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Form #365 Builder — Service Program Personnel Report

Name your council’s program leaders for the new fraternal year and download a filled Form #365. Due July 1. Until it’s on file, your Star Council clock doesn’t start.

⏱ ~10 minutes · DuesSync users: ~90 seconds (roster auto-fills)

Why this matters:Filing #365 by July 1 is the first gate for Star Council, Father McGivney, Founders’, and Columbian awards. Miss it and the whole year’s awards are off the table.

Council basics

We print these in the form header.

DuesSync users skip this — council number, jurisdiction, and fraternal year come from your signup record.

Council number*Jurisdiction / StateFraternal yearCouncil city (optional)

Service program personnel

Fill what you have — leaving rows blank is legal and normal. Supreme’s own instructions say “it is not necessary to fill every position.”

DuesSync auto-fills every row from your live roster — membership numbers, emails, phones, the works. 90 seconds instead of 10 minutes, and the data stays current year-over-year.

0 / 18 filled

Chaplain

Parish priest serving the council. Membership # optional — many chaplains aren't Knights.

Member # optional

Member #

Last name

First name

M.I.

Phone

Program Director

Head coach for the four pillar directors. Often the Deputy Grand Knight.

Member #

Last name

First name

M.I.

Phone

Faith Director

Oversees Faith pillar programs (Holy Hour, Rosary, Into the Breach). Older forms labeled this Church Director.

Member #

Last name

First name

M.I.

Phone

Vocations Chairman

Promotes priestly and religious vocations; RSVP tracks the Chalice Program.

Member #

Last name

First name

M.I.

Phone

Community Director

Community service programs — Coats for Kids, Food for Families, disaster response.

Member #

Last name

First name

M.I.

Phone

Life Director

Life pillar programs — Ultrasound, March for Life, Silver Rose. Older forms labeled this Culture of Life Director.

Member #

Last name

First name

M.I.

Phone

Health Services Chairman

Health fairs, blood drives, Special Olympics.

Member #

Last name

First name

M.I.

Phone

Council Director

Internal council programs — brotherhood, socials, retention events.

Member #

Last name

First name

M.I.

Phone

Public Relations Chairman

Parish bulletins, social media, local press. Owns the council's outward voice.

Member #

Last name

First name

M.I.

Phone

Family Director

Family pillar programs — Family Fully Alive, Keep Christ in Christmas.

Member #

Last name

First name

M.I.

Phone

Youth Director

Parish youth programs, scholarships, scouting liaison.

Member #

Last name

First name

M.I.

Phone

Columbian Squires Chairman

Squires was wound down in 2020. Leave blank if your council has no active circle.

Member #

Last name

First name

M.I.

Phone

Membership Director

Brings new Knights in. The single most important role for Father McGivney Award math.

Member #

Last name

First name

M.I.

Phone

Recruitment Committee

Supports the Membership Director. Form has 3 sub-slots; list the lead here.

Member #

Last name

First name

M.I.

Phone

Retention Chairman

Keeps existing Knights engaged. Different muscle from recruitment — relationship work.

Member #

Last name

First name

M.I.

Phone

Insurance Promotion Chairman

Coordinates with the field agent. Gates the Founders' Award (2 Fraternal Benefit events).

Member #

Last name

First name

M.I.

Phone

Lecturer

Good of the Order speaker. Provides the educational or spiritual content at meetings.

Member #

Last name

First name

M.I.

Phone

Culture of Life Chair Couple

A husband-and-wife team leading family programs. Enter both names (e.g. "John & Mary Smith").

Member #

Last name

First name

M.I.

Phone

⚡ Four common mistakes

Leaving the Chaplain row blank. A lot of councils skip the Chaplain row because the priest isn't a Knight and there's no membership number to enter. Supreme still wants the name and email — enter them, leave Membership # blank. A missing Chaplain row is one of the most common reasons a #365 gets flagged.
Confusing Membership Director with Retention Chairman. Two different roles. Membership Director brings new Knights in. Retention Chairman keeps existing ones engaged. Stacking one person on both is fine if that's your reality — just be deliberate about it.
Filing with stale emails. Supreme uses these emails to route officer communications and award notifications for the full fraternal year. If someone's email changed over the summer, catch it now — fixing it mid-year means another form.
Waiting until June 30. Filing #365 on the deadline leaves no buffer if Supreme flags anything and the activity-credit clock starts late for the new fraternal year. File in May or early June so every activity in the upcoming year counts from day one.

Send to Supreme for me

DuesSync users: one-click send with GK approval built in— we email, log the send to your activity feed, and nudge you if Supreme doesn’t acknowledge within 7 days.

Email the filled PDF to Supreme for me.
We’ll send the PDF to fraternalmission@kofc.org with your email as reply-to, and send you a copy as receipt.

Ready to download Form #365

0 of 18 roles filled · Council —

Stop filling this out every July

DuesSync tracks your program team all year — #365 files itself.

