GFWC Virginia - Reporting Instructions

Reporting Matrix  |  Narrative Instructions   |  GFWC Reporting Guidelines

1.   SCOPE – Club reports should cover work done for the previous calendar year:  Jan. 1 – Dec. 31. NO PROJECTIONS, please.

2.   DEADLINES – Use the GFWC Virginia Reporting Matrix on pages 93S-95S of the GFWC Virginia Yearbook for the Who?  What? Where? and When? of reporting.  Reports received past the deadlines will not be considered for awards.

3.   FORMS:

*These forms are available on the GFWC Virginia website.

4.    FORMAT – All reports should be typed using 10 or 12 pitch type only – Please do not reduce print.  See details for narrative report form in this yearbook on page 96S.

5.   Only club related/sponsored or approved by vote projects and programs may be included in reports.   

ABSOLUTELY NO CROSS REPORTING.  The Community Improvement Contest Entry may include information reported on the GFWC Program Reports. Report ALL club activities. For club projects NOT found in GFWC program areas, determine where the project best fits objectives and report the project there.

  • Hours – Volunteer hours are computed by adding up the total number of hours spent on a program/project by each member.  Include preparation time (phone calls, meetings, set up and clean up time, etc.) and travel time. Travel to and from regular meetings should not be included.

  • Money – On the GFWC Program reports “Dollars” includes money donated by the club, money donated by others through the club (grants), and the estimated value of gifts (in-kind) donated by the members and through the club by others.

  • Number of Members Participating – Should be the number of members who participated in the applicable programs/projects.  IN NO CASE SHOULD THE NUMBER EVER EXCEED THE TOTAL NUMBER OF MEMBERS IN THE CLUB.

  • Programs/Projects – Count the number of programs/projects sponsored by club in each program area.

  • Leadership hours/dollars for all club, district and state chairmen and officers will be reported at the club level.

 

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

  • Clubs that wish to be considered for state/district awards MUST SUBMIT narrative report forms with GFWC Report Form to DISTRICT Chairmen.

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

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

  • District size categories are established at the District level.

  • State Size categories are:

Junior Clubs:           Small:  1-18 members

 Large:  19 and over members

General Clubs:         Small:  1-34 members

 Large:  35 and over members

 

Instructions for Completing GFWC Virginia Narrative Report Form, found on page 97S of the GFWC Virginia Yearbook Supplement:

Note:  Narrative reports are OPTIONAL. However, to be considered for district and/or state awards, narrative reports must be submitted.

1.      Fill in contact information requested on top of form in case District/State Chairmen need to contact preparer for more details on a project and in case the narrative report is detached from GFWC Report Form and/or cover sheet.

2.      On each narrative form type in the specific GFWC Department Program area. Tell what your club did in that specific program area only. Use SEPARATE forms for each program area.   (i.e. Do not report Helping Hands, Focus on Health, and Focus on Financial Issues on the same narrative report.)

  • First, report club activities listed in GFWC Program objectives in the particular program area. (Follow the order in which GFWC Program objectives are listed.)

  • Next, report club activities that are not listed as GFWC Program objectives. Clubs must choose the program area that most closely relates to GFWC Program area for these activities.

3.      Describe all pertinent information by telling the story of the how, where, when and why.  Realize that as narratives go on to each level, a chairman may not know what you mean by Camp Easter Seals or Operation Smile.  They may know nothing about the organization or a particular project supported by that organization.

4.      After describing each activity, include hours/money/members. After completing narrative report, total all statistics for program area and enter on GFWC Report Form. Number of members should NEVER exceed total membership reported on GFWC Report Form.

5.      Narratives must be typed, one side, using font size 10 or 12, no reduced print, limited to two (2) pages per GFWC Program area.  No attachments allowed.

 

Instructions for Completing GFWC Report Form, found on page 101S-102S:

1.  Fill in contact information requested on top of the form in case the District/State Chairmen need to contact preparer for more details on a project and in case the narrative report is detached from the GFWC Report form and/or cover sheet.

2.  Total statistics and enter on the GFWC Report Form.

3.  Mark an “X” in the “Narrative Enclosed” column for each narrative report submitted.

4.  Highlight the line of the program area that you are sending to the appropriate District Chairman along with the corresponding narrative.

 

Instructions for Mailing Reports:

1.  Use GFWC Virginia Reporting Matrix, pages 93S-95S, for all mailing instructions.

2.  Clubs:  Mail your club reports to the appropriate District Chairman, not to the State Chairman as instructed on the GFWC Report Form.