parent grade volunteer handbook -...

– 2011/12 Annual Fund

Parent Grade

Volunteer Handbook

The Hockaday School

September 2011


Table of Contents

Directory of Parent Leadership Team 3 Calendar 4 Job Descriptions 5 General Guidelines 5 Co - Chair 5 Division Chair 5 New Parent Chair 6

Grade Chair 6 Grade Caller 6

Top Reasons to Support the Annual Fund 7 Matching Gifts 8 Personal Note Card 10 Funding Opportunities for Parents for 2011-2012 12


Parent Leadership

Position ClassYear Name Phone Email

CO Chair Becky & Bruce Wartell 214-366-2282 [email protected]

CO Chair Deborah & David Michel 214-363-6586 [email protected]

LS Division Chair Kloe & Cy Barcus 214-522-1435 [email protected]

MS Division Chair Lucinda & Barry Buford 214-528-4221 [email protected]

US Division Chair Lisa & Martin Silver 214-987-3688 [email protected]

MS New Parent Chair Carrie & Ryan Robinson 214-750-4979 [email protected]

US New Parent Chair Susan & Steven Haley 214-941-9239 [email protected] Residence Parent Chair Rajani & Russ Kapu 214-574-4414 [email protected]

PreKindergarten Chair 2025 Mary Lynn & Christopher Hanna 972-599-1144 [email protected]

Kindergarten Chair 2024 Tracey & Larry Roach 214-357-1149 [email protected]

First Grade Chair 2023 Dawn & Toby Grove 214-352-5441 [email protected]

Second Grade Chair 2022 April & John Willingham 214-358-7504 [email protected]

Third Grade Chair 2021 Tina & Dale Wright 972-733-1654 [email protected]

Fourth Grade Chair 2020 Shannon & Jodie Thompson 214-368-9687 [email protected]

Fifth Grade Chair 2019 Ann & Kirk Killian 214-890-0008 [email protected]

Sixth Grade Chair 2018 Lisa & Brian Hurst 214-369-7714 [email protected]

Seventh Grade Chair 2017 Lynne & Andy Siegel 214-526-2427 [email protected]

Eighth Grade Chair 2016 Sarah & Russell Weinberg 214-904-0359 [email protected]

Form I Chair 2015 Karen & Allen Bell 972-931-7470 [email protected]

Form II Chair 2014 Jennifer & Tom Karol 214-234-0303 [email protected]

Form III Chair 2013 Barbara & Jim Moroney 214-351-6559 [email protected]

Form IV Chair 2012 Debra & Lyndon Johnson 214-351-9272 [email protected]


Job Descriptions Annual Fund Leadership: General Guidelines and Responsibilities

• One year term – primary responsibilities in fall • Primary Goals:

o Reach 100% parent participation o Reach financial goal for parent campaign

• Make pledge by Caller Orientation in September • Serve as positive ambassador for the Annual Fund and inspire the joy of giving

within the parent community Co-Chair

• Secure parent leadership (coordinate with Annual Fund Office) • Approve solicitation letters (prepared by Annual Fund Office) • Sign current parent letters • Train and mentor new parent leadership (spring planning meeting) • Oversee parent caller orientation in September • Solicit gifts from Division Chairs • Thank Division Chairs via timely thank you notes (gifts and service) • Regular check-in with Division Chairs • Coordinate dissemination of bi-monthly (September-October) and weekly

(November) reports • Coordinate volunteer appreciation event • Nominate parents for next year’s Annual Fund Leadership • Attend all phonathons

Division Chair

• Sign current parent letters in corresponding division • Participate in the Caller Orientation for corresponding division in September • Solicit gifts from Grade Chairs • Thank Grade Chairs via timely thank you notes (gifts and service) • Assist Annual Fund Chairs in oversight of their division • Assist Grade Chairs with questions or concerns • Email Grade Chairs individual reports bi-monthly (September-October) and

weekly (November) • Confirm that all prospective families have been called • Ensure that Grade Chairs have sent thank you notes to all Callers • Attend all phonathons


New Parent Chair

• Sign current parent letters in corresponding division • Participate in the Caller Orientation for corresponding division in September • Coordinate with Division Chair and Callers to oversee new family solicitation and

stewardship • Assist Callers with questions or concerns • Check-in with Callers bi-monthly (September-October) and weekly (November) • Ensure that Callers have sent thank you notes to all new families • Attend at least one phonathon

Grade Chair

• Recruit between 10-20 callers (Lower School grades need less, Upper School grades need more)

