Coord 271: Intermediate Coord Reports

The Coordinator report can sometimes feel like one of the easier parts of the job.  It can also be a very daunting process, if you are not ready.  In this document, you will be shown what is required in the Coordinator Report, and some strategies on how to make them easier to complete. The requirements of the coordinator report can be found on page 38 of the Membership Handbook.

Preparation

Between each report, there are items that change with every report and other items that only need to be changed when appropriate.

Tips for getting ready:

  • Make sure the report is in compliance with the current version of the Region’s Coordinator RC’s reporting template.

~~~Check with the regional coordinator to see if there are specific requests for the region’s reports.

  • Take a few minutes to think about what the domain has done over the past few weeks.
  • Ensure that all reports that are needed from the DST, VSTs and assistants are received.

While writing the report there are several sections to it, several are listed below. Each section has a list of requirements, additional possible info and examples.

Domain information: Full listing of all officers at that unit level (e.g., all Domain officers for a Domain report)

Depending on the template, each region might have a different format. Make sure the titles, names and membership numbers of all of officers in the domain, including storytellers at your level, as well as the email address through which they perform the duties of their office. Also listing the Domain’s website here is a good strategy.

Optional: Date of leaving office, Domain borders.

Bad examples:

  • Albus Miniondorf, US2012121245
  • Dennis deGuy, ADC Socials

Good example:

  • Cameron Member, US2012121234, DC AnyDomain, USA, untamedthing@mailbuster.com

Full membership listing for all members of their immediate constituency

List all members of the immediate constituency and make sure to list how many active member, trial members and expired members there are. Since this section is not likely to see major changes from month to month, this is one that can be copied and pasted from previous reports, but make sure to check for any changes.

Requirements for listing members:

  • Number of members in domain: Count however many members are being reported.
  • Number of ‘Active’ Members: Use the report and the MES Portal to help track expired memberships.
  • Expired memberships are not counted in the ‘active’ number, neither are Trial Members
  • Trial Members should be listed them as a separate number (it matters during elections).
  • Members with MC 9 and above need to be listed as part of the membership listing; the RC pulls them for their report.

Optional info*

  • Email addresses are not necessary for this section, but all members on this list must have an accompanying number, even if they are only Trial Members.
  • MC level for each member
  • Prestige totals: Please note if you wish to do this, make sure you have a disclaimer on it.

previous months total

+/-

Current reports total

=

Current total prestige

123 g

+

20 g

=

143 general

35 r

+

0 r

=

35 regional

0 n

+

10 n

=

10 national

188 total

  • Number of Standards Taken

* Keep in mind, once you start adding optional information, members will expect it to be on the report each time. Be sure this is something you want to track before you potentially make extra work for yourself.

Summary of any projects in progress (such as log reviews, etc.) .

A project should be a task that has a set time period. Special projects could be something that takes a significant amount of time or something that runs across multiple months. The write up of these projects should be brief, but with enough detail to let future coordinators know what has been done. Audits, Website updating, and Charity drives are just a few examples of possible projects.  Any project that isn’t complete should have a Work-in-Progress with an estimated end date.

Detailed financial record of all monies received and expended for the month

One duty of a coordinator is to manage funds raised by and to be used for their organizational unit.  Whether stuffed in a sock or gaining interest in a banking institution, all money must be accounted for here. This is important! Mishandling of the money for a non-profit organization can cause serious trouble! Be careful and count twice! The names listed are those who are hands-on responsible for the funds – there should ALWAYS be two.

Include the starting and ending amounts in the report, with every gain or loss of money in the order it occurred. Dates are useful information here, so include them when possible.

Bad examples:

  • Copies -5.75
  • Donuts for Domain meeting, 8/17
  • We have about thirty bucks, and a pretty rock
  • Good examples:
  • Printed 50 fliers at Copy-O’s for Recruitment Game -6.25, 8/23/xx
  • Recycling drive +35.28, 8/30/xx

Awarding Prestige

Prestige is divided into three types: general prestige, regional prestige and national prestige. As a coordinator, it is also the coordinator’s duty to award prestige to storytellers. Asking constituent members to request their prestige in a certain format will help this part of the report immensely.  Ultimately, what is needed are the following bits of information:

“Member First Name, Member Last Name, Member Number, Category, Description, Award date, General Prestige, Regional Prestige, National Prestige”

Also ensure that you follow the MES prestige guidelines.

It can be helpful to use a wiki page or a google form for members to request prestige so that this can be easily copied and pasted to your report. In addition, it can be very helpful to rely on your storytellers to suggest prestige for AVSTs and the DST to suggest prestige for VSTs in their reports. Chances are, the DST and VSTs will know much better what their supervisees have been up to and this can help ensure fairness in awarding prestige.

Regional, National and Conflict of Interest prestige

This should be in the same section, but noted so that regional and above can easily see it.  Regional and National Charities are reported by the primary coordinator. Conflict of interest prestige for the coordinator and the significant other must be singled out and reported to regional.

Disciplinary Actions: Formal record of any investigations and/or Disciplinary Actions are submitted in a private report to the coordinator that the report is turned into and redacted from the public report.

Any subjects not listed, but related to the coordinator reports

  • Domain Upcoming Schedule of Events: Some Domains like to keep everyone’s birthday in mind; that’s not required on the report. It’s helpful to list events that others might attend (conventions, featured games). Unless the domain has a regular schedule for times/places, try to list them with the date.
  • Domain meetings minutes: Sum up any meeting had within the last 6 months, and plans for any future meetings.
  • Problems/concerns/ Questions/ Suggestions: These sections are only used periodically. If there is serious problem/question/suggestion/comment – put it in here. If you have a joking problem/question/suggestion/comment it can also go here. I’ve seen some funny ones end up on the Regional report.
  • Charity: List the domain’s charity and the rules for it so that people can participate. If Charities aren’t in your RC’s template, then it can be listed under projects. As a reminder, all domains and chapters are required to run at least one charity.

Sending out the Report

Once the report is compiled, it’s time to send it. Depending on the domain, a coordinator could need to send out different versions of the same report depending on the list it’s being sent to. The domain could require one format while the Regional Coordinator requires another.

Private sections of the Coordinator Report

Disciplinary actions and any questions that you have directly to regional and above are best covered in a private report sent directly to the coordinator. Current policy is that there are some matters that are private and can’t be referenced on a report that is sent to a domain’s list and on the Coordinator’s list. Also reaching out separately to the Regional Coordinator about matters will help ensure that your problems don’t get lost in with the other reports of the region.