Senior Club Reports
(the NFMC report system)
Explanation for Senior Club Presidents & VFMC State REPORTING Chairs
Each year, Senior Club Presidents are asked to submit reports about their clubs. This reporting system was created by the NFMC to track the kinds of activities and events that go on throughout the United States. State chairs collect the club reports sent to them by the Senior Club Presidents, evaluate them, and send the information on to the NFMC. The NFMC awards certificates (from the NFMC) and, in some areas, offers monetary awards to deserving clubs across the United States. The monetary awards are indicated on the NFMC Annual Club and Institutional Awards Form found on page 12-13 of the NFMC Competitions & Awards Chart. (Click title to download).
In Virginia, the State Reporting Chairs do all of the above and also award certificates (from the VFMC) to deserving Senior Clubs, which are presented during the Awards Luncheon at the Spring Convention each year.
Below are instructions that outline the above-mentioned reporting process for the VFMC Senior Club Presidents and VFMC State Reporting Chairs.
Senior Club President Instructions
Choose the club report forms you feel are relevant to your club’s activities. To help make this determination, refer to the Senior Club Report Chart by clicking here.
Download and copy relevant report forms. All report forms can be found on the NFMC website. (From the home page click Publications on the left, select the desired Division, and scroll down to the desired Form. Click “Download PDF” and print the form from your machine. There is no charge to print the forms.)
Complete the forms and gather your documentation.
Send reports along with requested documentation by the due date (April 1 for most) to the appropriate chair (addresses found in Directory).
Follow up if you don’t hear back from the chair by calling to make sure your reports were received.
VFMC state REPORTING Chair Instructions
In the fall, communicate with the Senior Club Presidents about your particular area of chairmanship.
Find the appropriate report forms for your area of chairmanship on the NFMC website. (From the home page, click Publications on the left, select desired Division, and scroll down to desired Form. Click to download PDF and print from your local machine.)
Encourage activities in this area and inform the Presidents about the location of the forms and the upcoming due dates.
For due dates and other pertinent information for your reporting area, access the Senior Club Report Chart by clicking here.
Immediately after the due dates, gather together all the reports you have received from the Presidents. Evaluate the reports you have received and determine the appropriate certificate awards to be presented at the awards luncheon. (You may choose 1 Outstanding Award of Merit and up to 5 Awards of Merit.)
Please remember to send a reply to each Senior Club when you receive reports. You might want to acknowledge their time and hard work by sending them a special note of recognition. Remember that appreciation and recognition are important.
Finish the process with the VFMC and the NFMC as indicated below.
FOR THE VFMC:
Complete the VFMC Certificate Request form indicating your chosen winners. Be sure to include your name and area of chairmanship.
Email the VFMC Certificate Request form to the VFMC Calligrapher, Elin Havrilla, by the due date. She will create the award certificates and bring them to the convention.
FOR THE NFMC:
Find the state report form for your area of chairmanship on the NFMC website. (From the home page click Publications on the left, select desired Division, and scroll down to desired Form. Click “Download PDF” and print from your local machine. There is no charge to print forms yourself.)
Each area of chairmanship in the NFMC has its own rules. Look for instructions for the State Chairs and follow them. Some areas have a State Report Form while others simply give the state chairs instructions on the bottom of the Club Report Form. Some want you to submit all the entries you received while others do not want them unless they are exceptional. Just read the instructions for State Chairs and go from there.
Follow the instructions given for the NFMC forms and send by the due date listed. The chairs from the NFMC will send certificates for things submitted to them.
Remember that some of the areas have monetary awards connected to them. Some of the clubs may be hoping to receive a monetary award for their efforts. Please keep this is mind when deciding whether or not to submit to the NFMC.
LIST OF VFMC REPORTING CHAIRS
Description: VFMC Reporting Chairs are those who receive the Senior Club Reports, compile the information, send state reports to NFMC, and award VFMC Certificates.
American Women Composers Programs Awards
Arts Advocacy Chair
Chamber Music Chair
Choral Music Chair
Crusade for Strings Chair
Folk Music Chair
Founders Day Chair
International Music Relations Chair
Public Relations Chair (Media Reports)
Music in Poetry Chair
National Music Week Chair
NFMC Just Jazz! Chair
Parade of American Music Chair
Past Presidents Assembly Chair
Sacred Music Chair
Senior Club Yearbook Chair
Senior Club Summary Reporting Chair
Together We Sing Chair
Dr. Elaine Brady
Dr. Cheryl Davis
Mary Kay Plath
Please access the complete Senior Club Report Chart by clicking here.