100 NEEDIEST CASES

WEB-BASED REPORTING SYSTEM

• Welcome

• Overview of 100 Neediest Cases

• Roles, Responsibilities and Program Changes

• 100 Neediest Cases Web Portal

• Entering and Managing Cases

• Checks, Adoptions, and Donations

• Key Dates and Contacts

AGENDA

+

SPONSORS OF 100 NC CAMPAIGN

=

11,000

10,500

12,366

13,636

13,126

100 NEEDIEST CASES CAMPAIGN RESULTS

2017

2016

2015

2014

2013

Number of CasesYEAR

$1,623,000

$1.3M

$1,335,756

$1,344,635

$1,405,000

$1,457,050

Donations

Partnering to Provide Help and Support

AGENCIES CLIENTS

VOLUNTEERS DONORS

100 Neediest

Cases

• Provide monetary

donations

• Adopt cases

• Provide donated

gift items

• Identify eligible cases

• Enter cases and stories

into the database

• Serve as liaison between

clients and donors

• Link donors to

agencies/cases

• Manage allocations

• Manage database

• Assist with program

administration

• Register for program

via partner agency

• Receive funding

• Receive additional

items if “adopted”

• Compile potential clients

• Assess level of need

Identify Clients

• Write case stories

• Enter case info into 100 NC database

Submit Cases • Manage case profiles

• Monitor case status (adopted, completed, etc.)

Track Case Status

• Work with 100 NC volunteers for case actions

• Distribute donations to families

Distribute Donations

100 Neediest Cases – Partnering Agencies

Roles and Responsibilities

• Meet Partnership Requirements:– Submit MOU and Agency Profile

– Confirm Agency Contacts and Information

(Primary, Secondary and Financial Contacts)

– Confirm Agency Website Administrator(s) and Users

• Adhere to Eligibility Requirements for Case Submission – 100NC Intake Form and Eligibility Criteria

• Adhere to 100 Neediest Cases Program Policies– Compliance with Client Case File Audits upon request

– Reduce Unwarranted Program Costs

• Designate Agency Staff Person(s) to: – Respond to inquiries from clients, donors, and 100NC volunteers

– Receive donated items from donors and deliver donations to families

Be Ambassadors for 100 Neediest Cases Program

Program and Policy Changes

Purpose of Program Changes:� Maximize the impact for clients/families

� Focus assistance on more high need client cases

� Reduce the overall number of cases to a more manageable balance

� Submission ONLY of Level 1 and Level 2 Cases – Elimination of Level 3 Cases– Compelling Case stories

– Documentation of unmet need for cases

� Elimination of the 5-Year Rule

� Enter eligible cases into 100 NC Database (verify and maintain documentation)

– Proof of Social Security Number

– Proof of Residential Address (1 check per household address; lives within service area)

– Proof Client Income Meets 125% of the Federal Poverty Guidelines

� Client Case File Audits (upon request)

� Reduce Unwarranted Program Costs (accuracy of client data and client follow-up)

� All Staff Contact Information Is Accurate for Donations and Adoptions

Level 1 Cases

3 Documented Unmet Needs3 Documented Unmet Needs

Eligible for Monetary Donation, Adoption and Post-Dispatch Publication

Compelling case stories for Allocators and Adopters

Eligible for Monetary Donation, Adoption and Post-Dispatch Publication

Compelling case stories for Allocators and Adopters

Level 2 Cases

2 Documented Unmet Needs2 Documented Unmet Needs

Eligible for Monetary Donation; NotEligible for Adoption or Post-Dispatch

Publication

Compelling case stories for Allocators

Eligible for Monetary Donation; NotEligible for Adoption or Post-Dispatch

Publication

Compelling case stories for Allocators

Program and Policy ChangesProgram and Policy ChangesLevels for Cases

� Agencies assign Case Level to all eligible cases – Consider your capacity to manage cases

� Basic information is required for both case levels (i.e., names, demographics, expenses, and needs)

