employee campaign coordinator tool kit

CELEBRATING 90 YEARS OF IMPROVING THE QUALITY OF LIFE IN BERKSHIRE COUNTY
EARLY CHILDHOOD LITERACY
POSITIVE YOUTH DEVELOPMENT
FINANCIAL STABILITY
EMPLOYEE CAMPAIGN
COORDINATOR TOOL KIT
CAMPAIGN 2014-2015
Berkshire United Way • 200 South Street, Pittsfield, MA 01201 • 413-442-6948
OUR CHILDREN SUCCEED. YOUTH MAKE HEALTHY DECISIONS. OUR COMMUNITY THRIVES.
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Give. Advocate. Volunteer. LIVE UNITED
EMPLOYEE CAMPAIGN COORDINATOR TOOLKIT
TABLE OF CONTENTS
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Description
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Table of Contents
Berkshire United Way CEO/Board Chair Campaign Letter
Working Together to Get Things Done
Why Invest in Berkshire United Way
Service Area Map
2014-2015 Funded Programs
Berkshire United Way Overview
FAQs
Win A New Car
Pinnacle Recognition Award Criteria
e-Pledge
Mass 211
Your Role as Employee Campaign Coordinator (ECC)
10 Steps To Running A Successful Campaign
Campaign Coordinator Check List Best Practices
Sample Campaign Kickoff Group Meeting
Campaign for Maximum Potential
Customize Your Campaign
50+ Ways To Raise Funds
Year Round Activities
Berkshire United Way Supply Order Form
Sample eMail Communication pre Kickoff
CEO Sample Kickoff/Endorsement Letter
Sample Letter from Employee Campaign Coordinator (ECC)
Sample Mid Campaign letter from ECC
Sample Thank You letter from CEO or ECC
WISP Training
Campaign Report Form
Workplace Pledge Form
Give. Advocate. Volunteer
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Dear Friends,
If you could do one thing this year to help build a better Berkshires, would you do it?
By taking on the important role of Employee Campaign Coordinator (ECC), you have answered, “Yes!”
When you volunteer your time and enthusiasm as an ECC, you impact the success of Berkshire United Way’s
Annual Workplace Campaign. By partnering with Berkshire United Way, you and your co-workers have the
opportunity to improve the quality of life in Berkshire County for all. Many in our community will benefit from
your generosity; our goals are focused on early childhood literacy, positive youth development and financial
stability - the building blocks for a good quality of life. In fact, our work impacts the lives of over 20,000 children and families countywide.
Your role as ECC in your workplace is paramount to the success of Berkshire United Way.
LIVE UNITED, our call to action, underscores the impact our collective resources make to advance the common
good. Berkshire United Way recruits people and organizations that bring the passion, expertise and resources needed to get things done. As an ECC, you play a huge part in helping Berkshire United Way mobilize
resources to address community priorities and impact long-lasting change in our community.
In an effort to clarify and simplify your role (we know how busy you are!), we have created this user friendly
Tool Kit. Please take the time to familiarize yourself with Berkshire United Way’s mission, the elements of an
exceptional campaign, and the resources available to assist you.
On behalf of Berkshire United Way’s Board of Directors and the countless lives impacted by your support, we
say THANK YOU!
Sincerely,
Kristine Hazzard President & CEO Berkshire United Way Brenda Burdick
Sr. Manager Marketing and Public Relations
General Dynamics Advanced Information Systems
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WORKING TOGETHER
TO GET THINGS DONE
Berkshire United Way advances the common good by creating opportunities for a better life for all.
Our primary focus areas are:
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Early Childhood Literacy
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Positive Youth Development
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Financial Stability
OUR WORK FOLLOWS AN INTERCONNECTED, STRATEGIC CONTINUUM:
Berkshire United Way recruits people and organizations who bring the passion, expertise and
resources needed to make sustainable changes. LIVE UNITED is a call to action for everyone to be
part of the change.
Throughout Berkshire County, your gift supports thousands of individuals and organizations
focused on working together to get things done.
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✓
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When there are so many choices, why choose
Berkshire United Way?
Donor investment goes toward community-defined goals and partners that
demonstrate the greatest impact
• Early Childhood Literacy, Positive Youth Development and Financial Stability
• 26 communities, 46 outcome-based programs, over 20,000 lives impacted
• Specific community coalitions focused on goal-driven, high-impact, longterm issues -- Pittsfield Promise early literacy campaign, Pittsfield Prevention
Partnership, Berkshire Youth Development Project, and Face the Facts reduce teen pregnancy coalition.
✓
Donor investment is overseen by best-in-class operation
• Strong local leadership, volunteer driven, transparent process
• Supported by national organization and recognized brand
✓
Donor investment is wisely spent
• Long-term track record -- 90-year local history, 125-year United Way history
• Seasoned volunteer board and management
• Mission and model targeted to local goals, recruiting people and
organizations who bring the passion and resources needed to get things
done
✓
Donor investment generates committed returns
• Accountability is built into the process
• Results reported using consistent measures and outcomes
• Program site visits and monitoring identify issues early on
✓
Donor investment targets root causes of societal problems
• Programs and initiatives designed to deliver sustainable changes
• Deliberate shift away from band-aid, short-term remedies
Donor investment is distributed based on a community impact model that fully
vets all prospective partners
• Giving is made easy with one investment decision that results in fund
distribution to a range of initiatives and organizations whose efforts best
align with community goals.
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CELEBRATING 90 YEARS OF IMPROVING THE QUALITY OF LIFE IN BERKSHIRE COUNTY
BERKSHIRE UNITED WAY
2013-2014 Service Area and Population Served Map
46 Programs Funded in 26 Communities, Over 26,000 Lives Impacted
Community Coalition Work:
Face the Facts – reduce teen pregnancy: 355 served
Pittsfield Promise: 2,664 served
Asset Based Community Development: 93 served
Pittsfield Prevention Partnership: 5,494 served
Berkshire Youth Development Project: 1,475 served
Mapped numbers represent town residents served during FYE 6/30/14 as reported by our funded partner community investments.
Not all were able to provide town-by-town data.
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OUR CHILDREN SUCCEED. YOUTH MAKE HEALTHY DECISIONS. OUR COMMUNITY THRIVES.
