Swim Club Swim-A-Thon Coordinator s Guide

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Godwin Fox
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1 Swim Club Swim-A-Thon Coordinator s Guide

2 Step 1 Register to Hold a Swim-A-Thon Visit and register your club. Ensure that you fill out all information. Read the Club Affidavit and sign on behalf of your organization and ensure all involved in Swim-A-Thon abide this. Swim Ontario will approve your involvement and a member of the Raising Spirit team will contact you. Step 2 Be Prepared Information Raising Spirit will be requesting of you: Club Photo 920px x 300px and a Club Logo jpeg if you are unsure how to manipulate photo into specs, Raising Spirit will adjust as best we can Swim Club goal statement in a 1-2 short paragraph, state what your club s fundraising goal, what you will do with the monies raised, and what it will mean to swimmers Details of the Event i.e. Date, Time, Location, Who i.e. Jr swimmers 7am, etc **Note once you are approved this information will be requested of you by a team member from Raising Spirit which will come from swimmingcanada@raiseathon.ca

3 Step 3 Approval of your Site Raising Spirit will build your site, and let you view for final approval. Site will not be live until Raising Spirit sends you a specific to state Site is Live. Swim Clubs will not be able to begin fundraising until at the earliest January 1, 2013 due to the issuing of receipts. All donations for Swim-A-Thon 2013 must be received within the 2013 calendar year in order to be eligible for receipts. Step 4- Site is Live Your Swim-A-Thon site is LIVE! Communicate to your families via with your site link provided by Raising Spirit Team or a one page hand out advising them of Swim-A-Thon. Provide the Swim-A-Thon Fundraising Goals for Members i.e. $150,etc so they populate their profile pages with this number, tell them to aim high, and check profile often to see if they need to increase their goal Ask coaches, to participate and encourage swimmers to go online and register. Ensure coaches are on board to assist in getting everyone participating If you plan on doing competitions between groups, ensure the swimmer indicates the group they are in upon registration. You can t update this later **note if a family has 2-3 swimmers, if club allows they can have one shared page

4 Step 5 - Check Regularly for Swimmers that have Registered This is key in order to maximize your fundraising results. Ensure your club administrator has given you the club roster and level of swimmer that you can quickly determine which coach they fall under, etc. Coaches have the biggest pull to be on the swimmer to register. Visit (note the your club call letter again, this will be confirmed by Raising Spirit Team, password: doom21 Click on Participants This will show you an excel report for all participants that have registered to date. This is in real time. If you only have 5 participants registered, you can re- families, coaches, etc and spread the word how important it is for them to register. If you have 100 members, and 95 have registered, you can then contact those 5 specifically and encourage them to register. Participant Report is a valuable tool for several uses: Check participant level and continue to communicate out Provides a snapshot of total funds raised vs Goal End of campaign, you can quickly see if swimmer met the family fundraising goal for club for the year.

5 Step 6 Continual Communication You have everyone registered and now it s the push to raise money. The last week before Swim-A-Thon you will see a great number of funds coming in. It is important along the way to continually results to family, coaches and state how are we doing Visit (note the your club call letter again, this will be confirmed by Raising Spirit Team) At the top of the page you will see the fundraising total. This is in real time so all funds are current. Shout about it. Encourage people to put on their Facebook, Twitter, etc. Ask people to like your Facebook and Twitter pages so you can post results instantly! Go back into the Participant Report, and share how members are doing. Or provide report to coaches so they can say John is #1 in our group, who can beat him? Recommend that during the last week, you are communicating out once per day of the results and that we are almost there, etc.

6 Step 7 Swim-A-Thon Event is Over What next? Each site will close at 12 midnight the day of your event Once the event is closed, no more donations can be accepted on the site. Swim Club Coordinator will receive an to begin the next step to finalize Swim-A-Thon in order that receipts will be processed. Step 8 Manage Donations - Report Final Step Club Swim-A-Thon Coordinator will receive an with link to manage receipts (flag or modify amount) as part of final step Visit It is absolutely important NOT to click confirm at the bottom of the page until all verifications have been completed.

