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Standard Operating Procedures (SOP) for Local Toys for Tots Campaigns

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Standard Operating Procedures (SOP) for Local Toys for Tots Campaigns Marine Toys for Tots Program Standard Operating Procedures (SOP) for Local Toys for Tots Campaigns 18251 Quantico Gateway Drive, Triangle, Virginia 22172 Phone: (703) 640-9433 Fax: (703) 649- 2054 2020 1 August 2020 Hello 2020 Toys for Tots Campaign Coordinators, Welcome to the 73d National Marine Corps Reserve Toys for Tots Campaign! From a single Marine Corps Reserve unit in 1947 helping children in Los Angles, this is the 74th year that Marines and volunteers will give their time and energy to support less fortunate children. I look forward to another great year supporting you and your volunteer’s efforts bringing the joy of Christmas to millions of less fortunate children across all 50 states, the District of Columbia, Puerto Rico, Guam, and the Virgin Islands.. This year, more than in previous years that our Program has been in existence, will prove to be a significant challenge. I am confident that as a team, we will be able to conquer that challenge and assist the millions of families that are still affected by the COVID-19 pandemic. America’s economy will continue to improve, but many families will not realize that improvement immediately. There will be more demand for our help, and we will meet that demand and accomplish the mission! The Marine Corps and the Marine Toys for Tots Foundation intend to continue our seven decade long history of collecting and distributing toys to less fortunate children during the 2020 holiday season, and we will do so in a deliberate, efficient, and safe manner. Please remember that the Marine Corps Reserve Toys for Tots Program is an official activity of the United States Marine Corps. Always be mindful of this and know that your demeanor and action as a Toys for Tots Coordinator, as well as the Marines and volunteers within your campaign, reflect on the Marine Corps. We must always treat everyone with dignity and respect regardless of their color, gender, race, religion, national origin, or sexual orientation. Our Core Values of Honor, Courage, and Commitment demand nothing less! The Marine Toys for Tots Foundation, just as the Marine Corps, is a learning organization. We refine our processes to continue to get better and hopefully make your “job” easier. SOPs are written to provide structure and procedures that allow organizations to execute repeated tasks/missions with precision. An SOP, however, is only as good as an organization’s knowledge of the procedures within it. Please read and understand this document in its entirety. If you do not read it and understand it, then how will you be able to follow it? If you have ideas that you feel should be in the SOP, please let me know what they are. Without your input, this document will become stale and will not reflect reality on the ground at the campaign level. Many of you have worked with the Marine Toys for Tots Program for years and know what works and what does not. We want to hear your ideas! Thank you for everything you will do this year. Whether you are a Marine who was assigned this position begrudgingly, or a veteran LCO coordinator with decades of experience, or someone in 18251 Quantico Gateway Drive, Triangle, Virginia 22172 Phone: (703) 640-9433 Fax: (703) 649-2054 between, you will make a significant impact on the lives of many children this year. Be proud of what you are doing. You are a direct reflection of our Nation and our Corps! Semper Fidelis, David Cooper Vice President, Operations -2- STANDARD OPERATING PROCEDURES FOR LOCAL TOYS FOR TOTS CAMPAIGNS TABLEU OF CONTENTS CHAPTER I - PURPOSE ................................................................................................ 1 1.1 Overall Purpose of Standard Operating Procedures (SOP) ................. 1 1.2 Coordinator Goals .................................................................................... 1 1.3 Campaign Direction and Management ................................................... 1 1.4 Campaign Support .................................................................................... 1 1.5 SOP Improvement .................................................................................... 3 CHAPTER II - PROGRAM ORGANIZATIONS AND RESPONSIBILITIES ......... 4 2.1 Headquarters, U.S. Marine Corps (HQMC) .......................................... 4 2.2 Marine Forces Reserve (MARFORRES) ................................................ 4 2.3 Marine Corps Reserve Units .................................................................... 4 2.4 Marine Toys for Tots Foundation (MTFTF).......................................... 5 2.5 The Marine Corps League (MCL) .......................................................... 7 2.6 Local Community Organizations (LCO’s) ............................................. 8 CHAPTER III - DIRECTIVES FOR MARINE TFT PROGRAM ............................. 9 3.1 Key documents .......................................................................................... 9 3.2 MCO 5726.14F – U.S. MARINE CORPS RESERVE TOYS FOR TOTS PROGRAM .................................................................................... 9 3.3 ForO 5000-24.2 – POLICY FOR THE CONDUCT OF THE ANNUAL MARINE CORPS RESERVE TOYS FOR TOTS PROGRAM ............................................................................................... 9 3.4 Memorandum of Understanding Between Marine Forces Reserve and Marine Toys for Tots Foundation ........................................................... 9 3.5 Standard Operating Procedures (SOP) for Local Toys for Tots Campaigns ................................................................................................. 9 3.6 Foundation Memorandums...................................................................... 9 CHAPTER IV - MARINE TOYS FOR TOTS FOUNDATION (MTFTF) PROGRAMS AND SUPPORT ...................................................................................... 11 4.1 Mission ..................................................................................................... 11 4.2 Supplemental Toy Program ................................................................... 11 2020 SOP for Local TFT Campaigns | - i - 4.3 Gift-In-Kind............................................................................................. 12 4.4 Support/Promotional Material .............................................................. 13 4.5 Foundation Vendor Contacts ................................................................. 13 4.6 Combined Federal Campaign (CFC) .................................................... 13 4.7 Direct Mail ............................................................................................... 13 4.8 Regional Accounting Specialist Administrative Reviews .................... 14 CHAPTER V - PROGRAM OVERVIEW ................................................................... 15 5.1 Background ............................................................................................. 15 5.2 Annual Local Toys for Tots Campaigns ............................................... 15 5.3 Marine Forces Reserve (MARFORRES) .............................................. 15 5.4 Roles of the Coordinator ........................................................................ 16 5.5 Prohibitions ............................................................................................. 16 5.6 Important Documents ............................................................................. 16 5.7 Coordinator Information ....................................................................... 17 5.8 Fundraising .............................................................................................. 17 5.9 Fund Handling ........................................................................................ 17 5.10 Bank of America Purchase Card ........................................................... 18 5.11 Account Safeguards ................................................................................ 18 5.12 Local Toy Drop Locations ...................................................................... 18 5.13 Local Toy Donations ............................................................................... 19 5.14 After Action Reports............................................................................... 19 5.15 Communication ....................................................................................... 19 CHAPTER VI - GENERAL INSTRUCTIONS FOR TFT CAMPAIGNS ............... 21 6.1 Area of Responsibility (AOR) ................................................................ 21 6.2 Locale ....................................................................................................... 21 6.3 Focus of Effort for Local Toys for Tots Campaigns ............................ 21 6.4 Qualifications for a Toys for Tots Coordinator ................................... 22 6.5 Conflict of Interest (COI) ....................................................................... 22 6.6 Uniform/Attire for Personnel Involved in Toys for Tots .................... 23 6.7 Other Volunteer Assistance ................................................................... 23 6.8 Storage and Warehouse Facilities ......................................................... 23 6.9 Only New, Unwrapped Toys/Books ...................................................... 24 2020 SOP for Local TFT Campaigns | - ii - 6.10 Homemade Toys ...................................................................................... 25 6.11 Tainted Toys ...........................................................................................
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