Berkshire United Way
2014-2015 Funded Partners
EARLY CHILDHOOD LITERACY
Berkshire Children and Families
- Early Education and Care
- Redfield House Services
Berkshire County Kids’ Place and
Violence Prevention Center
- Trauma Recovery Program
Berkshire Hills Regional School
District
- Project Connection
Child Care of the Berkshires
- Early Education and Care Services
- Healthy Families Program
- Parent Child Home Program
Community Health Programs
- First Steps Referral and Assessment
Elizabeth Freeman Center
- Child Safe Program
Gladys Allen Brigham Community
Center
- Early Childhood Education
Lee Youth Association
- Busy Bee Preschool
Pediatric Development Center
- Play and Learn Program
Pittsfield Family YMCA / Saint
John’s Lodge #10
- St. Johns Lodge Summer Program/Marilyn Hamilton Literacy Program
Pittsfield Public Schools
- Tite I Summer Program
The Helen Berube Teen Parent
Program
POSITIVE YOUTH DEVELOPMENT
Barrington Stage Company
- Playwright Mentoring
Project
Berkshire Compact for Education
- Berkshire County Goes to College
Berkshire County Regional
Employment Board
- Connecting Activities Internship Program
Berkshire South Regional
Community Center
- Teen Leadership Program
Dalton Community Recreation
Association
- Dalton Youth Center
Elizabeth Freeman Center
- Berkshire Violence Prevention Center (BVPC)
Flying Cloud Institute
- Young Women In Science
Gladys Allen Brigham Community Center
- Girls Inc. of the Berkshires
- Teen Outreach Program
- High School Boys Outreach & Pregnancy Prevention Group
Greenagers
Lee Youth Association
- Teen Programming
Pittsfield Public Schools-21st
Century CCLC
- Wyman’s Teen Outreach Program (TOP)
Railroad Street Youth Project
- Mentoring Program
- Sexual Health Initiative
- Youth Development Programs
Tapestry Health
- Berkshire Outreach
Program
The Brien Center
- Youth Substance Abuse Prevention Program
The Salvation Army
- Bridging The Gap Between Youth and Community Services
United Cerebral Palsy Association
of Berkshire County
- Sexuality Series
FINANCIAL STABILITY
Berkshire Community Action
Council
- Community Connector:
Partners Include:
Berkshire County Head Start
Berkshire Immigrant Center
Berkshire County American Red Cross
Literacy Volunteers of Berkshire County
Central Berkshire Habitat for
Humanity
- Building for Tomorrow, Getting Ahead, Volunteer Income Tax Assistance Program
Construct, Inc.
- Project Home Collaborative:
Partners Include:
Railroad Street Youth Project
Multicultural BRIDGE
OTHER PROGRAMS
Berkshire Regional Planning
Commission
- Berkshire Benchmarks
Mass 211
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BERKSHIRE UN ITED W AY
Community Aspiration:
Making Berkshire County a community of hope and opportunity where every individual and family lives,
works and thrives.
Highlights/Results:
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Since 2012, roughly 15,000 books have been distributed to children countywide at well child
visits, Third Thursdays, literacy events, book swaps and more.
93% of children showed developmental improvement after receiving early intervention services.
400 children and families attended an event with Mary Pope Osborne, author of the Magic Tree
House children’s book series, leading to the creation of a summer learning curriculum that
impacted hundreds of children.
Since 2006, 8th grade 30-day marijuana use has declined 43% and 8th grade 30-day alcohol use
declined 50%.
Teen birth rates are declining. Since 2009, there has been a 52% reduction in the countywide teen
birth rate.
Over one hundred youth and parents attended the screening of Let’s Talk About Sex, a
documentary about how attitudes toward adolescent sexuality impact today’s teenagers.
For the 2013 tax year, the Volunteer Income Tax Assistance (VITA) Program, supported by
Berkshire United Way, secured over $1.3 million in tax refunds to 985 Berkshire County lowincome working families; half a million dollars more than for 2012.
Over 6,000 individuals were served countywide in job training and other workforce development
strategies funded by Berkshire United Way.
Mission:
Improving the quality of life in Berkshire County by mobilizing resources to address community priorities
and create sustainable change.
Vision Statement:
All Berkshire County residents are self-sufficient, proud of, active, and engaged in our community.
Elevator Speech Points:
□ BUW connects people and organizations from across the community who bring the passion,
expertise and resources we need to get things done.
□ Berkshire United Way advances the common good by creating opportunities for a better life for all
by focusing on education and financial stability – the building blocks for a good quality of life.
□ BUW focuses community resources on recognized problems designed to reduce the cycle of
poverty; prevent substance abuse; improve third grade reading proficiency and financial stability.
□ BUW improves the quality of life in the Berkshires with a focus on education and financial stability.
□ BUW mobilizes resources – people, expertise and funds – to improve outcomes in education and
financial stability.
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Action Words:
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Passion
Get things done
Connect people
Thrive
Leader
Mobilize
□ Help establish priorities
□ Aligning resource to
commitments
□ Creating a model for
progress
□ Connections/connector
□ Change agent
□ We know what we are doing
Our Work:
Our focus is on early childhood literacy, positive youth development and financial stability with
millions of dollars in community investments impacting over 20,000 in the 26 communities of
Central and Southern Berkshire County.
Pittsfield Promise: A local early literacy initiative made up of over 80 community partners aimed
at ensuring 90% of third graders are reading proficiently by 2020.
Pittsfield Prevention Partnership: A local coalition of community partners that aims to decrease
the rates of youth alcohol and drug use and increase youth aspirations for a better future. The PPP
works with Berkshire Youth Development Project to strengthen successful strategies countywide.
Face the Facts- reduce teen pregnancy: A countywide coalition of concerned citizens aims to reduce
the teen birth rate by 50% by 2020 by focusing on access to reproductive healthcare, sex education,
public awareness and building youth aspirations.
Quick Statistics:
□ Only half of our kids are reading proficiently by third grade. We know 74% of children who
struggle with reading in third grade will continue to struggle in school.
□ $8,000 invested in improving early childhood education produces nearly $800,000 of
benefit during the next 65 years of the individual’s life.
□ 40% of kids who begin drinking by age 15 will become addicted. Delaying the age of first
use will have a huge positive effect on the life of that child.
□ Pittsfield’s teen birth rate in 2010 was twice the state rate. It was the 11th highest rate in MA.
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BERKSHIRE UNITED WAY
FREQUENTLY ASKED QUESTIONS
What is the role of Berkshire United Way?
Berkshire United Way’s mission is to improve the quality of life in Berkshire County by
mobilizing resources to address community priorities and create sustainable change. We recruit
the people and organizations who bring the passion, expertise and resources needed to get
things done. We use data to identify issues and measure results and outcomes to ensure that
changes are long-term, not just quick fixes. Who is Berkshire United Way?
Berkshire United Way has been a leader in providing community solutions in central and
southern Berkshire County since 1924. Today we’re serving 26 communities, supporting 46
outcome-based programs impacting over 20,000 lives in early childhood literacy, positive
youth development and financial stability. Our donors have confidence that their dollars go
the furthest and do the most good, supporting multiple programs and initiatives through a
single effort. Our volunteers contribute their time and expertise because they recognize the
need to invest wisely, where needs and results are greatest. Our board of directors and staff are
dedicated to ensuring an organized, efficient and accountable system for investing resources
and advancing the common good in Berkshire County.
Who runs Berkshire United Way and how is it funded?
Berkshire United Way is governed by a volunteer board of directors. The directors – all of whom
live or work in Berkshire County – develop policy and hire the CEO. The CEO oversees staff and
is responsible for day-to-day operations and management. Berkshire United Way is funded
through voluntary contributions from individuals, businesses and foundations dedicated to the
community.
What is Community Impact?
Community Impact isn’t just a process for making investment decisions. It’s the end game. Our Community Impact goals focus on education and financial stability – both keys to a good
life. By directing resources to programs and initiatives that meet the broad range of individual,
family and community needs in these areas, we create sustainable change. By measuring
results we ensure programs are effective and worthy of investment.
Why look to Berkshire United Way to invest my donation?
By choosing Berkshire United Way to invest your donation, you are ensuring that your gift,
combined with those of others, targets the most critical issues and needs in the Berkshires.
Community Impact investment decisions are made by trained volunteers who assess each
program’s ability to measure and meet outcomes tied to community goals.
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What is the best way to give?
Individuals and businesses have many options. Payroll deduction through employer
campaigns is a popular choice and makes giving easy. You may also donate on-line at
www.berkshireunitedway.org or make a direct payment or pledge via cash, check or credit
card.
