2015 CAMPAIGN COORDINATOR GUIDE

United Way of Normanunitedwaynorman.org

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THANK YOU FOR BEING A CAMPAIGN COORDINATOR

We want to express our gratitude for you agreeing to serve as a United Way of Norman campaign coordinator. You are about to undertake a journey that will help ensure that residents of Norman and the surrounding communities have every opportunity to lead productive, healthy and meaningful lives. The mission of the United Way of Norman is to unite and strengthen our community – that’s our calling to LIVE UNITED.

This training guide will help you understand how your special role can make a difference. Historically, the United Way has been the trusted nonprofit organization that served as an easy way for donors to support the great array of other organizations that work throughout the community. Funding the programs of nearly 30 nonprofits that address pressing issues in Education, Health, Income and Independence is a foundational responsibility. You’ll learn through this process, however, that we do so much more.

Norman is a community that embraces a thoughtful and generous response to the needs of the community. The United Way of Norman is committed to serving

the hungry, cold and sick. We provide important resources to the youngest and oldest members of our community. We stand up for the marginalized and prepare others to be the next generation of leaders. That’s how we answer the call to LIVE UNITED.

Thank you for your efforts to reach your co-workers, neighbors and friends in this important journey. We stand ready to assist you in any way as you do your work. Thank you for your service!

OUR MISSIONT o u n i t e a n d s t r e n g t h e n o u r c o m m u n i t y b y e m p o w e r i n g e a c h p e r s o n t o c h a n g e l i v e s .

Leslie Keller-Kenton Vice President, DevelopmentCampaign Manager

Von Allen President & CEO

P.S.- We’re excited to announce donors can designate their gift to specific agencies again!

United Way of Norman 329.2025

2424 Springer Dr., Suite 304Norman, OK 73069

unitedwaynorman.org

BENEFITS OF BEING A CAMPAIGN COORDINATORThere are many advantages to being a Campaign Coordinator - for you, your company and our community.

COORDINATOR BENEFITS• Visibility• Leadership Growth• Career Development• Credit for Campaign Participation• Internal & External Recognition• Impacting Community through Monies Raised• Educated About Critical Community Issues & Opportunities• Informed About Area Support & Solutions

COMPANY BENEFITS• Community Leadership• Corporate Recognition• Improved Customer Relations & Loyalty• PR Opportunities About Company Accomplishments• Brand Visibility & Reputation Building

COMMUNITY BENEFITS• Corporate Expertise• Expanded Outreach• Increased Partnership• More Resources• Impact on Goals for Education, Income, Health and Independence• Improving Lives

LEADERSHIP GIVINGUnited Way of Norman recognizes the following leadership giving levels:

COMMUNITY INVESTOR $500CHAMPION $1,000PILLAR $1,500CORNERSTONE $2,500LEGACY $5,000ALEXIS DE TOCQUEVILLE $10,000+

FAIR SHARE GIVINGA small deduction from each pay period adds up to make a large impact. Fair Share giving is donating 1% of your annual salary or one hour’s pay per month.

Examples: • Annual salary of $30,000 x Fair Share (1% or .01) = $300 annual contribution

• Hourly salary of $10 x Fair Share (12) = $120 annual contribution 3

FUNDED PARTNERS4-HABLEAging ServicesAmerican Red CrossAmong FriendsBig Brothers Big SistersBethesdaBridgesCASPCCFICleveland County CASAFood & ShelterFood For ThoughtFull CircleGirl ScoutsKaleidoscope Grief SupportLegal AidMary Abbott Children’s HouseMeals on WheelsNAICParents Helping ParentsProject OutreachThe Salvation ArmyThunderbird ClubhouseTransition HouseVariety CareWomen’s Resource Center

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STEPS TO A SUCCESSFUL CAMPAIGN

1. LEARN• Learn the facts about the United Way of Norman• Meet with your United Way representative• Review the toolkit for additional ideas

2. PLAN• Involve your CEO• Review last year’s campaign results and set a new goal• Recruit a campaign team• Establish a timeline/schedule• Develop a campaign theme• Plan special events• Identify incentives• Schedule group meetings, promotions and publicity• Schedule tours and agency speakers• Personalize pledge cards

3. EDUCATE• Promote your campaign early and often• Conduct group employee meetings and/or one-on-one asks• Sample meeting agenda

4. FOLLOW-UP…FOLLOW-UP…FOLLOW-UP!• Pledge Card Management• Report back to United Way• Winning back lapsed donors• Say thank you and report final results back to employees

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LEARNUnited Way doesn’t shelter abused women, help children with disabilities or feed and care for seniors. You do - because you run a campaign. You rally co-workers to make our community a better place to live.

