freemasonry manual for mychip child id program

7/31/2019 Freemasonry Manual For MYCHIP Child ID Program

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GRAND LODGE

OF MASONS

IN MASSACHUSETTS

MYCHIPMASONIC YOUTHCHILD IDENTIFICATION

PROGRAM

Operations Manual

Sixth Edition (9/01/05)

www.mychip.org


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CHIP Event Check List

1. Read and follow the MYCHIP protocol.

2. Form your local committee (if not already done).

3. Contact your Area Chairman (if you are not surewhom your Area Chairman is, please contactthe Grand Lodge MYCHIP Dept. 1-800-882-1020ext 4214. The Grand Lodge will pass yourmessage on to your Area Chairman and then he

will contact you.)

4. The Area Chairman will list your MYCHIP eventat least 60 days prior to the event andat least 90 days in advance for events held in

June, July and August, otherwise approval mustbe obtained from the State Chairman.

5. The Area Chairman will submit your equipmentpickup request with the MYCHIP facility sodesignated for your area at least 30 days inadvance. (60 days notice if at all possible.)

You mustcontact the designated supply facility,at least two (2) weeks prior to your event, toarrange pickup and return of the equipment.

6. Arrange and/or send out press releases atappropriate time.

7. Do site check at least one week in advance.

8. Confirm all commitments one week in advance.

9. HAVE A GREAT MYCHIP EVENT!

10. Send Thank you NOTES to all participants.


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MYCHIP Operations Manual 2005 1

Introduction ...................................................................... 3

MYCHIP Organization Protocol ........................................ 5

MYCHIP State Organizing Committee (SOC)MYCHIP Area Organizing Committee (AOC)MYCHIP Local Organizing Committee (LOC)Initiation of MYCHIP Events

General GuidelinesSchool Based ProgramsCommunity Events

MYCHIP Operations Protocol ......................................... 15

Local CommitteeGeneral Set up and Flow Patterns

Pre-site Inspection

Ordering of SuppliesAdditional SuppliesEvent Set upStation Operation

RegistrationToothprints and Cheek SwabsFingerprinting

VideotapingMonitors/Check OutClean up/BreakdownClose OutAppendices

Videotaping SuggestionsSuggestion to Interviewers/Questions

Camera Set Up / OperationsDental ProtocolEquipment Lists

Table of Contents


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2 MYCHIP Operations Manual 2005

MYCHIP Publicity Protocol ............................................ 32

IntroductionOpportunities for Publicity

How to Prepare Effective News ReleasesHow to Prepare a Public Service Announcement (PSA)Preparing Broadsides and FlyersPlacing Promotional Materials and Editorial ContactFollow-upSample Copy

News Release

Public Service AnnouncementNewspaper Calendar Listing

Appendices ...................................................................... 42

MYCHIP Area Chairmen and other MYCHIP ContactsMYCHIP Areas Listed by Town


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Introduction

Masonry has long held a commitment to children and families. Aparents worst nightmare is the disappearance of a child. In todays society

with over one million children being reported missing each year, theproblem cannot be ignored. MYCHIP is designed to give families a measureof protection against this ever increasing problem.

MYCHIP is the most comprehensive child identification pro-gram currently available to our communities. Working together, theMassachusetts Freemasons, The Massachusetts Dental Society, and theMassachusetts Crime Prevention Officers Association are attempting to

make this program available to every Massachusetts family who wishes toparticipate. Through the benevolence of The Grand Lodge of Masonsand other sponsoring organizations this service is brought free of chargeto the participants.

The program consists of four major components: 1) a brief videotapedinterview, 2) fingerprinting, 3) a dental impression and 4) cheek swab.The videotape is a recovery tool that provides far more individualcharacteristics and mannerisms than any still photograph could possiblyaccomplish. Fingerprinting is a tried and true method of individualidentification. The dental bite impression (Toothprints) provides animpression of the biting surface of teeth that like fingerprints are uniqueto each individual. In addition enough saliva is on the bite impression toprovide a DNA sample and a source for scent in canine recovery. Thecheek swab, when properly stored will furnish positive DNA identificationfor many years. Together they provide a most powerful identification andrecovery tool.

MYCHIP also provides Masons with the opportunity to bring beforetheir communities by example the principles of their craft. By increasingawareness of what Masonry means and what Masons do, we promote thepublic image of our Fraternity. In this way we strengthen our ability togrow and provide even more good to our communities and to those whomwe so dearly love, our families. Through our example it is our aim thatothers too will become stronger in their desire to make our communitiesbetter places in which to live.


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To be successful, MYCHIP must be made consistently availablethroughout this jurisdiction. All Masons are encouraged to support their

lodges and other community groups in this project. There are manyopportunities in the schools, at community functions, and at specificMYCHIP oriented events to make this service available to thecommunities.

This section of the Blue Book is designed to bring forth protocolsassociated with MYCHIP to assist all Masons in making this programavailable. Grand Lodge has worked hard to provide guidance in this

program so that MYCHIP can be brought to our communities in aconsistent and successful manner. All persons involved in organizing aMYCHIP event should be intimately familiar with the informationcontained in these protocols. MYCHIP is an evolving program and isopen to your suggestions. Any suggestions for changes or enhancementsof MYCHIP should be forwarded by email to [email protected] orby telephone to the MYCHIP Coordinator at 1-800-882-1020 ext. 4214(in Massachusetts only) or 617-426-6040, extension 4214.

We thank you for your interest in MYCHIP and your efforts inpromoting this excellent community service program throughoutMassachusetts.


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MYCHIP Organizational Protocol

A) State Organizing Committee (SOC) General supervisionB) Area Organizing Committee (AOC) Regional oversight and

organizationC) Local Organizing Committee (LOC) Organization of specific

events

For the purposes of MYCHIP the Commonwealth of Massachusettshas been divided into thirteen geographic districts following theMassachusetts Dental Society (MDS) districts. These are referred toas MYCHIP Districts (see pages 42-43).

A) MYCHIP State Organizing Committee will be made up of thefollowing: The Chairman (a Mason) and will be designated asMYCHIP

Program Director. He will be an ex-officio member of theMAC executive committee.

Massachusetts Dental Society (MDS) member.* Massachusetts Crime Prevention Officers Association

member. * Massachusetts Freemasons (All Masons on the SOC are

appointed by the Grand Master).

* Non-Masonic representatives will be designated by their respective organizations.

TheMYCHIP State Organizing Committee (SOC) will perform andbe responsible for the following duties:

SOC exercises general supervision of funding, resources,communications, implementation and direction of MYCHIPin Massachusetts.

Makes recommendations and sets guidelines for publicity,promotion and marketing for use by the LOCs.

Provides suggestions and resources for use by the LOCs. Provides training materials, sets quality standards and

exercises general control over the coordination of programs

statewide. Maintains inventories of all supplies/equipment necessary to

implement MYCHIP events and provides for distribution ofthese materials.


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Develops resources where possible on a statewide basis in allareas helpful to LOCs programs including communication,finances, manpower and vision.

Exercises control over the appointment of members of theAOCs and gives them direction, support and assistance in

all areas where it can be helpful. SOC will meet when called together by the chairman. It will make periodic reports to the Grand Lodge of

Massachusetts Masons as well as to the other organizationsthat make up the MYCHIP Team including an annual report.

B) MYCHIP Area Organizing Committee will be made up of thefollowing:

Massachusetts Freemason who is expected to act as chairman Massachusetts Dental Society (MDS) member.* Massachusetts Crime Prevention Officers Association

member. * Where appropriate the AOC will have one additional

member from Prince Hall (PHMasons).

*Non-masonic representatives will be designated by their respective organizations.

TheMYCHIP Area Organizing Committee (AOC) will perform andbe responsible for the following duties:

Report directly to the SOC and/or MYCHIP ProgramDirector.

Will maintain general supervision over outside persons andorganizations that are represented on the LOC.

Develop and maintain manpower resources, developing a

volunteer database including individuals, agencies andorganizations that will help MYCHIP events in their region.

Provide guidelines for working with volunteers includingrecruitment, training and follow-up.

Develop resources that will be helpful to local committeesincluding but not limited to communication, promotion,marketing and finances.

Develop/maintain a list of local events, which would attract

children and would be fertile events for MYCHIPparticipation.


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Make sure all scheduled events are reported to Grand Lodge(GL) for purposes of communication and posting on the GLweb site.

