2013 Rocky Mountain Region Employee Campaign Chair Training.

2013

Rocky Mountain RegionEmployee Campaign Chair

Training

CFC Overview

Rocky Mountain CFC

Employee Campaign Chair Role & Responsibilities

Campaign Timeline

Solicitation Tips, Tools & Activities

Giving Methods

Break

Pledge Collection & Reporting

PII & OSI Security

Tips & Tools

Q&A

Overview:

2 Thank you for partnering with the CFC!

PCFO Team

Eddie Bracken, Chairman of the Board, Irma Jones, Operations Manager, Barbara Barfield, Campaign Director, Cari Allen, Campaign Coordinator, Jen Weem, Electronic Giving Coordinator, Chuck Bader, USPS Campaign Coordinator

2013

Barbara Barfield - Campaign Director719-531-5501 [email protected]

Irma Jones - Campaign Operations Manager720-999-2015 [email protected]

Cari Allen - Campaign Coordinator720-352-5076 [email protected]

Chuck Bader - USPS Account Manager719-232-3373 [email protected]

Anita Obando – Larimer & Weld Counties719-999 -1015 [email protected]

Jennifer Weems – Gift Redemption Manager415-571-4852 [email protected]

PCFO Contact Info

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mailto:[email protected]

The mission of the CFC is to promote and support philanthropy through a program that is employee-focused, cost-efficient, and effective in providing all Federal employees the opportunity to improve the quality of life for all

Largest and most successful workplace giving campaign in the world

Only authorized charity fundraising in Federal workplace

Designation Campaign – not all charities receive funds

Each region sets Campaign Solicitation period sometime between September 15 – December 15 each year

CFC


Rocky Mountain CFC


Rocky Mountain CFC


Executive CommitteeRegional Federal Agency Directors

PCFOBoard of Directors

Campaign Director

LFCCRegional Military and Federal Agency Reps

Employee Campaign Chairs

Key Workers1 per every 25Other VolunteersCharitable Organizations

Approximately 42,000 Federal Employees in 20 counties

Raised $3.0 Million in 2012

Geographic campaign hubs:

Boulder

Downtown

Denver Federal Center & Lakewood

Buckley & Aurora

Larimer & Weld Counties

Hubs supported with PCFO supported multi-agency kick-off events

Website: www.rockymountaincfc.org

Rocky Mountain Region

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2013 Initiatives Overview: Campaign merger with Larimer & Weld Counties

myPay Online Giving

Goal criteria

What’s New


Themes:

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Kick Off Theme – “Moving Mountains”

We have combined with 2 other regions, so we wanted to have an inclusive idea that all regions could promote at all of our events.

Themes:

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Thank you for partnering with the CFC!

Training – “More Than Just a Bill”

Promoting – “Thank you Feds”

Promoting – “I Make It Possible”

2013 Video Options:

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Stephen Covey – The 8th Habit “From Effectiveness to Greatness”

Create culture for giving

Create campaign ownership

Educate donors on the impact, benefit and effectiveness of their contribution through the CFC (increase donor awareness)

Integrate workplace and personal core values into campaign (“service before self,” “leaving a legacy”.)

Increase participation by attracting/cultivating new donors

Increase donations

Enhance the giving experience

Link donors and human health & welfare program recipients

CFC Strategic Plan

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Rule #1: Must Have Fun!

Rocky Mountain CFC Rules

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Rule #2: Keep It Simple!

Rocky Mountain CFC Rules

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100% Awareness

100% Opportunity

100% Follow-Up

No Coercion

PII & OSI Compliance

5CFR Part 950 & OPM Memorandum

OPM Campaign Regulations

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Campaign Team

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BUILD YOUR TEAM

KeyWorkers (1:25)

Event & Activities Volunteers

Finance Officer/Payroll Coordinator

Other Volunteers

Event Participants

What do I do?

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Employee Campaign Chair (ECC) Team Leader!

