2013 COORDINATOR GUIDE Milwaukee Partners in Giving. State and University Employees Combined Giving Campaign (SECC) secc-milwaukee.wi.

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1 2013 COORDINATOR GUIDE Milwaukee Partners in Giving State and University Employees Combined Giving Campaign (SECC) secc-milwaukee.wi.gov

2 INTRO TO COMBINED GIVING CAMPAIGN Milwaukee Partners in Giving (State & University Combined Campaign (SECC)) represents 11 different umbrella groups: America s Charities, Community Health Charities of Wisconsin, Community Shares of Greater Milwaukee, EarthShare, Global Impact, Hunger Relief Fund of Wisconsin, Independent Charities of America, Neighbor to Nation, United Performing Arts Fund, United Way of Greater Milwaukee and Wisconsin Environmental Education Foundation. State Employees have many options for donor choice both locally, nationally and internationally. Donor choice is a personal decision and all organizations are vetted to assure they meet State compliance requirements. Each year these groups go through a vigorous application process. Rest assured your money is going to a worthy, legitimate non-profit. DID YOU KNOW? The #1 reason people do not donate is because they were never asked. A person is 78% more likely to donate if they have had a positive volunteer experience. Retirees give a much larger portion of their income to charity than the national average up to 7%, as opposed to about 3% by the general population. 50% of all State donors gave $100 or less. Every dollar counts and if everyone gives a little it adds up. It s hard to ask people for money, but remember; you are not asking for yourself, you are asking for someone who needs help.

3 CAMPAIGN CONTACTS If you need assistance or have any questions, please contact: Hal Ackerman WI Dept. of Workforce Dev. Teresa Beaulieu UWM Libraries Miranda Horton DMV Northwest Service Center Cheryl Quinn WI Dept. of Children & Families Sally Seeger WI Dept. of Natural Resources Jennifer Wentzell UW-Milwaukee Kathy Miller Campaign Manager United Way of Greater Milwaukee AnnMarie Alvarez Co Chair WI Dept. of Revenue Mary Cayan - Chair cayanm@opd.wi.gov State Public Defender Joe Krueger joseph.krueger@wisconsin.gov WI Dept. of Corrections Luis Saavedra luiscs@uwm.edu UWM - Robert Hernandez Center Dawn Stachowiak stachowiakd@opd.wi.gov State Public Defender Mary Jane Anttila mary.anttila@wisconsin.gov Dept. of Corrections Terilynn Geissner terilynn.geissner@wisconsin.gov WI Dept. of Health Services Faith Lemons Faith.lemons@revenue.wi.gov WI Dept. of Revenue Courtney Schoen Courtney.schoen@wisconsin.gov WI Dept. of Corrections May Vang may.vang@wisconsin.gov WI Dept. of Natural Resources - 2 -

4 THE ROLE OF THE COORDINATOR General Responsibility Plan, coordinate and promote the campaign Motivate donors and give them the opportunity to give Thank and Recognize before, during and after campaign Coordinator Benefits Showcases your leadership and project management skills Promotes networking and visibility opportunities with colleagues and supervisor Creates a positive impact in your community Allows you to become an expert about the value of giving What Coordinators Do Works closely with organization s leadership and Loaned Executive Develops an effective campaign plan, including dates, goals, etc. Recruits a team of volunteers to assist you, if possible Requests speakers and materials from Loaned Executive Distributes materials and pledge forms to colleagues Holds campaign kickoff and recognition events Promotes the campaign throughout your organization Educates co-workers Completes your final report and sends it with pledge forms to Loaned Executive THANK donors and volunteers Evaluates your campaign and makes recommendations for next year HAVE FUN! YEAR-ROUND INVOLVEMENT Year-Round Activities Include updates in newsletters, intranet or bulletin boards throughout the year. Encourage leaders to reference campaign updates. Learn more about the various charities and non-profits. Invite representatives of agencies to speak year-round. Get involved with a group by volunteering. Plan special events such as a monthly luncheon or bake sale to benefit the campaign. Volunteer Opportunities. Check secc-milwaukee.wi.gov year-round for current postings

5 ONLIVE GIVING Last year we introduced Online Giving as a new option. We want to encourage State Employees to give online. Pledging Online also helps us know in real time what our giving is at without waiting for envelopes to be turned in. Here are the reasons why we love Online Giving: 1 Fewer errors. We can read your typing whereas some handwriting is hard to decipher. 2 No Math required. The computer does it for you! 3 Eco-Friendly. We want to go green. We are printing less and saving trees. This also saves money, which can go directly to the charities. 4 More Efficient. Reduced data entry and coordinators time compiling paper forms. Again, this saves money, which can go directly to the charities. 5 Credit Card Option. One time donation using VISA, MasterCard and Discover. 6 Confidential. Your coordinator will know that you pledged online, but not how much. 7 Convenient. Pledge when you want. You are not dependent upon finding the pledge form and listing to make your decisions. 8 Safe Online Payment. Secure site ensures security. 9 Quick. Search options are quick. Pledge and submit. You are done. 10 Easy. Intuitive page navigation and simple instructions

