volunteer handbook, 2010-2011

2010–2011 | VOLUNTEER HANDBOOK

F O C U S O N D E E R F I E L D

Thank you so much for being an Annual Support Volunteer for Deerfield.You are all members of a great team; united in spirit and gratitude to Deerfield. You are the reason that we continue to accomplish our goals for Annual Support, the “life blood” of the school’s excellence.

We are a team of over 500 volunteers that embraces over 9,000 alumni and parents in our campaign to constantly stay on top and lead the way as one of the finest independent schools in the country.

Our 2009–10 campaign had ambitious goals—and we surpassed them! We raised over $5.0 million in unrestricted giving and increased our alumni participation to 49%, with current parents at 85%. This is truly remarkable, well into the second year of a very challenging economy. This is where strong leadership and teamwork shine, and we are proud! Campaign goals for Annual Support 2010–2011: $5.0 million with 50% alumni participation and 85% parent participation.

Alumni and parents are critical components of our victory and the strongest stakeholders to help fund strong academic, athletic, and arts programs on campus. We all want to be counted as a team that puts Deerfield Academy as a top priority in our philanthropy.

Thank you for volunteering and coming back to support an amazing school that is close to our hearts. It is a pleasure to serve with you, as well as provide critical financial flexibility for our Head of School, and thus guarantee that the Deerfield experience continues to be synonymous with excellence.

All the best,

Gordon R. “Zeke” Knight ’54, G’03 Annual Support National Chair Trustee

Deerfield Academy 2010–2011 Volunteer Handbook | 1.

“Our Family Tree” DA Annual Support Alumni Volunteer Network . . . . . . . . . 2

The Four Pillars of Support for Deerfield . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

WHAT Is Deerfield Annual Support? Why Is It Important? 4

WHO Makes It All Happen? 5Annual Support Volunteer Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . 5

Annual Support Steering Committee–Your Resource. . . . . . . . . . . . . . . . . . . 6

HOW Do I Get My Classmates to Support DA? 7How Do I Ask Others to Support Deerfield? . . . . . . . . . . . . . . . . . . . . . . . . . 7

Ways of Making a Gift to Deerfield . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8–9

WHY Does Deerfield Do It Better? Personal Relationships 10Class Notes, Updating Contact Information . . . . . . . . . . . . . . . . . . . . . . 10–11

Resources to Keep Yourself Informed About Deerfield. . . . . . . . . . . . . . . . . . 11

WHEN Does All Of This Happen? 12Deerfield 2010–2011 Annual Support Campaign Calendar . . . . . . . . . . . . 12–13

YOU Make It All Add Up 14What Are Deerfield’s Budgetary Needs? . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

How Do We Measure Success? Top Classes in Deerfield Annual Support. . . . . 14

APPENDIX:a. DA Annual Support Staff Behind the Scenes–Your Support. . . . . . . . . . . . . . 15

b. Acknowledgment and Annual Support Recognition Societies . . . . . . . . . . . . 16

c. Glossary of Fundraising Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

d. Deerfield Academy Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

e. Annual Support Volunteer Job Descriptions. . . . . . . . . . . . . . . . . . . . . . . . 19

f. Best Practices for Annual Fund Volunteers . . . . . . . . . . . . . . . . . . . . . . . . . 20

2. | FOCUS ON DEERFIELD

Our Family TreeDEERFIELD ANNUAL SUPPORT ALUMNI VOLUNTEER NETWORK

Deerfield Alumni

VolunteersOver 500 Alumni Volunteers

helping to friendraise and fundraiseeach and every year by keeping in touch

with over 10,000 alumni

ClassCaptains

Representing Classes1932-2010

ReunionChairs

Representing Classes1932-2010

AnnualSupportSteering

Committee12 members

see page 6

DeerfieldAnnualSupport

Staff4 staff members

see page 15

Zeke Knight ’54, G’03Deerfield’s National Chair of Annual Support


Deerfield’s current financial strength maintains and improves our school and is dependent on the thoughtful contributions of generations of alumni, parents and friends. Our mission of educating students with skilled

and caring faculty in this beautiful setting is therefore only possible through gifts to the school. Never has this been more obvious than in the recent years of uncertainty in the financial markets. Gifts to Deerfield make Deerfield great.