United Way of Norman was founded in 1957 and since then has helped countless numbers of our neighbors and friends. Help comes in many different forms... from a simple one time service, such as providing school supplies to low income families, to more in-depth assistance, such as providing support and therapy for abused and neglected children. As a Company Coordinator, you are directly responsible for providing that compassionate help, and you should feel very good about that!

There’s no one cause for the issues we face and no one single solution. But, when we reach out a hand to one, we can influence the condition of all.

Working together, we can fulfill our mission to unite and strengthen our community. The United Way of Norman is our community leader in mobilizing the caring power of our community. And together, we can create lasting, positive change.

HOW DOES UNITED WAY WORK?Raising money for the programs that address the hard issues in Education, Health, Income and Independence is a foundational responsibility for the United Way of Norman.

We convene community leaders to asses the needs of the Norman area. We then invite local nonprofits to apply for grants to fund specific programs to meet the needs.

The same community leaders then make recommendations to the United Way of Norman Board of Directors for the allocation of money for the specific programs that the agencies provide.

If there are gaps between community needs and agency response, the United Way will manage initiatives to address the needs.

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WHERE DOES THE MONEY GO?The money you help raise as a Campaign Coordinator goes into programs helping people with a wide array of needs. It’s rare for someone receiving help to need only one specific program to resolve the problems they may face. Often, they get help from several programs, all working together. Your efforts are a real solution, as the funds you help raise are spread out between 43 programs at 27 organizations, addressing the ‘big picture’ for many people.

PRIORITY ISSUESEDUCATIONHelp children and youth reach their full potential through quality education

INCOMEStrengthen the support families need to earn, keep and grow their assets HEALTHProvide care and information to help people live healthier lives

INDEPENDENCEEnsure seniors and persons with disabilities can stay in the home of their choice

PLAN

INVOLVE YOUR CEO• Set up a meeting with your CEO to review your overall campaign plan and ask

for his/her support with:

• allowing you adequate time to plan and execute a successful campaign• providing a campaign budget for food at meetings, incentives, and thank

you events• announcing your role as Campaign Coordinator• appointing next year’s Campaign Coordinator to work with you - this will

ensure smooth transitions each year • sending a letter/email of support (see samples online at

unitedwaynorman.org)• endorsing a plan for leadership solicitation (consider a Leadership Level

coordinator)• speaking at employee meetings in support of the campaign and leading

by example by sharing that they have already made their pledge• granting permission to take employees on agency tours• attending and participating in campaign events

SET A GOAL• A great way to increase your campaign is to focus on increasing the number of

people who give or encouraging people to consider giving a little more. The following will help you set your goal and communicate how you can achieve it.

NOTE: TOP PERFORMING CAMPAIGNS ACHIEVE PARTICIPATION OF MORE THAN 75% AND PER CAPITA GIFTS OF $100 OR MORE. 7

Desired Participation _____%

(______ x _____%) X $________ = $___________ # employees Participation Last year’s avg gift Potential goal

Desired Per Capita Gift $ _______

______ X $ _______ = $ ____________ # employees per capita gift Potential goal

RECRUIT A CAMPAIGN TEAM• Try to include representatives from all departments• Talk with your team about strategies and events that have worked/will work in

your company• Clearly define roles and responsibilities

CREATE A TIMELINE• Short, quick campaigns work best. Aim for no more than two weeks!

MAKE YOUR CAMPAIGN FUN• Decide on a theme, incentives and thank you events such as Mexican Fiestas

or Hawaiian Luaus. See the online toolkit for more cool ideas! www.unitedwaynorman.org/toolkit

PLAN SPECIAL EVENTS• Bake sales, car washes, raffles or rummage sales are a great way to get the

whole organization involved and motivated.• Special events that raise money can be used as a final boost to get your

company to its goal, but don’t lose sight of the real impact of payroll deduction as the main source of investing in our community.

