Job Responsibilities

KEYPERSON

The Combined Federal Campaign Keypersons are critical to the success of the campaign. Keypersons are responsible for providing each federal employee (military and civilian) in his or her area of responsibility a 100% Informed Opportunity to Give to their choice of charity or charities through the Combined Federal Campaign (CFC).

Pre-Campaign (August-September)

• Attend CFC Volunteer Training. Contact your Unit Coordinator for the date, time and location.
• Receive campaign materials (brochures, pledge cards and report envelopes) from your Unit Coordinator.
• Assist Unit Coordinator with developing and planning campaign publicity events.
• Establish a plan with your Unit Coordinator concerning the process of turning in your weekly report envelops and when you will receive Eagle Club gifts for contributors who qualify throughout the campaign.

During Campaign (October-December)

• Attend the installation's campaign kick-off event (if applicable).
• Ensure 100% informed opportunity to give:
• 1. Make certain all potential contributors, which will include all active duty, reserve, and federal civilian employees, understand the benefits of giving through the CFC and are provided a Brochure and Pledge Card.
• 2. Use creative and effective methods to distribute campaign materials.
• 3. Provide one-on-one contact with each potential contributor; personal contact while asking for a contribution is vital for your unit and CFC-O campaign success!
• Collect all completed Pledge Cards; verify all fields are completed accurately such as: the seven digit unit code for all donations and social security number and signature which are only required for payroll allotment donations. Additionally, please check all numerical calculations (i.e., total gift amount and total dollar amount per charity).
• Ensure all checks are made out to the Combined Federal Campaign or CFC.
• All contributions to CFC-O must be represented with a Pledge Card (fundraising, cash donations, checks, and payroll allotments).
• Fill out all Keyperson Report Envelops accurately and completely; for your records, keep a copy of all weekly Keyperson Report Envelopes.
• Receive Eagle Club gifts on a weekly basis from your Unit Coordinator. Contributors receiving an Eagle Club gift should receive their gift in a timely manner.
• If you do not have a Unit Coordinator, contact your CAPO or call your supporting CFC-O office.

Post Campaign (January-February)

• Remain in contact with your Unit Coordinator for information concerning award presentations. The CFC-O office will provide your Unit Coordinator with Certificates of Achievement for all your hard work and contributions to the overall success of the Combined Federal Campaign Overseas.

 UNIT COORDINATOR

The Combined Federal Campaign Unit Coordinator and Alternate are responsible for planning, implementing and overseeing the Combined Federal Campaign for all military personnel and DoD civilians in his or her unit, squadron, company, battery, division or GSU.

Pre-Campaign (August-September)

• Assign an Alternate Unit Coordinator and provide Community/Area Project Officer with contact information.
• Notify your unit commander of your appointment and ask for his/her support in the CFC campaign.
• Obtain an accurate number of potential contributors in your unit. This will include all active duty, reserve, and federal civilian employees and report this to the CAPO as quickly as possible.
• It is important to recruit enough Keypersons to assist you with the campaign. We recommend one Keyperson to every 20 potential contributors in your area of responsibility.
• Ensure you and your Keypersons attend the CFC-O training session at your installation/area that will be scheduled by your Community Area Project Officer (CAPO). If training is not available in your area call your CFC-O office for assistance.
• Assist your CAPO with planning and executing a campaign kick-off event for your installation.
• Receive and distribute campaign materials (booklets, pledge forms, report envelops, etc.) to your Keypersons in preparation for the campaign kick-off (late September).

During Campaign (October-December)

• Attend the installation's campaign kick-off event.
• Publicize! Publicize! Publicize! See the "Publicity" section of this guide for more information.
• Encourage senior leaders, both officer and enlisted, to support and energize your local campaign.
• Ensure all potential contributors have a Brochure and Pledge Card. Provide potential contributors with 100% informed opportunity to give.
• Collect weekly Keyperson Report Envelopes. Verify envelopes are filled out completely and accurately.
• Verify all Pledge Cards are complete and accurate. All contributions (individual donations and from fundraising) must be represented with a Pledge Card.
• Consolidate all Keyperson Report Envelopes into the weekly Unit Coordinator Report Envelope to submit to the CAPO; for your records, keep a copy of all weekly Unit Coordinator Report Envelopes.
• Collect Eagle Club gifts from your CAPO on a weekly basis. Distribute the Eagle Club gifts to the appropriate Keypersons to ensure gifts are delivered in a timely manner.
• Remain in constant contact with your Keypersons and your CAPO to resolve any issues that may develop during the campaign.
• Brief unit leadership on weekly/overall campaign results.

Post Campaign (January-February)

• Provide your CAPO with the names of all the volunteers that assisted you during the campaign for awarding Certificates of Achievement (do not forget to provide your name and the Alternate Unit Coordinator's name).

If your unit qualifies for a Unit Award (Plaque), your CAPO will request your unit information for engraving.