Will properly schedule MYCHIP events though GrandLodge, informing GL of date, time, estimated number of

children to be processed and anticipated equipment needsand completing the necessary paperwork. Track events and provide statistics/commentary of local

events in an effort to improve MYCHIP. Serve as event troubleshooters should problems arise in

communication or distribution of supplies from GL or theinability of MYCHIP Team members to supply necessarysupport.

Maintain general supervision over all local MYCHIP events. The role of the AOC is supervisory in organization,

development of resources and communication includingmarketing. The members of the AOC are not expected toorganize or participate in local events unless they choose todo so.

It is strongly recommended that the AOC Chairman appointa person for the Area to oversee and assist in publicity and

media contact.

C) MYCHIP Local Organizing Committee (LOC) will be made up ofthe following: Three members which will include a Masonic sponsor

(usually a local lodge and or another affiliated Masonic bodysuch as Shrine, Rainbow, Demolay, Order of the Eastern Star,etc.), local Dentist and a Law Enforcement Officer to

represent the member organizations of the MYCHIP Team. Other persons the LOC deems appropriate pending general

approval by the AOC Chairman. Others may includeindividuals, representatives of agencies, civic groups/organizations and town/city officials who will be helpful to agiven event.

A PR person to oversee publicity and media contact.

The LOC is event specific meaning that it is responsiblefor organizing a specific event it is not responsible fororganizing multiple events in a specific area unless specifically


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charged with that responsibility. All requests for events willbe directed to Grand Lodge through the Area Chairman,Asst. Directors and Directors, ONLY.!

TheMYCHIP Local Organizing Committee (LOC) will perform and

be responsible for the following duties: Making all local arrangements for specific MYCHIP events.

This shall include but not be limited to preliminaryarrangements, manpower, promotion, marketing, sitearrangements, training of volunteers, publicity, developmentof sponsors, finances and follow up.

Are expected to work within the guidelines of the SOC/AOCbut are encouraged to be innovative and creative according

to local needs. The objective of the program is to furnish ahigh quality public service while promoting a positive imageof MYCHIP Team members as well as any local sponsoringorganizations.

Will be responsible for procuring the equipment/supplies fromGL and returning the equipment/unused supplies in a timelyfashion and in good working order. Following up with thenecessary paperwork at the completion of the event. They

will also provide the AOC with any suggestions forimprovement of the MYCHIP Program.

The LOCs are the backbone of MYCHIP. It is on theirperformance that MYCHIP will succeed or fail. They needto take their responsibility to excellence very seriously. TheLOC must be able to adapt this program to their local needswithout compromising the integrity and purposes of theprogram at large.

Initiation of MYCHIP Events:A) General GuidelinesB) School EventsC) Community EventsD) Stand-Alone Events

A) General Guidelines Anyone may initiate inquiry into a localMYCHIP event. This is normally done through contacting theMYCHIP Coordinator at GL. He will in turn contact the Chairmanof the AOC in the MYCHIP District where that event would be held.A local Lodge may initiate a MYCHIP Event by contacting their AOCChairman directly.


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As soon as the LOC has determined preliminary information for anevent including dates, times and the number of children anticipatedto participate along with general sponsoring information; the eventshould be scheduled with Grand Lodge through their MYCHIP AreaChairman. The LOC then continues to develop and refine

arrangements for the event under the general supervision of the AOC.

B) School Events Experience has showed that MYCHIP providedwithin the school is the best way of reaching the most children withina community. It should be remembered, however, that schools shouldbe approached with proper respect for the sometimes-delicate positionunder which they operate within a community.

The best way to approach a school system is by building communityconsensus. After forming the LOC, building support of the Chief ofPolice, civic leaders and elected officials is extremely important. Fromthat point of consensus it is then much easier to approach theSuperintendent of Schools and school committees. All localcommunities are different and the LOC must approach this challengein a way it feels to be most effective.

Organization is particularly important in school based events. It issuggested that 4-6 months of lead-time is appropriate in this scenario.It is suggested that the LOC request a point of contact person towork with in planning events. If planned/ approached properly, school/community officials can be extremely helpful in providing manpower,financial and public relations. Remember our objective is to provide acommunity service as effectively as possible.

It is particularly difficult to provide Masonic manpower for schoolevents held within the working day. LOCs involved in school eventsare particularly encouraged to develop outside manpower resourcessuch as parent groups, civic groups, etc. Not only does this easemanpower burdens but it also gives a community greater ownership inthe MYCHIP Program.

In school based programs the parents will typically give permissionprior to the event. Grand Lodge provides a special school based formfor that purpose. Unlike a Community Event based program wherepermission of a non parent accompanying the child may be accepted,in school based programs only the parents permission and signatureon the school based permission form will be accepted.


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School based programs will be instrumental in generating the numbersneeded to legitimize the MYCHIP program statewide. They alsoprovide the best and greatest access to protect the children within anentire community.

Suggested School MYCHIP Protocol

School events require the LOC (Local Organizing Committee) to paymore attention to detail concerning MYCHIP programs. The LOChas been mentioned previously in this handbook. The following willdeal with the LOCs role in school MYCHIP events.

One of the things that is misunderstood about the MYCHIP program

is that most of the planning comes from within the local organizingcommittee (LOC) which is the starting point for every MYCHIP event.The local committee for school MYCHIP programs consists of a mason,who is in charge of the entire event, the school PTO rep, thesuperintendent or their rep, a local dentist, and a law enforcementofficer. It is strongly recommended that the District Deputy GrandMaster (DDGM) and/or his District Awareness Officer (DAO) beinvolved to insure the success of the school program.

After the formal approval of the Masonic MYCHIP Program by thesuperintendent and the school committee, the LOC meets and thedental representative will determine which day/days of the week wouldbe best for the dental community to properly staff the proposedMYCHIP event.

Note: Most dentists prefer to help with MYCHIP events on their days

off, rather than interfere with their dental practice and patients.

Once the dates have been established and the MYCHIP EventRegistration Form information has been supplied to the MYCHIP AreaChairman, event plans may proceed. The MYCHIP Area Chairmanwill register the event with Grand Lodge. Dental personnel and lawenforcement officers will confirm dates and staffing for the events.The masonic coordinator is in charge of staffing all other aspects of

the programs. The masonic coordinator is also responsible formaintaining contact with the others in his committee and trackingtheir progress.


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It is recommended that school MYCHIP events be registered at leastsix to eight weeks apart. Different circumstances might dictateotherwise and this is okay as long as there is proper staffing of saidevents, including dental, police, and masonic volunteers. The reasonfor this is to prevent volunteer burn out, and that it takes this amount

of time to properly sign up the children, complete the daily scheduleand compile the volunteers necessary to staff the event.

An example:Any Town Schools wants the Masonic MYCHIP Program for theirthree schools, the Elementary, Middle and High. The dentist fromthe LOC says that Thursday is the day she can help and staff theevents. The scheduled months for the three MYCHIP events are

February, April, and June. The schools will decide the dates for theevents. Usually the LOC determines in which order they would liketo do the schools. For instance, because of early release in June, itwould not be prudent to schedule the high school in June. So therefore,February or April would be better for the high school.

School permission cards are available by requesting them from theMasonic sponsor or Masonic coordinator. The cards should be provided

to each school and be mailed home to the parents of each studentalong with a letter from either the Principal or the Superintendent,and the Police Chief, explaining why they support the MYCHIPprogram and asking that all parents sign up their child to participatein the program. The permission cards should be mailed home to insuretheir receipt by the parents.

These permission cards should be mailed at least 6-8 weeks prior to

the event. The cards, once returned to the school, should be placed inthe hands of the school representative that is overseeing the event.After most of the permission cards have been returned, a determinationcan be made as to how many volunteers will be needed.

The Masonic coordinator on the LOC can then place the order forthe equipment and supplies from the supply facility in his respectivearea. The supply facility must be given thirty (30) days notice of the

supply requirements for an event. This gives our volunteers at thesupply facilities plenty of notice and they can adjust their schedulesso they can fill the order. The Masonic coordinator should notify the


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supply facility when a Masonic volunteer will be picking up andreturning the equipment and supplies. No equipment can be checkedout to anyone unless they have a Masonic affiliation.

The supplies needed for every child include the following; MYCHIP

plastic bag, videotape, toothprint bag with label, name date slip, pencil,finger print card, the cheek swab envelope, and the Masonic yellowbrochure. These packets are made up in advance so that the child canbe checked in promptly to start the Masonic MYCHIP program.