• Sign current parent letters in corresponding division • Participate in the Caller Orientation for corresponding division in September and

make sure all Callers come to orientation or arrange another time to sign letters with the Annual Fund office

• Solicit gifts from Callers • Thank Callers via timely thank you notes (gifts and service) • Coordinate solicitation with Callers, AF Leadership and the Director of Annual

Giving • Assist Callers with questions, concerns and strategy for assigned prospective

donors • Ensure that all prospective families are called • Conduct follow-up calls to those families who have not given (November) • Email all gifts/pledges to Division Chair, Co-Chairs and Annual Fund Office • Attend at least one phonathon

Grade Caller

• Participate in the Caller Orientation for corresponding division in September • Sign current parent letters for assigned prospective donors • Write follow up solicitation notes during orientation and turn in to Annual Fund

Office • Thank donors via timely thank you notes • Conduct all follow-up for each prospective donor – including follow-up calls (after

Fast Forward Deadline), notes and/or emails • Email each pledge to corresponding Grade Chair


Top Reasons to Support The Hockaday School Annual Fund 1. Provide your daughter with the very best education possible – today.

Gifts to the Annual Fund make an immediate impact on our daughters. Tuition only covers about 71 percent of the actual cost of educating a Hockaday student. Gifts to the Annual Fund to bridge the 29 percent gap between what tuition provides and the total operating budget. Subsequently, parent gifts to this year’s Annual Fund will be spent this year to provide the best educational opportunities for our daughters.

2. Continue the meaningful tradition of nearly 100 percent parent participation. 100 percent participation is a direct reflection of the passionate support of the Hockaday Parent Community. 100 percent participation communicates to the community, nation and world that no other School can do what Hockaday does for our daughters.

3. Make a local and global impact. Your Annual Fund dollars help fund community service projects for our daughters. For example a $200 gift to the Annual Fund last year provided transportation for Hockaday Upper School students to feed more than 2,000 homeless people in Dallas. Furthermore, gifts to the Annual Fund help prepare our bright daughters to become future leaders and decision makers. Subsequently, your gift’s potential is limitless in shaping our world.

4. Enable Hockaday to attract and attain outstanding faculty who are devoted to inspiring girls in the classroom. Hockaday teachers are incredible. Generous funding provides cutting-edge equipment for classroom use and allows teachers to create creative and challenging classroom environments.

5. Show your Hockaday Pride! Put simply, gifts to the Annual Fund ensure bright futures for all the students, faculty and staff at Hockaday. GO DAISIES!!!


Directory of Corporate Matching Gifts Checking for corporate charitable donations is easier than ever Log onto www.hockaday.org/matchinggifts for the latest list of participating foundations and businesses that will match an Annual Fund Parent gift. The 2011-2012 Annual Fund Parent campaign is placing increased emphasis on corporate matching gifts to ensure that parent donors take the extra step to double, or possibly triple, the amount of their individual gift. As a caller, you can encourage donors and explore the possibility of matching gifts before your first contact by logging onto www.hockaday.org/matchinggifts. Use your donor profile report to locate parent business affiliations and input the company name in the space provided. If the company matches, your donor family will be able to access the forms directly and complete the application. Note: Some companies even match gifts made by retirees and/or spouses. Hockaday will be happy to assist you in following this procedure. Please take advantage of a valuable opportunity to double or triple the impact of your donors’ gifts. Matching Gift List: (Also available at: http:// www.hockaday.org/matchinggifts)

• Abbott Laboratories • ACE INA Foundation,

The • ADC Foundation • Adobe • Aetna • Air Products and

Chemicals, Inc. • Alliance Bernstein • Altria • American International

Group, Inc. (AIG) • Ameriprise Financial • AON Center • Argonaut Group Inc. • AT&T • Automatic Data

Processing, Inc. (ADP)

• AVAYA • AXA • Bank of America • Bank One Corporation • BD Associates • BillMatrix Corporation • Bituminous Insurance

Companies • Boeing Company, The • BP Amoco • BP Pensioners • BRINK'S • Brink's Home Security,

Inc. • Brink's Inc. • Burlington Northern

Santa Fe

• Cadence Design System, Inc.

• CARMAX • Chevron/Texaco • Choice Hotels

International • Chubb & Son • CIGNA • Cingular Wireless • Cisco Systems, Inc. • Citigroup • CNA • Coca-Cola Company • Colgate-Palmolive

Company • Computer Associates

International, Inc.


