1. Reporting Workshop January 9, 2015 GFWC-SC Winter Warm Up JULIET M. CASPER, SECOND VICE PRESIDENT

2. Reporting tells the history of your club and ultimately the history of our state. Statistics are compiled at the national level allowing GFWC to receive grants and partnerships with national organizations. It documents your Club’s 501c3 non-profit status. Why Report? JULIET M. CASPER, SECOND VICE PRESIDENT

3. ›Report your club’s activities in the appropriate program/ project area. ›Only report activities from January 1, 2015– December 31, 2015. ›Report hours spent by each member in club sponsored/ endorsed programs and projects. › Do compile and use ALL of your club activities for the total statistics you report on the GFWC Statistical Form. General Guidelines JULIET M. CASPER, SECOND VICE PRESIDENT

4. ›Hours are the woman-hours spent on any activity. ›Example: a meeting program on breast cancer awareness that is presented for 1 hour to 30 club members generates 30 hours. Therefore, 30 hours is reported as the “volunteer hours” for that project. › Often forgotten hours : All District and State officers and chairmen are members of clubs. These women should list all the hours (and unreimbursed dollars) that they spent fulfilling their obligations to the District or State, and this list should be part of their clubs’ Leadership report. Hours

5. JULIET M. CASPER, SECOND VICE PRESIDENT ›Be sure that the total number of volunteers listed in the heading of your Statistical Form and Narrative Report Form does not exceed the number of members in your club as of May 31, 2015. ›If 15 members participated in one activity and 20 participated in another, you cannot report 35 members participating if there are only 30 in your club! Number of Volunteers

6. ›Please include a Narrative for each report. ›Narratives should support your statistical data and cannot exceed three single spaced typed pages. ›We want to hear about your club favorite projects, new projects tried, or a project that shows your club’s creative side. ›Narratives provide material for the Chairmen when they submit their report to GFWC. Narratives JULIET M. CASPER, SECOND VICE PRESIDENT

7. › No. Do not report a project in more than one program area. (Example: A human trafficking donation may be included in International Outreach report or Domestic Violence, but not both.) Use best judgment as to your club’s purpose for doing the project. › BUT, you can split report a project in one program area and one advancement area, perhaps altering the narrative a bit. Can I double report?

8. JULIET M. CASPER, SECOND VICE PRESIDENT ›Your club held an Ice Cream Social to raise money to buy a piece of equipment for a local hospital. You would report the details of the event and how much you raised under Fundraising and Development; any in-kind dollars spent for the fundraiser would also be reported there. ›You would then report what you did with the money raised - you donated the equipment - and the value of the equipment as a Community Service Project. Example

9. JULIET M. CASPER, SECOND VICE PRESIDENT ›All fundraising activities should be reported under the Fundraising and Development Advancement Area. The dollars are reported as “Dollars Raised” and “In- Kind Donations”, the latter being in-kind donations associated with the fundraiser. ›What your club does with the money it raises is reported in the applicable Community Program or Special Project: Arts, Conservation, Education, Home Life, International Outreach, Public Issues, Domestic Violence or Advocates for Children. Fundraising

10. JULIET M. CASPER, SECOND VICE PRESIDENT ›In the Advancement Areas (except Fundraising) the dollar amounts reflect the “Dollars Spent” associated with the activity. Example: Dollars spent by the club for a membership recruitment event. Advancement Areas

11. *Was the project successful? Were goals met? *Were other organizations involved? *Originality, Initiative, Execution, Participation. *Statistics: Dollars and Hours included. *The significance of the project. *How were obstacles overcome? What are the Chairmen Looking for… JULIET M. CASPER, SECOND VICE PRESIDENT

12. ›Don’t be wordy! Judges get tired to reading a lot of reports and will start to skip through long paragraphs and miss details. So get to the point. ›Use BOLD Font on important words, dollars, etc. Make it Easy to READ

13. Can the listener understand and follow your report? Does your language hold their attention? Read the report Out Loud JULIET M. CASPER, SECOND VICE PRESIDENT

14. ›GFWC Community, Advancement and Special Projects Reports due FEBRUARY 1 st ›GFWC-SC Club Statistical Form and State Narrative Entries with cover sheet marked for Judging due FEBRUARY 1 st ›Mail TWO copies of each report to ME (or email the report to me and just mail one copy). Junior Clubs send one additional copy of each report to Katie along with the Honor Sheet. ›State and District Report Forms, Rating Sheet and Contribution Sheet due MARCH 15. Reporting Checklist JULIET M. CASPER, SECOND VICE PRESIDENT

15. ›Club reports are sent to the state chairmen for judging. ›Chairs send the winning entries to their GFWC Counterpart by MARCH 15. ›State President uses the data from the Statistical Reports and Chairmen reports to compile her report for GFWC. What Happens to Your Club Report JULIET M. CASPER, SECOND VICE PRESIDENT

16. ›Information Sheet ›GFWC Chairmen Contact Information ›Report Information from Club Manual ›State Award Entry Cover Sheet ›Club Creativity Award Entry Cover Sheet ›Winners Sheet ›Membership Report ›Certificates and Stickers State Chairmen Packet JULIET M. CASPER, SECOND VICE PRESIDENT