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This Users' Manual is updated in real time based on the various enquiries and suggestions keep coming
from our members. Therefore, note to read this fully before you start reporting or whenever you have any doubt.
THE HUB
The hub of all reporting is MyClubPage. To make the activities of reporting easier, all report-related links will open in separate windows and could be kept open until reporting is completed.
REPORT & REPORT SUMMARY
REPORT refers to report of an individual event.
REPORT SUMMARY refers to the consolidated statement of all reported events.
STAGES
There are three stages in preparing the Monthly Reports:
1. Recording the Events
2. Reporting the Events
3. Saving and Closing the Report Summary.
For detailed information on these three stages, please continue reading.
STAGE I - RECORDING EVENTS
Step 1: Log in with your username and password.
Step 2: Go to MyClubPage. Scroll down to "Major Events of the Year" heading.
Step 3: Ensure that all your meetings and projects of the month are appearing there. The following will have to be entered:
All weekly meetings
All Cancelled meetings
All Board meetings
All projects.
If any one of them is missing in your MyClubPage, follow the link "Add another Event" and add all the missing events and their photographs, wherever required/available. (Some of the items do not require photographs, like Board Meeting.)
Now, there are occasions when a single meeting overlaps different avenues of service. For example, in an Installation meeting, if a Community Service project and a Vocational Service project are launched, then three avenues are overlapping each other. The meeting itself is in Club Service, and the launch of Community Service project is in Community Service and the launch of Vocational Service project is in Vocational Service. In such instances, three events must be recorded - one as a meeting, and the other two as projects. Therefore, although we have had only one installation, we will have three events recorded so that they could be appropriately reported. Use appropriate photographs and narration for each
event recorded. (Similarly, for Governor's Official Visit also such occasions may arise).
When the events are recorded as above, after reporting, the three events will ultimately appear in the report under their respective avenues - the installation will be reported under Club Service, the launch of Community Service Project will be reported under Community Service and the launch of Vocational Service Project will be reported under Vocational Service. And thus all of them get reported properly and accurately. Since the members of the Awards Committee will be grading the items in the Report in real time, it is very important to report every and all meetings, programs and projects, however minute they may seem to be.
For all meetings, select Event Level as "Club - Meeting", except Governor's Official Visit, which must be selected as GOV itself . All other items will be projects and therefore at Event Level, "Club - Projects (other than meetings)" must be selected.
STAGE II - REPORTING THE EVENTS
After you ensure that all events are entered, we can start the reporting procedure. We start from the first event of the month and go to the last event of the month. That means we will be moving in a chronological order. It is possible to do the reporting in random order also. However, some of the figures in the report are cumulative and relative in nature, and therefore to complete the reporting in the shortest possible time, it is better to move chronologically. BTW, if you want the photographs to be part of the report, then you must upload photographs of all such events.
Follow the link "Report this Event" against the oldest event of the month from MyClubPage. The page will open in a new window. The screen for meetings and projects are different. Therefore, when events are entered, kindly note to enter the correct event level as mentioned above.
Meetings Screen (You are reporting this event as Club - Meeting)
Part 1 of this report is self-populated based on your selection when you entered the event. There is nothing more to do here.
Part 2 contains a form to be filled in. Most of the items are self-explanatory. Select the most appropriate category of meeting from the drop-down list and also select the Avenue category of the meeting. A to H are figures where the factual figures must be entered and tallied. However, if
your Category of meeting is "Board Meeting" OR "Cancelled Meeting" OR "Hosting Multi-club Meeting (NA)" OR "Participation in Multi-club Meeting (NA)", you may skip the rest of the portions and go direct to click "Update this Report". (NA = Non-Attendance). All meetings where attendance is marked must be reported as one of the categories other than the ones listed in this paragraph and in such cases the A to H will have to be filled up.
If you report addition or loss of members (in B or C), then when you update the report, you will be presented with that many input boxes to enter the name(s) of the members gained/lost. Please enter the names correctly and carefully.