Annual Support, Capital Giving and Planned Giving are the three broad financial methods of supporting Deerfield. Each method of giving is designed to give the donor an option which will work best for them. Annual giving provides immediate flexibility which is critical for current operations. Capital gifts add long-term stability through endowment support or through renovations to the physical plant. Planned gifts are often forward looking commitments that can create ongoing resources for the school or the donor or both and are instrumental in continuing the school’s traditions.

The fourth pillar is you. Volunteering for Deerfield adds value every step of the way. From simply updating contact information to sharing class notes to being a good listener, your outreach on Deerfield’s

behalf is a resource we know that we are fortunate to have. Thank you for being a big part of our ongoing excellence.

The Four Pillars of Support for Deerfield


What

SUPPORTING THE DEERFIELD EXPERIENCE… Simply put, the Deerfield experience is exceptional because we are able to attract the right students and faculty and then support them with unique traditions and a beautiful campus. Contributions to Annual Support immediately enhance the educational opportunities of our students and faculty because they allow Deerfield to provide the appropriate amount of student financial aid or a competitive starting faculty salary or a chance for either a student or faculty member to explore the world, both near and far.

YEAR AFTER YEAR…The operating budget of most schools is funded from three major sources: endowment, tuition and annual support; any decrease in one puts significant pressure on the others. While endowment income provides for about 35 percent of Deerfield’s annual expenditures, tuition (50 percent) and Annual Support (10 percent) provide the bulk of the operating funds. Deerfield works hard to keep tuition at competitive levels and to make a Deerfield education accessible to the greatest number. Annual Support, therefore, makes a difference every day and in every way.

A remarkable number of Deerfield alumni, parents, grandparents and friends step forward each year and make a gift to Deerfield. This is an extraordinary demonstration of loyalty and confidence— of a relationship that opens doors for every Deerfield student. Annual Support is clearly Deerfield’s “margin of excellence.”

What is Deerfield Annual Support? Why is it Important?


WhoANNUAL SUPPORT VOLUNTEER RESPONSIBILITIESWith over 525 alumni volunteers and 100 parent volunteers working on Deerfield’s behalf, it is easy to see how a workload shared by so many loyal and talented people can add up to success year after year. Your hard work, organization and persistence will directly affect the results for your class and ultimately for Deerfield. Thank you for joining the effort.

A DEERFIELD ANNUAL SUPPORT VOLUNTEER… • Understands the Annual Support Program: Attends

Volunteers Weekend, gets to know the Volunteer Handbook and online reporting tool* and its resource links - danet.deerfield.edu/annualsupport. When you have questions, contact the Annual Support office (see page 15).

• Is Organized: What is your team going to accomplish this year and what’s your role? Know your goal and have a plan!

• Leads by example: Make your own gift or pledge first, make your calls, thank your classmates. You’ll be amazed at your impact.

• Stays in touch: Deerfield is just as interested in class notes, address changes, and baby pictures as it is in a gift. Help DA and her alumni keep in touch with each other. Send classnotes to: [email protected].

• Keeps it personal: Thank you notes, phone calls, emails . . . contacting classmates makes being a Deerfield volunteer fun.

• Is appreciated: Thank you! You have a direct impact on the excellence of Deerfield Academy. We couldn’t reach our own goals without you.

Class Captains and Reunion Chairs help Deerfield organize their volunteer team and motivate them to meet deadlines. Class agents and committee members keep in touch with classmates and strengthen the class’ bond with each other and Deerfield. For a fuller description of possible duties, please see appendix e. (page 19).

*ONLINE REPORTING TOOLReleased in March 2010, Deerfield’s online tool makes volunteering simpler because up-to-date information is at your fingertips any time you need it. Log on to view your assigned classmates and check on their status, as well as your team’s progress if you are a class captain/reunion chair. You can contact your assignments through the tool, easily and confidently. Login to the tool at deerfield.edu/annualsupport and as always, don’t hesitate to call the Annual Support office for help or a tutorial.

Who Makes it All Happen? You!


