Reporting Instructions for Clubs

Updated:  July 29, 2016

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GFWC Virginia Statistical Form - Annual Club Record  Instructions and Forms

 

  1. SCOPE:  Club reports should cover work completed for the previous calendar year, January 1-December 31.  Make no projections, please.  

  2. DEADLINES:  Use the GFWC Virginia Reports Distribution Matrix found in the GFWC Virginia Yearbook on pages 95-99 and on the GFWC Virginia Website for the Who, What, Where, and When of reporting.  Reports postmarked past the deadlines will not be considered for awards.      

  3. FORMS:  

    • GFWC Virginia Statistical Form – Annual Club Record.  Found on the GFWC Virginia Website.  Complete one copy of the GFWC Virginia Statistical Form – Annual Club Record, filling in the statistics for ALL areas in which the club participated.  Utilize the space on page 3 of the form to summarize the club’s activities for the reporting year.  This document serves a two-fold purpose.  It provides the statistical data needed for club, district, and state reporting.  It also serves as a permanent record of activity, which will be bound and retained at GFWC Virginia Headquarters.   

    • GFWC Virginia Narrative Report Form.  Found in the GFWC Virginia Yearbook on pages 93S and on the GFWC Virginia Website.  For each reporting area for which the club wishes to be considered for awards, complete this narrative form describing what was done in that area.  Community Service Programs and Partnership Projects may not be reported on the same GFWC Virginia Narrative Report Form. GFWC Special Projects with Partners may be reported on the same GFWC Virginia Narrative Report Form.    

    • GFWC Virginia Dues and Contributions Form.   Found in the GFWC Virginia Yearbook and on the GFWC Virginia Website.  

    • GFWC Virginia Junior Contributions Form.   Found in the Junior Section of the GFWC Virginia Yearbook and on the GFWC Virginia Website. 

    • GFWC Virginia Junior Special Awards Forms and Award Descriptions.    Found in the Junior Section of the GFWC Virginia Yearbook and on the GFWC Virginia Website. 

    • District Dues Form – Found in the District Handbook.  Submit District Dues to the District Treasurer.  Do not send District Dues to GFWC Virginia Headquarters.  

  4. FORMAT:  All reports must be typed using 10 or 12 point font.   Additional instructions for completing the GFWC Virginia Narrative Report Form and the GFWC Virginia Statistical Form – Annual Club Record are found in the GFWC Virginia Yearbook Supplement on pages 91S-92S and on the GFWC Virginia Website.   

  5. REPORT:  Only club related or club sponsored programs and projects, or programs and projects approved by club vote, may be reported.  Report ALL such activities.  For club projects NOT listed in the GFWC reporting areas, determine where the project best fits and report the project there.  

ABSOLUTELY NO CROSS REPORTING IS PERMITTED.  Activities may not be reported in more than one area (Special Projects, Community Service Programs, and Advancement Areas).  The only exceptions are that a Community Improvement Program Entry and/or a State Project Report (Breast Cancer Awareness) may include project information reported in the GFWC reporting areas.

Community Service Projects are the programs and projects members initiate and participate in to serve their communities.  They do not include the programs and projects that support the GFWC Partners.

Partnership Projects are the programs and projects that support the organizations listed within each GFWC Program and Special Project area with whom GFWC has established a formal relationship and mutual understanding.  These organizations are listed in the GFWC Club Manual (online version), on the GFWC Virginia Statistical Form – Annual Club Record, and on the GFWC Projects At-A-Glance reporting tool.

Number of Projects is the number of programs and projects initiated by and participated in by the club.

Number of Members Participating is the total number of members who participated in the applicable programs and projects.  The total number of members can NEVER exceed the total number of members in the club.

Volunteer Hours is the total amount of time that ALL members worked on club approved programs and projects. Include preparation time and travel time. Travel time to and from regular meetings should NOT be included.

Dollars Donated is the monetary amount given to programs and projects.

In Kind Donations reflect the monetary value for goods provided to programs and projects.  Please refer to the GFWC In Kind Donation Guide posted on the GFWC Virginia Website for an estimated value of commonly donated items.  In Kind Donations also include unreimbursed mileage at the rate currently used by GFWC Virginia.

Dollars Spent are the costs incurred by members or the club to achieve the Advancement Area goals.

Dollars Raised reflect the dollars earned from Fundraising and Development programs and projects.

Fundraising Projects are to be reported to Fundraising and Development.

GFWC Virginia State Project:  Breast Cancer Awareness projects are to be reported under Health. 

ALL Leadership Hours and Dollars Spent are to be reported at the club level.  This includes the Leadership Hours and Dollars Spent for state and district officers and chairmen.

  1. AWARDS:  All state and district awards are based on club size categories and will be judged according to the number of club members on which dues were paid as of May 31 of the previous year.     

    • Clubs that wish to be considered for state and district awards must submit a GFWC Virginia Narrative Report Form with the GFWC Virginia Statistical Form – Annual Club Record to the applicable District Chairmen.

    • Clubs that wish to be considered for special GFWC awards/contests must comply with the criteria and deadlines set forth in the GFWC Club Manual and mailed to addresses shown there.

    • Junior clubs that wish to be considered for Junior Special Awards on the state level must comply with criteria and deadlines set forth in Junior Section of the GFWC Virginia Yearbook and mailed to the addresses shown there.

    • Club size categories for judging at the district level are established by the districts.

    • Club size categories for judging at the state level are:

Junior Clubs: Small:  1-12 members
  Large:  13 or more
General Clubs: Small:  1-25 members
  Large:  26 or more members