Annual Fund Volunteer Resource Guide

The Mercersburg Annual Fund The Annual Fund touches every aspect of student life and is Mercersburg’s greatest fundraising priority. Together with tuition and endowment income, Annual Fund gifts underwrite the school year and ensure that every student has a transformative experience, including:       

Financial aid for half the student body Innovative curriculum Faculty professional development Distinguished campus speakers International field study 26 sports teams Vibrant performing and fine arts

The Long Blue Line The Long Blue Line includes students, alumni, faculty, parents, friends all connecting in service and community. Participation in the Annual Fund extends the Long Blue Line of philanthropic support that has sustained Mercersburg since its founding in 1893.

The Daring to Lead Campaign has raised our community’s sights and invites us to be the best Mercersburg we can be. The Mercersburg Annual Fund is the key to the Campaign’s success, engaging our entire community in a shared vision for ongoing excellence. The Annual Fund is the way that most people will participate in the Campaign.

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Daring to Lead Goals 

Make Mercersburg Affordable for ALL Families

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Ensure the Best Faculty Anywhere

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Become a Model for Innovative Education

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Upgrade Facilities to Advance a Mercersburg Education

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Engage the Entire Community in Fulfilling Our Vision

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Achieve Flexibility for the Future

Gifts made to the Annual Fund support the Campaign and show your connection to Mercersburg’s mission, support of students and faculty, and commitment to the tradition of providing a life-changing education.

The William Mann Irvine Society The philanthropic leadership of William Mann Irvine Society members helps define Mercersburg and inspires our community to consider how we can invest in the school’s present and future success.

Membership Giving Levels    

$1,893 and above: Member $1,000 to $1,892: Associate Member $500: 5th reunion year until 10th reunion year $100: Graduation until 5th reunion year

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Recent Results 2014-2015 Annual Fund $3.34 million in commitments was raised for the Annual Fund from 51 percent of alumni and 61 percent of parents. The outreach of our volunteers clearly helped Mercersburg’s message resonate. Thank you so much.

Other Outstanding Achievements:  100 percent class agent participation  97 percent faculty participation  37 events with over 3,300 attendees  534 Reunion Weekend attendees  Over $732,000 in parent dollars raised  $440,000 raised from reunion classes with 33 percent participation  Over $27 million received in total Annual Fund and capital giving Thank you to everyone who volunteered and was a part of this amazing year!

Goals for 2015-2016 Fiscal Year     

Surpass 50 percent alumni participation Raise $3 million for the Mercersburg Annual Fund Achieve 100 percent participation from key volunteers and faculty Raise $750,000 in parent giving to the Mercersburg Annual Fund Achieve 100 percent parent participation

If you have specific questions regarding your class participation or your program, please contact your volunteer manager.

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Ways to Give to Mercersburg The Mercersburg Annual Fund runs from July 1 to June 30

Gift of checks and credit cards allow the school to put your gift to use immediately!

1. Cash/Checks: Payable to Mercersburg Academy. Gifts should be mailed to: Office of Advancement & Alumni Relations Mercersburg Academy 300 East Seminary Street Mercersburg, PA 17236 2. Credit Card: We accept VISA, MasterCard, American Express, and Discover.

You may take credit card information over the phone and then forward it to the Annual Giving staff. You may encourage donors to make a gift online by visiting www.mercersburg.edu/giveonline.

3. Multi-Year Pledge: Donors can commit their support beyond the current school year by making a multi-year pledge. Support can be locked in by giving five years at a time.

4. Pledges: Pledges must be paid in full by June 30, 2016. The Advancement Office will send pledge reminders the month prior to when a donor indicates they want to pay.  Confirm the pledge amount and when the pledge will be paid.

5. Recurring Gifts: Donors may pay their pledge balance over time through a monthly or quarterly gift program. Suggest a breakdown of payments for easier budgeting. For example, $20 per month for 10 months equals $200—a nice gift!

6. Matching Gifts: Don’t forget to ask if an employer will match the gift! Many employers multiply donor support through matching gift programs. To see if an employer participates in a matching gift program, visit www.mercersburg.edu/matchinggift.

7. Gifts of Stocks: To learn more about transferring stocks, contact the Annual Giving staff at 800-588-2550 or visit www.mercersburg.edu/waystogive.

8. Planned Giving: If someone is interested in including Mercersburg in an estate plan, let us know or visit www.mercersburg.edu/plannedgiving.

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Calling Checklist Before Calling: Put your name, time, and date on the call sheet. Remember to record every dial/contact so that we know how many times/ways you have attempted to solicit someone.

Think about the person you’re going to call. By knowing and understanding their family, business, and education, your conversation will be personal and interesting.

Familiarize yourself with current information about Mercersburg so that you feel confident talking about what’s happening at the school today.

Know what you would like the donor to give. Pay attention to their giving history and target. Consult the target on your call sheet or consult with your volunteer manager.