Documented Unmet NeedProof of Eligibility

� Disconnection notices for utilities

� Medical bills, prescription bills, medical

diagnosis, note from Doctor

� 30+ days late on rent; Eviction Notice

� Unemployment check; Notification

from employer of status change at

work

� Copies of School fees/expenses/bills

� Order of Protection; Report of

domestic violence

� Copy of police/fire report if victim of

crime, home fire or disaster

� Car repair bills

� Documents indicating change in

Marital Status/Living Situation

� Social Security/Disability letter

� Proof of Social Security

Number

� Proof of Residential Address

� Proof of Income

� Proof Client Meets 125% of

the Federal Poverty

Guidelines

Verify Information

100 NEEDIEST CASES

WEB-BASED

REPORTING SYSTEM

Go to www.stl.unitedway.org

1. Agency Headquarters (HQ)

2. Reporting Quick-Links

3. Log-In Main Menu

100 Neediest Cases Website

100 Neediest Cases Website

Managing Users (For Agency Administrators Only)

Entering Cases

Entering Cases

� Stories should have a beginning, middle and end

� Longer is not necessarily better

� You want donors to empathize with the Client

� Donors must be able to understand the story

� Check for correct spelling and accuracy of information entered

� Demographic info listed in case must agree with info written in story

(for example, if 4 family names are listed in case, do not talk about 6 family members in story box)

� No last names in STORY box or list of family members’ names.

� Include suggestions for gift donations– make it easy for adopters

� Do not mention luxury items or brand names

� Everything (story, family, income) must be entered and saved successfully –

Case Status: Must be COMPLETE

If guidelines are not followed - we reserve the right to change case story levels

STORY-WRITING RULES TO LIVE BY

How could these Level 1 stories be improved

• Ms. J really needs your help with her six kids because she is out of a job

but is trying her best to get one so they can have a nice holiday this year.

• Mr. R is a single father who is unemployed trying to make sure his

daughters know they have father by buying them the things they say they

need – clothes, shoes, etc. The most important thing for him is making

sure that his girls get the proper schooling and education so they won’t

have to go through the problems that he has.

• Ms. B has gout very bad. But it is much better than last year. She also has

a bad heart. She will be thankful for what you give her.

Level 1 Stories That Need Improvement

Remember, Level 1 stories don’t have to be perfect; they just have to tell the clients’ story in simple, understandable language.

• Ms. S. works full-time as a nurse’s assistant in a nursing home. She has four children ages 8 to 17. Even though she lives in a Section 8 apartment, her rent and utility bills require the majority of her earnings and leave very little to provide food, transportation, and clothing for her children. When her children need extra things for school, she finds it hard to keep up on her bills. $250 at Christmas would help this working mother to provide gifts and toys for her children.

• Ms. Mc, 84, resides in a low-income senior living community and needs eyeglasses. She is a glaucoma sufferer, and the eyeglasses help to keep the strain off her eyes. With recent cuts in coverage of eye exams, she cannot afford the eyeglasses that she uses to read and see. Bed sheets and towels are also needed this year. A gift certificate for an eye exam and glasses would be appreciated.

Well-Written Level 1 Stories

Remember, tell the clients’ story in simple, understandable language.

• Mr. and Mrs. W and their 4 children ages 3 – 12 years old have recently immigrated from Africa and are in grave need of assistance to settle into their new home. Mr. W is in a job training program and only works part time. Mrs. W stays home to care for the children. This family needs clothing and shoes, kitchen appliances, bedding items, and books and toys for the children. Please help this family to have a happy holiday and a solid start in their new home.

• Ms. A struggles to care for her adult disabled daughter. The daughter has cerebral palsy and cognitive delays and requires 24-hour care for all her daily living needs. Because of the demands to care for her daughter, Ms. A has had to cut back on her hours to work. She has gotten behind in paying rent and utilities and has had to borrow money from family and friends to pay their rent, utilities, gas and food. Ms. A desperately needs assistance to pay for these essential needs to help her get back on track.

