2018 Campaign Management Training Welcome to the 2018 Combined Federal Campaign (CFC)! As the Campaign Manager/Coordinator for your Agency/ Installation, you join thousands of federal colleagues and military service members in planning and organizing one of the largest and most successful workplace fundraising campaigns in the world. You play a critical role in promoting the CFC within your agency or installation. Through the CFC, federal employees, military service members, federal contractors, and retirees have the opportunity to support their favorite cause by making a monetary or volunteer pledge.

Your Role & Responsibilities Agenda About the CFC Your Role & Responsibilities Resources & Tools Campaign Events We will be together today for about 30 to 45 minutes, at the end of which, I hope you will feel comfortable with your role as a CFC Campaign Manager/Coordinator for your agency or installation. We will talk a little about the CFC, then cover your role and responsibilities before, during, and after the campaign. I will show you where to find additional resources and tools to help you. And finally, we will talk about how to plan and execute a successful campaign event.

About the CFC Can anyone tell me what the CFC is?

CFC Quiz Does the CFC accept cash donations? The CFC has been around for 57 years. How much money have generous federal employees donated during that time? CFC Quiz Who is eligible to donate through the CFC? What are the ways to make a pledge? Does the CFC accept cash donations? Yes! That’s right, the CFC is a federal program that facilitates charitable giving within all federal workplaces. Let’s test your knowledge a little further with this quiz: Q: The CFC has been around for 57 years. How much money have generous federal employees donated during that time? A: $8.3 Billion!! Q: Who is eligible to donate through the CFC? A: All federal employees, military service members, USPS employees, federal contractors and federal retirees are eligible to give through the CFC. Q: Does the CFC accept cash donations? A: No. Q: What are the ways to make a pledge? A: Online or paper pledge form Q: What can donors pledge in addition to money? A: Volunteer hours (to charities that accept them) What can donors pledge in addition to money?

Confidence Convenience Choice Why the CFC Confidence • Regulated program • Giving is easy and secure • The CFC provides charities with an efficient way to connect with thousands of potential donors • CFC charities have been vetted • The Centralized Giving Portal allows donors to track their donation and confirm its distribution to their selected charity(s) Convenience • Payroll deduction makes it easy for donors to give generously • Donors can give to multiple charities through one pledge, • Charities rely on donations from the CFC because it is a consistent source of unrestricted revenue that can fund vital programs Choice • There are several ways to pledge • Payroll deduction • Credit/debit card (one-time or monthly) • ACH bank transfer (one-time or monthly) • Employees can pledge volunteer time • CFC allows donors to give anonymously • Retirees can give from their annuity There are thousands of local, national and international charities to choose from

How the CFC Works Step 1: Motivated campaign workers invite their colleagues to make a pledge. Step 2: Federal employees, retirees, and contractors choose their cause. Step 3: Donors pledge dollars and volunteer hours, either online or with a paper pledge form. Step 4: The charities chosen by the donors receive funds throughout the year. Step 5: Beneficiaries receive help and hope! Here’s how the CFC works: 1. Motivated campaign workers (that’s you!) invite their colleagues to make a pledge. A regulatory requirement is to ensure every federal employee is given the opportunity to participate in the CFC and that the campaign should be aimed at collecting the greatest amount of charitable contributions possible. The BEST way to do this is through a personal ask. 2. The federal community (military and civilian personnel, retirees and contractors) choose the causes and charities that are important to them. 3. Donors make their pledge online using the pledge portal or using a paper pledge form. 4. The Central Campaign Administrator (CCA) processes the pledges and distributes the funds throughout the year to the charities selected by the donors. 5. Local, national, and international charities and their beneficiaries receive the funds they need. Such as…

The CFC Impact As a Campaign Manager/Coordinator, you will have a big impact on the success of this campaign. Each year, we have the privilege of working with motivated and passionate campaign workers. For example, Gerald, who works for the Department of Health and Human Services, was one of the prior campaign workers who agreed to be photographed for the campaign materials. His cause is homelessness. And he said “I am one of 10 siblings, and growing up our family experienced homelessness. I vividly remember sleeping in the car and living in shelters. As I travel around the country, I still see how homelessness affects every community, race, and nationality. It knows no bounds. I believe no one should experience the adverse effects of being homeless. Funding through the CFC to organizations who serve the homeless population in our region will provide resources dedicated to meeting their holistic needs. Contributions will provide food, clothing, shelter, and medical/mental health attention to everyone who needs it.” When he left the photo shoot, he distributed these blankets to the homeless on the streets of Washington DC on his way back to the office!