The total of members who have been granted long leave plus number of members under the purview of Rule of 85 who were absent may be entered in the box against "G. Long Leave + members absent under Rule of 85".
The percentage of attendance will be calculated by the system when you update the report.
If the meeting is a Speaker Meeting, enter the name of the speaker and the subject in the boxes provided.
Part 3 contains Miscellaneous Information, again self-explanatory. If you have published a bulletin, enter the date and its number in the boxes provided. In the rest of the boxes, enter the actual figures. If you have no figures to report, just leave them at 0 (zero).
Projects Screen (You are reporting this event as Club - Projects (other than meetings))
In this screen, Part 1 is similar to the one described above for Meetings screen and there is nothing to be done here.
Part 2 of the Projects Screen contains 4 drop-down selection boxes. They are self-explanatory.
In the 1st box, select Avenue category of this Project.
In the 2nd box, if the project is an RI Priority Project, select the appropriate RI Priority project.
In the 3rd box, if the project is a District Priority Project, select the appropriate District Priority project.
Description and Photographs
If you have already uploaded the photographs of the meeting/project, they will appear in this page. (If you have not uploaded the photographs, you can go and do it now.) On top of the photographs, there are two boxes provided for description/narration of the meeting/project. The description can be in two paragraphs, each paragraph not to exceed 255 characters. Sometimes there may be some narration at the bottom of the photograph(s), but they may not adequately describe the meeting/project. Therefore, use the boxes to add the detailed description of the meeting/project. A true, precise description with all the details in these two paragraphs will go a long way in making a favourable impression with the Awards Committee members.
How to know if you have reported an Event ?
If you have missed reporting an event, in your MyClubPage, alongside the particular event, you will find appropriate remarks in red color. This will disappear as soon as you report that event. Kindly note that only reported events will be summarised in the Summary Report.
Cancelled Meetings
Even if you cancel a meeting, it must be recorded as an event. At the time of reporting, you will chose "Cancelled Meeting" as the Category of Meeting. Then the number of meetings will be recorded correctly.
Errors
If there are any errors in your reporting of an event, the corresponding error messages will be displayed on the screen. Rectify them all until there are no errors. If you do not rectify these errors, you will not be able to Save and Close the Report Summary.
Summary Page
Once you complete reporting an event, come back to the MyClubPage window, and follow the "Jul 2011 Summary" link (or the appropriate one) under the Monthly Report Summaries heading. If you have reported the event correctly, you will see all that information reflecting correctly in the Report Summary page. As you progress with the reporting of subsequent events, you will see the corresponding changes in the Report Summary page also.
After you complete reporting all the events, you will see that the Report Summary page will have all the relevant information about your club's activities during the month. Figures, meetings and projects, photographs - all of them will be there in the appropriate places. This is what the District Secretariat and Awards Committee Members will be seeing after you Save and Close the report summary.
STAGE III SAVING & CLOSING REPORT SUMMARY (Link Status: Disabled. This link is seen by and available only to Presidents & Secretaries)
When a report summary is saved and closed, two things will happen at the same time:
1. the system will generate a set of emails intimating the concerned officials that a new report has been saved and closed and that the said report is available for viewing by them.
2. all the connected records will become un-editable. That is, after a summary report is saved and closed, none can add/update any of the connected records.
Who will see your Reports ?
The District Governor, District General Secretary, District Secretaries in charge of Awards management, members of the Awards Committee, your AG, your GGR and other district officials authorised by the District Governor (which may vary from time to time), will be able to view your saved reports.
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Helpline
 Welcome to e-Rotary through this new website ! Make a difference to you and your fellow Rotarians by logging in everyday. If you need any assistance, please feel free to email me any time. Always at your service.
Rtn PP James Kalassery,
District Director, Communications
& District WebMaster.
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Rotary International Theme 2011-12 : Reach Within to Embrace Humanity
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Last updated on 4 February 2012. 8,899,031 pageviews ( 6774/day ) since 1st July 2008.
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