Penn’s Way Coordinator Training

Penn’s Way Thank you for volunteering!! We couldn’t do this without you.

A Combined Campaign The University’s Penn’s Way and UPHS United Way campaigns joined into one charitable giving campaign 13 years ago. The results: Increased visibility for Penn in the community Reduced confusion for employees and increased participation Expanded charitable giving options to include: United Way Philadelphia Alliance for Change PENN Medicine organizations

Penn’s Way Campaign Penn’s Way – Last Year - 2018 Goal: $1,650,000 Actual: $1,799,877 (109% of our goal) Penn’s Way 2019 Goal = $1,700,000 University Goal = $850,000 UPHS Goal = $850,000 Joint Goal = Increased employee participation Campaign Timeline October 1st - November 15th

Penn’s Way Items Theme: Giving is Penn’s Way Encouraging those giving very small amounts -they can still make a difference by donating to UW Community Impact Fund Encouraging on-line giving

130 School/Center Coordinators and over PENN Team Executive Co-Chair Maureen Rush, VP Public Safety Faculty Advisor Steve Kimbrough Campaign Consultant Terri Welsh, AR Executive Committee Co-Chairs, HS Fellows, Terri Welsh Steering Committee Maureen Abbot - Payroll, Bill Pisacano – Payroll, Jeanine Kleba - ISC, Tracy Hawkins - Raffles, Scott Spitzer - Website, Debora Weber-Miller - Website, Lisa Paxson – HS Creative Services, Hilary Lopez - HR, Laura Farrington - DPS, Chanda Duch - DPS, Stacy Ritchey - DPS 130 School/Center Coordinators and over 100 other volunteers

Campaign Timeline Coordinator Selection Early September Training Session As Needed Material Distribution Kickoff Luncheon Kickoff Celebration September 24th Campaign Start October 1st Campaign Close November 15th Campaign Closing Celebration January 2020

Campaign Coordinators Campaign Coordinators assist and support Leadership to ensure a successful rate of participation in their school/center. LEADERSHIP SUPPORT IS KEY!

Campaign Coordinators A coordinator is encouraged to: Spread the word! Place campaign posters in highly visible areas such as the lobby, near water coolers, near or in the elevators, near copy machines, etc. Also run poster slideshow on any public TV screens in buildings. Involve leadership by encouraging them to send out an email to all employees expressing the importance and impact of the campaign Make sure the Penn’s Way campaign comes up at staff meetings

Campaign Coordinators Help field questions from employees about Penn’s Way (i.e. helping to navigate Penn’s Way Online) Plan campaign events (speakers, breakfast, ice cream socials, etc.) Provide participation percentage updates Coordinators in larger schools/centers will want to create a team of Facilitators to work under their guidance Please DO NOT submit pledges for colleagues to improve participation %.

Sample Coordinator Timeline W F Hang PW posters Week 1 Announce campaign Leadership Email Week 2 Post participation % Campaign Event Week 3 Week 4 Week 5 Week 6 Week 7 Campaign event Last 2 days!!

Campaign Materials At the start of the campaign – October 1st - all Faculty & Staff to receive an email about PW Coordinators to receive campaign posters at training sessions and Kickoff Luncheon After the Kickoff, posters will be available for pickup from Hilary Lopez in Human Resources – hlopez@upenn.edu Pledge forms are available for printout from the Penn’s Way website only for checks NO Pledge Form = Save Time. Donate Online!! Website: https://pennsway.upenn.edu/

New Penn’s Way Website Complete listing of United Way, Penn Medicine and Philadelphia Alliance for Change Agency Lists and info on these organizations Volunteer Information – Posters, logos Frequently Asked Questions Raffle Prize information and winners E-pledge form Contact information

New Giving Thermometer

CRF – Now PhAC The Center for Responsible Funding is no longer a Penn’s Way partner. All CRF donations from the past campaigns are still being supported and distributed as planned. Partnered with America’s Charities, who support all of the same charities that CRF supported in the past. Given them the title Philadelphia Alliance for Change. You can find their organizations on the agency list.