Who Can Pledge Now that you know what a big impact the CFC can have on campaign workers, donors, and the charity beneficiaries, let’s review who can pledge and how they can complete their gift. [walk through who can pledge using each option]

2018 Enhancements Improved online pledge experience Enhanced online charity search Reorganized, user-friendly paper pledge form New hire pledging Let me tell you about a few changes that have been implemented to improve the 2018 CFC. The online pledge portal has been improved to allow donors to complete more than one pledge per account (for example, making a payroll deduction and then making another onetime pledge via a credit card); to pledge dollars and volunteer hours on the same pledge; and the expanded office/unit list will allow donors to attribute their pledge to the correct reporting unit. The online pledge portal will be open for donations from September 10, 2018 through January 11, 2019. Additionally, the enhanced online charity search helps donors find charities they might be interested in. It now features a reset button that allows donors to clear their results between different searches. Donors who still wish to pledge using paper will find a larger, more user-friendly format. And, newly hired federal employees outside of the pledge period can contribute during their first 30 days of employment (Feb – July)

Your role as a Campaign Manager/ Coordinator Now let’s talk about how you fit in. As a Campaign Manager/Coordinator, you are responsible for planning and implementing a successful CFC in your agency/installation. I am going to break your responsibilities down into three periods: pre-campaign, during campaign and then post-campaign (or campaign culmination).

Pre-Campaign Responsibilities Get Connected Prepare your Reporting Unit List Develop a Campaign Plan Brief your Leadership Order Supplies Recruit and Train Keyworkers Get Connected: Here you are in training today with your fellow Campaign Managers. While you are here, exchange contact information and use each other as a resource. We will be having periodic check-in meetings where you can ask questions or share best practices, but you can also reach out to each other at any point. Another great way to get connected to the campaign is to follow us on social media. We will be pushing information and announcements via this venue. Your homework today is to like/follow us on: [provide local social media info such as Facebook, Twitter, Instagram, etc.] Finally, take some time to really review the website. There are so many great tools available to you there. More will be added throughout the campaign. Review your agency/installation structure: The next step in getting prepared for the campaign is to review the list of offices, units, or groups that make up your agency. You will need to work with your HR office or management to obtain an accurate count of employees within each unit and contact your OC to provide updated figures. This drives when you achieve 100 percent contact rate and will determine your participation percentage at the end of the campaign, which may impact awards. And finally, review the list of units in the pledge system so you can be familiar with how it is displayed. Develop a Campaign Plan: The third step is draft out a campaign plan for your agency. Be sure to include your publicity plans and any campaign events you would like to host. We have a template for you to use when drafting your agency level campaign plan. Don’t worry! You won’t have to do everything yourself. As a part of the plan, recruit an event committee and a publicity committee to help you. Invite motivated individuals from all areas of the agency. Brief your Leadership: Once you have the plan drafted, you will need to obtain approval for the plan from your leadership. It is also important to encourage their visible and tangible support of the campaign. So be sure to identify ways they can get involved. This might include sending communications during strategic points; coming to speak at the Keyworker training; attending and/or participating in campaign events. You will also need their input to set a campaign goal for your agency. Keep in mind, you were selected for this role by your leadership, and they anticipate being asked to be involved. Order Supplies: Base the quantity of each supply on the number of employees in your units. See the Ordering Guide on the website for detailed instructions on how to order supplies. [local campaigns can insert instructions here if desired]  Recruit and Train Keyworkers: Finally, you will need to build your campaign team. This means recruiting Keyworkers for each unit or office. A ratio of one keyworker to every 25 to 50 employees works best. Use last year’s campaign team as a starting point. Once you have your Keyworkers identified, you will need to schedule and conduct a training session for them. On our website you will find everything you need to train your keyworkers. In addition to the Keyworker Guide and Training presentation slides, be sure to download the Keyworker checklist. It’s a nifty handout that for Keyworkers to keep as a reference.