CLASS RESPONSIBILITY ANNUAL SUPPORT STEERING COMMITTEE & CONTACT INFO

Annual Support National ChairTrusteeGrand Classes

Gordon R. Knight ’54, G ’03 (Zeke)Home: (858) [email protected]

Classes 1950-1959Richard F. Boyden ’52 (Dick)Home: (508) [email protected]

Classes 1960-1964Robert S. Lyle II ’64, P’91, P’95 (Bob)Home: (203) [email protected]

Classes 1965-1969Andrew R. Steele ’65 (Andy)Work: (603) [email protected]

Classes 1970-1974Art Dwight ’79 (Art)Home: (703) [email protected]

Classes 1975-1979John Buckley ’77 (John)Home: (508) [email protected]

Classes 1980-1984Frank Reichel ’82 (Frank)Work: (804) [email protected]

Classes 1985-1989Andrew Bonnano ’87 (Andy)Home: (203) [email protected]

Classes 1990-1994Daniel B. Garrison ’94 (Dan)Work: (617) 434-9745 Cell: (617) [email protected]

Classes 1995-1999Amy E. Sodha ’97 (Amy)Cell: (646) [email protected]

Classes 2000-2004Lisa Hilberg Craig ’00 (Lisa)Home: (518) [email protected]

Classes 2005-2010Nicholas Z. Hammerschlag ’04 (Nick)Cell: (917) [email protected]

WHAT DOES THE STEERING COMMITTEE DO?

1. Develop strategies, provide guidance, feedback and support to the Annual Support office. 2. Serves as a resource for volunteer leaders and is a direct link between volunteers and the

Annual Support Office at Deerfield through regular direct contact with class captains.3. Maintains an emphasis on maximum participation while stewarding some of our top donors.


HowTHE SIMPLE ANSWER: ASK! While there is no single “best” way to secure gifts for Deerfield, cer-tain things do seem to lead to more success. For some advice from experienced volunteers, please refer to Appendix f. (page 20) titled “Best Practices For Annual Fund Volunteers.”

1. Give Make your own gift or pledge before you begin your calls. This makes it possible for you to invite every classmate to join you in supporting Deerfield this year.

2. Prepare Know who you plan to call and what you would like them to give. Consult the online reporting tool (danet.deerfield.edu/annualsupport) before calling. Familiarize yourself with current Deerfield information so that you feel confident talking about Deerfield today.

3. Call Set aside some time so that you can make several calls in a row—your momentum will build. Pick up the phone, and dial. It just gets easier from there.

a. Ask Most people simply do not give until they are asked. You can take a credit card over the phone (which saves steps), or a pledge of a specific dollar amount and DA will generate a reminder. (Our best resource for specific phone skills is the 2007 recorded training call with Rob Hale ’84, then Chair of the Deerfield Development Committee of the Board of Trust-ees— (listen to it on deerfield.edu/alumni under Volunteer Resources.) For more information on other methods of giving to Deerfield see Methods of Giving to Deerfield on pages 8–9.)

b. Be yourself Talk about why you give to Deerfield. Listen to stories about your old friends’ new adventures. Jot down notes to send along to [email protected]. Your personal touch is what makes Deerfield’s Annual Support campaign special, effective and better!

Close with “thank you.” Please thank your classmate for the conversation no matter how long or short, and pass on relevant information to Annual Support staff. Email is a nice way to follow up, but a handwritten note sets you apart. The personal touch is by far the best use of your time.

The key component in the process is you. Your organization, deter-mination and follow through will directly affect the results for your class and ultimately the whole. Thank you for “making the ask” for Deerfield. We simply could not sustain our excellence without you.

How Do I Get My Classmates To Support Deerfield?


METHODS OF GIVING TO DEERFIELD1. Online Credit Card: Online giving to Deerfield at: deerfield.

edu/give is easier than ever. In fact, in addition to one-time gifts, recurring giving can be established. Gifts can be made yearly, quarterly or even monthly, automatically, for up to three years! Deerfield accepts American Express, MasterCard and Visa. No login is necessary.

