|
I. PURPOSE OF THE COMBINED CHARITABLE
CAMPAIGN
The purpose of the combined charitable campaign
is to allow state employees to express their generosity and
benefit a wide variety of charities, while minimizing workplace
disruption and administrative costs. These policies and procedures,
along with Ohio
Administrative Code Section 123:1-28-01, govern
the State of Ohio Combined Charitable Campaign (CCC).
|
|
II. DEFINITIONS
|
|
2.1
|
Administrative Costs - are
an organization's percentage of total support and revenue
spent on administration and fundraising. For CCC reporting
purposes, this percentage is computed from information on
the IRS Form 990, by adding the amount spent on "management
and general" currently (line 14) to "fundraising"
currently (line 15) then dividing the sum by "total revenue"
currently (line 12).
|
|
2.2
|
Campaign Coordinating Organization
(CCO) - is a participating federation chosen to assist
the state in running the Combined Charitable Campaign. At
the state level, the CCO provides advice and assistance to
the state steering committee and its subcommittees in planning
and conducting the campaign, handles accounting functions
and distributes funds to all participating federations.
|
|
2.3
|
Chief Professional Officer (CPO)
- the Chief Executive Officer (CEO), or person who stands
in the place thereof; i.e. President, Executive Director,
or other similar title.
|
|
2.4
|
Designation - An employee
selection of a federation and/or member agency, by completing
a pledge form. Each selection constitutes a designation.
|
|
2.5
|
Direct Health and Human Services
- For the purposes of the CCC, direct health and human services
are any combination of programs designed to meet the needs
of children and youth, the ill and infirm, the mentally and
physically handicapped, the elderly, poor, minorities or women.
Examples of direct health and human services are programs
aimed at one or more of the following:
|
|
|
|
health support and services
|
|
|
|
research or education in the health fields
|
|
|
|
safety and protective services for children
and adults
|
|
|
|
food and nutrition services
|
|
|
|
preparation and delivery of meals
|
|
|
|
family and child care, and adult day care
|
|
|
|
foster care for children or adults
|
|
|
|
programs for school age children with special
needs
|
|
|
|
home management and maintenance
|
|
|
|
transportation services
|
|
|
|
information, referral and counseling services
|
|
|
|
emergency shelter, care and relief
|
|
|
|
adoption assistance
|
|
|
|
neighborhood and community organization
|
|
|
|
services to meet recreational and cultural
needs
|
|
|
|
social adjustment and rehabilitation services
|
|
|
|
the protection, preservation or restoration
of the air, water and land, if these provide direct benefits
to people
|
|
2.6
|
Federation - An umbrella
charitable organization with at least ten member agencies
that meet all eligibility requirements for participation in
the Combined Charitable Campaign. An organization with multiple
chapters is not normally considered a federation under this
definition; however, all organizations participating in the
campaign prior to 1997 will be deemed to meet the requirements
of this definition for the purpose of continuing participation.
|
|
2.7
|
Loaned Employees (LE’s) - State employees loaned to the CCO for the campaign time period, and for a reasonable length of time before and after the campaign. They work with the CCO to assist state agencies in running their campaigns, and to perform a variety of administrative tasks necessary to the campaign.
|
|
2.8
|
Public Relations Committee (PRC)
- An interagency committee responsible for developing campaign
materials (e.g. contributor's guide, posters, pledge forms),
planning special events, and performing other public relations
and communication duties related to the annual campaign.
|
|
2.9
|
State CCC Co-Chairs - State employees, including a cabinet level employee named by the governor and a representative of organized labor named by the union representing the largest number of state employees, who provide statewide leadership for the annual campaign.
|
|
2.10
|
State Steering Committee (SSC) - An interagency committee responsible for approving policy and procedure changes, participation requests, auditing federations and member agencies eligibility, setting campaign goals, approving campaign materials and making other decisions about the annual campaign.
|
|
2.11
|
Substantially - For the purpose of these policies, the terms "substantial" or "substantially" mean 51 percent or more (e.g. if 51 percent or more of a federation's member agencies provide services within Ohio, this is considered a substantial number).