The school volunteers should get these supplies from their Masoniccoordinator well before the event so they can put them together. Thevolunteers should put the name of the child and the date of the event

on five items; the videotape, name date slip, finger print card,toothprint bag label, and the cheek swab envelope. The childs nameshould also go on the MYCHIP plastic bag that holds all of thesesupplies for easy identification. Once put together these bags shouldbe put in the order that the school is going to send the children to theMYCHIP program, for example, by class, by floor, or by grade, etc.

Students should have nothing to eat or drink, except water, 30

minutes prior to the event. It is important to note that at schoolswhere there is an established snack time, that this snack time berescheduled so as to not interfere with the MYCHIP program. Thereason for this is contaminants in the mouth from the snack willprevent the dental personnel from taking a clean and distincttoothprint and/or cheek swab.

If a childs parent decides at the last minute that he or she wants their

child to participate in the MYCHIP program but has not returned apermission form, the parent must contact the principal directly andhave him or her sign the child up for the program. Teachers cannotgive permission; only the principal or their designee can do this. Parentsmight want to bring younger siblings of a child participating in a schooloffered MYCHIP event and this, too, is the decision of the principal,whether or not he/she will allow this.

Once a child has completed the MYCHIP program, the bag of materialsshould be collected by the school coordinator and stored in a safeplace until the end of the day. The school can best determine how toget theses materials to the childs parents. It is recommended that the


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school have the parents pick up these materials because throughexperience children have swapped Toothprints and have put them intheir mouths on the way home.

School events are run during regular school hours. This can lead to a

shortage of manpower because most Masonic volunteers work duringthe day. This is where the PTO Moms, Dads, and school volunteersplay a crucial role. These volunteers will be busy doing most of thepreparatory work prior to the event. The PTO Moms, Dads, and schoolvolunteers can help by manning the cameras, the rewind stations,asking the questions, and as a monitor, directing the flow of the event.The Masonic coordinator should plan a class a week before the firstscheduled event to train these volunteers how to properly run a camera,

ask the questions and work the rewind station. With these volunteers,rest assured that there will be enough help to complete a successfulschool MYCHIP program.

The Area Chair should be kept abreast of all progress and or problemsrelated to the event well prior to the event. There is more to a MYCHIPevent than most people realize. This is part of the Area Chairmansjob, to assist and guide. The local committee does the actual work and

planning. Proper planning and reading the MYCHIP handbook willlead you in the proper steps in setting up a successful school MYCHIPprogram.

C) Community MYCHIP Events-The varieties of community eventsthat constitute ideal MYCHIP situations are numerous. Some wouldinclude fairs, festivals, Saturdays at the mall, open houses, etc. Theonly requirement is that most successful MYCHIP Events are held

where there is a concentration of children.

Community events also have shown to be fertile areas for promotingthe positive public image of MYCHIP Team members and othersponsoring organizations. The media loves a parade and that is whereone is most likely to find cameras.

After a Community Event has been conceived, the local committee

should strive to build a broad-based committee of general support.The broader the committee is (within reason), the stronger the event.MYCHIP is a terrific program and it is well received when properlyplaced before the community.


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Another very important purpose of Community Events is that theyprovide opportunities for family members who might not be of school

age or attend school. They also provide opportunities for updates offamily members who are no longer in the grades covered by the schoolMYCHIP programs.

D) Stand Alone Events-Events held with the sole purpose of presentingthe MYCHIP program have been among MYCHIPs greatest successesand MYCHIPs greatest disappointments. The most important elementof a stand-alone event, and crucial to its success is Public Relations.

Months of planning need to take place. Newspapers, local cable TV,local cable community bulletin boards, flyer drops to DARE officers,dentists, store fronts, day care centers, churches, synagogues, andschools should all be considered; as well as presentations to civic groups,PTOs, and church groups.


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MYCHIP Operations Protocol

This protocol is designed to assist in the set-up and operation of a MYCHIPEvent. Local committees must be flexible and innovative to meet the

individual challenges of a specific event.

Local Committee All arrangements for specific events are made by the local

committee (See Organization Local Committee forspecifics).

The local committee will include participants of allorganizations represented in a given event.

Prior to event, the local committee should make sure alldental personnel have been provided with a copy of theDental Protocol (Appendix D on page 27).

Members of the local committee should take responsibilityfor specific functions such as publicity, manpower, finances,procurement of supplies and equipment, site development,etc. to satisfy the given needs of a specific event.

All lists of volunteers should be made in advance if there are

admission requirements to the event. That list should befurnished to the event organizers.

The local committee MUST designate supervisors at leastone to be present at all times during operation. Theseindividuals should have a good overall working knowledgeof MYCHIP.

General setup and flow patterns There are generally five stations: Sign Up/Permission,

Toothprintsand Cheek Swabs, Fingerprinting, Videotaping,and Monitor/checkout usually in that order.

Sequence as above has generally yielded the best results. Allowance should be made for queues should a back up occur

(generally in videotaping area). Where possible sufficient space should be left between areas

to keep areas defined and well organized. Manpower should include several floaters including the activeevent supervisors to help out where problems arise.


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Pre-event site inspection A site inspection should be made for all events at least one

week in advance, preferably 30 days in advance. Determine set up position for various stations and work out

flow pattern.

Check for electricity, lighting needs etc. Make arrangements for tables, chairs, lined barrels, etc. Note future positions and anchorage of banners and

height charts. Estimate setup difficulty and time.

Ordering of Supplies from Grand Lodge(See Appendix E, page 31, for a complete list of Equipment and Supplies)

Supplies are ordered on the basis of number of childrenexpected.

Figure 20 children per camera per hour of operation. Order camera setups (including camera, height chart,

monitor, banner, and all associated equipment based) onnumbers of children.

Two fingerprint pads come with the standard order for eachevent. Toothprint Hot Pots should be ordered in the ratioof one pot per two cameras.

Additional single cameras or setups may be ordered as backupunits.

Additional banners may also be ordered if available. Inventory supplies ordered from Grand Lodge include:

Videotapes, jackets and labels; Toothprint wafers; cheekswabs, fingerprint cards, permission slips, and Masonic plastic

bags to carry completed ID items.

Additional inventory supplied by Grand Lodge includes: Labels and Poly Bags for Toothprints. Envelope for Cheek Swab. Copies of event name/date sheet. Diaper wipes for finger clean up. Masonic MYCHIP caps and tee shirts are available for

purchase (Ts are $10sized S thru 4XL, and hats are $12)either by the Local Committee or by individuals. Must beordered from Grand Lodge.


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Supplies not available from Grand Lodge Trash can liners for disposal.

Setup Allow plenty of time for set up (two hours minimum). Have event set up one hour before start time to insure time

for equipment check and personnel training. Make sure all equipment is in good working order as soon as

possible to allow time to improvise if necessary or seekadditional supplies.

Make sure all personnel know and understand theirassignments and responsibilities and are proficient in theirareas (if a second shift is involved be sure they arrive in timeto review tasks and responsibilities).

Place all banners so they maximize visibility secure well(duct tape only is weak and unreliable; use rope wherepossible).

Make sure all extension cords are taped down to floor in trafficareas.

Set up expandable queues in advance so that they can beeasily used where necessary (be ready for back ups on a spotbasis).

Make sure all electrical cords are safely secured (especiallyhot pots which could be pulled off a table).

Waste disposal should be available in all areas in theToothprint area plastic liners should be used in allcontainers.

Make sure enough videotapes are labeled, two different labels,

and sleeved prior to the start of the event and are at thepermission sign-up table.

Station operation:Permission Station

Items to be filled out: Permission card, videotape label onthe videotape, fingerprint card, name date sheet, cheek swabenvelope and Toothprint bag labels.

Make sure parent or responsible individual signs permissioncard. Retain permission card at sign up/permission table.


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Explain program and answer questions while a family issigning up (If any questions are asked which sign up personnelcannot answer with confidence immediately call the Masonicsupervisor).

Refer any questions about legalities, any problems, or any

serious complaints immediately to the event supervisorpresent at the time of the problem. The sign up/permission area should have a minimum of three,

two sign up people and an assistant. Sign up controls the flow of persons into the processing area. All materials are given to parents EXCEPT the permission

card, which is retained. All permission cards are to be filled out in ink (ball point

pen). Keep family groups together. Consider bilingual help if appropriate.