How much should I give?
Only you can decide how much you can give. Berkshire United Way offers several giving and
recognition opportunities. Many people elect to give 1% of their annual salary. A donation
of $1,000 or greater will enroll you in the Greylock Society, our leadership giving program.
Is my gift to Berkshire United Way tax deductible?
Yes, if you itemize your deductions on your tax return. Gifts over $250 are acknowledged
with a receipt for tax purposes.
Can I designate some of my gift to other charitable organizations?
Yes. Berkshire United Way can make all of your charitable giving easier by distributing
a portion(s) of your gift to other qualified 501 (c) 3 organizations, both in and outside
Berkshire County.
How much of the money raised by Berkshire United Way goes to overhead expense?
About 6% of the dollars raised goes to “overhead” or general and administrative expenses.
An additional 12% goes toward fundraising expenses.
Who decides where my contribution goes?
People just like you decide where your money is invested. Every year Berkshire United Way
broadly solicits volunteers from the community. Approximately 75 individuals are trained to
participate in a structured assessment process that ensures funded programs adequately
address community goals, ongoing measures and program outcomes. All volunteers are
required to sign a confidentiality agreement and disclose any potential conflicts of interest
to maintain integrity to the process. To learn more about volunteer opportunities, go to
www.berkshireunitedway.org and click on “Volunteer.”
Does Berkshire United Way serve my town?
Berkshire United Way invests in 46 programs and three goal-driven, high-impact, long-term
initiatives that serve 26 communities in central and southern Berkshire County. It’s likely
someone you know or perhaps even someone in your family has benefited from one or more
of these efforts. (Please see our Service Map on page 7)
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WIN A NEW CAR
2015 Ford Fiesta or $10,000
Proudly donated by:
Participate in Berkshire United Way’s campaign and receive one entry form.
Contribute at least $3/wk ($150/yr) or more and receive two entry forms.
Car Drawing to Take Place January 21, 2015
Berkshire United Way - 200 South Street Pittsfield, MA 01201 • Phone: (413) 442.6948 • www.berkshireunitedway.org
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2014 Pinnacle Award Criteria For Workplace Campaign Excellence
All Corporate Partners participating in Berkshire United Way’s annual Workplace Giving Campaign
will be recognized for successfully completing 6 out of 8 criteria noted below.
Criteria
1. Overall Campaign Dollar Growth Year over
Year (2014 vs. 2013 Campaign Baseline)
2. Employee Giving Participation
3. Leadership Level Giving ($1,000+)
4.Corporate Gift or Employee Giving Match
5. Employee Campaign Presentation by
Berkshire United Way Staff
6. Attendance at Employee Campaign
Coordinator Training or Customized
Campaign Strategy Meeting with United Way
Staff
7. Campaign results reported and returned
to BUW by December 2, 2014
8. Conduct a Special Fundraising Event to
Enhance Workplace Giving Campaign
Metric
4% Growth
40% of Current Employee Workforce
1 per 100 Employees minimum
Yes; Gift received and recorded
BUW invited and presents at Workplace
Campaign Kick-off or other relevant event
Attendance in Webinar or Live; any of the
scheduled sessions
Campaign report received by BUW Staff on
or before December 2, 2014
Special Event (Bake Sale, Auction)
conducted within the workplace to help raise
additional funds beyond Employee and
Corporate Giving.
Special Recognition will be afforded to Pinnacle Group organizations including:
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Inclusion in the Berkshire United Way Leaders in Giving Report
Recognition on Berkshire United Way’s e-newsletter and social media platforms
Announcement in Berkshire Eagle and other local print media
Invitation and announcement at annual Greylock Society Reception
Opportunity to present award at company gathering
Recognition Plaque
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BERKSHIRE UNITED WAY’S E-PLEDGE FEATURES AND BENEFITS
Features:
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□Receive immediate results from employees that pledge online
□Reduces reliance on paper pledge forms/Better for the environment
□Allows CEO/ECC to personalize the “ask” to the employees
□Gifts are immediately visible by the company and Berkshire United Way
□ECC can pull a variety of reports to evaluate campaign success
□Option for real-time updates on departmental and company-wide goals
□Link to Berkshire United Way
□Allows users to create “donor profiles”
□Customizable Campaign with branding capabilities
□Highly secure environment
Benefits:
• □Research shows employee giving increases
• □Campaign data will be reflected immediately and accurately
• □All communications and pledging via a secure web site, enabling access from work, from home or
while traveling
• □Quick and simple site navigation
• □Validates pledge before submission to payroll
• □Payment choice of payroll deduction, credit card, cash, direct bill, or check
• □Reduces costs associated with administering a “manual, paper-based” workplace campaign
• □Reduces need for data entry by payroll staff (payroll integration); fewer potential errors
• □Less “paper shuffling” by employee campaign coordinator
• □Provides easy communication with all employees regarding company’s mission and community
involvement
• □Reduces administrative time and costs associated with workplace campaign
• □Delivers real-time reports
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YOUR ROLE AS EMPLOYEE CAMPAIGN COORDINATOR
The success of a workplace campaign depends upon people like you - people who
understand their organization’s corporate culture AND Berkshire United Way’s
benefit to the community.
Thank you for your energy, excitement and enthusiasm!
WHAT’S YOUR ROLE?
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Attend Employee Campaign Coordinator Training
Recruit an enthusiastic campaign team
Establish company campaign goals and timelines
Run an educational and fun campaign.
Make sure that all employees are educated about Berkshire United Way and are asked to give
Maintain accurate campaign results and report them to Berkshire United Way staff
Announce campaign results to the company
Thank your employees who contributed and members of your campaign team
Evaluate the campaign, submit closing paperwork and make recommendations for next year
Let us know how we can help you!!
Remember that Berkshire United Way staff is here to assist you in all aspects of the campaign. As you
become familiar with Berkshire United Way, we know you will feel good about the important work you are
doing for the community and the difference you are making in the lives of Berkshire County residents.
And most importantly – Have Fun!
10 STEPS FOR SUCCESS
1. USE YOUR TOOLS
There are several tools that you can use to communicate the work of Berkshire United Way, encouraging
employees in your company to participate in campaign events and make a pledge to the campaign. All of
these tools are available online at www.berkshireunitedway.org (click on Campaign -> Campaign Manager
Tools). Some of these resources include:
• Posters
• Videos
• Presentations
• Success Stories
• Flyers
• Brochures
• Sample letters
• eNewsletters
2. INVOLVE YOUR CEO/MANAGEMENT TEAM
The support of your CEO/Management Team can really transform a campaign. When your CEO commits his
or her support, it sends a powerful message about Berkshire United Way and our important work. There
are several ways to include your CEO/Management Team and keep them involved:
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Provide a letter or email from your CEO endorsing the campaign.
Encourage your CEO and top management to help identify department ambassadors for the campaign.
Ask your CEO to join you in kicking off the campaign by making the first pledge.
Establish a timeline and budget with their feedback.
Confirm your company’s corporate gift.
Ask your CEO and other company management to make appearances at rallies and presentations.
Talk to your CEO about authorizing payroll deduction if this is not already an option.
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3. RECRUIT YOUR TEAM
Build a diverse team of employees from your organization to assist and help broaden your reach. Recruit
team members from all departments, levels, locations and professional talents. Involve people with creativity and enthusiasm, as well as good planning and tracking skills. Remember to include your Berkshire
United Way staff contact in team meetings so you can draw upon their expertise.
