AFPNWO Administration Manual

Prepared by Jacquie Skrzyipec, Jacq Connect
|

© 2018AFPNWO, Toledo OH 43606. All rights reserved.

Contents

Resources & Passwords

New Year Tasks

End-of-Year Tasks

Ongoing Tasks

First Board Meeting

Board Meetings

Welcome Packets

Broadcast Emails

Modifying the Broadcast Email Lists

Sending Broadcast Emails

Webinars

Meetings

Prep

Registrations

Day-of Logistics

Meeting Follow-Up

National Philanthropy Day

Planning Page Set Up

Listservs

Website Pages

Nominations

Announcing the Award Recipients

The eBlast Schedule

Financials

Receipts for Reimbursement

Documenting the Receivables

Recording the Deposits in Quickbooks

The Database

The Annual Report

BE the CAUSE

AFPNWO Administration Manual – page 1

Resources & Passwords

General email:

Website:
Dreamweaver –
username: nwo789; password: Ohio000-

Website – board documents -
password: b2018nwo

Website – planning documents (npd and other committee)
password: aa

Board page –
password: 111

Member directory – password is go2018)

AFPI chapter reports – - go to chapters, scroll down and select chapter portal
username: OH6; password: 1987123

AFPI BTC chapter reports – - go to MY AFP PROFILE, scroll down and select chapter tally report
username: OH6BTC; password: OH6BTC

LinkedIn account –

Facebook account –

Twitter account – (admin username: ;password: Toledo10)

CFRE –
username: xx; password xx

Vertical Response (email broadcast system) –
username: ; password baba789789

Paypal – administrator, president, president-elect & treasurer only

New Year Tasks

Create a new folder in the afpdropbox account and name it YYYYfinancials. Send an invite link to the treasurer and president. Inform them of the PayPal username and password.

Update the board list at

Update the president at

Update the database at – specifically bm, board sort, and board home addresses.

Update the board contact list using board directory merge – no home.docx and save it as This list will also be used for the new member packet.

Update the board packet at Use board directory merge.docx to create the board list. Send to the president for review.

  • Add deadline dates from the AFP Calendar.
  • Send email calendar invites to appropriate board members.

Update the new member packet at Send to VP, Membership and president for review.

Update the website – change copyright notice date, committee chairs, etc.

  • Add a folder for that year in YYYY format (e.g., All files and images specific to that year are placed in that folder.
  • Add a folder for that year in YYYY format in the board folder (e.g., All files specific to that year regarding board governance are placed in that folder.
  • Change the directory password and ask the new president for content of an email to members – see
  • Ask the programmer to add a BTCYYYY field for the database.
  • Check all csv files to make sure they are cleared of all previous year data.

Create the new meetings workbook by copying and renaming the old workbook in Dropbox. Update the ongoing spreadsheets – the meeting dates in the summary, the topic history, final attendee analysis, board history, and presidents. Delete the monthly meeting spreadsheets. Send the new workbook to the new president and VP Professional Development so that they have a history of previous programs and activities.

In Adobe Illustrator, update the CFRE logo in the artNEO folder with the new year. Save it as a PDF. Open it in Adobe Photoshop, resize it to 72 dpi and 120 pixels wide and save it as a .png file, both in the artNEO folder and folder. Publish the image.

Download the AFP Ten-Star/Gold Ten-Star application in Word and complete it. Send it to the past president and current president for review. Once it is approved, submit it.

End-of-Year Tasks

Complete the accord leadership requirements online by December 15th. Go to select chapters, scroll down to the bottom and select Accord, log in, select the accord website, log in again, and then start the process.

  • Click on [Go to Chapter Officer], [Add Chapter Volunteer], [Search], and find the name of the chapter officer. Once that person is found, select the position and click [Update].
  • Try to complete as many of the available positions as possible. Sometimes, you will enter one person more than once – e.g., one person can be the chapter administrator, chapter webmaster, chapter check recipient, and chapter contact.
  • When done, do screen shots of the positions and send to the current president and president-elect to make sure everything is correct.
  • Complete the accord requirements by January 15th. Go to select chapters, scroll down to the bottom and select Accord, log in, select the accord website, log in again, and then start the process.
  • Download all document agreements and forward them to the president for review. Once she has said she has read them and agrees to abide, check them on the accord website and [save and continue]. Copy those documents to the website’s board folder for future reference – use the same file name so that the links will remain updated. Publish those files.
  • Download the word version of the chapter activity report and complete it. Send it to the current president and president-elect for review. When approved, log into the accord website and complete the report online. Save the word document to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
  • Create a nicely formatted program schedule in word for all programs held in 2018 (see for sample). Send it to the current president and president-elect for review. When approved, save it to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
  • Go to and select perform a search. Select corporate filings. Enter ASSOCIATION OF FUNDRAISING PROFESSIONALS and click [search]. Select the appropriate entity number. Print that page as a PDF. Save it to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
  • Ask the treasurer to send the 990 for the previous year. Save it to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
  • Ask the treasurer to send the financial statement for the previous year and print it. Save it to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
  • Attach all documents to an email and send it to , cc’ing the current president and president elect.
  • Note: all of the above, with the exception of the financials file, can be done before December 31st. When sending the financials , ask for confirmation that the chapter is now in accord. When that email is received, print it as a PDF, save it to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.

