Government of Canada Workplace Charitable Campaign (GCWCC) Campaign Management and Operations Manual - 2014 Version Updated October 2014

 
Government of Canada Workplace Charitable Campaign (GCWCC) Campaign Management and Operations Manual - 2014 Version Updated October 2014
Government of Canada
Workplace Charitable
Campaign (GCWCC)

    Campaign
  Management and
 Operations Manual
         2014 Version
      Updated October 2014

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Government of Canada Workplace Charitable Campaign (GCWCC) Campaign Management and Operations Manual - 2014 Version Updated October 2014
Table of Contents
Welcome ..................................................................................................................................................... 2
Acknowledgement of Understanding ......................................................................................................... 3
Section I: About GCWCC ......................................................................................................................... 4
Section II: Recipient Organizations ........................................................................................................... 6
Section III: Roles and Responsibilities – Campaign Management............................................................ 9
Section IV: Roles and Responsibilities – Recipients ............................................................................... 14
Section V: Campaign Tools ..................................................................................................................... 17
       1. Campaign Materials .....................................................................................................................................17
       2. Promotional Items ........................................................................................................................................24
       3. Recognition ..................................................................................................................................................24
       4. Training Manuals .........................................................................................................................................25
       5. Loaned Representatives ...............................................................................................................................25
       6. Post-Mortem ................................................................................................................................................25
Section VI: Promoting Your Campaign and Media Relations ................................................................ 27
Section VII: National Federal Retirees .................................................................................................... 28
Section VIII: Results reporting ................................................................................................................ 29
Section IX: Financial Procedures ............................................................................................................ 32
       1. National Employee Campaign (outside of the NCR) ..................................................................................32
       2. National Federal Retiree Campaign (within and outside of the NCR) ........................................................38
Section X: GCWCC Revenue Recognition and Cost Recovery .............................................................. 40
Useful Links .............................................................................................................................................. 43
Appendices................................................................................................................................................ 44
       Appendix 1: Letter of support and endorsement for the GCWCC sent to all federal government employees
       on  on  June  16,  2014  by  Treasury  Board  of  Canada  Secretariat  on  behalf  of    Yaprak  Baltacioğlu,  Daniel  Jean  
       GCWCC 2013 Campaign Chair and Andrew Treusch, GCWCC 2014 Campaign Chair ...............................44
       Appendix 2: GCWCC Structure ......................................................................................................................45
       Appendix 3: Memo from Michael Allen and Shirlane Day Re: Outline of Roles and Responsibilities of
       United Ways and HealthPartners/Partenairesanté ...........................................................................................46
       Appendix  4:  Statement  of  Principles  for  Donors’  Rights ................................................................................47
       Appendix 5: Material Order Form ...................................................................................................................48
       Appendix 6: Letter to Deputy/Agency Heads Re: GCWCC Gift Solicitation .................................................49
       Appendix 7: Promoting your Campaign – sample Media Advisory and News Release .................................51
       Appendix 8: GCWCC Cost Recovery: Memo to United Ways Centraides .....................................................54
       Appendix 9: Sample HP Payout backup report ...............................................................................................57
       Appendix 10: Sample Payroll Payout Backup lists from National Office .......................................................58
       Appendix 11: GCWCC Donations – Departments/Agencies Paid by PWGSC vs. Separate Employers That
       Pay Each Recipient Directly ............................................................................................................................59
       Appendix 12: Sample Cost Recovery Letter Accompanying Payout from National Office ...........................62

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Government of Canada Workplace Charitable Campaign (GCWCC) Campaign Management and Operations Manual - 2014 Version Updated October 2014
WELCOME
This manual serves as a reference tool for the Government of Canada Workplace Charitable Campaign
(GCWCC) across Canada. The intended users of the manual are all United Way staff involved in the
GCWCC across Canada, as well as volunteers within federal departments and agencies, and
HealthPartners coordinators involved in the GCWCC.

This is the definitive document for policies, procedures and practices pertaining to the direction of the
GCWCC. It was created by United Way Ottawa, which is mandated by the Treasury Board of Canada
to manage the GCWCC nationally and to co-manage the National Capital Region (NCR) GCWCC with
Centraide Outaouais. It is mandatory reading for local GCWCC Managers at United Ways across
Canada to ensure national accountability and consistency.

Additional information on the roles and responsibilities of the team members involved in delivering the
GCWCC Campaign (either in the NCR or across Canada) is found on the GCWCC website:
www.gcwcc-ccmtgc.org under Training Manuals.

For more information contact:
Linda Barber
Senior Director, GCWCC National Campaign, United Way Ottawa
Tel: (613) 683-3872        Fax: (613) 228-6722
e-mail: lbarber@unitedwayottawa.ca

Sandy Stiles
Manager GCWCC, National Approach, United Way Ottawa
Tel: (613) 228-6897       Fax: (613) 228-6722
e-mail: gcwcc_national@unitedwayottawa.ca
Or
Government of Canada Workplace Charitable Campaign (GCWCC)
363 Coventry Road
Ottawa, ON K1K 2C5
Tel: (613) 228-6700
Fax: (613) 228-6722

Note: This manual has been updated for the 2014 campaign year. Any changes made since the last
2013 version (August) have been indicated by highlighting and a bar in the left-hand margin.

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Government of Canada Workplace Charitable Campaign (GCWCC) Campaign Management and Operations Manual - 2014 Version Updated October 2014
ACKNOWLEDGEMENT OF UNDERSTANDING
To ensure that all GCWCC Managers and other staff at local United Ways who play a part in the
GCWCC understand the policies, procedures and practices pertaining to the management of the
GCWCC, we ask that each GCWCC Manager provide an electronic or hard-copy signature of
acknowledgement of understanding to the GCWCC National Office on a yearly basis.

