or
Assistant Weight Recorder in the absence of
such officers until a special election or
appointment (whichever applies) fills a
permanently vacated office.
4. If the Leader resigns, the Co-Leader may
fill the slot or a new Leader is elected. Change
of Leader/Advisor or Meeting Information
(L-023) is to be completed and sent to
Coordinator immediately.
5. Fulfill other duties as decided by the
chapter.
Leader and Co-Leader position notes:
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
TOPS® Club Inc. Chapter Manual
29
Secretary │Position description to copy and share
The Secretary’s Role
1. The Secretary keeps minutes at every
meeting as well as a copy of all contest rules.
2. The Secretary reads the minutes as
requested by the Leader. Minutes do not need
to be reported at every meeting. Some
chapters choose to make copies of minutes
available at the meeting or via email for those
who wish to have them.
3. Basic duties include:
a. Record the minutes of each regular or
special meeting. (See appendix or website
for sample of chapter minutes template)
b. Carry on the necessary correspondence
required by the Leader.
c. Submit to the Coordinator a copy of the
duly adopted chapter bylaws and any
amendments thereof that supplement the
TOPS® Rules.
state, province or international awards.
6. Retain all minutes for two years.
Note: Ideally, each chapter will have a
publicity chair, but if not, items 7 and 8 below
fall to the Secretary.
7. List chapter meeting information and
Leader’s (or designated chapter contact
person’s) name, address, and phone number
with local newspaper, Chamber of Commerce,
Welcome Wagon, and library each year.
8. Gather information, prepare and submit to
the media chapter news releases and articles.
a. Get permission from all members
mentioned in article.
b. Do NOT mention food functions.
c. Include a good photograph if possible.
4. The Secretary may keep a weekly
attendance record.
d. Be certain to answer these questions in
the article: Who? What? When? Where?
Why?
5. Contact any member with three unexcused
absences in a row to let member know if an
additional meeting is missed, they will be
considered inactive and disqualified from all
e. Give meeting place, time, day and tollfree TOPS® number (800-932-8677) and
website address (www.tops.org) at the end
of the article.
Secretary position notes:
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
30
Making Your TOPS® Chapter Great!
Treasurer │Position description to copy and share
The Treasurer’s Role
1. The Treasurer keeps track of chapter
finances. Basic duties include:
a. Have charge of all receipts and
disbursements (See appendix for example of
Treasurer’s Transaction Sheet.)
b. Report at regular chapter meetings on the
financial status of the chapter as requested
by the Leader
c. Promptly forward all memberships and
maintenance fees with check or money order
made payable to the Coordinator.
d. Send Award Orders (L-015 and L-017)
with check or money order directly to TOPS
Club Inc. (or fax if paying by credit card.)
e. If applicable, send contributions to
TOPS® funds (L-019) and annual Meeting
Insurance Application (L-031) with check or
money order directly to TOPS Club Inc.
f. Submit all financial records to Executive
Committee using the Annual Chapter Audit
form (L-047). An audit should be conducted
after each election or whenever the
Treasurer changes in a community chapter.
member and attach to the membership as
payment. It’s that simple!
a. If a new member joined online, he/she
will present a voucher to attach to the
application. This proof of payment is sent
with the application to the Coordinator. If
voucher is not available, contact Coordinator
for help before submitting the application.
b. For years, TOPS® has collaborated with
health plans and organizations that want to
provide membership vouchers to their
participants. Note: The coupon/voucher is a
prepaid membership paid by organizations
that have contracted with TOPS®. These
organizations give vouchers to their
participants. There is no way for chapters or
prospective members to request these.
Chapter Expenses
5. Some chapter expenses:
a. TOPS® and KOPS® items and awards
b. New and renewal memberships
c. KOPS® registrations
d. Rent and supplies
e. Other items and awards
2. Treasurer should remind members to renew.
Each member is responsible for renewing on
time. Likewise, member is responsible for
keeping chapter fees up to date.
f. Printing and postage
3. Treasurer collects membership fee specified
in bylaws or Membership Application.
i. Chapter maintenance fee
Payment Vouchers
4. Occasionally, a new member will present a
voucher, coupon or gift membership as
payment for the annual membership fee.
Always accept these without questioning the
TOPS® Club Inc. Chapter Manual
g. Workshop fee
h. Recognition Day expenses
6. Secret ballot vote is required for expenses
exceeding the dollar amount authorized or if a
spending limit is not specifically stated in the
bylaws. Chapter funds may not be used for
non-TOPS® events such as baby or wedding
showers, engagements or non-chapter-related
activities.
31
Chapter Checking Account
7. Community chapters are encouraged to
open/maintain a chapter account as follows:
U.S. Chapters
a. Bank account name must be chapter ID
(TOPS WI 1234). It is not permissible to use
“TOPS Club Inc.” on chapter accounts.
b. For the protection of all in the chapter,
bank accounts must have three signers who
are not related. Request a one-signature
account, but have two people sign checks.
c. Monthly bank statements are mailed to
the chapter Leader to review with Treasurer.
Canadian Chapters
Opening a Chapter
Checking Account
To open a bank account, the chapter must
obtain an EIN number from the Internal
Revenue Service using IRS Form SS-4
and submitting it by phone, fax or mail.
• Get an EIN quickly by applying online
at www.irs.gov or by calling the toll-free
phone number (800) 829-4933.
Opening a Chapter
Chequing Account
Three officers from the chapter Executive
Committee go to the bank chosen, taking
take with them:
• A copy of the TOPS® Rules with Rule 3
highlighted. Rule 3 defines the chapter’s
organization.
• A copy of the Officers Chart (L-001) to
confirm that each signer is listed as an
officer and eligible to be listed on the
account.
Ask if the bank has a “Community
Account” where the account could be held.
Request a one-signature account but have
two persons sign each cheque.
32
• Faxing a completed Form SS-4 to the
service center for the state is another
option. The service center will respond
with a return fax in about one week. If no
return fax number is provided, response
by mail will take about two weeks. Mailing
the completed Form SS-4 to the service
center is the slowest option. The IRS will
send the EIN within four to five weeks.
• TOPS® has a form to guide you through
the EIN application. A copy of Instructions
for IRS Form SS-4 (L-069) should be with
new chapter materials provided by Field
Staff or may be downloaded from
www.tops.org. Ask your Coordinator for
help if needed.
Request a one-signature account with all
three persons eligible to sign. However,
have two people sign checks.
Making Your TOPS® Chapter Great!
8. Retain all financial records for seven years.
9. After July 31 of each year, the Coordinator
provides the chapter with a list of all active
members to review, revise and return. This list
is used by the Coordinator to determine
chapter maintenance for the coming year.
Chapter maintenance is a small fee paid by the
chapter (usually $12 to $24 for small and
medium-sized chapters).
Coordinator will send Chapter Maintenance
form to Leader. Return fee with form to
Coordinator promptly. A small additional fee
may be due only if membership increases into
a higher fee category. If so, Coordinator will
advise chapter by sending a supplemental fee
form.
10. In addition to yearly TOPS Club Inc.
membership fees, chapter dues are collected
from each member in the amount set in
chapter bylaws. It is from these dues (or
portion thereof) that all chapter general
expenses are paid. Note: Bylaws may specify
other small fees but are not required to do so.
Your chapter should review and vote on these
annually.
11. Funds may only be raised to finance
chapter-related activities.
12. In order to keep track of the chapter’s
monies, it is necessary to set up a simple
bookkeeping system with two separate funds:
a. General Fund: for regular chapter income
and expenses (rent, memberships, awards).
b. Recognition Days Fund: for helping those
earning recognition to attend events
honoring them and helping other members
as specified in bylaws. In addition, a weekly
dues/fees/renewals sheet may also be used to
record members’ individual payments
received.
Treasurer position notes:
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
TOPS® Club Inc. Chapter Manual
33
Weight Recorder │Position description to copy and share
Weight Recorder’s Role
After election, the Leader appoints a Weight
Recorder and Assistant Weight Recorder (or
Recorders) to serve until the next election.
The three most important attributes of the
Weight Recorder and Assistant are:
 Compassionate: Recorders encounter
members at their best and at their lowest and
most vulnerable. It is crucial always to be
respectful, kind and encouraging, especially
when the member has gained. An offhand
remark can result in a member giving up or
leaving the chapter.
 Trustworthy: Recorders must maintain
confidentiality of member weight records
and safeguard personal information.
 Accurate: Individual and chapter recognition
at all levels are based on the weight charts
kept by the Weight Recorder and Assistant.
1. Weight Recorder and Assistant(s) follow all
current rules that apply to weight records. See
Chapters 6-10 and TOPS® Rules or contact the
Area Captain and/or Coordinator for
additional guidance.
2. The Weight Recorder and Assistant Weight
Recorder maintain duplicate copies of
individual records for chapter use.
a. Between meetings, duplicates are kept in
a location separate from the original charts.
b. Chapters are encouraged to retain
duplicate weight charts of KOPS® as long as
they maintain status. TOPS® and lost-status
KOPS® charts may be destroyed after one
year.
3. Additionally, individual loss or gain and
name of each person weighing in may be
logged in a weekly notebook. This list may be
helpful in determining weekly best loser and
the chapter’s net loss or gain. Number of
members weighing in, total losses, total gains
and net loss/gain to date are reported to
chapter each week.
4. Members of community chapters may never
weigh themselves. This includes the Weight
Recorder and Assistant Weight Recorder, who
must read and record each other’s weights or
have Leader or Co-Leader do so.
5. The Weight Recorder and Assistant Weight
Recorder validate winners of chapter awards
for weight loss as specified in chapter bylaws.
6. Weigh-in rules and requirements for the
Weight Recorder are further outlined in
TOPS® Rules and in Chapters 6-10 of the
Chapter Manual.
Weight Recorder and Assistant Weight Recorder notes:
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
34
Making Your TOPS® Chapter Great!
Web Designate │ Position description to copy and share
Web Designate’s Role
Because not every Leader has a computer or
Internet access, chapter Leaders may appoint a
trusted Web Designate so your chapter can
benefit from all that TOPS® offers online.
Even the most computer-savvy Leader may
want a Web Designate to help locate,
download and print materials for the chapter.
1. Leader appoints Web Designate to serve
until the next election.
a. Each chapter may have only one Web
Designate.
b. Web Designate will have access to the
same confidential chapter information as the
Leader, including weight information for
everyone in the chapter.
c. The Co-Leader, Weight Recorder or
Program Leader are recommended choices.
2. Web Designate access to the Leaders
Corner and sensitive information is strictly
time limited.
a. Please note that every July 1, Web
Designates lose access to the Leaders Corner
on the TOPS website.
b. If the same Web Designate continues after
the annual or special election, the Web
Designate must be listed on the Officers
Chart (L-001) to receive access to the
Leaders Corner. Be sure to include this
person’s email address.
c. Access will not begin until the signed
Officers Chart is processed by the
Coordinator and received at TOPS®
Headquarters and entered in the system.
d. If a Web Designate is not selected at the
time the Officers Chart is submitted in July,
one may be selected at a future date by
filling out another copy of the chart (only
the chapter information and the name of the
Web Designate need be included). To be
accepted by the Coordinator, it must be
signed by the Leader.
3. The Web Designate:
a. Prints out emails to share with the Leader
and chapter, including:
1) Bimonthly “TOPS® Leaders Are...”
email from the president
2) Newsletters/updates from Field Staff
c. Stays abreast of what’s new on the
website by regularly reading “The Skinny
from TOPS” column in the Members Area
or by signing up for the “What’s New on the
Website” quarterly updates in the Members
Area under “TOPS Tools, Apps and More.”
d. Assists the Leader as requested
Web Designate notes:
____________________________________________________
____________________________________________________
____________________________________________________
TOPS® Club Inc. Chapter Manual
35
New Member Coach │ Position description to copy and share
New Member Coach’s Role
Starting anything new can be a scary
proposition, and TOPS® is no exception.
Think how you felt when you first walked into
your chapter. Were you embarrassed,
uncomfortable, unsure, confused as to what
people were saying? Were you afraid to ask
questions because you didn’t want to look
stupid or seem pushy? Many new members
feel just this way.
This position was created to make new
members feel welcome, included and
informed from the very start so that they can
get the most out of TOPS®, reach their goals
and contribute to the long-term success of the
entire chapter.
1. New Member Coach is appointed by the
Leader of the chapter.
a. Depending on the number of new
members joining your chapter, the Leader
may appoint several coaches so each new
member receives personal attention.
b. Ideally, coach should be at goal or making
progress to goal.
2. The New Member Coach will work with
new members during the first three months.
3. Coach will provide personal support, which
may include:
a. Sit by new members during meetings and
explain what is going on.
b. Introduce them to other members.
a. Make sure member receives current My
Day One (which includes TOPS® Terms),
current year TOPS® Rules, current chapter
bylaws, and a contact list for all officers.
b. Go through My Day One, pointing out
mix and match menus, how to set goals, and
how to start adding more movement to each
day. Coach may want to break this up into
separate 15-20 minute meetings before or
after first few chapter meetings.
c. Share chapter copies of TOPS® resources
such as the lifestyle guide, so the new
member is aware of the tools available for
purchase at www.tops.org and via the L-017
order form.
d. Encourage member to sign up for 10week free online coaching module on
TOPS® website and to explore the Members
Area of the TOPS® website.
5. Coaching DO’s and DON’Ts
DON’T lecture or force your point of view.
DO share what TOPS® has done for you and
what has worked for you.
DON’T overwhelm the person with
everything there is to know at once.
DO help new member identify small,
sustainable changes s/he wants to make.
DO listen attentively.
DON’T repeat what’s shared in confidence.
DON’T focus on rules and procedures.
DO focus on the individual’s goals,
aspirations and motivation for joining.
c. Check in once a week between meetings.
4. Coach will provide orientation to TOPS®
program and tools in the first four weeks:
36
Making Your TOPS® Chapter Great!
Program Leader │ Position description to copy and share
Program Leader’s Role
Every chapter meeting should include an
educational or inspirational component. The
Program Leader works with Leader to
schedule programs, including:
1. Choose/recommend chapter programs from
TOPS News or the Members Area of the
website.
2. Recruit and encourage different members to
lead or participate in presentation of programs.
3. Arrange tasting meetings in accordance
with the rules for food and drink at meetings
listed on page 12.
4. Organize and delegate responsibilities for
the chapter’s two sensible food functions, if
any. These may include holiday or seasonal
parties and gatherings of all kinds. Food
functions must reflect the healthful eating
principles advocated by TOPS®, including:
a. Reasonable portion sizes
b. Variety of healthful foods and beverages
5. Invite speakers or Field Staff for special
presentations, including:
a. Annual Area Captain educational program
b. Chapter anniversaries
c. Installation of officers
d. Recognition of chapter Queen, King and
Division Winners
e. Recognition of new KOPS® and KOPS®
milestones
f. Inspirational talks by state or provincial
Kings and Queens, Division Winners or
other successful members
g. Presentations by speakers from
healthcare, wellness and educational
agencies (Examples include hospitals,
clinics, county extension, nurses, doctors,
nutritionists, diabetes educators, personal
trainers, American Heart Association,
YMCA or YWCA, American Dairy
Council, etc.)
c. Limited “treat” or “junk foods”
d. As stated in TOPS® Rules, no alcohol is
allowed at any TOPS® functions.
Program Leader notes:
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
TOPS® Club Inc. Chapter Manual
37
Optional Positions │ Position description to copy and share
Awards
Fundraising
Awards chair and/or committee to work with
the Weight Recorder to make sure members
are rewarded for their success. Together they
choose and order awards, keep inventory and
present awards earned by the members for
success.
Fundraising may be held to build the
Recognition Days Fund or other special
project approved by the Coordinator. The
General Fund should be covered by chapter
dues whenever possible. Fundraising activities
never should take precedence over educational
and support components of your meetings.
Ceremonies
Recognizing special events and successful
members is a cornerstone of TOPS®. Using a
theme for the annual installation of officers
adds uniqueness to this event. The Ceremonies
chair or former officers should take charge of
this meeting. See TOPS® website for many
fully prepared ceremonies for this and other
events including KOPS® graduations, KOPS®
with milestone events and Century
celebrations.
Contact Committee
Having members with friendly, outgoing
personalities in a Contact Committee is
another way to communicate, “We’re Here for
You!”® Every month, they should contact
members who haven’t been to chapter to
encourage them to return. Sometimes just that
extra personal effort of reaching out to
someone and saying “You are missed and
cared about” is what they need to keep trying.
Contests
Encourage contests to include all members
whenever possible. Competition should be fun
and promote increased activity, healthy eating,
participation and consistency. Use TOPS®
Awards as incentives.
38
Hospitality
Hospitality chair and/or committee welcome
new members and visitors and include them in
the group. This committee could also maintain
a guest book for visitors to sign and leave their
phone number, email or street address if the
guest desires. Committee should follow-up
with welcoming contact.
Photographer
The photographer documents chapter events
and takes new member “before” and “after”
pictures.
Publicity
Promotes the chapter in the community by
following the guidelines in Chapter 12
1. List chapter meeting information and
contact info with local newspaper, Chamber of
Commerce, Welcome Wagon and Library
each year.
2. Prepare and submit chapter news releases
and articles to the media (with permission of
any members mentioned).
3. You’ll find more ideas for promoting your
chapter in Chapter 12.
Making Your TOPS® Chapter Great!
Chapter 5 • Online Tools for All Members
Whatever the mind can conceive and believe, it can achieve.
— Napoleon Hill
Whether you are part of our online program or
participating in a traditional local TOPS®
chapter, your paid membership includes
unlimited use of the many free tools available
on our website, www.tops.org.
Help us make the website better—please
report any broken links, typos, outdated
materials or anything that just doesn’t look
right to tops.admin@tops.org.
Signing Up for Web Alerts and
Email Updates
TOPS® is regularly adding new features and
content to the website to help you with your
weight-loss and maintenance efforts.
Stay up to date with our free quarterly email
web alerts telling you “What’s New on the
Website,” including recipes, chapter programs
and contests, updated forms, new videos,
printable worksheets, tip sheets and more to
help with your weight loss.