Your team should review prior campaign practices and share new ideas. In particular, include the Employee Campaign Coordinator (ECC) from prior years to learn what worked and what needs improvement. Be
sure to establish specific duties for each member and develop a strategy and timetable for reaching your
fundraising goals.
Who to Ask:
• Human Resource or Employee Relations Dept.
• Employees who have been helped by Berkshire United Way
• Marketing Dept.
• Current Donors
• Payroll Dept.
• Department Representatives
4. SOLICIT LEADERSHIP DONORS
Two levels of leadership giving at Berkshire United Way make up approximately 30% of total fundraising.
The Greylock Society includes individuals and families who annually contribute at least $1,000. The Tocqueville Society includes individuals and families who donate $10,000 or more.
Your Berkshire United Way staff contact can provide you with personalized Greylock and Tocqueville Society pledge forms for current and prospective leadership donors. Ask your Berkshire United Way Workplace
Campaign Executive for some suggested steps in soliciting new leadership donors and moving them up.
• Have your CEO, or other top leadership representative, invite prospects to a special event (Leadership
breakfast) or make the case for Leadership giving at a meeting
• Send out a letter under his/her signature making the case and making the ask
• Host a thank you event for Leadership donors - party, picnic, luncheon, reception, etc.
5. EDUCATE AND COMMUNICATE
You are the ambassador for Berkshire United Way at your organization. To provide the best information
about Berkshire United Way to your company, please consider these steps:
• Provide educational opportunities such as a company wide campaign kick-off meeting, volunteer projects, rallies and partner agency tours.
• Identify an employee who is willing to provide a personal testimony in print or at presentations/rallies.
• Use employee publications, intranet, voice mail, announcements, bulletin boards, email, management
endorsement letters, newsletters, paycheck stuffers and social media to spread the Berkshire United
Way message.
• Use the information and resources available on Berkshire United Way’s website, Facebook, Twitter and
Pinterest pages. Consider a Lunch & Learn with a Berkshire United Way staff member.
6. STRATEGIZING AND USING INCENTIVES
There are several ways to energize your campaign.
Strategies to increase employee participation in giving a pledge:
• Set participation rate as a company goal.
• Hold a raffle for everyone who donates (prime parking spots, days off, gift cards, etc.).
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Hold competitions between stores/branches/locations/departments based on participation rate.
Offer a casual day to everyone who donates.
Offer an opportunity to win Berkshire United Way in-kind items if people participate.
Host a wrap-up party and thank everyone who participated.
Solicit retirees.
Strategies to increase average gifts:
• Hold a raffle for those who increase their gift by a set percentage or dollar per week amount.
• Thank You note from a Company Executive.
Strategies to increase leadership giving:
• Identify potential employees earning more than $50,000 and/or current employees giving $500-$999.
• Special leadership solicitation/recognition event (lunch with a VIP).
• Include names of leadership donors on the intranet/newsletter/etc. (with their permission).
7. HOLD RALLIES AND MAKE THE ASK!
The number one reason people do not give is they were never asked. Employee meetings or rallies are the
most effective way to reach all employees and encourage them to invest in Berkshire United Way. Rallies
can take as little as 10 minutes. A step-by-step guide:
• Consider holding a campaign kick-off to tell employees about Berkshire United Way. This can be an
added agenda item to an already scheduled meeting.
• Offer incentives to attend a rally, like food or a special prize for those who attend.
• Make sure employees know the purpose of the meeting in advance.
• Distribute brochures and pledge cards as employees arrive.
• Invite Berkshire United Way Staff to speak at a staff meeting.
• Ask your CEO to attend and publicly endorse the campaign.
• Showcase videos and client success stories.
• Keep the meeting lively, informative and fun.
• Make the ask!
• Thank employees for their participation.
• Follow up with employees who were not able to attend.
8. MONITOR YOUR CAMPAIGN AND REPORT RESULTS
It is critical to follow up with employees and report results.
• Contact your Workplace Campaign Executive for information about your company’s campaign history,
and be sure to maintain your personal records during the campaign so that you can report out in a
timely manner.
• Make sure your campaign team has had the opportunity to speak with all employees. Publicize campaign results throughout the organization.
• Follow up with all employees. Have all pledge cards returned to you, even those on which the individual has not made a gift. This helps you track the campaign. Run a donor report if using ePledge.
• Double-check that pledge cards are filled out and signed and that the total amounts are accurate.
• Keep regular totals and give progress reports to your team, your Berkshire United Way staff contact and
your CEO/Management Team.
• Give completed report envelopes, including signed pledge forms and promotional car entries to your
Berkshire United Way Workplace Campaign Executive. (Please see page 35 and 36)
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9. SAY THANK YOU!
It is just as important to officially close the campaign and thank people, as it is to begin the campaign.
Since Berkshire United Way is working with nearly 8,000 donors, we need your help to thank everyone for
their time and financial contributions.
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Thank employees for their participation, time and support via written or oral communication.
Issue a thank you letter to participants from the CEO.
Recognize your team and others who volunteered their time.
Publicize your results via email, voice mail, intranet, newsletters, social media, etc.
Celebrate your success!
10. CONSIDER ENGAGING EMPLOYEES YEAR-ROUND
There are many ways to stay connected to Berkshire United Way throughout the year.
• Gather feedback from your CEO, campaign committee and Berkshire United Way staff contact.
• Identify next year’s Employee Campaign Coordinator (ECC) if you are able and share their information
with Berkshire United Way. Consider establishing a co-chair ECC to ensure a smooth transition from
one campaign year to another.
• Start a new hires program that gives new employees the opportunity to make a contribution when they
join your organization (your Berkshire United Way Resource Development contact can help you get
started).
• Implement a year-round communications program that shares the impact of Berkshire United Way’s
work in the community (consider forwarding the eNewsletters you get from Berkshire United Way each
month).
• Consider participating in a Day of Action. Contact Berkshire United Way for more information on opportunities.
• Visit a coalition meeting or funded program to see the work being done in the community through a
monitoring visit with Berkshire United Way staff.
• Contact Berkshire United Way or visit berkshireunitedway.org for information about volunteering.
BERKSHIRE UNITED WAY PINTEREST
Share Your Campaign Success and Ideas with Others at
http://www.pinterest.com/berkshireuw/
21
CAMPAIGN TIMELINE AND CHECKLIST FOR BEST PRACTICES
6 Weeks Before
Attend ECC Training, hosted by Berkshire United Way
Review the previous campaign’s performance
Meet with your CEO to confirm his or her commitment
Recruit and train a campaign team
Meet with your Workplace Campaign Executive to develop campaign goals and strategies
Develop campaign timeline with dates and goals
Visit Berkshire United Way’s online campaign toolkit for materials and ideas
Consider utilizing ePledge instead of paper pledge forms
4 Weeks Before
Plan your campaign theme and special events
Set dates for employee meetings
Ask your Workplace Campaign Executive about speakers for employee meetings
Request materials including pledge forms and brochures for employees
2 Weeks Before
Promote your campaign special events and meetings
Conduct a leadership giving campaign, one of the best ways to increase the success of your overall campaign
Send communications from the CEO endorsing and announcing the campaign
Promote Leadership giving (gifts of $1,000 or more)
Hang Berkshire United Way posters and create visuals to generate excitement and awareness
Kickoff Celebration - HAVE FUN!