Please read the following statement, complete and return to the GCWCC National Office by:
   1. Copying and pasting into email format and sending to gcwcc_national@unitedwayottawa.ca, or
   2. Printing a hard copy, filling out, signing and sending to Sandy Stiles, Manager, GCWCC,
      National Approach, United Way Ottawa, 363 Coventry Road, Ottawa, ON K1K 2C5).

Date: _____________

I ____________(Name of GCWCC Manager)_____________ have read the 2014 version of the
Government of Canada Workplace Charitable Campaign (GCWCC) Campaign Management and
Operations Manual.

I understand the policies, procedures and practices in effect and my role and responsibilities as GCWCC
Manager for the execution, delivery and handling of the GCWCC for _________________(Name of
United Way)___________.

I also acknowledge that all staff at my local United Way who play a role in the GCWCC (eg. Finance
staff, senior management), have been provided with a copy of the GCWCC Campaign Management and
Operations Manual, and have been asked to read and follow all procedures outlined in the manual.

________________________
(Signature)

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Government of Canada Workplace Charitable Campaign (GCWCC) Campaign Management and Operations Manual - 2014 Version Updated October 2014
SECTION I: ABOUT GCWCC
FEDERAL GOVERNMENT SUPPORT

The federal government proudly supports Canadian communities and their needs through the
Government of Canada Workplace Charitable Campaign (GCWCC). Developed exclusively for federal
employees and retirees, the GCWCC builds stronger, healthier communities through charitable giving,
including payroll or pension deduction. The GCWCC supports United Ways, HealthPartners and all
other Canadian Registered Charities. Please see Appendix 1 for the most recent letter of support and
endorsement for the GCWCC from the federal government.

A PROUD TRADITION

From 1990 to 1996, United Way-Centraide and HealthPartners participated in nearly 80 federal
campaigns across Canada. In 1997, the Treasury Board of Canada expanded the campaign so that donors
could support any Canadian registered charity under a new name, the Government of Canada Workplace
Charitable Campaign.

Each year, as mandated by the Treasury Board of Canada, United Way-Centraide, one of the most
trusted names in the charitable sector, manages the annual campaign with the support of dedicated
volunteers and donors from across the country.

Since its inception, the GCWCC has become one of the largest and most successful workplace
fundraising campaigns in Canada.

The GCWCC Campaign consists of three elements:
    National Capital Region (NCR) Employee Workplace Campaign (Ottawa and Outaouais)
      Canada,
    National Employee Workplace Campaigns (outside of the NCR) wherever there is a federal
      presence
    Federal Retirees Direct Mail Campaign (across Canada)

To ensure consistency and cost-effectiveness, United Way Ottawa works with the network of local
United Ways across Canada to support them in their role as local GCWCC campaign managers.

WHY FEDERAL EMPLOYEES AND RETIREES VALUE THE CAMPAIGN

The GCWCC is a testament to how much federal employees and retirees care about their communities.
The campaign provides them with the opportunity to express the core values that they share from coast
to coast to coast and to make a difference in their communities and across the country by supporting
organizations that are close to their hearts.

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Government of Canada Workplace Charitable Campaign (GCWCC) Campaign Management and Operations Manual - 2014 Version Updated October 2014
Key features of the campaign are:

   1. Giving is easy: The GCWCC offers donors the convenience and efficiency of consolidating their
      annual charitable giving through one transaction on a single form. Donors can choose to give
      through payroll or pension deduction, spreading their gift out over the year. At the end of the
      year  the  amount  appears  directly  on  a  donor’s  T4 or T4A, alleviating the need to keep track of
      charitable receipts.
   2. Donor choice: Donors have the choice of supporting a wide range of social, health and
      community-related agencies and organizations, large and small, which offer essential services
      within the community.
   3. Efficiency: Through a centralized, streamlined administrative process, GCWCC donations are
      processed more efficiently than most charitable organizations. This enables more of each
      donation to go where it is needed most and enables the GCWCC to keep fundraising costs well
      below the national average for the charitable sector.

 FEDERAL EMPLOYEES AND RETIREES – CREATING HOPE… CHANGING LIVES

The GCWCC slogan “Federal  employees and retirees – creating  hope…  changing  lives”  brings  focus  to  
the supporters of this campaign and the power of their generosity. Every year federal employees and
retirees throughout Canada create hope and change lives for thousands of people in communities across
the country with their donations to the GCWCC.

 KEYS TO THE GCWCC’S SUCCESS

The GCWCC operates across Canada from coast to coast to coast and each campaign shares some
common elements which are key to its success. Some of these elements are:
          a tradition of generosity and community engagement among federal employees and retirees;
          early planning;
          early launches;
          100% face-to-face peer canvassing:
          giving through payroll or pension deduction;
          support from all levels of management and unions;
          effective recruitment and motivation of workplace volunteers;
          support and guidance of campaign  teams  from    United  Way’s GCWCC Managers across
            Canada; and
          ongoing communication with donors, volunteers and managers.

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SECTION II: RECIPIENT ORGANIZATIONS

ABOUT UNITED WAY

www.unitedway.ca
www.centraide.ca

United Way is about building strong, healthy and safe communities for everyone. With your support
and the help of thousands of volunteers, we bring people together to help find solutions that address
short- and long-term needs in your own community.

When you give to United Way your donation will be invested where it is needed most and will have the
greatest impact in your community.

For more information on the programs, projects, initiatives and partnerships that we support in your
area, contact your local United Way.