Other email alerts include TOPS® biweekly
Weight Loss and Wellness News or our 10week New Member Coaching program for any
member who is looking to make a fresh start.
Just go to the Members Area of the website
and look for the “Sign Up Now” button in
“TOPS Tools, Apps and More.”
Online Tools for Members
Here is an overview of what is available to all
members who have activated their free online
account at www.tops.org.
TOPS® Club Inc. Chapter Manual
When you log in, be sure to read “The Skinny
from TOPS” column where we share website
news and highlight TOPS® tools for you.
1. Healthy Eating and Recipes: Covers the
Exchange System, substitutions, and a 28-day
meal plan as well as any food or nutritionrelated TOPS® resources in the Members
Area. Many recipes with exchanges!
2. Getting Active: Workout ideas and
resources for various fitness levels.
3. TOPS Tools, Apps, and More: TOPS® and
KOPS® Pledges, daily inspirations calendars,
Super Tracker app, My Day One and ecards
4. TOPS News: Read the latest issue of TOPS
News, plus a year of back issues.
5. Medical Q&A: Whether you have a specific
question or are looking for program ideas, the
Krames Health Care Library is an excellent
source of trustworthy, easy-to-understand
health care and medication sheets. Also
available in Spanish!
6. My Weight Record: Try this convenient
online method to track your weight.
7. Auditorium and Chatroom: Join in the
auditorium and chatroom for special speakers
and forums.
8. Self-Care Program: Enjoy this set of 25
slide shows that help members on the way to
personal success.
39
9. Video Library: Meet and learn from the
retreat directors, experts, staff, and inspiring
members.
10. Forms and Documents: All members have
access to the most common TOPS® forms and
publications.
11. Programs and Contests: Many are
available to all members.
12. Seasonal Meeting Ideas: An outline of
three months of meetings using current
resources. Updated quarterly.
13. Certificates and Ceremonies: You’ll find
something for every recognition occasion.
14. Chapter Team Tools: Forms and resources
for chapter officers and anyone who wants to
help your chapter grow and thrive!
15. TOPS Store: Check out a growing array of
award items, books, tracking journals, and
many items to show your TOPS® support and
aid in your weight-loss journey.
Leaders Corner:
Online Tools for the Leader
Leaders so the new Leader is able to access
these important resources. Please note that
Web Designate access is purged on July 1
every year. Even if you keep the same Web
Designate for your chapter, you need to resubmit that member’s name on the Officers
Chart that you send to your Coordinator.
Using the Leaders Corner
Once signed in, Leaders have access to:
1. Leaders Member Search: This allows
Leaders to search for information on the
members of their chapter.
2. Leader Membership Reports: A variety of
reports with all the chapter members’
information in one place
3. Leader Email Groups: Leaders are able to
send an email to all chapter members at one
time. (Email only goes to members whose
email is on file at Headquarters.)
4. Meeting Ideas: You'll find a full year of
meeting ideas using the New Leader Outline
and more than 150 other TOPS® chapter
programs, contests and activities.
TOPS® offers chapter Leaders and Web
Designates a huge number of resources online
to help them plan meetings, order supplies,
and support their fellow members.
5. Promoting Your Chapter: Links to the
Chapter Team Tools page of the Members
Area where you’ll find many common forms
and promotional materials.
Please note that only registered Leaders and
Web Designates can see the Leaders Corner. If
the chapter’s Officers Chart has been received
and processed at Headquarters, then the
Leaders Corner will automatically show up on
the blue ribbon toward the top of the Members
landing area after the Leader or Web
Designate signs in. You may also reach it
through a link in the Members Area under
“Chapter Team Tools.” Be sure to notify
Headquarters of mid-year changes in chapter
6. Running Your Chapter: Chapter Manual
and other forms for Leaders to run their
chapter and order supplies and awards.
40
Activating Your Account
There is no additional cost to sign up for
online access. It’s a membership benefit, and
it only takes about five minutes if you have
your membership number and chapter ID
handy.
Making Your TOPS® Chapter Great!
Note: If you joined TOPS® online, then you
created your own username and password at
that time, and you do not need to activate your
account.
1. Go to www.tops.org and click "Members
Area" in the blue navigation bar.
2. On the login page, click the link “Ready?
Activate your account now” in the yellow
box labeled “New User?”
3. Enter your 7-digit membership number.
4. Enter your Chapter ID in this format:
WI 0123 (2-letter state/province code +
1 space + 4-digit chapter number) If your
chapter number is less than four digits long,
just add zeroes in front to get to four.
5. Click “Submit.”
If you see the message, “Member Login and
Password Activated,” then you’re all set.
You should receive an email confirmation of
your username and password if we have a
valid email address on file. We recommend
that you jot down your username and
password and keep it in a safe place.
If you receive the message, “The login ID
already exists for this membership," then just
go back to the member login page and click on
the “Forgot my password” link in the white
“Sign In” box.
How Do I Find My
Membership Number?
You can find your 7-digit membership number
on the back cover of TOPS News in the
upper left corner. Half-price members who
don’t receive TOPS News will find it on the
membership card mailed to them. If you
provided an email on a paper application, then
TOPS® Club Inc. Chapter Manual
you received a welcome email with your
number as soon as your application was
entered at Headquarters. If you can’t find your
welcome email or magazine, email
tops.admin@tops.org.
Signing in to www.tops.org
Here are instructions for signing into the
website after you have activated your account.
Remember, if you joined TOPS® online, you
created your own username and password at
that time, so steps 5 and 6 may not apply.
1. Go to http://www.tops.org
2. Click on "Sign In" in the upper right corner
of the homepage.
3. That should take you to the “Sign In” page.
4. In the middle of the page, a username and
password box should appear under “Sign In.”
5. In the user name field, enter your 7-digit
membership number (See above.)
6. In password field, enter default password.
(See "Troubleshooting" on page 43 for help.)
7. Click on the orange “Sign In” button below
the user name and password
8. If you do not immediately see the Members
Area landing page (which includes your name
and a place for a picture on the far left as well
as The Skinny from TOPS), click Members
Area on the dark blue toolbar.
9. You are now able to change your address,
upload or change your profile picture, use all
online member tools and shop in the TOPS
Store. If you are a Leader or Web Designate,
you may also use the Leaders Corner now.
10. To close your website session, click the
“Sign Out” button in the upper right corner.
41
Changing Address and Password
In the Members Area, on the left side of the
screen, you should see a box labeled “My
Profile” with your name under it. Scroll down
and click the blue “Manage My Profile &
Password” box. Now you should see a second
column to the right with the heading
Addresses. Click on the pencil icon in the
upper right of each section to edit that info.
We don’t want you to miss a single issue of
TOPS News, so please be sure to double-check
your address when changing it:
1. Use correct abbreviations. If unsure, type
entire word. Standard abbreviations include:




St. for Street
Blvd. for Boulevard
Ave. for Avenue
Apt. for Apartment
Canadian Members: Postal codes must be
entered with the first three elements separated
from the last three by one space. (Do not use a
hyphen.) Also, a unit number is placed before
the civic number, with a hyphen between.
U.S. Members: The post office will not
deliver to an incomplete address, so it’s
important to include direction and full street
name as shown below:
INCORRECT: 130 Main Apt #2
CORRECT:
130 Main St E Apt 2
If using the ZIP + 4 code, please enter ZIP,
then a space, then the 4-digit code.
Changing Your Password
For security purposes, Leaders should change
their password after first login. Members may
also change passwords. After clicking the
“Manage My Profile and Password” box,
42
scroll to the bottom of the page. Click
“(Change security)” and enter your new
password. Be sure to store password in a safe
place. Headquarters is not able to retrieve
passwords.
TOPS Store
Once you are logged in, click TOPS Store on
the dark blue toolbar next to Members Area.
The TOPS Store is full of many wonderful
items and is updated on a regular basis. Only a
few items are shown at a time, so be sure to
scroll down to the bottom of the page and
click the “Next” button if you don’t see what
you’re looking for.
Here are a few things you’ll find:
Awards  Books  Tracking and Journals 
Exchange System Materials  Apparel 
DVDs and CDs  Exercise  Ideas for Men 
Crowns and Ribbons  Clearance and more
You may also register for U.S. Retreats and
IRD in the Store.
When you see an item you like, click the
picture, and a description will appear. Below
that, enter the quantity you are ordering and
click “Add to Cart.”
A list of items in your shopping cart will pop
up on the far right, along with your running
total. When you finish adding items to your
cart, click the “Checkout” button
During checkout, you’ll have the opportunity
to review your order, add or delete items, and
see the total shipping charges.
Payment Accepted
All items in the TOPS Store are listed in U.S.
dollars. Only Visa and MasterCard are
accepted. If a Canadian credit card is used, the
Making Your TOPS® Chapter Great!
U.S. value will be converted into Canadian
dollars by the credit card company.
TOPS® has no control over the exchange rate
at the time of the transaction or any
conversion fees that may be applied by the
credit card company.
Troubleshooting
Having a problem getting into your account?
Forgotten User Name or Password
The default username for everyone who first
signed up for TOPS® using a paper application
is your 7-digit membership number.
The same is true if you first joined TOPS®
online, since you created your own user name
and password at that time.
For your security, only you know your
username and password. We cannot retrieve it
for you. We can only reset it.
If this doesn’t work, email
tops.admin@tops.org.
We can help you faster if you provide your
full name, address, membership number and
chapter ID.
Locked Account
The default password is first two letters of
your first name and the first four letters of
your last name (lowercase with no spaces).
For your security, your account is locked after
five unsuccessful login attempts. The only
way to unlock it is to contact our web support
team at tops.admin@tops.org.
So if your name is Jane Smith, your default
user name is jasmit.
I Can’t See the Leaders Corner
Try that first.
Short Last Names
If your last name is three letters, your
password will be the first three letters of your
first name plus the first three letters of your
last name.
Only Leaders, Web Designates and Field Staff
can get to the Leaders Corner. For these folks,
it pops up automatically in the blue bar next to
the Members Area. You may not be able to
see the Leaders Corner if:
If your last name is two letters or one letter,
then please contact tops.admin@tops.org for
help setting up your account.
a. Your chapter did not send in the Officers
Chart (L-001) to your Coordinator after
elections. Each chapter Leader receives this
form in the mail prior to elections, and it’s
available from your Coordinator. If you did
send it in, it may still be in transit. (About
10,000 of these forms are handled over just
a few weeks, so it may take a few days for
your info to be entered at Headquarters.)
If you changed your default username or
password to something easier for you to
remember, you will need to click the forgot
username or password links at the bottom of
the “Sign In” box in the Members Area to
have your user name and password reset.
b. You are a Web Designate, and it is after
July 1. Web Designate access to the website
is reset every year on July 1. If you are reappointed by the newly elected Leader, you
may re-gain access when the Leader writes
your name and email down on the Officers
Chart and sends it in.
If your name is John Tan, your default user
name is johtan.
TOPS® Club Inc. Chapter Manual
43
In these cases, you may contact your
Coordinator or Area Captain if you need help
printing something off the website.
Web Support
Try the instructions on pages 41-43 for
activating and signing in to your account first.
If that doesn’t work, email a description of
your problem to tops.admin@tops.org. Please
provide your first and last name, address and
your membership number and chapter ID if
you know them.
A member of our support team will give your
request the time and attention that it deserves.
Usually, we will get back to you within a few
hours, but occasionally, it may take up to 48
hours during times when our email volume is
especially high.
Social Networking
TOPS® communicates with members, media,
healthcare professionals and the public
through social media sites. Members are
encouraged participate in these sites.
Facebook
The Official TOPS Club Inc. Facebook page
at www.facebook.com/TOPSClub features
photos of state and provincial royalty and
other notable members; information on
upcoming events and Auditorium/Chatroom
guests; and links to blog posts, inspirational
quotes, health tips and more. Join in the
conversation and be sure to “like” us. See
page 73 for more about how we use
comments.
LinkedIn
Please do not send multiple emails or email
multiple people. It will only cause confusion
and take us longer to help you.
TOPS® is also on LinkedIn, the social
networking site for professionals. It’s a way
for TOPS® to keep in touch with the medical
community, workplaces and anyone with an
interest in weight loss. To find us, visit
www.linkedin.com and type TOPS Club Inc.
in the search bar.
Blogs
YouTube
Our support team at Headquarters is here for
you Monday–Friday from 8 a.m. to 4:30 p.m.
Central Time.
TOPS® hosts two blogs on www.tops.org,
which some chapters like to use for weekly
discussion topics. TOPS® president Barbara
Cady shares her wit and wisdom in the
“Monday Moment of Truth” blog every other
Monday.
TOPS also maintains a YouTube channel that
showcases member success stories, public
service announcements, seasonal tips for
weight-loss and snippets of media interviews.
Go to www.youtube.com/user/topsclubinc to
check it out.
Every other Wednesday, TOPS® Wellness
Manager Maggie Thorison shares tips for the
workplace and every place in her “Wellness
Wednesday” blog.
44
Making Your TOPS® Chapter Great!
Chapter 6 • Tracking Progress
It is not only what we do, but also what we do not do for which we are accountable.
— Jean Baptiste Moliere
Accountability is a cornerstone of the TOPS®
program, and accurate weight records form the
foundation for one of our other priorities,
recognition of members who successfully take
off and keep off pounds sensibly.
Weight charts are the basis for TOPS®
recognition and awards. Keeping accurate,
standardized weight charts is important to help
us all know where we are in our weight loss
journey—as individuals, chapters and as an
organization.
Weighing In
Weigh-in must be part of every meeting unless
the chapter scale is broken. If broken, scale
should be fixed or replaced before the next
meeting. TOPS® has an approved provider
that offers scales to chapters at a discount and
provides free shipping in many cases. Ask
your Coordinator. Your Coordinator also may
be able to loan you a scale for temporary use.
(If your chapter begins using a new scale,
please see page 58.)
1. Weigh-in is private and confidential.
2. In the time set aside before roll call, weigh
each member.
a. Record weight on member’s weight chart
as member watches.
b. Members arriving late are weighed after
the chapter meeting is adjourned. They are
not included in the weekly best loser
recognition.
TOPS® Club Inc. Chapter Manual
3. Members may choose to weigh with or
without shoes but must continue in same
fashion for the calendar year. Coats, sweaters
and heavy jewelry may be removed outside
weigh-in area. Appropriate attire is expected;
no one may weigh in undergarments only.
4. An official weight is not recorded for
visitors unless they are joining that evening or
unless they are existing TOPS® members who
are transferring chapters or visiting with a
Travel Chart.
a. There is no problem with performing a
courtesy weigh-in for non-members or
online members as long as they understand
that it cannot be counted on an official
weight chart.
b. On the meeting date a new member pays
the membership fee, the member is weighed,
and a TOPS® Weight Chart is started.
5. No person weighs him/herself—including
officers. Weight Recorder, Assistant, Leader
or Co-Leader must preside over each weighin. Member may not leave scale and return to
be re-weighed or argue with the person
conducting the weigh-in.
6. What is recorded on the weight chart each
week affects each member's eligibility for
TOPS® recognition, so be sure to always
double-check additions and subtractions.
7. Every effort should be made to give full
credit for every pound lost. Make certain that
date paid and date of first weight recorded are
45
the same on both the weight chart and the
application blank.
Exception: The original starting date of online
members (OLMs), and those who paid their
initial membership fee on the website, is the
date the member joined online even though
their starting weight may be on a date some
time later. Weight-loss recognition starts at the
first recorded weight at a chapter.
Using Adapters on
Balance Beam Scales
Steps
Directions
Example
1
Weigh self.
180 lb.
2
Attach weight to end of
balance rod of scales.
When Members Decline Weigh-in or
Don’t Want Their Weight Recorded
3
Weigh self again with
weight attached to rod.
23 lb.
Members may choose to decline weigh-in at
any meeting with these conditions:
4
Subtract Step 3 from
Step 1.
157 lb.
1. Each member must make the decision to be
weighed before seeing what the weight might
be. Once a member has stepped on the scale,
the weight will be noted and recorded on the
member's official weight chart.
5
Weigh member with
weight attached to rod in
same position as Step 2.
210 lb.
6
Add Steps 4 and 5 to
figure member’s weight.
367 lb.
2. If a member chooses not to weigh in, the
member is marked absent “AB” on the weight
chart for the week.
3. Members who decline to be weighed may
not participate in contests, vote or perform the
duties of an office.
When Weight Is Over Scale Capacity
Several options are available when a
member’s weight exceeds scale capacity:
1. Use a scale outside chapter (such as at a
doctor’s office or hospital) and bring the
verified weight to meeting.
2. Use two scales and add weights together.
3. If you have a balance beam scale, adapters
to increase weight capacity are usually
available from the manufacturer. If you are
using a homemade adapter, use great care in
following the steps in the chart on this page.
46
4. If further help is required, please discuss
options with the Coordinator.
Types of Weight Charts
A supply of charts is provided to each new
chapter, and all chapters receive a new supply
each November in a mailing that goes to the
Leader. Additional weight charts are available
on the website or from your Coordinator.
There are three types of weight charts.
1. TOPS® Weight Chart L-027T is for use by
members who are still working toward their
goal weight.
2. TOPS® Transfer Weight Chart L-027TR is
for use by members who are not KOPS® when
they transfer from one chapter to another
during the calendar year.
3. KOPS® Weight Chart L-027K is for use by
members who are at their goal and are
registered KOPS®. If changing chapters, the
Making Your TOPS® Chapter Great!
member takes original KOPS® Weight Chart
to the new chapter.
for yearly TOPS® awards or recognition
and if KOPS, status is lost.
Filling out Weight Charts
3) A No Meeting (NM) during this time
does not interrupt the consecutive
unexcused absences. For example, if a
member is Absent two consecutive
meetings followed by a No Meeting and
then there are again two consecutive
meetings marked AB, the member is
considered having had four consecutive
AB entries.
1. If a TOPS® member weighs in once in the
calendar year, that member has a weight chart.
Do not fill out a weight chart for a person who
has no weight during the current year unless
the person is a privileged member or a KOPS®
as the new year begins.
2. All information on top of weight chart must
be completed. See page 67 for an explanation
of the Divisions.
