2018 GCWCC Ambassadors Information Session

Objectives To better understand: Workplace Charitable Campaign Your role and responsibilities as an ambassador. How to canvass effectively in 3 steps

Government of Canada Workplace Charitable Campaign (GCWCC) Is the largest employee’s workplace charitable campaign in Canada Employees can support a number of causes through the named recipients. In the NCR, they are: United Way Ottawa Centraide Outaouais HealthPartners Or any other Canadian Registered Charities (over 86,000) YOUR CAMPAIGN! – DONOR’S CHOICE

Cabinet’s Vision The GCWCC is an extension of what we do as Public Servants: improving the life of Canadians in all our communities across the country.

Your role is critical - over 85-90 % of funds are raised by canvassing Role of an Ambassador Primary role Act as an ambassador for the campaign Raise awareness and distribute info to colleagues Solicit donations from colleagues (face to face canvassing) Secondary role Assist donors with ePledge/gift form Review all Gift forms with the donors to ensure completeness Your role is critical - over 85-90 % of funds are raised by canvassing

Video https://www.youtube.com/embed/pFyXXwITRmE

Why You Canvass This is why you canvass, it is for the people in your community… your relatives, your colleagues, your friends … the people you care for.

3 Steps for a Successful Canvass Step 1: Prepare Step 2: Meet Step 3: Follow-up (2nd visit)

Step 1: Prepare Know who your people are and let them know who you are. Obtain your canvassing list (15-20 names) Introduce yourself in advance to the people you will be canvassing: Send an email; or Attend a team (all-staff) meeting

Step 1: Prepare Review the GCWCC website (see annex A) and gather the information needed to share during canvassing. Ensure you understand ePledge and the Gift form Know your campaign canvassing dates (talk to your team captain) Attend a “Seeing is believing” tour to raise your awareness.

Info You Should Know about your Campaign Campaign Leader name & Treasurer Name: _______________ Our campaign launch date is: ___________________________ Can acquire canvass list from: ___________________________ Can start canvassing on: _______________________________ Canvass everyone by: _________________________________ Official close date is: __________________________________ Organization’s pledge rate (donors): ______________________ We raised last year: ____________________________________ Our target this year is: _________________________________

Step 2. Canvass Meet EVERYONE in person. Introduce yourself and thank them for their time. Seek/gauge level of awareness/knowledge of donor, discuss the benefits of giving, answer questions. Confirm decision: If yes, offer assistance with their method of giving If no, that’s ok If undecided, schedule a follow-up meeting. In all cases, thank them. Note: If donor is busy or out of the office, reschedule the meeting.

Step 3. Follow-up - 2nd visit For the yes - which ever is applicable: Provide calendar and list of upcoming events Pick up paper pledge form and review with donor for accuracy/completeness If ePledge, confirm they have received email confirmation or offer assistance if they had difficulty For the no:

Step 3. Follow-up - 2nd visit (cont’d) For the undecided - Get their decision: If it is a yes or a no, follow the steps mentioned above. If still undecided: Ask them if they have questions and help them.

Completing the Process Frequently report back to your core team on your canvassing progress. Safeguard personal information (Gift Forms) and money until you submit to the Treasurer. Return all the completed forms to your Branch Coordinator/Team Captain/Treasurer in accordance with the internal process established by your treasurer.

Resources You are not alone, you have people and tools around you to help. See annexes for the following resources: Annex A: Resources Annex B: How to review a gift form Annex C: ePledge Annex D: What’s in it for the donor Annex E: Levels of giving Annex F: Methods of giving Annex G: Top reasons people give Annex H: Frequently asked Questions (FAQs) Annex I: Suggested timelines for campaign

Questions

Annex A: Resources GCWCC website provides you with a wealth of information: Canvasser Toolbox Donor Information Sheet Role playing videos Training dates Frequently Asked Questions CRA Charity search website

Annex B: How to review a gift form See Annex B of Treasurer’s Guide for detailed check list.

The Gift Form the 2018 GIFT FORM … National Capital Region (NCR) Government of Canada Workplace Charitable Campaign (GCWCC)

Important-To be Filled based on ePledge structure What You Need to Review Important-To be Filled based on ePledge structure Reminder - Organizational unit(s) for the donor – needed for reporting and ensures form is assigned to the proper organizational work unit upon data entry. MUST use the same terminology as listed in e-Pledge

What You Need to Review The annual amount must be entered. Indicates where the amount/pay is to be entered for PRD donations. For Box 5: A minimum $26 gift per charity is required

What You Need to Review Write in Cheque # & date Ensure cheques payable to United Way - GCWCC Ensure # are legible and expiry date is valid

Important-For PRD donation you must ensure this part is filled in What You Need to Review Important-For PRD donation you must ensure this part is filled in Only require donor’s name and PRI (employee ID or Reg #) For organizations on the PSPC pay system: Check box to authorize the release of PRI to UWO for processing the donation - Selecting “Yes” will eliminate the need for manual processing of the deductions by PSPC

Annex C: ePledge Step-by-step guide Important when someone has moved to another organization follow the instructions on the registration page.

Annex D: What’s in it for the donor? TAX receipt - Return on Investment for Charitable donation tax credit (Refer to the Charitable donation tax credit estimator) Different ways of giving: Consolidated giving (one stop shop giving to multiple charities of donor’s choice) Payroll Deduction EASY on T4 Credit card – you get points, PayPal, cash or cheque. GCWCC protects the privacy of donors An opportunity to give back to your community Fundraising/Administration fee of 15% which is lower than the national average for non-profit sector.

Annex E: Levels of Giving Pioneers - $249 or less (every dollar counts!) Stars - $250 to $499 ($260 = $10/pay) Friends - $500 to $999 ($500 = $19.25/pay) Leaders - $1,000 to $4,999 ($1,000 = $38.50/pay) Major donors - $5,000 or more ($5,000 = $182.32/pay)

Annex F: Methods of Giving Payroll Deduction (PRD) (ePledge or Gift Form) Benefits of PRD: Easy payment plan spread over one year (January to December) Receipt automatically issued on T4/Relevé 1 Raises 2-3 times more than “cash” methods Credit Card: Visa, MasterCard, American Express (ePledge or Gift Form) 1 payment or 12 monthly payments starting on January 15th & POINTS TOO!!

Annex F: Methods of Giving cont’d PayPal (ePledge only) Cash (Gift Form only) Cheque or Post-dated Cheque(s) (Gift Form only)

Annex G: Top Reasons People Give To change someone’s life / Support a cause Possibility to consolidate other donations Payroll deduction to spread contributions over 26 pay periods OR monthly credit card donations WITH POINTS! Administration & Fundraising costs among lowest in Canadian non-profit sector Significant tax deduction To make your community and to help people meet their full potential…. What is the top reason people don’t give? THEY ARE NEVER ASKED!

Annex H: FAQs How much should I give? Why shouldn’t I give directly to my charity of choice? I’m not sure if I should give – Why do you? What are the costs associated with giving through my workplace? Refer to the GCWCC website’s Frequently asked Questions for the full list.

Campaign timeline August September October November December Train campaign volunteers Raise Awareness Canvass Special events Close Recognize and Celebrate Communicate Report results Launch anytime after labour day weekend Cut-off for payroll: All pledge forms must be sent to pay centres by November 30th