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ABOUT HEALTHPARTNERS
www.HealthPartners.ca
www.PartenaireSante.ca

What is HealthPartners?
HealthPartners  is  a  unique  collaboration  of  16  of  Canada’s  most  respected  health  charities  — organizations
representing the major illnesses or chronic diseases that currently affect 87% of all Canadians. Through
HealthPartners, employees in workplaces across the country can choose the health causes that are most
important to them.
Why give to HealthPartners?
Our research demonstrates that 87% of Canadians — a family member, a colleague, a neighbour — are likely
to  be  affected  by  a  major  illness  or  chronic  disease.  These  include  cancer,  heart  disease,  stroke,  Alzheimer’s,  
Parkinson’s,  diabetes,  liver  disease,  kidney  disease  and  multiple  sclerosis.  As  our  population  ages,  more  and  
more people will face a larger number of major illnesses or chronic diseases. The dollars that donors invest
through HealthPartners go to support life-saving research that is leading to better treatments, as well as
valuable programs and services that help improve the lives of people in communities across the country.
What kind of impact does HealthPartners have? Are my dollars actually supporting people in my community?
Healthpartners’  16  member  health  charities  operate  in  communities  across  the  country  — reaching the
people they need to reach through programs and services that improve their quality of life, and promote and
educate. These charities are sustained by the efforts of local volunteers. Donations made through
HealthPartners enable our member organizations — with the assistance of many dedicated volunteers — to
provide direct support to these individuals. As well, HealthPartners’  members  contribute  to  the  research  that  
benefits all of us — research that is leading to better treatments and cures.
Canadians have benefited from research that has resulted in a doubling of cancer survival rates. Heart attack
deaths have decreased by 75% over the past five decades. And, the median age of survival for people
diagnosed with cystic fibrosis has increased by 22 years since 1985. They are living proof that donor dollars to
HealthPartners works.
What are the 16 charities that make up HealthPartners?
HealthPartners’  members  are  made  up  of  16  community-based health organizations located in all regions
across the country. All respected health charities, these members share a common goal: to support medical
research and health programs that improve the health and quality of life of Canadians, who want to live in
healthier communities and work in healthier workplaces.
Alzheimer Society of Canada                                       Canadian Liver Foundation
ALS Society of Canada                                             Heart and Stroke Foundation of Canada
The Arthritis Society                                             Huntington Society of Canada
Canadian Cancer Society                                           The Kidney Foundation of Canada
Cystic Fibrosis Canada                                            The Lung Association
Canadian Diabetes Association                                     Multiple Sclerosis Society of Canada
Canadian Hemophilia Society                                      Muscular Dystrophy Canada
Crohn’s  and  Colitis  Canada                                    Parkinson Society Canada

Does HealthPartners support donor choice?
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We believe that donors know best where they want their money to go. HealthPartners respects — and
promotes donor choice to any one or more of our 16 national health charities. When donors give to
HealthPartners directly, their donation is shared among all of our partners. Every dollar has an incredible
impact on improving the lives of thousands of Canadians.
What can your donation do?
HealthPartners’  16  members  contribute  to  research  that  is  resulting  in  better  treatments  — thus, benefiting
all  of  us.  We’ve  seen  some  exceptional results that make a difference in the lives of Canadians every day
through advances in knowledge, care and life expectancy. Canadians have benefited from research that has
resulted in a doubling of cancer survival rates. Heart attack deaths have decreased by 75% over the past five
decades. And, the median age of survival for people diagnosed with cystic fibrosis has increased from 26 to 48
years since 1985. They are living proof that donor dollars to HealthPartners works.
HealthPartners’  members provide hundreds of different local programs and services in every community that
assist Canadians living with chronic disease and their families. Some of these programs and services include
health promotion programs and activities that encourage, and help, more Canadians live healthier.
How can I find out more about HealthPartners?
To help donors direct their gifts, HealthPartners makes information about our member health charities readily
available throughout the campaign. Visit us online at www.healthpartners.ca

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SECTION III: ROLES AND RESPONSIBILITIES –
CAMPAIGN MANAGEMENT
In February 1997, Treasury Board selected United Way-Centraide to serve as the GCWCC Campaign
Manager. The Campaign Manager is supported by local United Way offices in communities where there
is a federal government presence. The GCWCC in the National Capital Region is co-managed by
United Way Ottawa and Centraide Outaouais. The GCWCC organization chart can be found in
Appendix 2.
A clarification of roles and responsibilities was issued in 1999 with an addendum in 2003. The
following is a summary of those roles; please see Appendix 3 for the historical documents.

GCWCC CAMPAIGN MANAGER

The position of GCWCC Campaign Manager is mandated by Treasury Board (TB). The Campaign
Manager:
      Is accountable to TB for campaign management and for results across the country;
      Provides leadership and strategic direction;
      Conducts the GCWCC in an efficient and effective manner;
      Secures commitment from Deputy Ministers, Assistant Deputy Ministers, Heads of Agencies,
       and Regional Federal Councils regarding their engagement;
      Promotes all GCWCC campaigns;
      Ensures consistency and cohesion amongst each campaign;
      Implements and promotes donor and volunteer recognition;
      Focuses on evolving the GCWCC and maximizing its potential as a national campaign and as a
       source of pride for federal employees and retirees both locally and nationally; and
      In concert with Public Works and Government Services Canada (PWGSC), centrally receives
       and directs employee gifts made through payroll deduction and gifts from retirees.

GCWCC CAMPAIGN CHAIR AND CABINET

Note: Each GCWCC operating outside of the NCR should have a structure similar to the one outlined
below. The Local GCWCC Campaign Chair and Cabinet will work to support the local GCWCC within
the workplace and with the Regional Federal Council.

GCWCC NCR Campaign Chair shall:
      Chair the GCWCC NCR Campaign Cabinet;
      Provide strategic vision and leadership for the annual GCWCC, both within the NCR, and across
       Canada;

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   Set the annual GCWCC NCR campaign goal in consultation with the GCWCC NCR Cabinet;
      Act as a spokesperson for the annual GCWCC and give interviews to the media;
      Demonstrate leadership by participating in key NCR campaign events (ex. Launch,
       Achievement, etc.);
      Encourage fellow Deputy Ministers and Heads of Agencies to engage their departments/agencies
       in the GCWCC and to participate personally;
      Encourage Federal Regional Councils across Canada to engage in and support the GCWCC
       (travel where schedule permits);
      Report to the Clerk of the Privy Council at the DM Breakfasts (weekly during the campaign) and
       report on the annual campaign once in the spring to the Secretary of the TB along with the
       Campaign Manager; and
      Represent the GCWCC on the Campaign Cabinet for the local United Way Community
       Campaign in the NCR.

