Florida A&M University Faculty & Staff Endowment Campaign 2010 Training Manual

Florida A&M University Faculty & Staff Endowment Campaign 2010 Training Manual

Table of Contents Letter from the Campaign Manager 2 Campaign Overview 3 Your Role 4 7 Steps to a Successful Campaign 5 Developing a Meeting Agenda 6 Frequently Asked Questions 7 Campaign Structure 8 2010 Fundraising Goals 9 Campaign Process 10 Campaign Guidelines 11 Common Objections 12 Schedule of Events 13 Area Representatives and Team Leader Assignments 14 1 P age

Letter from the Campaign Manager Greetings Campaign Coordinator, T hank you for your willingness to assist in this year s Faculty & Staff Scholarship Endowment Campaign by serving as a campaign coordinator for your department. I am well aware that, as a FAMU staff member, you have many job-related demands and other workplace responsibilities to meet. Therefore, whether you have volunteered for this role or have been asked by your Dean or Department Head to assume it, your support is greatly appreciated. Through raising essential scholarship dollars, your leadership will help achieve lasting results for our University. I hope that serving as a campaign coordinator for your department will be rewarding, providing professional development opportunities and a deeper understanding of how we can impact our University and our students. This year marks the 21 st year of the Campaign. We look ahead with hopes of increasing our contribution to the University and the participation of our colleagues. The continued success of this campaign will not be possible without your efforts. To assist in your role as Coordinator, we have provided this training manual as a resource. This manual provides a guideline for managing your department s campaign, strategies to encourage co-workers participation, answers to general questions, and a list of contacts who are available to help make your campaign a success. Best wishes for a successful campaign and thank you for your participation as a Faculty & Staff Campaign Coordinator. Regards, Jeffrey Shaw Campaign Manager 2 P age

Overview Purpose This campaign is an annual giving program that provides faculty and staff with an opportunity to support FAMU students and increase the University s endowment. Annual giving is the primary fundraising method used to increase support and provide operating dollars for university programs. The purpose of the Faculty & Staff Scholarship Endowment Campaign is as follows: Build loyalty and strengthen the faculty & staff commitment to FAMU Fund student scholarships Increase the University s endowment Renew annual contributions Encourage faculty & staff to increase giving levels Identify major gift prospects Why support the Faculty & Staff Campaign? As many faculty and staff know, FAMU programs and scholarships are not fully funded by the state legislature. Private support has become increasingly important to ensure that FAMU continues to produce leaders for the nation. Whether you are a new employee or planning your retirement, you are a part of the FAMU family. FAMU would not be the outstanding and distinctive educational institution that it is today without the commitment of its faculty and staff. Gift Designation A donor may designate a gift to a particular school/college faculty & staff endowed scholarship fund or to the general faculty & staff endowed scholarship fund. School/College based scholarships are awarded to students within that particular school/college. The general faculty & staff endowed scholarship is awarded regardless of a student s affiliation within a specific academic unit. Fund Administration All faculty and staff contributions will be placed in an endowed fund managed by the FAMU Foundation, Inc. The general Faculty & Staff Scholarship Endowment Fund (0216) is administered by the University President. In the past, the University President has used funds from the general Faculty & Staff fund to partially support the following scholarships: Adopted High School Scholarship (AHS) Community College Scholars Award Scholarship (CC) Life-Gets-Better Scholarship (LGB) President s Special Scholarship (PSS) School/College Faculty & Staff Scholarship Endowment funds are administered by the dean of each unit. School/College based scholarship recipients must have a minimum GPA of 3.00 and the scholarship cannot be restricted to a particular major within the academic unit. How to contribute Payroll deduction (specify the amount that you wish to be deducted from each paycheck on the Faculty & Staff contribution form and indicate the length of your pledge) A check payable to the FAMU Foundation, Inc. Credit Card (Visa, MasterCard, Discover, AMEX) 3 P age

Your Role as a Campaign Coordinator Become a knowledgeable point of contact for the Faculty & Staff Scholarship Endowment Campaign Share your campaign plan with your senior leader. Having their support and approval will be critical to your campaign success Promote the Endowment Campaign throughout your office and make sure that everyone has the opportunity to give Encourage your colleagues to give at the leadership level of $1000 or more Keep your senior leader updated on your departments giving progress Be sure to thank those that make a gift. Their assistance and participation is appreciated Enjoy this experience knowing that you are doing wonderful work for Florida A&M University 4 P age

