December 4, Dear Sister Link,

Transcription

1 December 4, 2014 Dear Sister Link, On behalf of the National Programs Team, we bring greetings to all and thank you for living up to your commitment of serving your community and your chapter. As you are aware, the Service Delivery Model has been in place for more than five years. It is used to aid chapters in the planning, implementation, and evaluation of programs. We hope that the Service Model has been a helpful tool in outlining the key elements of successful programming and that you will continue to use it when implementing and assessing your programs. This model will also be useful in filing your annual program report. All chapters of The Links, Incorporated are required to complete an annual report. This report allows us to assess the effectiveness of our programs and to document the impact that these programs have had in our communities. We will again be utilizing our online program report system for this reporting period. A step-by-step user guide has been created to assist you as you complete the report. For your convenience, a copy of this guide is enclosed in this packet; however, it is also available for download on the program report website. Please submit your most outstanding program reports. A maximum of three (3) reports may be submitted per chapter. If a chapter chooses to submit three reports, at least one of these must be on a Signature Program or National Initiative. When completing the report, it is best to type your responses in a Word document first, and then copy and paste the content into the program report. It is important to note that the chapter data sheet must be submitted before a program report can be submitted. The data sheet only needs to be completed once. If the chapter data sheet is not completed when submitting a program report, the system will not allow you to submit the report but it will save your information. The valuable information collected from these data sheets will serve to market our programs, secure funding, and increase our visibility. It will also allow our supporters to not only believe in our mission but to also realize our capacity to deliver on that mission. Please feel free to contact any member of the program team to discuss your program or provide assistance in completing your program report. We truly applaud your commitment towards serving your communities. In friendship and service, Delores Bolden Stamps Director, National Programs Vicki Hill Brooks Co- Director, National Programs

2 Instructions for Completing the Online Area Program Report All chapters of The Links, Incorporated are required to complete an annual program report. In even-numbered years, the report is submitted to the national office for review and evaluation. In odd-numbered years, the report is submitted to the areas for review and evaluation. Each report covers a period of two fiscal years, May 1 April 30. The purpose of the report is threefold: to document that The Links, Incorporated and The Links Foundation, Incorporated are fulfilling their constitutional and legal responsibilities as 501(c)(4) and 501(c)(3) organizations respectively; to demonstrate that the organizations are valuable partners in serving communities throughout the global community; and to assess our effectiveness in programming. Program Reporting Period: (Area) May 1, 2013 April 30, 2015 (National) May 1, 2014 April 30, 2016 Accessing the Program Report Form The Area program report form must be completed and submitted online. To access the form, you may either: 1. Visit The Links, Incorporated s website, and then click Online Program Report in the Info & Resources section on the lower right side of the homepage. 2. Copy and paste the URL, in your web browser. Deadline and Requirements Reports must be submitted electronically no later than 11:59 p.m. EST on Sunday, February 1, Reports received after February 1, 2015 will not be considered for awards. Format Requirements: A maximum of three (3) reports may be submitted per chapter. If a chapter chooses to submit three (3) reports, at least one of these must be on a Signature Program or National Initiative. If a chapter submits more than three (3) reports, only the first three (3) submitted reports will be reviewed. Once a report is submitted changes can not be made. Faxed, mailed or ed copies of the report will NOT be accepted. Graphic materials, such as brochures, videos, and photos should NOT be submitted.

3 Contact Information If you have questions regarding the online process, please contact your area program chair at the addresses below. Contacts: Eastern Area Program Chair Michelle Spady Southern Area Program Chair Cori Cooper Central Area Program Chair Monica Allen Western Area Program Chair Shari Lamb Director, National Programs Delores Bolden Stamps Co-Director, National Programs Vicki Hill Brooks Programs & Communications Coordinator Gina Lawrence

4 Program Definition/Description The Program Committee s review of programs and related data, gave impetus to the committee s foci to define and describe programs more clearly for chapters. The committee defines a program as A comprehensive approach to solving a problem, or addressing an issue or need in a chapter s community. We further note that a program is not an event or a single activity. It should include a series of related activities focused on achieving a predetermined set of goals and objectives. It is long term and comprehensive in its approach and is designed to achieve specified outcome-oriented objectives. These descriptors require that a chapter should engage in a planning process using the Service Delivery Model that includes the following: Needs assessment Clearly defined goals Outcomes oriented objectives Activities/Strategies designed to achieve the objectives Implementation framework Formative evaluation-monitoring and redirection as necessary A high ratio of chapter involvement Budget- chapter funding and other sources Evaluation- summative impact statement These also form the core of the criteria for evaluating and selecting programs for area program awards.

