Connect and Share: IWCA Chapter Information Update
Hello, and warm greetings to all our valued IWCA chapters!
Important Update: IWCA Chapter Participation Requirements
Instructions for IWCA Chapter Participation Requirements and Document Submission
To strengthen our global network and ensure alignment, all chapters are required to review, sign, and upload the updated IWCA Chapter Agreement and Memorandum of Understanding (MoU). These documents outline essential participation requirements, responsibilities, and expectations that guide our shared mission of empowering women in the international coffee community.
What You Need to Do:
Review the Documents: Carefully read the updated Chapter Agreement and MoU to understand the guidelines and responsibilities for your chapter’s continued participation.
Sign the MoU: An authorized representative from your chapter must sign the agreement to confirm your chapter’s commitment to the outlined requirements.
Upload Signed Agreement and Legal Documents: Use the button below to upload the signed MoU along with a copy of your chapter’s legal formation documents. These should include your original registration documents demonstrating compliance with local laws and a simple English translation for IWCA Global records. Formal certification of the translation is not required.
Your prompt completion of this process ensures your chapter’s active status within the IWCA Global Network and supports the transparency and cohesion of our community. If you have questions or need assistance, please contact your Regional Coordinator. We are here to support you every step of the way!
Download 2024 IWCA Chapter Participation Requirements Document (English version)
Download 2024 IWCA Chapter Participation Requirements Document (Español version)
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Chapter Participation Requirements
Download, read, and sign the 2024 updated Chapter Participation Document to acknowledge your commitment to IWCA’s mission and requirements.
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Updated 2024 MoU
Download, review, and sign the updated MoU to ensure your chapter’s continued alignment with IWCA Global.
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Upload Signed MoU
Upload your signed copy of the updated MoU to complete your chapter's agreement with IWCA Global.
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Chapter Formation Documentation
As part of the updated MoU process, IWCA Global requires chapters to upload their legal formation documents, including the original registration and a simple English translation.
Next Steps: Completing Your Chapter Profile
Thank you for submitting your updated documents! Your commitment to staying connected and aligned with our global network is invaluable.
To continue enhancing our support for each chapter, we kindly ask you to complete the following three forms.
Each form gathers specific information that helps IWCA Global understand your chapter’s unique needs, activities, and achievements. This data plays a crucial role in how we tailor our resources, support, and opportunities for your chapter.
Form 1: About the Chapter
Before you begin, please gather all necessary documents and information related to your chapter’s operations, strategic plans, and activities.
Completing this form should take approximately 30-60 minutes.
Purpose: This form is designed to collect comprehensive information about your IWCA chapter, your chapter’s mission, objectives, and key initiatives. Please provide detailed responses where applicable to give us a clear picture of your chapter’s goals and activitieswhich is crucial for IWCA Global to effectively support and align with your chapter’s activities and needs.
Required Information:
Chapter Country: Identify the country your chapter is located in.
Main Objectives: List at least three main objectives of your organization to help us understand your core goals and focus.
Strategic Alliances: Indicate whether your chapter has alliances with other organizations, which helps identify potential collaboration opportunities.
Meeting Frequency: Specify how often your chapter meets (monthly, weekly, or other), which aids in assessing chapter engagement.
Strategic Plan: State whether you are currently updating your strategic plan.
Last General Assembly Date: Provide the date of your last general assembly to track chapter activity.
Next Elections Date: Indicate when the next chapter elections are scheduled.
Main Contact Person: Provide the full name, email address, and phone/WhatsApp number of the main contact person for IWCA Global.
Local Office Presence: Confirm whether your organization has a local office.
Paid Staff: Inform whether your chapter employs paid staff members.
Online Presence: Indicate if your chapter has a website and social media accounts (Facebook/Instagram).
Annual Activities: Describe three main activities your chapter undertook this year, any special experiences or lessons learned, and at least three main activities or projects planned for the next year.
Support Needs: Detail how IWCA Global can assist with these activities or projects.
Preparation: Gather recent records and communicate with your chapter’s leadership team to collect the necessary information. Having this data ready before starting will streamline the completion process.
Estimated Completion Time: Approximately 30-60 minutes, depending on the readiness of the information.
Support: For any queries or support while filling out this form, please contact our team. We appreciate your cooperation in providing detailed and accurate information to foster better support and collaboration across the global network.
Click to access the form
Form 2: Contact Information
Leadership and Key Participants Information
Purpose: This section of the form is designed to collect comprehensive contact details for your chapter’s leadership team and other key participants who play a significant role in your organization. Gathering this information helps IWCA Global maintain effective communication channels and support collaboration among chapters.
Required Information:
Names, Email Addresses, and Phone Numbers/WhatsApp: You will need to provide this information for the following roles:
Chapter President
Vice President
Treasurer
Secretary
Additional Board Members
Fiscal roles such as auditors or financial advisors
Volunteers or other significant supporters
Preparation: Before beginning, please ensure you have gathered the latest contact details for each person listed above. It’s important to have accurate and current information to facilitate effective communications and support from IWCA Global.