3. Never use pencil on a weight chart as it
smears and fades.
4. Meetings are usually seven days apart.
5. Each weight chart must have an entry for all
dates noted while member was active.
6. Only one of four possible entries is
recorded each week on a weight chart: Weight
(which can be combined with ME while
member is on a medical excuse or pregnant
and combined with TR when member
transfers to another chapter), AB (absent), EX
(excused) or NM when there is no meeting.
Correct any errors as soon as discovered and
initial. Do not recopy any chart!
a. When entering weight on TOPS® Weight
Chart and Transfer Weight Chart, use red
ink for a gain and black ink for loss or
staying the same (also called “turtling.”)
b. AB (unexcused absence) is entered:
1) If a member is not excused from a
meeting or declines to be weighed
c. EX (excused absence) is entered when a
member lets the chapter know that he/she
will not be attending the meeting for a
reason acknowledged in the chapter bylaws.
d. NM (no meeting held) is entered for dates
when meetings are canceled for an
exceptional circumstance listed in chapter
bylaws. No more than two meetings should
be canceled per a year if possible.
e. ME (medical excuse) is added beside
weight entries if a licensed healthcare
professional advises TOPS® members to
refrain from dieting or prescribes medication
that causes weight fluctuation. Refer to
page 57 for more about medical excuses.
1) All medical excuses must be attached to
the original weight chart. Actual weight is
recorded with ME written beside it.
2) ME is not noted on the chart if a
member cannot attend meetings for a
prolonged period due to medical
problems.
f. Pregnant Note during period in which
pregnancy slip is in effect
2) If a member records four consecutive
unexcused absences, member is ineligible
TOPS® Club Inc. Chapter Manual
47
7. Bottom of weight chart must be completed
and signed by member. To be eligible to
compete for yearly individual weight-loss
awards, member must sign his/her weight
chart(s).
8. The first weight of current year is recorded
in black ink on the TOPS® Weight Chart and
Transfer Weight Chart by the appropriate date
and on line A at the top even if a gain has
occurred from the last weight of previous year.
9. Regardless of type of scale, record actual
weight as displayed for each weigh-in.
Note: As of January 1, 2014, TOPS® no longer
requires converting weights from digital scales
to quarter-pound increments.
KOPS® Weight Charts
Discontinue recording entries on the TOPS®
Weight Chart when member reaches a weight
at or below the goal slip on file from his or her
healthcare provider and chooses to be
registered as a KOPS®. See Chapter 7 for
detailed KOPS® Weight Chart instructions.
Members Who Transfer to Your
Chapter Mid-Year
When transferring chapters during the
calendar year, members bring a completed
Transfer Weight Chart from their previous
chapter.
1. The new chapters will continue to enter
weight records for the member. Enter “TR+”
(transfer in) beside date of first weight in new
chapter. Continue to record all weekly entries
on this chart through the end of the year.
a. New chapter name and other required
information must be entered in space
provided at the bottom of the transfer chart.
If no transfer weight chart was received,
contact Coordinator for help.
48
b. Member receives credit for his/her total
yearly loss or gain in both chapters, and the
amount is eligible in new chapter’s yearly
winner competition.
c. New chapter claims only member’s
weight loss or gain in their chapter when
figuring chapter’s total loss on the Chapter
Résumé.
2. When TOPS® member transfers out:
a. The original TOPS® Weight Chart is
retained at the chapter. Enter “TR-”
(transferred out) beside the date of the last
weight recorded.
b. All information listed on original weight
chart is copied to a Transfer Weight Chart
(L-027TR). Member takes transfer chart to
the new chapter along with a goal slip and
before picture (if any).
c. Loss or gain on original weight chart is
figured and included in year-end résumé.
d. Weight Recorder should add sufficient
excused absences for travel, if applicable.
3. When KOPS® member transfers in:
a. Member brings original KOPS® Weight
Chart to new chapter. Enter “TR+”
(transferred in) beside the date of the first
weight recorded. Contact Coordinator if
original KOPS® chart is not provided.
b. Continue to record weekly entries on
KOPS® chart as for any KOPS® member.
c. Enter new chapter name and other info in
space at the bottom of KOPS® chart. If
member becomes first-time KOPS® during
calendar year, member is eligible to compete
for Royalty in new chapter from highest
weight recorded at TOPS Club Inc. to goal
Making Your TOPS® Chapter Great!
according to TOPS® Rules published each
year in TOPS News.
4. When KOPS® member transfers out:
a. Complete all info on KOPS® Chart.
b. Enter “TR-” (transferred out) beside the
date of last weight recorded. Member takes
original KOPS® chart to the new chapter.
c. Weight Recorder should add sufficient
excused absences for travel if applicable.
Travel Weight Chart
If members travel to another area, they may be
weighed at another chapter(s) during this
period and have weight recorded on a travel
chart. Member submits travel chart to Weight
Recorder upon returning to home chapter.
1. The home chapter gives members a blank
TOPS® Weight Chart marked “Travel” across
the top to take with them during travel.
2. Members may weigh in at the chapter(s)
they are visiting and have weights and dates
recorded on travel weight chart by chapter’s
Weight Recorder, who initials the entry and
enters chapter name (e.g. FL 0007, Miami).
3. If members wish to weigh in only and not
participate in the meeting or contests,
members may do so with no obligation.
4. If members wish to stay for meetings, take
part in program, contests, etc., they must pay
chapter dues to the chapter they visit. If
paying dues away from their home chapter,
members may bring a statement from that
chapter to their home chapter showing they
paid dues there. Home chapter waives dues
during away time as member has been
supporting an awards program at away
chapter. However, if a portion of dues at home
chapter goes into an ARD/PRD/SRD fund,
TOPS® Club Inc. Chapter Manual
member must pay this during time away, but
only if planning to share in any of these funds.
5. If members are still traveling at the end of
the year, they must mail or fax their travel
weight charts to the home chapter by
December 31 to be included with Chapter
Résumé. This is absolutely necessary for
members competing for annual Division or
Royalty Awards who need a December weighin; for KOPS® who wish to graduate at ARD,
PRD, SRD or IRD; or KOPS® all year needing
15 weigh-ins to maintain status.
6. Upon receiving travel weight chart at the
home chapter, the Weight Recorder will
record travel weights on member weight chart
and send with all other chapter weight charts
and Chapter Résumé. Chapter retains travel
chart, keeping with duplicate weight charts.
7. Retreat weights may be recorded as an
official weight on a travel weight chart.
Retreat Director initials weight.
Résumé: Adding up Your Losses
by the January 8 Deadline
At the end of the year, all weight charts in the
chapter are tallied on the Chapter Résumé,
which is used to decide yearly winners in your
chapter as well as in regional and international
competitions. (See Chapter 10.)
1. All information on weight charts must be
completed no later than the last chapter
meeting in December. Make sure all weight
charts are filled out as completely as possible
and signed. This is when you’ll see the
importance of marking the weekly entries
directly on the charts throughout the year. All
calculations can then be easily completed at
the last meeting (or following receipt by
December 31 of any travel chart).
49
2. All TOPS® and transfer charts for members
recording a weight during the calendar year
and all KOPS® charts are to be sent with the
annual résumé.
3. Travel charts must be received by the
chapter and weight records transferred to
member(s) original charts to be included with
the Chapter Résumé and sent to Coordinator.
If a travel chart validating a required weight
for recognition of KOPS® minimum weigh-ins
isn't received in time to be transferred to the
weight chart, the member is ineligible for
annual awards or KOPS® status is lost.
50
Making Your TOPS® Chapter Great!
Chapter 7  Keep Off Pounds Sensibly®
The right thing to do and the hard thing to do are usually the same.
— Steve Maraboli
The most challenging part of weight control is
sometimes maintenance of the loss. TOPS® has
a very special category of recognition for
members who reach a healthy goal weight and
work to maintain it. This category is KOPS® or
Keep Off Pounds Sensibly®. No adult member
may have a goal weight higher than his or her
highest weight recorded at TOPS Club Inc.
For KOPS® who have been in Division 9, see
“Surgery for Weight Loss” on page 55.
Goal Slip
The statement of ideal weight is referred to as
the “goal slip.” Weight goal slip should state
specific weight and must be dated and signed by
a licensed healthcare professional. You will find
a list of qualified professionals in TOPS® Rules.
Since licensing of practical nurses varies widely,
if a member has filed a goal slip signed by an
LPN, that member’s slip must be sent to the
Regional Director through the Coordinator to be
approved and initialed.
Members do not need to make a special
appointment with a healthcare provider to obtain
a goal slip. Members may ask at an annual
physical or during their next scheduled
appointment, if convenient. However, they may
be ineligible for certain chapter awards (for
example, halfway to goal).
The goal slip must be written on the healthcare
professional’s letterhead or prescription blank. It
will be retained at the chapter level until it is
sent with the KOPS® Registration (L-014) to the
Coordinator. If a goal slip contains more than
one weight, member must choose goal weight by
TOPS® Club Inc. Chapter Manual
initialing any weight between and including the
two numbers. Coordinator will initial upon
receiving slip with registration form, copy of the
weigh chart and fee before forwarding to TOPS®
Headquarters. No other alteration to goal slip is
acceptable. For teens and preteens, Growth
Allowance (L-056) should be completed by the
healthcare professional and given to the Weight
Recorder with goal slip.
Exception: If a member’s religion does not
permit a member to go to a licensed healthcare
professional, the chapter will accept from the
member a goal weight determined by the normal
weight range by height on a BMI scale.
This statement is signed by all officers, filed
with the chapter Weight Recorder and sent to the
Coordinator when member achieves goal.
KOPS® Registration
The KOPS® Registration form may be used for
several purposes: first registration as a KOPS®,
goal changes, and reinstatement as a KOPS® for
members who lost KOPS® status. Please be sure
to attach the required copy of a member’s
weight chart when sending this form.
KOPS® First Registration
Once a member reaches goal, the member may
be registered as a KOPS® by completing
information in the box on the left of KOPS®
Registration form.
Validating KOPS®
KOPS® cannot be achieved prior to date on goal
slip. The member may choose to register as a
KOPS® on any meeting date (after the goal slip
51
date) when he or she is at goal but no more than
seven pounds below goal. Complete and sign the
form and submit to your Coordinator with the
goal slip, a copy of the TOPS® Weight Chart
and the registration fee on the form. For teen or
preteen KOPS®, include completed Growth
Allowance. A KOPS® registration card and
KOPS® pin are sent to new KOPS® as a gift
from TOPS Club Inc. If a KOPS® pin has been
lost, a replacement may be purchased from
TOPS Club Inc.
KOPS® Goal Change
KOPS® may raise or lower their goal weight
with a new goal slip from their healthcare
professional. Slip must be submitted to Weight
Recorder while KOPS® is still in leeway of
present goal. If not within leeway of the new
goal at the time of presentation, KOPS® must
record a weight within the leeway of the new
goal within two weeks to maintain status. Refer
to TOPS® Rules. New goal slip, a copy of the
KOPS® chart, and fee must be forwarded to your
Coordinator with completed KOPS®
Registration. Use the “Goal Change” box in
center of form. Teens or preteens who have filed
a Growth Allowance with KOPS® first
registration pay no fee when changing goal due
to pounds-per-inch growth allowance. A new
KOPS® card will be issued. All KOPS® cards
list the original KOPS® date.
KOPS® Lost Status
When a KOPS® loses status, refer to TOPS®
Rules. A KOPS® Lost Status Notice (L-021) is a
card that must be completed and sent to the
Coordinator. All weights from lost status date
are recorded on TOPS® Weight Chart.
KOPS® Reinstatement
A member who has lost KOPS® status may
reinstate as a KOPS® in one of two ways:
52
1. When previous goal or leeway below previous
goal is reached, a copy of the TOPS® chart and
fee must be sent to the Coordinator with the
completed KOPS® Registration form. Use the
“Reinstatement” box on the right side of the
form. KOPS® must be at or below goal.
2. A new goal slip on official letterhead or
prescription blank, signed and dated by a
licensed healthcare professional, may be
submitted to the Weight Recorder. When that
goal is reached, a copy of the TOPS® chart, goal
slip and fee must be sent to the Coordinator with
completed registration. Check “Reinstatement”
box to the right of form. KOPS® must be at or
below new goal. Lost Status date must be
provided on form. Once reinstated, all weights
are recorded from that date forward on a KOPS®
Weight Chart. A new KOPS® card will be issued
stating reinstatement. All KOPS® cards list the
original KOPS® date.
KOPS® Weight Chart
1. Discontinue recording entries on the TOPS®
Weight Chart at the point when a weight at or
below the goal slip from healthcare professional
filed with chapter is reached and member
chooses to register as a KOPS®.
2. Enter “KOPS” next to the entry date on the
KOPS® Weight Chart (L-027K) to show that the
member has successfully reached goal or below.
Continue recording entries on the KOPS® chart
until the end of the current year.
3. A leeway between three pounds above goal
and seven pounds below goal is allowed as
KOPS® maintain loss. Weights over and under
leeway are recorded in red whether they are
losses or gains. In-leeway weights are recorded
in black whether losses or gains.
4. December box of dates and entries for the
previous year must be filled in if member was a
KOPS® during that time.
Making Your TOPS® Chapter Great!
5. Fill in the Goal Change section only if goal
was changed in the current year.
6. If KOPS® is pregnant during this year, state
maximum weight allowed according to licensed
healthcare professional’s written statement.
Attach pregnancy statement to chart.
7. Only one of four possible entries is recorded
each week. See directions for filling out weight
charts on page 45.
KOPS® Teens and Preteens
Like all other KOPS® registrations, teen or
preteen KOPS® registrations must include a
signed and dated statement of goal weight on
letterhead or prescription blank from a licensed
healthcare professional. In addition, Growth
Allowance form stating goal weight and the
number of pounds per inch of growth allowed
should be sent. Submitting this form waives goal
change fees due to growth. Teen and preteen
KOPS® using Growth Allowance Forms must
have height measured monthly. Height is
recorded in half-inch increments next to date of
measurement on the KOPS® chart. It is to the
Weight Recorder’s advantage to make a chart
for goal per inch growth for each teen and
preteen KOPS® that may be referenced when
child’s height is recorded. Goal may be changed
as height increases. Teens and preteens will not
lose KOPS® status as long as weight does not
exceed that allowed for growth if a completed
KOPS® Registration for the goal change and a
copy of the KOPS® chart are sent to Coordinator
when growth occurs. No fee is required for goal
change if Growth Allowance is on file.
KOPS Graduation
®
This ceremony at any level should reinforce the
new KOPS® member’s desire to maintain
achieved goal weight and inspire others to strive
for a similar success.
1. A KOPS® may graduate only once.
TOPS® Club Inc. Chapter Manual
2. If status is lost before graduation, member
may graduate at a later time after reaching goal
again and reinstating as a KOPS®.
3. To graduate at Recognition Days, a member
must have reached KOPS® status by December
31 of the previous year and be registered at
Headquarters by January 31 of the current year.
4. At chapter, the ceremony may be as simple or
elaborate as the chapter desires. Fully prepared
ceremonies can found in the Members Area of
www.tops.org.
a. The Coordinator sends a diploma to the
Leader if requested on KOPS® Registration.
b. The act of presenting a diploma constitutes
a graduation.
c. The Leader may award the KOPS® diploma,
invite Field Staff to do this, or appoint
someone, such as a KOPS® of several years or
the Weight Recorder, to do so.
A KOPS® Year
A KOPS® year is determined from the date
KOPS® status is reached to a corresponding date
the following year. For recognition purposes,
when KOPS® status is lost, any partial KOPS®
year is disregarded. If KOPS® status is regained,
a new date for accumulating KOPS® years
begins. When a KOPS® is reinstated, previous
full KOPS® years of reinstated KOPS® are
counted for alumni recognition but not for
longevity awards.
KOPS® Awards & Chapter Tools
Numerals indicating years as a KOPS® may be
ordered through the chapter on KOPS® Awards
and Chapter Tools (L-017) available online or
from your Coordinator. These may be presented
as each year is verified by the chapter’s Weight
Recorder. Years do not need to be consecutive—
however, only complete KOPS® years are
counted. KOPS® years of nonconsecutive status
53
may also be recognized with a special chapter
award indicating years achieved in five-year
increments. TOPS® recommends purchasing
these and other awards for KOPS® in advance
and then presenting them as earned.
KOPS® Longevity Award
Longevity awards are a gift from TOPS Club
Inc. in recognition of consecutive years of
KOPS® status at each consecutive five-year
anniversary. The chapter may request this award
by submitting the KOPS® Longevity Validation
form (L-051), available online or from the
Coordinator. Follow instructions carefully, being
certain to provide all information requested.
KOPS® must register an in-leeway weight on or
after the date award is achieved, and
membership must be current.
Award may not be ordered if KOPS® is on
medical excuse. However, pregnant KOPS®
within her healthcare professional’s leeway may
apply for this award. KOPS® who have
completed required years for longevity award
that was not ordered prior to loss of status may
receive the award earned upon completion and
submission of the form.
If award is lost, a replacement can be purchased
through the Coordinator. KOPS® 25- and 50year longevity award recipients are invited to
participate in a ceremony at IRD honoring
KOPS® who have reached these milestones.
Those who are maintaining at least a 10-pound
loss from highest weight recorded at TOPS Club
Inc. to current goal weight are eligible to receive
some financial help to attend.
KOPS® Privileged Membership
Privileged membership may be granted to
KOPS® due to exceptional circumstances that
prevent them from recording 15 weigh-ins
during a year. Members do not need to meet any
54
minimum requirement for years of membership
or years of KOPS® status to qualify.
1. KOPS® status is not forfeited during this
period, but no KOPS® awards may be earned
while a privileged member.
2. KOPS® Weight Chart is marked “Privileged”
in the section where dates and weekly entries are
recorded. This chart is sent with Chapter
Résumé. No weights are recorded on KOPS®
charts.
3. Years during privileged membership period
are counted toward awards if KOPS® returns as
an active member and is maintaining status
according to TOPS® Rules.
Applying for Privileged KOPS® Status
1. The member, Leader or Field Staff sends a
letter to the Coordinator explaining the nature of
the exceptional circumstances making
attendance impossible at this time. The letter
should include member’s name, membership
number and chapter number.