Recruit the Department/Agency/Division Team

Create the Campaign Plan

Inspire

Motivate

Educate & Train

Campaign Reporting

Campaign Follow Up

Campaign Timeline

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Six Week Solicitation Outline (Most Effective & Efficient)

Ideal Solicitation Period (6 weeks from Oct 1-Nov 15)

Week 1 – 100% Awareness

Kickoff Event/Activity

Week 2 – 100% Opportunity

Group Presentation

Week 3 – 100% Follow Up

Collect Pledges

Week 4 – 6 Follow Up and answer questions

Solicitation Activities

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Promote Campaign: September 30 – December 15 Schedule pickup of Campaign Materials

Materials will be available Sept 20-24 at the DFC

Will be available for pick up at Hub kick off events too

Promote Campaign

Posters/Flyers

Email Blasts & Internal Newsletters

Events, Activities & Staff Meeting

Attend a Hub Kick Off with your team

Plan your own agency kick off


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Promote Campaign: 1 Oct – 15 Dec Commander’ Call or Staff Briefings

“Mini Kick-Offs” held at Commanders Calls Target timeframe: Sept - Oct

Videos USAFA Superintendent Support Video

Thank You Feds video

Invite Speakers

Charity Speakers list – www.peakcfc.com

Terri’s Poem – Posted on website

Peer Testimonials

Solicitation Tips

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Tips CFC Focus Group Results

Newer employees need education about what CFC is

Employees felt inundated with 4 – 6 weeks of solicitation

Run condensed solicitation in three weeks

Solicitation Tools

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CFC Website: www.RockyMountainCFC.org

Searchable Charity Database

Links to online giving sources

PDF Brochure Fill in Pledge Form

All support materials

PDF of hard materials

Charity Speakers’ List

All Training Tools

Ideas from Last Year

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PCFO Supported Campaign Hub Events:

Boulder NOAA, Boulder, CO –

Wed, Sept. 18 @ 11:00am – 1:30pm

Denver Federal Center, Lakewood, CO –

Tues, Sept. 24 @ 11:00am – 1:30pm (Rain Day Sept 26)

Downtown Kick Off, Denver, CO –

Wed, Sept 25 @ 11:00am – 1:30pm

Buckley Air Force Base, Aurora, CO –

Wed, Oct 2 @ 11:00 am – 1:30pm

Larimer County – TBA

Solicitation Events:

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CFC Charity Fairs


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Mid Campaign Blitz: Oct 21 - 25 Get Your Give ON-Line

Campaign Theme National promotion Keeps Campaign Momentum Strong Simplest means of giving

CFC Nexus myPay Employee Express

Toolkit provided Fun Reminder to complete pledging Second opportunity for campaign marketing: E-blast postcard reminder


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Final Blitz December 1- December 13

It’s about the NEED theme reminder

Season of giving reminder

Tax Deduction reminder

Contribution cut off reminder

Electronic giving will be turned off COB Dec 15

Solicitation Wrap Up

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All Contributions Received by ECC: December 13

Ensure totals for Awards have been submitted

Final Turn-Ins scheduled with PCFO Account Managers

Dec 16- 20

Promotional Materials

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Poster

Thermometer

Rocky Mountain CFCwww.rockymountaincfc.org

Get Your Give ON-Line

Flyer

Thermometer

Pledging Materials

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Pledge Form

__ __ __ __ __ __ __ __ __ __

Turn in the portion of form to Keyworker Installation: ___________________ Donor: _____________________Unit Name: ____________________ Unit Code: __________________

Gift Level: General Patriot (one hour’s pay per pay period) Hero (two hour’s pay per pay period)

Eagle Silver Eagle Golden Eagle

I prefer not to receive a donor appreciation gift.

Get Your Give

ON-Line One time credit card, cash or checkReoccurring Payroll deduction

Appreciation Award Confirmation

Donor Appreciation Awards

Reporting Envelope

Giving Methods

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Reoccurring Gift:

Payroll Deduction – 95% of campaign

Employee Express – Participating Federal agencies

myPay

DoD Military and Active Duty Civilians

Independent Defense Agencies

EPA, Dept of Energy, HHS, VA

Nexus Payroll Deduction – All Personnel

Giving Methods

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One Time Gifts:

Credit Card

Nexus

Cash, Check

Nexus

Traditional pledge form (hard copy or PDF)

Giving Methods

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NEXUS Mobile Application Online:

NEXUS Demo: www.cfcnexus.org/_root/mobile/

What will I miss if I go to the bathroom?

