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Home > Tools for SPJ Leaders > Annual Report Submission Forms > Campus Chapter Annual Report Guidelines and Submission Form

2013-14 Campus Chapter Annual Report Guidelines and Submission Form

Due: May 30, 2014 | Covers period from May 1, 2013 to May 30, 2014


Offline/email alternative

As an alternative, you also may download this annual reports template file [Microsoft Word .doc format, compressed into a ZIP file], fill it out offline, and submit it via e-mail or by using the file upload tool. Because the annual reports form is a long one, you may prefer to do it this way so that you can fill it out pieces at a time and eliminate any likelihood of connection errors.

Why we need this report

The annual report provides a picture of your chapter’s overall health and helps your regional director understand which chapters excel and which chapters need help.

Chapters are required by SPJ bylaws to file an annual report to be considered in good standing. Only chapters in good standing can send voting delegates to the national convention.

Chapters get votes based on the number of national members in the chapter as of May 30, 2014. Each qualified chapter is granted one voting delegate for every 50 active members or portion of that (for example, a chapter with 60 members would get two delegates).

A bylaws change approved by delegates in 2012 allows individual members to vote for SPJ national officers and regional directors, but does not affect the need for delegates to vote on other matters at the annual convention.


Why we need your chapter’s financial information

SPJ’s bylaws require chapter secretary-treasurers to provide financial records on demand to the executive director, any national officer or the chapter’s regional director. The details requested in this report help the national organization verify the fiscal health of its chapters. Chapters must conduct a financial review. Without this information, the chapter’s report is incomplete.


Why the deadline is important

— Reports must be received by May 30 to be considered eligible for Chapter Program and Ethics Week grants.
— Reports must be received by May 30 to be considered for annual chapter awards. Chapters may be asked to submit supporting materials for chapter award review. Click here to learn more about chapter awards.

It is your chapter’s responsibility to ensure that the report is successfully filed.

All annual reports should be submitted online (the form appears below) or via e-mail using the Word document (blue box, above right).

If you have questions about the report, contact Tara Puckey via email or by phone at 317-920-4784, or contact your regional director.


Annual Report Submission Form

Deadline: May 30, 2014

General Information

Region Number (1-12 or international):
Chapter name:
Example: Detroit State College
Name and title of person submitting report:
Phone number of person submitting report:
E-mail address of person submitting report:

Chapter Information

Chapter Website:

Please provide any additional social media or web links your chapter may have:


Chapter Leadership

Chapter president

Chapter president name:
Term expires:
Address:
City/State/Zip:
Preferred Phone:
Preferred E-mail:

Chapter adviser

Name:
Term expires:
Address:
City/State/Zip:
Preferred Phone:
Preferred E-mail:

Additional officers/board members:

Date(s) of election(s):


National and regional representation

Was your chapter represented at
Excellence in Journalism 2013?
Yes No
Name(s) of representative(s):
If not, did your chapter receive a waiver from your regional director?
Yes No
Was your chapter represented at the 2013 Regional Conference?
Yes No
Name(s) of representative(s):
If not, did your chapter receive a waiver from your regional director?
Yes No

Chapter membership activities

Describe your ongoing membership recruitment and retention activities and the success of those activities.


Chapter programming

SPJ encourages chapters to hold programs and activities on topics that further SPJ's mission, including ethics, diversity and freedom of information, as well as issues important locally.

Please note: All programs described below must have taken place during the reporting period of May 1, 2013 to May 30, 2014.

How many programs did your chapter have during the reporting period?

Diversity

Did your chapter hold a Diversity project or program this year?
Yes No
Date of program:
Approximate Attendance:

Please describe (limit to 750 characters or fewer):


Freedom of Information

Did your chapter hold a Freedom of Information project or program this year?
Yes No
Date of program:
Approximate Attendance:

Please describe (limit to 750 characters or fewer):


Ethics

Did your chapter hold a Ethics project or program this year?
Yes No
Date of program:
Approximate Attendance:

Please describe (limit to 750 characters or fewer):


Service Project

Did your chapter participate in a service project this year?
Yes No
Date of program:
Approximate Attendance:

Please describe (limit to 750 characters or fewer):


Other programs

What other professional development programs or activities did your chapter have this year? Describe each one in a box below.