GCWCC NCR Cabinet
Members of the cabinet are senior volunteers. The Cabinet shall;
      Represent and liaise directly with an assigned portfolio of federal departments/agencies; and
      Meet at least twice in the spring and twice a month during the campaign.

GCWCC NATIONAL OFFICE

The GCWCC National Office is responsible for providing strategic direction, leadership and
professional and technical support in both official languages to GCWCC volunteers and to all United
Ways that manage a local GCWCC across Canada, including the NCR.

The GCWCC National Office:

       1) Is accountable to the GCWCC Campaign Manager
            Maintains and updates the GCWCC results database on a regular basis; and
            Compiles and provides a final accountability report of the campaign results to TB and
               United Ways.

       2) Supports local United Ways
            Encourages consolidated giving and establishes consistency in the GCWCC across
              Canada;
            Reviews the training materials and explains the expectations of the employer, TB;
            Provides a contact list of HealthPartners provincial coordinators to local GCWCC
              Managers in the spring;
            Promotes and provides information and advice regarding the Loaned Representative
              Program, volunteer recruitment, and the procedures for meeting with Deputy Ministers
              and Assistant Deputy Ministers and Heads of Agencies to ensure strong support for
              campaigns;
            Works with individual departments and agencies across Canada to promote participation;

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   Ensures the website at http://www.gcwcc-ccmtgc.org/ is updated regularly with national
             content to show the progress of the campaign;
            Ensures that all local GCWCC Managers report their respective campaign results to the
             GCWCC National Office in a timely and consistent fashion and provides a reporting
             mechanism that is efficient and accurate;
            Attends and makes presentations on the GCWCC at Regional and National Conferences;
             and
            Disseminates key messages during the campaign and arranges for post-mortem
             discussions to exchange information on best practices.

      3) Collaborates with HealthPartners representatives
           Ensures a collaborative approach between local United Way and local HealthPartners
             representatives;
           Organizes and attends meetings and workshops and provides information for the
             upcoming GCWCC;
           Promotes and monitors the equal visibility of United Way and HealthPartners as the two
             named campaign recipients in departments/agencies; and
           Ensures that all campaign results are reported to HealthPartners in early spring, within the
             timelines identified in this document.

      4) Prepares and distributes campaign materials
           Oversees the collection of feedback on campaign collaterals and the design, production
             and distribution of campaign materials and volunteer training guides;
           Ensures the use of the GCWCC supplies within federal departments/agencies;
           Provides United Way offices and GCWCC Managers with sufficient supplies and ensures
             distribution of the material within the federal departments/agencies;
           Verifies that the official name, logo, slogan, posters and brochures are distributed and
             utilized in the local GCWCC and within federal departments/agencies; and
           Prepares and distributes volunteer training guides online.

         Note: For more information refer to Section V: Campaign Tools.

      5)  Manages  the  national  federal  retirees’  campaign  
           Manages  the  national  federal  retirees’  campaign  on  behalf  of  all  United Ways and
             HealthPartners; and
           In partnership with PWGSC, prepares and distributes direct mail packages to federal
             retirees across Canada.

         Note: For more information, refer to Section VII: National Federal Retirees.

The GCWCC National Finance Office:

            Receives and distributes federal employee and retiree payroll/pension deductions to local
             United Ways and HealthPartners monthly;
            Receives and processes pledge forms and distributes tax receipts for the GCWCC retirees
             campaign; and

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    Recovers campaign costs from all United Ways and HealthPartners based on a pro-rata
               share of campaign revenues.

LOCAL GCWCC MANAGERS

Local GCWCC Managers shall:

      1)  Abide  by  the  Principles  for  Donors’  Rights
            The “Statement  of  Principles  for  Donors’ Rights” (see Appendix 4) was approved by the
              membership of United Way Canada at the March 1998 Annual General Meeting.
              Member United Ways are expected to comply with these guidelines. This document
              stipulates that  the  donor  has  “the  right  to  expect  that  the  organization  will  not  share  or  sell  
              a  mailing  list  which  includes  the  donor’s  name,  without  providing the donor with a
              meaningful opportunity to decline;”  and
              Lists of donors cannot be sold or given to any organization, including United Way and
               HealthPartners. However, the local United Way, as the local GCWCC manager, may
               invite GCWCC donors to GCWCC recognition and/or GCWCC thank-you events, in
               order to express gratitude for giving to the local community through the GCWCC.

      2) Comply with GCWCC strategic direction and instructions provided by the GCWCC
      Campaign Manager and the GCWCC National Office and documented in this manual.

      3) Plan, organize and manage local GCWCC employee campaigns
           United Ways identify a local GCWCC manager who is responsible for conducting
              departmental GCWCCs and educating federal employees on the GCWCC concept;
              Recruit, train, and organize a local GCWCC volunteer structure;
              Set up a local Campaign Cabinet;
              Disseminate GCWCC materials;
              Manage events;
              Manage the GCWCC Speakers’  Bureau  (United  Way and HealthPartners speakers); and
              Implement a recognition program to ensure continued commitment and engagement to
               the GCWCC.

      4) Foster relationships with HealthPartners provincial staff
           Initiate and build relationships with HealthPartners provincial staff; and
              Ensure that HealthPartners representatives are invited to attend key training and special
               events during the GCWCC.

      5) Foster relationships with the local federal retiree community
           Explore opportunities for retiree engagement.

          Note: For more information, refer to Section VII: National Federal Retirees.

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6) Report results
     Produce and forward to the GCWCC National Office a final report of local GCWCC
       results by the due date, January 31, of each year. This is important for calculating the
       share of expenses of each United Way based on a pro-rata of the revenues, and to report
       national results to Treasury Board.

