Archdiocese of St. Louis

Archdiocese of St. Louis
Cardinal Rigali Center
20 Archbishop May Drive
St. Louis, Missouri 63119
Annual Catholic Appeal
p) 314.792.7680
f) 314.792.7229
Dear Fellow Annual Catholic Appeal Leader,
Thank you for your commitment to the 2012 Annual Catholic Appeal. As a result of your work,
the Church will continue to give hope to those most in need every day in the Archdiocese of St. Louis. I
appreciate your stewardship through your important ministry of inviting your fellow parishioners to
support the Church.
As you know, there are new ideas and inspirational messages, for the Appeal every year. Three
key items for your attention are below:
1. 2012 Focus - “A Day in the Life of the Archdiocese of St. Louis.” Every day, and all through
every night, people are receiving help and hope from the ministries of the Church. Whether it is
an abandoned child finding a place to sleep, a family receiving help funding a Catholic education
for their children, or an elderly person receiving dignified care, the Church never stops loving
people in their need. This message will be integrated into all of our communications materials for
2012.
2. Catholic St. Louis Magazine: In April, instead of a simple letter and brochure, every Catholic
household will receive a special edition of Catholic St. Louis Magazine. This magazine will
explore the impact of the Appeal in greater depth, with more inspirational messages, and ask
parishioners to make a pledge at their parish.
3. Important Dates:
• April 15, 5:30 p.m. — Kickoff Dinner, St. Raymond’s Maronite Cathedral
• April 22, April 29, May 6 — ACA Parish Appeal Sundays
• June 10 — Lockbox deadline to avoid follow up. Donors with pledges made after this
date may still receive follow up letter.
• August 17 — General Cutoff for the Appeal. Pledges received after this date cannot be
included in year-end totals.
This binder, along with other resources, can be downloaded at www.archstl.org/aca. Just click on
Resources for Leadership and Volunteers, and all of these documents are available to you.
Prayer for the Appeal is our most important responsibility. When we pray, we know that the Holy
Spirit will guide us in this important work. Archbishop Carlson has asked the Appeal Council to pray one
Our Father, one Hail Mary, and one Glory Be every day for the success of the 2012 Appeal. I am asking
all volunteers to join us in these prayers, every day.
Thank you for your stewardship. I look forward to seeing you at the Kickoff Dinner on April 15.
May God bless you and your loved ones!
Sincerely,
John Federer
2012 ACA Chairman, Annual Catholic Appeal Council
WWW.ARCHSTL.ORG

Contents
Annual Catholic Appeal
Leadership Manual
Letter from the General Chairman
Tab 1 How to Use This Manual
Tab 2 Master Calendar
Tab 3 Recruiting an Appeal Committee
Tab 4 Roles and Responsibilities
A. Roles and Responsibilities
B. Pledge Card Coordinator
C. Matching Gift Coordinator
D. Data Information Coordinator
E. Promotions Coordinator
F. Major Donor Coordinator
G. Follow-Up Coordinator
H. New Donor Coordinator
I. Youth Appeal Coordinator
Tab 5 Bulletin Announcements
Tab 6 Sample Agendas
Tab 7 Sample Letters
Tab 8 Completing the Pledge Card
Tab 9 Pledge Card Processing Procedures

1
How to Use This Manual
This section is useful to: Everyone
Section Title and Contents Section Summary Page
A. How to Use This Manual This section contains useful information on how
to use the Leadership Manual.
1.2
2/12 How to Use This Manual 1.1

A. How to Use This Manual
The information in this binder is organized in a user-friendly format. At the heart of this Manual
is the “Master Calendar” (page 2.2). For Pastors and Parish Chairs to use this manual most effectively:
1. Review the Master Calendar. This calendar is organized by month and will guide a Pastor and Parish
Chair through the entire Appeal (page 2.2).
2. Follow cross-references. As you review the Master Calendar, you will see references to various
sections of the Leadership Manual. These references provide you with detailed, step-by-step
suggestions for implementing the various programs referred to in the Manual in your parish.
3. Use your own creativity. These guides are just that—guides. They are intended to help Pastors and
Parish Volunteers implement the Appeal in your parish. However, no one knows a parish better than
the Pastor and parishioners. Use your own creativity to implement the Appeal in your parish, and you
will be more successful and have more fun.
4. Have fun! The most successful parishes are those where the Appeal committee has fun together and the
volunteers enjoy each other’s company. You will get more accomplished, be more effective, and have
more repeat volunteers if you can make this Appeal fun. There are always challenges to face, but they
should not stand in the way of enjoying yourself.
Additional Features of This Manual
“Useful To”—At the beginning of each section, there is a list of persons who would most likely use that
section. For instance, this page is most useful to Pastors and Parish Chairs. The online reporting section
is most useful to the Data Information Coordinator. Your parish may not have a Data Information
Coordinator; this section would then be most useful to the person downloading reports
and tracking the Appeal’s progress in your parish, perhaps the Parish Secretary or Parish Chair.
“Pastors”—Some sections have tips for Pastors. These tips share
simple ideas of how the Pastor can make the Appeal run more
smoothly or be more effective in the parish.
“Download Here”—Some portions of the Manual are available for
download on the Annual Catholic Appeal website at www.archstl.org/aca.
Download Here
www.archstl.org
Pastors
These tips share simple
ideas of how the Pastor
can make the Appeal run
more smoothly or be more
effective in the parish.
2/12 How to Use This Manual 1.2