 COMMUNITY/AREA PROJECT OFFICER (CAPO)

The Combined Federal Campaign Community Area Project Officer and Alternate are responsible for planning, implementing, reporting and overseeing the Combined Federal Campaign for all of the units within the geographic area to which they belong. Serving as a CAPO is a large responsibility and demonstrates the trust placed in you by your command. Your local CFC-O office stands ready to assist you to make your campaign a success.

Pre-Campaign (July - September)

• Expect a welcome letter and information packet from your CFC-O staff.
• Inform installation/area leadership of your appointment and ask for support.
• If one has not been appointed already, ask for an Alternate CAPO. He or she should be involved in all stages of the campaign to assist you and to be prepared to step-in in case of emergency.
• Attend a CAPO Orientation Session if one is offered in your area. If one is not offered, contact your local CFC-O office for alternate options.
• Task each unit in your installation/area's footprint to provide you with a Unit Coordinator and an Alternate and create a contact list. Encourage them to recruit Keypersons as necessary. (Rule of thumb: 20 potential contributors per Keyperson.)
• Update your unit list (including potential contributor numbers) with your CFC-O office.
• Based on specific instructions you will receive from the CFC-O office, plan and execute a training session for all your campaign volunteers and yourself.
• You will need some additional time with your CFC trainer to address your specific tasks and to receive training on your online reporting/ordering system "Manage".
• Begin planning a kick-off event for the start of the campaign and do not forget to involve your Unit Coordinators and leadership.
• Develop a publicity plan for the campaign and consider appointing a publicity team (see the "Publicity" section of this guide for more information).
• Contact various finance offices to ensure the smooth processing of pledge forms.
• 1. Remember each service (Army, Air Force, Navy, etc.), the different forms of government civilian employees (GS & NAF) and various other agencies (DLA, Army Corps of Engineers, AAFES, DoDDS, etc.) each have a different finance office for processing payroll allotments.
• 2. Establish a plan for how/when the forms will be turned-in to each finance office, who will process the forms and how they will handle any problems that arise.
• 3. Provide your CFC-O office with a list of the finance offices and their contact information for continuity.
• Brief installation/area leadership regarding your plans for campaign execution.
• Receive a starting stock
• Receive and then distribute the campaign materials (booklets, pledge forms, report envelopes, etc.) to your Unit Coordinators, based on the number of potential contributors are in each unit, in preparation for the kick-off of the campaign.

During the Campaign (October - December)

• Conduct kick-off event.
• Publicize, publicize, publicize. Please see the "Publicity" page on our website for ideas and suggestions.
• Receive and process weekly turn-in envelopes from Unit Coordinators.
• 1. Verify all envelopes and pledge cards are completed accurately.
• 2. Ensure that all confidential gifts are opened in the presence of another person (not the Unit Coordinator) and processed like all other contributions.
• 3. Enter campaign results for each unit on the on-line Manage system. Only enter donations that have actually been collected, do not enter amounts that are projected to be turned in.
• 4. Process all finance copies at the appropriate finance office per the plan you put in place with them.
• 5. Deposit all cash and checks to the CFC-O bank account. See the "Banking" section of this guide for detailed instructions.
• 6. Collect all pink copies in CAPO Unit Report Envelopes by unit.
• Distribute individual donor gifts to the Unit Coordinators as necessary and order additional gifts from the CFC office via the online system as your stock runs low. Be aware of processing and shipping lead time when placing your order for additional supplies.
• Remain in constant contact with your Unit Coordinators to pro-actively resolve any problems that might arise.
• Brief installation/area leadership on the progress of the campaign.
• Send mid-campaign turn-in to your local CFC-O office. This should include all of the pink (audit) copies of the pledge forms you have collected by unit for the first five weeks of the campaign.
• Wrap-up the campaign as expeditiously as possible (by the end of December) and mail your final turn-in to the CFC office. For detailed mailing instructions, please see the "Final Forwarding Instructions" tab in this guide.
• 1. Reconcile all turn-ins and ensure all information captured on "Manage" is correct.
• 2. Ensure all audit (pink) copies are sorted by unit into their respective CAPO Unit Report envelope.
• 3. Ensure all payroll allotment copies have been turned in and follow up with the appropriate finance office to resolve any problems.
• 4. Mail your final turn-in to your CFC-O office.

Post Campaign (January - February)

• Order the unit award plaques on the on-line system for the units that have qualified.
• Order Certificates of Achievement for all of your campaign volunteers on the on-line system. When they arrive in the mail, distribute them to your Unit Coordinators and other campaign volunteers.
• Contact installation/area leadership and suggest a unit/volunteer recognition ceremony at your installation. (Some components will have component wide ceremonies.) Plan ahead and ensure all plaques are ordered in plenty of time for the ceremony.
• Create (or add) to a continuity binder which can be passed on to your successor.

For more information on these specific job responsibilities, please click on the Step Guide below:

StepGuide.pdf