Matching Gifts Continued…

• Cooper Industries • Corning Incorporated • Countrywide • Dannon Company • Deluxe Corporation • Deutsche Bank

Americas • Dow Jones • eBay • Ecolab, Inc. • Eli Lilly and Company • Emerson Electric Co. • EOG Resources, Inc. • Ericsson Inc. • ExxonMobil • Fannie Mae • Federal Home Loan

Bank of Dallas • First Tennessee/First

Horizon • FM Global • GAP • Gartner, Inc. • General Mills • General Re Corporation • GlaxoSmithKline • GMAC RFC • Grainger • Harley-Davidson

Financial Services • Home Depot, The • Houghton Mifflin

Company • Hyperion Solutions • IAC Foundation, Inc.,

The • IBM Corporation • IFF Foundation, The • ING Foundation • Intuit Foundation • ITW - Illinois Tool

Works • Johnson & Johnson

Family of Companies • Johnson Controls • Jones Lang LaSalle • Jostens • J.P. Morgan Chase • Kaplan Inc.

• Kemper Insurance Companies

• Key • Kimberly-Clark • LandAmerica

Foundation/LandAmerica Financial Group, Inc.

• Lennox International • Levi Strauss • LexisNexis • Lubrizol Foundation,

The • Massachusetts Mutual

Life Insurance Company

• Mattel Children's Foundation

• May Department Stores, The

• McGraw-Hill Companies, Inc., The

• Meadows Foundation, The

• Mellon Gift Matching Program

• Merck Company, The • Merrill Lynch • Microsoft • MONY Life Insurance

Company • Moody's Foundation,

The • Motorola • Murphy Oil Corporation • NCR • Neiman Marcus Group • Network Associates • Nissan • Nokia • Nordson Corporation • Northern Trust

Company, The • Novartis • PepsiCo • Pfizer • Pharmacia • Prudential Financial • Quest Diagnostic • Radio Shack/Tandy • Rockwell Collins

• Rosewood Foundation, The

• R. R. Donnelley • Sabre Holdings • Safeco • Saint-Gobain Corp • Sallie Mae Fund, The • SAP Matching Gift

Program • SBC • Simpson Manufacturing

Co., Inc. • Sprint • Square D • Starbucks • State Farm Companies • Steelcase • Sun Microsystems

Foundation, The • Synopsys • Tektronix • Telcordia Technologies • Temple-Inland • Tenet Healthcare • Texas Instruments • Textron • Thomson Tax &

Accounting • Thrivent Financial for

Lutherans • Tomkins Corporation,

The • Tyco • UBS • Union Pacific

Corporation • United Technologies • UnumProvident

Corporation • UPS Foundation • U. S. Bancorp • Verizon • Wachovia • Washington Mutual • Wellpoint • West • Williams Community

Relations • Yahoo • YUM! Brands


Caller Personal Note Card The caller personal note card is essential to our parent campaign because a handwritten note establishes a personal connection. For the 2011-2012 campaign, we will mail your cards during the week of September 26, following the receipt of the all-parent Annual Fund mailing. Because of its increased importance, we have offered some key message points to help you customize your note to families you know well, and to other families with whom you will connect for the first time. Recommended message points for note cards: • Writing as (grade level) Annual Fund caller for this year’s campaign. • Last year’s campaign was supported by 99% of the parents. • The goal is 100% parent participation by class, with a gift at any level, and with your

help we can reach the goal again this year. Every dollar makes an impact. • If you show your support early and make your pledge by the October 6 Fast Forward Deadline you will not receive any phone solicitation. • Thank you for thoughtfully considering how you can help us reach the 100% goal. Additional Considerations: New family “Welcome to the Hockaday community! We are glad (daughter’s name) is a part of our class and hope she is enjoying making new friends.” One campaign helps all interests “Each gift to the Annual Fund goes to support all the activities of importance to our daughters. If your daughter has interests in Fine Arts or Athletics, both areas benefit from your pledge. Many other schools make 5 or 6 different appeals for pledges to specific areas.”