Launch your campaign group meetings
Make sure every employee receives materials and has an opportunity to give
Conduct special events and activities
Send follow-up emails every few days to keep up enthusiasm and build awareness; include
community facts and success stories
Mid-Campaign
Follow-up personally with anyone who missed the group meeting. Encourage them to watch the
campaign video on the Berkshire United Way website.
Report interim results periodically so everyone can see how the campaign is going.
Continue to promote campaign activities through email, company newsletter or intranet.
After Your Campaign
Wrap up campaign, collect all pledges and follow up with those who did not turn in pledge forms
Calculate results and submit final reports to Berkshire United Way
Announce results to your staff
Thank all contributors with a celebration event, letter, email or visit from a Workplace Campaign
Executive
Conduct a campaign debrief with your team and Workplace Campaign Executive. Develop a written
summary for next year
Find campaign resources at: www.berkshireunitedway.org
22
SAMPLE CAMPAIGN GROUP KICKOFF MEETING
(15 Minutes)
BEFORE THE MEETING…
• Hang posters and send e-mail publicizing the meeting.
• Order food and beverages, if possible.
• Choose speakers for the meeting (schedule through your
Workplace Campaign Executive).
THE DAY OF THE MEETING…
• Have personalized pledge cards and pens ready for employees as they enter the room.
• Ensure video equipment is ready to go and test ahead of time! (DVD, CD?).
• Confirm CEO attendance for the meeting.
• Display incentives.
SAMPLE AGENDA...
ITEMPRESENTERTIME
Opening Remarks/Welcome
Employee Campaign Coordinator
2 minutes
CEO Endorsement
CEO
1 minute
United Way Overview
United Way Representative
3 minutes
United Way Video or Presentation Employee Campaign Coordinator
5 minutes
Ask for the Gift
CEO/Management/United Way Representative 2 minute
Closing Comments
Employee Coordinator
2 minute
ASK EMPLOYEES... to return pledge forms at the end of the meeting or set a deadline. Request that all employees return their pledge forms regardless of whether they are donating. Follow-up personally or ask an
associate to contact employees who do not return their pledge cards or are unable to attend the meeting.
Remember to publicize incentives and past winners. If using ePledging, remind employees to go online to
make their pledge.
THANK EMPLOYEES... for their past support on behalf of yourself, your company, and Berkshire United
Way.
23
CAMPAIGNING FOR THE MAXIMUM POTENTIAL
The campaign effort, like any project, needs a set of goals, timelines and measurable achievements to be successful. Once you have recruited and established
your campaign committee, your Berkshire United Way staff will help you integrate
your company’s strategies, objectives and goals to achieve success.
Review past performance. Find areas to improve such as increasing participation or
average gift. Your United Way Staff can provide the necessary statistics and guidance.
Set a goal of 100% ASK. How are you going to ensure everyone knows how Berkshire United Way works to
make this a better community for all of us? Brainstorm some ideas. Make sure you ask every employee to
consider giving.
Leadership Giving. Establish a goal for Leadership Giving to ensure it is incorporated into your overall
goal. Leadership Giving starts at $1,000 a year and makes the maximum impact in our community.
Set a goal of 100% pledge form collection. This ensures that people have considered a gift to Berkshire
United Way and made their decision. It does not mean they should be forced to give. Ensure that all
pledge forms, even from employees who choose not to give, are collected.
Review your company’s three year history, business plan and commitment with your CEO
to determine your goals and strategies.
Establish a reasonable timeframe for your employee campaign. Having a clear defined start and end date
will help keep your campaign on track.
• Goals provide motivation and a sense of accomplishment
• Goals provide a way to meaure your campaign’s success
• Goals provide a way to analyze past results and plan for future campaigns
FUNDRAISING DO’S AND DON’TS
Decide that this is the year to have fun by using special events and other creative activities in your Berkshire
United Way campaign. Special events are FUN and are an excellent method of raising awareness in your office.
Review the guidelines listed below:
DO
• DO check out your ideas with your CEO.
• DO something different to bring interest to your campaign, and encourage the use of payroll deduction.
• DO solicit services and/or items from your co-workers.
• DO use a special event to focus attention on the campaign – not as the total campaign effort.
• DO use special events as frosting on the cake – to help you meet and exceed your “stretch” goal.
• DO tie special events, where appropriate, to completed pledge card
DON’T
• DON’T surprise your boss with a golf tournament on company time!
• DON’T do “the same old thing.”
• DON’T overlook the tried and true elements of a successful campaign (e.g., person-to-person contact)
• DON’T forget your well-planned employee solicitation campaign.
24
CUSTOMIZE YOUR CAMPAIGN
Promote Leadership Giving
Berkshire United Way recognizes those in our community who demonstrate
an exceptional commitment to helping others. We proudly recognize those
whose contributions are $1,000 or more as Greylock Society donors, and those who contribute $10,000
or more as Tocqueville Society members. Donors are publicly recognized at special events and in local
publications for their leadership and Tocqueville level gifts in support of Berkshire United Way’s mission to
improve lives and strengthen communities.
1. Recruit CEO or Executives who themselves are Leadership givers to help with solicitation of top management.
2. Suggest that donors currently giving between $500 and $999 increase to the Leadership Level.
3. Hold a separate reception for leadership donors hosted by the CEO.
4. Ask your Workplace Campaign Executive to provide information on the Haas Challenge for Leadership
Level Donors.
Organized Labor
Since 1946 the United Way of America and various Union Organizations have enjoyed a mutually beneficial
partnership.
1. Utilize Organized Labor Endorsement.
2. Request labor endorsement and joint letter from CEO and in-house Labor Representative.
3. Request Union Leaders endorsement at Kick-Off events or other appropriate venues.
Retirees
Don’t forget your retirees. The biggest reason that retirees do not contribute to Berkshire United Way is
that they have not been asked. Do not overlook this important segment of your campaign; they often have
a history of significant giving.
1. Include them in informational emails as company policy permits.
2. Make a special effort to inform this group of the impact of their gift.
3. Provide Berkshire United Way with their names and addresses so we may continue to update them
throughout the year.
4. Publicly recognize retirees for their gifts.
25
50+ WAYS TO RAISE FUNDS – AND FUN – DURING
YOUR CAMPAIGN
Ideas for Special Events, Incentives and Promotions to promote team building
and get more employees involved in the United Way Campaign
Games & ContestsSales Events
1. Miniature Indoor Golf
27. Silent Auction
2. Lunchtime Bingo
28. Company Store – Sell company items
3. Candy Jar Raffle
(mugs, sweatshirts, etc.)
4. Bowl-a-thon
29. Online Auction
5. Baby Photo – Match the baby photo
30. Recipe Book – Employee favorites
with the manager (or employee)
printed and sold
6. Cow Bingo
31. Garage Sale
7. Coin Wars
32. Car Wash
8. Pumpkin Carving
33. Book Sale
34. Live Auction
Prizes, Drawings & Cash
9. 50/50 Drawing
10. Spare Change Jugs
11. Daily Prize Drawings
Miscellaneous Incentives
12. Drawings for: Mall gift certificate, 35. Dress Down/Casual Day
golf passes, suite seats at games, tickets for sporting 36. Dress Up
events, concerts, parking spots, plane tickets, night 37. Challenges between departments
at hotel, - use business contacts to donate items 38. Walk/run fundraisers – Participants get
(contacts at local hotels to donate one night)
sponsor to pledge total amount or $
13. Resources for items (e.g., clothing) amount per mile
14. Draw for Day Off
39. Extra vacation days
15. Collect Cans and Bottles
16. T-Shirt and Poster Sale
Food FunMore Fun Ideas
17. Breakfast cooked by Executives
40. Executives serving dinner to employees
18. Specialized food sales – candy bars, pies,
who won a drawing
international food
41. Executives prepare a meal for employees
19. Daily donations for donuts, coffee, bring during a Campaign event
in baked goods, cookies, etc.
