2012 WS/FCS Art Council Campaign

Arts Council Representative (ACR) Training

Milton Rhodes Center for the ArtsJanuary 19, 2012 4 – 5 pm

To access the “login” screen, “click” the link from the WSFCS Homepage (located in the header)

Use the password that

you use for email

• Donors will only have access to these areas on their page.

• Donors will click on the grey button to get to their donation page.

• After completing the form, a donor MUST click “Submit or Update”.

• That takes them to a “print” screen where they can print their form, sign it, and give it to their ACR along with any applicable monies.

• Credit card donors can “black out” their card number

• ACR’s will use this copy for balancing with their tally sheet and submit to AC along with tally sheet.

You MUST have a form for every donor

• ACR’s can see who has or has not given

• Use this report to help you follow-up with staff (i.e. Reminders, Thank You’s, etc.)

• This is for ACR use – do not send this form to The Arts Council.

Pledges By Location

DSP/UPD/PRNT PLEDGES

Balancing the Tally SheetSCHOOL/DEPT TALLY SHEET

•It is very important that ALL individual donations/pledges show up on the tally sheet.•You MUST have a pledge form for every individual on the tally sheet and every form you have MUST appear on the tally sheet.•EXCEPTION – any monies collected as special fundraisers or from individuals other than employees, won’t be included on the tally sheet – just make sure those monies are clearly identified when you submit them to the Arts Council.

Donor names will appear here

Packets must be ready for pick up no later than 8:00 am March 1st

An Arts Council representative will pick up the packet. Please make sure the following items are enclosed:School Tally Sheet (NO hand-written entries)A pledge form for EVERY donor that appears on your Tally SheetHave packet ready for p/u by 8am, March 1st in your school’s front office If you have questions, please contact: Katrina Meeks @ 336.747.1413 or email kmeeks@intothearts.orgEllen Schuette @ 336.747.1418 or email eschuette@intothearts.org 

Campaign Pledge PacketDO NOT MAIL

Finalizing the Campaign

•Print the tally sheet for your school•“balance” it with the pledge forms.•Place the tally sheet, pledge forms and monies in the “Campaign Pledge Packet” envelope.•Place the envelope in your school’s front office NO LATER THAN 8:00 am March 1st

Campaign endsFebruary 29th

Tip Sheet (keep this close at hand)

During the Campaign:

Collect the forms and use them to check against your tally sheet (you

must have a pledge form for every donor listed on the tally sheet)

You can view the tally sheet and the pledges as they come in online

You can report to your staff the % they have given and use it as a tool

to encourage or remind them to be sure to pledge before the deadline

Communicate periodically with staff during the campaign

Closing out the Campaign:

At the end of the campaign, balance your tally sheets and pledge

forms. Again, you MUST have a pledge form for each individual

listed on the tally sheet.

Be sure to clearly mark any miscellaneous monies that you might

receive during the campaign (i.e. special fundraisers, auctions,

individuals other than staff, etc.). These monies will not appear on

your Tally Sheet.

At the conclusion of the campaign, place the Tally Sheet, pledge

forms and all monies in the “Campaign Pledge Packet” envelope.

ALL packets must be placed in your school’s main office no later

than 8:00 am March 1st. An Arts Council Representative will be by to

pick up the packet.

If you have questions, call or email:

Ellen Schuette, Arts Council, 747-1418 or eschuette@intothearts.org Katrina Meeks, Arts Council, 747-1413 or kmeeks@intothearts.org

Remember the Campaign Ends:

February 29, 2012

Packets placed in the front office no later than 8:00 am March 1st.

2012 WS/FCS Arts Council Campaign

Campaign ends February 29th

Tips for using the on-line system for

Arts Council Representatives (ACRs)

Accessing the WS/FCS On-Line Donation System:

Use the link on the WS/FCS Homepage to access the log in screen

(it’s located in header)

“How to” instructions and other campaign materials are located at

www.intothearts.org (click “Annual Campaign”, then click “2012

WSFCS ACR Campaign Resources”)

Making a Pledge/Donation:

Practice the donation process before you present it to staff.

Demonstrate for them, if necessary

Forms are already populated with employee name, ID#, address, etc.

Donor completes the form, clicks “Submit” and then prints a copy of

the form for the ACR. Remind employees to print out the form, sign

and turn it in to you (NOTE: Those staff not choosing “payroll

deduction” or “bill me” need to attach a check, money order or cash

to their form)

(over)