Toothprints and Cheek Swabs Licensed Dentists, Hygienists, and Assistants ONLY are to

place Toothprint wafers and Cheek Swabs in a childs mouth. Registered Nurses (RNs) may take Toothprint impressions

and cheek swabs, if trained by a dental health professional. They may be assisted in warming the wafers. The licensed personnel are responsible for all activities in

the delivery of Toothprints and Cheek Swabs. The licensed personnel will change gloves for each child.

Assisting personnel need not change gloves that frequentlyunless they handle Toothprint impressions after they havebeen in the mouth.

Chairs should be available for children as well as dentalpersonnel.

Hot pots should be kept clean and water periodically checkedfor adequate levels.

Toothprint wafers and Cheek Swabs are supplied at theToothprint area.

If necessary note Appendix D Dental Protocol should beprovided to dental personnel in advance of the event. A copyshould be provided when the equipment is picked up.

Toothprint bags with label and Cheek Swab envelopes arefilled out at the signup table.


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Fingerprinting Fingerprint ink pads should be found in the small Inventory

Supply Box Make sure at minimum name, date, DOB, and parents

signature is completed on the fingerprint card.

Only trained law enforcement personnel should do finger-printing.

When completed, the fingerprinting card should be foldedand returned to the parent.

Videotaping Keep family units together at the same camera. Multiple

children in the same family may be taped on the same tapeone at a time NOT as a group. This enables parents to bringone tape with them on vacations or travel, a time when manychildren become lost, missing or abducted. During travel,most parents are ill prepared to help authorities recover alost, missing or abducted child. Parents should always beencouraged to bring their childrens videotapes on vacationor travel.

Instruct child before videotaping begins: Smile, talk tocamera, speak into microphone (Note appendix A videotaping suggestions).

Interviewer should sit with BACK TO CAMERA as far outof range as possible speak into microphone when askingquestions.

Cameraperson must be familiar with camera operation (Noteappendix B Camera operation).

Clip name/date sheet to height chart board. Try to limit interview to one minute. Note Appendix B Interview questions; questions may be

altered slightly to fit a given interview. Cameraperson informs interviewer when to begin (after

leader has run out and 5 second hold on name/date sheet). Interviewer and cameraperson must review and be familiar

with Appendix A Videotaping suggestions.

Do not forget close up, profiles, and 911 as final question. When interview is completed, cameraperson hands videotapecassette to monitor area or to a runner for that purpose tapes are not yet given to the family.


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Manpower should include at minimum an interviewer andcameraperson for each camera as well as a floater to carrycompleted tapes to the monitor area.

Monitors/Check out

The monitor area is both close out and quality control. The videotape cassette is rewound and placed in the monitor

and played with child and family watching. Family groups should view tapes together after the last child

is processed. Make sure voice is clear, and taping includes close up, and

both profiles. Once picture and sound quality have been established,

playing the tape can be terminated. It is not necessary towatch the entire tape in review, especially if there is a backup in the monitor area. If the tape is not satisfactory it must be rewound, returned

to the videotaping area, and the taping redone (Noteappendix A Videotaping suggestions).

If videotape is satisfactory, it is placed in the videotapejacket along with the fingerprint card. Both along withthe Toothprint are placed in the Masonic Plastic bag.

The contents of the MYCHIP plastic bag should bechecked to ensure the child has been to all of the 3 stations,fingerprint card has the minimum information, the videotape label has the correct name and date, the toothprintwafer bag and cheek swab have the correct name and date,and that the permission slip is not in the bag.

The child is thanked for participating in the program. There should be one monitor for every two (2) cameras and

manpower should include one person for each monitor. This is the final step in the program and the impression left

upon the family by the people in the monitoring area will bea lasting one.

Clean up and Breakdown

Cleanup and breakdown is just as important as any part ofthe event because: It leaves a lasting impression on the host organizations. It repacks the equipment in the proper condition and

location for the next use.


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Make sure the persons in charge of clean up are fresh andhave not worked all day. Getting the equipment back to itsproper location is extremely important and if workers aretired they may not be meticulous in repacking.

Return all equipment to its proper location location of

all equipment is listed on top of the Utility Box or theInventory Box. Note any missing equipment or equipment that does not work

properly (clearly note problem) on the red tag found in theForm Packet in the Inventory Box.

Separate all supplies from pre made packets (i.e. EmptyMyChip plastic bags of pencils, brochures, etc.)

Return permission slips in Inventory Box.

Dispose of all trash. Offer to put away any tables and chairs that may have

been provided. Make sure the host is satisfied with the clean up.

Close out Report to MyChip Area Chairman your results, any problems

or suggestions. The MYCHIP Area chairman will fill out the After Event

Form and send it to the co-directors within 48 hours afterthe event.

Thank all persons involved a written thank you note is thebest form in which to do this.

Appendix A Videotaping suggestions:

Interviewer: The interviewer controls the flow of people to a given camera Take only one family member at a time. Make the child feel at ease this experience should be fun. Instruct the children to smile, speak into the microphone,

and look at the camera (not the interviewer), and speakclearly (remind if necessary throughout interview).

Sit with BACK TO CAMERA off to the side as far aspossible facing the child. (This position should be coordinatedwith the camera operator to minimize the presence of theinterviewer in the video).

Guide the child to a standing position in the center of theheight chart; the interviewer may touch the child slightly iftheir parent is immediately present. Parents with a baby or


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very young child may sit during the interview. All otherchildren should be standing.

Ask questions into microphone and then extend themicrophone toward the child for an answer. The children donot hold the microphone.

Departure from the printed question list is OK as long as theinterviewer feels it is important. We are not seeking lengthin this interview only useful information.

Do not ask any questions about other family members. Always end with the 911 question and ask for their

biggest smile Improvise when necessary for effective presentation.

Situations will vary with age and personality try to remain

relaxed and informal.Cameraperson:

Make sure the label on the tape and the name/date sheetagree.

Begin by focusing on the name/date sheet after leader runsout hold on name/date for five seconds then move to subjectand signal beginning of interview.

Be familiar with the camera before beginning operations. Stopimmediately if problems arise. Begin with close up of face, pull back to show most of body

at least below waist, and then move to comfortable shoulderand head (bust) picture. Be sure to get back of the head, aswell as, left and right profiles.

Focus on any distinctive features and make sure they areincluded in the tape.

End tape by focusing on the Name/Date sheet for five(5) seconds. When zooming in and out go smoothly. Periodically view a tape you have done to check for quality

and possible improvements in technique.

Brief Synopsis of MYCHIP Operations

1) Place videotape in camera, tape side down, wheels facing

camera.2) Using both hands, left hand holding camera, use right to

gently push tape door closed.3) Start tape recording by pushing red button.


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3a) The reason for starting the camera as soon as the tape isinserted is that by the time the leader is exhausted, each tapehas a leader on it 10-15 seconds long, you have already hadtime to focus on the name/date sign. The leader has run outwhen the letters TR in the viewfinder have stopped flashing.

4) Record name/date sign for five (5) seconds.5) Slowly move camera to a close up of the childs face.6) Zoom out and get shot of child from the waist up.7) Zoom out further and film entire child. (Please note that all

during this filming that you are to do everything possible toavoid filming the person doing the interviewing.)

8) When interviewer reaches this point in the interview, pleaseturn and face right, please turn right again to face the heightchart, please turn right again, now face the camera operator,the camera should be focused on the head thru the shoulderarea to give a good profile both left and right and the back ofthe head. The interviewer should allow ample time 5 or soseconds for each profile shot.

9) During last question, If you are home alone and need tocall for emergency help, what number would you call? the

camera should be focused on the child from the waist up.10) When the child smiles and shows their teeth, please focuson the mouth area and get a close up. Then focus again onthe name/date sign for five seconds.

11) Push the red button to stop recording and then push theeject button to eject the tape.

This MYCHIP procedure can be accomplished in under two minutes.

Variations have been observed all over the Commonwealth but we arestriving to have a uniform process and procedures so that the product isbasically the same wherever it gets done. What we are trying to accomplishwith the video portion of the MYCHIP is to provide law enforcementwith the best possible product to enable them in their efforts to recover amissing or abducted child. This is best served by recording the childsvoice, mannerisms, and by using the camera to record the child fromdifferent views. If a mother has a small infant, the mother should be

seated in front of the height chart and the child should be situated on themothers knee opposite of the interviewer. This will provide easy accessfor the interviewer to ask the mother the questions and will not interferewith the camera person filming; ie if the child is on the same side as theinterviewer, the mike gets in front of the child and we do not want toobstruct the filming of the child.