Active Campaign Responsibilities Involve Leadership Motivate Keyworkers Hold a Campaign Event Publicize, Publicize, Publicize Collect and Submit Paper Pledges Involve Leadership: Be sure to brief leaders on campaign progress. Make sure they stay engaged and follow up on the things you asked them to do during the campaign planning phase. They can make the first official pledge of the campaign; they can send key messages during the campaign, including invitations to events; and they can attend and speak at events. Motivate Keyworkers: Hold weekly touch-base meetings with Keyworkers for updates on campaign progress; share tips/tricks/best practices; review key points from training as they are needed; and answer questions. You may even consider holding a special event just for Keyworkers such as a potluck lunch, having a charity speaker come talk to them, or host a volunteer event at a local organization. Invite your leadership to speak at one of these meetings to encourage Keyworkers or officially recognize their efforts. Hold a Campaign Event: Campaign events can be powerful motivators for donors and they can be fun! A little later in the presentation, I am going to run through a few slides with instructions on how to plan and execute a successful campaign event. Publicize the Campaign: Use the publicity materials we have available for you (posters, table tents, flyers, infographics, social media shareables, banners, etc) to publicize the campaign in your agency/installation. We also have media resources like advertisements and articles for publication in newsletters and newspapers. Get creative and put messages on message boards, use large banners in public spaces, post videos on intranet sites, create splash screens that employees will see when they log on to their computers each day. Collect and Submit Paper Pledges: Most pledging should take place on the online pledge portal, but some contributors may prefer to use a paper pledge form. If they do, they should submit their completed form to a Keyworker who will be trained to review the form for accuracy and completeness before they are submitted to you. You will be responsible for mailing these forms to the CFC Processing center using the form and envelope provided for this purpose. Pledge forms missing required information will experience processing delays and/or potentially will not be able to be processed. Please advise donors NOT to wait until the end of the campaign to turn in their pledge form. Donors who wish to submit a confidential pledge may insert their pledge form in a plain white envelope and write "confidential" on the outside. Campaign workers should not open these envelopes, but rather submit them straight to the CCA processing center. NOTE: Donors may mail their pledge directly to the CCA themselves and if requested should be provided with the processing center mailing address.

Campaign Culmination Responsibilities Mission accomplished! Recognize Success Provide Feedback Create a Continuity Book Recognize Success: One of the most important things you will do is recognize everyone who played a part in the campaign. For donors, you do this by making sure they are thanked verbally, that Keyworkers provide them with any promised recognition items (ex: coins), with a thank-you card, and collectively in some other way. Why? Research shows that donors won’t remember being thanked unless they are acknowledged three or four times. By holding a thank-you celebration of some kind, you can provide that third means of thanking, and you should also take that opportunity to thank your campaign team (Keyworkers, management, events/publicity committee members, etc.). Order unit awards and Keyworker certificates from our system. Getting your leadership involved in recognition will also be meaningful to everyone in your agency/installation. Provide Feedback: We will ask you to participate in After Action Review (AAR) meetings at the end of the campaign. Be sure to provide your honest feedback to help make the campaign even better next year. Continuity: Put together a folder or binder with tips, instructions for next year’s campaign manager/coordinator. Imagine how helpful it would have been if you would have had something like this! Include your campaign plan from this year, any leadership support you received, the list of units and Keyworkers, notes on any campaign events you executed, etc.

Campaign Materials, Resources & Tools As I mentioned, we have many tools and resources available to help you complete your job as a Campaign Manager/Coordinator.

Campaign Management Guide The first is the Campaign Management Guide which can be found on our website in the “Training Materials” section in the Resources menu. This guide has all of the information we are covering today and can serve as a handy resource throughout the campaign.

Online Resources Visit our website to access the “Resources” under the Campaign Worker menu. There you will find: Training Materials – which includes this training presentation, the Campaign Management guide as well as Keyworker training materials Logos and Templates – the Show Some Love and Show You Care logos, document headers, PPT template can all be found here Posters and Flyers – the campaign posters, infographics, flyers, and other printable promotional materials can be found here Emails and Speeches – This section contains templates of pre-written emails you, your Keyworkers, or your leadership can send during the campaign. You will also find sample speeches and talking points here. Toolkits – We have Start Strong, Giving Tuesday, Finish Strong, and Social Media toolkits available for you to use this year. Media and Advertising – find sample advertisements, radio and TV PSAs, and press releases in this section to be used in internal publications.

