Team Solicitation Fund Raising with “Fun”

Phillip Brooks, Kathy Brookshire, Rickey Creel, Diane Delk & Pam Harrison

Meridian Community College

Agenda

History of Team Solicitation Our Process Oracle Reports

It Began With Tuition Guarantee

1996 was the first year the MCC Foundation offered the Tuition Guarantee Program.

This program offered a guarantee to students who graduated from a high school within Lauderdale County that their cost of tuition would be covered either by financial aid or by funds provided by the MCC Foundation.

TG Requirements

Students are required to: File for federal aid, FASFA and MTAG, Take the ACT, Apply for institutional and foundation

scholarships, and Complete a “Tuition Guarantee” Contract that

authorizes the college to provide grade information to the student’s parents.

To remain eligible, the student must maintain a “C” average.

Tuition Guarantee Program

Program was/is to be funded by contributions from local businesses.

They have two important incentives: A better pool of candidates for

future job openings & As a tool for economic

development – this would serve as an indication of the local support for education in selling Meridian and Lauderdale County to prospective businesses.

How?

Currently: Foundation board

members are divided into two teams.

Each team has a team captain who names their team & encourages the team

They compete for the most dollars raised.

Various methods of fund raising, including: Creation of

President’s Roundtable

President Roundtable members solicited private companies for membership.

Additional giving categories were created

Prior to use of Banner

A Microsoft Access database was used to track the donors, the amount given each year, the solicitor, prospective donors, and any comments made by the solicitor.

Limitations of this system: Allowed only one user, Didn’t track the payment of

pledges received, Didn’t tally the team results,

and Was only secured on one PC.

Banner Solution!

Create Teams Add Solicitors Add Contacts to

Solicitors Record solicitor info

through normal gifts & pledges

Create Oracle reports for Kick-off meeting, monitoring assignments, Solicitation Packets & Result reports

Solicitor Organization Menu

Solicitor Organization Header (ASASORG)

Enter the Team Code, We use:

AFRTEAM1 & TEAM2

Next Block, enter name of Team, etc and the team captain info.

Note: We keep the team code the same, but change the team name & captain info each year.

Under Options – Add Solicitors: Enter the Constituent ID for each solicitor, type of solicitor, max. contacts & date.Use the down key and add more team members.

We also add a Solicitor named “Unassigned Contact.”

For each Solicitor, go to Options – Solicitor Annual Goals.

Goals must be entered in order to add contacts to the solicitor.

Goals for each year is necessary to enter the contacts in the initial year.

In the following year, you will roll this data and not enter the goals on each solicitor.

After entering the goals, Use options, Contacts.

The year appears, Enter the Organization ID for a business or the Constituent ID for an individual.

We do not use the other fields on the form.

Contacts are added to a solicitor named “Unassigned Contact” for those we wish to prepare packets – yet have not been assigned & are available for solicitors to pick up on “Kick-off Day.”

Reports for Monitoring

An Alphabetical report of contacts for that Campaign Year.

A list of contacts by Solicitor A Contact sheet provided to the

solicitor for past information (not to be given to the contact.) This sheet provides the name, address, phone number, giving history and other comments for the solicitor.

Summary of Fund Raising

Solicitor Org. Rollup Report (ASPSOLA)

This is both a report and a process.

It will copy the solicitors and goals for a solicitor organization (team) from one year to the next and the contacts that are assigned to each solicitor.

It can be run in report mode (report only) or update mode (updates and prints a report.)

One Current Problem

After using the roll-up process, we have been unable to delete a contact from a solicitor.

The contact may be added to another solicitor, however, not removed form the current one.

This is a defect that is supposed to be corrected in 7.0 Banner upgrade.