Reporting Instructions for District Chairmen

 Reports Distribution Matrix  |  Narrative Instructions  |  GFWC Reporting Guidelines  |  GFWC Virginia Reporting Matrix

RECEIVE REPORTS:

• You will receive a club reporting packet for your reporting area(s), postmarked January 25 or earlier, from the clubs reporting in your District.

  • General clubs will submit reports to the appropriate District Chairman.

  • Junior and Juniorette clubs will submit reports to the appropriate District Junior Chairman.  

  • If there is no District Junior Chairman, Junior and Juniorette clubs will submit reports to the appropriate District Chairman.

• Each reporting packet will include:

  • Compilation of the club statistical information recorded on a GFWC Report Form. Club Narrative Report(s) summarizing the project information for your area(s), recorded on GFWC Virginia Narrative Report Form(s). 

  • Club Narrative Reports are optional and may not exceed two (2) pages.  Community Service Program Partnership Projects and Collaboration Projects may NOT be reported on the same Narrative Report.

 

READ REPORTS:

• Review each club’s GFWC Report Form to confirm that the statistical information is listed correctly. 

• Read each club’s Narrative Report.  Take note of the projects that are of interest.

 

COMPILE REPORTS:

• Prepare the District Compilation for your reporting area(s) on a GFWC Report Form.

  • Total the statistics from the club GFWC Report Forms received.

  • Transfer those totals to the appropriate line(s) on a GFWC Report Form.

• FOR EACH OF YOUR REPORTING AREAS, prepare a District Narrative Report on a GFWC Virginia Narrative Report Form.

  • Summarize the projects reported.  Be sure to include what you did as District Chairman.      

  • Community Service Program Partnership Projects and Collaboration Projects may NOT be COMBINED on the District Narrative Report. 

  • District Narrative Reports may not exceed three (3) pages.

• Prepare a District Report Cover Sheet for each Narrative Report, which includes your name, contact information, reporting area, list of clubs that did not report (General, Junior, and Juniorette) and any other information requested by the State Chairman.

• Follow any additional instructions that may be received from the State Chairman for your reporting area(s).

 

SUBMIT REPORTS:

• District Chairmen submit District Reports, postmarked February 20 or earlier.

  • Mail one (1) copy of your District Report(s) (Cover Sheet, District Compilation, and Narrative Report), one (1) copy of each GFWC Report Form, and one (1) copy of ALL GFWC Virginia Narrative Report Forms received from each club reporting (General, Junior and Juniorette) to the State Chairman for your area(s).

  • Mail one (1) copy of your District Report(s) (Cover Sheet, District Compilation, and Narrative Report) to the District President.

  • Retain one (1) copy of your District Report(s) (Cover Sheet, District Compilation, and Narrative Report), one (1) copy of each GFWC Report Form, and one (1) copy of ALL GFWC Virginia Narrative Report Forms received from each club reporting (General, Junior and Juniorette) for your files.

• District Junior Chairmen submit District Junior Reports, postmarked February 10 or earlier.

  • Mail one (1) copy of your District Junior Report(s) (Cover Sheet, GFWC Report Form, and Narrative Report), two (2) copies of each GFWC Report Form, and two (2) copies of ALL GFWC Virginia Narrative Report Forms received from each Junior club reporting to the District Chairman for your area(s).

  • If there is a State Junior Chairman for your area, mail one (1) copy of your District Junior Report (Cover Sheet, GFWC Report Form, and Narrative Report), one (1) copy of each GFWC Report Form, and one (1) copy of ALL GFWC Virginia Narrative Report Forms received from each Junior club reporting to the State Junior Chairman.

  • Mail one (1) copy of your District Junior Report(s) (Cover Sheet, GFWC Report Form, and Narrative Report) to the District Director of Junior Clubs.

  • Retain one (1) copy of your District Junior Report(s) (Cover Sheet, GFWC Report Form, and Narrative Report) and one (1) copy of ALL GFWC Virginia Narrative Report Forms received from each Junior club reporting for your files.

 

JUDGE REPORTS:

Awards criteria and judging procedures for district level awards are established by the District.

 

GFWC REPORTING ONLINE:

• The GFWC Report Form is available for online reporting, but it will be received only at the national level.  You will receive a copy of the GFWC Report Form by email that can be used to fulfill the requirements of District and State.

• District Reports (Cover Sheet, Compilation, and Narrative Report) must be submitted by mail to the State Chairmen.

• Additional information has been posted on the GFWC Website.