Estimated Completion Time: This part of the form should take approximately 15-30 minutes to complete, provided you have all the necessary information at hand. If you need to collect or verify any details, it may take longer.
Support: If you encounter any issues or have questions while filling out this section, please reach out to the IWCA support team for assistance. We are here to help ensure the process is as smooth as possible for you.
Form 3: Demographic Information
Membership Detail Form
Purpose: This form is structured to collect detailed information about the composition of your chapter's membership across various roles within the coffee industry. Understanding the distribution of roles among your members allows IWCA Global to tailor support and develop programs that meet the specific needs of diverse groups within the coffee value chain.
Required Information: You will need to provide the total number of members in your chapter and break down these numbers by their specific roles in the coffee industry:
Coffee Producers/Farmers
Coffee Workers
Exporters/Traders
Roasters/Retailers
Baristas
Marketing/Sales
Quality Assurance/Quality Control
Journalists/Writers
Engineers
Production/Agronomy
Sustainability
Others (Please specify any other roles not listed above)
Preparation: Before filling out this form, ensure you have accurate and up-to-date membership data. You may need to consult your membership records or communicate with your chapter’s membership coordinator to gather this information.
Estimated Completion Time: Completing this section should take about 15-20 minutes, depending on the availability of your membership data. If you need to update or gather data from various sources, additional time may be required.
Support: If you have any questions or require clarification as you fill out this form, please do not hesitate to contact our support team. We are committed to assisting you in providing the necessary information to better understand and support your chapter’s unique dynamics.
With Gratitude
Thank you for your time and dedication to filling out these forms. Your active participation is vital to our collective growth and success. If you need clarification, guidance, or have any technical issues, don’t hesitate to reach out. Together, we’ll continue making a positive difference in the coffee world.
Frequently Asked Questions (FAQs) for IWCA Chapter Funding Request Form
Frequently Asked Questions (FAQs)
1. Why do we need to update our chapter information?
Updating your information allows us to maintain a vibrant, connected network. It helps us accurately represent your chapter’s activities, needs, and impact, facilitating better support, collaboration, and sharing your successes on a global platform.
2. What information is required in the forms?
Form 1: Details about your chapter’s mission, objectives, and projects.
Form 2: Current contact information for your chapter and its Board of Directors.
Form 3: Demographic and professional data about your chapter members.
3. Who should fill out these forms?
Ideally, a designated member of the chapter's Board or a responsible individual who has comprehensive knowledge of the chapter's activities and membership should complete the forms. This might be the Secretary, President, or another appointed person.
4. What if we encounter issues filling out the forms?
If you experience any difficulties or have questions while filling out the forms, please do not hesitate to contact us at support@iwca.org. We are here to assist you every step of the way.
5. How do we handle privacy and data security?
We take privacy and data security seriously. The information you provide is protected and used strictly for IWCA activities and support. It is not shared with third parties without your explicit consent.
6. What happens after we submit our forms?
After submission, your data will be reviewed and integrated into our central database. You may be contacted for clarification or further engagement based on the information provided. Additionally, we may use summarized data to showcase the collective impact of IWCA globally.
7. Can we edit our information after submission?
Yes, if you need to update or correct information after submission, please contact us. We can make necessary adjustments or provide access for you to make updates directly.
8. Why Does IWCA Global Require All Documents in English?
Why is IWCA Global requesting all documents in English?
English is the primary language used in the global coffee industry, including trade, communication, and international documentation. Having all documents in English helps ensure that IWCA Global can effectively maintain records, support chapters, and engage with stakeholders across different regions.
Why is it important for IWCA Global to have documentation in English?
Maintaining documents in English allows us to keep consistent, accurate records and streamline our processes. It ensures that IWCA Global staff, partners, and other stakeholders can access and understand the information necessary to support chapters effectively.
How does submitting documents in English benefit our chapter?
Providing documentation in English not only aligns with industry standards but also offers your chapter an opportunity to practice and improve English language skills, which are highly valuable in the coffee industry. It helps increase your chapter’s visibility and engagement with global partners, enhancing your impact.
What if we need help with translating our documents into English?
We understand that translating documents into English can be challenging. Please do not hesitate to reach out to your Regional Coordinator for support. They can provide guidance, resources, or additional assistance to help you meet this requirement.
We appreciate your cooperation in this effort, which ultimately helps us all work more effectively as a global network dedicated to empowering women in the coffee value chain.
Other Questions?
Please contact your Regional Chapter Coordinator if you have any questions or need further support.
Have questions? We are here to support you.
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Teopista Nakkungu
Regional Coordinator for Africa & the Middle East
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Orieta Pinto
Regional Coordinator for Latin America
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Ximena Lainfiesta
Chapter Relations Assistant - Contact for Oceania & Asia Chapters
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Kirsten Nelson
Communications Director / Tech Support