Campaign Pledging & Reporting

Hurry back

Stretch Break

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Pledging

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Pledge Form

Pledge Form

Pledging

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Traditional Form IG Audit Findings: OPM Compliance training

Illegible, if it is unreadable, the pledge may not be processed correctly

Monthly gift is listed as the annual gift

Designation to an invalid code; pledges can only be made to agencies listed in this region’s brochure

Form isn’t signed; payroll deduction cannot be authorized if the form isn’t signed

Social security numbers is not provided; payroll deduction can not be authorized without the SSN; USPS employees may use their Employee ID#.

Pledging

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NEXUS Online Assisted: Available to anyone;

Rocky Mountain CFC Website links to NEXUS

One Time Contribution - Cash, Check,

One Time Credit Card – 3% third party convenience banking fee

Continual Gift – Payroll deduction (must renew annually, print & submit form)

NAF, and non Employee Express or myPay personnel:

Register Search for charities Complete Pledging Print & submit Confirmation

CFC NEXUS

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Pledge Training link: https://www.cfcnexus.org/_root/

CFC Nexus

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CFC NEXUS Pledging

Demo Link: https://www.cfcnexus.org/_root/

CFC NEXUS Overview

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1. Registration

Pledging

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Employee Express

Only participating agencies that have paid for the module

Demonstration: A Demonstration Account is available for all to familiarize Federal users with the CFC-EEX E-Pledge system. Go to https://www.employeeexpress.gov and Login with: 999999994 and Password: Demo#444 (Local charities for this account are in the Atlanta campaign.)

Pledging

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myPay Online: Payroll deduction only

Pikes Peak Region Website links to myPay

Website Charity Searchable database (step 1)

myPay Transaction (step 2)

Login: https://mypay.dfas.mil/mypay.aspx

Select CFC option

Search for charities (not recommended)

Pledge

Confirmation

Thanks You Awards

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Donor Gifts:

Donor Appreciation Award Tracking

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PCFO Tracking Form Provided for UPOs & Keyworkers Each KeyWorker keeps a list of their 25 co-workers with a check box

of what gift that donor requests and whether or not they have received it

Although Donors don’t give for the donor gift, they can easily feel slighted if promised something they don’t receive

General Gift thank you award provided with materials; distribute as pledge forms/confirmation forms are collected by keyworker

Silver & Gold Thank You Awards - provided electronically

Eagle Level Thank You Awards – provided at conclusion of solicitation


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Traditional Form Record award information from pledge form

myPay & Nexus Donor fills out and submits donor contribution confirmation

form

Keyworker includes tracking form in report envelope

Keyworker uses tracking form to create list of donor gift needs

Keyworker send tracking form electronically to UPO

Keyworker reports gifts needed on report envelope for turn-in

UPO tracks Unit gift needs on master tracking form


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One time credit card, cash or check Reoccurring Payroll deduction

Federal Agency: ____________________________ Donor: _____________________________

Unit Name: ________________________________ Unit Code:__________________________


Eagle Leadership Mile HIgh


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__ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ Turn in the portion of form to Keyworker

Installation: ____________________________ Donor: _____________________________

Unit Name: ____________________ Unit Code:__________________________


Eagle Leadership Mile HIgh



One time credit card, cash or check Reoccurring Payroll deduction

Donor Appreciation Award Tracking Ledger

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Turn-In Flow Chart

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Campaign Reporting

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Weekly Turn-Ins: Starting October 14-December 13 Irma’s Turn In sites:

Boulder – Tuesday Denver Federal Center – Wednesday Lakewood – Thursday

Cari’s Turn In sites: Downtown – Tuesday South Denver – Wednesday Aurora & Buckley – Thursday

Chucks Turn In: Coordinates all USPA Anita’s Turn In Sites:

Larimer – Tuesday Weld – Wednesday

Contribution Collection Tips

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Keyworkers Collect Contributions &/or Confirmation Forms Weekly

PII & OSI Compliance –remove cover when placing in envelope to submit to UPO

Do not staple cash & checks to forms

KeyWorkers make regular time to turn in report envelope with ECC

Leaves plenty of time for both KeyWorker and ECC to verify envelope content and sign off on report envelope for chain of custody (IG compliance)

Recommend one day prior to UPO turn-in

KeyWorker Turn-In Pledge Preparation

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All donors should turn in something: Traditional Pledge forms

Pledges must be reviewed for completeness, acccuracy and legibility Copy & Copy 2

NEXUS Print out of cash or check contributions with cash or check Do not collect credit card print out – collect appreciation award form

Employee Express & myPay pledge confirmation forms Appreciation award form - Collect and verify forms:

Ensure donor’s name and e-mail address is included Ensure unit/office code is completed Ensure gift request is completed

Report totals of each pledge type (cash, check and traditional payroll pledges) on report envelope;

Report number of gifts requested on report envelope

Key Worker Turn-In

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Campaign ReportingThe ECC/ IPO/Finance Officer will collect all KW envelopes, verify the contents turn in to PCFO Account Manager weekly. ECC/IPO/finance officer will re-verify the content of the envelopes with the PCFO Account Manager. A chain of custody transition form on the envelope will be signed by the all parties at each level of turn-in. ( IG Compliance)

NEXUS cash & Check Forms

Traditional Forms

Donor Gift Request Form

Installatio

n: ____________________________

Do

no

r: _____________________________U

nit N

ame:

____________________U

nit C

od

e:__________________________

Gift L

evel: G

eneral

Silver (one hour’s pay per pay period)

Go

ld (tw

o hour’s pay per pay period)

Eag

le S

ilver Eag

le G

old

en E

agle

I p

refer no

t to receive a d

on

or ap

preciatio

n g

ift.

KeyWorker Turn-In

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ECC Envelope Verification - Weekly Turn-Ins Collect and Verify KW Report envelopes

Verify # of each type of pledge in envelope Verify $ of each type of pledges reported Verify that the name on the check, matches the name on the pledge form (if not,

note the name of the donor on the check and the name from the check on the pledge form).

Verify e-pledging appreciation award confirmation forms Collect and verify forms:

Ensure donor’s name is on form Ensure donor’s e-mail address is included Ensure unit/office code is completed Ensure gift request is completed

Sign off on report envelope once content and report accuracy are verified

Pledge Report

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Report Envelope

ECC Turn-In

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ECCs Collection from KeyWorker If collecting from larger organizations that have multiple

departments, offices, units or even shifts (sub-sections), the ECCs will track and turn in those pledges by the corresponding subsection. (ie USPS GMF Tour 1, Tour 2, Tour 3 This ensures proper credit to each part of that organization AND if donor information has to be verified, it provides for a contact closer to the donor to validate.

Each of these subsections should fill out their own KeyWorker Envelope, which would then be collected by the ECC.

ECC or Finance officer will record multiple envelopes on EEC ledger

ECC’s use Master Ledger to record all financial envelopes AND donor gift requests

ECC Turn-In

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ECCs Ledger

PII Compliance

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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum OPM generally defines PII as information that:

Can be used to discern or trace a person’s or entity’s identity; and alone or combined with other information can be used to compromise the integrity of agency records relating to a person by permitting access to unauthorized disclosure of these records

PII Compliance

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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum

For example, a name alone would generally not constitute PII, but when linked to his or her social security number (SSN), date of birth, or mother's maiden name, would constitute PII. (PLEDGE FORM)

PII Compliance

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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum OPM defines OSI as any information:

Related to the Federal donor or charitable entity that could alone, or combined with other information, be used to commit fraudulent acts against the Federal donor or charitable entity. For example, a donor’s home address, bank account number or routing number would constitute other sensitive information.

PII Compliance

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Campaign Responsibilities

It is the local campaign’s responsibility to ensure it has implemented adequate controls to protect against the unauthorized release and misuse of personally identifiable and other sensitive information. Local campaigns are responsible for the proper handling of PII and OSI, regardless of location.