2
Master Calendar
This section is useful to: Pastor, Parish Chair
Section Title and Contents Section Summary Page
A. Parish Timeline
Everything You Need to
Know—A Master Calendar
This section contains a master calendar.
This calendar, gives a month-by-month
overview for Appeal.
2.2
2/12 Master Calendar 2.1

A. Parish Timeline
Everything You Need to Know—A Master Calendar
October - December
1. Pastor recruits Parish Chair.
2. ACA Office mails Parish Prep Packet to parish rectory in November.
3. Pastor/Parish Staff/Parish Chair completes Parish Prep Packet. Use online survey link included in
packet for the following:
Provide ACA Office with accurate, up-to-date parish list, using Parish Helper Online instructions.
Inform ACA Office of Parish Chair and other coordinators.
Request Guest Speaker.
Inform ACA Office of other parish preferences.
4. Parish returns Parish Prep Packet to ACA Office by requested date.
January
1. Pastor receives parish goal information.
2. Pastor and Parish Chair recruit committee. (See Recruiting an Appeal Committee section, page 3.2).
3. Parish Chair decides which Appeal Launch Meeting the Pastor, Parish Chair, and Parish Appeal
Committee will attend. Pastor will receive invitation in January.
Parish Chair sends RSVP to ACA Office.
February
1. Parish Chair schedules meeting with the committee for early March.
2. Pastor and Parish Appeal Committee add Kickoff Dinner to their
calendars.
Send RSVP to ACA Office.
Pastors
Your attendance at the
Appeal Launch Meeting,
March
Kickoff Dinner, and Parish
1. Parish Chair coordinates two meetings. (See Sample Agendas
Committee meetings is vital,
section, page 6.2).
along with expressing your
support for the efforts of this
First meeting: organize and assign responsibilities. (See Roles and
committee, demonstrating your
Responsibilities, page 4.3).
respect for their time
Second meeting: follow up on implementation of assigned
and efforts, and reflecting the
responsibilities, particularly for programs that will take place
importance you place on this
before Appeal Sundays.
parish activity.
2. Promotions Coordinator checks in with Pastor about Parish
Guest Speaker.
3. Pastor, Parish Chair, and Parish Committee attend Appeal Launch Meeting.
4. Information Coordinator uses Annual Catholic Appeal Online Reporting
Tool (AAR) to search for advanced gifts from your parish. (See Data Information
Coordinator section, page 4.13).
5. Parish receives parish kit which contains parish appeal materials (i.e. pledge cards, pew brochures,
ACA video, posters, etc.).
2/12 Master Calendar 2.2