|
|
2.12
|
Voluntary Contributions - Are employee donations.
|
|
III. BASIC PREMISES OF THE CAMPAIGN
The State of Ohio Combined Charitable Campaign (CCC) is
guided by the following basic premises:
|
|
3.1
|
Employee Ownership - State
employees own the CCC. Campaign leadership and solicitation
are by state employees. Contributions by state employees are
voluntary and are made to eligible federations and/or member
agencies of their choice.
|
|
3.2
|
Payroll Deduction - Central
to these policies is the concept that payroll deduction is
a preferred method of charitable giving, providing both contributor
convenience and an enhanced level of financial support for
vital voluntary health and human services. Employees wishing
to contribute to the CCC should be encouraged to consider
this method of payment, but cash contributions will also be
accepted.
|
|
3.3
|
Employee Involvement - The
involvement of labor and management state employees in the
work of participating federations and agencies is regarded
as beneficial both to the annual campaign effort and to overall
employee morale and productivity. Therefore, following accepted
practice in business, industry and government campaigns, it
is the policy of the State of Ohio to permit time during the
working day for state employees to participate in campaign
planning, promotion, solicitation and related activities.
|
|
3.4
|
Sole Appeal - The CCC is
the sole appeal for charitable contributions through payroll
deduction for state employees. Charitable solicitations by
participating federations and agencies may only be conducted
during the annual campaign, which is approximately six weeks
in September and October, as designated by the SSC. With the
exception of Operation Feed and similar campaigns, whose primary
focus is gathering food for those in need in local communities,
the CCC is the only State sanctioned fundraising program.
|
|
3.5
|
Focus on All Federations
- During the campaign time period, presentations to employees
are to reflect all federations participating in the campaign.
Kick-off events and agency information fairs are designed
to disseminate information on federations participating in
the campaign. At these functions, federation items are not
to be sold nor are donations to be accepted for items for
individual agencies. At the request of an agency or group
of employees, representatives from a specific federation or
agency may make a presentation in the context of an informational
session that also provides information on all campaign participants.
All special events held during the campaign time frame must
be initiated by state employees, must be identified as CCC
functions and, if proceeds are to be designated, must clearly
identify the federation(s) and/or member agency(s) that will
benefit from the dollars raised.
|
|
3.6
|
Voluntary Giving - Employee
solicitations are to be conducted during work hours, on-site,
by state employees, using accepted methods that permit true
voluntary giving and reserve to the individual contributor
the right of disclosing any donation or keeping it confidential.
There will be no coercive activities in the CCC. Giving guides
may be provided; however, they will be accompanied by a statement
explaining that the guide is provided in response to employee
requests, but that the decision to give and the amount given
is up to each employee.
|
|
IV. ROLES AND RESPONSIBILITIES
|
|
4.1
|
Governor - The governor sets
the tone and spirit of the CCC by providing leadership and
support. The governor:
|
|
|
a. .
|
Selects a cabinet level state employee as State CCC Co-Chair and regional coordinators as deemed necessary.
|
|
|
b.
|
Sends letters encouraging support of the CCC to cabinet members, agency directors and state employees.
|
|
|
c.
|
Participates in the statewide kickoff and
thank you events.
|
|
|
d.
|
Receives interim progress reports and the
final summary report from the CCC co-chairs and shares this
information with the cabinet.
|
|
4.2
|
Director - The director of
the Department of Administrative Services ensures statewide
compliance with CCC rules, policies and procedures; provides
administrative support for the campaign; and is the final
arbiter on participation appeals and policy decisions.
|
|
4.3
|
Organized Labor - Organized
labor provides leadership and support for the campaign, and
encourages union member participation in the campaign. Organized
labor:
|
|
|
a.
|
Selects a State Labor CCC Co-Chair and regional coordinators as deemed necessary.
|
|
|
b.
|
Selects state agency and local agency labor
coordinators.
|
|
|
c.
|
Endorses the campaign through individual
letters, newsletter articles and other means available to
communicate with members.
