Submitting your Quadrennial Report

  1. Who Needs to Submit?
  2. When to Submit
  3. Getting Started
  4. Completing your Report
  5. Saying it Right - Editorial Guidelines
  6. Saving and completing your report

Guidelines for NGOs in General and Special Consultative Status with ECOSOC

PRINT A QUICK GUIDE HERE (PDF).

Under ECOSOC resolution 1996/31, NGOs in general and special consultative status with the Economic and Social Council must submit to the Committee on NGOs, a brief report of their activities every 4 years, known as the quadrennial report, which includes information about contributions of the NGO to the work of the United Nations. To emphasize the need to abide strictly by this requirement, resolution 2008/4 stipulates measures that the Council has taken to suspend, and subsequently withdraw consultative status of organizations that fail to submit their reports on time.

The consultative relationship is a reciprocal one. NGOs are granted the privilege of participating in a wide variety of United Nations-sponsored events, meetings and activities. In return, they are expected to contribute to the development aims of the Economic and Social Council (ECOSOC), and the United Nations at large, based on their relevant areas of experience and expertise.

Thus, the quadrennial review presents an opportunity for NGOs to inform Member States about their activities in support of the United Nations, and at the same time, receive feedback from Member States on their programme of work as well as an official acknowledgement of their contribution as partners in development.

The quadrennial review exercise therefore serves as a critical tool in monitoring the relationship between the United Nations and the steadily growing number of NGOs in consultative status with the Economic and Social Council.

1. Who Needs to Submit?

Only NGOs in special or general consultative status are required to submit quadrennial reports. Organizations in roster status are not required to submit this report. To search the status of an organization, please click here.

2. When to Submit

Quadrennial reports are due for submission according to the schedule detailed in the following table:

A report for the period Should be submitted by: By NGO's that received status in
2013 - 2016
1 June, 2017
1949, 1953, 1957, 1961, 1965, 1969, 1973, 1977, 1981, 1985, 1989, 1993, 1997, 2001, 2005, 2009, 2013
2014 - 2017
1 June, 2018
1950, 1954, 1958, 1962, 1966, 1970, 1974, 1978, 1982, 1986, 1990, 1994, 1998, 2002, 2006, 2010, 2014
2015 - 2018
1 June, 2019
1951, 1955, 1959, 1963, 1967, 1971, 1975, 1979, 1983, 1987, 1991, 1995, 1999, 2003, 2007, 2011, 2015
2016 - 2019
1 June, 2020
1952, 1956, 1960, 1964, 1968, 1972, 1976, 1980, 1984, 1988, 1992, 1996, 2000, 2004, 2008, 2012, 2016

The reporting cycle begins in the year an organization is granted status. In case of reclassification of status from Roster to Special, from Special to General, or from Roster to General, the year of reclassification marks the beginning of the new quadrennial reporting cycle.

As a rule, reports should be submitted no later than 1 June of the year following the last year of the reporting period. Therefore, a quadrennial report covering the 2014-2017 period should be submitted no later than 1 June 2018.

3. Getting Started

Use your organization’s login information and password to connect to the various applications on our website http://csonet.org. You should have received the login and password information to access your profile in our system. Additionally, those NGOs that received consultative status as of 2009, were provided letters by the NGO Branch with the required information. If you no longer have that information, please contact our office through the CSO Net messaging system at: https://esango.un.org/civilsociety/displayCorrespondence.do?method=addPublicMessage&sessionCheck=false to request new login and password information.

Please note that the request must be made by the President/CEO of the organization only.

By logging in to our system you will also be able to do several things: (i) update the contact information of your organization, including the address of your headquarters, telephone and fax numbers, the main email address and contact persons/designations; (ii) review information about upcoming conferences and events at the United Nations that you are entitled to attend; (iii) preregister for many of ECOSOC’s functional commissions; and (iv) search other organizations that have similar interests to yours.

For submitting quadrennial reports, please take the following steps:

  • Go to our website at http://csonet.org.
  • Click on the link for "Login for iCSO database." (http://esango.un.org/civilsociety/newLogin.do
  • Use your organization’s login information and password to connect to your organization’s profile.
  • Place your mouse over the "Consultative Status" tab and then click on "Quadrennial Reports" from the drop down menu.
  • This page allows you to look at your reports submitted for previous periods, as well as reports that are due for submission.
  • To submit a new report, click on the icon for “Submit Report” with the following image:
  • A screen will appear with seven text fields for you to complete. You will be required to complete all the fields in order to complete your report.

