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Company Internal Coordinator Handbook

United Way of the Brazos Valley

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Dear Company Internal Coordinator, Congratulations! You have received that vote of confidence from your supervisor to be a campaign coordinator for the United Way of the Brazos Valley (UWBV). UWBV is dedicated to investing resources to address specific community issues creating a measureable and lasting change. The funds raised through your company’s campaign will create a direct impact on our community through the Community Impact Grants program and Community Investment collaboratives; UWBV works with over 20 organizations through these efforts and 99% of all gifts remain in the Brazos Valley community. As a Company Internal Coordinator, you will have the opportunity to learn more about UWBV and our partners, build community contacts by working with a Loaned Executive, and create social awareness of community issues and solutions throughout your company. Please remember, UWBV staff and volunteers are here to support and assist you. We are happy to connect you to resources so your company can achieve maximum success through your campaign efforts. We appreciate your commitment to your company, your community and your United Way. If I can be of any assistance, don’t hesitate to contact me. Thank you for LIVING UNITED, Alison Prince President and CEO United Way of the Brazos Valley (979) 696-4483 x101 aprince@uwbv.org

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United Way of the Brazos Valley United Way of the Brazos Valley (UWBV) brings the community together to find solutions that change lives by advancing education, financial stability and health. We focus on education, financial stability and health because they are the building blocks to a good quality of life.

United Way of The Brazos Valley

Building Blocks for a Good Life

Education

Support School

Readiness

Increase High School

Success

Access to Community

Programs and

Resources

$71,925

Investment

Financial Stability

Financial Education

and Knowledge

Build Assets and

Savings

Safety Net Services

$298,410

Investment

Health

Access to Health

Services

Improve Health and

Safety Outcomes

Utilize Prevention

Services

$652,050

Investment

Investments made through 3-year Community Impact Grants to partner agencies.

UWBV works to create lasting measurable change in each of the areas listed above. We do this through two methods:

1) Community Impact Grants: Investing in organizations with programs committed to demonstrating measurable impact in the areas of Education, Financial Stability and Health. Our grant review process is thorough and extensive – not every agency who submits an application is awarded funds.

a. Community volunteer led grant review process – Volunteers, not UWBV staff, decide how funds are distributed. They evaluate each application based on how well it aligns with the goals of UWBV to ensure a true impact is made in the lives the program serves.

i. Request for proposals ii. Internal Administrative Review iii. Panel Member Independent Review iv. Site Visit v. Award Process

b. Results: 21 Partner Agencies – Programs Impacting Education, Financial Stability and Health c. Investing $340,795.00/year for 3 years = $1,022,385

2) Community Investments: Collaborating and sharing resources with organizations to address specific

issues in the region. a. 2-1-1 Texas: (Collaborative with Texas Health and Human Services Commission) Free

information and referral line answered 24-hours a day, connecting residents in need to community resources.

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b. Financial Fitness Center: (Collaborative with Brazos Valley Community Action Agency and Brazos Valley Affordable Housing Corporation) Providing access to financial education and coaching to develop and implement healthy financial habits.

c. Volunteer Brazos Valley: (Collaborative with Brazos Valley Council of Governments) Promoting volunteerism as a means of fostering citizen involvement.

d. Youth Leadership Cabinet: (Collaborative with Bryan ISD and College Station ISD) Passionate high-school aged youth united to lead the way volunteering, raising funds and serving the Brazos Valley.

To learn more about United Way’s programs and partners, ask your Loaned Executive or visit our website at www.uwbv.org.

United Way of The Brazos Valley

Your United Way Story

… a BASIC elevator speechMission

Our Focus Areas

Why these?

How we do it?

The Ask

• United Way of the Brazos Valley brings the

community together to find solutions that change

people’s lives.

• We invest in advancing Education, Financial

Stability and Health, because these are

• The building blocks to a good quality of life.

• To do this, we work with partners to identify

needs and strategic solutions, we make

investments towards those solutions, and we

measure the progress made.