Seven Steps to a Successful Campaign 5 P age

Developing an Employee Meeting Agenda Determine the logistics for meeting (dates, times, location, speakers, etc.) Select a date and time when the majority of your department will be able to attend Give any speakers sufficient notice that they will need to attend the meeting Gather an adequate amount of campaign materials and pledge cards to pass out to your colleagues Remember, keep the meeting brief! A short, intensive effort will typically produce the best results (30 minutes max.) Hand out personalized pledge forms during the employee presentations. A personalized form shows that you have put much effort into this campaign and value the individual contribution of each of your colleagues Sample Meeting Agenda Welcome & Introduction Department Coordinator (2 minutes) Sr. Leaders Endorsement Senior Leader (2 minutes) Campaign Overview/Past Results Department Coordinator Address Common Objections (pg. 12) (5 minutes) Explain Pledge Cards Campaign Trainer Discuss the Importance & Impact of Giving Student/Sr. Leaders (2 minutes) Thank You & Collect Cards Department Coordinator (2 minutes) 6 P age

Frequently Asked Questions What is the Faculty and Staff Scholarship Endowment Campaign? The Faculty and Staff Scholarship Endowment Campaign is an annual fund campaign that provides a chance for FAMU employees to invest in the University. Can I specify where my contribution should go? Absolutely! Your contribution can be designated to a variety of academic unit endowments, which are listed on your pledge card. Your gift directly benefits the area you choose. Simply note your preference on the donation form. Can I designate my gift to more than one area? Yes! Be sure to complete a separate donation form for each area you are donating to. How much should I give? You decide the size of your gift according to your own charitable interests, your willingness to give, and your financial capacity. No gift is too small. It is your participation in the campaign that matters most. Can I make an anonymous gift? Yes. Simply note your preference to remain anonymous on the donation form. What are my payment options? You may give by check, credit card, or payroll deduction. You may also give via Electronic Funds Transfer (EFT) from your bank. Please call the Department of Donor Relations at (850) 599-3860 for more information. I have already made an annual gift this year. Will it count toward this campaign? Only gifts made towards the Faculty and Staff endowments and the DRS Enhancement Fund during this year s campaign period will be counted. Where do my campaign funds go? All dollars collected during the Faculty and Staff Campaign are designated according to your wishes. 7 P age

Campaign Structure 8 P age

Fundraising Goals Total Amount: $275,000 Total Number of Donors: 1,097 (30%) Department/Area Goal Amount Participation College of Arts & Sciences $13,299 130 College of Education $12,071 51 CESTA $24,301 39 College of Engineering $3,191 54 College of Law $19,556 34 College of Pharmacy $23,615 60 School of Allied Health $7,678 26 School of Architecture $7,195 26 School of Business $19,817 54 School of General Studies $5,938 23 School of Graduate Studies $1,870 5 School of Journalism $6,274 30 School of Nursing $5,864 36 Environmental Science Inst $7,079 11 Coleman Library $4,207 23 FAMU DRS $2,115 63 Academic Affairs $9,015 34 Admin. & Fiscal Affairs $18,293 108 Office of the President $13,359 55 Sponsored Research $5,603 28 Student Affairs $14,779 84 University Relations $10,181 29 Audit and Compliance $6,569 11 Human Resources $4,806 17 Athletics $2,268 34 General Counsel $3,020 6 Information Technology $23,037 26 $275,000 1097 9 P age

Campaign Process 10 P age

Campaign Guidelines Conduct face-to-face solicitations Distribute pledge cards and other materials Request an increase in contributions Encourage gifts of all sizesno gift is too small Submit donations/pledges to your team leader Make presentations during departmental meetings Routinely post campaign progress & results Hold drawings or special events to encourage participation in the campaign Encourage donors to attend the Faculty and Staff Breakfast scheduled for August 12, 2010 Do not guess an answer. Simply contact the Office of Development at 599-3860 or 599-3491 Have your department head schedule a mandatory staff meeting Complete your personal pledge/donation form Request that your department head make a commitment and stress participation in the campaign at any level Review the purpose of the campaign and who benefits from the employees generous contributions Distribute pledge/donation forms and emphasize the convenience of payroll deduction Have a question and answer period Collect pledge/donation forms Complete necessary paper work and return donations/pledges to your team leader Do NOT take pledge cards or donations directly to the Office of Development or Human Resources 11 P age

