Reporting Instructions for Clubs

Reports Distribution Matrix | Narrative Instructions | GFWC Reporting Guidelines
Reporting of Fundraising on the GFWC Report Form | GFWC Virginia Reporting Matrix | GFWC Projects At-A-Glance

1. SCOPE: Club reports should cover work done for the previous calendar year, January 1-December 31. Make NO PROJECTIONS, please.

2. DEADLINES: Use the GFWC Virginia Reports Distribution Matrix posted on this website for the Who, What, Where, and When of reporting. Reports postmarked past the deadlines will not be considered for awards.

3. FORMS:

GFWC Report Form (now the GFWC Reporting Form) – Posted on this website. Complete one copy of the GFWC Report Form, filling in the statistics for ALL areas in which the club participated. If you are submitting a narrative describing your work in an area, mark an “X” in the “Narrative Enclosed” column.
GFWC Virginia Narrative Report Form – Posted on this website. For each reporting area for which you checked the “Narrative Enclosed” column on the GFWC Report Form, complete this narrative form to describe what was done in that area. The Narrative Report may not exceed 2 pages, single-spaced, front side only. DO NOT COMBINE THE COLLABORATION PROJECTS AND PARTNERSHIP PROJECTS ON THE SAME NARRATIVE REPORT.
GFWC Virginia Annual Club Record – Posted on this website. Each Club President should compile the information to complete the statistics requested on the front of the Record and use the back to summarize the club activities for the year. This Record (front and back), will be bound as a permanent record and retained at GFWC Virginia Headquarters.
GFWC Virginia Dues and Contributions Form – Posted on this website.
GFWC Virginia Junior Contributions Form – Posted on this website.
GFWC Virginia Junior Special Awards Forms and award descriptions – Posted on this website.
District Dues Form – Found in the District Handbook. Submit District Dues to the District Treasurer. PLEASE DO NOT SEND DISTRICT DUES TO GFWC VIRGINIA HEADQUARTERS.

4. FORMAT: All reports should be typed using 10 or 12 point font only. Do not reduce the print. Additional instructions for completing the GFWC Virginia Narrative Report Form are posted on this website.

5. REPORT: Only club related, sponsored, or approved by vote programs and projects may be reported. ABSOLUTELY NO CROSS REPORTING IS PERMITTED. The Community Improvement Program Award Entry may include information reported in the GFWC reporting areas (Special Projects, Community Service Programs, and Advancement Areas). Report ALL club activities. For club projects NOT found in the GFWC reporting areas, determine where the project best fits the objectives and report the project there.

Number of Projects – Should be the number of the programs and projects initiated by and participated in by the club.
Number of Members Participating – Should be the number of members who took part in the respective programs and projects. THE TOTAL NUMBER OF MEMBERS PARTICIPATING SHOULD NEVER EXCEED THE TOTAL NUMBER OF DUES PAYING CLUB MEMBERS.
Volunteer Hours – Should be the total number of hours that club members worked on the respective programs and projects. Include preparation time (phone calls, meetings, set up and clean up time, etc.) and travel time. Travel time to and from regular meetings should NOT be included.
Dollars Donated – Should be the monetary amount donated by the club and by others through the club (grants) to organize and fund the respective programs and projects.
In Kind Donations – Should be the monetary values for goods provided. Please refer to the In Kind Donation Guide. Do not include mileage as an in kind donation.
FUNDRAISING PROJECTS MAY BE REPORTED TO FUNDRAISING OR TO THE APPLICABLE COMMUNITY SERVICE PROGRAM, SPECIAL PROJECT, OR ADVANCEMENT AREA.
THE GFWC VIRGINIA STATE PROJECT: TAKE TIME TO SAVE A CHILD ACTIVITIES ARE TO BE REPORTED TO THE GFWC SIGNATURE PROJECT: DOMESTIC VIOLENCE AWARENESS.
ALL LEADERSHIP HOURS AND DOLLARS ARE TO BE REPORTED AT THE CLUB LEVEL. This includes the leadership hours and dollars for state and district officers and chairmen.

6. 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 Report Form to DISTRICT Chairmen.
Clubs that wish to be considered for special GFWC awards must comply with the criteria and deadlines set forth in 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, deadlines and mailing instructions detailed in the Junior Section of the GFWC Virginia Yearbook and posted on this website.
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: 1-18 members
	Large: 19 and over members
General Clubs:	Small: 1-39 members
	Large: 40 and over members