• We are asking you to be a part of this work. You

can GIVE, you can ADVOCATE, or you can

VOLUNTEER. That’s what it means to LIVE

UNITED.

UWBV’s Community Campaign and the Workplace Campaign UWBV hosts the Community Campaign each year in the fall months. It is a time for us to request financial support from individuals and companies for the upcoming fiscal year. Funds raised through our Community Campaign support our efforts to create measurable impacts in the areas of Education, Financial Stability and Health throughout the seven-county Brazos Valley region. Your company participates in UWBV’s Community Campaign by hosting a Workplace Campaign. This means that your company allows UWBV the opportunity to present information about our Community Campaign to your company’s employees with the intention of asking for financial support.

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Often, the company will allow payroll deduction as an easy option for employees to donate. Working with your company’s payroll department is an important part of hosting a Workplace Campaign.

The Role of the Company Internal Coordinator The Internal Coordinator (IC) is a critical component of the company’s campaign. As the IC, you will assist your company’s leadership to:

Set the fundraising goal for your company and develop the plan to achieve it.

Educate your company about United Way and promote supporting United Way’s work through a financial gift to co-workers.

Distribute campaign materials via email, in-person or print communications. (banners, posters, letters, emails, etc.).

Coordinate employee meetings to share UWBV information; communicate the dates and times to your LE.

After campaign, collect all pledge forms, complete report envelopes. Coordinate pick-up by your LE.

Work with your payroll department on payroll deduction matters.

Plan other special events and fundraisers benefitting UWBV (see pages 11-13 for ideas).

Thank all employees for their support of UWBV!

The Role of the Loaned Executive and United Way Staff UWBV works with dozens of volunteers each year who serve as Loaned Executives (LE’s). LE’s go through detailed training on United Way, its programs and how to run campaigns in order to serve as a resource for you, our Company Internal Coordinator. Some of the LE’s responsibilities include:

• Serve as a liaison between United Way of the Brazos Valley and the Company • Work with Company’s Internal Coordinator to facilitate Employee Workplace Campaign Rallies

– Serve as a ambassador for United Way and tell the United Way Story – Coordinate Agency Speakers/Guests – Distribute campaign materials to the Internal Coordinator, collect and return materials to United

Way at the completion of campaigns UWBV has staff dedicated to ensuring the success of the Campaign each year. Our Resource Development Manager maintains contact with all the companies holding campaign rallies, builds awareness for United Way, coordinates training and support for our campaign volunteers and attends rallies and events hosted by companies supporting United way. Don Dickenson, Resource Development Manager (979) 696-4483 x118 ddickenson@uwbv.org

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Steps to Running a Successful Campaign STEP #1: STUDY AND PLAN Learn about United Way of the Brazos Valley! Know your company’s giving history; this information will help you set your goals for the current year (your company’s leadership will have this information, or contact LE and they can provide it). Map out this year’s campaign plan. How will you publicize your campaign? What will be the most effective way to educate employees at your company about the campaign? Establish a timeline or calendar so that your campaign is well planned and efficient. Use the timeline to monitor your progress Benefits

Analyzing past campaigns will help you plan this year's campaign.

Learning about United Way will ensure that you have an answer for any question that might be asked by a fellow co-worker or team member.

Checklist/Strategies

Review United Way history and learn about the overall campaign – learn about any new changes to the organization.

Meet with your LE to review your company's giving history, including total amount contributed, percent of employee participation, and average gift.

Decide the best way to conduct your workplace campaign so that it fits with your company. Establish your timetable, remember when preparing for a campaign, 90 percent of your time is spent

planning and organizing your campaign and only 10 percent is spent running it. STEP #2: SECURE LEADERSHIP SUPPORT With the support of the leadership the campaign can be extremely successful and enjoyable. Work with management on your campaign plan and keep them updated of the progress of the campaign. Invite management to complete the first pledge forms! Benefits

Conducting successful management campaigns sets the example for employees to follow.