|
|
4.4
|
CCC Co-Chairs - The CCC Co-Chairs
provide the public focus of the state's commitment to the
CCC. The co-chairs are a cabinet level management employee,
selected by the governor, and a representative of organized
labor, selected by the union representing the largest number
of state employees. The co-chairs:
|
|
|
a.
|
Mobilize and promote top-level leadership
for the campaign among state agencies and encourage voluntary
participation by state employees.
|
|
|
b.
|
Secure the appointment of state steering
committee (SSC), public relations committee (PRC) members and
other subcommittee members..
|
| |
c. |
Secure the appointment of campaign coordinators from each agency.
|
|
|
d.
|
Ensure that the numbers of loaned executives
needed to effectively run the campaign are assigned.
|
| |
e. |
Preside over the SSC meetings.
|
|
|
f.
|
Work with the PRC and SSC to arrange a well-publicized statewide
kickoff event, with the participation of the governor whenever
possible, to signal the beginning of the CCC campaign throughout
the State.
|
|
|
g.
|
Work with the PRC and SSC to arrange for
and effectively publicize campaign events, including
a thank you event for agency coordinators, committee members,
loaned employees and others who worked on the annual campaign.
|
|
|
h.
|
Work with the CCO and the SSC to establish a
statewide campaign goal and to recommend individual agency
goals.
|
|
|
i.
|
Prior to the beginning of the annual campaign, make a presentation to the governor’s cabinet, explaining the annual theme and goal and encouraging top level support for the campaign.
|
|
|
j.
|
Prepare and submit a summary report to
the governor and labor by April 1st of each year following the campaign.
|
|
4.5
|
Regional Coordinators - The
regional coordinators, appointed by the governor, and labor
regional coordinators, appointed by the union representing
the largest number of state employees, assist the state co-chairs
in their counties. The regional coordinators:
|
|
|
a.
|
Mobilize and promote top level leadership
for the campaign among agencies and offices in their counties,
and encourage voluntary participation by state employees.
|
|
|
b.
|
Promote the campaign by speaking at regional and/or agency events.
|
|
4.6
|
State Steering Committee (SSC)
- The State Steering Committee (SSC) plans the annual campaign
and makes participation and policy decisions. The SSC includes
the state campaign co-chairs, regional coordinators, Department
of Administrative Services (DAS) state campaign liaison, public
relations committee chair, and a minimum of five additional
state agency representatives. Agency members serve on a rotating
basis, with each representative making a commitment of at
least two (2) years. A representative of the CCO also serves
on the SSC as a non-voting member.
State CCC co-chairs are the presiding officers of the SSC.
The SSC:
|
|
|
a.
|
Approves changes in CCC rules, policies
and procedures.
|
|
|
b.
|
Approves or disapproves applications for
participation, and determines continuing eligibility of participating
federations and member agencies. Annually conducts an audit or in-depth
review of all participating agencies
to ensure that they meet all current eligibility requirements.
|
|
|
c.
|
Approves the designation of a participating
federation as the campaign coordinating organization (CCO),
for the annual campaign.
|
|
|
d.
|
Prior to the campaign, approves a budget
to cover all costs related to the campaign. The budget is
to be no more than 10 percent of the amount raised in the previous
year's campaign.
|
|
|
e.
|
Determines the beginning and ending solicitation dates
of the annual campaign, approximately a six-week time frame,
normally during the months of September and October.
|
|
|
f.
|
Oversees the annual campaign and approves
the campaign theme, special event plans, and campaign materials
(e.g. logo, theme, poster, video, resource guide, report envelope, pledge form).
|
|
|
g.
|
Determines the number of loaned employees
needed for the campaign, based on recommendations from
the CCO. Recruits the loaned employees from various state
agencies.
|
|
|
h.
|
With advice from the Department of Administrative
Services concerning payroll system capacities, determines
the minimum contribution necessary to participate in payroll
deduction.