April
1. Parish Chair coordinates two meetings. (See Sample Agendas section,
page 6.2).
Pastors
First meeting: strategize coordination and implementation of
Major Donor Appeal, New Donor Appeal, Youth Appeal,
Spending time at the
Volunteer Recruitment, and Parish Promotions.
pledge card tables between
Second meeting: strategize coordination and implementation
Masses will draw more
of Appeal Sundays, Parish Promotions, Matching Gifts and
parishioners, and encourage
Follow-Up Efforts.
the volunteers. This, in
turn, will make volunteer
2. Data Information Coordinator uses Online Appeal Reporting to see
recruitment easier and
who has given prior to Appeal Sundays (using Pledge Detail Report).
reduce the need for follow-up.
Then provides this information to Pledge Card Coordinator. Anyone
It is a worthwhile investment
who has already given to the Appeal will not have a pledge card.
of your time.
3. Parish Chair, Promotions Coordinator, and Data Information Coordinator
work with Pastor to send appropriate letter of support to parishioners,
asking them to support this year’s Appeal. Use the Annual Catholic
Appeal Online Reporting Tool (AAR) and Sample Letters to assist you.
(See the Data Information Coordinator section, page 4.13 and Sample
Letters, page 7.1).
4. Pledge Card Coordinator removes from the parish kit the pledge cards for those who have already
given, then destroys them. (There may be donors who gave after the pledge cards were printed and
mailed to your parish by the ACA office.)
5. Parish Chair conducts Appeal Sunday Volunteer Training. (See Sample Agendas section, page 6.4).
6. Promotions Coordinator promotes the Appeal at your parish prior to and during Appeal Sundays.
(See Promotions Coordinator section, page 4.17).
7. Parish Chair ensures that pledge cards and payments are being sent to the lockbox weekly.
(See Pledge Card Processing Procedures section, page 9.2).
8. Matching Gift Coordinator contacts parishioners whose donations were matched by their companies in
the past. (See Matching Gift Coordinator section, page 4.10).
9. Data Information Coordinator reviews Progress Reports for accuracy and transfers information
regarding progress to Parish Chair. (See Data Information Coordinator section, page 4.13).
10. Pastor, Parish Chair, and others attend Kickoff Dinner and enjoy.
May
1. Parish Chair coordinates one meeting. (See Sample Agendas section, page 6.2).
Review Appeal Sundays and coordinate implementation of Follow-Up efforts.
2. Pastor reports on progress to parishioners, offers thanks to those who made a pledge for their
generosity and asks those who have not yet pledged to do so.
3. Data Information Coordinator reviews Progress Reports for accuracy and transfers information
regarding progress to Parish Chair. (See Data Information Coordinator section, page 4.13).
Question to ask: “What is our participation percentage?”
4. Follow-Up Coordinator completes Follow-Up. (See Follow-Up Coordinator section, page 4.22).
5. Pastor/Parish Chair plans thank-you party for volunteers.
2/12 Master Calendar 2.3

June - August
1. Follow-Up Coordinator completes follow-up as necessary.
(See Follow-Up Coordinator section, page 4.22).
2. Data Information Coordinator continues to check Progress Reports.
Question to ask: “What is our participation percentage?”
September
1. Pastor publishes results for your parish in parish bulletin, newsletter, etc.
2. Pastor reads thank you letter sent to the parish from the Archbishop.
Pastors
Your willingness to
communicate the results of
the Appeal and your gratitude
to your parishioners for
participating will make all the
difference as you approach
them for support the following
year. Your public recognition
of the volunteers who worked
on this Appeal will remind
them of the importance of their
work and encourage their
return.
2/12 Master Calendar 2.4

3
Recruiting
An
Appeal Committee
This section is useful to: Pastor, Parish Chair
Section Title and Contents Section Summary Page
A. Why and How to Build an
Appeal Committee
The Appeal Committee
This section contains the different roles
of members of the Appeal Committee.
Also, there are tips on selecting the right person
for each role in recruiting the Appeal Committee.
3.2
2/12 Recruiting an Appeal Committee 3.1

A. Why and How to Build an Appeal Committee
The Appeal Committee
Often, all of the responsibilities listed on the Master Calendar for the Appeal are handled
by one or two people in a parish. This can lead to frustration and burn-out for the volunteers. This can
also lead to frustration for the Pastor, as he has to recruit a new volunteer to run the program every year
or every other year. Therefore, it is important that the Pastor and Parish Chair form a vibrant and active
committee to run the Appeal.
When forming a committee, it is important to find enthusiastic, well-qualified people to
fill the roles listed below. For most parishes, several of these roles will overlap. For instance, the
Data Information Coordinator may also be the Parish Chair, and the Vice-Chair may also be the Pledge
Card Coordinator. Parish staff may also fill some of the roles. However, it is important that the
following roles be clearly defined.
Parish Chair – Oversees all aspects of the Appeal in the parish.
Parish Vice-Chair – Assists Parish Chair, accepts special projects, and prepares for possible
future position as Parish Chair.
Pledge Card Coordinator – Coordinates Appeal Sundays.
Matching Gift Coordinator – Coordinates Matching Gift efforts.
Data Information Coordinator – Uses online reporting (AAR) to track progress of the Appeal.
Promotions Coordinator – Coordinates promotion of the Appeal at the parish.
Major Donor Coordinator – Coordinates major donor efforts.
Follow-Up Coordinator – Coordinates follow-up efforts after the general solicitation.
New Donor Coordinator – Coordinates new donor efforts.
Youth Appeal Coordinator – Coordinates youth appeal.
For a more detailed explanation of each role, see the Roles and Responsibilities section (page
4.3).
There are many ways that a well-formed committee is beneficial:
A committee spreads the workload among more people, allowing for more creativity
throughout the Appeal.
A committee involves more people in the parish as volunteers. In their work on the Appeal,
these volunteers will learn more about the parish and the work of the Archdiocese of St. Louis,
as they learn about the impact of the Appeal in their own lives. Volunteers are more likely to
support the parish and the Appeal in other ways as well.
As current members learn about various aspects of the Appeal, they are prepared to step into
other roles when necessary. They also recruit other volunteers to help.
Finally, this committee, working together, can form a special bond as they go through the
Appeal, encouraging them to come back and volunteer next year. One goal of the Pastor and
Parish Chair should be to make sure their volunteers have fun.
2/12 Recruiting an Appeal Committee 3.2