Including management in the campaign planning process will ensure a successful campaign. Checklist/Strategies

Ask management to be involved in key planning meetings, setting campaign goals, and developing strategies

Ask for senior management to be involved in the employee campaign by speaking at campaign events about involvement and payroll deduction and by writing a letter or sending an email to employees encouraging their involvement.

Have management add a United Way message onto regularly scheduled meetings as much as possible during the campaign.

STEP #3: RECRUIT YOUR TEAM Recruit a team to help you! If your facility/office is very large, perhaps a representative from each department can enable your team to be most effective. Your team members can assist you by helping in all stages of the campaign. Benefits

Sharing the role reduces the job of the Internal Coordinator.

Empowering employees allows them to take ownership of the campaign and building camaraderie is fun!

Checklist/Strategies

Include someone from each department on your team so that everyone has someone to relate to.

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Recruit and train enough team members to support your campaign effort. A good rule of thumb is one team member for every 30 employees.

Allow your LE or United Way staff to help you with training your team. Just reach out to us and we will be there to help you!

Design your team to split up the responsibilities of the campaign. For example, have someone take each of the following: newsletter/emails, kickoff rally, meetings and speakers, behind the scene details (gathering forms, reports, etc.).

Conduct a meeting with the team to get their ideas on how to achieve your objectives and assign tasks. Develop a system for record-keeping and reporting of pledges.

STEP #4: SET A GOAL AND PUBLICIZE IT! Publicizing your campaign goal and tell the United Way story! The key to high participation is asking every employee in your company to participate – give them the opportunity to say YES! Please note that although we strive for high levels of participation in the campaign, we should never coerce or pressure our employees to participate. UWBV does not support coerced giving – giving should be done because the employee WANTS to give! Ideas to increase participation: Promote payroll deduction! Gifts of payroll deduction are usually three times more than cash/check gifts. Offer incentives to givers at all levels. Promote UWBV’s giving levels:

Fair Share Giver: 1% of annual salary

Leadership Givers: $1,000 annually.

Benefits

Establishing a target serves as a motivator to achieve better results.

Achieving goals makes people feel good about donating – it connects your gift to something bigger. Checklist/Strategies

Set a realistic and achievable goal – people like to achieve their goals! Break your company's goal down to the division level. Please remember, setting a goal of 100 percent givers makes people feel coerced and negatively

affects UWBV’s efforts. Instead, set a 100 percent contact goal, a goal to simply reach all employees. STEP #5: UTILIZE UNITED WAY RESOURCES AND MATERIALS There are several resources available to you and your winning team to help you with your campaign. Be sure that you are aware of all of your resources. Visit www.uwbv.org to learn more or ask your LE. Benefits

Distributing the materials designed by United Way each year promotes education and awareness.

By using the available resources, it make it easier for your to promote and have fun with your campaign.

Checklist/Strategies

PLEDGE FORM provides a way to record your employees' gifts to United Way. Again, each employee should receive one of these pledge forms.

CAMPAIGN POSTERS are available for you to post throughout the workplace Thank you cards/lapel pins are great way for employees to show pride as donors. LE’s and United Way staff are “deep wells” of information should you have any questions or concerns.

Never hesitate to ask for help. There are some Spanish materials available for you to use for your Spanish speaking employees.

STEP #6: TALK ABOUT UNITED WAY AND YOUR CAMPAIGN Education and promotion are critical to your campaign’s success. The more your employees know about United Way, the more likely they are to support the initiatives, programs, and agencies involved. IF YOU DON’T TELL THEM ABOUT THE CAMPAIGN – THEY WON’T KNOW ABOUT THE CAMPAIGN! Promote the campaign in your newsletters, through email, by voicemail, through letters left on every chair or through

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any other forms of communication you can think of. Make it enthusiastic – share your excitement! Plan an event to kick-off your company’s campaign. Contact your LE for information and assistance. Benefits

Keeping employees excited about the campaign increases support for your efforts.

