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Confidential
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Bishop Hafey Catholic School
Advancement Plan for 2010-11
Prepared by Dorothy Russ, Director of Advancement
Approved by Jack Williams, Principal
and the Board of Advisors
on April 10, 2010
BISHOP HAFEY CATHOLIC SCHOOL
ADVANCEMENT PLAN
Table of Contents
I. OUR MISSION
II. EXECUTION OF OUR MISSION
III: OUR INSTITUTIONAL VALUES
IV. Our Personal Values
V. strategy and operations – specific goals
1. Advancement Operations
2. Constituent Relations
3. Communications and Brand Management
4. Volunteer Management
5. Strategic Planning
6. Prospect Research
7. Stewardship
VI. advancement program revenues – specific goals
1. Enrollment Management
2. Special Events
3. Annual Fund
4. Major Gifts
5. Capital Campaign
6. Planned Giving
VII. aPPENDIX
1. Organization Chart
2. Job Descriptions
3. Three Year History of Advancement Revenues and Expenses
4. 2010-11 Advancement Program Budget of Revenues and Expenses
5. Advancement Program Calendar
6. Board of Advisors Listing
7. Advancement Committee Membership Listing
8. Advancement Program Investment Opportunities
a. Facilities
b. Scholarship/Tuition Assistance
c. Academic Program Support
d. Faculty Development
e. Student Life and Development
f. Campus Ministry
g. Athletic Programs
BISHOP HAFEY CATHOLIC SCHOOL
OFFICE OF ADVANCEMENT
2010-2011
ADVANCEMENT PLAN
I. OUR MISSION:
The mission of the Office of Advancement is to obtain charitable gifts for Bishop Hafey Catholic School through the fundraising cycle of identification, cultivation, solicitation and recognition of its constituencies. These constituencies include current parents, parents of alumni, alumni, businesses, friends and foundations.
In addition to fundraising, the Office of Advancement promotes Bishop Hafey Catholic School to the community and assists the Office of Admissions in marketing Trinity to students and families.
The Office of Advancement is assisted by the Advisory Board, the Advancement Committee and the Principal and Pastor.
The advancement team seeks financial support for the following purposes:
• To raise capital funds for improvements to facilities
• To raise funds for tuition assistance of current students
• To raise unrestricted and restricted annual giving
• To support student programs and activities at Bishop Hafey Catholic School
• To raise endowment money for tuition assistance, student programs, and unrestricted use.
II. EXECUTION OF OUR MISSION:
We seek to execute this mission by devising comprehensive strategies for communications, relationship building, and spiritual and financial investment in Bishop Hafey Catholic School. Our aim is to build a lifetime relationship to Bishop Hafey for all sectors of our community.
III. OUR INSTITUTIONAL VALUES
The Bishop Hafey Office of Advancement embraces these values that govern our conduct and relationships to our community.
We represent the priorities of Bishop Hafey to donors.
It is the internal responsibility of Bishop Hafey School to determine its priorities for fundraising. It is the responsibility of the Bishop Hafey’s Office of Advancement to present these priorities fully and fairly to the donors, with respect and understanding of the donor’s interests, abilities, and welfare.
We represent the interests of Bishop Hafey as one entity, not as competing areas of interest.
While from time to time the many areas of Bishop Hafey may have competing priorities, our responsibility is to represent the parish as one whole and to work together with other offices to execute that vision. We look to the leadership of the Pastor, the Principal, and the School Board of Advisors, for unity on that vision and determination of priorities.
We fully and honestly represent the concerns and priorities of the donor community to the Pastor, the Principal and the School Board of Advisors.
In the determination of priorities, it is the responsibility of the Office of Advancement to research donor concerns and giving priorities and represent those concerns to the governing bodies of the School and Parish. Information on donor concerns is conducted through ongoing work with the Pastoral Council’s Financial Council, the School Board’s Advancement Committee, the Alumni Association, individual contact with donors, analytical data on mailings for both the parish sacrificial giving programs and the School Annual Fund, and ongoing volunteer activities. In preparation for capital campaign activities, we conduct feasibility studies impartially and in accordance with the highest standards for study protocols established by the development profession.
We ensure compliance with donor intent and respect donor privacy. We assure that donors’ gifts will be used for the purpose that they were given and that donors receive appropriate acknowledgement and recognition from the School and /or Parish. We commit to treating the donors as individuals with respect for their needs, concerns and desires, not simply as funding sources. While in the course of our work we will have access to financial and personal information, we respect the donor’s desire for privacy, and recognize that approval for use of information rests with our constituency. We do not sell or share information.