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The videotape is the best chance we have of retrieving a child while theyare alive and healthy. The quality of this taped interview is IMPORTANT.Please, do the very best job possible!

Appendix B

Suggestions to interviewer:1. Sit facing the child with your BACK TO CAMERA.2. Be sure to move the microphone from yourself to the child

and back as you are speaking.3. Remind the child to keep looking at the camera and to smile.4. Remind the child to speak clearly not mumble.

Questions for Interviewer:Before interview begins, make sure the child removes coat, hat, and

sunglasses. For very young children who may not be in school, skipquestions 7 through 15.

1. What is your name?2. How old are you?3. Where do you live? (street with number and city)

4. What name do your best friends call you?5. What is your best friends name?6. What do you like to do with your friends?7. Where do you go to school?8. How do you get home from school? Walk, Bus, Parents?

(If walk: Do you walk alone or with friends?) (If friends: Asktheir names.)

9. What grade are you in?

10. What do you like to do best in school?11. What do you like to do after school? Where?12. Where do you hang out with your friends?13. Do you play on any sports teams? What position?14. What do you want to be when you grow up?15. Where do you go when you want to be alone?16. Please turn and face to your right, face the height chart

(to get back of head), face left and face front.17. If you were home alone and needed to call for help, what

number would you dial? (If the child does not say 911, suggestthat they remember that number.)


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18. Face the camera operator and give your biggest smile, showingyour teeth.

Questions for Infant to 2-years:You should have parent place the child on his/her knee on the

side opposite the interviewer, so that the microphone will not hidechilds face.

1. What is your childs name?2. How old is he/she?3. Where does your child live? (street with number and city)4. Where was your child born?5. Is your child left or right handed?

6. What color is your childs hair?7. What color are your childs eyes?8. How tall is your child?9. What does your child weigh?

10. Does your child have any birthmarks? Where?11. What is your childs favorite food?12. What is your childs favorite toy?13. Turn your child to the right.14. Turn your child to the left.15. Turn your child with back to the camera.16. Face the child toward the camera operator.

Appendix C

Camera Set-up

Position height charts in a suitable location. Place cameras approximately 8 feet from height charts. Extension cords should be duct taped to floor to avoid tripping

over them. Adjust the height of the Tripod to the height of the camera

operator by loosening the release knobs on the tripod andextending the legs.

Release the tripod camera mounting lever by moving lever

laterally and then place camera on tripod. This lever willhold the camera in the bracket. Place camera on tripod. Lock camera in place by moving brass lever from right to left

(located on tri-pod right side) under camera


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When breaking down this lever should be moved from leftto right to unlock the camera from the tripod

Plug in power supply to extension cords and plug adaptorinto back base of camera.

Move viewfinder arm (EVF) to left.

Plug external microphone and extension cord into jack onright end of EVF.Camera operation:

Turn power switch on (on top of camera) and focus EVF byturning ring at base of rubber eyepiece.

Look into eyepiece and check time and date (see below). Remove lens cap. Set Camera/VCR switch to Camera.

Set Focus switch to auto (Auto HSS will appear in EVF[eyepiece]; if camera is set on manual, MF will appear in EVF).These switches are located on left side of camera.

Setting time and date: When power is first turned on Clock Set menu will appear -

check immediately, it will turn off in 30 seconds (if not onpush Date/Time Set).

Buttons used to set are located on left: Display, Date/TimeSet (up) and (down).

Push down button to select 3. DATE/TIME SETTING. Push display button - The flashing entity is the one being

changed. To set push up and down button. When set properly push display to move to next entity of

time/date combination until all are properly set.

Recording: Press blue eject button on top of camera and insert tape

cassette - tape side down, wheels facing camera. Using both hands, left hand holding camera and right to

gently push tape door closed. Slide right hand up into hand strap with thumb on red

record switch and index and middle fingers on zoombuttons (make sure microphone switch is ON). Start tape recording by pushing red button.

a) The reason for starting the camera as soon as the tape isinserted is that by the time the leader is exhausted (each


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tape has a leader on it 10-15 seconds long) you have alreadyhad time to focus on the name/date sign.

b) The leader has run out when the letters TR in theviewfinder have stopped flashing.

Record name/date sign for 5 seconds.

Slowly move camera to a close up of the childs face. Zoom out and get shot of child from waist up. Zoom out further and film entire child. (Please note that all

during this filming that you are to do everythin possible toavoid filming the person doing the interviewing.)

When interviewer reaches this point in the interview, pleaseturn to the right/left, the camera should be focused on thehead through the shoulder area to give a good profile both

left and right. The interviewer should allow ample time (5or so seconds) for each profile shot.

During last question, If you are home alone and need to callfor emergency help, what number would you call, thecamera should be focused on the child from the waist up.

After child gives his/her biggest smile with close-up face view,focus on the Name/Date sheet for five (5) seconds, thenpush red button to stop recording and then push eject to

remove tape.

This MYCHIP procedure can be accomplished in under two minutes.

At end of recording session break down equipment and make sure all isaccounted for and placed in the boxes/canvas bags it was received in.

Appendix D

MYCHIP/Toothprints Dental ProtocolThis protocol is intended to help dental professionals who are participatingin the MYCHIP (Masonic Youth Child Identification Program) Program.The Massachusetts Dental Society is committed to furnishing professionalsto perform the Toothprint and Cheek Swab portion of that program.A dental professional is either a dentist, dental hygienist, or dentalassistant properly licensed, registered or certified in the Commonwealth

of Massachusetts.

Needed materials: All Toothprint and Cheek Swab materials are suppliedby the Grand Lodge of Masons. Gloves are brought by the dentalpersonnel. Gloves must be worn and changed after each child. It is also


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suggested that 2X2 gauze pads also be brought in case of an unexpectedincident (e.g. exfoliation of a deciduous tooth). A dental water bath maybe brought by professionals (a less sophisticated hot pot is provided).

Toothprints are made using a thermoplastic material. The Toothprint

wafer is heated in the hot water bath until it is soft (about 140o

F) andthen it is inserted in the mouth. The child is instructed to close downhard and hold. When the wafer hardens (about 50 seconds) the child isinstructed to open, the Toothprint removed, and placed in the providedplastic bag. For younger children, the wafer can be adapted by pushingthe pads together. Young children (less than 6 yrs. old) tend to close VERYquickly. The wafer needs to be placed very quickly so that if the childcloses and then opens, the wafer can be removed and held vertically until

it hardens. If not previously done, it is helpful for an assistant to mark thechilds first name and date on the plastic bag, as well as soften the wafer inthe water bath prior to the professionals use. This saves much time. Uponcompletion all Toothprint impressions are to be placed with otherMYCHIP materials and given to the parents. The Toothprint should bestored, along with the videotape and fingerprint card, in an easilyaccessible, safe, secure location in normal room temperature.

Prudence should be used in the Toothprint

procedure. It is not worthforcing a bad experience upon an uncooperative child. Children underage 3 are usually the most apprehensive but it can happen with anyone.

DNA Swabbing

The most powerful and accurate form of human identification is throughthe use ofDeoxyribonucleic (dee-ox-ee-rye-bow-new-clay-ick) acid orDNA. Although this substance is the basis of all life on earth, it is very

simple in its structure. The most important part of DNA are four chemicals,called bases each of which is designated by a letter: A,G, C or T. Thesefour bases comprise what is called the genetic code. This code makes atree a tree, a flower a flower, a giraffe a giraffe and so on. It also confers onus our individuality such as: the shape of our nose, the color of eyes, ourheight, weight, hair color, complexion and everything else about us. Thesedifferences between people reflect the different order of the DNA bases.For example, in one person their DNA bases may be arranges as:AGGTCCCTTTTTAA, but in another person the arrangement may beAGCTCCCTTATTAA (can you find the differences in these two differentsequence of bases?). Is is these differences in the arrangement of our DNAbases that make us who we are. It also allows us to use DNA distinguish usone from another.


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The DNA of every child is inherited from both parents. Thus, there aresimilarities in the order of DNA bases in the child with both the motherand the father. If we know the order of DNA bases in either or both parentswe can quickly deduce if or not a child belongs to them. This requires asimple comparison of the parents DNA with that of the child.

In MYCHIP events we use a special swab topainlessly remove a few livingcells from the inner cheeks of participating children. Like all living cellsthey contain the DNA of the individual. These cheek cells will stick tothe swab and eventually disintegrate leaving their DNA on the swab., Ifproperly stored this DNA will remain intact and can be used to identifythe individual years later.