Announcing last year's successes makes people feel good about giving this year! Checklist/Strategies

Use employee meetings to educate co-workers. (sample meeting outlines on page ___ of this handbook)

Put up campaign posters. Utilize people (employees, if possible) who volunteer or who have benefited from a charitable

organization in your efforts. Host agency fairs to expose your employees to a variety of service providers, ask your LE with help in

setting up an agency fair. Invite agency speakers to attend campaign presentations and meetings (your LE will help with this) Schedule a kick-off event! Design inter-agency competition to generate interest and boost campaign results by department

(example: first to make goal.) Publish a special United Way edition of your newsletter, or create one especially for the campaign. Run

an editorial about the importance of volunteerism. Promote the campaign through emails or on your workplaces intranet system. Give team members enough pledge forms and information to use during meetings.

STEP #7: MAKE THE ASK This is the most important part of the campaign! While planning, education and promotion are all vital steps, asking for and getting employees to contribute to United Way is the point of all your efforts. IF YOU DON’T ASK – THEY CAN’T SAY YES! Simply say, “Please join me in supporting our community through a payroll deduction gift to United Way of the Brazos Valley.” Other helpful phrases include:

“If you contributed last year, please continue your pledge.”

“If you haven’t participated before, please consider doing so this year.”

“Remember that payroll deduction makes giving convenient and also allows you to spread your giving over twelve months.”

“Consider giving at a Leadership Level.”

Benefits of Payroll Deduction:

By donating a specific amount from each paycheck, it spreads out your contribution into smaller parts.

You can make a more significant impact in your community over a longer period of time. Checklist/Strategies

Determine which type of campaign presentation is best suited for your organization; this depends largely on the number of employees and the organizational structure.

Ask during group presentations or one-on-one meetings. Putting pledge forms in mailboxes or leaving them on desks seldom works! Education and personal

interaction is essential to provide employees with the information they need to consider giving Listen to objections; ask questions to clarify the concern; answer all objections; if you are not sure of an

answer, say so...then ask your LE for assistance. Ask every employee to give!

STEP #8: MAKE IT FUN WITH SPECIAL EVENTS! Special events help to raise awareness, interest, enthusiasm and money. See the section of Special Events on pages 11-13. Benefits

Special Events help to promote the campaign and encourage support of the campaign

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By creating a fun and memorable way to give, employees will look forward to the next year’s campaign. Checklist/Strategies

Determine what kind of special event management will support Look for an opportunity to hold a special event, such as in conjunction with a planned staff luncheon or

a previously scheduled company event Ask your LE for ideas that fit with your agency size Review the list of special events ideas located on page 9.

STEP #9: REPORT YOUR RESULTS! Your LE will give you enough campaign pledge forms and reporting envelopes in which to place pledge forms and cash/check contributions. The pledge forms are printed in triplicate. Be sure to return the pink copy to the employee for their records. The yellow copy is for United Way staff. Place all the yellow copies, along with cash, checks, and money orders into reporting envelopes and complete the information on the front of the envelope. Be sure to make a copy of the front of the envelope for your records. Give these envelopes to your LE as soon as possible. The white copies need to be given to your company’s payroll office. If it is a cash/check/credit card donation, the white copy will stay attached to the yellow copy and be placed inside the report envelope. Benefits

Regularly reporting results allows the team to monitor the progress of the campaign and allows your organization to get recognized at report meetings.

Turning in reports regularly keeps you from having to hold cash, checks, and pledge forms. Checklist

Keep the employees and the company management informed of progress (this allows time for improvements if necessary.)

Account for all of the forms. Report your United Way results weekly. This will help to promote the campaign.

STEP #10: SAY THANK YOU! One of the most important parts of the campaign is saying thank you. EVERYONE LIKES TO HEAR THE WORDS “THANK YOU!” Let everyone in your organization know how much money was raised and how it will impact your community. It can be simple and fun, and will help build the foundation for next year’s campaign. Remembering this step is important. This is one of the easiest yet most overlooked steps. Benefits

Publicly thanking employees demonstrates appreciation for your employees' commitment to caring and builds on the momentum for giving in the next campaign.