Ongoing Tasks

Answer all AFP emails using the email.

Track hours in the tracking file.

Track mileage in the mileage file.

Maintain the chapter database.

Maintain the listserv.

First Board Meeting

Collect all signed agreements from the board members – Key Expectations, Fair Behavior, Conflict of Interest, and BTC forms. Scan the first 3 and file them.

If any agreements are missing, follow up with those board members to ensure all agreements have been received.

Board Meetings

The secretary will send the minutes. If they have not been approved by the president, send them to the president for review.

Ask the treasurer for the treasurer report and add that to the end of the minutes as an appendix.

Name the file YYYY-MMBoardMinutes.docx (e.g., 2018-01BoardMinutes.docx)and save it to that year’s board folder. Publish the file.

Open the board page – and create a link to that meeting’s minutes. Publish the file.

Welcome Packets

When you receive the email from AFPI that memberships have been processed for the previous month, open the new member report.

  • Go to and click on [chapters].
  • Scroll to the bottom of the page and click on access chapter reports.
  • Enter OH7 as the username and 1987123 as the password.
  • Click on new member download.
  • Remove the excess rows at the top so that the only rows are the headers and the names of the new members. Save the file to the desktop.
  • Open the welcome packet file in the web files folder. Test it to make sure it works.
  • Complete the mail merge.
  • Send the spreadsheet to the Chair Membership and the President to let them know welcome packets were sent to those new members.

Broadcast Emails

Modifying the Broadcast Email Lists

If it is a large list (e.g., more than 5), enter the emails in a column labeled email in an Excel worksheet. Save the file as a .csv (comma delimited).

Sign into (username: ; password: baba789789).

Go to Lists/Mailing Lists.

For one or two emails, simply click on add new record under actions. Follow the instructions.

For several emails, select an existing list or a create a new one. Under actions, select append file. Choose the csv file you created and click [next]. Select Import newer data and click [next]. If those emails existed, it will ignore them. Download the rejected emails to see why they were rejected, correct the issue, and then import again or add them manually one at a time.

Sending Broadcast Emails

First, open the previous email page in Dreamweaver and save it with the new date (e.g., 2018-01-18). All links and images must include full mapping – e.g., vs ../images/bullet.jpg.

Click in the source code and Ctrl +A to select all and Ctrl +C to copy.

Sign into (username: ; password: baba789789).

Go to Emails/New. Name the email with the date and general topic (e.g., 2018-01-07eNews). Give it a subject line (e.g., AFPNWOeNews) and click [next].

Select Freeform Email and click [next].

Click in the large box that says “Compose your email here.” Ctrl +A to select all and Ctrl +V to paste in the code from the Dreamweaver page. Click [next].

Preview the page to make sure all images show up. If not, then you forgot to include the full mapping. Go back into Dreamweaver, add the mapping, select and copy the code again. Return to Vertical Reponses and click the [back] button. Ctrl +A to select all and Ctrl +V to paste in the new code. Click [next].

If all images appear, click on [preview text] and then scroll to the bottom and click on [send test email].

Preview the test email when it arrives. If there are errors, go back into Dreamweaver to fix them, select and copy the code again. Return to Vertical Reponses and click the [back] button. Ctrl +A to select all and Ctrl +V to paste in the new code. Click [next] and send the test email again. If all is well, go back into vertical response and click [next].

Select the list to send to (in most cases, it is the master list with everyone). Click [next].

If appropriate, change the send date. In the social media section, select the twitter account and AFP Northwest Ohio group. In the pale yellow box, remove #vr4smallbiz (this is a link to Vertical Response’s small business page – it confuses people). Click [send email].

Webinars

When the webinars have been purchased and the schedule for the year determined, go to and login as with password 20PcWeb16.

Download the mp4 and handout files for the webinars.