DNA Collection InstructionsFollow these easy steps to collect DNA:1. Only gloved professionals should take DNA samples.2. Donors should not eat or drink for 30 minutes prior to

sampling.3. Parents must give signed permission for children to

participate.4. Childs name and DNA sample date should be clearly marked

on envelope.5. Remove the swab from the sterile pouch with gloved hands.6. Expose the cotton tip from the plastic protective covering.7. Place the cotton tip in the distal buccal cheek area; AWAY

from saliva, twist the tip 4 to 5 times ensuring it continuouslymakes contact with the cheek.

8. Replace the cotton tip back into the plastic protectivecovering.

9. The cotton stick should be placed into the envelope withgloved hands.

10. Seal the envelope with tape. DO NOT LICK THE SEAL.11. AT LEAST 30 MINUTES later, or when the parents get

home from a MYCHIP event, the cheek swab in the envelope,the entire unit, should be wrapped in foil and placed in thevery rear of the freezer.

12. This DNA sample can be used for identifying a missing personand for matching DNA prosecution evidence for many years.13. If a child is uncooperative about the cheek swab, the DNA

necessary may be obtained from the biological parent. Afather may be swabbed for his son. A mother may be swabbedfor either a son or a daughter.


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All MYCHIP events operate somewhat differently. Usually the Toothprint

and Cheek Swab is the first procedure. These arrangements are usuallyleft to the event coordinator but input from the dental professionals isalways permissible.

Have fun! Enjoy yourself! You are performing a valuable service forthe protection of our children. Thank you.

Appendix E

Equipment lists and Inventory Supplies Available

Through Grand Lodge

The following equipment is contained in each standard VCR set:Utility Box:VCR Camcorder Box:

VCR Camcorder (with camera mounting plate)AC Power Supply (battery furnished on request)MicrophoneMicrophone Extension CordCamcorder Operation manual

Small Parts Box: 3-prong AC AdapterExtra Microphone and CordExtra Tripod Mounting Plate

Laminated Equipment and Inventory Box Lists;List of Questions (Appendix B)

Tape Rewinder25 ft. Extension Cord50 ft. Extension Cord

Power Strip with Surge ProtectorDuct TapeClothes Line or Rope

Tripod and CaseChart Case (includes):

Height ChartsMYCHIP BannersBacking Boards and Bolts

Height Chart stanchion (separate bag)(if available)Monitor and Case

The following additional equipment and supplies are standard

for all MYCHIP events:


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*Special permission forms are available for School Based programs orprograms where permission from the parents is needed in advance of theactual MYCHIP event.

Date:______/______/______

AM PM To______AM

********************************************************************************************************************************

E-Mail_________________________________________________

Chairman:_________________________________________

********************************************************************************************************************************

ItemTapes

Camera (includes) ________ Labels

AC Power Supply ________ Sleeves

Camcorder Light ________ Office Supply

Microphone & Cord ________ Pens

Rewinder ________ Date Stamp

25' Power Cord ________ Black Markers (wide tips)

50' Power Cord ________ Pencils

Power Strip ________ Bumper Stickers

Duct Tape ________ Volunteer Name Tags

Roll of rope ________ Paper Clips

Clip Board ________ Scissors

Interview Questions ________ Binder ClipsRubber Bands

3 Prong AC Adapter ________ Toothprint Wafers

Microphone & Cord ________ Hot Pots ________ Do Not Open Labels

3 Way Outlet ________ Zip-Lock Bags

Tripod Mounting Plate ________ 25' Power Cord & Power Strip

2x2 Gauze Pads

Finger Print Cards ________ Black Markers ________ Dna Swab

Finger Print Pads ________ First Aid Kit ________ Envelopes

Handi Wipes ________ MDS Banner

Monitors ________ Nuts, Bolts, Washers & Clips (4ea/Set)Name Boards ________ Permission Cards

Stanchions ________ Name Dates

Height Charts ________ CHIP Bags

Tripods ________ Brochures

Banners ________ CHIP Pencils

********************************************************************************************************************************

________ Boston ________ Indian

Return:ASAP:________/________/________

********************************************************************************************************************************


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MYCHIP Publicity Protocol

How to promote your Masonic Youth Child Identification

Program (MYCHIP) using publicity.

Promoting your MYCHIP program through publicity can be an economicaland effective way to insure the success of your Masonic Youth ChildIdentification Program. It is less costly than advertising but does require ameasure of effort. Advertising, too, can be effective if a sufficient budgetexists to place newspaper ads or buy radio time. This protocol, however, isfocused on generating effective publicity for your MYCHIP event.

Generally, there are three types of MYCHIP events: 1.) Stand alone wherethe Child Identification Program is the only program being conducted;2.) Integrated where the Masonic MYCHIP program is only one portionof a larger event. 3.) School-based program during school time. The mannerin which you handle publicity is slightly different for each.

In stand alone MYCHIP programs the entire energy of the PR effort canbe directed toward that event. In shared events it is advisable to interface

with the publicity committee or person for the larger event to make surewhat you say or write about the event conforms with the overall message.In most cases, you should issue a separate news release for the MYCHIPevent because a paragraph or less is often all the MYCHIP portion mightreceive in a shared news release. In the latter case, it should be incumbentupon you to provide copy for the shared news release and also for an eventbrochure, and ask to be shown any edits prior to release or publication. Besure to extend the same courtesy to your colleagues by framing the larger

event within your specific MYCHIP news release using their copy orphraseology.

With school-based programs, special care should be taken to interfacewith the principal and/or superintendent of schools. Some school systemshave special procedures to protect the privacy of the children and/orindividual children from media coverage. Special procedures to have mediateams get clearance in MYCHIP events at schools should always be

arranged in advance through the proper school authorities.


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There are abundant publicity opportunities available in almost every regionof Massachusetts. There are very few areas that are not covered by dailyand/or weekly newspapers, radio stations, television stations, cable TVcompanies and even supermarket bulletin boards. In your area hundredsof people visit your local supermarkets and other stores every day. Its easy

to prepare a broadside that can be easily duplicated and posted in theselocations. Be sure to ask permission before posting.

Finally, the single element that will be critical to the success or failure ofyour promotion is simplyeffort. If you make the effort to write a newsrelease, print or duplicate a flyer and then do the legwork and make thetelephone calls to place these materials in the hands of editors and newsdirectors, you are almost guaranteed a successful event.

There is one very important thing to remember however. Editors and newsdirectors owe you or our organization nothing. Press contact is, or shouldbe, very much a mutually beneficial activity. You are providing them withinformation that is of interest to their readers, viewers or listeners andthey are providing you with a forum to deliver your message to peoplewho have the potential of attending your MYCHIP event. Encourage andrespect that relationship.

You want to reach an audience of people who maypotentially participatein your MYCHIP program. You must convince them in your materialsthat your MYCHIP program is worth attending and that it will provide abenefit for them. The art of preparing the most effective promotionalmaterials will be discussed, with examples, in the next few pages.

Opportunities for publicity

Many opportunities exist in your area to promote your MYCHIP event.These include:

Daily & Weekly Newspapersnews releases and photos Radio Stationsnews releases and Public Service

Announcement (PSA) scripts Television Stations-news releases and Public Service

Announcement scripts

Cable TV SystemsPublic Service Announcement scripts Bulletin Boards/Store WindowsFlyers/broadsides


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How to prepare effective news releases

The heading of a news or press release should contain the name of theorganizationsuch as Massachusetts Freemasonsthe date that youwant the information to be released, (in most cases: FOR IMMEDIATE

RELEASE), and the name, telephone number or perhaps email addresswhere the editor can get additional information. This is illustrated in theexamples weve attached.

There are five key elements that MUST be in every piece of promotionalmaterial you develop:

WhoWhat

WhereWhyWhen

These five elements should also appear in the very first part of your newsrelease and, in a condensed form, in the headline. Again look at theexamples to see how they have been incorporated into our sample releases.

Who, of course, could be Massachusetts Freemasons or your Lodge or agroup of Lodges in a District. Typically, other sponsoring bodies in ourMYCHIP programs are the Massachusetts Dental Society in MYCHIPprograms that include Toothprints, and the Massachusetts CrimePrevention Officers Association.

What is where you describe a Child Identification Program (MYCHIP)that consists of a brief interview with the child that is recorded on a

videotape cassette to show his or her mannerisms and speech patterns.Fingerprints are taken (or should be taken) by professional law enforcementpersonnel. And, the Toothprint impression and cheek swab is made byprofessional dental personnel. It is very important that you make thestatement that ALL materials are given to the parent or guardian oncethe child has been processed. NO materials are retained by the Masons,dental personnel or police. It is also important to state that the program isfree and no appointment is necessary.