Checklist/Strategies

Display posters to thank employees for their support. Announce campaign results. Do post-campaign stories reporting how much was raised, the average

amount donated per employee, and how the figures compare with previous years. Run thank-you articles or stories in your newsletter and company intranet. Recognize outstanding campaign volunteers. Send a letter from the company head to employees thanking them for their support. Send personal thank you notes to your campaign team; Present a certificate of appreciation to team

members. Recognize employees as quickly as possible. Have an awards ceremony as part of your wrap up/thank you meeting.

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Special Event Ideas Just some helpful ideas for planning additional special events… If you host a special event, let your LE know. UWBV representative would love to be there to take pictures and support your efforts!

Sports Events - For all kinds of office athletes Golf tournament or putt-putt contest: Work with a nearby golf course to get reduced rates. Charge players the regular price with proceeds going to United Way. Humorous prizes can be handed out later at a potluck dinner (i.e. shortest drive, highest score, etc.) Set up a miniature golf course within your own office, lobby, or work area. Charge each player to play and award a prize to the player with the lowest score. Aerobic-a-thon: Employees get pledges for the length of time participating. Set this up during a lunch hour or after work in the employee lunchroom. Walk-a-thon: Employees get pledges for distances walked. Tricycle races: Before the race, employees pay to have sandbags or rolled pennies tied to opposing department managers' tricycle. Hold the race in the lunch-room or outside. The first one to the finish line wins a prize for the department (i.e., pizza party). Tug-of-war: Have employees against executive staff or interdepartmental competition. Each team pays a fee to enter. Slam dunk contest!: Charge a fee to compete and provide a prize for the winner. Team sports competitions: Form teams between departments, divisions, branches or regions and get pledges for goals scored, baskets made, etc. Provide refreshment stands. Ping Pong tournament: Charge an entry fee and have team elimination. Award winning team with a prize. Bowling tournament: Get a bowling alley to reduce normal fees. Charge participants the regular price with proceeds going to United Way. Participants can get pledges for the number of pins knocked over. Office Olympics: Set up an obstacle course in the lunchroom, several offices, several floors of offices, or outside. One station can be for typing a couple of paragraphs, another station for filing, another for photocopying, etc. The contestants pay an entry fee and the winner gets the prize. Bike-a-thon: Charge an entry fee. Participants collect pledges for the number of miles they ride. Croquet tournament: Set up a croquet course on a nearby lawn. Charge an entry fee and provide a prize for the winner. Fun run: Charge an entry fee to compete and provide a prize for the winner. Tennis or racquetball tournaments: Charge admission and an entry fee to participants. The winner gets a prize. Super hoop: Have an organized basketball tournament with employee teams. Charge admission to the game. Give away prizes at halftime. Get a local radio station to MC.

Auction/Sales Lunch box auction: Employees supply lunches to be auctioned off. Give prizes for the most creative or elegant lunches.

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Executive auction: The executive must take over the highest-bid employee’s job for half a day. Home-grown auction: Employees donate random items for auction such as cakes, cookies, monthly parking spots, a weekend at their summer cabin, or a home-cooked dinner. Services such as car detailing, a month of lawn-mowing, and wallpapering also may be auctioned. Rummage sales: Employees donate items to be sold in the parking lot or cafeteria.