N.B. Your entire report should not exceed 700 words. If your report exceeds 700 words, the final version that will be generated for review by the Committee will include only the first 700 words, in order to comply with limitations for official Committee documents.

Please note that the report must be completed either in English or French.

Detailed description of each of the 7 fields is provided in the section below under “4. Completing your report”:

  • Field 1 – A short introduction to your organization in no more than 2 or 3 sentences; Please do not state “No change”;
  • Field 2 - The aims and purposes of your organization in brief, with no more than 2 or 3 sentences; Please do not state “No change”;
  • Field 3 - Any changes that had a significant impact on the work of your organization;
  • Field 4 – The contribution of your organization to the work of the United Nations;
  • Field 5 – The participation of your organization in meetings of the United Nations;
  • Field 6 – Cooperation of your organization with United Nations bodies;
  • Field 7 – Initiatives taken by your organization in support of the Millennium Development Goals (MDGs) until 2015. For reports that will be submitted beyond 2015, you must refer to initiatives that are being taken in support of the Sustainable Development Goals (SDGs).

Once you have correctly completed the above fields, your report will be ready for submission to the Committee on NGOs. In Field 3, if there are no significant changes to your by-laws, constitution, registration, affiliations, change of objectives and purpose, etc., please state "There have been no significant changes."

4. Completing your Report

The information must be typed as running text. Information presented in frames, boxes, columns, tables or graphs cannot be processed. Also, please do not provide any annexes or attachments since the Committee will not review any appended material.

Box 1 - Introduction

A brief introductory statement should include information about your organization’s area of work, goals and geographical coverage. Please note that your organization’s name or title must be exactly the same as the name in our system. If the name has changed, please indicate that in Box 3 under “Significant changes in the organization.”

Box 2 - Aims and purposes of the organization

Enter a brief statement of the aims and purposes of your organization, and how your organization works to achieve those aims, including the main activities. It should not be more than 3 or 4 sentences.

Box 3 - Significant changes in the organization

Here you can list any changes in your organization’s objectives, programme, or scope of work that may have had a significant impact, if any. These changes might include:

  • an amendment to the constitution or by-laws;
  • a change of name of your organization (please also see our website for instructions on how to change your organization's name in the official records of the United Nations);
  • a change in the address of your headquarters if the headquarters of the organization has moved to a different country;
  • an increase or significant change in the geographical distribution of the membership or funding;
  • any new organizational affiliations or mergers with programmatic, legal or other implications; and/or
  • a need for reclassification of consultative status with the Economic and Social Council.

If there are no significant changes to the report, you can state “There have been no significant changes.”

Box 4 - Contribution of the organization to the work of the United Nations

NGOs in consultative status are expected to undertake activities to advance the achievement of the development agenda of ECOSOC and the United Nations at large. Your report should therefore list your main activities over the past four years (during the reporting cycle) that are in support of that agenda. Please list no more than 5 or 6 activities that are most relevant for your organization starting with the most important important/priority activities.

 

Box 5 - Participation in meetings of the United Nations

NGOs are encouraged to take part in appropriate intergovernmental meetings so that the work of the Council, and the United Nations at large, can benefit from your input. Participation in the work of the Council and its subsidiary bodies might include: contributions to meetings and outcome documents or reports; oral and written statements; proposal of agenda items; and organization of parallel NGO meetings or side events, among others. For information about ECOSOC and its subsidiary bodies, please go to: https://www.un.org/ecosoc/en/home

Please be precise when you list your activities. Each reference to a conference or meeting attended or organized by the NGO should indicate the official title of the meeting (without acronyms and abbreviations), the United Nations agency or office organizing the meeting, the location where it took place (city and country) and the exact date of the meeting. Please indicate the nature of your participation (i.e., attending a meeting, participating in consultations or round tables, contributing to a report, etc.), and the title or theme of any document, contribution or statement presented by your organization at the event.

For example:

“Representatives attended the 61st session of the Committee on the Rights of the Child (CRC) of the Office of the United Nations High Commissioner for Human Rights (OHCHR) for the review of Canada’s 3rd and 4th reports under the Convention on the Rights of the Child, Geneva, Switzerland, 26-27 September 2012.”

Box 6 – Cooperation with United Nations Bodies

In this section, please list any cooperation your organization has had with a United Nations body, entity or agency in your country or elsewhere. Cooperation with United Nations agencies in the field or at Headquarters might include: joint funding, preparation, or contribution to events, research papers and studies, joint organization of meetings, humanitarian activities or operational projects, or financial assistance received from or given to the United Nations.

