Club & District Officers Handbook

Points to Consider in Evaluating Reports It is good to have persons evaluating Community Service Reports who are familiar with all phases of the report, including the preparation. Special attention should be placed on the Community Service Guide for the respective committees. Use them as follows: 1. Community Service Guide should be studied by evaluators. 2. Evaluators should know which committee various projects fall under. 3. Evaluators should refer to the Community Service Guide while evaluating reports, if necessary. The Community Service reports show the work and accomplishment of Ruritan clubs during the year. They deserve much time and careful attention spent on their review. Remember that an evaluator has a tremendous responsibility. Take the necessary time required to evaluate each report carefully. Ruritan means providing service. It is important that Ruritans receive recognition for their services rendered to the community and the benefits given to others. This recognition can only be given through proper evaluation. When the Community Service Report is received by the district governor, it should be initialed and the date of receipt recorded promptly and accurately. Emailed reports should be printed out and dated and initialed the same way.

3. Report on one line each project that has been completed. 4. Type or neatly print. Legibility and clarity is important. 5. Report each project one time only. 6. State the actual (not estimated) active club member hours for each project (to the nearest half hour). 7. State the actual dollars spent from the club treasury for each project (round to the nearest dollar). 8. Be sure that at least two (2) club officers sign the report (or list their names as designated signees on a digital report). 9. Ensure that your district governor receives your club Community Service Reports postmarked (or emailed) no later than October 1. Evaluation Will Be Based on the Following Criteria 1. Two (2) points for each project as defined. 2. Five (5) points for each club member hour. 3. Two and one half (2.5) points for each dollar. 4. Misplaced projects receive partial credit. 5. Fundraising labor and expenses are not considered community service. However, credit may be given to a project or event to benefit a specific cause. 6. Project claims associated with regular club meetings and Ruritan promotions is not considered community service. 7. Date the report was received by the district governor.

NOTE ABOUT E-MAILING FORMS: As with all Ruritan awards, Community Service Merit Award forms WILL be accepted digitally and by e-mail, provided the appropriate recipient has an e-mail address. It is your responsibility to locate that e-mail address, and the form(s) you create on your computer must contain ALL of the information required for the award. Please keep a printed copy of your e-mail for your files showing dates sent, etc. Signatures may be omitted when a form is sent digitally; however, judges may make contact with designated signees for verification, so their names must be on the form. All award applications and/or forms must still be received on the appropriate deadlines.

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Revised 8/2023