Strategies for Running a Fun and Enthusiastic Campaign
Keys to a Successful Campaign Be polite at all times Encourage Key Workers to make a one-on-one ask Share your personal stories Learn as much as you can about how the campaign works Encourage payroll deductions View objections as opportunities Do not use coercion “Thank You”Always say “Thank You”
Role of Division Coordinator Work closely with the Agency Coordinators Attend training and become familiar with how the campaign works Build enthusiasm Attend rallies and other CFC events Recruit Agency Coordinators Keep Agency Coordinators informed Distribute campaign materials to Agency Coordinators Audit key worker envelopes Turn over pledge cards and key worker envelopes to a Loaned Executive
Role of Agency Coordinator 5 Manage the campaign for employees who work for your agency, department, installation. Attend training and become familiar with how the campaign works Recruit and train Key Workers (Recommend one Keyworker for each 15-20 employees). Obtain campaign materials for agency locations. Organize rallies and other CFC events Distribute campaign materials to Key Workers Verify each pledge card for completeness and accuracy, check that all copies of the pledge cards have been properly distributed. Secure money in a safe or locked cabinet until turned in to Division Coordinator or CFC staff. Collect and audit Report Envelope(s) Audit contributions in a timely manner Turn in pledge cards and Report Envelope(s) Ensure that each donor receives a recognition item based on the level of giving.
Role of Key Worker Become Knowledgeable about the CFC process and be able to answer questions Ensure that each employee has an opportunity to donate Display CFC posters, brochures, and flyers Assist employees when completing pledge cards Fill out report envelopes and maintain a copy Turn over pledge cards and other paperwork to Agency Coordinator Distribute incentive items to employees 6
Pledge Card (Audit Copy - White) Check that : All information is legible on all copies Civilian/military box is checked Donors contact information is provided Donors name is legible Contribution is listed in the appropriate box (Civilian or Military) Federal Agency and Office/Agency Code is completed Payroll Provider is selected, this is optional Contribution is listed in the appropriate box based on civilian/military Total gift amount is listed If contribution is by check/cash, the amount and check number is listed Donor has selected charity codes that add up to the total gift amount Select recognition item based on the gift amount Fill out release information (Optional)
Pledge Cards – (Payroll Copy - Yellow) Check that : Information is legible Is the card signed? Required for payroll deduction SS Number is provided, required for payroll deduction For cash or checks, throw away this copy Agency Coordinators turn in payroll copies to appropriate payroll office
Pledge Cards – (Contributor’s Copy - Pink) You should never see this copy Be sure that the contributor keeps this copy for their records
Pledge Cards – (Drawing Copy - Green) Ensure that all information transfers from the first page Make sure the drawing copy is separated at the perforated lines Include this copy with the materials in the Report envelope
Pledge Cards – (Keyworker Incentive Receipt - Gold) Ensure that information from first page transferred through on each copy Ensure that the appropriate incentive box is checked Key Worker should maintain this copy and use as tracking until incentive items are received and distributed If donor does not want a gift, ensure that they checked the correct box to decline the gift
Pledge Cards - Overview Items included with the Report Envelope: Photo copy of report envelope Drawing (green) copy All cash and checks Confidential envelopes The payroll office copy (pink) should be given to the Agency Coordinator Did the key worker keep the last page (gold copy)? Did the donor keep their copy?
Report Envelope Ensure that the date is entered in the upper right box of the envelope Provide the Organization/Agency code Ensure that the Agency Coordinator and Division Coordinator information is entered on the envelope
Preparing Pledge Cards Separate CFC pledge cards by category (Cash, Check, Payroll) Provide calculator tape or excel spreadsheet listing donations in denominational order for each category The amounts and totals must be reconciled 16
17 Once calculations are completed, separate as follows (by category): Items included in the Report Envelope Pledge card Drawing Copy (green) Pledge card Audit Copy (white) All cash and checks Confidential envelopes The pledge card, payroll office copy should be given to the agency coordinator, who will submit it to your payroll office. Make sure checks are made payable to “Combined Federal Campaign or CFC” Preparation Cont’d
Incentive Items The incentive items must be totaled and entered in corresponding boxes Write in the choices of each Eagle Leadership (Eagle leadership givers can select down) The Envelope copy must be initialed by the Key Worker(s), Coordinator (s) and/or Loaned Executives 18
Incentive Items 19 Eagle Leadership Givers - $2,000+ Pewter or Bronze Eagle or Pack-N-Go Kooler Bag Hero Giver - $1,001 - $1,999 Hive Backpack Pacesetter Giver - $501 - $1,000 Combo Hot/Cold Tumbler Patriot Giver - $150 - $500 Arm Band Media Device Holder with Zipper Pioneer Giver - $45 - $149 Phone Stand with Stylus Pen
Pledge Card Review/Submission 20 Pledge card audit (white) copy Pledge card raffle (green) copy All cash and checks Confidential envelopes Ensure that the donor keeps the pink copy Checks are made out to “Combined Federal Campaign or CFC”
21 Report Envelope Keyworkers will use copies a copy of the Report Envelope Agency Coordinators will fill out the actual envelope and turn it in for auditing
Employee Express A limited number of agencies have the capability to use employee express for CFC. www.employeeexpress.gov 23
Key Worker Envelope Ensure that copies separated by category (cash and payroll deduction) Attach a calculator tape listing donations in numerical order Ensure that the number of givers is correct in each category Check the amounts and totals Check incentive to ensure that are captured Be sure to initial envelope
Campaign Awards Outstanding Excellence Award An agency recognized for meeting their monetary goal plus having a participation level of at least 50% or 5% higher than last year’s participation rate by November 29, 2013. Soaring To New Heights Award A Division recognized for meeting their monetary goal plus having a participation level of at least 50% or 5% higher than last year’s participation rate by November 29, 2013. Outstanding Agency Coordinator/Volunteer Award The Agency Coordinator or Volunteer who best exhibited the spirit of the CFC in completing their job which includes organizing, planning and implementing their workplace campaign and/or in volunteering to assist in the campaign and made a valuable contribution to the overall success of the campaign. No more than four (4) nominations per division.
Campaign Awards Share The Care Award An agency recognized for meeting or exceeding their monetary goal by November 29, 2013. Leadership Award An agency head that provides support to the overall success of the campaign through providing Loaned Executives, administrative support and/or resources. CFC Chairperson’s Award A Division, agency, or individual selected by the CFC Chairperson recognizing distinguished and exceptional performance or contribution to the overall success of the campaign.
Key Dates/Points to Remember 27 Do not ask for donations or pledges before the Kick-Off date, September 10, 2013. Make sure all givers get their incentive gifts CFC books contain: Color coded pages for Local (yellow), National (blue) and International (pink) charities Percentage of charity overhead expenses 25 word description of the services that the organization provides “THANK YOU” Say “THANK YOU” again when you give a donor their incentive items.
Dates to Remember Dates to Remember August 30 – Federal night at the Braves Game September 9 – Leadership kickoff (starts week of giving) September 10 – Atlanta CFC Kickoff (SNAFC) September 12 – Athens CFC Kickoff September 17 – Keyworker Training (Georgia Lions Lighthouse) September 18 – Bus tour September 19 – Keyworker Training (Trees Atlanta) September 20 – Federal Night at Six Flags
Dates to Remember October 9 – Bus Tour October 16 – Keyworker Appreciation October 21 – Bus Tour October 31 – Athens Halloween Contest November 6 – Harvest Day (Richard B. Russell Bldg.) November 13 – Harvest Day (Sam Nunn Center) November 16 – Federal Night at GSU Game December 18 – Victory Celebration