USE INCENTIVESIncentives are a great way to increase employee participation! Give everyone who turns in a pledge card fun, inexpensive prizes such as:

• Entry into a drawing for a paid day off• Lunch with the boss• Special parking space• See the end of this guide for more cool ideas!

SCHEDULE YOUR MEETINGS• Try to add the United Way “ask” to an existing meeting

SCHEDULE TOURS OR AGENCY SPEAKER• This is one of the most effective “BEST Practices” you can do to make your

campaign a success!! Visiting an agency to see the need firsthand or the personal touch of an agency speaker is very powerful!

PERSONALIZE PLEDGE CARDS• Print each employee’s name and employee number on the pledge card. It

makes it a lot easier for you and your payroll to track and manage the cards.

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EDUCATE

GROUP MEETINGS AND/OR THE ONE-ON-ONE ASKEveryone has their own special style of speaking to a group. The most important thing to remember is to be yourself. Take a personal approach. If you’ve been involved in United Way for any length of time, share your own experience about why you are involved. If you know someone on your staff who has been helped and is willing to speak, enlist their support.

SAMPLE MEETING AGENDA (Don’t forget the pens for signing the pledge forms!)

Minutes

• Coordinator and/or CEO welcomes and endorses the campaign. 1

• Coordinator explains how the pledge cards will be distributed and collected and then introduces UW rep. 2

• Coordinator shares a personal story or one of the following speaks: United Way rep, partner agency rep or client. 8

• Show United Way video. 5

• United Way rep and Coordinator extend invitation to give and ask for employees’ support. 2

• Coordinator collects pledge cards and thanks employees. 2

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SAMPLE EMAILTO: All StaffSUBJECT: United Way Campaign

Dear <employee name>

Mark your calendars! (Organization’s) United Way campaign begins (date). As Employee Campaign Coordinator, I look forward to the many fun and interesting activities we have planned. This year’s campaign focuses on how we can change what we see in our community when we LIVE UNITED.

Stay tuned for more details. Meanwhile, learn more about United Way at www.unitedwaynorman.org.

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THANK YOU!It’s important to let people know how much their gift means. Companies that thank their employees have 46% higher participation.

FOLLOW UP

PLEDGE CARD MANAGEMENT “Try to get all the cards returned”

Getting the pledge card back can be challenging if done incorrectly. Do NOT hand out campaign materials prior to your kick-off. Your co-workers are at their highest level of educational awareness regarding United Way and most likely to give during this meeting. So, make sure employees are given materials at the meeting and you ask them to complete their cards and return them to you before the end of the meeting.

By collecting all cards (or as many as possible) at the end of the meeting, you reduce the amount of time you spend following up and asking your co-workers to participate. For those that don’t turn in their card at the end of the meeting, try to get them to return it to you by the end of the day! You should be able to turn in the majority of our pledge cards within one week of your kick-off.

REPORTING BACK TO UNITED WAYYour Workplace Representative will be calling to pick up the first round of pledge cards within a week of your kick-off. Even if you have fundraiser money still outstanding, we can begin entering your employee payroll deduction and one time gifts into our database for speedier tracking of campaign results.

Steps to organize reporting:

1. Account for all pledge forms

2. Verify the annual gift from each employee

3. Separate all pledge forms into the following categories: • Payroll Deduction • Fully paid pledges • Credit card pledges

4. Enter your totals onto the United Way campaign summary card

5. Make sure to send the YELLOW COPY pledge forms TO PAYROLL department and submit WHITE COPIES to United Way with the summary card

6. Contact your Workplace Representative to pick up your pledge cards

PLEASE DO NOT MAIL THE ENVELOPE.

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WINNING BACK LAPSED DONORS A lapsed donor is someone who gave the previous year, but did not give during the current fundraising campaign. As you turn in final numbers for your company’s drive you will be given a list of lapsed donors. Once you review the list you will be able to quickly identify whether that person has left your company or was absent on the day of your kick-off.