During the Call: 1. Introduction  Introduce yourself and state the reason for the call.  Say thank you for any previous gifts.

2. Engagement  Engage in conversation about their interests.  Review current contact information and note any new updates (job info, address, email, etc.)  Bring the person up-to-date on new school activities.

3. Case for Giving  Share your story of support.  Generate interest by building the case for giving in a manner that is personal. (ex. A former athlete might be interested in knowing that the Annual Fund supports athletics.)

4. Ask for Target Amount  Use ranges, multiple payment options, automatic withdrawals…  Ask for credit card gift.  Secure commitment to specific amount.  Pledge payments must be paid by June 30, 2016.

5. Formal Close  Confirm details of credit card gift or pledge.  Explain acknowledgement process:  Gift Made: The donor will receive a gift acknowledgement letter and tax receipt within a few days.  Pledge Made: The donor will receive a pledge card with a return envelope from the volunteer.  Say Thank You!

After Completing the Call: Record all information you receive on the call sheet. Include response, pledge amount, date, and any other miscellaneous information or stories that you learn.

Try to reach each person at least three times using different contact methods before you send a note.

Don’t be afraid to be creative! Facebook and texting are great ways to reach people too!

Send personal thank you notes for the people you reached. Be certain to include any specified pledge amount in the note. This will help them to remember the commitment they made.

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Fundraising Glossary Acknowledgement: A receipt that recognizes a gift or pledge, generated by Mercersburg’s gift processing team.

Annual Fund (AF): Provides funds that are used to support the operating budget.

Multi-Year Donation: A documented pledge or gift that crosses multiple years.

Non-Reunion Year: A class year that does not end in a 1 or 6.

Pledge: When a donor agrees to donate a specified amount of money before the fiscal year ends.

Ask Again Later: When a constituent indicates they would like to be asked for a gift at a later date.

Recurring Gift: A gift that is scheduled to automatically be paid during a repeated specified time period.

Declined: Response used when a constituent is not able to make a gift. They will not be asked again until the next fiscal year.

Reunion Year: A class year that ends in a 1 or 6 will celebrate a reunion year.

Endowment: Gifts to the Academy that remain invested and are spent using a conservative draw formula that ensures financial stability for the long term.

SYBUNT: Someone who did not make a gift last year or this year, but who has made a gift in the past. “Some Years But Unfortunately Not This” year.

End of Calendar Year (EOCY): Acquiring/ renewing gifts from constituents before December 31.

Unspecified Pledge: When a donor commits to a gift, but will not indicate an amount.

Fiscal Year (FY): The school’s financial year which runs from July 1 to June 30.

Gift: When a donor makes a gift with a credit card, check, cash, or stock.

Lapsed: A former donor who has not made a gift in more than six years.

Loyalty Club: Alumni who have celebrated a 50th reunion.

LYBUNT: Solicitable donors who contributed “Last Year But Unfortunately Not This” year.

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William Mann Irvine Society (WMIS): A leadership giving society that recognizes individuals who make contributions to the school that meet or exceed $1,893.

William Mann Irvine Society Associate (WMISA): A WMIS membership level for individuals who have yet to celebrate their 10th reunion or who have made gifts of $1,000.

How to turn an Objection into a YES! Reasons donors don’t say YES right away: Wrong time: Alumnus is unemployed, in college, just had a baby, etc…

Misunderstand process : Alumnus doesn’t understand that they can make a pledge now and pay later. Once you explain that they don’t have to pay until June 30, 2015, they might be more inclined to make a pledge today.

Wrong Amount : You asked for too much or too little. After you have asked for the target amount, ask if they would like to renew last year’s donation amount or if there is a minimum amount.

Ask was too transactional/caller didn’t properly state the case for support. Take the time to review the call sheet and think about how the Annual Fund relates back to their Mercersburg experience.

How to Ask Little yeses can lead to big yeses – warm up your prospective donors by asking them simple questions about themselves framed in a positive way.  What advice would you give to a student like me? Who was your favorite faculty member Which dorm did you live in? Have you been back to campus recently?

Preface each ask with a reason – know your case for support.  Half of Mercersburg’s students (215) depend on financial aid from the school.  Unrestricted Annual Fund gifts provide vital flexibility.  Half of the gifts made to Mercersburg are under $100. But together they add up to millions for financial aid, academics, faculty support, international travel, athletics, arts, etc.  Tuition covers only about one-half of the real cost of education.

Be specific, confident and precise – always ask for a specific amount. Avoid casual second attempts that start out like, “we’ll then how about…”

Make it palatable or symbolic –if aiming for participation, consider asking them for a penny per grad year (e.g., $20.11 for someone who graduated in 2011.)

Sometimes, our alumni are unaware that they can set up recurring monthly payments. This can be especially attractive to younger alumni. Always offer monthly payments alternatives.

Example: Instead of a one-time payment of $100, try four payments of $25 or ten payments of $10.