|
| |
i. |
During the Combined Charitable Campaign period, the Steering Committee may grant permission for solicitations of state employees in support of victims of national or state emergencies and disasters, such as hurricanes, tornados, floods, high water, earthquake, landslide, mudslides, fire, explosions or other catastrophes as declared by the President of the United States or the Governor of Ohio. The Steering Committee may grant approval of the addition of a legitimate charity not already in the campaign during the campaign period in support of such national or state emergency or disaster during the period of that campaign year/solicitation.
|
|
|
j.
|
Has the authority to limit the number of federations and member agencies participating in the CCC.
|
|
4.7
|
Public Relations Committee (PRC)
- The Public Relations Committee (PRC) promotes and publicizes
the annual campaign, plans special events and develops all
campaign materials. The PRC includes a labor co-chair, minimum
of five state agency members, DAS state campaign liaison,
the CCO and optimally two members from the charitable federations
participating in the CCC. State agency members are named by
the state campaign co-chairs. Federation members are representatives
from those federations listed first and second in the current
year campaign materials. The chairperson of the PRC also serves
on the SSC. The PRC:
|
|
|
a.
|
Designs or updates the campaign logo, as
needed, and selects the annual campaign theme.
|
|
|
b.
|
Manages the production of the annual campaign
video.
|
|
|
c.
|
Designs and arranges for the publication
of all annual campaign materials, including but not limited
to the resource guide, poster, pledge
form and campaign report envelope.
|
|
|
d.
|
Selects donor recognition items for campaign participants
and thank you gifts for agency coordinators and committees.
|
|
|
e.
|
Drafts correspondence from the governor
to executive officers and state employees, encouraging their
participation in the campaign.
|
|
|
f.
|
Plans and coordinates the annual coordinator
training, campaign kickoffs, thank you luncheon, and other
statewide campaign events.
|
|
4.8
|
State Campaign Liaison -
The State Campaign Liaison is appointed by the Director of
the Department of Administrative Services (DAS) and provides
on-going administrative support for the campaign. The state
campaign liaison:
|
|
|
a.
|
Serves on the SSC, PRC and other subcommittees
when necessary.
|
|
|
b.
|
Monitors compliance with rules, policies
and procedures and, on an annual basis, recommends needed
revisions.
|
|
|
c.
|
Provides assistance with the application review process.
|
|
|
d.
|
Provides and/or arranges for necessary
administrative support for the CCC.
|
|
|
e.
|
Arranges for payroll inserts and/or messages
on pay statements to help promote participation in the campaign.
|
|
4.9
|
Campaign Coordinating Organization
(CCO) - The Campaign Coordinating Organization (CCO)
conducts the campaign on behalf of all state employees and participating federations. The CCO is selected through the DAS, Request for Proposal (RFP) procedure
and is accountable to the SSC to manage the campaign fairly
and equitably in accordance with the RFP and established CCC Policies and
Procedures; to conduct its duties on behalf of all CCC participants
separate and apart from the operation of its own organization; to
share pertinent information with participating federations; and
to be responsive to reasonable requests for information from
campaign participants. The CCO:
|
| |
a. |
Must use the logo approved by the SSC for all CCC purposes.
|
|
|
b.
|
Provides staff services to the SSC co-chairs, regional coordinators, state steering committee, public relations committee and other sub committees.
|
|
|
c.
|
Works with the SSC and PRC to develop campaign themes and logos; to produce videos, banners and prin ted materials; to develop campaign strategies, timetables and staff requirements; and to recruit and train volunteers to assist in facilitating the campaign.
|
|
|
d.
|
Serves as the central accounting point for contributions received from the State and distributes funds to other participating federations.
|
|
|
e.
|
By March 15 of each year, prepares and
submits a budget to the SSC for approval. The budget, which
is limited to 10% of the amount raised in the previous year's
campaign, is to include all costs necessary to conduct the
annual campaign and to handle related record keeping and funds
distribution.
|
|
|
f.
|
Maintains a separate account for managing
the income and expenses of the CCC.
|
|
|
g.