Where and When.You would be amazed at how often a news releasegoes out WITHOUT the location, date, and time of the event. This isnot only embarrassing but makes more work for the editor. State thesefacts clearly, using the full day and date and using AM or PM to note thetimes. If the location is not generally well known, write in short directions


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using landmarks, street names and route numbers where possible. Make iteasy for your potential customers to find you. It is sometimes also a goodidea to insert a name and telephone number at the end of the releasewhere people may call for more information. But unless there is someoneto answer this telephone at least during normal business hours who is

prepared to answer many calls and questions from the general public, itmay be best to leave this out of your release. Be careful.

Why.The reason we do Child Identification Programs is to facilitate therecovery, and if necessary identification of lost, missing or exploitedchildren, once they are found. Please consider the enormous sensitivity ofthis purpose. No one ever wants to think that his or her child may becomea victim and to dwell on this aspect may even have a negative impact

without the proper explanation. It is best to use phrases such as to promotechild safety.

The new MYCHIP brochure handles this in one short paragraph whichmay be copied into your release: The Massachusetts Freemasons ChildIdentification Program (MYCHIP) addresses the alarming fact that over1,000,000 children are reported missing in the United States each year. Whilemost are found, many are not. Also, the abduction of children is both under-reported and rapidly increasing in our society.

Although the next information comes under the who element, it belongsat the end of the release and is called the motherhood statement.MYCHIP programs are a vital part of our Masonic Awareness Program,the goal of which is to educate the public as to who Freemasons are andwhat we do. We do this by associating Freemasonry with things that arerelatively well known. The following is a typical motherhood statementthat belongs at the end of the release but before the final for moreinformation paragraph:

American Freemasonry was created in Massachusetts in 1733 and there aremore than 275 active Masonic Lodges in 170 Massachusetts communities. In

North America Freemasons contribute more $2-million each day to charities.In Massachusetts, Freemasons operate the Shrine Burns Hospital in Bostonwhere some 3,000 severely burned children are treated annually without charge.They also operate the Shriners Orthopedic Hospital in Springfield, and collect

more than 20,000 pints of blood annually80% of that collected by the RedCross. Freemasons in Massachusetts also provide more than $400,000 eachyear in college scholarship assistance, promote child safety through state-wideChild Identification Programs, and sponsor DeMolay Chapters for young menand Rainbow Assemblies for young women.


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This is a lot of information, but it really positions MassachusettsFreemasonry as a worthwhile organization. This kind of information canproduce a positive image and help change negative perceptions held bythe public and by too many members of the press.

These are the very basics in preparing a news release. There are, of course,variations and exceptions such when a celebrity or a local political officialhas promised to attend the MYCHIP event. This should be written intothe first or second paragraph of the release. As for timing, you shouldhave your news releases in the hands of the media three to four weeksprior to the date of your event.

How to prepare a public Service Announcement script

The same news release may be given to both newspaper editors andbroadcast news directors. But, in broadcasting, you have anotheropportunity for promotion through public service directors. These are thepeople who coordinate announcements or non-paid commercials knownin the trade as PSAs orpublic service announcements and are broadcast bythe radio or TV station as a public service. The same script could also beused for Community Bulletin Board programs and cable TV system bulletinboards.

PSAs must contain the same information as in a news release but thetone can be a little more conversational. For example, you might begin aPSA script; Parents with children 18 and younger are invited to participate in acomprehensive Child Identification Program that will be conducted byMassachusetts Freemasons. The program is free and youre under noobligationetc.

News releases can be as long as two pages as long as theyre tightly writtenbut PSAs should not be longer than 30 seconds. Thats about 75 words.And remember, each number counts for a word.

Preparing broadsides and flyers

With the availability of computer desktop publishing programs itsrelatively easy to prepare professional-looking broadside or flyer that canbe used effectively in several ways to promote your MYCHIP event. Clipart with the square & compasses logo is easily accessible from several siteson the Internet.


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They can be inexpensively duplicated at neighborhood copy centers fordistribution to other organizations. Dont forget to post them on thebulletin boards of your local supermarkets where they will be seen by momsand dads of small children who are our prime candidates for participatingin Masonic MYCHIP programs. Remember, though, if you plan to insert

these in your regular Lodge Communication, you must receive permissionfrom Grand Lodge first.

Many copy centers will also enlarge and duplicate your flyer on indexcard stock and many merchants are more than happy to post these in thewindows of their stores. Distributing flyers and getting posters up takes alot of legwork but the results make it a very worthwhile activity and aneffective promotional tool.

Placing promotional materials & editorial contact.

All of the news releases, public service announcements and flyers youworked so hard to produce are only effective if they get used, orplaced. Alist of daily and weekly newspapers, radio stations and television stationsis available by contacting the Grand Lodge PR Department. However,there is a great turnover in the media, so we encourage you to make personalcontact with the editors and news directors in your area. Telephonenumbers are readily accessible in the Yellow Pages as is information onlocal cable TV systems.

With the exception of major media outlets such as those in Boston,Worcester and Springfield, your chances of building a relationship withlocal editors and news directors are excellent. Most are anxious to establishgood relations with local civic and service organizations and most will go

out of their way to help you. But you must take the first step.

At the very least, make a telephone call, introduce yourself and your Lodgeand tell the editor a little about the MYCHIP programs and how successfulthey have been. Mention that you would like to send them (or better,deliver in person) a news release about your program and invite them toattend. You might also mention that kids going through the program makea wonderful photo opportunity.

If the editor expresses enthusiasm and desires to expand on the informationthat you are able to provide, we can provide people for an in-depthinterview. We can also provide experienced people who are available for


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broadcast interviews or even to appear on radio and TV talk shows. TheMasonic Youth Child Identification Program provides a wonderful Masonicawareness vehicle to promote Freemasonry in Massachusetts.

Again, the success of your promotion will directly reflect the effort that

you put into it.

Follow up. Youre not done yet.

If the local media does not cover your event by sending a reporter orphotographer, this gives you another opportunity to prepare and send outa second news release following your event that contains informationincluding the number of children processed and how successful it was. If

youve taken photos yourself, choose one or two of the best and send themalong with your release.

At very least, if an editor or news director has made the effort to printyour release or broadcast news of your MYCHIP program, send them anote afterwards thanking them for helping to make the event successful.

No other thing you do will pave the way to making the promotion of yournext event successful, not just for your future MYCHIP programs, but also

for other Lodge activities that you should promote on a regular basis.Building a positive relationship with your regions editors will pay dividendswell into the future. The effort is well worth it.

The following is sample copy for a MYCHIP news release:

MYCHIPThe Masonic Youth Child Identification Programis comingto Veterans Memorial Stadium Tuesday evening, August 1, 2000 as Quincy

participates in National Night Out for Crime Prevention

Massachusetts Freemasons invite children, age 18 and younger, toparticipate in a comprehensive Child Identification Program at the

National Night Out program at the Veterans Memorial Stadium, HancockStreet & Southern Artery in Quincy on Tuesday evening, August 1, 2000from 6:00 PM until 8:00 PM (Rain date: Tuesday August 8th.) Each childwill have a brief videotape interview, will be fingerprinted by police

personnel, and will have a Toothprint impression and cheek swab madeby professional dental personnel. All materials are given to the parentsfor safekeeping. No copies are kept on file and the program is free to all.


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This MYCHIP program is conducted by members of Masonic Lodges inthe Boston 4th and Quincy 26th Masonic Districts in cooperation withthe Massachusetts Dental Society, the Quincy Police Department andthe Quincy Citizens Police Academy. It is estimated that over 200,000children have already participated in Masonic Youth Child Identification

Programs (MYCHIP) throughout Massachusetts.

The Toothprint impression is a relatively new means of identificationwhere the child bites down on a wafer, making a permanent, archivablerecord of their teeth. Toothprints were developed by Dr. David Tesini ofFramingham, a pediatric dentist who developed Toothprints as anothermeans of identifying a child that fingerprints alone may not guarantee.

Peter Banks, Director of the National Center for Missing and ExploitedChildren, was the first to suggest that the saliva on the Toothprint wafersmight be a suitable sample for nuclear DNA testing and scent recovery bybloodhound recovery dogs; both have been clinically documented. It hasbeen shown that 3 years after a toothprint has been taken, the saliva isstill viable for DNA testing. He also stated that, since the Toothprint

wafer is sealed in a zipper-type plastic bag, enough scent remains for atrained dog to identify and track it.