It is important to follow up with those employees to allow them to participate. This can help your company’s total campaign dollars go up. If the person is no longer employed at your company please let your United Way contact know to help United Way maintain accurate and updated donor information.

ADDITIONAL OPPORTUNITIES FOR GROWTH!

New Hires ProgramThrough employment changes, job loss and moving, United Way incurs contribution losses. A New Hires Program can help replace those contributions. Please help your community by making sure your company holds a New Hires Campaign through which new employees are asked to support United Way at the time of hire. Materials are available for your orientation packets. Contact Leslie Keller-Kenton at lesliek@unitedway-norman.org for info!

Retirees Program - Don’t Retire From GivingUnited Way relies on the support of retirees as the needs in the community grow. Many retirees have the support of pensions and benefits; there are many more who live around us who don’t have that security. Ask your CEO and United Way rep to help you get a Retiree Program started.

CONDUCT YOUR THANK YOU CAMPAIGNHow you say thanks isn’t as important as the act of saying it. Just be sure to have fun and acknowledge your co-workers’ hard work and generosity.

• Post “Thank You” flyers in high traffic areas.• Throw a pizza party!• Have a special lunch for your Leadership Givers and campaign team.• Send out “Thank You” emails, notes, cards, or letters.• Give out United Way pins or stickers.• Put a piece of candy on each person’s desk.

DON’T FORGET TO REPORT FINAL RESULTS TO EMPLOYEES!

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FREQUENTLY ASKED QUESTIONSAs a Company Coordinator, you encounter some questions about United Way that are hard to answer. We have listed the most frequently asked questions below to help you. Of course if you come across another question that you cannot answer, please don’t hesitate to contact your UW representative. We would rather be asked tough questions than leave people with a misunderstanding or misconception of United Way.

WHAT IS UNITED WAY’S OVERHEAD RATIO?United Way of Norman is committed to responsible stewardship of your donations. Almost 86-cents of every dollar goes directly to those most in need. United Way’s overhead ratio (defined as fundraising and administration expense divided by total revenue) is 13.6%. That is well below the Better Business Bureau standard for nonprofit organizations, which is 35% or less.

ARE ALL UNITED WAYS THE SAME? No. There are over 1,200 separate, autonomous United Ways. UWN is one of more than 20 United Ways in Oklahoma. We have our own local Board of Directors, which establishes policies. We support United Way Worldwide with dues that help provide training and national advertising, but it has no authority over your local United Way.

DOES UNITED WAY FUND ABORTIONS?No. No single United Way anywhere in the country has ever provided funding for abortion services. The abortion issue is a divisive one on which United Way takes no position.

MY FRIEND WASN’T HELPED, SO I’M NOT GIVING!Last year, United Way of Norman helped thousands of people. However, there are still people who will not be served due to the limited funds that our partners have available. That is why it is so important to participate.

CAN I DESIGNATE MY GIFT?Yes! We allow designations to support programs of any of our current funded partners. You find those partners and their designation codes in the United Way of Norman brochure. Designations not meeting requirements will be directed to the Community Action Fund.

CAN I TITHE TO MY CHURCH, OR GIVE TO MY ALMA MATER THROUGH THE UNITED WAY CAMPAIGN?No, giving to your church or school should be generated in the traditional method for those types of organizations.

IS GIVING TO UNITED WAY VOLUNTARY?Yes! Our United Way has a written policy against coercion.

WHY DO SOME UNITED WAY PARTNERS CHARGE FEES?United Way funds provide only a portion of the money agencies need to provide services. Some agencies charge sliding scale fees so they can help more people.

I NEVER USE AGENCY SERVICES - WHY SHOULD I GIVE?You never know when you, a member of your family or a neighbor may need a United Way service due to job loss, loss of a loved one, illness, disabilities or family problems. Your gift helps ensure that United Way services are available to as many people as possible when they’re needed the most.

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TIPS FOR A SUCCESSFUL CAMPAIGN Running a successful campaign for United Way of Norman takes planning and skill. Build your campaign on the experience of our community partners who have found some of the keys to making and even exceeding your goal.