2. Mailed Credit Card: Agents may take gifts over the phone,using a Deerfield Contribution Card or Call Sheet. Please mail completed gifts to: Deerfield Annual Support P.O. Box 306 Deerfield, MA 01342

Remember to include:

• The card type (Amex/MasterCard/Visa), account number, and expiration date

• The amount of the donation • The name, as it appears on card, alumni class, billing address

(and donor ID if known)

3. Check: Checks can be made payable to Deerfield Academy.The mailing address is: Deerfield Annual Support P.O. Box 306 Deerfield, MA 01342

4. Matching Gifts: Corporate Matching Gifts contribute more than $200,000 per year to Deerfield. Individuals receive donor recognition for their initial gift PLUS the amount of their matching gift.

• Encourage classmates to seek a match through their companies or through their spouses’ companies.

• The donor must initiate the matching gift through his/her own company.

• A listing of companies who will match gifts to Deerfield is available on Deerfield’s online giving page or: matchinggift.com/deerfield.


5. Stock: Please notify our office of all possible stock transfers, including name of security if possible, as unidentified transfers delay official acknowledgment of the gift.

• Donor conveys to his/her broker the amount or total shares designated to Deerfield Academy

• The broker will transfer stock to: The Account of Deerfield Academy c/o Ms. Loretta Price J.P. Morgan Clearing Corp One Metrotech Center North Brooklyn, NY 11201Phone: (212) 888-6197 Fax: (212) 888-2349 DTC# 352, Account number: 865-76070-19

• Donor calls office of Annual Support to notify us of the transfer: (413) 774-1460. • If you have questions or stock certificates to transfer, contact:

Debra Diemand, Director of Administrative Services(413) 774-1839.

6. Planned Giving: Planned giving programs benefit Deerfield while offering tax advantages and/or income to the donor. They often include a bequest intention. For more information on Planned Giving, please contact: Linda Minoff P’09, P’10 Director of Planned Giving (413) 774-1872


Why

CONTACT INFORMATION The Annual Support volunteer helps each classmate define their own relationship with the school, and then facilitates that rela-tionship. If you find out that someone’s contact information has changed, or that s/he doesn’t wish to receive certain mailings, please let us know right away at [email protected].

Alumni can also update their own contact information online at: deerfield.edu/alumni, or by emailing [email protected] or by calling our office at 413-774-1460. Please peruse your class contact list and the online reporting tool periodically— if you see no contact information for some classmates and you know how to find them, please pass updated information along. Once a person is ‘lost’ in our system, you are our best hope for finding an address or phone number.

Of course, classmate information, including address and giving information, is to be held in the strictest confidence and used solely for the purpose of defining or strengthening their relationship with Deerfield.

CLASS NOTES Class notes are a favorite way to keep informed about old friends. As a volunteer, you are often the best source of news and your encouragement for others to send in personal updates is vital. These days there are many ways to reach out to your classmates for news: email, Facebook, Twitter, LinkedIn and a host of other social networking websites make it easy to learn new things about classmates. Take the time to search for classmates and when you happen upon some useful or fun information, please pass it along by emailing it to [email protected]!

Information such as births, marriages and deaths sometimes make it into our system, but they do not automatically generate a class note. If someone notifies you of a milestone or general update, please send it to us but also encourage the person to send in a complete class note with picture(s).

• Class notes in the Deerfield Magazine: Almost all class notes appear in the Deerfield Alumni magazine. All are subject to editorial discretion and deadlines, although any notes that miss a deadline will simply appear in the next publication. See the calendar (on pages 12–13) for class notes deadlines.

Why Does Deerfield Do It Better? Personal Relationships.


• Class notes on the web site: Any class notes submitted will be posted on the alumni web site, then published in the magazine (subject to space available). Submit class notes by logging onto deerfield.edu/alumni, or by emailing [email protected]. Class notes can usually be viewed on the web within 24 hours by logging into the “DAConnections” section.

HOW DO I STAY INFORMED ABOUT DEERFIELD AFTER ALL THESE YEARS? You are Deerfield Academy’s greatest advocate. No publication, public appearance or letter can take the place of an enthusiastic update from a friend who not only understands what’s happening at Deerfield today, but also understands what supporting it will mean to his or her generation of Academy graduates.