Food – the way to a donors heart Bake sale; candy bar or popcorn sale Pie-eating contests Lunch-time spaghetti or chili feed, or barbecue; pancake feed Octoberfest theme with sausage or bratwurst lunches Ice cream social Cheesecake sale

Contests - Better odds than the football pool Ugly tie or hat contest: Executive staff members wear their ugliest ties or hats and solicit “votes” (a vote is $1) from employees. The person with the most votes at the end of the day wins the prize. Match the baby face contest: Employees bring photos of themselves as babies. Other employees buy ballots listing the photos by number and guess which baby is who. A prize goes to the employee who correctly identifies the most babies. Nintendo wii or Playstation contest: Set up three or four video machines in a small conference room. Employees pay to play and try to beat the previous players’ scores. This can take place over several days with many repeat players. The winner at the end of the contest time period wins a prize. Coloring contest: Use the United Way of the Brazos Valley logo. Have children of employees participate. Look-a-like contest: Employees dress up like famous personalities such as Marilyn Monroe or Elvis. Employees pay to vote on the best costume. The contestant receiving the most votes gets a prize. Quiz: Make up an IQ test based on United Way facts. Award prize(s) to employees with the most correct answers. This is a fun, challenging way to increase knowledge about United Way. Most humorous photo contest: Employees bring humorous photos to work. Employees vote with quarters for the funniest. The winning photographer gets a prize. Games: Trivial Pursuit; Win Lose or Donate; Wheel of Fortune (use questions or clues related to United Way) Lip sync contest: Hold a lunch-time lip sync contest. Charge an entry fee and have the audience vote for the best act. Give a prize to the winner. Kiss the pig contest: Executive staff members collect one-dollar votes all day. The executive with the fewest votes at the end of the day has to kiss a pig in front of the entire office.

Other Ideas - almost anything goes Compliment-o-grams: Make up special forms and sell them to employees as an anonymous way to give a compliment to someone in the office. Compliment-o-grams must be delivered by a trustworthy employee

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sworn to secrecy. Charge a dollar per compliment. Balloon-o-grams: Employees have messages tied to helium balloons delivered to designated co-workers. Charge a dollar per balloon. Dead flower bouquets: This is a great Halloween idea. Get flower shops and restaurants to donate dead flowers. Employees pay to have a dead-flower bouquet with a message sent to another employee. Charge a dollar per flower message. Penny jar: Each department has a jar and each penny equals a point. Anything else equals its value in negative points. For example, a dime is minus 10 points. The department with the most positive points at the end of a week wins a prize. Car wash: Employees pay to get their cars washed in the parking lot during the work day. Dunk tank: Set up a dunk tank in the parking lot. Have executives take turns on the “hot seat.” Charge 50 cents per try. Soak the boss: Employees pay 50 cents per wet sponge to throw at an executive staff member. Can drive: See which department can raise the most by collecting aluminum cans. Dress down for United Way: Employees pay a dollar to wear casual clothes on a specific work day during the campaign. Each employee who participates gets a United Way button. Treasure hunt: Sell daily clues to a mystery location where a treasure is hidden. The first employee to guess the location wins the treasure. Executive shoe shine: The company executives set up a shoe shine stand in a heavy traffic area. The executives shine employees shoes for an United Way donation. Cookbook sales: Have employees donate recipes and put them together in a cookbook. Give away samples of food while selling the cookbooks.

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Frequently Asked Questions I haven’t received a raise in several years and don’t feel I can afford to give to charity. A When you give, you are investing in your community. By this investment, you help provide assistance

to many of your fellow citizens who have been laid off, or whose financial condition requires some outside assistance. You are also ensuring these services are available to you and your family, should you ever need them. Payroll deduction makes it easy for you to give a little each month without blowing your own household budget.

Q How do I know my money is going to be well spent? A United Way of the Brazos Valley takes each and every contribution very seriously. We hold ourselves

to very high standards, we are governed by a community volunteer led Board of Directors and we have an external audit done annually by a reputable accounting firm. Additionally, we use your contributions to invest in our community. Through a vigorous volunteer led grant review process, we invest your donations in 21 partner agencies. Each of these partners are reviewed by a panel of volunteers to ensure that funds will be utilized in a way to create maximum impact in our community.