   Note: For more information, refer to Section VIII: Results Reporting.

7) Fulfill Designations

  Note: For more information, refer to Section IX: Financial Procedures.

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SECTION IV: ROLES AND RESPONSIBILITIES –
RECIPIENTS
When the campaign was established in 1997, the federal government specifically identified two charities
as named recipients, giving them special recognition and prominence in the eyes of GCWCC donors.
The two named recipients are
            United Way; and
            HealthPartners.

Each of these organizations embraces a defined but broad range of community issues and needs. United
Way focuses on social needs and issues within the local community and HealthPartners focuses on
health needs and issues faced by 87% of Canadians in every community.

This prominence and recognition for the two named recipients means that both organizations:
            Share top-of-mind positioning and visibility with donors;
            Share access to donors through the gift form and campaign materials; and,
            Since 1999, both named recipients have received over 75% of the total GCWCC
              donations between them each year.

Other charitable organizations receive donations through the GCWCC when:
            they register as Canadian charities with the Canada Revenue Agency. (More information
               is available at: http://www.cra-arc.gc.ca/chrts-gvng/menu-eng.html)
            donors write in by hand the charities’  names and charitable registration numbers –
               Business Number (BN) on the gift form.

UNITED WAY (RECIPIENT)

As a recipient, United Way:

       Collaborates effectively with United Way’s local GCWCC Manager throughout the campaign;
       Supports GCWCC Managers by providing human resources (volunteer or staff);
       Provides agency speakers to promote respective causes at GCWCC events when requested by
        the GCWCC Manager;
       Provides information and United Way material to the local GCWCC Managers for distribution
        when requested;
       Attends and participates in training sessions upon invitation by the GCWCC Manager;
       Attends special events held by departmental/agency campaigns when requested by the
        department and the GCWCC Manager;
       Attends launch and achievement celebrations where applicable;
       Shares campaign costs based on revenues; and
       Acts in good faith and promotes the GCWCC.

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HEALTHPARTNERS (RECIPIENT)

HealthPartners works in collaboration with the GCWCC Campaign Manager throughout the annual
campaign. Across  the  country,  HealthPartners’  16  members  — Canada’s  most  respected  health charities
— provide support to the local GCWCC Managers through local provincial staff. The provincial
coordinators are encouraged to build relationships with local GCWCC Managers to ensure participation
at campaign events and activities. Provincial coordinators are the lead contacts for the 16 individual
member  agencies  and  coordinate  all  requests  for  campaign  events,  HealthPartners’  Speakers  Bureau,  
displays, and HealthPartners@Work. They are responsible for recruiting, training, scheduling and
coordinating  HealthPartners’  volunteers.  
As a recipient, HealthPartners:
     Represents the interests of the 16 member organizations in the local GCWCC;
     Collaborates  effectively  with  United  Way’s  local  GCWCC  Managers  throughout  the  campaign;;  
     Supports the GCWCC Managers by providing human resources (volunteer or staff);
     Provides agency speakers at GCWCC events;
     Provides  information  and  HealthPartners’  material  to  the  local  GCWCC  Managers  for  
       distribution when requested by GCWCC Managers;
     Arranges for displays and HEALTH CHECKs when requested by GCWCC Managers;
     Manages  the  HealthPartners’  Speakers  Bureau,  in  collaboration  with  GCWCC  Managers,  
       including finding speakers and providing them at canvasser trainings when requested by
       GCWCC Managers;
     Attends and participates in training sessions upon invitation by the GCWCC Manager;
     Attends special events held by departmental/agency campaigns when requested by the
       department and invited by the GCWCC Manager;
     Attends launch and achievement celebrations where applicable;
       If HealthPartners becomes aware of other special events and training to which they would like to
       be invited, they should contact the local United Way GCWCC Manager.
     Shares campaign costs based on revenues; and
     Acts in good faith and promotes the GCWCC.

HealthPartners@Work
Formerly,  “HEALTH  CHECK”,  our  HealthPartners@Work  program  has  been  redesigned  to  capture  the  
attention of employees in the workplace and give them an intimate and interactive opportunity to learn
about living with  chronic  disease.    The  program  is  an  introduction  to  16  of  Canada’s  most  trusted  
national health charities and the chronic diseases they represent that will most likely affect 87% of
Canadians.

The  display  allows  visitors  to  “walk  a  mile”    in  the  shoes of those suffering from diseases such as Cystic
Fibrosis, lung disease, arthritis, Multiple Sclerosis and others. It demonstrates through active
involvement what people living with chronic disease experience day to day and delivers a greater
understanding of what it is like to have trouble breathing, to have reduced mobility, or lack of muscle
control. We all know someone who suffers from diseases like heart disease and stroke, cancer, and
Alzheimer’s.    HealthPartners@Work  provides  information  on  how,  through workplace giving,
HealthPartners enables our partner charities to provide programs, services, education and fund critical
research to support those affected Canadians and their families.

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HealthPartners@Work is offered to employees in their workplace and is available upon request. To book
in the National Capital Region please contact HealthPartners directly by email: info@healthpartners.ca.
Across Canada, contact your GCWCC manager through United Way and request
“Healthpartners@Work”.

Speakers Bureau
HealthPartners runs a Speakers Bureau program where volunteers visit Canadian workplaces to speak
about their personal health experiences, challenges and success stories. Some speakers have battled
disease themselves, while others may have been supporting family members or close friends during a
health crisis. These speakers put a human face on the fight against disease and can speak about how they
have  benefited  from  the  support  and  services  provided  by  HealthPartners’  member  organizations.  The  
Speakers Bureau supports workplace fundraising initiatives and helps keep Canadians informed about
health matters. Throughout the year, members of the Speakers Bureau are available to address
employees, interested donors, canvassers, campaign workers and other groups. If you are interested in
hosting one of our speakers, please speak with your local GCWCC manager.

