Post on 01-Apr-2015
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 BarbaraBarfield@FESforCFC.org
Irma Jones - Campaign Operations Manager720-999-2015 IrmaJones@FESforCFC.org
Cari Allen - Campaign Coordinator720-352-5076 CariAllen@FESforCFC.org
Chuck Bader - USPS Account Manager719-232-3373 ChuckBader@FESforCFC.org
Anita Obando – Larimer & Weld Counties719-999 -1015 AnitaObando@FESforCFC.org
Jennifer Weems – Gift Redemption Manager415-571-4852 jenweems@FESforCFC.org
PCFO Contact Info
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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
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Rocky Mountain CFC
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Rocky Mountain CFC
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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
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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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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
Solicitation Activities
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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
Solicitation Activities
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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
Solicitation Activities
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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
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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
Donor Appreciation Award Tracking
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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
Donor Appreciation Award Tracking
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Get Your Give ON-Line
One time credit card, cash or check Reoccurring Payroll deduction
Federal Agency: ____________________________ 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 Leadership Mile HIgh
I prefer not to receive a donor appreciation gift.
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__ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ 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 Leadership Mile HIgh
I prefer not to receive a donor appreciation gift.
Get Your Give ON-Line
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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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum
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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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum
Campaign Responsibilities
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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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum
Campaign Responsibilities
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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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum
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 cfc@opm.gov to OPM.
Why do we have to do all that?
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OPM Personal Identifying Information (PII) & Other Sensitive Information (OSI) Memorandum
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
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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:
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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:
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THANK YOU
For going above & beyond!
Q&A:
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2013
Rocky Mountain Region