2. Coordinator forwards letter to the Regional
Director, who will determine whether the
privileged membership will be accepted.
Regional Director will notify TOPS Club Inc.
and Coordinator of the decision. Coordinator
will notify the chapter.
3. Privileged member continues to pay
membership renewal fee through the chapter, the
Coordinator or online. Chapter dues are waived.
4. Privileged member may attend functions and
chapter meetings as circumstances permit.
5. If member is able to regularly attend chapter
again, privileged membership ends.
6. No weights are recorded on official weight
chart for any privileged member.
Making Your TOPS® Chapter Great!
Chapter 8  Special Circumstances
The greater part of our happiness or misery depends upon our dispositions, and not upon our
circumstances.
— Martha Washington
Members facing special circumstances such as
a medical condition, pregnancy, or impending
surgery may be self-conscious or stressed and
in need of extra compassion, understanding
and acceptance from the chapter. Officers
should do their best to handle these matters in
the most discreet and helpful way possible.
New Members Whose Surgery Is No
Longer Effective
The same goes for handling situations in
which the chapter is not functioning properly,
which are addressed at the end of this chapter.
Current Members Having Surgery
Surgery for Weight Loss
If a person had surgery for weight loss (also
called bariatric surgery), special rules may
apply to their participation in the TOPS®
recognition program. This is true even if that
person had surgery before joining TOPS®.
Removal of excess skin does not count as
weight-loss surgery.
Here’s how to determine whether to place a
member in Division 9 for weight-loss
competition. This category is for members
whose current weight-loss efforts are aided by
surgery. For more on divisions, see page 67.
New Members with Recent Surgery
If surgery for weight-loss was performed
within the 18 months before the new
member’s join date, then that member is
automatically placed in Division 9 (unless the
surgeon provides a statement that the surgery
is not effective as outlined later in this
section).
TOPS® Club Inc. Chapter Manual
If surgery for weight-loss was performed
longer than 18 months before the join date,
and the new member states that the surgery is
no longer effective, the member is placed in a
traditional weight-loss category on joining.
A member who undergoes weight-loss surgery
after joining TOPS® is immediately moved
from a traditional weight division into
Division 9. As long as the surgery is effective,
the member competes in Division 9 regardless
of weight. Division 9 members achieving goal
may register as a KOPS® but are not eligible
for Royalty competition.
Current Members Whose Surgery Is
No Longer Effective
If the surgery is no longer effective, members
may bring a statement on official letterhead or
prescription blank, signed and dated by a
licensed healthcare professional, and present it
to the Weight Recorder. On the date the
statement is given to the Weight Recorder,
Weight Recorder circles member's weight on
chart. Member continues in Division 9 for
remainder of the year. Statement of
ineffectiveness is stapled to weight chart and
forwarded to your Coordinator at year-end
with all other weight charts and résumé.
Based on the member’s first weigh-in of the
following year, the member competes in a
traditional adult division. From this point
55
forward, if not previously registered as a
KOPS®, member is eligible to compete for
royalty honors in the year(s) following
presentation of the statement that surgery is no
longer effective. The member’s highest weight
for purposes of royalty competition will be
counted as the weight recorded and circled
when the healthcare professional’s slip of
ineffectiveness was presented. Or, if member
renews at a higher weight after presenting the
slip, that weight will be considered member’s
highest weight for Royalty competition.
Pregnancy
1. Pregnant member must obtain a statement
from her licensed healthcare provider on
letterhead or prescription blank, signed and
dated, indicating “no limit” or maximum
weight allowed at term.
3. If member is pregnant within the calendar
year, actual first and last weights of that
calendar year are used.
For KOPS® Who Are Pregnant
1. When pregnancy statement from licensed
healthcare professional has been filed with the
Weight Recorder, the pregnancy weight
information is entered on the top portion of the
KOPS® Weight Chart (L-027K).
2. Write “Pregnant” beside the weight on date
pregnancy slip was presented.
a. If maximum weight is exceeded, a twoweek grace period is allowed to record a
weight within pregnancy limits stated.
b. KOPS® goal may be changed during
pregnancy period.
2. Once this statement is filed with the chapter
Weight Recorder, weekly gains or losses
within limits allowed during the rest of the
pregnancy are not counted for or against the
member or the chapter.
c. Pregnancy weight statement extends
backward thirty-nine weeks prior to birth of
baby and forward 13 weeks after birth of
baby. If KOPS® is not within leeway at the
end of this time, KOPS® status is lost.
3. Weights of pregnant members who stay
within their healthcare professional’s stated
limits are recorded in black.
Exception: If, because of medical
complications, licensed healthcare
professional states in writing it would not be
advisable for KOPS® to reach goal in 13
weeks, a signed and dated medical excuse
on prescription blank or letterhead, stating
length of time covered, may be presented.
Omission of required length of time makes
medical excuse limited to one month. If out
of leeway at the end of this period, KOPS®
status is lost.
4. Pregnancy statements and medical excuses,
if any, must be attached to the weight chart.
For TOPS® Who Are Pregnant
To figure TOPS® member’s yearly loss:
1. If member is still pregnant at the end of the
year, her last weight of the year is the date she
submitted the pregnancy slip.
2. If pregnant January 1, staring weight of that
year is the first weight recorded after birth.
56
d. If baby was born prematurely, pregnancy
statement extends backward the number of
weeks indicated by member’s licensed
healthcare professional. All other procedures
apply as above.
Making Your TOPS® Chapter Great!
e. If a miscarriage occurs, these same
procedures apply.
f. KOPS® may choose to discontinue
medical excuse before the end of time limit
if in leeway of goal weight.
3. A pregnant KOPS® within her healthcare
professional’s leeway may be Royalty.
Medical Excuse for TOPS®
If a TOPS® member must refrain from dieting
or is taking prescribed medication that causes
weight fluctuation, a written statement from a
licensed healthcare professional on official
letterhead or prescription blank (signed, dated
and time covered) may be presented to Weight
Recorder by the member.
a. No penalties are assessed or awards
earned during this period.
b. ME (medical excuse) is written on the
weight chart beside the date this statement is
submitted and so noted for all weeks
covered by the medical excuse. Weekly
weight is still recorded.
If a TOPS® member is unable to attend
chapter for health reasons for an extended
period, a Medical Excuse is not needed. The
Weight Recorder simply notes EX (excused
absence) in such instances.
Medical Excuse for KOPS®
If a KOPS® member must refrain from dieting
or is taking prescribed medication that causes
weight fluctuation, a medical excuse may be
presented to the chapter Weight Recorder
before an out-of-leeway weight is recorded.
KOPS® must be within leeway of current goal
at last weight recorded. KOPS® presents
medical slip before stepping on scale. Medical
excuse is effective immediately. Medical
TOPS® Club Inc. Chapter Manual
excuse must include member’s name and be
signed, dated and written on licensed
healthcare professional’s prescription pad or
letterhead with time covered and briefly state
that condition may cause weight fluctuation or
prohibit dieting or exercise.
1. The date must be no more than thirty days
prior to date medical excuse is submitted to
the chapter Weight Recorder.
2. Medical excuse may not be altered.
3. Medical excuses are limited to a maximum
of 12 consecutive months. If, at the end of this
12-month period, a KOPS® is not in leeway,
healthcare provider must provide a statement
as to time at which it may be possible to return
to goal weight in order to consider extending
medical excuse. Chapter submits statement
and copy of KOPS® chart immediately to
Coordinator, who will forward it to the
Medical Excuse Review Committee for
consideration.
4. If doctor’s medical excuse states
“indefinite,” this will be considered as
expiring in one year.
5. If a time of coverage is not stated, medical
excuse is effective for one month.
6. Weights within healthcare provider’s
leeway are written in black and ME (medical
excuse) is written beside the date the medical
excuse is submitted and beside each date
thereafter as covered by the medical excuse.
7. All medical excuses must be attached to the
KOPS® Weight Chart and sent with the chart
at the end of the year. Make a copy to attach to
next year’s KOPS® chart if the coverage
period extends into another year.
8. KOPS® may discontinue medical excuse
before end date if in leeway of their goal.
57
9. A KOPS® on medical excuse may present a
new goal.
10. At the weigh-in at the end of medical
excuse, KOPS® must record an in-leeway
weight. There is no two-week grace period or
excused absence allowed.
11. Highest weight may not be changed when
member is on medical excuse or pregnancy
slip.
New Scale
When a scale is replaced, if there is a common
variance in the weights of all present, no
penalties or awards result from the first weight
recorded on a new scale. Any KOPS®
recording an out-of-leeway weight due to the
common variance will have one month for
each two pounds out of leeway to achieve an
in-leeway weight. This procedure also applies
to KOPS® who must use different scales
because they transfer into a new chapter.
Dividing a Chapter
If a chapter divides into two or more chapters
for any reason, those active members who
leave to charter the new chapter(s) are entitled
to a prorated share of the original chapter’s
assets. If your chapter is thinking of splitting,
be sure to notify your Coordinator right away
to help you through the process. The Leader of
the original chapter needs to give the
Coordinator this information:
1. List of all active members
2. Chapter dues records
3. Cash value of bank account, petty cash and
tangible assets (awards, scales, camera, etc.)
4. Treasury audit
5. Accounts payable and outstanding checks
58
Number of active members is divided into net
assets to determine the value of each prorated
share. To be eligible for a share, member must
have been active in the original chapter for 30
days or more and have all dues and fees paid
to date. The number of members starting a
new chapter (and meeting those criteria) is
multiplied by prorated amount to determine
total amount due new chapter(s). Members
starting a new chapter need not be present at
the chapter meeting of the original chapter
when this amount is determined.
All new chapters planning to form should do
so at the same time. Further division of the
original chapter requires a two-month waiting
period before assets are evaluated and
prorated. Chapter name of the original group
remains unchanged. The new chapter(s) elects
officers immediately and applies for a TOPS®
chapter charter. Name and membership
number of each active member transferring to
new chapter(s) and any applications and fees
must be sent to Coordinator with the Officers
Chart immediately. Upon receipt of these
items, Coordinator will inform original
chapter of the number transferring and the
amount of assets to which the new chapter is
entitled. The original chapter is required to
send the Coordinator a check for the prorated
amount payable to the new chapter.
Coordinator forwards check to new chapter.
Disbanding a Chapter
If your chapter considers disbanding for any
reason, ask your Coordinator or Area Captain
for help before making it final. Even if a
majority votes to disband, three or more
members who want to continue may retain the
charter and assets by contacting Coordinator.
If no one wants to continue the chapter after
consulting with the Coordinator, the Leader
Making Your TOPS® Chapter Great!
works with Coordinator to transfer interested
members to nearby chapters or online
membership.
Chapter funds are given to the chapter(s) to
which members transfer on a prorated basis.
When a chapter disbands by act of the
members or revocation of the charter, all
chapter assets, including money, scales and
other property, must be turned over to the
Coordinator. Treasury books and bank
statements also must be turned over for audit.
TOPS® Club Inc. Chapter Manual
If no one transfers, all chapter funds and
property are sent to the Coordinator and
shared with TOPS Club Inc. That includes
forms, Chapter Manual and printed materials
distributed by TOPS Club Inc. for use by
chapter, officers and members as well as
minutes, weight charts and photos. Disbanded
chapters may designate a TOPS® fund for
chapter treasury returned to TOPS Club Inc.
59
60
Making Your TOPS® Chapter Great!
Chapter 9  Awards & Recognition
As we express our gratitude, we must never forget that the highest appreciation is not to utter words,
but to live by them.
— John Fitzgerald Kennedy
Chapter Awards Program
Chapters are encouraged to establish an
incentive program to award progress toward
goal weight and maintenance on a weekly,
monthly and quarterly basis and include this
list of incentives in their bylaws.
In addition to weight-loss awards, chapters
may recognize members for group
participation and working toward healthy
habits. Possible awards in this category
include perfect attendance, TOPS® friend,
walking, keeping a food journal or serving as
an officer, program presenter or New Member
Coach.
From the moment that a member joins a
TOPS® chapter, encouragement and
recognition should be offered as often as
possible, and progress should be
acknowledged at meetings on a regular basis.
A key element that sets TOPS® apart from
most other weight-loss groups is recognition.
Celebrating members’ success is important
whether they are losing weight as TOPS®
(Take Off Pounds Sensibly®) or are
maintaining their goals as KOPS® (Keep Off
Pounds Sensibly®).
1. Recognition starts at weekly chapter
meetings with applause and support as each
member reports progress for the week.
2. Chapter members choose motivating,
inspiring incentives and build a chapter
awareness program to encourage weight loss,
TOPS® Club Inc. Chapter Manual
exercise and other steps to healthier living.
Contests and prizes add fun to the journey.
3. Short- and long-term awards are offered
(weekly, monthly and quarterly “best losers”).
Annual awards honor efforts through the year
at chapter level and enter members into area,
state, provincial and international competition.
4. Both individual and chapter efforts
encourage lifestyle changes. Members are
encouraged to set individual targets for
success. Chapter members support each
other’s individual commitments and work
together to increase aggregate weight loss and
physical activity.
5. KOPS® members who maintain their ideal
weights earn awards and recognition for
maintenance, which is key to long-term
success.
6. TOPS® makes available for purchase a
variety of award items for use at the chapter
level and provides, at no cost, special awards
and certificates for KOPS® consecutive years
of weight maintenance and for International
Winners.
Award Items
Because of the many requests for pins,
charms, trophies and other items for incentive
prizes, individual use, or appreciation awards,
TOPS® has a complete line of items available
for purchase through TOPS® Headquarters.
The brochure of Award Items, called the
TOPS® Awards and Tools Brochure (L-022)
61
displays the entire line of TOPS® and KOPS®
award items such as charms, pins and pinettes
and many chapter tools. As new items are
introduced, the brochure is updated and sent to
Leaders of all active chapters. The order forms
and brochure are also available to be printed in
the Members Area of the TOPS® website
under Forms and Documents.
TOPS® Award Order and KOPS®
Awards and Chapter Tools forms
®
Best Average Loss per Chapter
®
1. TOPS Award Order (L-015) and KOPS
Awards and Chapter Tools (L-017) are forms
available through your Coordinator and on the
website. These forms are in duplicate. Keep
the yellow copy and send the other copy with
payment to Headquarters. (Or make a copy for
yourself if using the downloaded version of
the form.)
2. These forms are mailed with payment to
and fulfilled directly through TOPS®
Headquarters. If paying by credit card
(MasterCard or Visa), orders may also be
faxed directly to TOPS® at 414-482-1655. For
Canadian credit cards, the U.S. value will be
converted into Canadian dollars by the credit
card company.
3. Orders are filled by Headquarters and
mailed directly to contact on the order form.
Note: A street address must be provided.
TOPS® does not ship awards to P.O. boxes.
4. If items are needed on a certain date, the
order should be placed at least 3-4 weeks
ahead of time to ensure on-time delivery.
Award Certificates
Chapters are encouraged to create and award
certificates to celebrate members’ milestones
such as birthdays, presenting program, best
loser of month/quarter, volunteerism,
62
sunshine, KOPS® anniversary, charter
members, KOPS®/TOPS® of the year, etc.
Dozens of fillable templates for award
certificates are available to all members in the
Members Area of www.tops.org. Annually,
chapter members compete with each other for
recognition in several categories. (Keep
reading for details.) TOPS® provides
certificates for these winners.
A winning chapter is selected from all
chapters in a state or province based on Best
Average Weight Loss per Member. Chapter
must have at least four active members and
have chartered by September 1 of current year.
Note: If the chapter with the best average loss
should disband prior to presentation of the
award, it is replaced by the next in line.
All chapters compete for the David Fox
Memorial Award, which is an international
award for Best Average Loss per Member for
the year presented by TOPS Club Inc. The late
David Fox was a good friend of TOPS Club
Inc. whose sound financial and legal advice
was invaluable during the early days of the
organization and corporation. This award is
provided by TOPS Club Inc. for presentation
at International Recognition Days.
Century Award
A beautiful medallion is awarded in
recognition of a loss of 100 or more pounds
from highest weight recorded at TOPS Club
Inc. A minimum 100-pound loss must be
maintained for 52 consecutive weeks.
Additional medallions may be earned by a
member for a 200-pound or more loss and a
300-pound or more loss, and so on in 100pound increments. At time of recognition, if
100-pound or more loss is maintained,
Making Your TOPS® Chapter Great!
members may be honored for the
accomplishment at various TOPS® functions.
Validation and Presentation
1. Request Century Award Validation (L-018)
form from your Coordinator or print from the
“Forms” section of the Leaders’ area of the
TOPS® website at www.tops.org when each
100-pound loss has been achieved.
2. Weight loss of 100 pounds or any increment
thereof is figured from highest weight
recorded at TOPS Club Inc., regardless of
time taken to achieve the loss.
3. Each 100-pound increment lost must be
maintained for 52 consecutive weeks. It is not
necessary to record 52 consecutive weights.
a. Entries on the validation form may carry
over from one year to the next to complete
the required 52 consecutive weeks of
maintaining the loss.
b. Excused absences, unexcused absences (if
less than four consecutive) and no meetings
are also counted as part of the 52 weeks.
c. There must be a validating weight on
week 52 or thereafter before form may be
submitted.
4. The Weight Recorder fills out the Century
Award Validation form as follows:
a. Fill in all dates with weights (or other
entries) recorded on the member’s TOPS® or
KOPS® Weight Chart during the period.
b. Add any other information required on the
Century Award form.
c. The first recorded weight and all other
weights recorded must be 100, 200 and 300
or more pounds below the highest weight
recorded at TOPS Club Inc.
TOPS® Club Inc. Chapter Manual
5. If a weight is recorded showing less than
the 100-pound increment lost, validation must
begin again at week one.
6. Completed form is signed by the Weight
Recorder and sent to the Coordinator who will
verify and forward to TOPS Club Inc.
7. Members submit a separate Century Award
Validation form for additional 100-pound
losses from highest weight recorded at TOPS
Club Inc. (i.e. 200 or 300). Initial rules for
validating the Century Award apply for each
additional award.