We try to provide you with the essential resources to stay updated. Some of these resources offer a glimpse into the vibrant life of campus, others are answers to highly specific questions. Occasionally you may need more detail about an event or program, in which case our staff will work to assemble the information that you require.

RESOURCES • Head of School Letter: Margarita Curtis continues this tradition with a detailed

letter twice a year to the entire Deerfield community.

• Volunteer Emails: The Annual Support office generally sends important news via email. We also generate brief monthly e-newsletters with campus news and hot topics for volunteers in addition to progress updates.

• The Web Site: deerfield.edu provides many features, including links to campus news and volunteer specific resources.

• The Scroll: The most current issue can be found at scroll.deerfield.edu.

• Deerfield Magazine: If you ever need some good examples of how talented and diverse Deerfield graduates have been and continue to be, read the magazine! (Typical publication dates are September, January and June.)

• Deerfield Today: e-newsletter from the Executive Committee of the AlumniAssociation

• Deerfield Events: Deerfield staff and trustees come to your area—a great opportu-nity to hear about DA first-hand. For details see deerfield.edu/alumni.

• A Visit to Campus: This year Deerfield will host Volunteers Weekend on October 1–3, 2010 but you are welcome to visit anytime, just let us know!

• The Online Annual Report: An indispensable snapshot of Deerfield operations. The most recent version is typically found at deerfield.edu/go/annual.

• Volunteer Resources can be found at: danet.deerfield.edu/annualsupport under Resources deerfield.edu/alumni under Volunteer for Deerfield.


CAMPAIGN CALENDAR FOR ANNUAL SUPPORT VOLUNTEERS

2010SEPTEMBER

• Captain/Chairs Focus: Review dollar and donor goals, finalize class agent teams

• Captains/Chairs Action Text for First Class Letter• Push on class notes for Winter Deerfield Magazine due early

September*• Make your own gift or pledge• Reunion Search for lost classmates, begin marketing Reunion,

work with assigned Deerfield staff member to strategize 1797 Society solicitation

OCTOBER • October 1—3: Volunteer Weekend

(register online at deerfield.edu/go/volunteers)• October 13: First General Appeal sent to past donors who did not

give in 2010 calendar year, • First 1797 Society Letter sent to top donors • Class Agent Focus: Review handbook and re-familiarize yourself

with ORT (Online Reporting Tool)• Captain/Chairs Focus: Review and sign off on calling

assignments made among class agents

NOVEMBER • November 14: Second General Appeal sent • Second 1797 Society Letter sent to top donors • Mid-November: Reunion Alert classmates to early bird pricing

mailing sent.

DECEMBER • Action Calls to sybunts and end of year lybunts • Captain/Chairs/Class Agent Focus: Calls to EOCY (end of

calendar year) donors to secure end of calendar year giving • December 27: End of Year E-Appeal sent to all lybunts, sybunts

* Please plan on at least two weeks for your letters or emails to reach classmates once the final text is in the annual support office.

WhenWhen Does All of This Happen?


2011JANUARY

• Action Thank You Notes to EOCY donors!

FEBRUARY • February 15: Captain/Chairs Focus: Text for Second Class

Letter due (focus on solicitation, include push for class notes)*• Encourage alumni to request matching gifts from their employers

MARCH• Action Strategize best way to reach remaining donors and

develop strategy for April donor challenge• On Campus Student Phonathon• Reunion Committees push early bird reunion registration

(register online at: deerfield .edu/go/reunions)

APRIL • Action (April Donors Challenge!!!) Every donor counts toward

class prizes • April 1: Third General Appeal sent to lybunts and sybunts• Third 1797 Society Letter sent to top donors• April Challenge Phonathon Day: Come to NYC or call from

home using ORT

MAY • Action Calls to all lapsed donors • May 15: Fourth General Appeal sent• Fourth 1797 Society Letter sent to top donors• Reunion Registration and solicitation push

JUNE • Action Final calls to reach participation and dollar goals! • E-Appeal pre-student phonathon • Mid-June: Student phonathon and follow up mailings• June 10—12: Reunion!• June 26: Final Email Appeal to all solicitable non donors sent

JULY • Action Thank the donors in your class who have helped to bring

the campaign to a successful conclusion. Thank you notes to those who’ve given since Jan 1 for EOFY(end of fiscal year) donors.