42. Monte Carlo night
20. Lunch for $3-$4, buy/donate food
43. Wine raffle
21. Cookout (hot dogs, chicken, burgers, …)
44. Sale of donated products
22. Baked Goods Contest/Sale
45. Use of reserved parking space for
23. Candy Grams
designated time
24. Employee cook book
46. Flower Sale
25. Chili Cook-Off
47. Theatre tickets or tickets to sporting event
26. Ice Cream Social
48. Dinner for two with the boss
27. Taste of [Company Name]
49. Dinner or brunch at a popular restaurant
50. Golf with the boss
51. Kids Coloring Contest
52. Executive Auction
53. Office Olympics
26
54. 5K Fun Run or Walk
YEAR ROUND ACTIVITIES
Some companies are expanding their campaign and building awareness of
Berkshire United Way by holding an activity every month or quarter. Here are
some monthly ideas to consider.
Month
Activity
January
National Popcorn Day. Turn your break room or conference room into a movie
theatre. Show old movies or television shows, pop some popcorn and request an
admission fee to be donated to Berkshire United Way.
Valentine’s Day. Help your co-workers with their shopping by selling chocolates
or flowers, with the profits going to Berkshire United Way.
National Chip & Dip Day. Celebrate by inviting coworkers to make their favorite
dip or salsa recipe. Request a fee to sample the entries and $1 each for copies of
the recipes to be donated to Berkshire United Way.
Easter Egg Raffle. Fill plastic Easter eggs with raffle numbers. People buy eggs or
“chances” for springtime prizes such as potted plants like tulips, daffodils, hyacinth and lilies.
National Chocolate Chip Day. Sponsor a baking contest. Votes are cast for the
best chocolate chip recipe with dollars or change.
An Ice Cream Social is a great event for National Dairy Month. Set up an ice cream
bar with a variety of favorite toppings. Ask employees for a monetary donation by
the scoop.
National Hot Dog Day. Have a cook-out.
Corn Roast. Have a cook-out and grill sweet corn. Request a donation by the ear.
Outdoor Celebration. Enjoy the weather with a 5K Walk or golf outing. Proceeds
can be donated to Berkshire United Way
This is the typical period when Campaigns are run. Regardless, there are many
opportunities to expand employees awareness and knowledge about Berkshire
United Way through:
February
March
April
May
June
July
August
September
September December
• Lunch and Learns
• Day of Action Projects
• Coalition and Funded Program visits
• Customize a Volunteer Project that benefits the community
Additional Opportunities to Share information about Berkshire United Way:
•
•
•
•
•
•
Berkshire United Way e-Newsletter
Facebook
YouTube
Pinterest
Twitter
BUW Website
27
Berkshire United Way Supply Order Form
Assigned Workplace Campaign Executive: ______________________________
Return by email to: [email protected]
or contact Daniel Kaufman, 200 South Street, Pittsfield, MA 01201 - 1-413-442-6948 x16
FROM:
Name: ________________________________________ Company:_____________________________________
Address:______________________________________________________________________________________
Phone: ___________________________________ ____
Email:________________________________________
# of employees: __________________
I would like to request the following supplies.
Date/Time needed: _________________________
NFL Schedules # ____________
Campaign Brochures # ____________
Car Entries #__________________
Banner(s) # ________
Dates Needed _____________
Pledge Forms # ____________
Road Signs # _________
Posters # ________
Car Flyers # ________
Casual Day for United Way Stickers # _________
Pencils # ____________
Campaign Incentives for Giving _____________ (Please inquire with Berkshire United Way Staff)
Balloons (un-inflated) #_________________
Balloon Bouquet for your Kickoff or Special Event – What day/time do you want it delivered?
_____________________
I would like to reserve the Berkshire United Way Car:
Date:_______________ Time:_______________
I would like a Community Impact Speaker:
□ Early Childhood Literacy
□ Positive Youth Development
□ Financial Stability
Date:_______________ Time:_______________
28
SAMPLE EMAIL COMMUNICATION
1 Month Prior To Campaign
Please copy and paste these informational items into your corporate
communications to your fellow employees.
i.e., Did you know ?
Berkshire United Way is working all year round, and [Your Company] is proud to be an ongoing supporter of
its work in our community.
Did You Know……
• The United Way movement was started by 1 priest, 2 ministers and a rabbi (this is not a joke!) in Denver
Colorado in 1887.
• Berkshire United Way is an independent organization from United Way Worldwide and is run by its
own local volunteer Board of Directors. All decisions regarding funding of programs are made by local
volunteers.
• Berkshire United Way funds 46 programs in Central and Southern Berkshire County.
• By investing in the Berkshire United Way Campaign, you are investing along with gifts from thousands
of others in the most pressing community needs: early childhood literacy, positive youth development,
and financial stability.
• The easiest way to give is through payroll deduction. For just a few dollars per pay period you will be
helping to change lives right here in Berkshire County.
• Want to keep up to date on what’s happening with your donation through Berkshire United Way? Go to
our web-site at www.berkshireunitedway.org for all the latest information and to sign up for their e-newsletter.
• If you or someone you know is looking for help, dial 2-1-1 for information and referral services. By calling this number, you are put in touch with a variety of social services designed to help individuals and
families manage a variety of challenges they face every day.
• From July 1, 2012 through June 30, 2013 Berkshire United Way impacted the lives of over 20,000 children, youth, and families in Berkshire County. This is over 20% of the population in our service area.
• In the past 18-months, Berkshire United Way has funded and partnered with EVERY Berkshire County
pediatrician to provide a book to every child age 0-5 during each well child visits to their office.
• Since its beginning in 2006, the Pittsfield Prevention Partnership (an initiative of Berkshire United Way)
has created strategies where, today, we see a 50% drop in the rate of 8th graders reporting alcohol use
over a 30-day period, a 33% drop among 10th graders, and a 39% drop among 12th graders.
• Since 2009, the county’s teen birth rate has declined over 50%, thanks in part to the work of the Face the
Facts - reduce teen pregnancy community coalition, supported by Berkshire United Way.
29
SAMPLE CEO CAMPAIGN KICKOFF ENDORSEMENT LETTER
Date
Dear (Employee name),
Once a year, each of us has a chance to make a difference in our community through our Berkshire United
Way Campaign. XYZ Company believes that we all have a responsibility to the community where we live
and work. That’s why XYZ Company is a proud supporter of Berkshire United Way’s workplace campaign.
We hope that you will play a part in helping to make Berkshire County a community of hope and
opportunity where every individual and family lives, works and thrives. Berkshire United Way focuses on
three impact areas: early childhood literacy, positive youth development, and financial stability. These are
the building blocks of a good life - a quality education leads to a stable job and enough income to support
a family through retirement. No other single organization has the scope, expertise, and
influence to bring together hundreds of human service agencies, schools, government, businesses, private foundations and dedicated volunteers around a common vision of creating long-lasting results in our
community.