5 THE LINKS, INCORPORATED Member Management System Online Program Report User Guide The Links, Incorporated 1200 Massachusetts Avenue, NW Washington, DC Phone:

6 Table of Contents Online Program Reporting 3 Account Login 4 Program Report Form 7 Chapter Data Sheet 14 Appendix Frequently Asked Questions 2

7 Online Program Reporting All chapters of The Links, Incorporated are required to complete an annual program report. In even-numbered years, the report is submitted to the national office for review and evaluation. In odd-numbered years, the report is submitted to the areas for review and evaluation. Each report covers a period of two fiscal years, May 1 April 30. The purpose of the report is threefold: to document that The Links, Incorporated and The Links Foundation, Incorporated are fulfilling their constitutional and legal responsibilities as 501(c)(4) and 501(c) (3) organizations respectively; to demonstrate that the organizations are valuable partners in serving communities throughout the global community; and to assess our effectiveness in programming. PROGRAM REPORTING PERIOD: Area: May 1, 2013 April 30, 2015 National: May 1, 2014 April 30, 2016 DEADLINE AND REQUIREMENTS: Reports must be submitted online no later than 11:59 P.M. EST, on February 1. Reports received after February 1 will NOT be considered for awards. FORMAT REQUIREMENTS: A maximum of three (3) reports may be submitted per chapter. If a chapter chooses to submit three (3) reports, at least one (1) of these reports must be on a Signature Program or National Initiative. ed, faxed or mailed copies of the report will NOT be accepted. Graphic materials, such as brochures, videos, and photos should NOT be submitted. CONTACT INFORMATION: If you have questions regarding the online process, please contact Gina Lawrence, programs and communications coordinator, by at programs@ linksinc.org or (202) ext You may also contact: Director, National Programs Delores Bolden Stamps boldenstamps@aol.com Co-Director, National Programs Vicki Hill Brooks linkvhb@aol.com Eastern Area Program Chair EAPrograms@linksinc.org Southern Area Program Chair SAPrograms@linksinc.org Central Area Program Chair CAPrograms@linksinc.org Western Area Program Chair WAPrograms@linksinc.org 3

8 LOG IN TO ACCOUNT 1. Access the program report. Type to access The Links, Incorporated program report. Or, access via The Links, Incorporated s national website, at Click Program Report in the Info and Resources section. 2. On the right side of the page, click Register. A username and password will need to be established. Your Links username and password for the Members Only section of the website will not work. ** Everyone MUST register.** 4

9 3. Enter all information requested. All fields are required. 4. Forgot Your Username and Password? On the left side of the homepage, click Request Forgotten Login Information link. 5

10 5. Enter the ADDRESS used to register the account. Click REQUEST PASSWORD button. An containing your login information will be sent to the address provided. Click the SIGN IN NOW button to continue. 6

11 COMPLETE PROGRAM REPORT 6. PROGRAM INFORMATION NOTE All Yes or No questions are automatically marked No. Please review each question to ensure it is answered as desired. 7. PROGRAM/SITUATION ADDRESSED, MISSION/VISION OF PROGRAM & GOALS/ OBJECTIVES OF PROGRAM 7

12 8. DESCRIPTION OF PROGRAM/PROJECT & LIST ACTIVITIES (OUTPUTS) IMPLEMENTED 9. TARGETED GROUPS 8

13 9. TARGETED GROUPS (Continued) 10. METHODS USED TO DETERMINE THE GROUP(S) 9

14 11. COST OF THE PROGRAM/PROJECT 12. OPERATION AND SUSTAINABILITY 10

15 12. OPERATION AND SUSTAINABILITY (Continued) NEW QUESTION 13. MARKETING AND EVALUATION 11

16 14. PROGRAM SUMMARY/IMPACT STATEMENT 15. CHAPTER PARTICIPATION 16. REPORT COMPLETE? Check the box to indicate the report is ready for submission. Click the green SUBMIT PROGRAM REPORT button to submit the completed report. NOTE: The SUBMIT PROGRAM REPORT button will only read submit after the check box has been marked AND a chapter data sheet has been submitted for the chapter. A chapter data sheet MUST be completed before a program report can be submitted. If a data sheet is not completed, the system will only save your program report and it will not be considered submitted. Also, once the report is submitted it will not be editable. You will be able to view and/or print the report after submission. When viewing a submitted report, the large green button will disappear and it will read, This Program Report has been submitted. 12