Be prepared to overcome objections – familiarize yourself with common refusal reasons. Prepare (and practice) a response to each one. “I understand. That is a lot of money, but we never know unless we ask.”

Be confident – in yourself and in Mercersburg. Be enthusiastic, positive, and assertive. Never apologize for asking our alumni to support Mercersburg. Mercersburg was founded on philanthropy and we take pride in the tradition of philanthropic support that has defined our great school.

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Reasons for Support:  Honor a Faculty member , roommate, or classmate  Believe in the future of Mercersburg  Ensure excellence in education  To celebrate your reunion  In memory of someone  For Marshall! For Irving!

Objection responses: I don’t have time for this right now.

I realize that you are probably very busy in the evenings (making dinner, taking care of your children, catching up with your spouse after a long day). Is there a minimum pledge I can record now so that we won’t interrupt your evenings in the future?

I don’t have any money.

Every gift to the Annual Fund is valued very highly. We hope you will consider contributing this year, even if you’re not able to give as much as you’d like. Can we count on you for a gift of $___?

I give my money to other things.

I’m glad to hear you support these other worthwhile causes. We certainly don’t want to take your support away from them and we hope that you will include Mercersburg in your contributions this year. We appreciate that many of our alumni support several charitable causes. Perhaps a gift of $___ would be more feasible. Does that sound better?

I’d love to, but I just can’t right now.

Certainly I can understand that the timing might not be right at the moment. You can make a pledge now and have until June 30 to make your gift, or we could set up an installment plan if that would be convenient for you.

I am angry about …..

I’m sorry you’ve had a bad experience. Can I make a note of it and have someone from the Advancement Office contact you?

I can’t believe you asked for $___!

I agree with you Mr/Ms. _____, $___ IS a significant gift. Some alums can consider a gift at that level, and we never really know who is in that kind of a position unless we ask. It’s important that we find a gift level that you’re comfortable with. Now, I don’t want to assume too much, but how does a gift of $____ sound?

I need to talk with my spouse.

I can understand that you would like to speak with your spouse. Another option would be to find a comfortable amount tonight that you feel would appeal to him/her and then when you get the pledge slip, you can talk it over and either give that amount or increase it! Mr./Mrs. ____, how does a gift of $____ sound to you?

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How to Read a Call Sheet for Alumni

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How to Read a Call Sheet for Parents

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Head of School: Douglas Hale Enrollment: 440 in Grades 9-12 and PG Boarding: 374

Day: 66

Male: 229

Female: 211

States Represented: 30, including Washington, D.C. International: 23% of students from 41 countries Students of Color: 18% of the Student Body Legacy Students: 13%

Siblings: 18%

Completed Applications: 590

Admitted Students: 155

Tuition: Boarding: $54,500, Day: $38,000 Academics: 170 traditional courses; more than 40 honors, AP, and post-AP level courses Financial Aid: 

33% of students receive need-based financial aid

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50% of students receive financial aid (need-based/merit)

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Arce, Hale, Guttman, Legacy, Mercersburg, Regents, Witmer, and 1893 merit scholarships awarded

Faculty: 104

Degrees Held: 61 hold a master’s degree and four hold doctorates

College Acceptances (Class of 2015): 

61% enrolled in the “Most Competitive” colleges and universities

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21% enrolled in the “Highly Competitive” colleges and universities

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44% enrolled in one of the Top 50 National Universities

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33% enrolled in one of the Top 50 Liberal Arts Colleges

Athletics 

Members of the Mid-Atlantic Prep League (MAPL), the Independent-Parochial School League (IPSL), and the Pennsylvania Independent Schools Athletic Association (PAISAA)

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26 sports; 25 varsity teams; 20 junior varsity, thirds, and club teams

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54 Olympians, 12 of whom are gold medalists 12

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Annual Giving Staff Jenn Flanagan Bradley ’99 Annual Fund Director Parents

Holly Trostle Reunion Coordinator Reunion Classes

Phone: 717-328-6140 bradleyj@mercersburg.edu

Phone: 717-328-6362 trostleh@mercersburg.edu

Amy Stine Annual Giving Coordinator Class Agents, Student Calling

Xanthe Hilton ’07 Annual Giving Coordinator Young Alumni

Phone: 717-328-6366 stinea@mercersburg.edu

Phone: 717-328-6159 hiltonx@mercersburg.edu

2015-2016 Annual Fund Co-Chairs Volunteers for Mercersburg help in many ways. Our Annual Fund Chairs help by supporting our goals and asking for your participation.

Andy Alpert ’82, P’14 Alumni Council 1nd Vice-President adalpert@comcast.net

Kim and Mark Siner P’14, ’17 White Key Chairs ksiner1@comcast.net

Mercersburg Info Phone:

800-588-2550

Website:

www.mercersburg.edu/giving

Address:

Office of Advancement & Alumni Relations 300 East Seminary Street Mercersburg, PA 17236 14