Seeing Is Believing Tours
HealthPartners offers all donors the opportunity to see how their donations make a difference. Through
specially arranged tours of health charity facilities or research centres, you can see firsthand how
research is leading to better treatments and cures, and how community programs and services are
helping Canadians who have a major illness or chronic disease live better lives. Book a tour today to
learn how your donation supports life-saving research and much-needed programs and services in your
area.

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SECTION V: CAMPAIGN TOOLS
1. Campaign Materials
To ensure consistent messaging, bilingual GCWCC campaign materials are developed by the
Communications and Marketing team at United Way Ottawa, in consultation with HealthPartners, and
Centraide Outaouais. These materials are distributed by the GCWCC National Office for further
distribution by local GCWCC Managers to federal department/agency workplaces across Canada.

Usages
Only GCWCC campaign materials provided by the GCWCC National Office should be distributed by
local GCWCC Managers and/or federal departmental/agency volunteers. However, if GCWCC
campaign materials are unavailable, local GCWCC Managers can include a brochure about their local
United Way, if they also include a HealthPartners brochure to ensure equal promotion of both United
Way and HealthPartners as recipients.

Procedures for Ordering Campaign Materials
Each year, usually during the April\May period, the GCWCC National Office canvasses the local United
Ways for their requirements, and requests them to respond to a material order online survey (see
Appendix 5). Local GCWCC Managers are required to complete the survey and return it by the due
date (usually before end of May). The GCWCC National Office then processes all orders and ships
requested hard-copy materials to the appropriate locations by end of July. Upon receipt, all local
GCWCC Managers are required to check the contents of the packages and communicate to the GCWCC
National Office if there are any discrepancies. These materials are then to be distributed to local
departmental/agency volunteers for further distribution.

For reference:
    The official name of the campaign is: Government of Canada Workplace Charitable Campaign
        (GCWCC).
    The official logo highlights the HealthPartners logo, the United Way logo and a maple leaf
        representing the federal government.
    The theme of the GCWCC is: “Be a star in  someone’s  life.  Support  the GCWCC.”
    The slogan of the GCWCC is:   “Federal   employees   and   retirees   – creating   hope…changing  
        lives.”

Suggestions for improvement or modification to campaign material can be communicated to the
GCWCC National Office which will work with the Communications and Marketing team. Feedback on
materials may also be provided via the annual GCWCC Post-Mortem (see sub-section 6 “Post  Mortem”)
of this chapter.

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A) The Gift Form
The gift form and the principles governing the procedures set out in this manual were originally
approved by TB. The GCWCC gift form promotes donor choice and provides United Way and
HealthPartners with equal prominence as named recipients.

       Note: In the NCR, there are three named recipients who are provided with equal prominence:
       United Way Ottawa, Centraide Outaouais, and HealthPartners. Working within the federal
       government’s   parameters,   the GCWCC gift form is reviewed annually and strives to reflect as
       many recommended improvements as possible. Requests to alter the gift form require approval
       and must be sent to the GCWCC National Office.

       Note: Should an employee wish to increase a contribution amount after the original form has
       been submitted, a new gift form for the full revised amount to be deducted must be completed
       and forwarded to the local United Way and payroll office as required. The employee should
       indicate on the new gift form that this amount supersedes the previous one.

Two Types of National Gift Forms

When ordering their GCWCC materials in early spring, local GCWCC Managers outside of the NCR
have the option to choose between two (2) different types of GCWCC national gift forms: generic and
customizable gift forms. In 2012, the option was introduced to enable local GCWCC Managers to print
gift forms locally or to receive hard-copy stock from the GCWCC National Office. If a local United
Way wishes to number their gift forms, a blank space has been left in the top-right hand corner for them
to do so (see below for more information).

Note: If a local GCWCC Manager chooses to print their generic or customizable forms locally, they
will be exempted from charges for the cost of centralized gift form printing and distribution, and will
incur the costs of printing their gift forms locally. If a local GCWCC Manager chooses to receive hard-
copy stock of the generic gift forms from the GCWCC National Office they will be charged, as in
previous years, to help pay for centralized gift form stock, printing and distribution. Costs to be shared
by United Way and HealthPartners would include a base cost for national printing. Any incremental
costs to customize the form for the benefit of the local United Way are to be paid by the local United
Way.

For reference purposes, relevant comparisons with the NCR Gift Form are also included below.

       Generic Gift Form
        Local GCWCC Managers may choose forms that have text in Box 1 (Local United Way
          Box) that reflects five generic impact/priority areas for donors to choose from (Services to
          alleviate poverty, Seniors, People with disabilities, New Canadians, and Children, youth and
          families).
        If the local GCWCC Manager chooses to receive hard-copy stock of the generic gift form
          from the GCWCC National Office, these gift forms will arrive ready for distribution.
          However, the local GCWCC manager may choose to over-print their local United Way’s
          identification # in the Box 1 and 4 sections of the gift form (at the top and bottom of the
          form) to reduce the need for donors to do so manually, or they may choose to apply a unique
          serial number on each gift form.
        If the local GCWCC manager chooses to print their generic gift forms locally, they will
          receive an electronic file from the GCWCC National Office enabling them to do so. The
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option will remain for local GCWCC Campaign Manager  to  input  their  local  United  Way’s  
     identification # in the Box 1 and 4 sections of the gift form (at the top and bottom of the
     form), and/or to apply a unique serial number on each gift form.

Customizable Gift Form
  Impact/priority areas listed on the generic gift form may not suit every local United Way.
    Therefore, local GCWCC Managers may order GCWCC national gift forms that allow for
    customizable text to be inserted into the Local United Way Box (Box 1). Text developed
    by local United Way must be submitted to the GCWCC National Office by the due
    date provided to obtain the necessary approval for use. Local United Ways are not
    permitted to make any changes to the Box 3 HealthPartners section of the gift form.
  The local GCWCC manager will receive an electronic file from the GCWCC National
    Office allowing for customization of text in permitted areas prior to printing with their
    preferred  print  supplier  and/or  through  their  United  Way’s  laser  printer.      The  option  will  
    also remain for local GCWCC Campaign Manager to input their local United Way’s  
    identification # in the Box 1 and 4 sections of the gift form (at the top and bottom of the
    form), and/or to apply a unique serial number on each gift form. Instructions will be
    provided to this effect when the file is sent.