PhAC Umbrella Organizations and Funds AIDS Fund America’s Charities Bread and Roses Community Fund Community Health Charities Delaware Valley Legacy Fund EarthShare PA Global Impact WOMEN’S WAY

PENN Medicine Organizations Adding new centers each year. Penn Medicine organizations will be given through United Way who will administer funds Hospital of the University of Pennsylvania (HUP) Pennsylvania Hospital (PAH) Chester County Hospital (TCCHS) Penn Presbyterian Medical Center (PPMC) Scheie Eye Institute Penn Wissahickon Hospice Abramson Cancer Center The Dr. Bernett L. Johnson, Jr. Sayre Health Center Abramson Cancer Center- Pennsylvania Hospital Puentes de Salud

United Way of SEPA Donor organization options United Way is now focusing on their Community Impact Fund Mission to improve peoples lives by mobilizing the caring power of donors, volunteers, and communities Donor organization options More than 15,000 agencies – all listed on our Agency list

e-Pledge Requires Penn Key and Password Employee information is pre-loaded & will populate upon log-in Encourage online pledges to be entered before 5:00pm on Friday Agency key word search functions; over 15,000 agencies

Logging in to e-Pledge site

Pledging online Can search database of over 500 organizations Search for Organizations here Organizations to which you donated last year display here Annual total displays here Payroll deduction - single deduction

Confirming your Pledge Click ok to confirm Click Finalize and the box at the top will appear.

Payment by Credit or Debit Card Credit and Debit cards will be available through website only (not available on paper pledges) Credit or Debit Card information can be used similar to that to online shopping Card information is 100% secure PENN pays credit card processing fees Visa, MasterCard, American Express and Discover are accepted

Payroll Deduction – choose # of deductions Choose either single pay or # of equal deductions

Credit Card pledges Credit card deductions are one–time deductions that will be charged right away

Confirmation Page: Payment by Check Print page and mail with check to the address indicated.

Contributing elsewhere prompt Even if you choose the contributing elsewhere button, if you do not delete the amounts from last year, you will be pledging this amount this year!

Raffles All contributing Health System and University employees are eligible Participation “Giving Elsewhere” will also be eligible for raffle Encourage early on-line participation in campaign Includes prizes every week and a grand prize drawing! Complete e-Pledge entry by 5pm on Friday or submit a paper pledge form by noon on Friday. Winners will be randomly selected on the Monday after the raffle deadline. The Almanac, website, and UPHS newsletters, and e-mail blasts will publish winners

Reporting The “Coordinator Report” menu option provides Penn’s Way Administrators & Coordinators with access to their respective department’s Reports. These are CSV files that will open up as Excel spreadsheets. If you want to preserve a particular report for a particular date and time, please save the files. Show participation only, not dollar amounts These reports are updated real time as employees participate in the campaign; there is no way for you to retrieve a report for a prior date and time unless you have saved the file. Use these reports to monitor progress within your department(s) and follow-up with individuals as needed. Send Terri your Penn ID# and orgs you need to see.

Reporting Enter donate now with your PennKey and password Click on the Coordinator reports link on the tool bar

Participation/Promotion Ideas Speaker program with snacks Make every attempt to personalize this campaign! Staff presentations on pet charitable organizations School or Center raffles (Jeans @ work, Vacation Day) Friday promotional events Set up tables at building entrance – show posters/videos and hand out information

Speaker Requests Multimedia library on Volunteer page: https://pennsway.upenn.edu/volunteers/multimedia United Way, PhAC, and Penn Medicine available to provide speakers Identify dates and times for speaker requests by at least 1 week from the date a speaker is needed Send requests to pennsway@upenn.edu

Questions? Contact us with questions: pennsway@upenn.edu (215) 746-4483