1. Biennial Self Assessment
Nuts and Bolts

2. Agenda Self Assessment Survey Document Submission
Holly Jones, Director of Member Services
Document Submission
Lisa Grills, Director of Member Services
Sarah Thompson, Director of Member Services
Matt Preiss, Director of Information Technology
Timeline and Contacts

3. Self Assessment Survey
The Biennnial Self Assessment is a membership requirement:
Article III. A.4 f) Review Each Local Association shall participate in applicable YWCA review process.
This is the third self-assessment and document collection process.
The process involved two steps: self-assessment survey and document collection
The self-assessment and document collection is part of the comprehensive review process. Review, as you might recall, is one of the membership requirements as specified in the YWCA USA bylaws. This is part of what will be a two-step process: 1) an annual self assessment survey and document submission and 2) an onsite comprehensive review once every 4 years which is yet to be developed.
You will have two month to complete this process. We are being very firm with the deadline. Failure to submit may result in not being able to access membership benefits like Stipends.

4. Self Assessment Survey
This year’s questions focus solely on Membership Requirements
Apply equally to every YWCA association
This year’s survey is soley about 1) Membership Requirements are questions that relate to the membership requirements in the YWCA USA bylaws and applies equally to every YWCA association In other words, every association will either meet the requirements or will come up with an action plan on how they will meet the requirements in the coming year.

5. Self Assessment Survey
Membership Requirements
This process allows us to determine your compliance with the membership requirements as established in the YWCA USA bylaws:
Article III. A.4 a) Organization
Article III. A.4. b) YWCA Mission
Article III. A.4. c) Diversity
Article III. A.4 d) Women 30 Years of Age and Under
Article III. A.4 e) Certain Operational Standards
Article III. A.4 f) Review
Article III. A.4 g) Support Fees
Article III. A.4 h) Trademark Use
Article III. A.4 i) YWCA Retirement Fund
Article III. A.4 j) Individual Membership in Local Associations.
Article III. A.4 k) Branding Requirements
YWCA local associations are members of the YWCA USA. Membership requirements reflect this basic level of a capacity a local association needs to meet in order to be a YWCA.

6. Self Assessment Survey
Content of the Survey
Comprised of a series of yes or no questions.
Complete with a small team of staff and board (3-4 people).
Mark yes if association generally meets the full description of assessment category.
If you mark no, use the comment section to note if there are parts you do meet or plans to address this issue.
If there are multiple statements, use comment section to clarify.
Pull a small team together. The value of a team is that you have different opinions and different perspectives – so not only will you be able to work on answering your questions but you will all learn from each other in the process.
Some statements have multiple parts and even if you mark no, you might be doing some parts – please note in comments section

7. Self Assessment Survey
Tips for Completion
Must complete each page before advancing to the next page
Entire survey must be completed in one session. Estimated 15 minutes if the survey is reviewed in advance
Memo contains lots of items – link to survey monkey, link to PDF and landing page.
Once you complete the survey, you will receive notification.
Survey and documents are due May 31
Pull a small team together. The value of a team is that you have different opinions and different perspectives – so not only will you be able to work on answering your questions but you will all learn from each other in the process.
Some statements have multiple parts and even if you mark no, you might be doing some parts – please note in comments section
As you progress through the survey you will note that the membership requirements are spread throughout the documents and are included in the different organizational capacity elements. They are easy to pick out – they are the ones in bold persimmon. The other capacity statements are in black.

8. Self Assessment Survey
Questions?

9. Document Submission
Why are local associations being asked to submit documents?
Some documents (example: bylaws) are required by the bylaws; others help determine compliance with membership requirements and establish the local association’s organizational capacity.
This process will centralize the collection of documents in one place. Both the YWCA USA and local association can access and see the documents.
After completing the survey you will be ready for document submission.
The documents are part of your membership requirements and are a good process for maintaining best practices and establishing capacity. This also allow the YWCA USA to store association documents in one location.

10. Document Submission What documents will I be required to submit?
Association Bylaws
Strategy-level Guiding Document
Operational Work plan for Current Year.
Fund Development Plan
Current Board Roster *template provided*
2014 Form 990
2014 Audit or Review
Statement of Financial Activities
Statement of Financial Position
Completed Financial Ratio Worksheet *template provided*
Current Annual Budget
Brand Examples
These are the documents requested for The instructions will provide you with detailed information about exactly what we are requesting. As you will see from this list, two of the documents require use of a template provided by YWCA USA.

11. Document Submission Standard File Naming
This year we are requesting a standard file naming process. Please follow the guidelines in the Self Assessment Memo to properly name your files for upload.
ST_Association_document
Examples: MI_MetroDetroit_Bylaws
Suggestion: Creating a file on your computer titled Self Assessment 2016 and inserting all the requested files with the standardized names into this file for ease in uploading to the Sharefile site.

12. Document Submission Board Roster Template
2016 YWCA USA Assessment: Board Roster Template
YWCA
YWCA Name (ST)
Completed by:
Annual Mtg Month: Use Drop Down
No.
First Name
Last Name
Board Position Use drop down
Phone Number
Term Serving in Years (YYYY - YYYY)
Term # Use Drop Down
Age Use Drop Down
Ethnicity Use Drop Down 1
Second Term 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
If your board has more than 25 members, please use the Overflow tab to fully enter your current Board of Directors.

13. Document Submission
Ratio Worksheet

14. Uploading your Documents onto ShareFile
Document Submission
Uploading your Documents onto ShareFile
Matt shares the process for uploading onto Sharefiles.

15. Document Submission
Questions?

16. Self Assessment and document collection process released.
Timeline and Contacts
April 5, 2016
Self Assessment and document collection process released.
May 31, 2016
Submission deadline
June-September 2016
Follow-up calls from your Director of Member Services to discuss your membership requirement document and action plan (if applicable)
October 15, 2016
All Membership Requirement Action Plans signed and submitted to YWCA USA

17. Troubleshooting assessment@ywca.org
Timeline and Contacts
Troubleshooting

18. Timeline and Contacts
Questions?

19. Thank you!
This presentation has been recorded and will be uploaded to the Intranet. It will be available along with other recorded webinars at YWCA Intranet/Training & Events/Webinar Archive.
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