17 SAVE PROGRAM REPORT(S) 17. NEED TO CONTINUE LATER? Click the SAVE PROGRAM REPORT button to save the report for further editing. When you save a report, a message will appear at the top of the page that reads Program Report Saved. When returning to the online program reports, a blank report will appear to submit a new report. To edit a saved report, click the title of the report in the green MY REPORTS box on the right side of the page. To print a saved report, use your web brower s print function. To view a report that has been saved or submitted by another member of your chapter, click the title of the report in the green OTHER CHAPTER REPORTS box on the right side of the page. Note: You will only be able to view reports that have been saved or submitted by another member of your chapter. You will not be able to make edits. 13

18 CHAPTER DATA SHEET 18. COMPLETE CHAPTER DATA SHEET NOTE: Only one (1) data sheet is required per chapter for the Area program report. The data sheet MUST be completed before for any program reports can be submitted. 14

19 NOTE: In the following sections (Scholarships, Donations & Partnerships and Friendship Month) of the data sheet, when the answer yes is selected, additional questions will drop down. NOTE All Yes or No questions are automatically marked No. Please review each question to ensure it is answered as desired. 15

20 NOTE: In the Programs & Initiatives section of the data sheet, when the answer is checked, the system will prompt you to answer the number of years your chapter has participated in that selected program or initiative. NEW QUESTIONS 16

21 17

22 19. CHAPTER DATA SHEET COMPLETE? Check the box to indicate the data sheet is ready for submission. Click the SUBMIT DATA SHEET button to submit the completed report. NOTE: Once the data sheet is submitted it cannot be edited. You will only be able to view and/or print the data sheet. To save information, click the SAVE DATA SHEET button to save the data for further editing. 18

23 ONLINE PROGRAM REPORTS FAQ 1. What is the reporting period for this Area program report cycle? May 1, 2013 April 30, How should program reports be submitted? The Area program reports must be completed and submitted online. Faxed, mailed or ed copies of the report will not be accepted. Graphic materials, such as brochures, videos, and photos should not be submitted. 3. How do you access the online program reports system? Visit and click Online Program Reports under the Info & Resources section located on the lower right side of the homepage. Or, copy and paste into your web browser. 4. When is the deadline for submitting program reports? Reports must be submitted no later than 11:59 p.m. EST, on Sunday, February 1, Reports received after February 1, 2015 will not be considered for awards. 5. How many reports may a chapter submit? A maximum of three (3) reports may be submitted per chapter. If a chapter chooses to submit three (3) reports, at least one of these must be on a Signature Program or National Initiative. If a chapter submits more than three reports, only the first three submitted reports will be reviewed. 6. Can changes be made to a program report or chapter data sheet after it has been submitted? No. Once a program report or chapter data has been submitted changes cannot be made. 7. A username and password is needed to access the online program reports system; is this the same username and password used to access the Members Only section of the website. No. In order to access the online program report system, users must establish a username and password by selecting Register link located on the left side of the program report homepage. The username and password used for accessing the Members Only section of The Links, Incorporated s website is not connected to the online program report system. Although your Members Only username and password is not connected to the online program report system, you may create a username and password for the online program report system using your Members Only username and password.

24 8. If you are a returning user of the online program reports system does a new username and password have to be established? Yes. The online program reports system has been updated, so all users will have to create a new account in the system. If you have already done so and have forgotten your password, click the Request forgotten login information link on the right side of the homepage to retrieve your username and password. 9. The program system will not let me submit my program report; what should I do? Ensure that a chapter data sheet has been completed for your chapter. If not, your report will be saved. Once the data sheet has been completed, you can then submit your program report. 10. I see other reports from my chapter. Why can t I edit them? Only the user who created the report can make edits to that report. 11. Should the chapter data sheet be completed for only? No. The chapter data sheet should be completed for the reporting period of May 1, 2013 April 30, The program system will not let me submit my program report; what should I do? Ensure that a chapter data sheet has been completed for your chapter. If not, your report will be saved. Once the data sheet has been completed, you can then submit your program report. For more information on the online program report process, please contact programs@linksinc.org or: Eastern Area Program Chair Michelle Spady EAPrograms@linksinc.org Central Area Program Chair Monica Allen CAPrograms@linksinc.org Director, National Programs Delores Bolden Stamps boldenstamps@aol.com Southern Area Program Chair Cori Brock SAPrograms@linksinc.org Western Area Program Chair Shari Lamb WAPrograms@linksinc.org Co-Director, National Programs Vicki Hill Brooks linkvhb@aol.com