We work in partnership with other offices of Bishop Hafey Catholic School and Parish to develop best management practices. To maximize our resources and serve the parish community well, it is important to build a planning process internally that values the different perspectives of the each office and integrates individual strategic plans into a comprehensive proactive management plan for the school and parish. The Advancement Office is committed to being both a leader and partner in this process.
We present our plans and activities as a united school and parish team. We expect that employees of the school and parish will proactively and openly communicate concerns about advancement activities and decisions during the planning process and directly to the advancement office. Once a decision is made, we are committed to publicly supporting the decisions of the management team to the school and parish at large and we depend on the united support of the school and parish staff to assist in communicating development activities to the community.
IV. Our Personal Values
We are committed to the core values of our Catholic faith and the mission of Bishop Hafey Catholic School and Parish. We are active members of our school and parish community and are visible presences to the community.
We understand the meaning of Catholic stewardship and are committed to expressing those values in our personal lives. Not only as employees but also as active members of our faith community, we strive to give our own gifts of time, talent, and financial resources to Bishop Hafey Catholic School and Parish.
We respect and value each individual we work with and support their achievements and activities. We recognize that our ability to meet our goals depends on our work as a united team. We accept accountability for our job responsibilities and create a positive, open work environment that supports the objectives of our office.
We act honorably, with integrity, and with the highest standards of ethical behavior. We comply with the legal and ethical standards of our profession in our work with fellow staff, donors, and all members of the Bishop Hafey community.
ADVANCEMENT OPERATIONS
Definition of Advancement Operations – Effectively the backbone of the fund raising enterprise at any school that facilitates fund raising, gift processing, database management, fund management and stewardship.
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CONSTITUENT RELATIONS
Definition of Constituent Relations - A program that involves and engages multiple constituencies more actively in the life and mission of your school via educational, social, networking, outreach, spiritual, family and on-line type programming.
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COMMUNICATIONS AND BRAND MANAGEMENT
Definition of Communications and Brand Management– A strategic effort at messaging your schools mission and vision via internal and external efforts such as magazines, web, marketing materials, annual reports, communiqués and the like.
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VOLUNTEER MANAGEMENT
Definition of Volunteer Management – A program that involves engaging your school constituents in volunteer activities and includes job descriptions, recruitment, screening and interviewing, orientation and training, supervision and recognition.
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STRATEGIC PLANNING
Definition of Strategic Planning - A planning process that usually includes formal statements that define outlines vision, mission, values, and key priorities for the medium to long term, and sets out strategies for achieving goals and defined objectives.
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PROSPECT RESEARCH
Definition of Prospect Research – The continuing search by Advancement offices for new and pertinent information concerning prospects already on record and for identification of individuals, foundations, corporations, etc., not yet listed, utilizing numerous reference sources.
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STEWARDSHIP
Definition of Stewardship – The policy and practice of recognizing gifts, first through immediate acknowledgment by card or letter, and subsequently through personalized phone calls and notes, personal expressions of appreciation directly to donors, published lists of contributors, and in other appropriate ways.
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ENROLLMENT MANAGEMENT
Definition of Enrollment Management – A strategic effort at moving prospective students from a distance via branding, general marketing target marketing and micro marketing initiatives through the process of recruitment, application, acceptance, enrollment and retention strategies.
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SPECIAL EVENTS
Definition of Special Events – Vehicles such as golf tournaments, legacy galas, auctions and dinner dances which will foster greater constituent involvement in terms of time, talent and financial resources and designed specifically to build community, raise significant money, celebrate the schools’ mission and vision, and strategically cultivate your major gift prospects.
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ANNUAL FUND
Definition of Annual Fund – Any organized effort by a school to secure gifts on an annual basis, either by mail, phone, on line or through personal solicitation from all of its school constituents.
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MAJOR GIFTS
Definition of Major Gifts – A program to secure targeted gifts for a particular purpose in the amount of $25,000+ toward a strategic objective proposed by the faculty and staff, approved by the administration and endorsed by the Board on an annual basis.
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CAPITAL CAMPAIGN
Definition of Capital Campaign – A campaign to raise substantial funds for a school to finance major building projects, to supplement endowment funds and to meet other needs demanding extensive outlays of capital.
