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Annual Reporting for NCTE Assemblies

Assembly Annual Reports

Please print and use this page as a checklist of all items required in the Assembly Annual Report.



  • Except for dues and the online survey report, all the items below can be sent via email .
  • You may submit these items as a group, or individually as you collect them. Please make sure each item is clearly labeled with your affiliate's name and, of course, your name.

Submit items by email to or by regular mail to:

Division of Affiliate Services
1111 W. Kenyon Road
Urbana, IL  61801
Fax: 217-278-3761
Phone: 800-369-6283x-3634

Items for Annual Report

The following items comprise the assembly annual report and are in addition to the paragraph you send to NCTE for its Annual Report of Council Activities.

Assembly Online Survey

Dues: The NCTE Accounting Office will bill your assembly for its dues.

Roster of Officers:  Submit a roster through U.S. Mail, fax, or email or send us a link to your list of officers on your website. Include the following:

  • Name of office
  • Title of position
  • Term of position 
  • Full address (home and school if available)
  • Telephone numbers 
  • Preferred e-mail.

This complete information will help make communication between the assembly and NCTE efficient and timely.  Please be sure to include contact information for your affiliate's liaison officer to NCTE.

Roster Statement Form:  The Roster Statement Form should be attached to or submitted with your roster of officers (by U.S. mail, fax, or e-mail). This form verifies that all Executive Board members are members of NCTE.

Meeting Minutes:  Please send a copy of your assembly's meeting minutes for July 1 - June 30 . You do not need to submit these if your assembly sends them throughout the year. Please put the NCTE Affiliate/Assembly Office on your mailing list to receive Executive Board minutes or e-mail the minutes to Please attach any assembly documents that NCTE HAS NOT ALREADY RECEIVED this year, including minutes of board meetings and conference programs.

Assembly Directors Form:  This form is due by September 15. We encourage you to consider the Assembly Directors Form as part of your annual report. It confirms the assembly officer(s) who will be attending the Board of Directors Meeting at NCTE's Annual Convention in November. 

Assembly Abstract:  Please view your current assembly information on our website and submit any revisions. This information id used to update the NCTE Assembly Brochure each year.

Policy of Involvement of People of Color:  Does your assembly have a Policy of Involvement of People of Color?  If yes, please include this policy in your annual report.  View NCTE's policy.

Budget/Financial Statement:   Please submit a copy of your annual budget and/or financial statement.  A blank Financial Statement form is available for your use--the categories on this form represent a best practice for assembly accounting and budgeting. However, you are free to submit your financial statement in the form you use for reporting to your board but we need a statement that represents the whole of your fiscal year (most affiliates' fiscal years run from July 1-June 30).

Membership List:  Membership lists were due by May 1 in this designated format. NOTE that all assemblies must have at least 25 NCTE members including board members. Lists are still being accepted.

Assembly Editors: (journal, newsletter, website):  Hopefully, your publication participates in the NCTE Information Exchange Agreement, an agreement enabling participating affiliates, assemblies, and TYCA Regionals to use writing and artwork from one another's publications providing they cite the source of the writing or artwork and send two copies of the publication with the reprinted writing or artwork to the editor of the publication that originally printed the material..  NOTE:  Please add the NCTE Affiliate/Assembly Office to your publication's mailing list ( or NCTE Affiliate/Assembly Office, 1111 West Kenyon Road, Urbana, IL 61801.  If your publications have not been sent to Millie Davis, please send them now as a group. 

Assembly Report Delay Sheet:  If you are not able to submit these items by July 15, please complete and submit the Delay Sheet.

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