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AWARD ENTRIES: WHO? WHAT? WHEN? WHERE?

This document provides answers to the most frequently asked questions regarding GFWC Award Entries for the 2018-2020 Administration.  It does not change any information previously specified; it simply restates the guidelines in an easy-to-follow Q&A format and, in some cases, provides a “note” where specific problems have been previously encountered.

While all GFWC Award Entries are optional, GFWC Chairmen sincerely hope each club will participate at the state level according to their state guidelines and, in turn, each state will participate in the GFWC Award Entry process—an easy and proficient way to collect important information.

General Information:

Q: Who is responsible for submitting GFWC Award Entries?

A: Each State President designates the state member responsible for submitting GFWC Award Entries.

Note: The task may be assigned to a State Chairman, State Officer, State Reporting Chairman, or any other state member designated by the President.

Q: How many GFWC Award Entries are there?

A: There are two types of GFWC Award Entries for each Special Program/Community Service Program/Advancement Area:

(1) The State Award Entry, which details 10 specific projects that have made the most impact in a community or club, plus activities promoting the Special Program/CSP/Advancement Area at the state level; and

(2) The Club Creativity Award Entry, which details the one, single club project in the state that is the most creative.

Note: The Communications and Public Relations Advancement Area offers several contests in addition to the two types of GFWC Awards.  Information about contests can be found in the Club Manual, under “Awards, Contests, and Grants.” 

Q: Are there GFWC Award Entry Cover Sheets for 2018? If so, where can I find them?

A: Yes, the GFWC Award Entry Cover Sheets are available in the Club Manual, under “Statistical and Award Entry Forms.”  The most recently updated Club Manual will always be found on the GFWC Website at www.gfwc.org.  Fillable cover sheets are also located in the Resources Section on the GFWC Website with the State Award Entry Cover Sheet (Only) in the documents included under “S” and the Club Creativity Award Entry Cover Sheet (Only) in the documents included under “C.”

Note: An official 2018 GFWC Cover Sheet must accompany each State Award Entry and Club Creativity Award Entry. If you cannot locate the forms, contact the GFWC Second Vice-President, your corresponding GFWC Chairman, or your State President.

Q: Where do I submit the GFWC Award Entries? When?

A: Submit GFWC Award Entries to the appropriate GFWC Special Program/CSP/Advancement Area Chairman postmarked no later than March 15.

Note: Contact information for GFWC Chairmen can be found in the Club Manual, on the first page of each GFWC Special Program/CSP/Advancement Area.  The most recently updated Club Manual will always be found on the GFWC Website at www.gfwc.org.

State Award Entry:

Q: What is a State Award Entry?

A: A State Award Entry comprises a GFWC Cover Sheet and not more than two pages detailing 10 individual club projects that have made the most impact, plus one single page detailing the activities to promote the GFWC Special Program/CSP/Advancement Area at the state level.

Q: What does the GFWC Special Program/CSP/Advancement Area Chairman look for when judging State Award Entries?

A:  The criterion for judging a State Award Entry is the collective impact of the 10 individual club projects. This should be related by the “who, what, when, where, how, and why” of each project, as well as pertinent statistics. This concise narrative should provide as much information as possible in the two pages allowed.

Note: There are no specific guidelines for how a GFWC Chairman should evaluate a State Award Entry, as each Chairman may develop her own method for judging.  Some Chairman my use outside judges to select winners.

Q: What disqualifies a State Award Entry from judging?

A: An entry may be disqualified if:  it does not include the official GFWC Cover Sheet, it is not postmarked by the March 15 deadline, and/or it does not follow the entry guidelines.

Note: The State President must submit the required GFWC Statistical Form for the state to be eligible for GFWC Awards.

10 Projects:

Q: What is the criterion for selecting the 10 projects?

A:  The 10 projects should be selected based on greatest impact in a community or club.