Caller Personal Note Card continued… Use a specific statement to relate their gift amount to its purchase impact. Select an example that you feel relates to the recipient. Gift Amount Purchase Impact

$1 A bottle of Hydrogen Peroxide for AP Biology lab

$5

15 pounds of dry clay for Ceramics One case of 10 containers of play dough for AP Calculus lesson: “Volumes of Revolution by Disks” Gyroscope for Physics

$10

A pint of glaze for Ceramics Fly cultures for Genetics lab Pill bugs for behavioral Study labs

$15

1 box of nitrile gloves used in all dissection labs 1 mud puppy for Anatomy dissection

$20

Packet of fast plant seeds for AP Biology and Genetics Scrabble games for middle school Spanish

$25

3 Bug viewers for Lower School study of various life forms Gas for one trip for Hockaday Community Service students to feed over 500 people in Dallas Mythbusters program for Physics

$50

CO2 gas for Genetics lab Molecular model sets for Chemistry Online study aids for Spanish

$100

National Forensic League team membership Interactive teacher’s lesson guide to accompany a math text book National Spanish Exam fee

$200 Geiger counters to measure radioactivity in Physics $250 Lifeguard Certification Course for PE teachers

$500

College application fees for a financial aid student Hockaday Alumnae in Technology & Science program Microscope repair and maintenance Chemicals for Upper School Chemistry classes Lincoln‐Douglas debate research materials and supplies Frogs for 6th grade science

$1,500

Orchestra music for the year One act plays National exam fees for foreign languages Field hockey goals on wheels

$3,000

Anatomy Supplies for Biology classes Upper School English class field trips New dresses for the Middle School choir Costumes for the 8th grade musical Aquaria supplies and maintenance

$5,000

Piano repairs and tuning Speaker fees for Well Girl initiatives College Admissions Outreach – a program that brings college admission officers to school to speak to faculty and parents

$10,000 Periodicals for both libraries


Funding Opportunities for Parents for 2011-2012 Hockaday offers two (for senior parents, three) fundraising opportunities for parents each academic year. Below are descriptions and approximate timing. If you have questions, contact information for each opportunity is below. Hockaday's Annual Fund Tuition at Hockaday, like most private schools, does not cover the full cost of each student's education. Annual Fund gifts and earnings from the endowment constitutes 29 percent of Hockaday's budget, while tuition covers 71 percent. No matter the size, gifts to the Annual Fund have a lasting impact. A gift of $100 may provide library books to the Lower School; $500, microscope repair and maintenance for a science class; $1,500, a summer study grant for a teacher; $3,000, lacrosse and crew equipment for an entire year; $5,000, college visiting by the College Counseling Office; or $10,000, renowned speakers who visit campus and address students, faculty and parents. All parents are asked to make a gift to the Annual Fund; gifts can be made on the Hockaday website at www.hockaday.org/makeagift. In September, parents will receive a letter asking them to contribute to the Annual Fund. Parents who give before the October 6“Fast Forward” deadline will not receive Annual Fund calls for the remainder of the year. Between the “Fast Forward” deadline and the Friday before Thanksgiving when the campaign ends, parent volunteers call parents who have not yet given. Payments are due at the end of Hockaday’s fiscal year, June 30. Parents’ Association Benefit The Hockaday Parents' Association holds a Benefit each year in the spring that provides support to the Ela Hockaday Fund for Excellence. Parents are asked to underwrite the event as well as donate items for the auction. The night typically consists of a raffle and silent auction with items such as themed baskets, class projects, special events with teachers, gift certificates and a live auction with past featured items including luxury vacations, fine jewelry, vehicles and special events. Community support for this event is overwhelming, as is attendance. In November, parents will be asked to provide underwriting and auction items. Parents are encouraged to purchase tables in December for the event. Multiple table sponsorship levels are also available and details will be mailed to parents in December


with registration information. For more information on the festivities, please visit www.hockaday.org/benefit. Senior Gift A group of senior class parents established an endowment fund for faculty professional development and named it in honor of the senior class as a lasting legacy from this class. Gifts to this fund will provide parents the opportunity to give back to the faculty and staff who have provided an unparalleled education for their girls, and allow future students to continue to benefit from the superior education that Hockaday offers. Professional development is important to Hockaday's faculty and is critical in the hiring and retention of outstanding teachers. Senior parents will be solicited for this gift in the fall. Annual or multi-year commitments may be made and detail worked out with Hockaday’s Office of Development. Solicitation for the class of 2012 has begun and the class of 2013 fund will begin in spring 2012. Campaign We are currently in the quiet phase of an upcoming campaign for long-term financial needs of the school. Typically 50-80 percent of total campaign goal is raised before entering a public campaign. We are in a time of quiet and deliberate work, and we are seeing great support of our initial campaign funding priorities: faculty excellence, facilities, sustainability and programmatic support. Contact Information Keturi Beatty, Director of Annual Giving [email protected] 214-360-6587 Caroline Parrack, Development Assistant [email protected] 214-360-6529 Meagan McCracken, Hockaday Benefit Coordinator [email protected] 214-360-6588 Kathy Limmer, Director of Development and External Affairs [email protected] 214-360-6579

mailto:[email protected]




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