Biennial Self Assessment Nuts and Bolts

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

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.

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.

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.

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

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.

Self Assessment Survey Questions?

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.

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 2016. 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.

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.

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 Email Phone Number Term Serving in Years (YYYY - YYYY) Term # Use Drop Down Age Use Drop Down Ethnicity Use Drop Down 1 2014-2017 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.

Document Submission Ratio Worksheet

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

Document Submission Questions?

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

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

Timeline and Contacts Questions?

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