Donor Database Consultant (Donor Perfect)

The Folk Arts-Cultural Treasures Charter School (FACTS) is a K-8 charter school located in the Chinatown area of Philadelphia, Pennsylvania. FACTS provides children with an education which has high academic standards, is truly community based, incorporates and respects the lives of students and their families, engages students in understanding their own cultures and communities, and engages students in understanding their role as active participants in working for a just society. FACTS provides children a joyful place for learning, a place to learn to think critically and deeply, and a place that respects culture and folk arts as powerful resources.

PURPOSE: FACTS is requesting proposals for a consultant to establish systems and processes to

strengthen FACTS’s systems for donor cultivation, solicitation, communication, appreciation, and record keeping

The Donor Database Consultant is required to handle confidential information with discretion and maintain a high level of professionalism.

KEY DELIVERABLES

Systems Improvements:

Donor Database

• Assess and improve the functionality of FACTS’s donor database (Donor Perfect);
  • Clean up the database
    • Combine household members, remove duplicates
    • Create consistent and up to date “tags” for donors (e.g. Board Member, alum, etc)
    • Add missing donations from the 2024-25 year (5K and other handwritten checks)
  • Establish written protocols for data entry to ensure consistent and accurate donor records moving forward
    • Establish protocols for receiving online donations
    • Establish protocols for receiving donations by check
    • Establish protocols for receiving donations by card readers
  • Assess, update, and improve email, mail, and e-blast templates
  • Explore additional functionalities of Donor Perfect and make recommendations for their use
• Establish a system and model practice for maintaining the donor database, ensuring accurate and up-to-date donor records. (e.g. tasks to do every week, every month; division of labor and communication among the staff members who interact with the database)

Fundraising Calendar

• Manage & facilitate the fundraising calendar for FACTS, ensuring coordination between administration, development committee, and FACTS school activities
• Collaborate with the Board Development Committee to develop, scale, and implement fundraising strategies and initiatives (four per year - 5k, Winter Amazon Wishlist, Teacher Appreciation, Annual Appeal)
• Assist in the planning and execution of year end and spring fundraising campaigns, including direct mail and online fundraising.
• Coordinate the production and distribution of fundraising materials such as brochures, newsletters, and annual reports.
• Track and report on campaign progress, including donor contributions and fundraising goals.

Ongoing Donor Database Maintenance and Management

Fundraising and Database:

• Donor Communications
  • Send thank-you letters, acknowledgement emails, and tax receipts within two weeks of the receipt of any donation.
  • Provide a monthly report of donations (donor’s name, amount, purpose) to the Executive Director.
  • Create a monthly newsletter directed towards donors, sharing stories of FACTS’s impact, expressing appreciation to donors, and providing opportunities to donate.
• Tracking Events Sponsorships:
  • Managing the tracking, and acknowledgment in the database with confirmed Events sponsors
    • Ensuring timely, accurate and complete acknowledgements and data base entries