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Volunteer Team-Builder and Donation Drive FOUND - PDF.1215693 (VOLUNTEER RESOURCE GUIDE UPDATE) | V4 | 8.5”X11” | ART DIRECTOR: SM | COPYWRITER: MH Volunteer Team-Builder and Donation Drive Resource Guide See what’s inside: • Checklists • Project Guidelines • Required Sign-In Form • Volunteer Team-Builder Event Information Template Volunteer Team-Builder and Donation Drive Resource Guide page 1 of 7 rev. 05/2015 FOUND - PDF.1215693 (VOLUNTEER RESOURCE GUIDE UPDATE) | V4 | 8.5”X11” | ART DIRECTOR: SM | COPYWRITER: MH The CarMax Foundation is committed to helping you plan and execute a rewarding, meaningful experience for your team of Associates. We’ve prepared this guide to make it easy for you to successfully coordinate a volunteer activity and ensure your community organization receives the donation from the CarMax Cares Volunteer Grants Program. As the Volunteer Project Coordinator (VPC), you are responsible for coordinating the activity from start to finish. You also serve as a liaison between CarMax, The CarMax Foundation, and your community organization. If you haven’t yet chosen your volunteer project, The Foundation is available to help you find resources, organizations, and activities that fit your needs. Acceptable volunteer activities include building repairs and painting, sorting items at a food pantry, and reading to seniors or children. Acceptable donation drives collect blood, food, toys, and clothing. Please contact us if you have any questions. We look forward to working with you and your team! Sincerely, Chasity Miller The CarMax Foundation [email protected] (804) 747-0422 Volunteer Team-Builder and Donation Drive Resource Guide page 2 of 7 rev. 05/2015 FOUND - PDF.1215693 (VOLUNTEER RESOURCE GUIDE UPDATE) | V4 | 8.5”X11” | ART DIRECTOR: SM | COPYWRITER: MH Volunteer Events Checklist __ 1. Partner with your manager and team to come up with a list of local non-profit organizations, potential volunteer projects, and date options __ 2. Once an organization has been chosen, contact the non-profit to: • Introduce yourself • Get contact information • Confirm the organization is a 501(c)(3) and get its Tax ID number • Discuss specific volunteer opportunities that would be appropriate for the date chosen and your team’s number of volunteers and interests • Determine necessary supplies Note: Volunteer events on CarMax property must be conducted by CarMax Associates only. Representatives of a non-profit organization are not permitted to be present on CarMax property to conduct or assist with volunteer events. __ 3. At least two weeks prior to the volunteer activity, complete the Volunteer Team-Builder Application online at www.cybergrants.com/carmaxfoundation/associates __ 4. Communicate all event details to your team and use only the Volunteer Team-Builder Event Information template provided in this packet if you’re posting information about the event. Include the following: • Date, time, and length of project • Location and directions • Photographer assignment(s) • Appropriate attire (see page 5 for CarMax Cares t-shirt information) __ 5. Take the Volunteer Team-Builder Sign-in Sheet to the event • Have Associates and their guests sign the sheet as it serves as a waiver __ 6. Go over the agenda for the day (this can be done by you or the non-profit representative) • Include the location of restrooms, snacks, water, etc. for volunteers • Introduce other non-profit representatives volunteers will work with • Schedule time to clean up after your project __ 7. Upload the sign in sheet at www.cybergrants.com/carmaxfoundation/associates immediately after your event and complete the post event confirmation. • Email up to two photos with captions (names and titles) to [email protected] Once The CarMax Foundation has received your application and sign-in sheet, we will email the non-profit contact to apply for the Volunteer Grant. All types of volunteer activities should be shared with The CarMax Foundation through the online Associate Portal. Volunteer Team-Builder and Donation Drive Resource Guide page 3 of 7 rev. 05/2015 FOUND - PDF.1215693 (VOLUNTEER RESOURCE GUIDE UPDATE) | V4 | 8.5”X11” | ART DIRECTOR: SM | COPYWRITER: MH Donation/Blood Drives Checklist __ 1. Review the CarMax Cares Donation Drives Policy on The CarMax World __ 2. Be sure your location does not exceed three (3) donation drives during the year Note: One (1) of the drives may be a blood drive __ 3. Discuss a donation drive with your manager and team to see: • What local organization Associates would like to support • What items Associates would like to collect • What is a reasonable collection goal for your drive __ 4. Contact the non-profit to: • Discuss what items they need • Confirm the organization is a 501(c)(3) and get its Tax ID number • Determine a start and finish date for the drive • Discuss how to handle pick-up or delivery of the donations __ 5. At least two weeks before the drive begins, complete the Volunteer Team-Builder and Donation Drive Application online at www.cybergrants.com/carmaxfoundation/associates __ 6. Set up a collection site in a non-customer area (e.g., the break room) using