8. Medallion is forwarded, as requested on
Century Award Validation form, to the
member, Leader or Coordinator for
presentation. Award is not presented at IRD.
Recognition Days
Annually, chapter winners compete with other
chapters for recognition in their region. These
events, which take place between March and
June, are known generically as Recognition
Days events and specifically as:
SRD: State Recognition Days
PRD: Provincial Recognition Days
ARD: Area Recognition Days (sometimes
held in very large states or provinces)
1. The same categories used at chapter level
are used to determine these winners. TOPS®
provides certificates for these winners.
2. KOPS® members are honored for all full
years accumulated at goal weight. In addition,
TOPS® provides a complimentary KOPS®
Longevity Award for weight maintenance at
consecutive five-year increments.(In order to
receive this award, the chapter must request it
on behalf of the KOPS® at least four weeks in
63
advance using the KOPS® Longevity
Validation form L-051.) See page 54.
3. All who are maintaining losses of 100pound increments or more are recognized.
Coordinator may present special medallions
provided by TOPS® to all new Century Award
winners.
International Recognition Days
The Area, Provincial and State winners
compete for international honors with all other
members throughout the organization. They
are honored at our annual International
Recognition Days or IRD, and they’re
featured in TOPS News.
1. The same categories used at chapter level
are used to determine these winners.
2. TOPS® provides financial assistance to help
winners attend this special event to receive
their honors.
3. TOPS® provides all awards for all of these
winners free of charge.
64
Making Your TOPS® Chapter Great!
Chapter 10  Determining Annual Winners
I’ve failed over and over and over again in my life, and that is why I succeed.
— Michael Jordan.
While it may seem a bit daunting to a
newcomer, the Chapter Résumé (L-010) is an
important part of the TOPS® program. It helps
us see how we’re doing, keeping us
accountable as individuals, chapters, regions
and as an organization.
Your Coordinator or Area Captain can help
you with any questions, and there are also
materials online in the Members Area to help
you. (See handy chart in the appendix.) These
may be webinars, PowerPoint presentations or
tip sheets. Never hesitate to ask a question.
We promise—it’s not as hard as it looks!
are less likely to have a math error. Be sure
to save often so you don’t lose your work.
b. If you prefer writing on paper, you may
want to work first in pencil on scratch paper.
Check figures BEFORE filling out résumé.
Use a calculator if possible. Refer to last
year’s corrected résumé returned by your
Coordinator to avoid past errors.
4. Leader and Weight Recorder should work
together and check each other’s calculations.
Don’t send travel weight chart(s) with résumé.
5. The résumé is a two-sided, one-page form.
How to Complete Your Chapter
a. Print legibly if not working electronically.
Résumé Step by Step
b. Color of résumé is not important. The
résumé is also available to download and
print in the Leaders’ area of www.tops.org.
1. Each year, read the Chapter Résumé
procedure section carefully. Refer to other
sections of TOPS® Chapter Manual as well as
TOPS® Rules whenever questions arise.
2. Call or email your Area Captain or
Coordinator for help if you are uncertain about
any part of the résumé.
3. Decide if you prefer to work electronically
or do your calculations on paper.
a. If you prefer to work electronically and
are familiar with Microsoft Excel, then you
will want to download Chapter Résumé
from the Members Area of www.tops.org.
It’s located in Chapter Team Tools under
For the Weight Recorder. The beauty here is
that Excel does the math for you, and you
TOPS® Club Inc. Chapter Manual
6. Headquarters sends two résumés in
November. Complete only one UNLESS
chapter has male and female Division
Winners.
7. All FEMALE Division Winners go on one
résumé. All MALE Division Winners go on
the other. Check male or female as is
appropriate on the Division Winners Résumé.
8. Complete the Royalty and Average Loss
side on the female or male résumé, not both.
9. Fill out part 1 correctly and completely.
(See sample form next page.) Write chapter
name. Write state/province. Year is the one
just ended, not the one just beginning.
65
You’ll need all weight charts to determine
how the entire chapter did for the year. A loss
or gain in the chapter for the year must be
figured on each TOPS® Weight Chart or
Transfer Weight Chart before proceeding.
Best Average Loss per Member
1. To figure chapter net enrollment for year:
a. Count all members with at least one
weight during the year, including KOPS®,
transfers, dropouts, etc. (A member with
both KOPS® and TOPS® weight charts
counts once.) This is your total enrollment.
Put it on Line A of résumé. See part 3 of
sample at right.
b. Count members who were KOPS® all
year—January through December—and who
did not lose status or drop out and who do
not have a TOPS® chart for any portion of
the year. Enter this number under “less” to
be subtracted from total enrollment. If there
were no members who were KOPS® all
year, put “0.” This number goes on Line B
of résumé. If a member began the year as a
KOPS® but passed away, that member is
considered a KOPS® all year. KOPS® who
drop out or lose status and do not return are
not a KOPS® all year and a loss or gain must
be figured for each member.
c. Subtract Line B from Line A to get
Line C (Net Enrollment).
2. To figure weight loss or gain:
a. Calculate each member’s weight loss or
gain for the year—ABC at the top of each
TOPS® Weight Chart. Do not round.
Record any gain in RED.
b. On all TRANSFER weight charts,
subtract last weight in current chapter from
66
first weight in current chapter to get chapter
loss or gain.
c. Using Line C on the weight chart,
calculate total pounds lost and total pounds
gained for all members using a TOPS®
Weight Chart during the year. This includes
pounds lost for the year for members who
became KOPS® during the year.
d. Enter total pounds lost on L-010.
e. Enter total pounds gained on L-010.
f. Subtract whichever number is smaller
from larger number to determine net loss or
net gain. Enter net loss on Line D or net gain
on Line E.
g. Determine average loss/gain per member
by dividing by Net Enrollment (Line C). Use
three decimal places. Do not round off.
h. Enter result on Line F.
Change for Rounding Weights
Formerly, rules required chapters to round
weights to the nearest quarter pound. This was
Making Your TOPS® Chapter Great!
changed due to the prevalence of digital
scales. Weights are now entered exactly as
registered on your chapter scale. If your scale
reads to the tenth of a pound, then record the
weight as it is shown. The same applies if your
scale weighs in quarter-pound increments.
Ineligible Charts—Quick Check
Check again for mistakes. Common errors are:
1. Member did not sign chart.
2. Four consecutive unexcused absences
3. Member had lapse of membership after first
weigh-in of the year.
4. Member lost less than 10 pounds.
5. Member had no December weight recorded.
Common Errors—Check Closely
These errors may result in a member being
overlooked:
1. Member listed in wrong division.
2. Transfer members’ total weight loss for the
year not credited.
3. Math errors occurred.
4. Member’s weight was recorded before the
date of the application blank. The date and
first weight recorded are the same as the date
and starting weight on the application blank.
Exception: The original starting date of an
online member (OLM) who joined a chapter is
the date the member joined online even
though starting weight may be later.
Royalty vs. Division Winners
TOPS® uses two distinctly different methods
of tabulating weight loss for determining
Royalty and for determining Division
Winners.
TOPS® Club Inc. Chapter Manual
1. All new and reinstating KOPS® achieving
status during the year are eligible for Division
honors from first weight of the current year to
last weight of December of the current year.
2. A TOPS® member is eligible for Division
Winner honors ONLY based on the first
weight of the current year to last weight of
December of the current year.
3. All first-time KOPS® of the current year
(not in Division 9) who have lost ten pounds
to goal from their highest weight recorded at
TOPS Club Inc. are also eligible for Royalty.
Divisions Chart
Division
Adult
At Least
But Less Than
Based on Weight
Div. 1
300 lb.
400 lb.
Div. 2
250 lb.
300 lb.
Div. 3
200 lb.
250 lb.
Div. 4
150 lb.
200 lb.
Div. 5
no minimum
150 lb.
Div. 7
400 lb.
no maximum
Div. 9
If surgery for weight loss is
still in effect
Youth
Based on Age Range
Div. 6
13 years
18 years
Div. 8
7 years
13 years
Division Winners
All chapter members compete annually for
weight-loss honors in divisions. Various
divisions are defined above. These honors are
not to be confused with the weekly, monthly
or quarterly BEST LOSERS in a chapter.
1. First place, second place and alternate
winners are selected from all losers in each
division at the various levels. At least ten
pounds must be lost for the year.
67
2. Division Winners must record a weight no
more than five pounds above their last
December weight of the previous year to be
eligible for recognition. If disqualified, the
second place winner is not moved up.
a. has no weight recorded in December
3. If winner does not attend Recognition Days,
neither the second place nor the alternate
winner is moved up.
d. has lapse of membership after first weighin of the year
Chapter Division Winners
Check weight charts of all members who had a
TOPS® Weight Chart or transfer weight chart
for the year. (Include those who became
KOPS® during the year.) Verify that each
weight chart lists member in correct division.
Refer to the Divisions chart in this chapter.
1. All adult members, except Division 9, are
placed in the appropriate division by weight at
the first weigh-in of the year. They remain in
that division for the entire year. Teen and
preteen divisions are based on age at first
weigh-in of year.
2. If a member has surgery for weight loss
during the year, member is immediately
placed in Division 9 for the year’s weight-loss
competition. Weight loss will be from the first
weight of year to last weight of year as in all
other divisions. Member remains in Division 9
regardless of first weight of the year as long as
surgical procedure is effective for weight loss.
See page 55 for details.
®
3. If member became a KOPS during the
year, include both KOPS® and TOPS® charts.
Member may be eligible for both Division and
Royalty awards.
4. Check weight charts for eligibility.
5. Member is not eligible for annual honors if
he/she:
68
b. has less than a 10-pound loss
c. has four consecutive unexcused absences
after the first weigh-in of the year
e. has not signed weight chart
6. Set aside TOPS® charts of those who don't
qualify. While these members are not eligible
for annual individual weight-loss recognition,
weight loss or gain must be counted in the
tabulation of average loss per member and
charts must be sent to the Coordinator with
other charts and Chapter Résumé.
7. Separate charts by male and female.
8. Separate by divisions.
9. Choose first place, second place and
alternate best loser for each division (male and
female) who has lost at least 10 pounds.
a. Fractions of a pound differences do count.
b. Two members in the same division with
identical losses are tied for that division.
c. For division purposes, last weight on
KOPS® chart is member’s last weight of
year whether in or out of leeway.
d. Count entire weight loss of a transfer
member from the first weigh-in of the year
to the last weight recorded in December.
e. Member’s total weight loss for the year is
counted even if more than one chapter, state,
province or country is involved.
10. On top portion of the DIVISION
WINNERS side of the résumé, fill in year just
ended, chapter name and state/province.
Making Your TOPS® Chapter Great!
Check FEMALE if figuring female winner
and MALE for male winner. Enter female
Division Winners on this side of the résumé.
a. Name, membership number, area code
and phone number
b. BIRTH DATES for teens and preteens
c. Starting weight of the year and last
December weight
d. If there are no winners in a category,
write “NONE.”
Repeat to determine MALE Division Winners.
If there are no male winners, do not complete
and submit a male Division Winner résumé.
Royalty
The term “Royalty” is reserved for the annual
King and Queen and Runners-up at any level
of competition (chapter, area, state, provincial
or international). All Royalty are selected
from first-time registered KOPS® in the
current calendar year. If a KOPS® has ever
been in Division 9, see “Surgery for WeightLoss” beginning on page 55 for eligibility.
To Determine Chapter Royalty
1. Select weight charts of all new KOPS®
during the year. TRANSFER MEMBERS who
lose weight in two or more chapters to become
a KOPS® are eligible to be honored as chapter
Royalty by the chapter in which the last
December weight was recorded, even if they
registered as KOPS® in the previous chapter
before transferring.
2. Teens and preteens are eligible for royalty.
3. New KOPS® is not eligible for annual
Royalty competition if he/she:
TOPS® Club Inc. Chapter Manual
a. has not signed KOPS® Weight Chart and
TOPS® Weight Chart or Transfer charts
b. has four consecutive unexcused absences
or lapse of membership
c. raised his/her goal after December 31
d. has lost less than 10 pounds
e. has lost KOPS® status and been reinstated
f. had surgical procedure for weight loss that
is still in effect
g. has not recorded a December weigh-in
h. is on medical excuse all December
4. Separate new KOPS® by gender.
5. Review all eligible female KOPS® charts.
To be eligible, they need to have maintained
continuous status from time of first
registration during current year; lost at least
ten pounds to goal from highest weight
recorded at TOPS® to last goal achieved by
December 31; and be registered at TOPS Club
Inc. by January 31. Select the one with most
weight lost to goal as the chapter QUEEN.
Next most weight lost to goal is runner-up;
next is alternate.
a. Enter name, member number and phone
number with area code. Include weight-loss
as requested. Write “NONE” in any
category with no winner. (See Part 2 of
sample Chapter Résumé.)
b. Fractions of a pound differences do count.
c. Two members with identical losses are
entered as ties in any position.
d. Pregnant KOPS® members are eligible to
compete for Royalty honors.
69
6. Repeat Step 5 above for male Royalty to
determine KING.
7. It makes no difference whether member has
graduated at any level during the current year.
8. KOPS® status must be maintained
continuously until recognition.
9. When Royalty is disqualified at any level
before recognition because of the lost KOPS®
status or raised goal, Royalty is replaced by
next in line.
10. If Royalty is on medical excuse at time of
recognition, title is forfeited and Royalty is
replaced by next in line.
11. If Royalty does not attend Recognition
Days, Royalty is replaced by next in line.
However, if a King or Queen has been
awarded title at Recognition Days but cannot
attend IRD, the Runner-up may attend as
“Royalty” to represent state or province.
Submitting the Chapter Résumé
1. The person preparing the Chapter Résumé
must complete it immediately after the
chapter’s last December weigh-in.
a. Make two copies and send with originals
to your Coordinator no later than January 8,
along with all weight charts for the year.
®
b. Include weight charts for TOPS ,
KOPS®, teens, preteens, dropouts and all
members who have transferred in or out of
the chapter during the year.
4. Place Royalty’s TOPS® and KOPS® Weight
Charts in order listed behind Royalty Résumé.
Use paper clips if desired, but do not staple.
5. Place KOPS® charts of KOPS® all year on
top of the remaining chapter weight charts
(still divided into divisions).
a. Place KOPS® charts of any KOPS® all
year with fewer than 15 weigh-ins and a
letter of exceptional circumstance attached
on top of résumé for Coordinator to review
and send to Regional Director for Board
review.
b. Followed by KOPS® with Medical
Excuse extending beyond one year with
letter of exception attached.
6. Other KOPS® charts are clipped to TOPS®
or Transfer charts and placed behind winners’
charts.
7. You may send in your completed résumé by
mail, fax or email.
a. Mail: Make two photocopies of the
completed Chapter Résumé —front and
back. Mail these with the original and all
weight charts to your Coordinator. Use a
mailing method that provides delivery
confirmation.
b. Fax: Send completed Chapter Résumé
and all weight charts to the Coordinator
using his/her fax number (not Headquarters).
2. Person preparing résumé must print his or
her name and phone number with area code.
c. Email: If working electronically, send
completed Chapter Résumé and all weight
charts to the Coordinator via email as an
attachment to the email address provided.
3. Place Division Winner weight charts in
order listed behind Division Winner Résumé.
Attach with paper clips if desired, but do not
staple.
8. One copy of your Chapter Résumé will be
returned with chapter certificates by the
Coordinator. Honor chapter winners after
Chapter Résumé and certificates are received.
70
Making Your TOPS® Chapter Great!
Chapter 11 • TOPS News Magazine
We relish news of our heroes forgetting that we are extraordinary to someone too.
— Helen Hayes
First published in 1949, TOPS News has
grown from a mimeographed club newsletter
to a full-fledged glossy magazine with an
international circulation. Our magazine is
produced bimonthly by a team of professional
writers, editors and designers at Headquarters.
Unless noted, all material in TOPS News is the
intellectual property of TOPS Club Inc. and is
protected by United States and international
copyright laws. TOPS® does give limited
permission for chapters and members to make
photocopies for chapter or personal use (for
example, copies of chapter programs for use in
educational portion of meeting or copies of
coupons and IRD registration forms so they do
not have to be physically cut from a member’s
magazine).
In keeping with TOPS Club’s nonprofit,
noncommercial status, the magazine contains
no outside advertising, and articles do not
endorse specific products or brands, although
brand names do appear from time to time.
The Purpose of TOPS News

Build strong, caring chapters led by
informed volunteers

Raise awareness of how TOPS® can help
individuals, organizations and
communities to combat obesity and its
devastating effects

Give members and Field Staff a vehicle
for sharing the TOPS® message with
healthcare professionals, workplaces,
friends, family, colleagues, neighbors and
anyone interested in living a healthier,
happier life at any age
Professional Articles vs.
Member Submissions
Because TOPS® prides itself on offering our
members the most current and accurate
information possible, recipes and articles
covering nutrition, medical conditions, human
behavior and fitness are written or reviewed
by accredited professionals in those fields.
This includes regular features such as:

Focus on Nutrition and Nutrition Q&A
Inspire, educate and motivate each
member on his or her personal weight-loss
journey

Focus on Fitness and Fitness Q&A

Medical Feature and Medical Q&A

Provide sensible weight-loss information
members can apply in their everyday lives


Recognize member achievements and
contributions
Chapter programs covering nutrition,
fitness, medical issues and behavior
modification

Recipes, which include exchanges and
serving information


Help members support and connect with
one another
TOPS® Club Inc. Chapter Manual
71
The topics of these features are often selected
based on questions, comments and ideas
submitted by members. TOPS® encourages
members to send in their medical, fitness and
nutrition questions and article suggestions to
share@tops.org. TOPS® does not pay for
member submissions, and any articles
published as the result of a member
submission become the property of TOPS
Club Inc. Due to the volume of submissions,
materials cannot be returned. Articles by both
experts and members are edited for space and
style.
Please note Headquarters has discontinued the
use of the TOPS News Report (L-011).
Production and Mailing Schedule
How Articles are Chosen for
Beginning in 2014, TOPS News will follow
the bimonthly schedule outlined below.