Overcoming Common Objections 1. Why should I give? Participating in the FAMU Faculty and Staff Campaign is a personal decision and your reason for giving is one that you must decide. Our jobs allow us to work with many of the best and brightest students in the nation and we hope that you will find both pride and purpose in supporting those bright minds. Tuition and state funding are not enough to cover the entire cost of providing a quality college experience. The support of this Faculty and Staff Campaign ensures that deserving students will have the opportunity to attend Florida A&M and receive an excellent education. 2. "FAMU does not pay me enough to make a gift." Make a gift that fits your budget. Though you may not make as much money as you would like, making a gift is simple and affordable. Contribute the amount that is feasible for you and know that we value your participation regardless of the amount that you give. 3. "The administration consistently fails to fund my school/department/projects" Your gift can be directed to the department of your choice. Simply select the desired department on your completed pledge card. We are aware that funding is limited and the administration is doing its best to allocate resources where there is the greatest need. Though you may not have received dollars in the past, your contribution will help to increase the available funds and the likelihood of receiving support in the future. 4. "My gift won't make a difference" Your participation in the campaign means more than the amount that you give. Every dollar makes a difference for our students, and no gift is ever too small or insignificant. Your contribution affirms your commitment to the mission of FAMU and sends a strong message of support to outside donors, alumni, and parents. 5. How do I benefit from giving? Making a gift to the Campaign distinguishes you as a charitable and supportive member of the FAMU community. Your gift to the Faculty & Staff Campaign is also a tax deductible donation. 6. I gave last year We appreciate your past generosity and want to encourage you to give again this year. As a past participant in this Campaign you are aware of the need for committed donors like yourself and the impact that your gift can have. 7. My child attends FAMU, I support the community by paying his/her tuition The tuition that you pay is in exchange for the education and services that your student receives from Florida A&M University and is not used to support the scholarships and financial assistance that this Campaign provides. 12 P age

Schedule of Events July 13 th July 22 nd July 26 th August 12 th July 2010 Team Leaders Meeting, University Relations Conference Room 11:00am 12:00pm Campaign Coordinator Training Meeting Alumni House 2:00pm 3:00pm Faculty & Staff Endowment Campaign Begins August 2010 21 st Annual Faculty & Staff Endowment Campaign Breakfast September 2010 *Campaign Coordinators continue meeting weekly with Team Leaders to submit donations October 28 th October 2010 Faculty & Staff Campaign Ends 13 P age

* Meet with your Team Leader to submit donations every Thursday between 3:00pm and 5:00pm Area Representatives & Team Leaders (Academic Units) CESTA Representative: Marian Bellamy Gibbons 561-2644 Team Leader: Kristen Florence College of Arts and Science Representative: Evelyn Sellars (850)599-3430 evelyn.sellars@famu.edu College of Education & FAMU DRS College of Law Representative: Mildred Graham (407)254-3206 Team Leader: Anthony Bryant College of Pharmacy Representative: James Moran (850)599-3827 james.moran@famu.edu Team Leader: Anthony Bryant Environmental Sciences Institute Representative: Cynthia Henry (850)561-2642 cynthia.henry@famu.edu Team Leader: Anthony Bryant FAMU-FSU College of Engineering Representative: Braketta Ritzenthaler Porche McQueen 410-6546 Team Leader: Kristen Florence School of Allied Health Sciences Representative: Harriette Stewart 599-3818 Team Leader: Tiffany Williams School of Architecture Representative: Lee Parker (850)599-3331 lee.parker@famu.edu Team Leader: Kristen Florence School of Business and Industry Representative: Barbara Jones (850)3565 barbara.jones@famu.edu School of General Studies Team Leader: Edwina Cobham School of Graduate Studies and Research Representative: Alice Rozier 599-3505 Team Leader: Anthony Bryant School of Journalism School of Nursing Representative: Tarolyn Waymon Branda Bryant (850)599-3017 tarolyn.waymon@famu.edu Team Leader: Edwina Cobham 14 P age