The highlights here express the basic actions that are needed from class volunteers on a month-by-month basis. More outreach, class letters, organization, team conference calls and events are always encouraged!


You Make It All Add Up! QUALITY IS EXPENSIVE In a labor intensive industry such as education, where student-to-teacher ratios are a competitive advantage, there are significant costs associated with having the right people teaching the right students. People are Deerfield’s greatest asset—and its greatest expense. In FY2011 salaries and benefits for faculty and staff will be about 50% of the entire $48 million budget. Therefore, we are especially grateful to the classes who excelled in their fundraising performance and those who increased their participation.

ANNUAL SUPPORT RESULTS FROM 2009-2010We responded to a ten-month fiscal year and the continuing financial uncertainty in true Deerfield fashion, with nearly another record! Total dollars raised were $5,568,558 with almost 49% alumni and 85% parent participation. The outreach of our 600+ volunteers clearly helped Deerfield’s message stay strong and made all the difference in the end. Thank you so much.

RESULTS OF DISTINCTION THIS YEAR

We are especially grateful for the following reunion results:

• 30th Reunion Dollar Record: Class of 1980—$238,537

Reunion Attendance Records*

• 50th Reunion Attendance: Class of 1960—74• 30th Reunion Attendance: Class of 1980—63

* registered (checked in)

Additionally, we are thankful for the leading participation garnered by the following classes:

• Post-50th Reunion: Class of 1952 – 99% • 50–20 years out: Class of 1979* – 101% • 19–1 year(s) out: Class of 2009 – 69%

* Our first April Donor Challenge proved to be a strong incentive to the Class of 1979. A year ago their participation was 56%. When challenged to produce as many donors as they could in the month of April to win an additional $20,000 dollars for their class, they responded with 101% participation, in a single month!

Finally, we were victorious again in our rival school challenge; defeating Choate Rosemary Hall in a fall donor challenge specifically for the youngest ten classes.

You


Appendix a.

Deerfield Annual Support Staff Our job is to give you the tools you need to do your job. If you require a report or a pep talk, some thank you cards or help writing a class letter, call or email us right away!

John G. Knight ’83 Director Classes 1980–1991

o: (413) 774-1411 c: (413) 522-2555 [email protected]

Betsey Dickson ’94 Assistant Director Classes 1963–1979

o: (413) 774-1469 c: (413) 512-9237 [email protected]

Jenn Bealer Assistant to Annual Support Classes 1936–1960

o: (413) 774-1460 [email protected]

Katie Kobylenski Assistant Director Classes 1992–2010

o: (413) [email protected]


Appendix b.

Our volunteer materials focus on how to ask, because asking can be the hardest part for many of us. Thanking is no less important. Each gesture of support for Deerfield deserves the most personal and heartfelt acknowledgment that we can provide.

A GREAT THANK YOU IS: • Timely The online reporting tool (danet.deerfield.edu/annualsupport)

provides information that allows you to send a thank you in a timely manner. Our office can also send you a printed gift report on request.

• Appropriate All gifts merit a thank you note. We can supply you with note cards and envelopes, post cards or stationery to ensure that you can convey our thanks.

• Personal In the end, you provide the personal connection. Each gift to Deerfield Academy is acknowledged by the school with a signed receipt letter. There is no substitute for an alumnus or alumna being thanked by a peer.

And most of all, thank you!

DEERFIELD RECOGNITION SOCIETIES Annual Support and Capital Gifts The 1797 Society Named in honor of the year in which Deerfield Academy was

founded, the Society has five levels, which recognize donors who contribute $3,500 or more to Annual Support during the fiscal year:

The President’s Circle . . . . . . . . . . . . . . . . . $100,000 and above Headmasters Associates . . . . . . . . . . . . . . . . $50,000 – $99,999 The Heritage Society . . . . . . . . . . . . . . . . . . . . $25,000 – $49,999 Founders Associates . . . . . . . . . . . . . . . . . . . . $10,000 – $24,999 Member . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 3,500 – $9,999 classes 1929-1991 Member . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 1,797 – $3,499 classes 1992-2010Additional Recognition Eighty Percent of our donors give at levels below the 1797

Society and we are sincerely grateful for their gifts and the vote of support that is characterized by them.