Mailings are synchronized so magazines
arrive in the U.S. and Canada at roughly the
same time.
TOPS News
Issue
Approximate
in-home date
Last date
to submit
Dec/Jan
late November
September 1
Feb/March
late January
November 1
April/May
late March
January 1
We receive many wonderful submissions from
chapters and members—and unfortunately,
there is no way to include them all. Keep
reading for suggestions that increase the
likelihood of your submission appearing in
TOPS News.
We still require the Success Story (L-016)
form (revised for 2014) for recognition of
State and Provincial Kings and Queens and
International Division Winners.
How do you show people in your community
that TOPS® is the best weight-loss support
choice for people who want to lead an active
and healthy life? We want to know.
We are happy to consider submissions
featuring members engaged in activities that
reflect the core values of TOPS®:
Working toward losing weight
Being active
Making healthy choices
June/July
late May
March 1
Aug/Sept
late July
May 1
Oct/Nov.
late September
July 1
Deadlines and Forms
As you can see from the chart above, the
TOPS News team is working on each issue
many months in advance. Magazine content
often is already assigned or chosen in advance
of the “last date to submit” deadlines listed
above, so early submission is highly
recommended.
72
Supporting one another in TOPS®
For example, we are interested in chapters
participating in walks or runs for charity or
donating food to a local pantry.
If the pounds of food donated equals the
pounds members lost, so much the better!
We are especially interested in action shots
that show members moving. If your chapter
has tried a workout featured in the magazine,
snap photos and send them to us. If you have
felt inspired by any article in the magazine or
Making Your TOPS® Chapter Great!
had fun with a chapter program, please share
those photos with us as well.
Special consideration is given to those
submissions that focus on weight-loss and
healthy living and are:
helpful
motivational
first-time
unusual
inspiring
last-time
colorful
outstanding
Examples of the many ways members and
chapters can contribute to the magazine are
summarized in the rest of this chapter.
Celebrate Success
TOPS News annually features success stories
of international winners. In addition,
provincial, state and overseas Kings and
Queens receive high consideration. However,
we also welcome good stories from successful
losers, stories from new or alumni KOPS®,
stories from members with unusual lifestyles,
etc. The main thing is that they are inspiring.
If you know of a good, articulate member with
an engaging story, ask him or her to send it to
us or simply send us the details, and we will
contact that member to follow up if feasible.
Chapter and Member Resources
This pullout section in the center of each issue
is a regular feature in TOPS News. While
chapter programs and contests have appeared
in the magazine for several years, they are
now grouped together, along with the
“Leaders Corner” and “I Was Wondering,” so
that everything chapter-related is conveniently
located in the middle of the magazine. Chapter
and Member Resources section includes
chapter programs, contests, installation
ceremonies, KOPS® ceremonies and tips for
recruiting, recognizing and motivating
members. The material’s originality and
helpfulness to other chapters and members is
TOPS® Club Inc. Chapter Manual
the main consideration for publication.
Interactive programs that are brief and require
few props or supplies are best.
Recipes
The editorial team solicits healthy recipes
from Registered Dietitians, other nonprofit
wellness organizations and professional food
writers, but members are encouraged to send
in original recipes as well. A few things to
keep in mind:
We do not reprint copyrighted recipes from
cookbooks, other magazines, etc., without
their permission.
Please include the approximate serving size
(in cups, tablespoons, etc.) and how many
servings the recipe makes. This enables our
consulting dietitian to calculate calorie counts,
exchanges and other nutrition information.
Note: We cannot provide this service to
anyone who is curious about a favorite recipe.
In keeping with our mission to help members
take off and keep off pounds sensibly, TOPS®
reserves the right to edit recipes.
Members Voice (Letters to the Editor)
Members Voice (formerly In the Mail,
formerly Letters to the Editor) includes
comments and criticisms from members.
Comments may pertain to a magazine article,
a TOPS® event, a personal triumph or
challenge, or anything else other members
may find relatable or helpful. Items included
in Members Voice come from messages that
members send to Headquarters or Field Staff
over email, on Facebook, or by mail or fax.
Unless confidentiality is requested, any
communication deemed helpful to members
may be edited and included in Members Voice
without notification. The full name and
chapter number of the member who wrote it
will be included.
73
Scrapbook
The Scrapbook is a regular feature that
highlights member and chapter submissions.
These snippets generally are chosen based on
the quality of the photos, although some
poems, songs and sayings have also been
included. Photos should be accompanied by a
list of everyone pictured. Please list in order
from left to right, by row, etc.
For the Record – Member
Achievements
In each issue of TOPS News, “For the Record”
recognizes new chapters, KOPS® milestone
anniversaries and new Century Award
winners. Chapters do not need to submit this
information. Lists in “For the Record” are
generated automatically from Headquarters
records.
Photo Requirements
For the Record – Contributions
Quality photos help bring TOPS News articles
to life. Good images enhance articles to
produce a professional, visually pleasing
publication.
TOPS Club appreciates and recognizes gifts of
all sizes. Once received at Headquarters,
contributions are included in “For the
Record,” and a small token of appreciation is
sent to the giver for any contribution of $20.00
or more. Missing information can cause a
delay in this recognition, so the following
checklist is included for your convenience.
TOPS News cannot publish photos if they
do not meet basic photo guidelines.
Photos should be sharp and clear and show
something of interest to more than one chapter
or member. If possible, they should be action
photos. Complete guidelines (updated for
2014) are available to review and download
from the Forms and Documents section of the
Members Area at www.tops.org. See appendix
for photo guidelines.
1. Note: appropriate Contribution Form (L019, L-019B or L-019C) must accompany all
donations. See page 18.
2. Be sure to indicate whether it is an
individual or chapter contribution and
designate a fund using the checkboxes
provided. General Fund is the most helpful as
monies can be directed toward the area of
greatest need at any given time.
3. To ensure donations appear correctly in
TOPS News, please provide the full name, as it
should appear, for all “in honor of” and “in
memory of” contributions. (For example, in
memory of Jane Doe’s son, is not enough
information on the L-019).
74
Making Your TOPS® Chapter Great!
Chapter 12  Sharing the TOPS® Message
Our own weight loss and healthy lifestyle changes are the best advertising we can do for TOPS®.
What we do is so much more important than what we say.
Whether you are recognizing a member’s
wonderful success, recruiting new members or
just promoting healthy living in your
community, there are many ways to spread the
word of the hope, friendship and support in
living well that TOPS® provides.
Community Outreach
Members encounter the public every day, and
as a result, generate publicity. Words, actions
and attitudes reflect on individuals as well as
on the organization as a whole. These aspects
offer a more credible and influential story
about TOPS® than paid advertising alone. If
the chapter is large enough, the Leader should
consider appointing a Publicity chairperson to
focus on informing the community about the
TOPS® chapter, its members and stories of
interest. Sharing the TOPS® message with
others is a public service and can potentially
affect the growth of TOPS® chapters.
Local Publicity
TOPS® chapters possess important qualities
that make them a viable news resource:
information about health, weight management
and fitness, along with human-interest stories
of perseverance and success. Use this potential
for news to its greatest advantage to stimulate
interest among the local community.
Here are some of the many publicity and
outreach materials you can use to share the
word about TOPS® and grow your chapter.
1. Sign up for Weight Loss and Wellness
News biweekly updates in the Members Area
TOPS® Club Inc. Chapter Manual
of the website. Every two weeks or so, you’ll
receive wellness tips formatted in a news
release form that you can share at chapter, use
in a newsletter or pass on to local media.
These are also available to the public.
2. Also in the Members Area under “Chapter
Team Tools,” you will find web and print ads,
logos, and a handout showing the posters,
table tents and educational brochures available
at no charge from your Coordinator.
3. Increase visibility and membership by
sharing the TOPS® message with local media.
You will find many resources in the Media
Room at www.tops.org, which is located
under “About TOPS.”
a. Public service announcements that can be
used by radio and television stations
b. Recent press releases
c. Up-to-date fact sheets about the TOPS®
program, including Fabulous Figures, which
lists rates of obesity in every state and
province as well as the number of TOPS®
chapters and total pounds lost by our
members in each area.
Community Events
There are many worthy events in any local
community. The best activities to do together
as a TOPS® chapter to raise awareness and
promote camaraderie tie directly to our
weight-loss mission.
Making brownies for a bake sale, no matter
how worthy the cause, is counterproductive to
75
our shared mission because it does not
promote healthy living or weight loss.
Here are just a few examples of ways your
chapter can partner with worthy organizations
in your community while promoting healthy
behavior:
a. Gather a team, complete with TOPS® tee
shirts and/or hats, to walk for a healthy
cause. Perhaps you’ll participate in a Susan
G. Komen walk in celebration of a breast
cancer survivor from your chapter or walk to
raise awareness of TOPS® and juvenile
diabetes. You may invite friends and family
to walk with your chapter to share your
TOPS® spirit.
b. Another idea for a walk, run or bike race
is to sponsor a water booth. Hand out water
to passing participants and leave brochures
on the table to share. Have your volunteers
wear their TOPS® gear.
c. If your chapter lost “X” pounds together
last year, perhaps you want to donate $1 per
pound to a food pantry or give that many
pounds of nonperishable foods. Most media
love a good visual demonstration, so “X”
pounds of potatoes, “X” canned goods
stacked in a giant pyramid, etc. make for a
great picture that your local paper would be
likely to run.
d. Participate in local or regional health
fairs. Feature your KOPS® members or
successful losers and avoid refreshments
other than water. Ask your Field Staff for
guidance and free promotional materials you
can share.
Share the TOPS® message with local
healthcare professionals so they may refer
patients/clients to TOPS®.
76
Don’t Forget the Waivers!
Remember that any time your members
participate in a walk, run or other
physical activity as a chapter, everyone
participating needs to sign and date the
TOPS® activity waiver or walk waiver in
advance. Copies of these should be kept
for at least one year.
a. If you do some type of activity
regularly in your chapter, like DVDs or
Thera Band exercises, you may have your
members sign one waiver once a year
(have everyone do it at the same time and
include an activity waiver as part of your
new member kit.). Keep copies for one
year after. So if waivers are signed Jan 5,
2014, those waivers are good through Jan
4, 2015, and should be kept until at least
January 2016.
b. If your chapter does a separate activity,
such as a fun run, fall walk, or other event
outside chapter hours, be sure to have
members and all guests sign a separate
waiver for that and keep it for at least one
year.
National Media Inquiries
From time to time, Headquarters or members
are approached by national media. Inform the
Coordinator, Regional Director and TOPS®
Headquarters right away if local members are
contacted by any national media.
Key Publicity Messages
There are many tools available through the
Field Staff or on the TOPS® website at
www.tops.org to help generate the best
Making Your TOPS® Chapter Great!
possible quality of publicity. All of these,
combined with enthusiasm and knowledge of
TOPS®, will emphasize the following key
messages about us:
®
TOPS Club Inc. (Take Off Pounds Sensibly )
is the original, nonprofit, weight-loss support
and wellness education organization. We have
about 150,000 members—male and female,
age seven and older—in thousands of chapters
throughout the United States and Canada.
®
The TOPS mission is to support our
members as they take off and keep off pounds
sensibly.
The TOPS® philosophy is that the desire to
change comes from within the individual and
the most effective way to sustain change is to
provide a supportive environment. TOPS®
provides a caring, friendly environment for
members. Founded more than 65 years ago,
TOPS® is the only nonprofit noncommercial
weight-loss organization of its kind.
TOPS® promotes successful weight
management with a “Real People. Real
Weight Loss.®” philosophy that combines
support from others at weekly chapter
meetings, healthy eating, regular exercise and
wellness information.
TOPS® advocates two healthy eating plans—
MyPlate and the Food Exchange System—and
provides members with a wealth of
information prepared by experts in the areas of
nutrition, fitness and motivation. Members are
encouraged to work with their personal
physician or other licensed healthcare provider
to find the combination of diet and exercise
that is right for them.
Members have their personal physician or
licensed healthcare provider determine a
realistic goal weight and timetable for them.
Researchers at the University of Colorado
found that the TOPS® program is effective
against obesity. The study also showed that
results are similar to pricier commercial
programs such as Ornish, The Zone, Weight
Watchers and Atkins.
Researchers also found that people who joined
TOPS® and stayed in the program for seven
years were able to take off and keep off
statistically significant amounts of weight.
TOPS® is a leading supporter of obesity
research. We have donated more than $8.5
million to fund this support through the
Medical College of Wisconsin.
TOPS® is affordable, with low annual fees and
weekly chapter dues.
It is easy and risk-free to find out more about
TOPS®. Interested individuals are welcome to
attend a free meeting before joining. Detailed
information is available online at
www.tops.org or by calling 800-932-8677.
Publicity Volunteer
Area Captains appoint KOPS® and members
who have lost significant weight as Publicity
Volunteers. This temporary position involves
distributing publicity and perhaps speaking in
your immediate community. Volunteers get a
kit with instructions and a supply of
promotional items. Let your Area Captain
know if you are interested in learning more.
TOPS® advocates involvement by members’
physician or licensed healthcare provider and
has sound ties to the medical community.
TOPS® Club Inc. Chapter Manual
77
TOPS® Pledge
I am an intelligent person.
I will control my emotions, not let my emotions control me.
Every time I am tempted to use food to satisfy my frustrated desires,
build up my injured ego, or dull my senses,
I will remember, even though I overeat in private,
my excess poundage is there for all the world to see.
I will Take Off Pounds Sensibly®.
KOPS® Pledge
I am an intelligent person.
I have controlled my emotions and not let my emotions control me.
Every time I am tempted to use food to satisfy my frustrated desires,
build up my injured ego, or dull my senses,
I will remember that I am to be an example of what TOPS® can do,
as I Keep Off Pounds Sensibly®
About the Pledges
Many chapters choose to recite the TOPS® and KOPS® Pledges at the start or
close of their meetings each week as a way to build community and remind all
of the reason we gather each week.
Use of the pledges is a matter of preference and is not a required part of
weekly chapter meetings.
These pledges are also available on www.tops.org as business-card sized
templates to print and distribute so members may carry them in a wallet or
post on them on the refrigerator or in another prominent spot.
78
Making Your TOPS® Chapter Great!
Appendix
TOPS 10 Ways
to Keep Your Chapter Active and Fun
Whether you’ve had a chapter for 10 weeks or 10 years, sometimes you need to shake things
up to keep meetings fun and members engaged. Try one (or all!) of these tips for energizing
your weekly meetings.
1. When your chapter achieves a 100-pound net loss, celebrate! Have a party! Invite your
Coordinator and/or Area Captain to celebrate with you.
2. Get involved with a charity or community walk, run or ride. It's a fun way to stay active with
your whole TOPS® chapter, garner publicity, and help a good cause all at the same time.
3. Add a tasting to your meeting. TOPS® Rules allow chapters to have tastings where each
member gets a small sample of one low-cal, low-fat or low-sugar recipe. It's a great way to
try something new and healthy.
4. Another variation on this theme is to have everyone bring one ingredient for a healthy salad.
5. Hold a food drive at the end of the year. If your chapter collectively lost 350 pounds during
the year, donate that many pounds of food to a local food pantry.
6. Mix things up by having different people present chapter programs so the same person is not
always the one speaking. Everyone brings something different to the chapter, so why not let
everyone shine?
7. Invite a guest speaker, such as a Registered Dietitian, to speak at your next meeting.
8. Add some friendly competition to your meetings by creating a chapter scavenger hunt
contest. Members may earn points with tasks such as journaling food, walking a 5K, doing
chair exercises or performing a chapter skit.
9. Award members beyond weight loss—celebrate successes both big and small such as
achieving an exercise goal, having perfect attendance, showing enthusiasm or not gaining
weight after the holidays. TOPS® charms and pins make great incentives.
10. Have each member set a healthy goal to complete before your next meeting. Pair members up
by drawing names and encourage each pair to follow up with each other on their goal
progress at least once before the next meeting. You may even want to do this once a month.
© 2014 by TOPS Club Inc.
Chapter Manual Appendix 79
Learn It. Live It.
A program for use at chapter meetings
Welcome Circle
Submitted by TOPS Regional Director Beverly Staniak
Intro and Activity
Materials:
• big smile
• eye contact
Preparation:
This program is ideal for
new chapters or whenever a new member
attends a meeting. Find
space where all members can form a circle.
Remember that some
members may need to
sit in the circle for this
activity or have a chair
for support while standing. Do not leave anyone out of the circle.
Thanks for coming,
everyone. To introduce
ourselves to each other,
let’s use a “Welcome”
circle. This is how it
works: We’ll stand and
form a circle around the
room. I will greet the
first person to my left
with a big smile and
handshake. I will introduce myself and ask his
or her name. Then I will move on to the second person and do
the same. The first person I greeted will follow me and also
greet the second person. Then I will greet the third person,
and the first and second person I greeted will greet the third
person. We will continue around the room, welcoming each
person until everyone has personally reached out to everyone
else. Ready to get started?
Please stand and form a circle.
(After the circle is formed, begin by greeting the first
person on your left. After all members have introduced
themselves, continue with the discussion.)
Discussion
Thank you for participating. Let’s take our seats and talk about what we just did.
ISTOCK/THINKSTOCK
(Ask members the following questions, allowing time for them to respond. Possible answers to the last question include wearing nametags and asking for volunteers to be
greeters or to mentor new members.)
• What do you think of the welcome circle?
• How would you feel about using this technique weekly or whenever a new member joins us?
• How else can we make members feel welcome?
Think about it: If we take time to welcome everyone each week—with this circle or at the
door—we will create a positive, supportive atmosphere, where change is possible! n
QO-020 © 2013 BY TOPS CLUB INC.
QO-020_Welcome_Circle.indd 1
Chapter Manual Appendix 80
6/2/14 3:44 PM
TOPS CLUB, INC. FORM L‐058: SAMPLE CHAPTER BYLAWS
Belowisasampleofwhatyoumaywishtoincludeinyourbylaws.AllofficialTOPS®andKOPS®
rulessupersedeanychapterbylawsandthereforedonotneedtobeincludedasbylaws.
