Reporter’s Notebook Guidelines on how to fill up the annual report form

Why? 1. Identify To identify the available resources (manpower, capital, financial resources) of the organization

Why? 2. Evaluate to evaluate past performance, know the strengths and weaknesses.

Why? 3. Develop to develop better plans for the coming school year.

Article VII: The Powers and Duties of the SSG officers Sec. 2: The SSG shall have the following functions and responsibilities n. Turn-over the financial assets, papers, documents, properties, and other responsibilities to the incoming Student Government Officer and, m. Submit financial and accomplishment reports to the school authorities on a monthly basis. Terminal report must be to the school authorities and the incoming SSG officers during the turn-over of responsibilities.

What is an annual report outline? Systematic presentation of the SSG at the end of the year Summary of accomplishments Follow up of the Action plan Documentationfor the term Serves as transparency between SSG, School Administration and Student Body

ANNUAL REPORT OUTLINE II. Table of Contents I.Title Page III. Officers’ and Adviser’s Profile IV. Directory of Officers and Adviser V. Approved General Plan ofAction/Submitted General Plan of Action VI. President’s Report VII. Treasurer’s Report VIII. Appendices

Title Page

ANNUAL REPORT OUTLINE II. Table of Contents I.Title Page III. Officers’ and Adviser’s Profile IV. Directory of Officers and Adviser V. Approved General Plan ofAction/Submitted General Plan of Action VI. President’s Report VII. Treasurer’s Report VI. Appendices

Table of Contents Indicates the specific contents and in what specific page they are found

ANNUAL REPORT OUTLINE II. Table of Contents I.Title Page III. Officers’ and Adviser’s Profile IV. Directory of Officers and Adviser V. Approved General Plan ofAction/Submitted General Plan of Action VI. President’s Report VII. Treasurer’s Report VI. Appendices

Officers and Adviser’s Profile

ANNUAL REPORT OUTLINE II. Table of Contents I.Title Page III. Officers’ and Adviser’s Profile IV. Directory of Officers and Adviser V. Approved General Plan ofAction/Submitted General Plan of Action VI. President’s Report VII. Treasurer’s Report VI. Appendices

Directory of Adviser’s and Profile

ANNUAL REPORT OUTLINE II. Table of Contents I.Title Page III. Officers’ and Adviser’s Profile IV. Directory of Officers and Adviser V. Approved General Plan ofAction/Submitted General Plan of Action VI. President’s Report VII. Treasurer’s Report VI. Appendices

Approved General Plan of Action (Submitted General Plan of Action) This part of the report includes a list of proposed Projects, Programs and Activities to be implemented for the whole school year.

Indicate in the second column the nature of the project whether it is academics, networking, advocacy, social involvement, recreation and leisure.

ANNUAL REPORT OUTLINE II. Table of Contents I.Title Page III. Officers’ and Adviser’s Profile IV. Directory of Officers and Adviser V. Approved General Plan ofAction/Submitted General Plan of Action VI. President’s Report VII. Treasurer’s Report VIII. Appendices

President’s Report Consists of two parts – Summary of Accomplishments – Compilation of Supporting Documents The part may be called as President’s reportbut the other officers are also needed to complete this part of the annual report.

Summary of Projects Implemented Note that the table must include projects that – were accomplished but not on the action plan – were on the action plan but not executed Projects can be arrange according to its nature for the report to appear more organized.

Compilation of Supporting Documents The secretary must have the copies of the minutes, resolutions, project proposals and other important files. Feedback from the officers after each event or evaluations must also be collated.

Compilation of Supporting Documents This part must include the copies of: – The project proposal – project approval – post narrative report

Compilation of Supporting Documents For each project, include: – sample programme/invitation – posters/announcements – At least 5 event pictures (with caption) – attendance – evaluation of the activity

ANNUAL REPORT OUTLINE II. Table of Contents I.Title Page III. Officers’ and Adviser’s Profile IV. Directory of Officers and Adviser V. Approved General Plan ofAction/Submitted General Plan of Action VI. President’s Report VII. Treasurer’s Report VIII. Appendices

Treasurer’s Report Four parts of the Treasurer’s Report – Statement of Cash Flow (for one year) – Statement of Cash Flow (per quarter) – Liquidation Report (per project) – Copies of the official receipts

Statement of Cash Flow (for one year) This should include cash INFLOW, cash OUTFLOW and cash NET FLOW.

Statement of Cash Flow (for one year) Cash Inflow – money that the organization received from projects, sponsors, and/or solicitation. Cash Outflow – money paid by the organization for the projects. Net FLOW = Cash Inflow- Cash Outflow

More on treasurer’s report Cash flow reporting must show the continuous flow of the funds from one period after another (e.g. net cash flow from the previous SSG Officers as forwarded balance)

Statement of Cash Flow (per quarter) This should include cash INFLOW, cash OUTFLOW and cash NET FLOW.

Liquidation Report (per project) This will include approved budget, actual expense, and excess cash.

Copies of the official receipts To follow each project liquidation report Purpose – To support the stated expenses

Specific tasks… The TREASURER must: – take note of every expenses made – keep the receipts for compilation – Do the accounting

Specific tasks… The AUDITOR must: – Counter check the liquidation reports OTHER OFFICERS must: – Make sure to hand over the receipts – Report the right amount of expenses

ANNUAL REPORT OUTLINE II. Table of Contents I.Title Page III. Officers’ and Adviser’s Profile IV. Directory of Officers and Adviser V. Approved General Plan ofAction/Submitted General Plan of Action VI. President’s Report VII. Treasurer’s Report VIII. Appendices

Appendices This part includes: – Organizational Achievements – Individual Officer Recognition

Activity Time!!!

POSSIBLE ANSWERS

Complete the Approved General Plan of Action (Table) Project Title and Theme Title: Stepping Up as One Theme: Military Theme Nature of Project Advocacy, networking

Complete the Approved General Plan of Action (Table) Date and Venue Wowoweeschool grounds, July 26, 2010 Main Objective(s) - To develop the leadership skills of the participants -To promote unity amongst the student leaders

Complete the Approved General Plan of Action (Table) Collaboration AteneoStudent Trainers Target Participants 55 student council officers, class officers and club officers

Complete the Approved General Plan of Action (Table) Project Cost Php10000 Evaluation Tool Evaluation forms

Complete the President’s report (Table) Date and Venue Wowoweeschool grounds, July 26, 2010 Project Title and Theme Title: Stepping Up as One Theme: Military Theme

Complete the President’s report (Table) Project Highlights Leadership talks and workshops Nature of the Project Networking, advocacy

Complete the President’s report (Table) Budget Used Php Source of Budget Participation fee = (55*200) = 11000

Cash Inflow/s: Participant’s fee Cash Outflow/s: payment for food facilitator’s and volunteer’s fee

CONGRATULATIONS! You now know how to fill the Annual Report Form!