XYZ Company’s campaign will run from (date to date). Please join me for the Campaign Kick-Off on (date).
You’ll learn about the many positive things happening in our community and gain a better understanding
of what we as individuals and XYZ employees can do to improve the quality of life in the Berkshires.
Your support helps make Berkshire County a great place to live and work for everyone. By giving to
Berkshire United Way, you are investing in your community and supporting 46 programs throughout
Berkshire County.
Let’s continue XYZ Company’s tradition of giving and making a difference in the lives of families
throughout Berkshire County! It takes all of us, working together, to create sustainable change.
Sincerely,
(NAME)
(CEO/President)
30
SAMPLE KICKOFF LETTER
from Employee Campaign Manager
Month/Day/Year
Dear Colleague:
Here at (Company Name), we know that by working together we can accomplish much more than we can
alone. Berkshire United Way advances the common good by creating opportunities for a better life for all.
Berkshire United Way’s focus is on early childhood literacy, positive youth development and financial stability, the building blocks for a good quality of life.
Please join me in supporting Berkshire United Way this year in our annual employee giving campaign.
When we give through Berkshire United Way, we make a powerful investment in our community. Our contributions are combined with gifts from other community members to fund activities, programs and investments that help us create meaningful and sustainable change.
Berkshire United Way investments in the community touch so many of us that often times we take the
availability of these services for granted. However, there is a growing gap between the needs of our
community and the resources to meet them; Berkshire United Way works to fill this gap. Our support is
needed now and every gift, regardless of how large or small, makes a difference.
Please join me and our team in supporting Berkshire United Way. It will take all of us, working together, to
create real change in our community. That is what it means to be a part of the change; that is what it means
to LIVE UNITED.
Sincerely,
XYZ Name
2014 Employee Campaign Coordinator
31
SAMPLE LETTER: MID-CAMPAIGN UPDATE
E-Mail/ Letter from CEO or ECC
Date
Dear Colleagues:
We are halfway through our Berkshire United Way workplace campaign. Thank you to all who have made
your pledges; your investment will strengthen our community and help build a better Berkshires.
We at (COMPANY) LIVE UNITED when we give, advocate, and volunteer. Berkshire United Way helps
create opportunities for a better life for all by investing in strategies and programs that address the causes
of problems, not just the symptoms. With our support, we are helping to create lasting changes in our
community.
Our campaign will wrap up on (DATE). If you have not already done so, please complete your pledge cards
and return them, even if you decide not to make a pledge. Please let me know if you have any questions
about the work Berkshire United Way does in our community. Or you can visit Berkshire United Way’s
website at www.berkshireunitedway.org to learn more.
It will take all of us, working together, to create real change in our community. Thank you again for your
attention and support in this important community investment.
Sincerely,
CEO or ECC name
32
SAMPLE LETTER: THANK YOU LETTER
from the CEO and ECC
Date
Dear Colleagues,
Thank you!
Berkshire County is an extraordinary place to work and live. At (XYZ Company), we believe it is important to recognize the contributions that each of you make in the community. During our recent Berkshire
United Way campaign, you once again helped the people in our community by creating opportunities for a
better life for all. Thank you for your contributions and volunteer service.
We recognize that making a charitable gift is an important and personal decision. You can feel confident
that your Berkshire United Way donation is being used effectively and efficiently while keeping Berkshire
County a community of hope and opportunity.
All of us have a stake in advancing the common good. Berkshire United Way is doing this by focusing on
the building blocks of a good life – early childhood literacy, positive youth development, and financial
stability. Thank you for your generous gift that makes so much possible for so many.
We at (XYZ Company) are proud of the commitment each of you have made and we support and applaud
your efforts.
Sincerely,
Your Company CEO
Your Company ECC
33
WISP TRAINING
WISP is an acronym for Written Information Security Program.
This program is required by the state of Massachusetts for all businesses.
The program is designed to protect personal information of residents of the
Commonwealth.
“Personal information” is defined below. This data must be safeguarded.
• First Name or Initial • Last Name
• Credit/Debit Card Number
• Social Security Number
• Driver’s License Number
• Financial Account Number
The personal information documents that you will come into contact with as a Workplace Campaign Executive (WCE) or Employee Campaign Coordinator (ECC) are credit card information and personal checks.
These documents contain an individual’s name and a financial account number and this information needs
to be safeguarded.
These are the WISP procedures that Employee Campaign Coordinator’s need to follow in order to
be in compliance with the WISP regulations.
ECCs should place all campaign material (pledge cards, cash, checks and the campaign report) in a sealed
envelope with their signature across the seal covered with tape prior to turning the envelope over to the
Workplace Campaign Executive. This will provide a security seal and ensure compliance with WISP procedures.
If the material is too large to fit in an envelope, at a minimum WISP data (pledge cards with credit card information, cash and checks) must be contained in a sealed envelope. Car Entries can be returned without
concern for WISP.
WE CANNOT ACCEPT ENVELOPES FROM ECC’S THAT HAVE NOT BEEN SEALED.
For more information regarding WISP you may visit the Mass.gov web site.
http://www.mass.gov/?pageID=mg2searchlanding&sid=massgov2&q=
34
BERKSHIRE UNITED WAY CAMPAIGN REPORT
When completing a Campaign Report for your company’s employee
campaign, please follow these steps:
1. Separate your pledge cards into 4 categories:
• Payroll Deduction Pledges
• Fully Paid Pledges/Gifts (cash)
• Fully Paid Pledges/Gifts (check)
• Fully Paid Pledges/Gifts (credit card)
For cash and checks, attach the donation to the corresponding pledge card
2. Using the four categories, total up the pledges from each category separately and enter the dollar
amount in the appropriate TOTAL boxes and number of donors in the appropriate box.
3. If your business raised money from special events (raffle, golf tournament, auction, etc) please fill in
total amount raised in the “Special Events Money” block.
4. Add up the boxes in the # of Donors column to arrive at Total # of donors and enter this total in the
box identified as Total Payroll Pledges, Fully Paid Gifts and Special Events Money. Transfer that same
number to the box below labeled “IMPORTANT” (onto the line marked “Total # of Donors”).
5. Add up the boxes in the Total Payroll Pledges, Fully Paid Gifts and Special Events Money column to
arrive at total pledge value of your Employee Campaign.
6. If the company is making a Corporate Donation, complete a Corporate Pledge Form and include the
amount on the Corporate Donation line of the Campaign Report.
7. Enter the Total # of Employees on the line provided.
• Note: This information will be used to give proper recognition at the end of the campaign.
8. Enter the number of Greylock Society Gifts in the appropriate box and fill out the Berkshire United Way
Greylock Society form.
• Note: These employees have already been included in one of the other three categories; this is strictly
a memo field. However, we do need this number.
9. Initial the acknowledgement, sign & date the report.
10.Please sure to indicate if this is a full or partial campaign report at the top right side of the form
11.Please return one copy of the report to Berkshire United Way along with:
• the cash and checks that were given as one time gifts or from special events;
• the original employee pledge card form.
12.Please place the original pledge cards, cash checks and the campaign report in the campaign envelope, seal the envelope and sign across the sealed flap. For self-sealing envelopes. Please tape over
the signature to seal the envelope. If the campaign material is too large to fit in the envelope, the following items must be placed in the sealed envelope: any pledge cards with credit card information and
all checks and cash.