Program #1

Program topic:
Date of program:
Approximate Attendance:

Please describe (limit to 750 characters or fewer):


Program #2

Program topic:
Date of program:
Approximate Attendance:

Please describe (limit to 750 characters or fewer):


Program #3

Program topic:
Date of program:
Approximate Attendance:

Please describe (limit to 750 characters or fewer):


Program #4

Program topic:
Date of program:
Approximate Attendance:

Please describe (limit to 750 characters or fewer):


Program #5

Program topic:
Date of program:
Approximate Attendance:

Please describe (limit to 750 characters or fewer):


Program #6

Program topic:
Date of program:
Approximate Attendance:

Please describe (limit to 750 characters or fewer):


Program #7

Program topic:
Date of program:
Approximate Attendance:

Please describe (limit to 750 characters or fewer):


Program #8

Program topic:
Date of program:
Approximate Attendance:

Please describe (limit to 750 characters or fewer):


Other professional development programs or activities not detailed above:


Chapter Communications

How does your chapter communicate with its members? Describe your chapter's regular method(s) of communication and other tools used this year (limit to 750 characters or fewer):


Chapter Fundraising

Did your chapter hold any fundraising activities this year?
Yes No

If yes, please describe any successful fundraising campaigns (limit to 750 characters or fewer):


Additional comments


Upload chapter bylaws, bank statements and other supplemental documents

Please use this file uploader to securely send a copy of your chapter's bylaws, bank statements and, if applicable, a copy of the IRS Form 990 or 990N filed by your chapter. (If you prefer, you may also email these documents.)

The uploader will pop out in its own window, and sending your documents now will not cause you to lose your progress on the rest of the form, but it is not necessary to send your documents now to file the rest of your report. You are welcome to return to this page later and use the uploader at any time to send your documents separately from filing the rest of your report.

Launch upload tool (pops out in new window)


Chapter Financial Information

Chapter’s Federal Tax ID Number:
Are your chapter funds in university managed accounts?
Yes No
Chapter’s Financial Institution:
Chapter’s Routing Number:

Chapter Account Number(s):
(Please list ALL chapter accounts)

Please enter an amount in each field below. For example, if the balance is zero, please enter "0" in the field.

Bank balance at start of this reporting period:
$
Funds raised during this reporting period:
$
Expenses incurred during this reporting period:
$
Bank Balance at the end of this reporting period:
$
If your chapter is registered as a subordinate chapter of SPJ, did you file the IRS form 990 (for chapters grossing more than $50,000 per year) or e-postcard 990N (for those grossing less than $50,000 a year)?

(Not sure if your chapter is listed as a subordinate chapter with the IRS? Contact Chapter Coordinator Tara Puckey.)
Yes No
Upload IRS Form 990/990N and other supplemental documents

If you answered yes to the previous question, please use this file uploader to securely send bank statements, chapter bylaws and a copy of the IRS Form 990 or 990N filed by your chapter. You may also send a copy of your chapter's bylaws at the same time. (If you prefer, you may also email these documents.)

The uploader will pop out in its own window, and sending your documents now will not cause you to lose your progress on the rest of the form, but it is not necessary to send your documents now to file the rest of your report. You are welcome to return to this page later and use the uploader at any time to send your documents separately from filing the rest of your report.

Launch upload tool (pops out in new window)


Record Review

To ensure a chapter’s continued financial health and reinforce sound accounting procedures, it is required that three members meet annually with the chapter treasurer to examine the chapter’s financial records.

This (at least) three-member committee, appointed by the chapter president, should conduct a review of all documents for the reporting year to include, but is not limited to:

— Reviewing bank statements
— Reconciling checks and check registers with bank statements
— Reviewing receipts
— Examining expenses

Check here to indicate Record Review has been performed

Reviewer #1

Name:
E-mail:

Reviewer #2

Name:
E-mail:

Reviewer #3

Name:
E-mail:

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