Chapter:TOPS______________________________________________Established:__________
(State/Province) (Number)
(City)
Revisiondate:________________
1. Meetingshallbeheldonceaweekon_____________________________,at_____________________.
(Day)
(Time–AMorPM)
2. Officialweigh‐inperiodstartsat______________________,andendsat_______________________.
(Time–AMorPM) (Time–AMorPM)
3. Locationofmeetingplace:__________________________________________________________________________
(Buildingandstreetaddress)
___________________________________________________________________________.
4. Dueswillbe$_____________,per___________________________.
5.
6.
7.
8.
9.
(specifyWEEKorMONTH)
Thechaptervotesuponandapprovesanyweekly,monthlyorannualcontestsand/orincentives.
Thechaptervotesupon,approves,andincludeswiththesebylawsalistofanyrewardsorfees
forweightgain,foodcharts,etc.
Thechaptervotesupon,approves,andincludeswiththesebylawsalistofanyspecialrewards
orgifts(i.e.endofanofficer’sterm,weight‐lossawards,KOPSawards,graduateawards,
gifts/cardsforillmembers,etc.)
Thechaptervotesupon,approves,andincludeswiththesebylawsalistofanyspecial
recognitioneventmonetaryprovisions.
Thechaptervotesupon,approves,andincludeswiththesebylawsalistofanyotheritemsthat
wouldbenefitfutureissuesofdiscussion.
Chapterbylawsfornonprofitsincludethefollowingstatement
priortothenumberedbylaws:
TheChapterAssociationandtheChapterAffiliationAgreementwithTOPSClub,Inc.governall
chapterandmemberactivities.AllofficialTOPS®andKOPS®rulessupersedeanychapterbylaws
andthereforedonotneedtobeincludedasbylaws.
L-058 (Rev. 12/10) ©2010 by TOPS Club Inc.
Chapter Manual Appendix 81
TOPS
(State/Province)
(Number)
Minutes for
(City)
Called to order by
(date)
Time
TOPS and KOPS pledges (optional)
ROLL CALL: # attending
(required)
Weekly best loser
Loss
Gain
Net Loss
Loss
Monthly best loser
Loss
Quarterly best loser
Loss
PROGRAM and MEETING NOTES
Minutes read by
Corrections
Approved
Old business
New business
Correspondence
Treasurer’s report by
Recognition Days Fund $
.
General Fund $
.
Total $
.
Other awards
Contests
Topic for next week
Adjourned by
L-054 (8/09)
© 2009 by TOPS Club, Inc.
L-054 Chapter Minutes Template.indd 1
Time
Chapter Manual Appendix 82
6/3/14 11:07 AM
Treasurer’s Transaction Sheet
L-055 (Rev. 08/09) ©2009 by TOPS Club Inc.
Chapter Manual Appendix 83
TOPS Club, Inc. – Walk/Activity Waiver
This document must be signed by each individual participating in a walk or physical activity hosted or sponsored by a local
chapter of TOPS Club, Inc. Under no circumstances is anyone to be permitted to participate in the walk or activity unless
they have signed this waiver in advance of its start time.
Walk/Activity Name or Description:
Location of Walk/Activity:
Date of Walk/Activity:
Waiver must be signed before walking or exercising!
I know that participating in an exercise event is a potentially hazardous activity and should not be undertaken unless I have
consulted my physician. I represent that I am medically able and properly trained to participate in this event. I assume all risks
associated with exercise in this event, including but not limited to falls, muscle pulls, muscle cramps, muscle strains, shortness
of breath, light headedness, dizziness, or contact with any other participants, or people at the event location, the effect of the
climate including high heat and/or humidity, and the condition of the event location, all such risks being known and appreciated
by me. Having read this waiver and knowing these facts, I, for myself, and for my heirs, executors, and assigns, waive and
release TOPS Club, Inc., all agents, producers, employees, volunteers, and sponsors of this exercise event and their representatives and successors from all claims or liabilities of any kind arising out of my participation in this event, though liability
may arise out of negligence or carelessness on the part of the persons named in this waiver. I grant permission, without compensation, to all of the foregoing to use any photographs, motion picture, or record of this event for any legitimate purpose.
Print Name Carefully Here:
Signature:
Date
/
L-045 (9/06) © 2006 by TOPS Club, Inc
/
Litho in U.S.A.
TOPS Club, Inc. – Walk/Activity Waiver
This document must be signed by each individual participating in a walk or physical activity hosted or sponsored by a local
chapter of TOPS Club, Inc. Under no circumstances is anyone to be permitted to participate in the walk or activity unless
they have signed this waiver in advance of its start time.
Walk/Activity Name or Description:
Location of Walk/Activity:
Date of Walk/Activity:
Waiver must be signed before walking or exercising!
I know that participating in an exercise event is a potentially hazardous activity and should not be undertaken unless I have
consulted my physician. I represent that I am medically able and properly trained to participate in this event. I assume all risks
associated with exercise in this event, including but not limited to falls, muscle pulls, muscle cramps, muscle strains, shortness
of breath, light headedness, dizziness, or contact with any other participants, or people at the event location, the effect of the
climate including high heat and/or humidity, and the condition of the event location, all such risks being known and appreciated
by me. Having read this waiver and knowing these facts, I, for myself, and for my heirs, executors, and assigns, waive and
release TOPS Club, Inc., all agents, producers, employees, volunteers, and sponsors of this exercise event and their representatives and successors from all claims or liabilities of any kind arising out of my participation in this event, though liability
may arise out of negligence or carelessness on the part of the persons named in this waiver. I grant permission, without compensation, to all of the foregoing to use any photographs, motion picture, or record of this event for any legitimate purpose.
Print Name Carefully Here:
Signature:
L-045 (9/06) © 2006 by TOPS Club, Inc
Date
/
/
Litho in U.S.A.
Chapter Manual Appendix 84
L-045 WalkActivityWaiver[ChapterManual].indd 1
6/3/14 11:06 AM
PROMOTING your CHAPTER
TOPS® transformed your life, and you’ve seen
how it helps others. Now, it’s time to share the
inspiration and success of TOPS® with your
community. It’s time for community outreach.
Reaching out and getting your community
involved can be as simple and personal as
inviting a neighbor or a friend to a meeting, but it
can also be participating in a health fair, hosting a
healthy picnic, walk at a park or an open house.
Just remember that people are busier than ever,
so they may not make it out to an open house for
something they’re not sure about. Don’t be
discouraged. Whatever you do, it’s just important
to let people know that your chapter is available
so they think of you when they are ready to make
a change.
REMEMBER:
Your personal transformation and weight
loss are the best promotion for your
chapter and for TOPS®. Don’t just talk about
living a healthier life—walk the walk,
and others will follow you!
Every community is different, so tailor your
outreach efforts to your community’s needs. You
don’t have to start from scratch. Your Coordinator
and Area Captain are here to help you.
MEDIA
Promoting your chapter with local media is a
great way to spread the word. TOPS® creates
professionally written press releases each month,
which your Coordinator and Area Captain can
share with you.
Use community calendars. Most newspapers, TV
and radio stations, local magazines and
community websites run community calendars.
These are free listings, and your monthly
meeting should be highlighted. Detail the time,
PI-081 (Rev. 11/13) © 2013 by TOPS Club, Inc.
PI-081 Open House Mtg Guide 1113.indd 2
date and location of your meetings and explain
that TOPS® assists with weight-loss and healthy
living. (Not everyone knows that TOPS® stands
for Take Off Pounds Sensibly.) If you have a
special guest speaker one month, make sure to
include that in your community calendar listing.
Share member successes. Local reporters and
columnists love to hear success
stories—especially when they are dramatic or
uplifting. Compelling members’ stories can be
your news hook (reason for writing about your
specific meeting or event) for pre-event publicity.
Success stories can also be timely right around
holidays and New Year’s resolutions.
Develop media contacts. Identify media who
specifically write or cover health and lifestyle
issues. Newspapers, radio and TV stations and
magazines have websites, and most can help you
find reporters who cover these issues. Your local
librarian might also be able to help you identify
local media and their contact info. Letting
reporters know that you are available to be
interviewed as a source for stories about weight
loss, holiday eating, New Year’s resolutions, etc.
can be helpful to them, and being a reliable
resource not only makes their jobs easier, it
promotes your chapter and your members.
Try cable access. Another good media
promotion is to offer your local cable affiliate a
TOPS® chapter meeting as a community access
program idea.
Be clear and consistent. Be sure to send a
unified, professional message about TOPS®.
Check the professionally designed tools in the
Members Area of www.tops.org under Chapter
Team Tools/Promoting Your Chapter. And
always, always be sure to share current, local
contact information with listings and program
promotions, including a name, telephone number
and email address.
Chapter Manual Appendix 85
5/29/14 10:03 AM
BROCHURES, POSTERS AND MORE
Don’t worry about designing or printing
materials. We’ve got you covered. Your
Coordinator can provide free, professionally
made posters, table tents, brochures, etc. to help
make your event a success. Check them out on
the back page of this brochure. These materials
can help you grow your chapter and share the
message of Real People. Real Weight Loss.® Plan
to allow at least two weeks for materials to arrive
in time. Use only the latest materials and
brochures—the old ones are best put in the
recycling bin.
TIMING IS EVERYTHING
Promoting your chapter is a year-round
endeavor, but the two best times to schedule
promotion and outreach are:
December and January: New year, new you.
People start regretting holiday indulgences and
start thinking about setting their resolutions.
August and September: Back to school, back to
a healthier you. By the end of summer, people
yearn for change and embrace healthier living.
Help them get back on track and refocused on
eating healthy and living well.
HEALTH FAIRS
Many local organizations sponsor health fairs.
Making an enthusiastic TOPS® presentation or
hosting a table at a health fair can be a great
outreach event. People coming to a health fair
are ripe for recruitment.
At a health fair, be sure to present a professional
and consistent message about TOPS®
weight-loss support and wellness. Remember
that less is more. When it comes to your display,
you want it to be a billboard—not a bulletin
board. Your Area Captain or Coordinator can
explain this and share tips for success at health
fairs.
Whatever you choose to do, make sure
it’s fun for both your chapter and
prospective members. Fun encourages new
members to join.
OPEN HOUSES
Hosting an open house can be a fun way to reach
new members. You may want to hold your open
house at the same time and place you hold your
regular meeting. Or you may choose another
date or location, depending on your members’
preferences. You might also want to host a joint
event with other TOPS® chapters in your area. To
find them, ask your Coordinator or use the “Find
a Meeting” button on the home page of www.
tops.org.
Your open house meeting should include lots of
inspiration. Share your members’ success stories,
especially KOPS® members, if you have them in
your chapter.
OTHER PARTNERSHIPS
Every community plans annual events to
promote healthy living. Partner with these
events, so you can bring attention to our
message of support and information. Your
chapter will be viewed as a good neighbor, and
you’ll have an opportunity to recruit new
members.
Some local events can be community
celebrations or information nights at local
community centers, and your chapter can join as
a sponsor or host a table.
Most communities also host various walks to
benefit health-related causes or nonprofits. Walk
as a group of TOPS® members, sponsor a water
booth or contribute with some promotional
materials in the gift bags of participants.
Parades are also a fun way to promote your
chapter. Promote healthy living in a TOPS® float,
carry signs with the TOPS® logo and contact info
or wear shirts and be a walking promotion.
Chapter Manual Appendix 86
PI-081 Open House Mtg Guide 1113.indd 3
5/29/14 10:04 AM
EVENTS 101
Health fairs, walks and special speaker nights at
your chapter are all great ways to be active, have
fun and share the TOPS® message. These events
can invigorate current members and foster team
building, promote your chapter and increase
membership. To make your event a great
success, use the talents and creative abilities of
your members, and involve them in planning and
hosting an event.
Take good photos. Photos can be a good
promotional tool. Submit them to TOPS News,
but also send them to local news outlets for
recognition and promotion of member successes.
Plan ahead. A good event usually is planned at
least eight to ten weeks in advance to allow for
successful promotion. Order posters at least four
weeks ahead of time.
Get the word out. Place notices and posters in
medical clinics, community centers,
coffeehouses, churches and other gathering
spaces. Send press releases to local media,
especially event calendars (newspapers,
community newsletters, TV and radio stations,
community websites and local bloggers).
Have fun. The whole point is to introduce people
to TOPS® and invite them to join your chapter,
and they’ll be more interested if they (and your
members there) are having fun. Be friendly and
have outgoing members ready to greet and
welcome guests. Learn the needs of your guests
and speak directly to their interests when
discussing how TOPS® can help. Be sure to have
a sign-in sheet to get contact information from all
your guests so that you can follow up.
Keep it healthy. Refreshments can be quite
welcoming, but make sure they’re light and
healthy. You don’t want to send mixed messages
or confuse them about the focus of TOPS®.
Follow up. After the event, debrief as a chapter
and review what went well and what could be
improved. Thank any speakers, volunteers and
media. Follow up with every guest who attended
to thank them for coming. Ask them if they have
any questions and invite them to join. A simple
note with your chapter’s regular meeting time,
day and location can be a good reminder. Set up
a plan to follow-up with contacts a month or two
after the event.
PUBLIC SPEAKING
Organizations such as Rotary International,
Optimists, Lions Clubs, etc., all hold weekly and
monthly meetings, and most need guest
speakers. If you have any members who love
sharing their success stories and enjoy public
speaking, this is a great way to publicize your
chapter and gain new members. Sharing your
personal success story or tips for healthy living,
all with a connection to TOPS®, can be an
effective way to promote your chapter. (Before
the holidays is a great time.)
Medical groups often offer free classes and host
guest speakers on a variety of healthy living
topics, so this is another great avenue to recruit
new members and promote your local chapter.
Church groups, women’s groups and other
community clubs are also possibilities.
SHARE THE WORD
When you promote your chapter successfully, we
want to know about it. Share your original ideas
with us and inspire other chapters through TOPS
News. Send us your stories, ideas, photos and
results to share@tops.org. The more we share,
the more we grow!
We appreciate your enthusiastic efforts to share
our message about the Real People of TOPS®!
Thank You!
Chapter Manual Appendix 87
PI-081 Open House Mtg Guide 1113.indd 4
5/29/14 10:04 AM
PROMOTING TOPS® in your COMMUNITY
Are you getting ready for an open house for your TOPS® chapter? Will you be hosting a booth at
a local health fair? Do you want to share the TOPS® message in your community?
TOPS® has free tools to help you grow your chapter and share our latest theme and awareness
campaign—Real People. Real Weight Loss.®
Request these free brochures, posters and table tents from your Coordinator. Be sure to
destroy any older versions you might have on-hand.
Thank you for your help in spreading a united message about the real people of TOPS®!
Powerful Support for Weight
Loss and Lifelong Health
Concise, thorough
explanation of TOPS®. Ideal
for sharing in waiting rooms
of healthcare offices, through
community resource centers,
with neighborhood welcome
services and other resources.
Take Control of Diabetes
Great information for
anyone with diabetes
or pre-diabetes.
(PI-071CD)
(PI-028)
Emotional Eating
Encouraging insights to
recognize and resolve
emotional eating issues,
which can sabotage
weight-loss efforts.
Healthy Eating for Teens
Written for teens, parents,
grandparents and their
healthcare providers.
(PI-068)
(PI-071E)
Table tent: PI-094
Poster: PI-095
Poster: PI-095A
T-292C (Rev.10/13) © 2013 by TOPS Club, Inc.
PI-081_OpenHouseMtgGuide.indd 1
Table tent (reverse side)
www.tops.org
(800) 932-8677
Chapter Manual Appendix 88
6/2/14 3:39 PM
Photo Do’s and Don’ts
BAD PHOTO
GOOD PHOTO
This photo
has a busy
background
with distracting objects, an
unflattering
depiction of the
subject, and is
out-of-focus.
Yikes!
TOPS STAFF PHOTOS
Much better:
This one has
a plain background that is
well lit on all
sides and shows
the subject in a
flattering pose.
DON’T
DO
•
Don’t use patterned or cluttered
backgrounds.
•
Do set your camera picture quality/size to
“High” or the largest setting.
•
Don’t allow distracting objects in the photo.
•
•
Don’t close or squint eyes.
Do make sure that hems/collars are even
and buttons aligned.
•
Don’t use back lighting only.
•
•
Don’t use side lighting only.
Do use a different color background than
the subject’s hair or clothing.
•
Don’t cut off head or feet.
•
Do make sure subject is in focus.
•
Don’t wear bulky, unflattering clothing.
•
Do include entire body in photo.
•
Don’t wear clothes with distracting logos
or text.
•
Do make sure that subject is straight, not
crooked, in photo.
•
Don’t staple, tape, crop, draw on, color
correct or add special effects to photos.
•
Do use multiple light sources from front,
back and sides.
•
Don’t scan photos or send print-outs from
your computer.
•
Do use a pose most flattering to the subject
(slightly turned and figure-enhancing usually
works best).
(Rev. 12/13) © 2014 by TOPS Club, Inc.
PhotoDosandDonts(CHAPTERMANUAL).indd 1
Chapter Manual Appendix 89
6/4/14 12:50 PM
T-275 (rev. 5/14) © 2014 by TOPS Club Inc.
Chapter Manual Appendix 90
Finding Forms Online
These are the most commonly used forms. Most documents are available to all members in the Members Area of
www.tops.org after you activate your free online account. Only Leaders and Web Designates may access the
Leaders Corner. Created June 2014. Subject to change. Updates posted under Forms & Documents.
