UNITED SQUARE DANCERS OF AMERICA

OUTLINE FOR USDA REPORTS

(Approved June 1995)

  1. PURPOSE OF REPORTS: The purpose of USDA Reports is to inform, advise, record or document activities, give accountability, relate status, etc. about USDA programs and activities. USDA Reports may include Executive Committee Reports, Audit/Financial/Budget Reports, Special Committee Reports, Delegate Reports, etc.
  2. WHO PREPARES: USDA Reports may be prepared by an officer, delegate, committee chairman, etc. as may be required by the USDA President or the USDA Governing Documents.
  3. WHO READS: Since USDA Reports are read by many different individuals with varying backgrounds and experience with USDA and the square dance movement, the reports must be meaningful, even to the least experienced individual.
  4. FORM: Using a standardized form and format for reports will assist the readers as well as the writers and present a more professional type USDA document.
  5. PAPER: to facilitate reproduction, filing and distribution, the standard 8 ½” X 11” USDA bond paper will be used with only “UNITED SQUARE DANCERS OF AMERICA” printed across the top on the first page only.
  6. MARGINA: use 1” left and right margins, 1” top and bottom margins
  7. FONT: use Courier 10cpi font or similar font
  8. HEADING: heading will be centered, caps, underlined. First line will be the name of the organization reporting (i.e. VICE PRESIDENT, CENTRAL REGION). The second line will contain the name of the report, (i.e. ANNUAL REPORT, MID-YEAR REPORT, SPECIAL REPORT).
  9. DATE: date will be centered, lower case, and annual and Mid-Year reports will reflect the date of presentation at the USDA meeting. Example: June 21, 1995. Other reports will reflect the date of preparation.

VICE PRESIDENT, CENTRAL REGION

ANNUAL REPORT

June 1, 1995

  1. CONTENTS: A USDA annual or mid-year report is a document that many leaders, delegates, and officers from the total square dance activity see and read. The reports are a direct reflection of USDA and therefore should reflect the best, biggest, busiest, organization in the square dance movement. There is no need to thank local individuals for their support or assistance; this can be done by personal letter. There is no need to report on visiting your local clubs, etc. – is this important to leaders on the national level? The reports are absolutely worthless without facts, figures, status, reporting of details of USDA activities, contacts made, problems encountered, recommendations, etc. Review of your responsibilities and duties should provide many areas that should be reported. The reports should address the following:
  • WHAT did you do, or your committee do, during the last 6 or 12 months or during the reporting period? Give activities, quantities, names, details, etc. that will justify your position or committee. If the preparer has very little to report, it normally means that the preparer has done very little during the reporting period.
  • WHO did you contact about USDA operations? Who contacted you? Give details if important.
  • RELATE all problem areas encountered during the reporting period.
  • PROVIDE recommendations to resolve problems or improve USDA operations.
  1. PARGRAPH: Paragraphs will be numbered as follows:

1.

2.

a.

b.

(1)

(2)

(a)

(b)

  1. PAGE NUMBERS: Centered at the bottom of the page.
  2. CLOSING:Respectfully submitted
  1. SUBMITTAL: Prior to submittal proofread, proofread, proofread. Spelling correct? Sentence structure OK? Does the report look neat in appearance? Does it indicate you have been busy or just reflect a “strap hanger?” Does it reflect you as a national leader? Does the reflection set a good example for others to follow? Now, read the report as though you were the newest member of the USDA Board of Directors. Does it meet the criteria listed above? Does it reflect favorably on you and your position in USDA? Remember, regardless of the condition of the report, IT REFLECTS YOU! Submit the report timely.