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PLANNED GIVING
Definition of Planned Giving – Any charitable gift that is planned—usually with professional help—to optimize a donor’s financial, tax, and estate plans while helping to secure the long-term financial strength of the school.
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aPPENDIX
1. Organization Chart
2. Job Descriptions
3. Three Year History of Advancement Revenues and Expenses
4. 2010-11 Advancement Program Budget of Revenues and Expenses
5. Advancement Program Calendar
6. Board of Advisors Listing
7. Advancement Committee Membership Listing
8. Advancement Program Investment Opportunities
aPPENDIX #1
Organization Chart
aPPENDIX #2
Job Descriptions
aPPENDIX #3
Three Year History of Advancement Revenues and Expenses
aPPENDIX #4
2010-11 Advancement Program Budget of Revenues and Expenses
aPPENDIX #5
Advancement Program Calendar
September Back to School Picnic for all parents and students
Back to school coffee/cappuccino welcome for parents
New Parent Reception
The St. Catherine Society Recognition Reception
New Parent Education mailing (Advancement Committee Co-Chairs letter)
Annual Fund Leadership Gift Committee Meeting (Prospect Assignment)
October First Friday Flag & Espresso Cart
St. Catherine School Fair (Alumni Reunion)
New Parent Meetings begin with Principal – through December
Annual Fund Volunteer meetings
Fall Open House for Prospective Families
November First Friday Flag & Espresso Cart
Annual Fund solicitation (Parents’ Campaign begins November 1)
1st Solicitation letter to current parents: Current parents by gift level solicitation
Major gift prospects solicitation
Soft solicitation letter w. Annual report except current parents, past trustees, past parent donors past 5 years, grandparent and alumni donors
Fall Magazine
Annual Report mailed prior to Thanksgiving– gift insert for all constituents
Fall Open House #2
December First Friday Flag & Espresso Cart
Golf Committee meetings begin– monthly through March
Annual Fall Phonathon (current parents)
2nd Solicitation letter to current parent non-contributors
1st Solicitation letter to past trustees, past parent, grandparent, and alumni donors from past 5 years
January First Friday Flag & Espresso Cart
Golf Committee meeting/ Save the Date cards mailed
Faculty, Staff, Administration/Trustee Dinner invitations mailed
Parents Campaign & Major Gift Committee volunteer updates
Catholic Schools Week Celebration
February First Friday Flag & Espresso Cart
Alumni Legacy lunch
Golf Committee meeting/Golf Invitations mailed
Faculty, Staff, Administration/Trustee Dinner
Continue stewardship meetings with top tier donors/ new parents
Advancement Presentation to Board of Advisors
Third solicitation letter to all current parent non-contributors February
Spring Phonathon (current parents)
Day Care and Nursery School Visits
March First Friday Flag & Espresso Cart
Golf Committee meeting/Registration ongoing
Book Spree and used book collection (PA) & coffees (DK & K)
Alumni cocktail party for 21+
Advancement Director calls to new parent non contributor MG prospects
Foundation application for Starr Foundation
Foundation grant reports
Spring Newsletter
April First Friday Flag & Espresso Cart
Past Trustee donor get- together at Headmaster’s Residence?
St. Catherine School Golf Classic
Remaining new parent meetings with Principal, Director of Advancement as needed
Ahmanson Site visit
May First Friday Flag & Espresso Cart
Leadership Reception Cocktails and Buffet Dinner in Kissick Pavilion (donor event)
Spring Event (PA)
8th Grade Send Off ” (and their parents) (photos)
Grandparents Day
Dad’s Day
Fourth solicitation letter mailed to all current parent non-contributors
Draft of Annual Report list to all parents
Year End calls to non contributor parents
June First Friday Flag & Espresso Cart
Cougar Circle Cocktail Reception at Pastor’s Residence (donor event)
Advancement Office and key volunteer calls to all non contributors/pledges still due
Fiscal Year-end reporting
Principal Circle photos for departing families
July – August Year-end clean up, audit preparation, Annual Report content revised
Thank you letter to 6th grade parents and graduates (with fair invite)
New Parent prospect identification begins
New Parent mailing from Board Advancement Chair or Board Chairman
Year in review report for Board for fall
Summer Newsletter
Annual Report completed
Parent Handbook updated
New Family Directory
Annual Report
aPPENDIX #6
Board of Advisors Listing
aPPENDIX #7
Advancement Committee Membership Listing
aPPENDIX #8
Advancement Program Investment Opportunities
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