Ads for print & web
various
Chapter Team Tools/Promoting Your Chapter
Annual Chapter Audit
L-047
Chapter Team Tools/Treasurer
Century Award Validation
L-018
Chapter Team Tools/Weight Recorder
Change of Address
L-007
Forms & Documents
Change of Leader or Meeting Info
L-023
Leaders Corner/Running Your Chapter
Chapter Activities
various
Programs & Contests
Chapter Manual
T-199
Forms & Documents also Leaders Corner
Chapter Minutes Template
L-054
Chapter Team Tools/Secretary
Chapter Résumé
L-010
Chapter Team Tools/Weight Recorder
Chapter Supplies Order
L-012
Leaders Corner/Running Your Chapter
Contributions/Heritage Society/Garden
L-019
Forms & Documents also Chapter Team Tools/Treasurer
Leaders Corner/Running Your Chapter
L-069
Leaders Corner/Running Your Chapter
Growth Allowance
L-056
Chapter Team Tools/Weight Recorder
®
L-017
Forms & Documents also Certificates & Ceremonies
®
L-051
Chapter Team Tools/Weight Recorder
®
L-021
Chapter Team Tools/Weight Recorder
®
KOPS Registration
L-014
Chapter Team Tools/Weight Recorder
Leaders Corner
none
Chapter Team Tools (link only)
Logos & Images (high res for print)
none
About TOPS/Media Room (public – no login required)
Logos & Images (low res for email/web)
none
Forms & Documents
Meeting Insurance Application
L-031
Leaders Corner/Running Your Chapter
Membership Application/Renewal
L-003
Forms & Documents
Officers Chart
L-001
Leaders Corner/Running Your Chapter
Photo Do's & Don'ts
none
Forms & Documents
Photo Submission Requirements
none
Forms & Documents
Promoting TOPS in Your Community
PI-081
Chapter Team Tools/Promoting Your Chapter
Sample Chapter Bylaws
L-058
Chapter Team Tools/Secretary
Scale Order Form
none
Chapter Team Tools/Weight Recorder
Success Story
L-016
Forms & Documents
®
TOPS Rules
L-052
Forms & Documents
®
L-015
Forms & Documents also Certificates & Ceremonies
®
TOPS Awards & Tools Brochure
L-022
Forms & Documents also Certificates & Ceremonies
Treasurer Transaction Sheet
L-055
Chapter Team Tools/Treasurer
U.S. Nonprofit Status
L-046
Leaders Corner/Running Your Chapter
L-045
Forms & Documents also Chapter Team Tools/Secretary
L-027
Chapter Team Tools/Weight Recorder
KOPS Awards & Chapter Tools
KOPS Longevity Validation
KOPS Lost Status Notice
®
TOPS Award Order
Walk/Activity Waiver
®
®
Weight Charts (TOPS , KOPS , Transfer)
© 2014 by TOPS® Club Inc.
Chapter Manual Appendix 91
TOPS® Terms
ABSENCES: Good attendance helps you stay on
track toward your goal. If you cannot attend a
meeting, contact a chapter officer in advance. Four
unexcused absences in a row disqualify you from
all yearly awards.
BEST LOSER: Your chapter may honor a weekly
and/or a monthly best loser—the one who has
recorded the most weight loss among chapter
members for that period.
BYLAWS: Each chapter establishes its own
bylaws—a set of rules to specify dues, govern
chapter functions and recognition, and so on.
Bylaws may not conflict with TOPS® Rules, which
govern all chapters. (See sample in appendix.)
CENTURY AWARD: TOPS® members who lose
100, 200 and 300 or more pounds from highest
weight recorded at TOPS Club Inc. and maintain
that loss for 52 consecutive weeks become Century
Award winners. They receive a medallion and are
recognized for their achievement.
DIVISION WINNERS: To recognize weight-loss
efforts fairly, TOPS® automatically assigns each
member to a division upon joining, based on
her/his first weight of the year. Teens, preteens and
those who have had surgery for weight loss
compete in their own divisions. Those who lose
the most weight in their division each year—even
though not at goal—become Division Winners.
FIELD STAFF: This refers to Area Captains,
Coordinators and Regional Directors. These active
TOPS® members help chapters, serve as liaisons
between members and Headquarters, and keep
track of paperwork. (See Chapter 3.)
GOAL SLIP: The goal slip prescribes a normal
weight for you and is signed and by a licensed
healthcare professional.
HEADQUARTERS: Activities of TOPS® are
coordinated at the international headquarters of
TOPS Club Inc., in Milwaukee, Wisconsin.
T-275 (rev. 5/14) © 2014 by TOPS Club Inc.
KOPS®: Means Keep Off Pounds Sensibly®. A
member who has reached goal weight no higher
than highest weight recorded at TOPS® may
become a KOPS®—an honored member. In some
areas, KOPS® Societies (groups of KOPS®)
provide additional support.
KOPS® LEEWAY: To remain a KOPS®, the
member must maintain goal weight within a range
of 3 lb. over goal and 7 lb. under goal.
RECOGNITION DAYS: Are held annually at all
levels to honor successful losers and enable
members to come together for inspiration. There
are ARDs (Area Recognition Days), SRDs or
PRDs (State or Provincial Recognition Days), and
IRD (International Recognition Days).
ROLL CALL: During your chapter’s roll call,
members state their progress as a loss or gain for
that week. Roll call enables your chapter to
applaud losers and support gainers, encouraging all
to keep trying. Roll call provides every member
with the chance to receive support while sharing
the week’s challenges and progress.
ROYALTY: Individuals who, at the end of the
calendar year, have officially recorded the largest
weight loss from highest weight recorded at TOPS
Club Inc., to goal, regardless of time taken to reach
goal. They are referred to as Kings and Queens.
Royalty are honored at all levels—chapter, area,
state or province, and international.
TOPS®: Stands for Take Off Pounds Sensibly®. It
refers to a member of TOPS Club (“a TOPS®”)
and is also the popular term for TOPS Club Inc.
WEIGH-IN: TOPS® members weigh in weekly at
their chapter. The weigh-in is conducted in private
by the Weight Recorder and Assistant, if any.
Those arriving after the meeting starts are
ineligible for weekly awards and are weighed after
the meeting closes.
Chapter Manual Appendix 92
Index
# # Forms
L-001 - Officers Chart .................................... 26
L-003 - Membership Application ................... 16
L-003R - Membership Renewal ..................... 17
L-007 - Change of Name or Address .............. 18
L-010 - Chapter Résumé ........................... 18, 65
L-011 - TOPS News Report ............................ 72
L-012 - Chapter Supplies Order ..................... 11
L-014 - KOPS® Registration .................... 51, 52
L-015 - TOPS® Award Order ......................... 62
L-016 - Success Story ..................................... 72
L-017 - KOPS® Awards & Chapter Tools 53, 62
L-018 - Century Award Validation................. 63
L-019 - Contributions ............................... 18, 31
L-019B - Heritage Society Contribution ........ 18
L-019C - Memorial Garden Contribution ....... 18
L-021 - KOPS® Lost Status Notice ................ 52
L-022 - TOPS®Awards and Tools Brochure .. 61
L-023 - Change of Leader or Meeting Info .... 18
L-027K - KOPS® Weight Chart ............... 46, 52
L-027T - TOPS® Weight Chart ....................... 46
L-027TR - Transfer Weight Chart .................. 46
L-031 - Meeting Insurance Application.......... 31
L-045 - Walk/Activity Waiver.................. 76, 84
L-046 - U.S. Nonprofit Status........................... 2
L-047 - Annual Chapter Audit ........................ 31
L-051 - KOPS® Longevity Validation ............ 54
L-054 - Chapter Minutes Template ................ 82
L-055 - Treasurer's Transaction Sheet ............ 83
L-056 - Growth Allowance ................. 51, 52, 53
L-058 - Sample Chapter Bylaws..................... 81
L-069 - Instructions for IRS Form SS-4 ......... 32
A absences ........................................................ 47, 92
AC ................................................ See Area Captain
activity waiver ............................................... 76, 84
address, how to change ................................. 18, 42
alcohol ................................................................. 12
application, new members................................... 16
ARD ..................................... See Recognition Days
Area Captain ....................................................... 21
Area Captains’ Program ................................. 22
Assistant Weight Recorder position description . 34
TOPS® Club Inc. Chapter Manual
awards
Awards Committee or Chair ........................... 38
awards order form........................................... 11
Century Award ............................. 62, 64, 74, 92
Chapter Division Winners .............................. 67
David Fox Memorial Award........................... 62
pins and pinettes ....................................... 52, 62
Royalty ..................................................... 69, 92
B bariatric surgery ........... See surgery for weight loss
best average loss per member, calculating .......... 66
blogs .................................................................... 44
Board of Directors......................................... 22, 23
confidential liaison ................................... 19, 23
brochures, ordering free ................................ 11, 88
bylaws ................................................................. 92
overview ......................................................... 14
sample language ............................................. 81
C Canadian exchange rate ................................ 43, 62
canceling meetings, limits for ............................. 10
caregivers
for members with disabilities.......................... 16
of child members ............................................ 13
Century Award .......................................See awards
changing chapters, weight chart .................... 46, 48
chapter
basic items to have .......................................... 11
bylaws ............................................................. 81
chapter minutes template ................................ 82
charitable status ............................. See nonprofit
dues ................................................................. 33
paying when absent .................................... 49
Executive Committee ..................................... 25
expenses.......................................................... 31
Facebook guidelines ....................................... 10
funds, prohibited uses ..................................... 31
keep it active and fun ...................................... 79
maintenance .................................................... 33
materials chapters should have ....................... 90
officers ...................................................... 12, 25
optional positions and committees.................. 38
promoting in community .................... 75, 85, 88
sample meeting agenda ..................................... 8
93
chapter programs
blogs ................................................................ 44
Krames Health Library ......................................9
Leaders Corner ................................................40
Program Leader ......................................... 28, 37
TOPS News......................................................73
charms..................................................................62
checking account - United States .........................31
chequing account - Canada ..................................32
children at meetings .............................................13
Co-Leader position description............................29
commercial diets ..................................................14
contributions ........................................................ 18
converting weights, rules change .........................48
Coordinator .......................................................... 19
copyright ...................................................... 2, 9, 71
coupon for membership .......................................31
credit cards...........................................................11
D David Fox Memorial Award .................. See awards
Deadlines
Chapter Résumé (Jan. 8) .................................70
TOPS News submissions (various) ..................72
travel weight chart (Dec. 31) ...........................49
Democratic Rules of Order ..................................12
Designate .................................. See Web Designate
diabetic exchanges ................ See Exchange System
diet pills ...............................................................14
disbanding a chapter ............................................ 58
Coordinator involvement.................................20
disruptive conduct................................................15
dividing a chapter ................................................58
Division Winners .................................................92
divisions chart ......................................................67
donations..............................................................18
E eating
as a group after meetings .................................12
at chapter .........................................................12
elections ............................................................... 26
email policy .........................................................13
for website support .......................................... 44
lapsed membership reminder...........................17
on Officers Chart .............................................27
use in magazine and online .............................73
excess skin removal ....................................... 13, 55
Exchange System................................................. 14
exchanges in recipes ........................................ 73
tools online ...................................................... 39
Executive Committee .......................................... 25
F Facebook
comments ........................................................ 73
guidelines for chapters .................................... 10
Official TOPS® Club page .............................. 44
fasting before weigh-in ........................................ 12
fees....................................................................... 31
Field Staff ............................................................ 92
Area Captain responsibilities .......................... 21
Coordinator responsibilities ............................ 19
finding local contact information .................... 19
Regional Director responsibilities ................... 22
selection criteria .............................................. 19
food and drink...................................................... 12
Food Exchange System ........ See Exchange System
food functions ...................................................... 12
forms
how to find online ........................................... 91
numbered list of common forms ..................... 93
ordering free .................................................... 11
fundraising restrictions ............................ 13, 33, 38
G garden memorial contributions ............................ 18
gift membership certificate .................................. 31
goal slip
defined ............................................................. 92
doctor visit ....................................................... 51
requirements .................................................... 51
growth allowance..................................... 51, 52, 53
guest speaker ....................................................... 37
H half-price memberships ....................................... 15
hardship ............................................................... 17
Headquarters ........................................................ 22
Heritage Society .................................................. 18
I installation ceremony ........................................... 27
International Recognition Days ........................... 92
IRS (Internal Revenue Service) ....................... 2, 32
e-postcard .......................................................... 2
K King ..................................................................... 70
94
Making Your TOPS® Chapter Great!
KOPS® .......................................................... 51, 92
diploma ........................................................... 54
eligibility for royalty ....................................... 69
goal change ..................................................... 52
graduation ....................................................... 53
leeway ............................................................. 52
leeway defined ................................................ 92
registration ...................................................... 51
reinstatement................................................... 52
KOPS® Pledge .................................................... 78
printable cards................................................. 39
Krames Health Care Library ............................... 39
L Leader
Leaders Corner ............................................... 40
position description......................................... 28
term limit ........................................................ 28
leeway ........................................................... 52, 92
letters to the editor .............................................. 73
LinkedIn .............................................................. 44
M mailing address for Headquarters........................ 22
medical excuse .................................................... 47
highest weight ................................................. 58
KOPS® member .............................................. 57
TOPS®member ............................................... 57
medications
diet pills and supplements............................... 13
online library of Rx and OTC drugs ............... 39
prescriptions causing weight gain or loss ....... 57
meeting
food functions ................................................. 12
suggested agenda .............................................. 8
tasting meeting ................................................ 12
meeting elements
business meeting ............................................... 9
chapter program ................................................ 8
roll call .............................................................. 8
membership
acceptable payment methods .......................... 31
in other weight-loss programs ........................ 14
minors ................................................................. 13
MyPlate ......................................................... 14, 77
N New Member Coach ........................................... 28
position description......................................... 36
welcoming new members ................................. 7
TOPS® Club Inc. Chapter Manual
nonprofit 501(c)(3)................................................ 2
O online members ............................................. 16, 67
joining a chapter ............................................. 16
right to attend events....................................... 16
online resources .................................................. 39
Open House Meeting Guide................................ 85
other weight-loss programs
belonging to or participating in....................... 14
P payment, acceptable methods of ......................... 31
PayPal ................................................................. 17
Photo Do’s and Don'ts ........................................ 89
pins and pinettes............................................ 62, 79
KOPS® ............................................................ 52
political messages ............................................... 13
posters, ordering free .................................... 11, 88
prayer at meetings ............................................... 13
PRD ...................................... See Recognition Days
pregnancy ............................................................ 56
highest weight ................................................. 58
KOPS® and Royalty........................................ 69
preteen ..................................... See teen and preteen
privileged member
KOPS® ............................................................ 54
weight chart .................................................... 47
Program Leader position description .................. 37
programs ............................... See chapter programs
promoting your chapter ................................. 75, 85
Publicity Chair
appointed by chapter Leader........................... 28
Publicity Volunteer
appointed by Field Staff ................................. 77
Q quarter pound
new rules for rounding .................................... 66
Queen .................................................................. 69
R RD ........................................ See Regional Director
Recognition Days .................................... 63, 64, 92
Regional Director ................................................ 22
religious objection to modern healthcare ............ 51
renewal via mail or online................................... 17
retreat ...................................................... 23, 42, 49
roll call ............................................................ 8, 92
Royalty .......................................................... 69, 92
95
S scale
adapters ...........................................................46
approved provider ........................................... 45
broken scale .....................................................45
variation in scale weight ..................................58
weight exceeds capacity ..................................46
scholarships ......................................................... 17
secret ballot
bylaws .............................................................14
chapter expenses .............................................. 31
officer elections ...............................................26
Secretary
chapter minutes template .................................82
position description .........................................30
settling disagreements..........................................15
social networking .................................................44
soliciting ..............................................................13
SRD ..................................... See Recognition Days
surgery for excess skin ........................................13
surgery for weight loss................................... 13, 55
rules for Division 9 ..........................................55
T tasting meeting .....................................................12
teen and preteen
adult chapter advisor .......................................16
age limits ......................................................... 15
divisions .......................................................... 68
elections...........................................................26
eligibility for royalty .......................................69
growth allowance ................................ 51, 52, 53
KOPS®.............................................................53
TOPS News
available for purchase......................................17
copyright .........................................................71
deadlines .......................................................... 72
half-price members ..........................................15
missing issues ..................................................17
online edition ...................................................39
photo requirements ..........................................74
production and mailing....................................72
Royalty featured ..............................................64
TOPS Store ..................................... 42, See website
TOPS® Pledge .....................................................78
printable cards .................................................39
TOPS® Rules .......................................................12
TOPS® Terms ......................................................92
transferring chapters,weight chart .......................46
96
travel weight chart ............................................... 49
use at retreat .................................................... 49
Treasurer
position description ......................................... 31
turtle..................................................................... 47
V vacation............................... See travel weight chart
visitors
rules for weigh-in ............................................ 45
who may visit a chapter..................................... 7
voting at chapter ............................ See secret ballot
Voting Members .................................................. 23
voucher for membership ...................................... 31
W waiving fees ......................................................... 17
walk/activity waiver ...................................... 76, 84
Web Designate position description .................... 35
website ................................................................. 39
activate account ............................................... 40
change address ................................................ 42
change passwords ............................................ 42
forgot username or password .......................... 43
locked account ................................................. 43
TOPS Store...................................................... 42
web alerts ........................................................ 39
weigh-in
latecomers ....................................................... 45
member declines to be weighed ...................... 46
member doesn’t want weight recorded ........... 46
visitors ............................................................. 45
weight charts ............................................ 46, 48, 52
travel chart deadline ........................................ 50
Weight Recorder position description ................. 34
weight-loss surgery .......See surgery for weight loss
welcoming
New Member Coach.......................................... 7
new member welcome checklist........................ 7
visitors ............................................................... 8
Welcome Circle ........................................... 8, 80
workplace chapters
audit exemption ............................................... 25
chapter maintenance policy ............................. 21
eating during meetings .................................... 12
Y YouTube .............................................................. 44
Making Your TOPS® Chapter Great!
Have questions?
We have answers!
Where can I find ideas for chapter programs?
Pages 9, 28, 40, 73
What if a member has weight-loss surgery?
Pages 13, 55
How do I change a member’s KOPS® status?
Page 52
What’s a Chapter Résumé and how do I fill it out?
Page 65
What are the rules for food at TOPS® meetings?
Page 12
Help! How do I get into the Members Area of
www.tops.org?
Page 41
Remember, your Coordinator
and Area Captain can help
you with any information in this
manual. See page 19.
The TOPS® vision is to be the best weight-loss support
choice for people who want an active and healthy life.
Here you can see our members doing just that. Share your
chapter’s photos of members being active and having fun by
sending an email to share@tops.org.
T-199 (Rev. 5/14) © 2014 by TOPS Club, Inc.
T-199_CM-2014.indd 3
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6/2/14 3:31 PM