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Tour of the Gift Form

BOX 1 – Local United Way

Box 1 is the designated space for the local United Way. If an employee wishes to contribute to their
local United Way, they must identify their gift in Box 1 – My Local United Way.

       Note: In the NCR, Box 1 is assigned as the United Way Ottawa box, and Box 2 is assigned as
       the Centraide Outaouais box, as there are two (2) local United Ways in the NCR campaign.

              All donations captured under Box 1 must be recorded as designations to the Local United
               Way in the year-end GCWCC final results submission.

              In order to ensure that gifts are directed to the appropriate local United Way office, the
               local United Way code must be entered on the gift form in both sections for Box 1
               (top and bottom of the gift form). The codes for United Ways across Canada are listed
               on the national and NCR calendars and on the website at http://gcwcc-
               ccmtgc.org/en/campaign-volunteers/campaign-tools/national-outside-ncr/campaign-
               materials/promotional-materials .

       Note: All   United   Way   codes   start   with   a   “01   code”.      Local United Way Campaign Managers
       may over-print their local United Way code in the Identification # box for Box 1 in order to
       reduce the need for donors to insert this manually and avoid coding errors.

BOX 2 – Other United Way

Box 2 is the designated space for Other United Ways. If an employee wishes to contribute to a United
Way other than their local United Way, they must identify their gift in Box 2 – Other United Way.

       Note: In the NCR, Box 3 is assigned as the Other United Way box.
          All donations captured under Box 2 must be recorded as designations to Other United Ways
           in the year-end GCWCC final results submission.

                                                                                                              20
   In order to ensure that gifts are directed to the appropriate local United Way office, the
           correct local United Way code must be entered on the gift form in both sections for Box
           2 (top and bottom of the gift form). The codes for United Ways across Canada are listed
           on the National and NCR calendars and on the website at http://gcwcc-
           ccmtgc.org/en/campaign-volunteers/campaign-tools/national-outside-ncr/campaign-
           materials/promotional-materials .

       Note: All  United  Way  codes  start  with  a  “01  code”.    
       Note: Should an employee wish to contribute to additional United Ways, over and above their
       local United Way and one additional Other United Way, an additional gift form must be fully
       completed. All forms should be attached together.

BOX 3 – HealthPartners

Box 3 is the designated space for HealthPartners. If an employee wishes to contribute to HealthPartners,
they must identify their gift in Box 3 – HealthPartners.

       Note: In the NCR, Box 4 is assigned as the HealthPartners box.

          All donations captured under Box 3 must be recorded as designations to HealthPartners in the
           year-end GCWCC final results submission.

          The identification number for HealthPartners and their national member organizations is
           01555 across Canada, and this number is pre-printed in BOX 3.

          Donors may choose to designate their Box 3 gift to HealthPartners who will distribute the
           gift amongst its 16 national member agencies, and/or to one or multiple HealthPartners
           members. As part of HealthPartners, the member organizations invest in research and local
           programs and services in communities across Canada. Gifts made to HealthPartners in BOX
           3 will be directed to each national member organization for distribution to local communities
           and local/provincial and national research initiatives.

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Note: should a donor choose to direct their donation exclusively to a local health affiliate (e.g. a
provincial health organization), they can do so through in BOX 4 “Other Canadian Registered Charities“  
(see below) as long as the local affiliate has its own Business Number (BN). When the local affiliate
does not have its own BN, the gift cannot be processed through BOX 4 and should be included in BOX
3 under the HealthPartners BN.

 BOX 3           Gifts to HealthPartners and/or individual member organizations.

 BOX 4           Gifts to local affiliates of HealthPartners
                  Must have distinct BN
                  If no distinct BN, return to BOX 3

BOX 4 – Other Canadian Registered Charities

Box 4 is the designated space for designations to Other Canadian Registered Charities. If an employee
wishes to contribute to any other Canadian registered charities, they must identify their gift in Box 4 –
Other Canadian Registered Charities.

       Note: In the NCR, Box 5 is assigned as the Other Canadian Registered Charities box.

         All donations captured under Box 4 must be recorded as designations to Other Canadian
          Registered Charities in the year-end GCWCC final results submission.

         When completing BOX 4 on the gift form, the donor must fill in the name of the charity and
          the   organization’s   BN in the appropriate area. This   number   is   the   charity’s   registration  
          number assigned by Canada Revenue Agency. A searchable listing can be found at
          http://www.cra-arc.gc.ca/chrts-gvng/lstngs/menu-eng.html or by calling 1-800-267-2384
       Note: The local United Way is responsible for the distribution of Box 4 designations and
       therefore the local United Way’s code must be placed in the Identification # for Box 4. Local
       GCWCC Managers may over-print their local United Way’s code in the Identification # box for
       Box 4 in order to reduce the need for donors to insert this manually and avoid coding errors.

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B) Other campaign materials
As noted at the beginning of this section, it is the responsibility of the local campaign manager to
ensure that GCWCC branded materials are used in the campaign. If unavailable, GCWCC
managers must ensure equal promotion of both United Way and HealthPartners as recipients.

Calendars
It is the responsibility of local GCWCC Managers to instruct canvassers to distribute the GCWCC gift
forms together with GCWCC calendars provided by the GCWCC National Office. The calendar has
important information related to campaign giving, and also includes the codes of the local United Ways
across Canada, which are required for donations to Other United Ways and Other Canadian Registered
Charities.

GCWCC Posters
GCWCC posters are available in two sizes, small  (8.5”  x  11”)  and  large  (17”  x  22”)  and are excellent
visuals for the campaign.