Pledge Submission Materials [Note: either add a photo of your report form to this screen, or distribute hard copies at your training session for Campaign Managers to see.] You will be supplied with pre-addressed report envelopes and report forms to mail completed pledge forms to the CFC Processing Center. This is official mail and postage should be authorized by your agency. Remember: Pledge forms missing required information will experience processing delays and/or potentially will not be able to be processed. Please advise donors NOT to wait until the end of the campaign to turn in their pledge form.

Campaign Events

Why have campaign events? Build excitement Employee engagement Powerful motivation Campaign events are strongly encouraged! Taking the time to plan well-organized, interesting campaign events will pay off in the overall success of the CFC in your department, agency, or installation. Campaign events help educate donors about the CFC and its participating charities, promote federal employee engagement, and encourage participation in the campaign. Campaign events can be powerful. Donors are motivated when hearing directly from charities about the incredible impact CFC donations have on the lives of people in need.

Event Guidelines and Regulations Events supplement the campaign, but do not replace the “ask” by a Keyworker. Cash fundraisers are not permitted. CFC funds cannot be used for food, drink, prizes or entertainment. Follow your department or agency’s specific regulations and ethics guidelines. Campaign events are strongly encouraged and offer an additional touch point with potential contributors, but they do not replace the necessity of the personal ask, which is best accomplished through one-on-one contact by a Keyworker. • Cash fundraising events are not permitted under CFC regulations. However, events are a great way to educate your colleagues on how to make their pledge. Have trained campaign workers in attendance to answer questions regarding donation options. Feel free to demo the online pledge portal and have paper Pledge Forms and Pledge Tip Cards available. • Always follow your department or agency's specific regulations and ethics guidelines when planning events. This includes obtaining proper approvals before your event. • CFC funds cannot be used to purchase food or drink. Food and beverages can be donated (e.g., a potluck luncheon). • CFC funds cannot be used to purchase prizes or entertainment.

Types of Events Awareness Charity Fair Guest speaker Special Competitions Contests Recognition Awards Ceremony Thank-you Pot Luck From kickoff to closing out the campaign, events are critical to encourage participation and increase awareness. Events can be part of something already scheduled, like inviting a charity speaker to weekly staff meetings, or they can be a stand-alone, like a chili cook-off. Awareness Events These events educate your community on the options and benefits of supporting charities through the CFC. Invite guest speakers such as leaders at your agency or installation and representatives from CFC-supported charities. These events are a great way to spread the word about the campaign and build motivation to support charities through the CFC. Awareness events can be held at the beginning of the campaign (e.g., a kickoff event) or throughout the campaign (e.g., a charity fair). Work through your Zone Outreach Coordinator (insert name of OPM contractor company) to assure charity selection is fair. Special Events These events are often held in conjunction with an event that is already taking place at your agency or installation (e.g., leadership calls and staff meetings, farewell parties, bazaars, training/safety days, etc.). Hosting a friendly CFC competitive event can boost energy around the campaign and add a fun element to an existing event (e.g., push up contest) and provide bragging rights to the winning office or unit. This year, consider planning special events in support of the Cause of the Week, #GivingTuesday (Nov. 27), International Volunteer Day (Dec. 5), or the last five days of the campaign. Recognition Events Recognition events allow department, agency, or installation leaders to publicly recognize and thank campaign workers for their dedication and thank all employees for their generosity through the CFC. These are usually held toward the end of the campaign, as a finale event, or even a few weeks after the completion of the campaign.

Steps to a Successful Event Establish a committee. Request leadership support. Publicize. Follow the checklist. Step One: Establish an active event planning committee. Recruit committee members from all areas and include a variety of ranks/pay grades. Assign each committee member a specific task and deadline. Encourage creativity! Step Two: Request leadership support. Ask leadership to send an email invitation to CFC events. Invite leadership to speak at and/or participate in CFC events. Publicize leadership participation via your website, intranet, newsletter, social media, etc. Step Three: Motivate your co-workers to attend. Ensure there is a “draw” (e.g., a prize, a competition, free food). Make it fun! Publicize, publicize, publicize: be sure everyone knows about the event and is reminded to attend. Step Four: Utilize the Event Planning Checklist in the Event Planning Guide or on the website. Follow the checklist, which offers detailed instructions for planning a successful CFC event.

Questions

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