|
Begins distribution of campaign funds received from state employees to participating federations within sixty days of December 31st of the campaign year, with an initial analysis of gross campaign income by payroll deduction donations, one-time contributions, special events, expenses and projec ted shrinkage. Thereafter, distribution of funds to federations will be made no less frequently than bi-monthly.
|
|
|
h.
|
Provides an end of campaign report to the
SSC and to participating federations by April 1st of the year
following each campaign. The report provides state agency
and federation breakdowns.
|
| |
i. |
Furnishes an annual audit of the CCO to the SSC for the most recently completed CCO fiscal year. The audit is to be submit ted within 120 days of the end of the CCO fiscal year, and is to be certified by an independent public accountant.
|
|
|
j.
|
And other duties as specified in the contract between the CCO and the CCC.
|
|
4.10
|
Loaned Employees (LEs) - Loaned Employees (LEs) work on a full-time basis for a specific period of time during the annual campaign to assist in the operation of the CCC. Loaned employees are recruited by the state CCC co-chairs with recommendations from the SSC, and should include representatives of management as well as employees recommended by organized labor. The number of loaned employees will be determined by the SSC with advice from the CCO.
|
|
4.11
|
State Department Heads -
The director of each State department sets the tone and provides
leadership for the agency campaign. Each director:
|
|
|
a.
|
Ensures that voluntary fundraising within
the department or agency is conducted in accordance with these
policies and procedures.
|
|
|
b.
|
Communicates support for the CCC to agency
employees statewide.
|
|
|
c.
|
Appoints agency coordinators within the
agency's central office. Coordinators should include both
an exempt and a bargaining unit employee. The bargaining unit
coordinator shall be appointed by the union.
|
|
4.12
|
State Agency Coordinators
-
State agency coordinators manage the campaign at the agency level. Normally, both an exempt and a bargaining unit employee are named as coordinators by the department head and the union. State agency coordinators
:
|
|
|
a.
|
Manage the official statewide campaign within their agencies, assist in achieving the agency goal and provide active and vigorous “hands on” support. .
|
|
|
b.
|
Work with the CCO and LEs to achieve a
successful campaign.
|
|
|
c.
|
|
|
|
d.
|
Facilitate the appointment of local agency coordinators at institutions or local offices. Provide training, direction and guidance to the local coordinators.
|
|
4.13
|
Local Agency Coordinators
- Local agency coordinators are recruited by their respective
state agency coordinators, and manage the campaign in local
offices, districts or institutions. Local agency coordinators:
|
|
|
a.
|
Manage the official campaign within their institution, district or office, assist in achieving campaign goals and provide vigorous “hands on” support for the campaign.
|
|
|
b.
|
Ensure that personal solicitations on the
job are organized and conducted in accordance with the criteria
set forth in these policies and procedures, and in Section
123:1-28-01 of the Ohio Administrative Code.
|
|
|
c.
|
Work with the agency coordinator to achieve
a successful campaign.
|
|
4.14
|
Local Agency Committee Members - Local agency committee members work with agency and local coordinators to promote the CCC and encourage employee contributions. Committee members are named by the agency coordinators. Committee members:
|
|
|
a.
|
Communicate the benefits of the CCC to their co-workers, encourage participation by payroll deduction, explain how to designate gifts and answer employee questions regarding the campaign.
|
|
|
b.
|
Personally solicit employees in their assigned
area.
|
|
|
c.
|
Report all pledges and contributions to
the state or local agency coordinator, and ensure that pledge
forms are properly completed and distributed.
|
|
|
d.
|
Assist in planning campaign strategies
and special events.
|
|
V. ELIGIBILITY REQUIREMENTS
|
|
5.1
|
Participating Federations
- Only not-for-profit, tax exempt, charitable federations,
as defined in the definition section of these policies, are
eligible to participate in the CCC.