Note:  There are no GFWC guidelines for how a State Chairman (or other designated member) should evaluate club projects, though guidelines may be provided within the state.  The State Chairmen (or other designated member) should, however, be familiar with program emphasis areas to ensure the project is submitted in the correct GFWC Special Project/CSP/Advancement Area. 

Q: Should partnership projects be included in the top 10?

A: Yes, partnership projects should be included in the top 10 if identified as part of the top 10 projects.

Note: It is important to include partnership projects as well as community-based projects.  Both types of projects should be judged equally.

Q: Can a club be listed more than once in the list of 10 projects?

A: Yes, but each project counts as one of the 10 allowed and must be designated as a separate project.

Q: What is the best way to describe the 10 projects?

A: There are no specific guidelines, as the reporting process may be different in each state.

Note:  After selecting the 10 projects, the State Chairman (or other designated member) might order them in sequence of importance and depending on the information received from clubs, might preface the narrative with:  name of club, name of project, and statistical information.   This would be followed by a concise description detailing the project (Who? What? When? Where? Why? How?), providing as much information as possible in the two pages allowed for all 10 projects.

Chairman’s Activity Page:

Q: What is the Chairman’s Activity Page?

A: The Chairman’s Activity Page is one single page which details the activities at the State Federation level initiated and organized by the State Federation/State Chairman (or other designated member).

Note: This information might be shared with the GFWC Partners and/or other parties to obtain grants and funding. Entries are also used to promote GFWC goals and objectives and to review member interest and activity in the GFWC Special Program/CSP/Advancement Areas.

Q: What should be included in the Chairman’s Activity Page?

A: The State Chairman (or other designated member) should include activities undertaken to meet the objectives of the GFWC Special Program/CSP/ Advancement Area.

Note: The State Chairman (or other designated member) might detail ways she or others have promoted project engagement and participation at the state level, such as programs, workshops, communications, and special state-wide projects.

Club Creativity Award Entry:

Q: What is the Club Creativity Award Entry?

A: The Club Creativity Award Entry comprises the GFWC Club Creativity Award Entry Cover Sheet and not more than one single page describing the one club project in the state determined to be the most creative in the GFWC Special Program/CSP/Advancement Area.

Note: GFWC awards a $50.00 cash prize for the GFWC Club Creativity Award Entry judged to be the most creative entry from all states.

Q: What is the criterion for selecting the single project for the Club Creativity Award Entry?

A:  The single project to be submitted for the Club Creativity Award Entry should be selected based on the creativity of the project.

Note:  There are no GFWC guidelines for how a State Chairman (or other designated member) should evaluate club projects, though guidelines may be provided within the state.  The State Chairmen (or other designated member) should, however, be familiar with program emphasis areas to ensure the project is submitted in the correct GFWC Special Program/CSP/Advancement Area. 

Q: What is the best way to describe the Club Creativity Award Entry?

A: There are no specific guidelines, as the reporting process may be different in each state.

Note: After selecting the Club Creativity Award Entry, depending on the information received from the clubs, the State Chairman (or other designated member) might preface the narrative with: name of club, name of project, and any pertinent statistical information that reflects project creativity.   This would be followed by a concise narrative detailing the project, providing as much information as possible in the one page allowed.

Q: What does the GFWC Special Program/CSP/ Advancement Area Chairman look for in judging the Club Creativity Award Entry?

A:  The Club Creativity Award is based on the creativity of the club project.

Note:  There are no specific guidelines for how a GFWC Chairman should evaluate a Club Creativity Award Entry, as each Chairman may develop her own method for judging.  Some Chairman may use outside judges to select winners. 

Q: What disqualifies a Club Creativity Award Entry from judging?

A:  An entry may be disqualified if:  it does not include the official GFWC Cover Sheet, it is not postmarked by March 15, and/or it does not follow the entry guidelines.

Note:  The State President must submit the GFWC Statistical Form for the state to be eligible for GFWC Awards.

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