Area Representatives & Team Leaders (Administrative Units) Academic Affairs-Provost Office Team Leader: Edwina Cobham Admin. & Fiscal Affairs- Auxilary Services Admin. & Fiscal Affairs- Controllers Office Representative: Tyrika Showers (850)412-5073 tyrika.showers@famu.edu Admin. & Fiscal Affairs- Env. Health & Safety Representative: Geraldine Ingram (850)599-3442 Geraldine.ingram@famu.edu Admin. & Fiscal Affairs- Facilities Planning Admin. & Fiscal Affairs- Office of the VP Representative: Patricia Gallon (850)599-3211 patricia.gallon@famu.edu Admin. & Fiscal Affairs- Physical Plant Representative: Sandra Mitchell (850)599-8545 sandra.mitchell@famu.edu Admin. & Fiscal Affairs- Property Records Representative: Mozelle Barnes (850)599-3678 mozelle.barnes@famu.edu Admin. & Fiscal Affairs- Purchasing Coleman Library Representative: Team Leader: Pricilla Henry LaTrika Quinn Connell Ames Human Resources Representative: Shauna Allen 599-3611 Team Leader: Kristen Florence Information Technology Services Representative: Janice Love 599-3560 Division of Audit and Compliance Representative: Alysha Seabrooks 412-5479 Team Leader: Tiffany Williams Office of the General Counsel Representative: Abigail Raddar (850)599-3591 abigail.raddar@famu.edu Team Leader: Kristen Florence 15 P age

Area Representatives & Team Leaders (Administrative Units cont. d) Office of the President Representative: Tola Thompson (850)599-3225 tola.thompson@famu.edu Team Leader: Anthony Bryant Student Affairs- Financial Aid Representative: Phyllis Watkins (850)599-3183 phyllis.watkins@famu.edu Division of Research Representative: O. Sylvia Lamar, Pamela Blount (850)412-5095 Student Affairs- Career Center Student Affairs- New Beginnings Student Affairs- Admissions, Recruitment & Scholarships Student Affairs- Office of Campus Recreation Representative: Cassandra Frye-Dickey (850)599-3712 cassandra.frye@famu.edu Student Affairs- Counseling & Assesment Student Affairs- Office of Housing Student Affairs- New Student Orientation Representative: Phyllis Watkins (850)599-3183 phyllis.watkins@famu.edu Student Affairs- Office of the Registrar Student Affairs- Office of the Vice President Representative: Phyllis Watkins (850)599-3183 phyllis.watkins@famu.edu Student Affairs- Parking Services Representative: Cassandra Frye-Dickey (850)599-3712 cassandra.frye@famu.edu Student Affairs- Police Department Representative: Cassandra Frye-Dickey (850)599-3712 cassandra.frye@famu.edu 16 P age

Area Representatives & Team Leaders (Administrative Units cont. d) Student Affairs- Special Programs & Services Student Affairs- Student Activites Student Affairs- Student Health Services Representative: Phyllis Watkins (850)599-3183 phyllis.watkins@famu.edu Sponsored Research Representative: TBA 412-5102 University Athletics Representative: Robin Wallace 599-3868 Team Leader: Tiffany Williams University Relations Representative: Patricia Hope Hudson (850)599-3860 patricia.hudson@famu.edu 17 P age

Area Representatives and Team Leaders Kristen Florence 599-3861 kristen.florence@famu.edu CESTA College of Engineering School of Architecture Human Resources Office of the General Counsel (Team Leaders) Quanitra Thurston 599-3491 quanitra.thurston@famu.edu College of Arts & Sciences College of Education (including FAMU DRS) School of Journalism School of Business and Industry Admin. & Fiscal Affairs Anthony Bryant 599-3491 anthony.bryant@famu.edu College of Law Environmental Sciences Institute School of Graduate Studies College of Pharmacy Office of the President Tiffany Williams 599-3491 tiffany.williams@famu.edu Allied Health Office of Compliance and Audit University Athletics Connell Ames 599-3860 connell.ames@famu.edu Sponsored Research Information Technology Services University Relations & Career Center Coleman Library Student Affairs Edwina Cobham 599-3491 edwina.cobham@famu.edu Academic Affairs School of General Studies School of Nursing 18 P age