Posters can be ordered or downloaded at http://gcwcc-ccmtgc.org/en/campaign-volunteers/campaign-
tools/national-outside-ncr/campaign-materials/promotional-materials

        Note: In the NCR, only large posters are available in hard copy. Small posters are available
        online at http://gcwcc-ccmtgc.org/en/campaign-volunteers/campaign-tools/national-capital-region/campaign-
        materials/promotional-materials

GCWCC Thermometers
GCWCC thermometers are helpful tools to keep employees informed of the progress of their campaign.
They are available in two sizes, small  (8.5”  x  11”)  and  large  (17”  x  22”).

Thermometers can be ordered or downloaded at http://gcwcc-ccmtgc.org/en/campaign-
volunteers/campaign-tools/national-outside-ncr/campaign-materials/promotional-materials

        Note: In the NCR, only large thermometers are available in hard copy. Small thermometers,
        however, are available online at can be ordered or downloaded at http://gcwcc-ccmtgc.org/en/campaign-
        volunteers/campaign-tools/national-capital-region/campaign-materials/promotional-materials

Special Event Forms
Special event forms should be provided by the local GCWCC Manager to departments and agencies for
tracking of special events and dollars raised. These forms must be ordered from the GCWCC National
Office.

GCWCC Logos
GCWCC logos can be downloaded online and they can be found at http://gcwcc-ccmtgc.org/en/campaign-
volunteers/campaign-tools/national-outside-ncr/campaign-materials/graphics-and-logos .

                                                                                                                    23
2. Promotional Items
Promotional items, such as t-shirts, and aprons, etc., may be produced by local GCWCC Managers and
given or loaned to volunteers in the federal workplace as long as the materials are branded with the
GCWCC logo or messaging. Local GCWCC Managers may also encourage departments/agencies to
produce their own items at their own cost by a company of their choice, as long as the official GCWCC
logo and name appear on the items. Before producing any promotional materials, please check with the
GCWCC National Office.

When departments/agencies want to hold special events (draws, golf tournaments, etc.) to recognize
volunteers and GCWCC promotional items are not available, the local GCWCC Manager may give
United Way and HealthPartners items as prizes. To ensure equal visibility, both recipient organizations
must be given the opportunity to provide such items at the same event.

GCWCC Online Store

GCWCC customized materials and collaterals may be purchased through the online store (ex. leadership
pins, banners, flags, kit folders). The purchase and customization of these items is at the discretion of
the local United Way or department/agency and must be funded through local budgets. Please go
http://gcwcc-ccmtgc.org/en/campaign-volunteers/gcwcc-store or contact the GCWCC National for
more information.

Gift Solicitation

Campaign teams occasionally consider soliciting gifts from private sector suppliers. Annually the
GCWCC Chair writes to departmental Deputy Ministers and Heads of Agencies providing guidance on
this subject for Campaign Leaders and employees involved in the campaign. Please see Appendix 6.

3. Recognition
A) Certificates
Certificates may be downloaded from the website (http://gcwcc-ccmtgc.org/en/campaign-
volunteers/campaign-tools/national-outside-ncr/campaign-materials/promotional-materials) and
customized for volunteer recognition.

B) Local GCWCC Awards
Recognition to departments/agencies for pledge rate, pledge rate increase, etc., is encouraged. The
GCWCC logo and name must appear on these awards and no other logos or slogans can appear.
Local GCWCC Managers are strongly encouraged to implement a recognition program (thank you
letters or e-mails to volunteers and campaign leaders, personalized holiday cards, etc.) to ensure
continued engagement and commitment to the GCWCC. In such case, the recognition must be specific
to the GCWCC and include reference to United Way and HealthPartners.

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C) GCWCC National Team Spirit Award
In 2010, a new GCWCC award was introduced, the National Team Spirit Award, which recognizes the
effort, innovation and creativity that departments/agencies put forth to bring together their GCWCC in
the NCR with all of the GCWCC activities that take place across Canada in departments’ local offices.
The award is given out annually and departments who take a national approach are encouraged to apply
at the end of their campaign.           For more information, contact at the National Office at
GCWCC_National@unitedwayottawa.ca.             See      also      http://gcwcc-ccmtgc.org/en/campaign-
volunteers/2013-gcwcc-recognition-awards-ncr. In such case, the recognition must be specific to the
GCWCC and include reference to United Way and HealthPartners.

4. Training Manuals
GCWCC volunteer training manuals for GCWCC employee workplace campaigns both in the NCR and
across Canada (National) are available from the website (http://gcwcc-ccmtgc.org/en/campaign-
volunteers/campaign-tools/national-outside-ncr/training-materials ).

These manuals have been created to help train local departmental/agency volunteers. The
topics/positions covered by the manuals are:

           Branch Coordinator
           Campaign Leader
           Canvasser
           Special Events Coordinator
           Treasurer

Training manuals can be customized by United Ways to include local content such as statistics and
information about the local GCWCC.

5. Loaned Representatives
Loaned Representatives (LRs) or sponsored employees are individuals loaned to local United Ways by
organizations in the public and private sector over the course of the campaign (16 weeks). These
individuals act as extensions of United Way staff and local GCWCC Managers by working closely with
departmental/agency campaigns. Local federal senior managers make the decision whether or not to
allocate staff to the LR/sponsored employee program, and each local United Way is responsible for
developing its own LR program, recruiting qualified candidates and providing adequate training.
Salaries and expenses are paid by the home organizations.

For more information, please contact the GCWCC National Office. See also http://gcwcc-
ccmtgc.org/en/resources/loaned-representative-program

6. Post-Mortem
The GCWCC National Office conducts a yearly electronic post-mortem survey of the GCWCC with all
local GCWCC Managers at local United Ways that run employee campaigns. This post-mortem is used
to acquire important feedback and lessons learned from the yearly campaign. Subjects covered include
operations, materials, best practices and difficulties.

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