Creating an Award-Winning Chapter Publication
This section is offered as a reference for putting together a chapter publication or any other communication medium
used to exhibit the activities and spirit of the collegiate Chapter. While its focus is on the chapter publication, its
content can easily be applied to a Chapter’s web page or membership pamphlets, for example.
Role of the Editor
The chapter editor’s job is to assemble the hundreds of pieces needed for a chapter publication, on time, in such a
way that the desired image is projected. This is no trivial task, and a responsible Brother with good communications
skills should fill the job, with able assistants when warranted. Two distinct phases of the publication process should
be considered: the editorial phase and the production phase. Editorial tasks include molding good ideas for main
articles, sidebar articles, tables, figures, and photographs into the real thing. Production consists of assembling the
editorial components in a graphically appealing manner to form the actual publication.
The Editorial Phase
As the architect of the publication, the editor should decide whom the audience is, what message to impart, and what
articles are needed to deliver that message. Think beyond dry officers’ reports. Find the unique events, which
differentiate your campus from others, this school year from others, and your Chapter from others. Describe the
special events: Grand Council participation, the regional conference your Chapter hosted, or uncommon or creative
approaches to solving old problems. Put real news into your newspaper. Include articles appealing to alumni
Brothers. Tell the story of the alumnus who made a noteworthy contribution to the profession or the Chapter. Use
these experts to compile the history of your Chapter. The chief objective of chapter publications is to communicate
with alumni. Assign articles with deadlines and stick to them.
After they are written, work with a dictionary and thesaurus at your side. You can’t possibly spell every work
correctly; use your resources. To do a really top-notch job, buy a copy of Strunk & White’s The Elements of Style for
your chapter’s library. It’s so thin you can read the entire book in an hour or two, and its advice is invaluable.
Because you are creating a professional publication, be aware of the propriety of articles. Avoid inside jokes and
comments suggesting illegal activity.
The Production Phase
The basic types of printing are:
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Photocopying: inexpensive, fast and easy, but of modest quality. Photos do not reproduce well.
Offset printing: relatively inexpensive, of a higher quality, using “camera-ready” copy, capable of
reproducing photos well. This method requires a commercial printer (or your college print shop) and takes
longer than photocopying.
Commercial printing: Best quality for the most professional image; but it is expensive and time consuming,
and entails a complicated process.
Offset printing is often the best choice for chapter publications. Fundraising by selling advertisements or
sponsorships can defray the cost. Staple binding is cheaper than spiral. Formats of 8½“ x 11” and 5½“ x 8½'” are
the most common; place either one or two columns of copy on each page. Distribution by second- or third-class mail,
if available through the college, will cost less than standard first-class postage, but take longer to arrive.
Computerizing an address list database will reduce time and frustration in distributing the finished product.
Regardless of the printing process used, follow these rules of assembly:
● Be consistent in the way you present text, titles, and captions. If one header is all upper-case with
underlining, then all should be that way. If one story is printed in Arial font 12 point, all should be.
● Be consistent in page layout. Use page numbers (top or bottom, be consistent) and the publication name in
a “folio line” As a header or footer. If you use running headers, do so throughout.
● Proof the final copy extremely well. The editor should proofread everything twice; another critical reader
unfamiliar with the stories makes a good second reviewer. Reading the text backwards keeps you from
being carried along by the story and missing errors. When working with a printer, proof the galleys
meticulously; corrections after this stage are very expensive. Misspellings and grammatical errors tarnish
the professional image all Phi Delta Chi strives for.
● Find someone to help with layout and graphic design if you are not artistically inclined. Develop an
attractive cove to make a good first impression.
Conclusion
Producing a good publication takes a lot of skill, sweat, and determination. But the end result can be a positive
image for the Chapter in the eyes of rushes, alumni Brothers, faculty, and other Chapters. In the meantime, the
editor and staff can make major strides in developing their own written communication skills. Phi Delta Chi chapter
publications are evaluated by the Regional Directors for Alumni Affairs to recognize our best each year. Best
Chapter Publication plaques and the Norman H. Franke Scholarships honor these accomplishments at our awards
banquets. Publications are judged on the basis of content, originality, format, and professional style.
Phi Delta Chi’s Executive Director and Grand Vice President for Communications offer analysis and advice for
improving you publications. Simply mail in a copy of any publication and allow 3 to 4 weeks for a response.
Additional advice on publications and effective writing styles are available from these two Grand Officers.
Additional Suggestions
CONTENT: A chapter publication generally includes from 10 to 20 essays of 1,000 words each, on some of the
following topics:
● Professional: critical evaluation of a new drug, report of how a professional project was accomplished and
its results
● Historical: interview with founder or key historical figure (e.g., dean, advisor, distinguished alumnus)
● Editorial: commentary on an issue of importance
● Worthy Chief Counselor’s Report: comment on the “State of the Chapter”
● Brotherhood Report: from recent pledge class
● Clip-off response form for alumni membership dues and contributions
● Message from Alumni Chapter president
● “Bragging Report”: describe the single most significant accomplishment in the last year
● Advisor’s column
● Chapter house report
● Report of other committees
● Interview with the Dean or a significant faculty Brother
● News about advances in local pharmacy affairs (city, county, state, region)
● Descriptions of career opportunities as described by you own alumni Brothers
● Other, discretionary components: social report, sports report, reports of other officers, directory of collegiate
and alumni Brothers
● Avoid duplication of the same message in two or more articles
● Consider the copyright status of reprinted articles.
Style
Use facts. Tell what happened. When space is limited, boil it down to the hard-hitting essence of the story. Delete
superfluous statements. Edit ruthlessly. Be brief; be concise.
Writing in the passive voice flaws chapter publications more than any other flaw. Consider these substitutions:
Weak
Was the recipient of
Which was sponsored by
Put together
Wishes to congratulate
We are planning on speaking
We are in the process of
Made a trip
Engaged in trying
Because of the fact that
Made a choice
Held a meeting
In the near future
In the event that
Vibrant
Received
Sponsored by
Assembled
Congratulates
We will speak
We will or we plan to
Traveled
Trying
Since or because
Chose
Met
Soon
If