Pocumtuck Associates . . . . . . . . . . . . . . . . . . . $1,000 or more The Ashley Society . . . . . . . . . . . . . . . . . . . . . . . . .$250–$999

Gifts from alumni not yet in their 15th reunion year. The Green & White . . . . . . . . . . . . . . . . . . . . . . . . . . . .$1–$249

Gifts from alumni not yet in their 15th reunion year.

Planned Gifts The Helen C. and Frank L. Boyden Society Planned gifts are characterized by

a desire to “perpetuate giving” through a will, a trust, an annuity or some other planned vehicle and are recognized by membership in the Boyden Society. For more information contact Linda Minoff P’09, P’10, Director of Planned Giving at [email protected] or (413) 774-1872.

Better Asking, Better Thanking…


Appendix c.

Acknowledgement A receipt that acknowledges a gift or pledge, generated by Deerfield’s gift processing.

The Annual Support Program Dollars raised each year from alumni, parents, grandparents and friends to support the Academy’s current operating budget.

Campaign A term used for any fundraising project focused on raising dollars for Deerfield. The Annual Support Campaign runs from July 1 through June 30.

Current Use Refers to money raised during a given fiscal year that is spent on budgeted projects in that same fiscal year.

Fiscal Year The school’s financial year which runs from July 1–June 30.

Gifts A synonym for cash, securities, and property received by the Academy.

LYBUNT Solicitable donors who contributed “Last Year But Unfortunately Not This” year.

Matching Gift Alumni may request that donations be directed to Deerfield through their employers’ (or their spouses’) matching gift programs, by contacting their employers.

NOS Any Deerfield constituent who does not wish to be solicited for support can be tagged “No Solicit” in the data based on a call, email or written request.

Participation Rate The percentage of solicitable members of an alumni class who donated in a given campaign year.

Planned Gift Umbrella term for giving vehicles ranging from trusts, to annuities and wills, with Deerfield as the beneficiary. Planned gifts function primarily either to reduce a donor’s tax burden, or to secure life-income.

The 1797 Society Donors who contributed $3,500 or more to Annual Support during the fiscal year. Prior to the 20th reunion year, the qualifying amount is $1,797.

Solicitable Any constituent for whom Deerfield has a valid mailing address and who is not otherwise exempt from solicitation. The number of solicitable classmates is fixed for the campaign year at the time of the first general appeal.

SYBUNT Solicitable donor who contributed “Some Year (within the past five years) But UnfortunatelyNot This” year.

Thank You A personal note or call from a grateful volunteer or Deerfield staff member (or both!).

Volunteer One of an exceptionally loyal and supportive group of individuals who gives time and energy to ensure excellence in Deerfield’s faculty and students, present and future. Thank you!

Fundraising Glossary of Terms


Appendix d.

Deerfield Academy Information 2010–2011

Head of School: Dr. Margarita O’Byrne Curtis H’57

Enrollment: 636 in Grades 9–12

Boarding: 562

Day: 74Male: 322Female: 314States Represented: 38International: 89 students from 24 foreign countriesStudents of Color: 25% of the Student Body

Admissions Applications: 2,069Admitted Students: 287, 13.9% admit rateMatriculated Students: 187, 65.2% enrollment rateTuition: Boarding $43,800, Day $31,400Financial Aid: 2010–11 Financial Aid budget is $6.6 million

• 35% of Deerfield Students receive financial aid.• The average Financial Aid award for boarding students was $35,579.• The average Financial Aid award for day students was $21,406.

Faculty: 114 Degrees held: Bachelors (30), Masters (65), Doctorates (19)

Average Class Size: 12 students Student/Teacher ratio: 5.5/1

College Counseling: Colleges most attended between 2006 and 2010:

BowdoinBrownBucknellColbyColgateDartmouth

DukeGeorgetownHamiltonHarvardMiddleburyU. Pennsylvania

PrincetonTrinity (CT)TuftsU. VirginiaWilliamsYale


Appendix e.