Masonic Youth Child Identification programs are held periodicallythroughout Massachusetts and may be sponsored by any group but aregenerally sponsored by local Masonic Lodges as part of their communityservice programs. Many school officials have requested that the programbe brought into the school systems in their municipalities.

When you consider the frightening statistics that over 1-million childrenare reported missing in the United States each year, there are over 100,000

attempted abductions by non-family members for the same period, andover 5,000 Americans remain unidentified, the value of this program isenormous.

Freemasonry is the oldest and largest fraternal organization in the world.The Grand Lodge of Massachusetts was established in 1733 and is thethird oldest Grand Lodge in the world. Today, there are over 50,000Freemasons in Massachusetts that meet in more than 275 individual Lodges

in cities and towns throughout the Commonwealth. Grand MasterJeffrey Black Hodgdon is the latest in a succession of distinguishedMassachusetts Freemasons to hold that office. Previous Grand Mastersinclude Revolutionary War patriots Paul Revere and General JosephWarren.


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Freemasons in North America contribute more than $2,000,000 each dayto charity. Freemasons operate the Shriners Burns Hospital in Boston wheremore than 750 severely burned children are admitted each year and treated

at no charge. Some 3,700 children are treated each year in the hospitalsclinic, again at no charge. Freemasons also operate the Shriners OrthopedicHospital in Springfield where children are treated at no charge.

Freemasons are responsible for collecting more than 80% of the bloodcollected by the Red Cross in Massachusettsmore than 20,000 pintsannually. They also provide more than $400,000 in scholarship assistanceannually. Masonic Lodges promote child safety through statewide ChildIdentification Programs. Masonic Lodges also sponsor and support theOrder of DeMolay for young men and the Order of Rainbow for youngwomen with several active chapters and assemblies here in Massachusetts.

For more information call 1-800-882-1020 or visit the Masonic YouthChild Identification Program (MYCHIP) web site at: www.mychip.org.

The following is sample copy for radio Public Service

Announcement (PSA):Massachusetts Freemasons in cooperation with the Massachusetts DentalSociety, the Quincy Police and the Quincy Citizens Police Academy inviteyou and your children, age 18 and younger, to participate in acomprehensive Child Identification Program on Tuesday evening, August1, 2000 (rain date is August 8th) from 6 PM until 8 PM as Quincyparticipates in National Night Out for crime prevention. Your child will

have a brief videotape interview, will be fingerprinted by police personnel,and will have a Toothprint impression and cheek swab made byprofessional dental personnel. All materials are given to the parents forsafekeeping. No copies are kept on file and the program is free to all. Itspiece of mind that is well worth your time. No appointment is necessary.

Just walk in, Tuesday, August first from 6 PM until 8 PM at the VeteransMemorial Stadium, Hancock Street and Southern Artery in Quincy.


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The following is sample copy for a newspaper calendar listing:

EVENT: Masonic Youth Child Identification Program

MYCHIPfeaturing Toothprints sponsored by MasonicLodges in the Boston 4th and Quincy 26th Masonic Districtsin cooperation with the Massachusetts Dental Society, theQuincy Police and the Quincy Citizens Police Academy aspart of Quincys participation in National Night Out forCrime Prevention.

DATE & TIME: Tuesday evening, August 1, 2000 from6 PM until 8 PM at Veterans Memorial Stadium, Hancock

Street and Southern Artery in Quincy. (Rain Date, Tuesday,August 8th).

DESCRIPTION: Children 18 and younger will have a briefvideotape interview, will be fingerprinted by police personnel,and will have a Toothprint impression and cheek swab madeby professional dental personnel. All materials are given tothe parents for safekeeping. No copies are kept on file and

the program is free to all.


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Area Operating Committee ChairmenMASONIC MYCHIP PROGRAM

January 5, 2005

1. Berkshire

Brian Rochelo915 Holmes RdPittsfield, MA 01201H: 413-447-9109W: [email protected]

2. Valley

Neil Hansen88 Maxwell RdMonson, MA 01057-9428H: 413) 283-8655Cell: 413) 335-3213FAX: 413) [email protected]

3. Wachusett

Charlie Montalbano205 Royalston RdPhillipston, MA 01331H: 978-249-2337W: 978-249-6786Fax: [email protected]

4. Worcester

Robbie Burnett43 Pine Tree DriveWorcester, MA [email protected]

5. Merrimack Valley

J. Charles (Charlie) Rutledge437 North AvenueHaverhill, MA 01830H: 978-372-6653Cell & Business:

978-337-3636(Easiest way to reach him)

[email protected]. North Shore

Paul Gartland46 Hawthorne CirclePeabody, MA [email protected]

7. Middlesex

Michael Davis91 Summer StreetStoneham, MA 02180H: [email protected]

8. East Middlesex

E. Donald Weiner140 Mill StMalden, MA 02148-7915H: [email protected]

9. North Metropolitan

See East Middlesex orNorth Shore


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10. Metropolitan

Art HapenneyPO Box 708

Norwood, MA 02062-3405Home/Office Phone:

781-762-6903Pager: [email protected]

11. South Shore

TBACall Peter Hall

12. Southeastern

TBACall Peter Hall

13. Cape Cod

Edwin Theis223 Hooppull RdMashpee, MA 02649H: 508-477-7935 (Phone)H: 508-477-7179 (Fax)[email protected]

Boston Project:

Steven M. Coan

99 Theodore Parker RoadWest Roxbury, MA [email protected]

Primary MYCHIP Contacts:

Chandos L. Bailey, IIIState Co-Director24 Pearl St.East Bridgewater, MA

02333-1742H: 508-378-2222Fax: [email protected]

James W. SpurrellState Co-Director135 Littlefield LaneMarlborough, MA 01752-1796H: 508-481-0523W: 781-899-0263Fax: [email protected]

Kenneth E. AtkinsAssistant Director(MYCHIP Areas 3,4,5,7)19 Adams StreetLittleton, MA 01460-1930H: [email protected]

Peter J. HallAssistant Director(MYCHIP Areas 10,11,12,13)64 Randolph StreetPO Box 123Canton, MA 02021-0123H: 781-821-1965W: 781-551-0066

W Fax: 781-828-9611Cell: [email protected]


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Irving ShapiroAssistant Director(MYCHIP Areas 5,6,8)2 Milk St ExtensionPeabody, MA 01960-6145H: [email protected]

Leslie P. LohnesAssistant Director(MYCHIP Areas 1,2)553 Springfield StWilbraham, MA 01095H: 413-596-4882W: [email protected]

Burgess E. Nichols

MYCHIP Coordinator,the Grand LodgeGrand Lodge186 Tremont St

(Masonic Building)Boston, MA 02111617-426-6040 x4214800-882-1020 x4214

Fax: [email protected]

Webmaster:Paul [email protected]

Grand Lodge PublicRelations Director:

Robert H. Huke, Jr.1-617-426-60401-800-882-1020 (in MA only)[email protected]

MYCHIP Equipment FacilitiesPickup & Return:

ASHLANDNorth Star Lodge54 Front StreetAshland, MA 01721Phone/Fax: (508) 881-4013

Primary Contact:

Bob WinterhalterH: [email protected]

Assistants:Scott C. RamgoolamH: [email protected]

Jeff Powers

H: [email protected]

FOXBOROUGHSt. Albans Lodge12 Rockhill StreetFoxboro, MA 02035Phone: 508-543-5325


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Primary Contact:Bill RobertsH: [email protected]

INDIAN ORCHARDIndian Orchard Lodge149 Berkshire Street

Indian Orchard, MA 01151Primary Contact:

Neil HansenH: 413-283-8655Cell: 413-335-3213Fax: [email protected]

GRAND LODGE

186 Tremont StreetBoston, MA 02111Voice: 617-426-6040Voice: 800-882-1020 (in MA)Fax: 617-426-6115

Information regarding

Clown Participation at a

MYCHIP Event:

From: Barry PattersonEmail: [email protected] you wish to have a Shrine clownat your MYCHIP event, you mustwrite a letter requesting clowns at

least 60 days before the event. Yourletter should be addressed to:

PotentateShriners AuditoriumPO Box 1008Wilmington, MA 01887-0578

This will filter down to BarryPatterson who will try to fill your

request.

freemasonry manual for mychip child id program

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