Reporting Instructions for State Chairmen

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

 

RECEIVE REPORTS:

• You will receive a reporting packet for your reporting area(s) from each of eight (8) District Chairmen, postmarked February 20 or earlier.  

• Each reporting packet will include the following for each reporting area of each District Chairman:

  • District Chairman’s Report Cover Sheet, which includes Chairman's 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.

  • District Chairman’s Compilation of the club statistical information reported for their area(s), recorded on a GFWC Report Form. District Chairman’s Narrative Report summarizing the project information reported for their area, as well as what they have done as District Chairman, recorded on GFWC Virginia Narrative Report Form. 

  • District Narrative Reports may not exceed three (3) pages.  Community Service Program Partnership Projects and Collaboration Projects may NOT be reported on the same Narrative Report. 

  • A copy of the GFWC Report Form and ALL optional GFWC Virginia Narrative Report Forms submitted by each General, Junior, and Juniorette club reporting.

 

READ REPORTS:

• Review each District Report to confirm that the statistical information recorded on the GFWC Report Form is correct.  Read each District Narrative Report, taking note of projects that catch your interest.  

• Review each club’s GFWC Report Form to confirm that the statistical information is listed.  Read each club’s Narrative Report.  Take note of the projects that caught your interest on the District Narrative Reports and identify any new projects of interest that may not have been included.

 

COMPILE REPORTS:

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

  • Total the statistics from the eight (8) District GFWC Report Forms received.

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

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

  • Summarize the projects reported.  Be sure to include what was done by the District Chairmen and what you did as State Chairman.     

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

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

• Prepare a State Report Cover Sheet, which includes your contact information.  

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

 

SUBMIT REPORTS:

• By March 15

  • Mail one (1) copy of your State Report(s) (Cover Sheet, GFWC Report Form, and Narrative Report) to the GFWC Chairman for your area(s).

  • Mail one (1) copy of your State Report(s) (Cover Sheet, GFWC Report Form, and Narrative Report) to the GFWC Virginia President (at her home address).

  • Retain one (1) copy of your State Report(s) (Cover Sheet, District Compilation, and Narrative Report), one (1) copy of 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.

 

JUDGE REPORTS:

Clubs that wish to be considered for awards on the state level must submit a GFWC Virginia Narrative Report Form with the GFWC Report Form.  

• Select the winners for state awards in your reporting area(s).

  • Club size categories for the State level awards

    • General Clubs

      • Small: 1-39 members

      • Large: 40 and over members

    • Juniors Clubs

      • Small: 1-18 members

      • Large: 19 and over members

    • For combined judging (General Clubs and Junior Clubs judged together), use the club size categories for General Clubs

  • For the Community Service Programs: Arts, Conservation, Education, Home Life, Health, International Outreach, Public Issues

    • Best Overall:

      • General Clubs and Junior Clubs judged together: Small Club Category

      • General Clubs and Junior Clubs judged together: Large Club Category

    • Best Single Project, Partnership:

      • General Clubs and Junior Clubs judged together: Small Club Category

      • General Clubs and Junior Clubs judged together: Large Club Category

    • Best Single Project, Collaboration:

      • General Clubs and Junior Clubs judged together: Small Club Category

      • General Clubs and Junior Clubs judged together: Large Club Category

  • For the Advancement Areas: Communication and Identity, Fundraising, Leadership, Legislation and Public Policy, Membership, Women’s History and Resource Center

    • Best Overall:

      • General Clubs and Junior Clubs judged together: Small Club Category

      • General Clubs and Junior Clubs judged together: Large Club Category

    • Best Single Project

      • General Clubs: Small Club Category

      • General Clubs: Large Club Category

      • Junior Clubs: Small Club Category

      • Junior Clubs: Large Club Category

  • For the GFWC Signature Project:

    • Best Overall:

      • General Clubs and Junior Clubs judged together: Small Club Category

      • General Clubs and Junior Clubs judged together: Large Club Category

    • Best Single Project

      • General Clubs: Small Club Category

      • General Clubs: Large Club Category

      • Junior Clubs: Small Club Category

      • Junior Clubs: Large Club Category  

• Submit a list of the winning clubs and a brief statement of why the club was selected.  (Format instructions and deadline will be received after January 15.)

  • State Chairmen submit list to the GFWC Virginia First Vice President/President-elect.

  • State Junior Chairmen submit list to GFWC Virginia Assistant Director of Junior Clubs.

 

SPECIAL INSTRUCTIONS FOR STATE JUNIOR CHAIRMEN:

• Prepare a State Junior Report (Cover Sheet, Compilation, and Narrative Report) as outlined in the reporting instructions for State Chairmen.

  • Leadership and Membership

    • Submit State Junior Report to the State Chairman by February 25

  • GFWC Virginia Junior State Project: Camp Easter Seals Virginia UCP

    • Submit State Junior Report to the State Health Chairman by February 25

  • GFWC Junior Special Project: Advocates for Children

    • Submit State Junior Report to the GFWC Chairman by March 15

 

GFWC AWARDS:

• A $50 award will be given annually to one club in the nation for each reporting area to recognize creativity in implementing the GFWC objectives.  The award is based on narrative reports.  State Chairmen should forward the winning State entries to the GFWC Chairman for their area(s).

• GFWC awards will be presented annually for each reporting area to one (1) state federation in each GFWC membership category to recognize outstanding achievement. 

 

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 State.  

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

• Additional information has been posted on the GFWC Website.