If you have questions regarding completing any of these forms or information, please call Berkshire United Way
at (413) 442-6948. We would be glad to help!
35
CAMPAIGN REPORT FORM
BERKSHIRE UNITED WAY
200 SOUTH STREET
PITTSFIELD, MA 01201
(413) 442-6948
Please make copies of pledge forms for your files and then return all original items, including check, cash and car tickets
to Berkshire United Way by calling (413) 442-6948 and scheduling a pick-up.
Company Information:
Employee Campaign Coordinator:
Company Name
Name
Department/Branch
Phone
# Of Employees:
Email
Address
Fax
City, State Zip
# Of
Donors
Pledges
Employee Payroll Deductions
Amount Pledged
 Weekly (52)  Bi-Weekly (26)
 Semi-Monthly (24)  Diff. Payment Schedules
 Other ________________________________
Amount
Paid
$
Employee Direct Bill
$
Employee Cash
$
$
Employee Checks
$
$
Employee Credit Cards
$
$
Special Events Cash
$
$
Special Events Checks
$
$
Corporate Gift
$
$
TOTALS
$
$
Corporate Gift To Berkshire United Way will be sent:
 Quarterly
 Semi-Annually
Billing Reminders:
 Send Billing Reminders
Have you made copies of this report for your records?
 Yes
 No
Have you reviewed pledge forms for missing information?
 Yes
 No  Not Applicable
Have you made copies of the pledge forms for your records?
 Yes
 No  Not Applicable
 Annually
 No Billing Required
# Donors
GREYLOCK SOCIETY GIFTS ($1,000+)
Indicate how many of the above givers pledged over $1,000 and
complete the Greylock Society form.
Authorization: the information on the face of this envelope is accurate to the best of my knowledge.
I have verified the contents of this envelope and Berkshire United Way is authorized to issue statements in these
amounts.
Your Signature:
Berkshire United Way Signature:
For Berkshire United Way Use Only – Envelope #_______________
Print BOLDLY and legibly on this form using a BLUE or BLACK INK PEN.
Your Name
PREFIX FIRST NAME
M.I.
LAST NAME
SUFFIX
PREFIX
FIRST NAME
M.I.
LAST NAME
SUFFIX
Spouse/Partner
Name
STREET ADDRESS:
CITY
EMAIL home (preferred) work STATE
APT. #
ZIP CODE
PHONE NUMBER:
home
work
cell
Providing your e-mail helps Berkshire United Way keep you informed.
Spouse/Partner Employer
My Gift
Your gift to Berkshire United Way helps make Berkshire County a community of hope and opportunity where every individual and family lives, works and thrives.
Your Gift of $1,000 or more welcomes you into our Greylock Society.
Beacon $5000 – $9,999
Tower $3,000 – $4,999
Summit $2,000 – $2,999
Peak $1,000 – $1,999
My Total Annual Gift Is:
My Method of Payment:
Payroll Deduction (Begins Jan. 1):
Personal Check (# Amount per pay period
X
# of pay periods
=
) Please attach check payable to Berkshire United Way
Cash
Bill Me ($100 Minimum and Home Address Required Above)
Once
Quarterly
Stocks / Securities
.
.
.
.
.
(Please contact Berkshire United Way’s Director of Resource Development at (413) 442-6948 to donate stocks/securities)
Credit Card (We accept VISA and MASTERCARD) Minimum $50
(Please go online to www.berkshireunitedway.org or contact our finance team at (413) 442-6948 to provide us with your credit card information)
X
IMPORTANT: SIGN HERE
DATE
I/we wish to remain anonymous
I/We are most interested in Berkshire United Way’s work surrounding:
Early Childhood Literacy
Positive Youth Development
Financial Stability
I would like to be contacted about volunteer opportunities
I/We have included Berkshire United Way in my estate plans.
Please send me/us information on Berkshire United Way endowment and planned giving opportunities.
I/We are loyal contributor of Berkshire United Way and have given regularly:
10 years or more
25 years or more
My gift, along with my spouse’s, totals $1,000 or more, which makes us members of the Greylock Society. Please list my/our name as follows
in any publications to recognize this leadership gift:
THANK YOU FOR YOUR GIFT!
Berkshire United Way, 200 South St. Pittsfield, MA 01201 ~ (413) 442-6948 ~ www.berkshireunitedway.org
No goods or services were provided in exchange for this contribution. Please keep a copy of this form for your tax records. You will also need a copy of your pay stub, W-2 or other
employer document showing the amount withheld and paid to a charitable organization if using payroll deduction. Consult your tax advisor for more information.
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Berkshire United Way recruits people and organizations who bring the passion, expertise and resources needed to make sustainable
changes. LIVE UNITED is a call to action for everyone to be part of the change. Throughout Berkshire County, your gift supports thousands
of individuals and organizations focused on working together to get things done.
OUR WORK FOLLOWS AN INTERCONNECTED, STRATEGIC CONTINUUM:
OPTIONAL: I wish to restrict a portion of my total gift to the nonprofit, 501(c)3 organization(s), listed below. I understand use of such
donation is not monitored by Berkshire United Way.
*Minimum designation of $52/per organization. See Important notes below.
Please do not release my name to the agency/agencies listed below.
I want to designate all or a portion of my contribution to Northern Berkshire United Way OR Williamstown Community Chest:
$ _______ or % _______ Northern Berkshire United Way
OR
$ _______ or % _______ Williamstown Community Chest
OTHER UNITED WAY OR 501 (C) 3 ORGANIZATION NAME
CITY AND STATE (AND STREET ADDRESS IF KNOWN)
OTHER UNITED WAY OR 501 (C) 3 ORGANIZATION NAME
CITY AND STATE (AND STREET ADDRESS IF KNOWN)
$
$
.
TOTAL DESIGNATION
*MIN. $52.00
.
TOTAL DESIGNATION
*MIN. $52.00
*Important notes -- Agency must (a) provide health or human services -- this excludes those of a religious, government or political nature and (b)
**NON-PROFIT
AGENCYas
NUMBER
NON-PROFIT
(FULL
NAME)
have
received IRS designation
a 501 (c) 3. In order
to honor your
request,
please complete this form carefully and thoroughly. A transfer fee of
18.6% will be deducted ($100 maximum). If an agency you designate is not eligible, or if information is incomplete, we will make every effort to
$
.
contact you. If we are unable to reach you, or if you designate less than $52.00, Berkshire United Way reserves the right to apply your donation to
AND
STATEUnited
(ANDWay
STREET
TOTAL DESIGNATION
the CITY
general
Berkshire
fund. ADDRESS IF KNOWN)
*MIN. $52.00
LIVE UNITED IS A CALL TO
ACTION
GIVE. The easiest and most powerful way you can make an impact is through a
tax-deductible donation. Donate on-line, by check, through payroll deduction at
your workplace or through your bank.
ADVOCATE. You can make change happen with your voice.
Get informed. Tell
your friends. Write a letter to the editor.
VOLUNTEER. Join a committee or a community coalition.
Help at an event.
Intern with us. Develop and lead a project.
NEED HELP?
CALL 2-1-1
Receive 24/7 referrals
to community resources
Berkshire United Way
200 South Street
Pittsfield, MA 01201
413.442.6948
berkshireunitedway.org
/BerkshireUW
@BerkUnitedWay
/BerkshireUW
/BerkUnitedWay