To be eligible for participation, each federation must:
|
| |
a. |
Submit a completed CCC Application for Participation Form.
|
|
|
b.
|
Have at least ten member agencies that
meet all CCC eligibility requirements and are approved for
participation in the campaign.
|
|
|
c.
|
Provide services substantially within the
State of Ohio, for the benefit of Ohio residents. Specifically,
with the exception of those federations that do a preponderance
of their business overseas, a substantial number of a federation's
participating agencies must provide services within Ohio.
|
|
5.2
|
Federations and Member Agencies
- In addition to the federation requirements, to be eligible
for participation in the CCC, each federation and all of its member agencies
must:
|
|
|
a.
|
Have administrative costs of 25 percent or less. In a case where the federation and/or some of its member agencies have administrative costs in excess of 25 percent, the federation and/or member agency must demonstrate in writing to the satisfaction of the SSC that its administrative costs are reasonable and include a formal plan to reduce these expenses.
|
|
|
b.
|
Be incorporated and/or authorized to do business within Ohio as voluntary, not-for-profit organizations, and are current in their requirement to register, pay filing fee, and file the annual financial reports with the Ohio Attorney General, registered and reporting annually with the Ohio Attorney General as required by Chapters 109 and 1716 of the Ohio Revised Code.
|
|
|
c.
|
Have and maintain status as a tax exempt agency under 26 U.S.C. 501(c)(3), and be eligible to receive tax deductible contributions under 26 U.S.C. 170, the Internal Revenue Code, and applicable laws of the state of Ohio. Submit a copy of the IRS 501(c)(3) for each federation and member agencies with the annual application.
|
|
|
d.
|
Be directed by an active board of trustees
who have no material conflict of interest.
|
|
|
e.
|
Adopt and employ the Standards of Accounting
and Financial Reporting for Voluntary Health and Welfare Organizations
and make available to the general public an annual external
audit by an independent public accountant. In the case of
federations or member agencies with annual budgets less than $100,000,
a copy of IRS Form 990 will be accepted in lieu of the external
audit.
|
|
|
f.
|
Be in existence for at least two (2) years
prior to the date of application, and during that 2 year period,
provided funds, programs or services directed at one or more
of the common human needs as defined under "Direct Health
and Human Services" in the definition section of the
CCC Policies and Procedures. These services are not a part
of any program operated by government or by any educational
institution.
|
|
|
g.
|
Have a stated policy of non-discrimination
and comply with all requirements of state and federal laws
and regulations on non-discrimination and equal opportunity
with respect to its clients, officers, employees and volunteers.
|
|
|
h.
|
Provide funds, programs or services directed at one or more of the common needs, as defined under “Direct Health and Human Services” in the ”Definitions” Section of the CCC Policies and Procedures. Such services may not be a part of any program operated by government or by any educational institution. Service organizations with a religious affiliation are eligible to participate in the campaign if the services they provide meet the definition of “Direct Health and Human Services” and are provided without regard to the religious beliefs or affiliation of those receiving the services. Such service organizations must also have their own 501(c)(3) designation and their own board of directors, separate from the church or religious organization with which they are affiliated.
|
|
|
i.
|
Agree to pay its share of campaign costs,
based on its share of contributions received through the campaign.
|
|
|
j.
|
Adhere to all rules, policies and procedures
of the state CCC program. If a federation or member agency
fails to adhere to the rules of the CCC, eligibility to participate
may be withdrawn by the SSC with written notification to the
federation.
|
|
|
k.
|
Failure of a federation and/or member agency
to comply with policies and procedures of the CCC may result
in sanctions up to and including removal from future campaign(s),
by vote of the State Steering Committee. A federation may be notified of its ineligiblity at any time.
|
|
|
l.
|
The federation may appeal, or appeal on behalf of a member agency, the withdrawal of eligibility as provided in Section 123:1-28-01 of the Ohio Administrative Code.
|
Participants in payroll deduction
before January 1, 1991, (i.e. United Way, The College
Fund/UNCF and International Service Agencies) together
with those agencies that were members of these federations
as of January 1, 1991, shall be deemed to meet federation
status. A Special Wish Foundation, approved for participation
in 1994, shall be deemed to meet the definition of
"federation" as used in these policies.
