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After you write your CPG, run your project, and have your final CPG approved,
the last thing is to put it together with your supporting material (notes, pictures,
reference materials, etc) into what we call a CPG Book.
An assembled CPG is divided into 7 sections. Tabs for these sections (and
notebook covers) are stored in the office. In general we hold one "CPG
Assembly" Party every 4 months (April, August, December) to get our books
ready to submit for the Trimester.
Rules and Suggestions for CPGs:
- The project MUST be outlined using the CPG with the completed CPG form as a cover page.
- The official census at the beginning of the award year (January 1) is the basis for determining the
chapter's population division.
- Up to seven (7) pages can be multiple-page documents. The CPG is the first multi-page document
and MUST be behind tab one. Multiple pages are multi-page documents such as magazines, bulletins,
manuals, and newsletters. Each of the above will count as one page.
- Photographs that best substantiate the project should be included.
- There should only be 30 pages in the assembled book. Note that the word
pages actually is misleading as multi-page documents can
be counted as a single page.
- Start your page numbering with the first page of your CPG (the one you
wrote and presented). Number your CPG as a multi-page document. (see the
Brookhill example below).
- The substantiation sections (tabs two through seven) of a CPG project notebook entry shall be
limited to a total of twenty-nine (29) pages (not including tab dividers and front and back cover).
- A page shall be one-sided on a sheet of paper and each page shall be numbered. Each multiple page
shall be numbered Multiple Page No. 1, Multiple Page No. 2, etc., in addition to the overall page
numbers.
- White (8 1/2” x 11”) paper should be used for all materials in the entry. This will permit photocopying.
- Cardboard or extra heavy paper should not be used.
- No CPG will be disqualified if its presentation is not typed; however, it
must be understood that the neatness of the presentation will reflect the
amount of pride a chapter has in its accomplishments and could be the deciding
factor in selecting the winner between two equal projects.
The primary purpose of the project/program will identify in which project category the project will be entered. If the primary purpose was to raise money for a charitable organization, the CPG would be included in the Community Fundraising category. If the primary purpose was to raise money for administration of the chapter, the CPG would be included in the Financial Management category.
NOTE: Many projects may not have material in each substantiation area. Only valuable information should be included. Tabs are not needed if there is no material. The Financial Management tab must have some materials; at least a financial sheet with proposed and actual budgets.
The following is an example of the Notebook Entry Guidelines:
FRONT COVER
AWARDS
ENTRY FORM (Inside front cover, in front of tab 1.)
TAB 1: CPG
Completed Chairman's Planning Guide, questions 1-10.
TAB 2: Financial Management
Include the Budget Sheet/Financial Statement. This is the document that
demonstrates the planned and actual expenses and income. Copies of
statements, receipts, etc., may be included as supporting documentation.
TAB 3: Planning/Training
Include any sign-up sheets, committee meeting notes, reports, surveys, or
correspondence documenting the need for the plan and purpose of the project.
TAB 4: Communications
Include all correspondence (both incoming and
outgoing), newsletter articles, chapter fliers, and minutes, etc.
TAB 5: Personnel Management
Include a participation list of Jaycee and non-Jaycee involvement (sign-in
sheets), records used to support activities on the project, and new member recruits, etc.
TAB 6: Public Relations
Include promotional materials, news clippings, communications to the public,
transcripts of radio and TV spots broadcast, etc.
TAB 7: Photographs
Photo documentation of the project provides an excellent, usable record
for future project chairmen.
BACK COVER
Materials:
Ok, so here is a sample book and one potential way to number it....
Take the Brookhill CPG as potentially our most complicated. Sample numbers
have been created to help the example make more sense. Items that might
be included in such a CPG...
So here is one way it could be assembled. Keep in mind we have a 29 page limit (although some of those "pages" can be multiple-page documents.
Before Tab 1: Awards Entry form
Tab 1:
CPG form (no page #),
a) Final CPG. Numbered (1.1, 1.2, 1.3, etc up to the # of pages in the CPG)
For this example, pages in Tab #1 are
1.1->1.4 (multi-page doc #1)
Tab 2:
h) Final Budget and
r) receipt(s) you choose to include. .
For this example, pages in Tab #2 are
2,3,4 (budget is page#2, and then 2 pages of the more important receipts).
Tab 3:
c) sign-up sheets (for such a large project include these as a multi-page doc).
j) planning notes. For Brookhill this might be limited (due to the vast
quantity) to the 12-month planning calendar, included as a multi-page document.
For this example, pages in Tab #3 are
5.1->5.10 (10 pages of sign-up sheets)(multi-page doc #2), and
6.1->6.12 (12-page calendar)(multi-page doc #3)
Tab 4:
e) Article(s) from Jaycall (numbered page by page)
f) and g) agendas from meetings (as space permits)
l) letters (or just some selected samples) to sponsors
s) minutes from meetings (as space permits)
For this example, pages in Tab #4 are
7,8 (two Jaycall articles),
9,10 (2 selected agendas from General Membership meetings),
10,11 (2 selected letters to sponsors),
12,13 (meeting minutes approving initial/final CPG),
Tab 5:
d) sign-in sheets from the workdays. Numbered one by one, or I suppose
you could try to claim the whole pack as a multi-page document (grin). If
one-by-one on such a large project where we are already tight on the
number of pages, maybe only include the day-of sign-in sheet(s).
For this example, pages in Tab #5 are
14.1->14.10 (the sign-in sheets from the workdays as multi-page doc #4),
15 (the committee roster).
Tab 6:
o) ads,
k) sales brochure,
b) program booklet,
m) Bugle newsletter,
o) newspaper ads
p) newspaper articles,
For this example, pages in Tab #6 are
16,17 (2 copies of newspaper ads),
18.1->18.8 (the 8-page sales brochure)(multi-page doc #5),
19.1->19.6 (the 6-page progam booklet)(multi-page doc #6),
20.1->20.4 (the 4-page Bugle)(multi-page doc #7, we can have no more MPs),
21&22 (2 pages of newspaper articles).
Tab 7:
q) pictures. This is not a photo album (grin), so keep the pictures to
a reasonable number. Please use the plastic photo sleeves we have in the
office. Number each sleeve individually (cut up a yellow post-it and tape it
to the corner of the photo sleeve).
For this example, pages in Tab #7 are 23,24,25 (3 pages of pictures).
What did we throw out? Actually you should not throw any of these types of
material away. Just because the CPG submission rules limit a CPG to 29 pages,
that does not mean that most/all of the above materials will not be (very)
valuable to next year's chairperson. But in this case, for submitting the
CPG, we chose not to include some items, but if we had had room to include
them, then they would have gone in:
- i) reports... in section 3: Planning