Well-Written Level 1 Stories

Don’tsDo’s� Do not create multiple stories for one

household (1 check per household

address)

� Do not enter more Level 1 cases than

you can handle (inquiries, phone

calls, delivery arrangements; space

for donations, etc.)

� Do not make checks payable to a

child; consider who is to be named as

the payee

� Do not have clients call 100 NC or

2-1-1 with questions

� Agency employees cannot be

recipients

� Agencies are responsible for

assigning case level and for entering

all case stories and information

� Do spell client names correctly so

that names are correct on checks

� Do communicate with clients -

Agencies are responsible for all

communication with clients

� Do make sure number and names in

family match case stories

� Do treat Adopters with respect –

Adopters are donors to your agency

Agency Do’s and Don’ts

Agencies are responsible for the program’s integrity

100 Neediest Cases Reports

100NC Agency Payment Reports

AGENCY PAYMENT REPORT – Excel Spreadsheet

Agency

ID

Agency

Name Case ID Disbursement Name

Last

Name

First

Name

Middle

Name

Direct Cash

$

Designation

Utility Pmt $

Designation

Other

Donation

Designation Donation Type Description

#

Dona

tions Address City State

Zip

Code

1

United

Way

12345-18-

123456 Ann Hill Hill Ann $200.00

Cash for Gift

Certificates

Walmart

gift card for

clothes 2

1111Main

Street

Any

City State Zip

1

United

Way

12345-18-

123456 Ann Hill Hill Ann $500.00

Utility Bills - All

Utilities 6

1111Main

Street

Any

City State Zip

1

United

Way

12345-18-

123456 Ann Hill Hill Ann $100.00 Cash Cash 0

1111Main

Street

Any

City State Zip

1

United

Way

12345-18-

123458 John Payne Payne John $100.00

Utility Bills-All

Utilities Laclede 1

3333Main

Street

Any

City State Zip

1

United

Way

12345-18-

123458 John Payne Payne John $100.00 Cash Cash 0

3333Main

Street

Any

City State Zip

1

United

Way

12345-18-

123460 Jane Smith Smith Jane R. $300.00 Rent/Mortgage 2

5555 Main

Street

Any

City State Zip

1

United

Way

12345-18-

123460 Jane Smith Smith Jane R. $100.00 Cash Cash 0

5555 Main

Street

Any

City State Zip

1

United

Way

12345-18-

123462 Karen Williams Williams Karen $350.00

Cash for

Medicine 5

7777 Main

Street

Any

City State Zip

1

United

Way

12345-18-

123462 Karen Williams Williams Karen $200.00

Utility Bills - All

Utilities 2

7777 Main

Street

Any

City State Zip

1

United

Way

12345-18-

123462 Karen Williams Williams Karen $100.00 Cash Cash 0

7777 Main

Street

Any

City State Zip

100 NC Donations for Utility Assistance

June – July 2018 100 NC Partner Agency Training

July 18, 2018 Website Opens – Begin Entering Case Stories

September 21, 2018 Website Closes – No Longer Able to Enter Case Stories

Sep 24 – Oct 12, 2018 Screening of Cases for St. Louis Post Dispatch

Mid October 2018 Selection of Top 100 NC Stories for Post Dispatch

Mid November 2018 Printing of 100 NC Stories in Post Dispatch Begins

December 11 & 12, 2018 100 NC Checks Pick-Up (1st Cut for Allocations)

January 2019 (2nd week) 100 NC Checks Pick-Up (2nd Cut for Designations)

March 2019 100 NC Checks Pick-Up (3rd Cut for Late Designations)

DATES SUBJECT TO CHANGE - You will be notified accordingly

KEY DATES FOR 100 NEEDIEST CASES - 2017

100 Neediest Cases Staff Contact

Becky White

becky.white@stl.unitedway.org

314-242-1881

Judy Roark

judy.roark@stl.unitedway.org

314-539-4020

Cathy Vaisvil

cathy.vaisvil@stl.unitedway.org

314-242-1885

THANK YOU!