"This Designation however shall not exempt these
Federations and Member Agencies from operating within
and conforming to the standards prescribed in the
established CCC Policies and Procedures."
|
|
|
|
m.
|
Be advised that noncompliance with the
established CCC Policies and Procedures by a member agency
of any federation shall be subject the nonconforming member
agency either to disqualification from participation in the
charitable campaign for that year or any other sanction determined
to be appropriate.
|
|
|
n.
|
Be further advised, that any remedial action
that shall be individually imposed upon a member
agency for its noncompliance with the CCC Policies and Procedures
may negatively impact the established eligibility requirements
for the participation of the federation for the campaign year.
|
|
|
o.
|
When a Federation becomes noncompliant
with the established eligibility requirements of the CCC Policies
and Procedures as a result of a disqualification or sanctions(s)
imposed on a nonconforming member agency, the federation along
with all its remaining member agencies shall be subject to
disqualification from participation in the charitable campaign
for that year in like manner.
|
|
|
p.
|
When a federation is determined to be noncompliant with
the eligibility requirements of the established CCC Policies
and Procedures, the federation shall be subject to disqualification
from participation in the charitable campaign for that year
or any other sanction determined to be appropriate, whereby,
each member agency of the federation shall be negatively impacted
in like manner.
|
|
5.3
|
Campaign Coordinating Organizations.
To qualify for selection as the CCO a federation must:
|
|
|
a.
|
Be a current participant in the CCC.
|
|
|
b.
|
Be registered with the Ohio Attorney
General pursuant to ORC 109 and 1716.
|
|
|
c.
|
Qualify as a voluntary health and human
services agency within the meaning of 26 U.S.C. 501(c)(3)
and be eligible to receive tax deductible contributions under
26 U.S.C. 170.
|
|
|
d.
|
Demonstrate experience in managing workplace
campaigns, and efficiency in raising money.
|
|
|
e.
|
The CCO must have a presence in the community
in which the state offices and institutions they are assisting
are located.
|
|
VI. APPLICATION PROCESS
Each participating federation must certify that it meets
the eligibility requirements delineated in these policies,
and also must list each of its member agencies which it certifies
to meet these requirements.
|
|
6.1
|
Application Deadline and Information
-
Federations seeking participation in the CCC shall file a written application no later than the date specified on the CCC Application for Participation Form. The SSC will provide an application form for this purpose.
|
|
|
a.
|
The application must include, but is not limited to, the required certifications, documentation and attachments by the responsible administrative officers that the federation and each of its member agencies participating in the CCC meet the criteria for CCC eligibility, as listed under Section V of the CCC Policies and Procedures.
|
|
|
b.
|
The application must include, but is not limited to, the following attachments (for specific requirements refer to the application form):
| 1. |
A list of the federation and all member agencies that are applying for participation in the campaign to include: 25-word statements describing direct human health and welfare benefits provided by the federation and each member agency; employer identification number (EIN); and administrative costs (as defi ned in the “Definitions” Section of the CCC Policies and Procedures) |
| 2. |
Justification in writing and a formal plan to reduce expenses for each federation and member agency with administrative costs over 25 percent. |
| 3. |
A completed “Verification of Registration with the State of Ohio Attorney General’s Office” for the federation. |
| 4. |
IRS 501(c)(3) for the federation and each member agency. |
| 5. |
Most recently completed IRS 990 for the federation and each member agency, not more than two years prior to the campaign year. |
| 6. |
Official documentation verifying name change (if needed). |
|
|
|
c.
|
The required certifications, documentation
and attachments must be completed and submitted by the application
deadline.
|
|
|
d.
|
Applications that are incomplete may not
be perfected after the deadline or during the appeal process.
|
|
|
e.
|
Failure of a federation/member agency to
comply with the established application process/protocols
for a campaign year can result in either the disqualification
of the federation/member agency from participating in the
CCC for that year or the imposition of other
sanctions determined to be appropriate against the nonconforming
federation/member agency. The imposition of remedial measures
against a federation/member agency for its noncompliance with
the established CCC Policies and Procedures may result in
the negative ramifications delineated under Section V of these policies.