  • Open the downloads folder and rename the mp4 as YYYY-MM.mp4.
  • Rename the handouts as wYYYY-MMh.pdf. If there are multiple handout files, combine them into one.
  • Move the mp4 and pdf files into the dreamweaver webinars folder.
  • Copy the pdf files into the year folder as well.

Copy a previous webinar page and create a new page in the year folder for each webinar. At the bottom of the each page, link to the handouts file for that webinar.

Publish the pages and then update the list page in the webinars folder. Send to the link to the list page to the Chair, Programs and President for review.

After the pages have been approved, update the webcards and banners for the next webinar:

  • Edit the webcard for the meeting – see for a sample – and save it in the folder.
  • Open afphome.pdf in photoshop and edit the meeting portion. Save it as afphome.png.
  • Open afpnews.pdf in photoshop and edit the meeting portion. Save it as afpnews.png.

Registrations go to three sources:

  • A confirmation page with all the info that the person entered asking them to print it for their records. It also has payment info – for both credit cards and checks. See
  • - this is a spreadsheet that committee member can access to track who has registered. It is also used to create the attendance list in the meeting spreadsheet.
  • – reply with a confirmation signature. Be sure to update the link to the current handout file.

One day before the webinar is to be shown:

  • Update the registration list linked the webinar list page.
  • Send an email to the Programs Chair, President, and liaison with ABLE with a link to the registration list and how many people will be at each location.
  • Send a webinar reminder to the people who have registered. Be sure to include a link to the handouts file.

Meetings

Prep

Delete all records from and publish the file.

Receive information about the meeting from the committee. Need topic, short description of the description, short bio of the presenter(s), and professional headshot(s) as well as logistics – date and location.

Copy a previous meeting page and rename it for the meeting as mYYYY-MM.htm (e.g., m2018-01.htm). Change the information as appropriate, publish the page, and send to the Chair, Programs and President for review.

After the page has been approved, update the webcards and banners:

  • Edit thewebcard for the meeting – see for a sample – and save it in the folder.
  • Open afphome.pdf in photoshop and edit the meeting portion. Save it as afphome.png.
  • Open afpnews.pdf in photoshop and edit the meeting portion. Save it as afpnews.png.

Submit the meeting for CFRE approval.

  • Go to and select provider application. Sign in as info2 with password of 789789.
  • Follow the instructions for completing the form. Be sure to select the option to add it to the CFRE calendar.
  • Once the approval email has been received, add the meeting to that year’s CFRE documentation page in the folder (if it is a new year, use a previous page as a template – see Publish that page.

Add the meeting to the next eNews and eReminder.

Send the eReminder to the publicity list.

Registrations

Registrations go to three sources:

  • A confirmation page with all the info that the person entered asking them to print it for their records. It also has payment info – for both credit cards and checks. See
  • - this is a spreadsheet that committee member can access to track who has registered. It is also used to create the attendance list in the meeting spreadsheet.
  • – reply with a confirmation signature – e.g.:

Thank you for registering for …
Your Career. Your Plan.
January 24 | 8:00 - 9:45 am
Toledo Club: 235 14th St, Toledo, OH 43604 -directions
  • 11:30 – 12:00 ... Networking
  • 12:00 – 1:00 ... Lunch & Program
Cancellation Deadline: January 19, 4:00 pm
Payment & Refund Policy: The AFPNWO Chapter accepts credit card payments only, and all payments must be received in advance. If you have not paid yet, you can do so by clicking here. If you do not pay by the registration deadline, you will be charged the additional $5.00 late fee. If you make a reservation, you are responsible for the fee even if you do not attend. Cancellations must be received by the posted reservation deadline to be eligible for a refund or non-payment.
Please let me know if you have any questions that I can forward to the speakers.
Thank you for your participation in AFP!

Jacquie Skrzypiec
Chapter Administrator
Association of Fundraising Professionals
Northwest Ohio Chapter
PO Box 2507, Toledo OH 43606
330-329-2472 | Fax 330-315-0399

Open the admin workbook and create a tab for the meeting labeled YYYY-MM-DD for the meeting – e.g., 2018-01-29.

On an ongoing basis, open Review it and eliminate any duplicate registrations (sometimes people have a heavy submit hand!). If any changes were made, publish the csv file to replace the existing one on the server. Copy the registrations and paste them into the meeting tab of the meetings workbook.

In the meeting workbook tab, enter the following five column headings: paid, date, via, balance, and nametag.

When you receive check or credit card payments, enter in these columns the amount paid, the date of the credit card payment or the check, and whether they paid by credit card or check. See FINANCIALSfor more details on payments.

Two days before the meeting, send an email using Word mail merge to all attendees with meeting details. See for a sample.