CONNECTING THE DOTS: YOUR ASSOCIATION'S ANNUAL SELF- ASSESSMENT

1. CONNECTING THE DOTS: YOUR ASSOCIATION'S ANNUAL SELF- ASSESSMENT

2. Agenda Part I. Self-Assessment Survey Questions? Part II. Document Submission Questions?

3. Part: I SELf-assessment survey

4. Review process • A membership requirement: • Article III. A.4 f) Review Each Local Association shall participate in applicable YWCA review process. • This is the second annual self-assessment and document collection process. • Two-part review process: • Annual self-assessment and document collection • On-site review once every four years (to be developed)

5. Part 1: Self-assessment Survey Two basic types of questions-- • Membership Requirements apply equally to every YWCA association • Operational Standards reflect generally accepted nonprofit standards allow for some variation in organizational practice

6. Membership Requirements 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 j) Individual Membership in Local Associations. • Article III. A.4 k) Branding Requirements

7. Operational Standards Assess your association’s basic level of capacity on nine organizational elements: • Mission, Vision and Strategy • Board Governance • Executive Staff and Leadership • Service Delivery and Impact • Strategic Relationships • Management and Development of Human Resources • Resource and Revenue Development • Financial and Legal Management • Operations and Infrastructure Based on Capacity Building and Action Planning Process

8. Annual Self-Assessment 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. • Membership requirements are in bold persimmon. Basic capacity building statements in black. Example: • Local association has a written strategic plan and an annual written operational work plan informed by the strategic plan. • Board and staff meetings include time for strategic thinking as well as governance and operations functions.

9. Annual Self-Assessment Survey Before you begin: • Pull together your team. • Utilize the link for the pdf version of the survey to provide your team members with their own hard copy. After team has met: • Make sure you have the November 7 email with your association’s unique survey link. • One person at a time can sign in to complete the survey. • You can save and update survey until completed. • Click submit when complete. • Completed survey due December 17.

10. Questions?

11. Part II: Document submission

12. Why submit documents? • 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. • Straight forward and transparent. No more questions about lost documents and who sent in what and when.

13. Documents already in your folder • Documents you uploaded last year. Note: if you emailed them instead of uploading them in you Sphere file, they are stored in a SharePoint file and will not show up in your document file. • Additional documents: • 2013 Self-assessment • Signed Membership Agreement • 2013 Membership Requirement and Document Report

14. Documents to submit (only if they changed from last year): • Association Bylaws (and constitution, if applicable) • Current Strategic Plan

15. Documents to submit: • Current Operational Work Plan • Current Annual Development Plan • Current Board Roster: link to board roster template provided. • FY13 990: Submit 990 with 2013 displayed in upper right hand corner (Parts I – XII and Schedules D and G, if applicable). • FY13 Audit or Review: Submit audit review that corresponds with the 990. • Most recent copies of profit-loss statement and balance sheet. • Completed Financial Ratio Worksheet: link to ratio worksheet provided. • Example of business card utilizing the YWCA logo.

16. Board Roster Template

17. Ratio Worksheet

18. Ratio Worksheet

19. Uploading Your Documents Start by going to www.intranet.ywca.org/asssement Make sure the login page says “Association Login” • You will be asked for your association’s unique username and password.   • Your username is:  ywca.login.city.state   [for example, ywca.login.smithville.mn] • Your password is:  ywca.password.zip      [for example, ywca.password.50703]

20. Uploading Your Documents You will be taken to a page with your association information as well as places to upload documents. • Update your association info if needed. • If a document needs to be updated click “Update” button and select new document on your computer. • If you need to upload a document to an empty slot, select “Click here to attach file” to browse to file on your computer. • Please note there is a 4mb file size limit to the documents. Please email any files larger to assessment@ywca.org

21. Next steps • Complete self-assessment and document submission by December 17. • Directors of Member Services (DMS) for geographic networks will review surveys and documents. • Surveys and Documents will be utilized to determine non-compliance areas for membership requirements and to help identify needed training and resources to help local associations build capacity. • Local associations will work with their DAS to establish action plans on areas of non-compliance.

22. Questions?

23. Troubleshooting assessment@ywca.org

24. Thank You! • This presentation has been recorded and will be uploaded to the Intranet. It will be available along with other recorded webinars at YWCA Intranet/Resource Library/Training & Events/Webinar Documents. • A copy of this PPt presentation will be mailed to you after this presentation. • Please answer a few quick polling questions about this webinar.