Q Why should I give my money to a national organization that doesn’t help people here? A 99% of the money that is raised in the Brazos Valley stays here to be investing in the seven-county

region. Q The only people who use the services of charities are people who should get a job. Why should

I help support them? A Many people who can and do work still need help with everyday life. If you look carefully at the list of

partner agencies, you’ll find several agencies that may have provided services to you and your family. Your support of their efforts ensures that services will be available when you need them.

Q Why should I give to United Way or its partners when I never use any of the agency

services? A Most people simply don’t know how much United Way organizations have to offer. Check the brochure

or the United Way website at www.uwbv.org for agencies that might apply to you now or in the future. You might also recognize one or more agencies that have already touched your life.

Q I called United Way looking for help and was told that there was nothing you can do. Why

should I help someone who is not willing to help me? A United Way of the Brazos Valley is positioned to strengthen the community by investing in specific

community needs. We do this through Community Impact Grants and Community Investment Programs. United Way partners with over 25 agencies in the Brazos Valley to address needs around Education, Financial Stability and Health. Consequentially, we do not offer services directly to the public. Rather, through our 2-1-1 Texas service, we refer clients to agencies who could help with a specific need request.

Q How much of your annual budget is spent on administration? A UWBV’s most recent annual audit showed a 17% administrative cost, meaning 83% of your dollars are

used to provide services to people in need here in the Brazos Valley.

Q How much of your annual budget is spent on salaries? A Total Budget: $1.5 Million. Total Salaries: $361,000. Of that, $274,000 is programmatic, meaning

salaries for staff who directly implement United Way’s mission in the community. Salaries for 2-1-1 Texas staff are the largest part of that figure ($203,000), and those are 100% covered by a grant from the Texas Department of Health and Human Services (so no community donations are used).

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PLANNING RESOURCES

Campaign Timeline

Pre-campaign: NOW Goal Dates

Review campaign history; learn about United Way.

Determine, with your LE or United Way, the best way to run campaign

within your organization

Build a campaign team in your company with the assistance of

supervisory personnel in each location

Meet with your company head or manager to secure

their support and to discuss plans for the campaign

Promote the campaign in newsletters and e-mails

Hold a meeting with all your team Champions to discuss your plans

Attend the campaign coordinator training and make sure

your campaign team members attend also

Schedule 15-minute employee presentations during staff

meetings, or other already-existing meetings. Invite your company head to attend these meetings and make some comments regarding his/her support of United Way.

Work with the LE to reserve agency speakers and provide agency

Information

Receive all campaign materials from the LE

During campaign: September 1 – November 30

Host employee meetings

Utilize team Champions to conduct meetings for different areas within your organization

Distribute pledge forms and brochures during meetings

Present facts about the campaign

Invite the LE or United Way staff to provide information and answer questions

Utilize agency speakers and agency brochures

Ask employees to give through payroll deduction

Collect pledge forms and give a deadline for those who wish to discuss giving with their families

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Get employees excited about the campaign

Put up posters

Hold a kick-off event

Promote the campaign goal

Follow up with absentees by conducting one-on-one meetings with

those who missed the employee meeting

Stay in touch with the LE and United Way staff to report partial results

and campaign progress

Post-campaign: Within two weeks following your campaign

Tabulate results

Return partial results to LE throughout your campaign; final results as quickly as possible.

Ensure that all pledge forms are completed correctly.

Complete the report form, making certain that the amount you submit balances to the information reported

Copy completed report form for your records so that you have an accurate accounting of this year’s campaign

Evaluate your organization’s campaign strengths and areas

for improvement

Make campaign recommendations for next year’s coordinator

Mail payroll deduction forms to your payroll office to be received by no ____________

later than two weeks after your campaign closes

Post and/or announce final campaign results and thank your donors

Arrange for a letter to be sent from your company’s head to thank employees for their contributions

Feature results of the campaign and thank campaign volunteers in your newsletter or other company communications

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Outline for a Simple Campaign Speech The following points should be covered at all campaign meetings whether they are group presentations or one-on-one presentations: 1. Greet everyone 2. Brief overview of United Way (mission, elevator speech) 3. Personal story, if you have one, about help received through United Way and its partners 4. Explain how United Way invests in the community to create impact (1) Community Impact Grants and

2) Community Investment Collaboratives) 5. Give step-by-step instructions for filling out the pledge form 6. Ask for contributions 7. Say thank you!

