The End (Q1) is Near—Are You Prepared?
The end of the first quarter is coming up fast. Unreported events emails have been sent to presidents, program chairs, presidents-elect, and DCMS contacts.
The emails list all chapter programs that remain unreported in the PPT after 21 days.
These 21-day reminders are not
notification that your chapter is late in reporting events. Reports for first
quarter events (May 1-July 31) are not due until Aug. 10, but since best
practice is to report events as soon as possible, we want you to be
aware so you can maintain your on-time reporting points.
Review your CBSC Progress Report report in July (updated July 10) ahead of the first quarter reporting deadline on Aug. 10, to check whether your
chapter has completed its education reports or there are still events
unreported. A few simple steps will help you stay on track to retain your on-time reporting points.
- Check the On-Time Reporting
column in the July 10 CBSC Progress Report for the Q1 events. The
number is expressed as a ratio of the number of events reported to the
number of events scheduled in your PPT. If the first number doesn't
equal the second, you have unreported events and should be in contact
with whoever has been charged with the task of reporting. Don't forget the newsletter column. Your chapter is required to produce and report one newsletter each quarter.
- Pull a PPT report
(it's in the Chapter Reports and Reporting tools tab under Program
Planning Tool) to determine which events are unreported. If an event
falls between May 1 and July 31, it must be reported by Aug. 10. If an
event was cancelled or postponed, it's easy to go into the PPT to change
the event status from Active to Cancelled or Postponed.
- Request an extension if you can't possibly report by Aug. 10. Contact email@example.com,
before Aug. 10 if you need an extension. Be sure to identify the event
and to offer a reasonable date for the reporting extension.
- Do a quick audit to ensure that all the educational programs your
chapter offered have been entered into the PPT. We can't tell that your
event is unreported if it isn't in the PPT, but if you enter it and
report it after the deadline for the quarter, you will automatically be
recorded as reporting late. Events that are often overlooked are
regional webinars, mini-LTCs, preconference programs, certification
study programs, and limited-involvement participation co-sponsored
- Report your newsletter online. Make sure that the person who is responsible for reporting your
chapter newsletter knows that it must be reported using the online Chapter Newsletter Activity
form. This is also a good time to ensure that everyone knows who
actually is responsible for reporting the newsletter. And don't forget to
send us a copy. If you have a very large PDF, ask the company that
provided the PDF if they can reduce the file size. (This will also free
up space on your website). You can also send us a link your website
If you have questions about DCMS reporting, check the 2013-14 Chapter Planning Calendar and Resource Guide, which was distributed at LTC. You can also print a copy of the guide from the website.
Still have questions? Contact firstname.lastname@example.org or call (800) 252-4362 and ask to speak to a member of the Chapter Relations Team. We are always happy to help.
Publication Date: Friday, June 28, 2013