For example:

“The NGO Implemented a project in collaboration with the United Nations Children’s Fund (UNICEF) to create meeting points and contexts which promote adolescent education in Bolivia, Paraguay and Perú, from 2006 to 2007.”

Or,

“The NGO signed a memorandum of understanding (MoU) with the United Nations Environmental Programme (UNEP) to enhance environmental governance in Africa through capacity building for law enforcement agencies in 2012.”

Box 7 – Initiatives taken in support of the MDGs

(Reports for periods up to 2015 should refer to the MDGs, while reports for periods after 2015 should refer Sustainable Development Goals (SDGs).)

In this section you can list all initiatives undertaken by your organization in support of internationally agreed development goals, in particular, the Millennium Development Goals (and the SDGs after 2015), which form the basis of the United Nations global peace and development agenda. (For additional information about the MDGs, please go to: www.un.org/millenniumgoals for information about the SDGs please go to https://sustainabledevelopment.un.org/sdgs).

For example:

“The organization contributed to MDGs 4 and 5 in Madagascar, Benin and Gambia by providing nutritional care to 162,079 children and prenatal care to 7,950 expectant mothers during the reporting period.”

You can also list your activities in support of global principles such as:

“The organization observed the World AIDS Day each year on 1 December. It also commemorated the 2009 World AIDS Day at the Cathedral of St. John the Divine in New York City, resulting in a turnout of several thousand people and web-cast globally via the Kaiser Foundation network website.”

If your organization did not undertake any specific activities you could state, for example:

“Our organization‘s activities did not focus on specific initiatives in fulfilment of the MDGs, but rather on supporting the overall development agenda through advocacy and outreach.”

5. Editorial Guidelines

Quadrennial reports are expected to observe strict editorial guidelines before they can be considered ready for submission. If reports are improperly drafted and fail to follow the correct format, style and content, they may be refused.

Font:

Please note that since the submission of the report is online, it includes a default font and does not require you to select one. However, please do not write in all capital letters, such as “THE NGO CELEBRATED THE INTERNATIONAL WOMEN’S DAY.”

On Style: Please observe the following points.

Do Not Use Acronyms. Do not use any acronyms for the following but write them in full:

Use correct names of Member States and United Nations terminology when referring to countries and certain territories.

It is important for documents to adhere to the accepted United Nations terminology with respect to the names of Member State countries and territories.

Please note the correct terminology for the following countries and territories:

Notes:

* The short form is also acceptable.

** These are territories.

For additional information, please visit the following websites: http://unterm.un.org or http://www.un.org/en/members/.

The above list is a quick reference guide to the most frequently used terms, and should not be considered a comprehensive list of all geographic areas or territories. It also must be checked against the latest information available in the terminology database.

Short Titles: A short title may be used to replace a name or title that occurs several times in a document, provided that the full name is used the first time it occurs and that there is no risk of ambiguity; the Assembly (the United Nations General Assembly), the Council (the Economic and Social Council), the Committee (The Committee on Non-Governmental Organizations), the United Kingdom (the United Kingdom of Great Britain and Northern Ireland), the United States (the United States of America).

Dates: The day should always be followed by the month and year such as: 21 April 2004. The months must not be abbreviated, but written in full.

6. Saving and completing your report

Once you have satisfactorily completed the online reporting form, you must save it by clicking on the “Save” button at the bottom of the page. After that, please click on the “Submit” button. If you fail to click on the "submit" button, the report will not reach us.

When you have submitted the report, you will receive an automated response that acknowledges receipt of your report.

NOTE: To ensure that you are notified by email about the receipt of the report, please be sure to update the contact information in your organization’s profile in our system at all times.

To do so, please go to: http://esango.un.org/civilsociety/displayAdvancedSearch.do?method=search&sessionCheck=false and log into your profile by using the login and password that was provided to you.

If you no longer have the login and password information, please send us a message through the messaging system at: https://esango.un.org/civilsociety/displayCorrespondence.do?method=addPublicMessage&sessionCheck=false

Our Office will review your report before submitting it to the Committee. If we have any questions or concerns we will contact you. Quadrennial reports are reviewed by the Committee on NGOs during one of its two annual sessions, in January and in May each year, and we will notify you if the Committee has any questions or requests clarification on any issue in the report.