PII Compliance

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Proper control and handling of PII and OSI residing in collection envelopes, on computers, on removable media, and on paper and electronic documents

Ensuring portable data storage and communication devices are properly controlled and secured at all times

PII Compliance

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Restricting access to PII and OSI to only those individuals who have a business need for it

Keeping paper documents with PII or OSI in locked storage rooms or safes which can only be accessed by authorized users or security personnel

PII Compliance

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Reporting PII Breaches

A breach of PII or OSI includes the actual or suspected loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or unauthorized access of PII or OSI whether physical or electronic

PII Compliance

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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum Reporting PII Breaches

In accordance with 5 CFR § 950.104(b)(13) a LFCC is required to immediately report to OPM all potential PII data and OSI breaches -- whether they involve paper documents or electronic information. Potential PII data and OSI breaches must be reported within 30 minutes of discovery via telephone on (202) 606-2564 or email at [email protected] to OPM.

Why do we have to do all that?

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Reporting PII Breaches

Both actual and suspected breaches should be reported, even if it is believed the breach is limited, small, or insignificant. In addition, the LFCC is reminded of its obligation to report all security incidents involving PII to US-CERT within the Department of Homeland Security (see US- CERT web site at http://www.us-cert.gov/federal/reportingRequirements.html) and providing notification to victims of PII or OSI breaches, as appropriate.

Campaign Recognition


2013 Certificates of Appreciation ECC’s will track all Key Workers and Campaign Volunteers

PCFO form provided.

ECC’s will turn in the master list to PCFO Rep by Dec 13.

PCFO will have certificates available for Key Workers and Campaign Volunteers at the Celebration Event.

ECC’s can have a final meeting that recognizes these personnel and celebrate how your agency met the needs of the community through the CFC.

Campaign Celebration

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2013 Campaign Celebration – January 15 Ensure all staff have the details regarding the Campaign

Celebration

The Celebration is for everyone who contributed to the campaign including your key workers, donors and volunteers

Attend the Campaign Celebration

Charities will be planning the event

Agency Awards and Individual Recognition

Campaign Celebration:

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Agency Awards

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Agency Awards Gold, Silver & Bronze Awards

Formula based on raised funds from last year and current employee counts

Awards are given to those that reach 75% of award criteria

Benchmark: 5% above 2012 campaign

75% of Benchmark – Bronze award

100% of Benchmark – Silver award

125% of Benchmark – Gold Award

Campaign Recognition

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2013 Agency Hero Nominations All Federal Agency Campaign Team members may be

nominated

Submit Hero Nominations by December 13

Nominate anyone you see going above and beyond during the Campaign

Heroes are selected by the LFCC and honored at the Campaign Celebration

Heroes may also be submitted to National Awards Committee for National recognition

What is my job? To help people understand

WHY & HOW

Why participate? Why give?

Personal Compelling stories

How do I choose? How do I give?

On-line, PDF, or Paper Pledge Form

Q&A:

73


Get with your ECC and other Key Workers to …

Plan your campaign goals and dates

Promote your campaign plan

Pick CFC Kick-off Fair to attend

Plan an In-house staff kick off/meeting – show video and hand out materials (flyers, forms, brochure (if needed)

Plan other events in the giving period – Chili cookoff, bake sale, golf tournament, etc

Train employees on giving process

Next Steps

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Plan campaign implementation

Pick collection day with Key Workers

Communicate with PCFO Acct Exec about which day you’ll meet

Agree on the goals your agency will working toward

Get Envelope & Donor Award Ledger – fill out for every meeting with PCFO Acct Exec

Hand out materials – flyers, forms, brochure (if needed)

Next Steps:

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Questions?

Q&A:

76


THANK YOU

For going above & beyond!

Q&A:

77


2013

Rocky Mountain Region

2013 Rocky Mountain Region Employee Campaign Chair Training.

Documents

Transcript of 2013 Rocky Mountain Region Employee Campaign Chair Training.