CLASS AGENTA Class Agent will build relationships with members of his/her class, will help to generate financial resources for his/her class through organized, regular correspondence, and will maintain a collaborative working relationship with Class Captain(s)/Reunion Chair(s) in order to achieve class goals.

Responsibilities:1. Make a gift commitment to the Annual

Support Campaign.2. Actively participate in regular e-mail

correspondence and on conference calls coordinated by Captain(s)/Chair(s).

3. Manage list of calling assignments designated by Captain(s) /Chair(s). Ensure that all classmates are person-ally contacted a minimum of three times within fiscal year (inform, friendraise, solicit).

4. Check the online reporting tool (ORT) and use as a means of encouraging in-creased dollars/donors/participation.

5. Encourage and utilize additional means of communication with your class as a way to promote class notes submissions and/or Annual Support participation (i.e., Facebook, class blogs, etc.)

6. Work with captain(s)/chair(s), agents and staff to complete appropriate and unique stewardship activities.

7. Serve as an ambassador for Deerfield Academy. As a Class Agent, it is important to keep up-to-date on what is going on at Deerfield, and be able to communicate that information to your peers in a positive, accurate manner.

CLASS CAPTAIN/RENUION CHAIRWorking directly with the Annual Support staff and Steering Committee, a Class Captain/Reunion Chair will motivate and manage a team of Class Agents in order to achieve class goals; will build his/her own relationships with the members of the class and will therefore help to generate financial resources for Deerfield and strengthened relationships for classmates.

Responsibilities:1. Make a gift commitment to the

Annual Support Campaign.2. Motivate a team of class agents

through regular e-mail correspon-dence and conference calls; and work with Annual Support staff to identify and recruit new class agents on a yearly basis.

3. Designate, manage and review class calling assignments with the help of the online reporting tool (ORT). Work with team to ensure that all class-mates are personally contacted a minimum of three times within fiscal year (inform, friendraise, solicit).

4. Ensure that a minimum of two (Fall/Spring) letters are sent to your class within the fiscal year. Be creative!

5. Review results using ORT, share with team, and use as a means of encouraging increased dollars/ donors/participation.

6. Encourage and utilize additional means of communication as a way to promote class notes submissions and/or Annual Support participation (i.e., Facebook, class blogs, etc.)

Annual Support Volunteer Job Descriptions


Appendix f.

• Make your own gift before asking of others. “Join me!” are the two most powerful words in fundraising.

• Be more interested in your classmate than you are in his/her gift. Find ways to communicate with your classmates that they will read: Letter, Newsletter, E-Newsletter, Blog, Social networking etc.

• Don’t try to do it all yourself—make it a team project that feeds on members’ successes. Ask others to help on an ad hoc basis, even if only to make a single call.

• Use humor—a lot of humor. • Report your pledges regularly so the Annual Support Office can

send reminders while you reach out to others. • Keep the school informed of phone/email/address changes and

other news/notes. • Collect email addresses, and get permission to pass them to the

school. It makes follow-up easy and cheap. • Network your classmates to each when possible and remind

them of the Deerfield Alumni group on LinkedIn.com. • Mention spouse or significant other in your writings. These days

most giving decisions are joint. • Don’t assume that they don’t want to give just because they

don’t return your phone calls. It may be true, but often it is not. • Visit classmates when your travels take you nearby. That always

works. Take a picture and send to [email protected]. • If you can find the time, a personal letter to non-givers asking

why they won’t give, and citing the number of years since their last gift, is hugely successful.

• The final ploy is to write and ask if they would like to be put on the Do Not Solicit list. That makes them realize just how recalcitrant they have been.

• Start talking about big reunions three years ahead of time, and ask everyone in the class (individually) to serve on the Reunion Committee.

August 2009: Adapted from an earlier version written by Doug Gortner

Best Practices For Annual Fund Volunteers

volunteer handbook, 2010-2011

Documents

scenesyour support

pillars of support

da annual support staff

deerfield experience

annual fund volunteers

deerfield academy information

alumni volunteers

alumni participation