BEST PRACTICES:

Recruit a Chairperson/Moore Norman Technology CenterTo give ownership to the employees, the Superintendent’s Office designates a chairperson who in turn selects team captains to represent each area of the campus. The chairperson sets a meeting with all of the team captains and the following goals are estab-lished:

1. Campaign Goal2. Campaign Kick-off date3. Theme of event

Recruit a Campaign Team/Johnson Controls Johnson Controls has a team of office and productionworkers that lead awareness of the United Way drive, helping spread the word to all employ-ees.

Campaign Kickoff/Eide Bailly Eide Bailly always has a speaker from one of the United Way Funded Partners come to their of-fice to speak to them about how they partner with United Way to assist our community. Lunch is provided to employees, and if they turn in their pledge cards on this day, they are eligible to be entered into a drawing for a $50 gift card.

Pick a Theme/First Fidelity Bank Brand your United Way campaign with a theme. One year First Fidelity Bank’s theme was “Super Heroes.” Managers dressed as super heroes in public and col-lected donations. FFB developed a bankwide campaign motto of “The POWer of One Gift.” This motto focused on how one gift, one extra dollar, one more volunteer can make all the difference to a neighbor in need.

Corporate Giving/The McKinney PartnershipRick McKinney is always TMP’s most generous contributor. Along with the corporate gift from The McKinney Partnership, TMP’s managers show that Top Down support is a must for suc-cessful campaigns.

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Focus on Participation/Republic Bank & Trust Republic Bank & Trust always maintains a 100% giving goal with their staff. When the Bank achieves 100% participation, the Executive Committee (EC) rewards everyone. Rewards have included: a free car wash for all Bankers with labor by EC and a catered breakfast with the EC as the chefs, servers and delivery staff.

Targeting Commuters/Bank of Oklahoma Bank of Oklahoma sends a letter to employees who live in Norman but work in other cities encouraging them to designate their United Way gift back to the community they live in. Commuters can use designa-tion code 7100 to give where they live.

United Fridays/Norman Regional Health SystemFor $5, jeans day tickets can be purchased allowing the employee to wear jeans each Friday during the month of August.

Incentives to GiveMost successful campaigns include an incentive to give. A few examples :

• Paid time off for Fair Share and Leadership Givers.• Fair Share givers are eligible for a daily gift card drawing• Prizes given to donors such as a scooter, gas gift cards and grocery gift cards• Employees who turn in their pledge card at the Fair Share level on the first day are

eligible to be entered into a drawing for a prize

FundraisersAll of our most successful campaigns do a number of fundraisers in addition to collecting pledges from employees. These range from chili cookoffs to pie in the face contests to gift basket auctions.

Culture of GivingThese are just a sample of some of the activities successful campaigns use during their company United Way Campaign. The key is to create excitement in your office and make sure employees have fun while rais-ing funds for a great cause!

UWN CAMPAIGN CONTACTS: United Way Office - 329.2025

Leslie Keller-Kenton Vice President, Development Campaign Manager lesliek@unitedway-norman.org

Von Allen President & CEO vallen@unitedway-norman.org

Kathy Holder Senior Vice President, Operations kholder@unitedway-norman.org Jed Dembowski Vice President, Marketing & Communications jdembowski@unitedway-norman.org

Laurie Bass Director of Information Services lbass@unitedway-norman.org

LIVE UNITEDT MUNITEDWAYNORMAN.ORG

EMPLOYEE DRIVE CHAIRS: Kevin Hopper, Employee Drives Chair MidFirst Bank 767.7142 kevin.hopper@midfirst.com

Aaron Jaqua, Employee Drives Chair Eide Bailly 292.2900 ajaqua@eidebailly.com

Susan Grossman, Public Service Chair Pioneer Library System 801.4520 susan@pls.lib.ok.us

Holly Nevels, Public Service Chair Norman Public Schools 573.3501 hnevels@norman.k12.ok.us

Linda Price, Public Service Chair Community Volunteer 306.0372 ljrprice@gmail.com

J.D. Younger, Public Service Chair Norman Police Department 366.5300 jd.younger@normanok.gov

Casey Vinyard, New Drives Chair Sports Talk 1400 642.7673 caseyvinyard@sbcglobal.net