Caltech Alumni Fund Training

Caltech Alumni Fund Training

Goals Contacting alumni Informing alumni about Caltech (this is not

redundant!) Just getting a response … Raising money

Fund Raising Structure

Office staff

Chairmen (key volunteers)

Callers (solicitors)

Chairmen Training

(Callers: optional 5 minute break because some of this will not apply to your activities)

Typical Duties

Here is a list of your prospects

Recruit some callers

Distribute prospects to callers

Raise funds

Strategy

Plan ahead first

Create a complete list of your candidatesTHAT YOU CAN EDIT I prefer a printed copy Other options:

• Spreadsheet

• Word processing

• Database

(These will be shown in a few minutes)

Strategy (continued)

Scan the entire list:

Categorize the alumni Previous donations Activities while a student Alumni you knew personally Time zone Other

• Regularity of donations

• Current occupation if known

• etc.

Strategy (continued)

Notate the categorizations Check marks / dashes / underlining Numerical Color coding Indenting Bolding Index cards?

Available Data

PDF file of the alumni

Excel list of alumni

Online system – if available (VOLT – volunteer online tool)

Example of PDF file

(contact info is wrong!)

Example of an Excel list

Sorted List(house, timezone, gifts)

Gift

Gift

NO

NO

NO

Gift

VOLTList

VOLTversion

ofPDF file

Strategy (continued)

Don't bite off too much!

Make it easy for yourself

Pick the top 5 (or fewer) of the best prospects that might help you make your calls Regular donations Lots of activities Someone you know...

Try to Find Callers

(Making the calls will be discussed soon)

Start with your top 5 prospects

If you get one caller per session, that is great

Don't forget to ask for a donation if a person does not want to be a caller

Assign Prospects to Callers

Same house (undergrads)

Same year and option (grads)

Mostly prospects who previously donated with some nondonors

Ask callers how many prospects they will accept (suggest 5-10)

Monitor progress

Contact callers regularly

Review weekly reports from fund office(contact callers whose prospects have not donated)

Keep a diary

I recommend doing this on your master list

Keep track of who you called

Keep track of your results (agreed to be a caller, refused, etc.)

Keep track of messages, busy signals,sent email …

Keep a separate calendar to remind you who to call when...

Don't get frustrated (getting through to people is hard these days)

Diary example

Chairmen summary

Make a master list of prospects

Categorize and notate the list

Pick only a few to call per session

Find callers (and ask for donations)

Monitor progress & contact callers

Keep a diary to keep track of messages and who you called

Caller training(also applies to chairmen)

The BIGGEST Problem

INERTIA(You usually find to do something else to do)

INERTIA(You usually find to do something else to do)

Second biggest problem:answering machines (more about that later)

Introduction

This part is not so bad:

Callers will have a short list of people to call

Chairmen have already prepared their short list of best prospects

Therefore, calling the short list will not take too much time!

Make the Calls

The first call is the hardest An errand still has to be done It is close to your favorite TV show Something needs to be done around the house

JUST DO IT It becomes more fun when you call people you

know One call flows to another call

Call strategy

Call a good friend first

I recommend that you call as a friend and NOT say “I'm calling for the Alumni Fund” (most people hate solicitation calls)

If lists are created properly, you will be calling a friend most of the time and it is fun to catch up on old times

At the END of the call, then ask about donating (or becoming a caller)

Call strategy (continued)

Tell Techers about the impact of alumni gifts (information from this conference)

If they have previously donated, thank them, and ask if they are willing donate again

Don't ask for a specific amount

If they say no, ask for a token amount (since some corporations look at percentages of alumni donations regardless of the amounts)

Keep a diary (part 2)

Write down dates, messages, emails

Write down responses: donated, refused, pledged, etc

This prevents ‘oops’ calls where the prospect says, “but you just called me last week.”

Frustration training

You will usually get an answering machine

Polite persistence is a virtue

Leave messages. Speak slowly and clearly. Leave your name and contact information.

Try different times (weekends, weeknights, last resort: work)

Switch from phone to Email or vice-versa

Accepting a donation

Caltech website: www.caltech.edu(and follow the alumni and friends link to the Alumni Fund):

https://irsecure.caltech.edu.onlinegift/giving_step1.php

Accept a phone donation Credit card number & expiration date 3 digit number usually from back of card Name on card DO NOT EMAIL THIS INFORMATION. For the

sake of security, call it into the fund office.

Accepting a donation(continued)

If the person wants to donate on paper, contact Amanda at (626) 395-3843 or ahaylock@dar.caltech.edu with their name and a pledge card will be sent This option is usually necessary for those

prospects who can double the donation through their employer’s matching gift program

Verify all of their contact information (some people move frequently)

Do's and Don'ts

Suggested calling hours 7-10 pm on weekdays (verify timezone!!!) Weekends: 9-12 am, 1-6 pm, 7-10 pm

(not during meal times)

Holidays are ok within reason Thanksgiving weekend is ok, not Thanksgiving day, etc.

Do have fun calling old friends

Don't call at work unless there is no home phone number

Don't email credit card information

Dave's thing

I offered an incentive to my classmates who wavered about donating

Reunion CD with pictures, memoirs, Glee Club recordings, etc Mailing cost ($1.90) was more than production

cost (about 50 cents plus my time) My expenses are also a donation

MANY additional donations received

Caller summary

Make the first call Call as a friend Ask for a donation at the end of the call Keep a diary Donation: website, credit card, paper pledge Verify contact information Call at reasonable hours Don't email credit card information Consider personal incentives

GO Caltech!