Domain Coordinator Report Template

Questions

Who does this report go to?

Domain Coordinators report to the National Membership Coordinator and the archives at reporting@beyondthesunset.org.au.

When do I report?

Domain Coordinators report on the 8th of each month.

Who determines my reporting status?

The National Membership Coordinator determines your reporting status. Remember to report on time or ask for an extension on/before the cut off date to remain on your current status, or if you drop to move up in status.

I've dropped in status, how do I return to my previous status?

Send in 3 consecutive ON-TIME or approved extension reports and then you will return to the previous status. This is recorded as Colour#, such as G Y0 Y1 Y2 Y3 G (Green, Yellow report late/not submitted thus dropped, yellow 1, yellow 2, yellow 3, green). Please note, if you send in a report that is late without an approved extension and you were on yellow 3 or red 3, you will drop down to the beginning of that colour instead of the next rank. If you drop before that point, you will drop down to the next colour.

What are the reporting status colours?

Green
Yellow 0-3
Red 0-3
Black - Position is lost, all prestige earned through this position is lost, and you cannot hold positions for six months minimum. This may be extended depending on disciplinary actions.
Grey - This is used to mark extensions in reports which is to be corrected to the appropriate status upon received or not received report, OR to mark a period when the position is up for election or otherwisely not being held.

Report

NOTE - please remove all this descriptive text before submitting!!
[Text within square brackets is notes and hints on how to complete this report and should be removed from the report before submission.]
<Text within angled brackets describes specific information required where appropriate. Complete required text but remove brackets before submitting.>
___ underlines are blanks to be filled, where information required is obvious. Where there is no information to fill a blank, remove the underline but leave the field heading intact.
Please note that the section titles are not necessary within the report so long as you separate each section.

Report Start

==== Domain Information ====
Domain Name: ___

Domain Code: ___

Domain Location: ___ [This would be the city/state as the Domain Name sometimes does not include it.]

Month of Report: <Month Year> [A report is always for the month previously. ie, if you're reporting on 4 December 2003, your report should cover the month of November and is called "November 2003" and not "December 2003".]

==== Domain Staff Information ====
DC Name: ___ () [In the brackets insert your membership number.]

Email: ___

Date Office Gained: <DD/MM/YYYY>

Certificates Passed: ___

aDC Name: ___ () [In the brackets insert your membership number.]

Duties: ___ [If applicable, or else remove/leave blank.]

Reporting Status: <Green/Yellow 0-3/Red 0-3/Black/Extension/Not Applicable>

DST Name: ___ () [In the brackets insert their membership number.]

Date Office Gained: <DD/MM/YYYY>

==== Venue Information ====
Venue Name: ___ [You may insert the Venue Code on this line also.]

Venue Genre: ___

Coordinator Name: ___ () [Insert their membership number into the brackets.]

Reporting Status: <Green/Yellow #/Red #/Black/Extension/Under Election>

Reported this month: <Y/N/Extension>

Date of Report: <DD/MM/YYYY>

[Feel free to copy and paste this section to cover all venues.]

==== Domain Advertising/Resources ====
[This section may not be applicable in some domains, please feel free to remove if not applicable.]

Domain webpage(s), if any: ___ [Insert a link, such as the domain wiki page.]

Maintained by: ___ [Name and Membership number if an assistant updates this page.]

Domain Newsletter, if any: ___ [Y/N and a name if applicable.]

Edited by: ___ [Name and membership number.]

Last date of publication: <DD/MM/YYYY>

Next issue due: <DD/MM/YYYY>

==== New Members/Renewals ====
[This may not be applicable all of the time. Please feel free to remove if not applicable.] <nowiki>New Members this month: <#>

[Insert a list of new members with Full Name, Preferred Name, Date Applied, Email Address. Or scan/insert a filled out new members application form.]

Renewals this month: <#>

[Insert a list of renewing members with Full Name, Membership Number, Date Renewed, How payment was processed (Cash/PP/BT), Email address. Or scan/insert a filled out returning members application form.]

==== Finances ====
[Not applicable to online domains.][This is where you record domain ingoings/outgoings with regard to funds taken from members, funds paid out for venues, costs of domain newsletters, etc.][This may be done as part of an excel sheet and attached to the email.]

Domain Tin

Balance Brought Forward: $___ [This should equal to final balance of last report.]

Outgoing Finances

Date: <DD/MM/YYYY>

Amount: $__

To: ___ [Insert name or account such as Domain Account or Venue Tins.]

Reason: ___

[Feel free to copy this section as many times as necessary for outgoing finances.]

Total Outgoing: $___

Incoming Finances

Date: <DD/MM/YYYY>

Amount: $___

From: ___ [Insert name or account such as Venue Tins or Domain Bank Account.]

Reason: ___

[Feel free to copy this section as many times as necessary for incoming finances.]

Total Incoming: $___

Final Balance: $___

Domain Bank Account

Balance Brought Forward: $___ [This should equal to final balance of last report.]

Outgoing Finances

Date: <DD/MM/YYYY>

Amount: $__

To: ___ [Insert name or account such as Domain Tins.]

Reason: ___

[Feel free to copy this section as many times as necessary for outgoing finances.]

Total Outgoing: $___

Incoming Finances

Date: <DD/MM/YYYY>

Amount: $___

From: ___ [Insert name or account such as Domain Account or "Membership".]

Reason: ___

[Feel free to copy this section as many times as necessary for incoming finances.]

Total Incoming: $___

Final Balance: $___

[Please note that the domain account normally only interacts with the domain tin or larger finances for the domain, and the domain tin normally interacts with venue tins and the domain account. This saves the venues from needing to have bank cards or access to the domain bank account. If the domain tin has excess of $150, this should be transferred to the Domain account. If the domain tin has under $20 it should be topped up from the domain account. Domain tins should ideally amount to $100. Similarly Venue tins should be topped up from the domain tin or passed up to the domain tin to be deposited in the domain account as necessary.]

==== Domain Meeting ====
[Please note that domain meetings are a requirement of the duties of a DC. Councils are to be held monthly, and conclaves to be held every three months. Council = staff only, Conclave = staff + membership.]

Last Meeting Date: <DD/MM/YYYY>

Meeting Type: <Conclave/Council>

Next Meeting Date: <DD/MM/YYYY>

Meeting Type: <Conclave/Council>

Meeting Minutes [This is suggested to be attached as a separate document including attendance and absentees.]

==== Misc ====
[This section may not be applicable to all reports, but is a good way to keep informed on issues and their statuses.]

Projects: ___ [Feel free to list and provide details.]

Problems and Solutions: ___ [Feel free to list and provide details.]

Disciplinary Actions: ___ [Please do not provide details of the disciplinary actions, only mention their codes and status as in if to be passed up, resolved/to be archived, etc. Disciplinary actions are to in a separate document and to be sent in a separate email.]

==== Comments to National ====
National Coordinator