6 STEPS OF A SUCCESSFUL ASK 1. Make your own pledge first and ask the same of the leadership in your organization. You set the example. 2. Be Knowledgeable Review the materials in advance. Offer to find out any answer you do not know. 3. Formulate a plan Present at a staff meeting if possible utilizing an agency speaker or employee testimonial. A real-life story of how one of the organizations directly helped a member of the community often helps the reason people decide to give. Explain the purpose of your visit. Tailor your approach to each individual. 4. Ask for the pledge. Ask each person. The #1 reason people don t give is they weren t asked. Many people do not think an or meeting is a personal ask. Use your judgment. Just because they didn t give last year, does not mean their life circumstances haven t changed. Don t judge whether someone gives or not. Encourage payroll deductions. With new givers, ask for a first-time gift. For annual givers, thank them for past support and encourage an increase. Remember, you are not asking for yourself, you are asking for someone less fortunate. 5. Answer questions and handle concerns. Know your materials and answer questions honestly find out if you don t know. If you don t know the answer to a question, let the donor know you will find out and then follow-up with your Loaned Executive. Recognize that some donors have real concerns; people have a right to give or not to give. Do not take a no personally. 6. Say thank you. Regardless of what the donor decides to do, thank them for their time. People like to know that their gift is appreciated

7 HANDLING OBJECTIONS Many people have heard things over the years that just are rumors and false information. Give them the correct facts and let them decide. This campaign is a very efficient and effective way for charities to fundraise. It saves them resources that might otherwise have to be spent on marketing and advertising. It also prevents State employees from having each worthwhile organization contact you about their cause. Most companies and Public Sector systems have one-time workplace giving campaigns. This campaign has a long history and was started by State employees not management or elected officials. What to do when someone wants to argue or ask you difficult questions? 1. Listen carefully. 2. Don t take it personally. 3. Don t argue. 4. Ask questions to clarify or find out more. 5. You are not asking for yourself, you are asking for someone that is less fortunate. 6. Don t make it a political issue. 7. Take your time, breath and be yourself

8 PLANNING YOUR CAMPAIGN Receive campaign materials: Attend Coordinator Kickoff: Meet with Leadership and get their support: Know your campaign goal and participation goal: Determine your campaign dates (typically 2-3 weeks is the most effective) Kickoff: End Date: Hold a Campaign Kickoff: Promote the campaign throughout your department: Promote Online Giving. Visit the campaign website for updates and ideas: secc-milwaukee.wi.gov Make the campaign fun! Hold a special event or contest. Turn in your final envelope to United Way; 225 W. Vine St. November 15 or sooner Complete the Coordinator Scorecard: November 18th Promote Online Auction November Coordinator Scorecard Drawing: November 25th Thank all donors and announce results to staff: End of Campaign Attend the Awards Celebration: To Be Determined; typically in January - 7 -

9 THE PAPER PLEDGE FORM We know not all State Employees have access to a computer during their work day so we still offer paper pledges. We also know not all people like to give online or change from how they have given in the past. We also love our paper pledges! How to fill out the paper pledge form: 1 Your information Print your personal information. Please print legibly. Sign if you are going to giving by payroll deductions. 2 How do you wish to give? With the paper pledge form, you may donate by payroll contribution, cash, check or credit card. Use line 1 to make a payroll contribution. Contributions will begin with the first pay period of January If you wish to donate cash, use line 2. If you wish to donate by check, use line 3. Make checks payable to United Way-Fiscal Agent Complete the Total Donation line by adding the amounts in Step 2, lines 1, 2, and 3. 3 Name Release/Acknowledgement Your information will be released to the agencies designated by April 1 unless you check the box asking the campaign not to release your name. Your name will ONLY go to the agencies you have designated. 4 How would you like to help? You can decide how your contribution is allocated by directing your gift to any combination of umbrella groups, individual charities, or the overall campaign. Use the A boxes on the pledge form to contribute to one or more umbrella group(s). Specify the total annual amount in the appropriate boxes. Use the B boxes to contribute to specific charities. Use the C box to make a general contribution to benefit all umbrella groups and their member charities. You may use any combination of options A, B, and C

10 SAMPLE PLEDGE FORM - 9 -

11 2 Payroll Office Information HOW TO COMPLETE THE REPORT ENVELOPE (Sample report envelope on following page) Please make copies of all donors that have selected payroll deduction and send to your payroll offices. If your payroll office is at a different location than your offices, please specify correct address. 4 Total Employees Specify TOTAL number of employees (full-time, part-time, etc) 5 Pledge Totals Please make any cash or checks are paper clipped to the donor s pledge form, NOT stapled. A. Tally the number of non-payroll donations (cash, check, credit card) and their total dollar amount B. Tally the number of payroll pledges and their total dollar amount C. Tally A+ B D. Tally total dollar amount from any special events E. Tally C+D 6 Prepared By Please provide the information of the person who prepared envelope and his/her information. IMPORTANT! The Loaned Executive or Board Member cannot pick up the envelope unless it is completed and sealed. When the Loaned Executive picks up the envelope, he/she will sign and date over the seal, as will the Coordinator or person giving the envelope to the Loaned Executive. The Coordinator will make a copy of the front of the envelope to keep

12 SAMPLE REPORT ENVELOPE

13 THANK YOU! The Combined Giving Campaign would not be a success without your hard work and the generosity of your co-workers!