If your Financial Secretary uses DuesSync, Form #365 is 90 seconds, not 10 minutes — because your roster, officer appointments, and program directors are already in the system. Next year’s filing auto-drafts from this year’s roster, your GK gets a one-click approval email, and Supreme gets the PDF via fraternalmission@kofc.org with a delivery receipt.

Roster reuse

Same data powers #185 (officer slate), #365 (program team), and #1728 (fraternal survey). Type it once, reuse it three times.

Deadline autopilot

#365 is due July 1. We nudge you 45 days out, 14 days out, and 3 days out — and alert the GK if it’s still unsent on June 28.

Star Council tracking

Your Columbian Award credits roll up automatically across the four pillars — no end-of-year scramble to compile SP-7.

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Form #365 Explained: A Fellow FS’s Field Guide

Fellow FS here. If Form #365 just landed on your radar, let me save you the googling. This is the form where your council tells Supreme who’s running each program area this fraternal year — Faith Director, Family Director, and the rest. Filing it by July 1is what starts your Star Council clock. Until it’s on file, no award in any category is possible this year.

Why July 1 matters more than you think

Star Council is Supreme’s annual award for councils that hit three separate targets: membership growth (Father McGivney), insurance activity (Founders’), and programs (Columbian). #365 gates all three, because Supreme needs to know who the directors are before they can credit activities back to you. File late and activities still count — your clock just starts later, which costs you program-credit runway you can’t get back.

Who’s on #365 (and who isn’t)

#365 is service program personnel, not officers. Officers — Grand Knight, Deputy, Financial Secretary, Treasurer, trustees — go on Form #185. The two forms have overlap (Chaplain appears on both, the Program Director is often the DGK who’s on #185), but different purposes. Supreme uses #185 to know who runs the council; #365 to know who runs the programs.

The 18 roles, in plain English

Chaplain — parish priest. Membership # may be blank.
Program Director — head coach for the four pillars. Usually the DGK.
Faith / Family / Community / Life Directors — one per pillar. These run your Columbian Award programs.
Council Director — internal brotherhood, socials, retention events.
Vocations Chairman — promotes priestly / religious vocations (RSVP, Chalice Program).
Youth Director — parish youth programs, scholarships, scouting liaison. Under the Family pillar.
Columbian Squires Chairman — the Squires program wound down in 2020. Leave blank if your council has no active circle.
Membership / Retention / Recruitment Committee — recruiting new Knights, keeping existing ones engaged.
Insurance Promotion— coordinates with the field agent. Gates the Founders’ Award.
Public Relations, Health Services, Lecturer, Chair Couple — supporting roles.

Handling vacancies without hurting your Star chances

Supreme’s own instructions say “it is not necessary to fill every position.”Sweet spot is usually 12–15 filled, with your four pillar directors and Program Director always staffed. Vacancies in the membership roles tend to be the biggest practical drag — if nobody’s actively recruiting, your Father McGivney number stalls and the Star Council math gets hard.

Faith in Action renaming

Supreme renamed several roles in 2018 when Faith in Action launched: Church Director → Faith Director, Culture of Life Director → Life Director. The printable Form #365 PDF lags the branding on some revisions. Either label is accepted. This builder uses the current names.

Common mistakes I’ve seen

Missing the Chaplain row because there’s no membership number.
Using last year’s roster because “nothing changed.”
Stale emails from officers who changed parishes over the summer.
Filing on June 30 or July 1 instead of mid-June.

Read the complete Form #365 guide → · See what each pillar director actually runs → · See every form the FS owns →

What happens after you submit

Supreme enters your program personnel into their records within 2–3 weeks. Your state and district deputies get a copy. From that point on, every activity, every new member, every insurance event counts toward your award totals.

Jurisdiction note: Field labels and submission channels can vary slightly by jurisdiction (Canada vs. US, international jurisdictions with their own translations). When in doubt, verify with your District Deputy or check Supreme’s Form #365 resource page.

Source: Form #365 — Service Program Personnel Report, Knights of Columbus Supreme Council. Field structure and submission instructions per the official PDF (revision 365 11/11). Content in this article is a peer explainer, not an official Supreme publication.

Form #365 Builder — Service Program Personnel Report

Council basics

Service program personnel

Chaplain

Program Director

Faith Director

Vocations Chairman

Community Director

Life Director

Health Services Chairman

Council Director

Public Relations Chairman

Family Director

Youth Director

Columbian Squires Chairman

Membership Director

Recruitment Committee

Retention Chairman

Insurance Promotion Chairman

Lecturer

Culture of Life Chair Couple

⚡ Four common mistakes

Send to Supreme for me

DuesSync tracks your program team all year — #365 files itself.

Form #365 Explained: A Fellow FS’s Field Guide

Why July 1 matters more than you think

Who’s on #365 (and who isn’t)

The 18 roles, in plain English

Handling vacancies without hurting your Star chances

Faith in Action renaming

Common mistakes I’ve seen

What happens after you submit

Form #365 is the beginning, not the end.