7 Step 8 Flag Donations for Receipting Final Step Continued Only donors that have requested a receipt will show up on this report. These will be organized and grouped by swimmer i.e. All Suzie Smith s donors, then all John Brown s donors, etc VERY IMPORTANT when a donor asks for a receipt they are asked if they are parent/guardian of swimmer if they say yes, then in parent column it will say modify amount which allows for you to change amount they will be receipted on. i.e. if fundraising fee is $100, and parent/guardian donates $125, they are only eligible for $25 simply click on set amount and put amount to be receipted on or if parent donates $10, and fundraising fee was $50, simply click deny instead Do NOT click confirm until all verifications are complete!

8 Step 8 Flag Donations for Receipting Final Step Continued Note any donation that was made by a general donation on your home page i.e. your t-shirt supplier/local business it will shop with a participant US which represents your actual swim club Do NOT click confirm until all verifications are complete!

9 Step 8 Flag Donations for Receipting Final Step Continued If you selected for parent/guardian to modify enter in adjusted value ie 25 Then put in reason i.e. fundraising fee is $100, parent donated $125 so Receipt for $25 Then click submit under reason box Ensure never put value to zero or negative i.e. they donated $75 and fundraising fee is $100 they don t get a -25 receipt, you would just deny

10 Step 8 Flag Donations for Receipting Final Step Continued You an now see your reason for modified amount and this will be what is receipted for the $25 number leading into reason is the total for receipting

11 Step 8 Flag Donations for Receipting Final Step Continued Now let s say you want to DENY a receipt you see it s the parent who has donated because modify if parent column is populated but the fundraising fee is $200 and they are asking for receipt for $10 they are not eligible simply click deny DO not modify receipt to zero otherwise it will issue receipt for $0 simply click deny

12 Step 8 Flag Donations for Receipting Final Step Continued If you click deny, then a Reason Denied Box appears. Here you can write a simple explanation i.e. Club Mandatory Assessment Fee- Parent, then click SUBMIT on this page, and you can go back to list

13 Step 8 Flag Donations for Receipting Final Step Continued now you will see the top portion which indicates all donations that will Receive receipt and the bottom part of the onscreen that have denied IMPORTANT you can continue to change a deny receipt to allow and an allow receipt to deny. You can start on a Wednesday shut down computer, and come back in on Thursday and it leaves off where you were automatic save Once you CLICK CONFIRM at the bottom you can not go back and change anything

14 Step 8 Flag Donations for Receipting Final Step Continued If you deny or modify any receipt as the Swim-A-Thon coordinator you need to notify the donor and explain why. This is the responsibility of the club

15 When it s all done Someone loses a receipt maybe 9 months down the road A donor loses a receipt, or claims they never received one. Once Swim Ontario has completed their final approval, receipts will be deployed. You can then go back into pass:doom21 Select online donations for charitable receipts it will show all donors and to the far right it will give their receipt #, you would then simply contact Swim Ontario office provide your club call letter, receipt #, and name of person, and they will forward you a copy of receipt for you to distribute

16 Step 9 You are done! A Few Notes! IF YOU DENY ANY DONOR, IT IS THE CLUB S RESPONSIBILITY TO NOTIFY DONOR AND ADVISE WHY IF you Modify an amount for receipt, it is the club s responsibility to notify donor and advise why If a donor forgets to click yes they would like a receipt, it will be too late, and Swim Canada will not issue receipts Everything is now in the hands of Swim Ontario. They will now do a verification of receipting as a double check. Once Swim Ontario approves, receipts will be issued electronically on or before February Once receipts have been issued you may visit Click on Online Donations For Receipts and the receipt number will now be populated beside the receipts that were deemed eligible for receipts. Note that this will not be populated until Swim Ontario has authorized. What happens if you need help? No problem, Contact the Raising Spirit Team, see next page

17 Contact Please contact Raising Spirit Team at or if you have any questions or need assistance. Detail out: Name Club Site Phone Number Explanation of your question or assistance: We are here to help you!

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