|
6.2 |
Application Review - The SSC will conduct a review of all applications from federations and their member agencies.
|
| |
a. |
The SSC may request information from a federation for clarification of the application. Submissions of such information shall be received by the SSC within five (5) business days of request.
|
|
b. |
If a federation or member agency is found not to meet the eligibility requirements, approval to participate in the CCC shall be withdrawn and the federation will be notified in writing no later than May 15 of the campaign year. A federation may appeal such a withdrawal to the SSC and then to the director of Administrative Services in accordance with Section 123:1-28-01 of the Ohio Administrative Code.
|
|
6.3
|
Notification of Eligibility – Following the application review process federations will be notified in writing by the SSC of their status and the status of their member agencies. This notice will be mailed no later than May 15 of each campaign year. If a federation or member agency is refused initial or continued participation in the CCC, the federation may appeal the decision to the SSC and then to the director of Administrative Services in accordance with Section 123:1-28-01 of the Ohio Administrative Code. The appeal must speak directly to the reasons for disapproval, and the applicant must provide supporting documentation when the appeal is filed. The SSC will provide any federation, whose application for participation is disapproved with copies of the Administrative Code section governing appeals.
|
|
6.4
|
CCO Applications -
Applications to serve as the CCO must be submit ted to the Department of Administrative Services with criteria and timeline determined by the SSC. If the SSC fails to take action, the director of Administrative Services shall select the federation or agency to serve as CCO. Those federations applying to be CCO may apply for a period of up to four (4) years. Termination of a CCO will be subject to a sixty (60) day notice.
|
|
VII. CONDUCTING THE CAMPAIGN
The following criteria will be adhered to in conducting
the annual Combined Charitable Campaign:
|
|
7.1
|
Federation Participation
- The SSC will involve participating federations in the planning
process prior to the implementation of the annual campaign; optimally, representatives of two of the participating federations
will serve on the PRC during the entire planning process.
|
|
7.2
|
Designation of Contributions
- State employees may designate from one to six federations
and/or member agencies.
Employees may designate their payroll deductions or one-time contributions by writing in designation codes from the resource
guide from the current campaign year on their pledge forms.
|
|
7.3
|
Allocation of Funds - All
funds collected from state employees must be allocated only
to those federations and member agencies that have been determined
eligible for the CCC for the current campaign year. Eligibility will be granted only for
fundraising campaigns in support of current operations. Capital
fund campaigns are not authorized.
|
|
7.4
|
Pledge Verification - State employees who contribute to the CCC (over $26 annually) will receive a pledge verification from the CCO by May 15 of the following calendar year.
|
|
VIII. DISTRIBUTION OF FUNDS
The CCO will distribute all campaign funds to participating
federations in accordance with the following procedures:
|
|
8.1
|
Designated Funds - All designated
funds will be distributed among the federations for distribution
to their member agencies participating in the CCC.
|
|
8.2
|
Undesignated Funds - Undesignated
funds will be distributed to each federation based on its
percentage of the total designated funds raised in the campaign.
|
|
8.3
|
Deduction of Costs - Each
participating federation and member agency will have withheld
from its distribution of funds its share of campaign costs,
which will be calculated on the basis of each participant's
percentage of the total funds raised.
|
|
8.4
|
Timing of Distributions -
The CCO will begin distribution of one-time contributions to participating
federations within sixty (60) days of December 31st of the campaign year. After the initial distribution of the one-time contributions, distribution of payroll deduction funds will be made to the federations no less frequently than bi-monthly.
|
|
8.5
|
Distribution to Member Agencies
- The federation is responsible for distributing to each member
agency an appropriate share of all designated and undesignated
funds received through the campaign. The actual funds forwarded
to each agency will be based on the total pledged amounts
made to that agency, minus appropriate administrative costs.
Distributions of funds to the designated member agencies must
be within 30 days of receipt from the CCO unless the amount is
under $100, then distribution must be made no later than 90
days of receipt from CCO.
|
