Click here for GFWC's description of In Kind Donations.

Look how streamlined reporting has become. No need to hold back - jump in, report and support GFWC (who can then give back and support your club even more by having the data). Reports are not only for awards, but fuel the GFWC cycle, more reporting, more recognition and public support, more back to the clubs.

Remember these important reasons for writing a report:

• Reports give your club members a sense of accomplishment.
• Reports provide a permanent club record.
• Reports help your club and club members receive recognition from State and National organizations and peers.
• Statistics from reports are used by GFWC to obtain corporate sponsors.

6 Steps for a completed report will include the following in this order:

1. Junior Report Cover Sheet
2. Questionnaire (Membership, Leadership, Communications/Identity reports only)
3. Bulleted List of Projects/Programs
4. Narrative Page, maximum 2 projects/programs described in greater detail (optional)
5. Backup Page (optional) should support the narrative projects only
6. Bound in a Red or blue folder, depending on club size

                   Division I (31+ members)- Blue folder       
                   Division II (30 or less membership) - Red folder

4 copies needed: ORIGINAL report plus 3 photocopies of each report

• ORIGINAL report in colored folder to CSP Chairman
• One photocopy also to the CSP Chairman
• One photocopy of EACH report to the Junior Director
• One photocopy of EACH  report to the GFWC of Massachusetts President

2 copies needed:  GFWC Report Form: A completed ORIGINAL and ONE copy to the Junior Director

Tips For Successful Report Writing

One:  Know the Definitions:

Community Service Programs: These are programs and projects that clubs initiate independent of any GFWC relationship, while meeting the needs of their own communities.

Partnerships: These are programs and projects that a club carries out on behalf of the national or international level organizations with whom GFWC has a formal relationship, or partnership.  these partners have developed programs specially designed for GFWC clubs. GFWC partners are selected by GFWC on the  national level for their commitment to providing programs and members benefits that are unique and targeted for GFWC clubs.

GFWC Community Service Programs (CSP):  These are the major emphasis areas from GFWC International.  There are six Community Service Programs, with specific GFWC programs to support in each one (Partnerships). 

Arts:                 Community Service Progarms                 Partnerships Conservation:                 Community Service Progarms                 Partnerships Education:                 Community Service Progarms                 Partnerships

Home Life:                 Community Service Progarms                 Partnerships International Outreach:                 Community Service Progarms                 Partnerships Public Issues:                 Community Service Progarms                 Partnership

GFWC Special Projects
                       Advocates for Children–GFWC Junior Special Project    
                       Signature Project–Domestic Violence Awareness and Prevention
                                      
GFWC Advancement Guide Areas
                       Communications and Public Relations
                       Fundraising and Development
                       Leadership
                       Membership
                       Public Policy and Legislation
                       Women’s History and Resource Center (WHRC)

  
Project:  Work that your club does as a group. (a bake sale, a membership drive)
Program: A speaker or activity done at a CLUB MEETING.  Keep track of the number of members
                 and guests that were in attendance.
In-Kind Donations: Monetary values for goods provided.
Dollars Donation: Dollars Donated is the monetary amount donated to participate and fund
                                programs and projects
Monetary donations: Amounts of money donated by check or cash.
Material Donations: Items donated such as books, medical supplies, clothes, food, etc. (include
                                     the reasonable value of these donations)
Participating Members: The number of members involved in a project or program.  Count
                                          members only once, the number of members participating cannot be
                                          more than the number of dues paying members in your club.  Keep track
                                          of all hours spent by all members.  Include planning, set-up, publicity, etc.
Double Reporting: Reporting the same project in two different reports.  In order for statistics to be
                                 valid, this is NOT allowed in any CSP or Special Project. Except: Statistics
                                 from your Community Improvement Contest project should be reported under
                                 the appropriate Community Service Program or Special Project area.
Number of Members: Can be found by looking in the current GFWC of Massachusetts Manual. 
                                 Find your club and the number listed for your members is the number you use on your                                    report forms.
Fundraiser: A project to raise monies for the general treasury and/or for a specific purpose.
Questionnaires: A “checklist” provided by some CSP Chairman to facilitate the reporting of
                           projects or procedures that most clubs use.  Items covered in the questionnaire
                          should not be reported again on your bulleted List of Projects/Programs
Cover Sheets: Can be found following each of the Program/Project/Guide area pages.
Junior Statistical Form: Clubs no longer report directly to GFWC.  Only the State President sends

reports directly to them.  We have included a form for clubs to fill out to better enable the President to complete her form.  you can get the form here.

Two:  Preparation

Decide:

• Who will write which reports for your club. This can be decided as early as January of the reporting year. Report writing is a leadership skill; ideally, reports should not all be written by one person.  Some clubs have Community Service Program chairmen write reports, other have a report committee.
• Where will your Community Service Program project, program, or donation be reported under.

Gather:

• Cover sheets needed for Programs/Project Area
• Questionnaires, if provided by  Program/Project Chairmen

Three: Writing Your Reports

Follow these requirements when writing reports.  Refer to Report Cover Pages for specific instructions:

   Font size: No smaller than 10     Margins: No smaller than one-half inch.

1. Each of the program areas of the Community Service Program reports and each Special Project report will be allowed ONE page of listed (bulleted- see i.e. below) items and one page of narrative report. 
2. Narrative: maximum of two projects; cannot exceed a total of ONE page.
3. Format the List of Projects/Programs in a bulleted format, briefly explaining the project/program. 
4. Include in the last line the total number of

1. members participating
2. total number of hours
3. total amount of money spent
4. total amount of funds raised or donated (if any). Or it can just be a list of donations.
5. note if the Project/Program is a fundraiser.

Examples of bulleted format:

Backpacks For Love: Donated 5 backpacks and 125 school supplies at Fall Conference    In addition, members were responsible to sort, package, and delivered all the items to two different locations that help displaced children – Daybreak and Portals To Hope.
         10 members/12 hours/ no money spent/ value of donated goods $375
TV Turnoff Week Contest: Organized “NO TV” contest of 4 elementary schools.  Form to       be filled out was distributed to schools; prize money was awarded to school libraries.
         4 members/60 hours/$535 spent
Egg Hunt: Teamed up with the Rec Department to hold annual Town Egg Hunt.  Donated 2000 stuffed plastic eggs for children to find.  Pictures taken with Easter Bunny (a member      in our special costume).  Drinks & homemade baked goods were sold.
         Fundraiser:  34members/85 hours/$55 spent/$135 raised for food pantry
Monetary Donations: $50 American Cancer Society - $100 Fire Fighters Association

Four: Distribution of Reports

If you are mailing your reports:

• Three copies should be mailed to GFWC of Massachusetts Headquarters in Sudbury

DUE DATES FOR ALL GFWC JUNIOR REPORTS

Hand Delivered to GFWC of Massachusetts MId-winter Meeting on January 18 2014
OR
Postmarked no later than January 18, 2014

Reports being mailed must be sent to:

   GFWC of Massachusetts Headquarters
 Attn: Junior Membership
  P.O. Box 679
 Sudbury, MA 01776-2806.

All reports should cover the period of
January 1 through December 31

Attention Presidents:

Reporting will continue to be done in a bulleted format with an optional narrative on one or two of your best, most successful projects. Every effort has been made to simplify report writing and instructions. Please contact with your Community Service Program chairmen, District Representative or any Junior Officers if you have any questions.
Chairman information can be found in the Information Please Directory, the GFWC of Massachusetts Manual or at www.GFWCMAJuniors.org.