Sample Group Presentation 1. Opening Remarks by agency head or campaign coordinator 2 minutes

Thank everyone for their continued support

Report on 2013 United Way results (if available for your company)

Let employees know that United Way is an effective way invest in our community

2. United Way Information presented by United Way staff or 5 minutes Loaned Executive

Explain how the campaign works and what an employee’s gift can do for the community

3. Agency Speaker 10 minutes

A vivid illustration of the donor’s dollars at work 4. Making the Ask for the Pledge by the Loaned Executive or Internal Coordinator 3 minutes

This is most effective coming from the campaign coordinator or team member, a fellow employee who has given. LE can take time to review the pledge form and brochure.

5. Answer questions – campaign coordinator, team member or United Way staff 3 minutes 6. Say THANK YOU!!

Pledge Form Checklist Donor Information

Ask for the employee to fill out the donor information section completely. The pledge form is a legal document.

Pledges made by payroll deduction require: o Name, signature, and phone number. o Choose a recommended amount or write in your own, then multiply the amount you wish to

have deducted from each paycheck by the number of pay periods per year and enter the total annual gift in the next blank. Deductions should begin in January 2015 and end in December 2015 (Your company may vary from this timeframe, so check with Human Resources to be sure).

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o You may also wish to contribute a percentage of your annual salary. Anything that is 1% or above is considered contributing your “fair share.”

Pledges made by check or credit card require: o Name, signature, credit card number (if applicable), and phone number. o Attach checks (or cash) to the pledge form with a paper clip (no staples, please). o Without exception, checks must be made payable to United Way, United Way of the Brazos

Valley, or UWBV o Checks are deposited when the report envelope is turned in to United Way of the Brazos Valley.

Bill me type pledges require: o Home address in the top section of the form. o Choose one time, quarterly, or monthly amount. o Multiply amount by 4 for quarterly and by 12 for monthly, and fill in the total amount in the “Total

Gift” blank. Acknowledgement

Donors should retain a copy of the pledge form for their tax purposes. Payroll deductions should be reported as part of employee paycheck stubs. Donors who wish to remain anonymous must indicate this intention in the top section of the pledge

form. Donors who contribute a one-time gift of $250 or more will automatically receive a receipt from United

Way of the Brazos Valley at the end of January that can be used for income tax purposes. Check for accuracy

Be sure the employee calculates gift totals in the blanks and multiplies and adds correctly. Check for legibility.

Report Envelope Checklist Company Information

Please fill out all information on the report envelope, including company name, number of employees, address, and phone. This is important for record keeping, thank you notes, and recognition.

Enter the total number of employees at your company. This is a very useful tool for United Way to make improvements on how we serve you.

Pledge Data

Fill in the appropriate number of donors in each category of gift (cash/check, payroll deduction, bill me, charge/credit card), paying careful attention to the level of giving for each donor (under/over $1000).

Fill in the total dollar amounts associated with each of the gift categories you entered in the previous step.

Total all donors and gifts, and enter those figures in the boxes provided at the bottom of the envelope. Enclose a list of fair share givers and a list of leadership givers if available.

Final Steps

Seal the envelope and initial across the flap. This helps to identify tampering and protects you. Notify your Loaned Executive that the envelope is ready and make arrangements for its return to the

United Way of the Brazos Valley office.

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Employee Campaign Coordinator Contacts Loaned Executive (LE): __________________________ LE’s Employer: ___________________________ Phone Number: ___________________________ E mail: _________________________________ United Way of the Brazos Valley campaign staff: Don Dickenson, Resource Development Manager Phone Number: (979) 696-4483, x118 Email: ddickenson@uwbv.org Your Winning Team Members!

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