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Run: Faith-Based Partner Engagement Tracking Form

Track faith-based partner meetings, commitments, in-kind support, and joint events in one structured form. Use it to keep relationship details, follow-ups, a...

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Engagement Record Basics

Date of Engagement (required)

Date the contact, meeting, or event took place.

Logged By (Staff Name) (required)

Staff Role / Title

Type of Engagement (required)

Select the primary category that best describes this engagement.

If 'Other', describe the engagement type

Primary Contact Method Used (required)

Faith-Based Organization Details

Organization / Congregation Name (required)

Faith Tradition / Denomination

Select the closest match. This field supports demographic reporting and is optional.

Organization Street Address

Estimated Congregation / Membership Size

Approximate active membership. Used for capacity planning only.

Primary Contact Name (required)

Name of the individual authorized to speak on behalf of the organization.

Contact's Title / Role

Contact Email Address

PII — used only for partnership coordination. Stored per organizational data retention policy.

Contact Phone Number

PII — used only for follow-up coordination.

Secondary Contact Name (Optional)

Partnership Commitments

Current Partnership Status (required)

Areas of Partnership Commitment

Select all that apply to commitments discussed or confirmed in this engagement.

Commitment Details

Be specific and observable. Example: 'Pastor agreed to announce food drive from pulpit on 3 consecutive Sundays starting Nov 3.'

Has an MOU or Formal Agreement Been Signed? (required)

MOU / Agreement Date

Date the agreement was signed or is expected to be signed.

Upload MOU or Agreement Document

Upload a signed copy if available.

In-Kind and Volunteer Contributions

Was an In-Kind or Volunteer Contribution Made or Committed? (required)

Type(s) of Contribution

Select all contribution types applicable to this engagement.

Number of Volunteer Hours Contributed or Committed

Enter total hours. For recurring commitments, enter per-event hours and note frequency in the description below.

Estimated Fair Market Value of In-Kind Contribution (USD)

Provide a good-faith estimate based on fair market value. Required for grant match documentation. Do not leave blank if contribution has monetary value.

Contribution Description

Upload Supporting Documentation

Receipts, donation letters, volunteer sign-in sheets, or photos. Supports grant match audit trail.

Joint Events and Collaborative Programs

Does This Engagement Involve a Joint Event or Program? (required)

Event or Program Name

Event Date or Planned Date

Event Status

Event Location

Estimated or Actual Attendees

Event Description and Partner Roles

Upload Event Photos or Flyers (Optional)

Photos should not include identifiable individuals without consent. Flyers and promotional materials are encouraged.

Follow-Up Actions and Relationship Status

Is a Follow-Up Action Required? (required)

Follow-Up Action(s) Required

Follow-Up Due Date

Follow-Up Assigned To

Overall Relationship Strength Rating (required)

Rate the current strength and engagement level of this partnership (1 = very weak / new, 5 = strong / deeply engaged).

Additional Notes or Context

Do not record personal financial information, health data, or immigration status of congregation members.

Data Handling Acknowledgment (required)

By checking this box, I confirm that contact information recorded in this form has been collected with the knowledge of the individuals named, is limited to what is necessary for partnership coordination, and will be stored in accordance with our organization's data retention and privacy policy.

Yes No N/A

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Email (required)

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