the signage template in this packet __ 7. Take photos of the donation drive’s progress __ 8. Complete the post event confirmation online at www.cybergrants.com/carmaxfoundation/associates • Include drive details, why you chose the organization, and how much was collected • Email up to two photos with captions (names and titles) to [email protected] Once The CarMax Foundation has received the application and post event confirmation, we will email the non-profit contact to apply for the Volunteer Grant. Important Notes: • Donation drives on CarMax property must be conducted by CarMax Associates only. Except for blood drives, representatives of a non-profit organization are not permitted to be present on CarMax property to conduct or assist with donation drives. • Blood drives must be held in a mobile unit — not the store. Review the Hosting Blood Drives Policy on The CarMax World. • If a team of five or more Associates delivers the donated items and completes an additional volunteer project (e.g., sorting items at the food bank or organizing clothing at a homeless shelter), this can be considered an additional volunteer project. Once the paperwork for the Volunteer Team-Builder is completed, the organization is eligible for two grants. Volunteer Team-Builder and Donation Drive Resource Guide page 4 of 7 rev. 05/2015 FOUND - PDF.1215693 (VOLUNTEER RESOURCE GUIDE UPDATE) | V4 | 8.5”X11” | ART DIRECTOR: SM | COPYWRITER: MH Project Guidelines • All volunteer and donation drive activities should be - Stories may be shared internally in What’s New, On shared with The CarMax Foundation the Road, Under the Hood, or featured in The CarMax Foundation Annual Report or social media posts • The beneficiary organization must be a verifiable, IRS-designated 501(c)(3) public charity located in the Communication United States • Be sure to keep your co-workers and the non-profit • A store or department manager must approve representative up-to-date about the specific project; project applications before submission to a site visit may be necessary to determine bathroom The CarMax Foundation locations, parking availability, and photograph • Locations may not host more than three (3) donation restrictions drives per year, one of which may be a blood drive • Please remind your non-profit contact not to solicit • Volunteer Team-Builders must have a minimum of donations or additional volunteer services during the five (5) CarMax Associates as participants and should project; it is a violation of the CarMax Solicitation volunteer for at least 1.5 hours Policy • The grant check is processed after the completion of the • Consider meeting with volunteers a day or two before project or drive is verified. Grants are awarded in the the event to discuss: following amounts: - Mission of the organization - $500 for eligible donation drives (excludes blood drives) - Nature and value of the project or when five-24 Associates volunteer (see below for runs - Skills/tasks needed and walks) - Project time frame (arrival and expected completion) - $1,000 when five or more Associates participate in a run or walk benefiting an eligible non-profit - Transportation options and directions - $1,000 when 25 or more Associates volunteer - Specific work assignments - Most grants are doubled for activities taking place in June - Appropriate attire in celebration of CarMax Cares Month - Refreshments • Generally, the following types of projects don’t fall Entry Fees, Additional Costs, and CarMax Cars within CarMax guidelines: - Donation drives that solicit financial contributions • Walk, run, or other registration fees cannot be waived - Projects strictly serving religious, political, or by the organization or paid through The CarMax fraternal initiatives Foundation grant. - Projects that advocate, support, or practice unlawful • The CarMax Foundation is unable to pay or reimburse discrimination based on race, religion, color, creed, sex, for costs associated with volunteer projects, including age, or national origin event entry fees, snacks, supplies, etc. - Organizations that might in any way pose a conflict with CarMax Inc.’s mission, goals, programs, or products • CarMax cars are not to be used in the execution of or - Fraternal, athletic, or social clubs participation in volunteer projects. Please contact The CarMax Foundation if you have questions. - Labor and political organizations or campaigns Safety Attire Because various liabilities are associated with volunteer projects, CarMax Associates are asked to wear CarMax Cares t-shirts be sure to determine: during volunteer projects when possible. - Possible risks, including waivers that might be required - They are available on The CarMax World and should be - Special training or particular skills needed to complete ordered at least two weeks before the project the project - Please remember The CarMax Foundation cannot purchase - Clear understanding of scope and possible impact on these or reimburse you for them volunteers with special needs Public Relations and Internal Communications Volunteer projects are key opportunities to promote CarMax’s Use your best judgment.
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