Keep the following points in mind when recruiting this committee:
Try to draw from a variety of backgrounds within the parish. Seek parents of school
children, soccer coaches, choir members, Parish Council members, and members of various
organizations in the parish. As these people become committed to the Appeal, they will be
more likely to ask people in their social circles to support the Appeal.
When recruiting volunteers, ask them to take on a specific responsibility. Ask one person to
be the Follow-Up Coordinator and ask another to be the Major Donor Coordinator. When
people have clearly defined responsibilities, they are more likely to commit and less likely to
not join simply because the overall task seems too large.
It is important for people to understand what they are agreeing to when they agree to serve.
While it may seem easier for a Parish Chairperson to just do the work alone, try taking the time
and energy to recruit and train other volunteers. You might have to ask a few people to help for every one
that is able to say, “Yes!” However, you may be surprised when you discover:
How much a committed team can accomplish.
How smoothly the Appeal can be run when the responsibility is spread among several people.
How much of your own time you can save.
.
Pastors
Coordinating this
recruitment process with
the Parish Chair will make
recruiting the Appeal
Committee easier on you.
Once it is a well-established,
cohesive group, recruiting
replacement volunteers
when people must leave
will be much easier, and
you will always have a group
of potential replacements
for the day when your Parish
Chair retires.
2/12 Recruiting an Appeal Committee 3.3

4
Roles and Responsibilities
This section is useful to: Everyone (Appeal Committee Members should read the chapter
that contains the name of the role or roles they are responsible for).
Section Title and Contents Section Summary Page
A. Roles and Responsibilities
Parish Appeal Committee
Organizational Chart for the
Parish Appeal
B. Pledge Card Coordinator
Job Description for the
Pledge Card Coordinator
Introduction
Steps to Ensure That Appeal Sundays
Go Smoothly in Your Parish
C. Matching Gift Coordinator
Job Description for the
Matching Gift Coordinator
Introduction
Step-by-Step Guide for the
Matching Gift Coordinator
D. Data Information Coordinator
Job Description for the
Data Information Coordinator
Introduction to The Annual Catholic
Appeal Online Reporting (AAR)
Available Reports
A Step-by-Step Guide for the
Data Information Coordinator
Not Using the AAR System?
Annual Appeal Reporting (AAR)
Registration Form
This section details the responsibilities
associated with various roles within the
Appeal committee, and an organizational
chart for the Parish Appeal members.
This section details the Job Description for
the Pledge Card Coordinator as well as the
pledge card processing procedures.
This section details the Matching Gift
Process and the job description for the
Matching Gift Coordinator.
This section details the job description
for the Data Information Coordinator and
Appeal Online Reporting, and available
reports.
4.3
4.7
4.9
4.11
2/12 Roles and Responsibilities 4.1

E. Promotions Coordinator
Job Description for the
Promotions Coordinator
Introduction
A Step-by-Step Guide to Promoting
the Appeal at Your Parish
F. Major Donor Coordinator
Job Description for the
Major Donor Coordinator
Introduction
A Step-by-Step Guide to
Conducting a Major Donor Appeal
What is an Associate of the Archbishop?
G. Follow-Up Coordinator
Job Description for the
Follow-Up Coordinator
Introduction
Step-By-Step Guide to a Simple,
Successful Follow-Up Effort
Conducting a Follow-Up Call
Sample Follow-Up Tracking Sheet
This section details job descriptions for
the Promotions Coordinator and a step-bystep
guide to promoting the Appeal in
your parish.
This section details job descriptions for the
Major Donor Coordinator and a step-by-step
guide to conducting a major donor appeal.
This section details job description for the
Follow-Up Coordinator and a step-by-step
guide to follow-up.
4.17
4.19
4.22
H. New Donor Coordinator
Job Description for the
New Donor Coordinator
Introduction
The Following Steps Will Lead to a
Simple, Achievable New Donor Goal
I. Youth Appeal Coordinator
Job Description for the
Youth Appeal Coordinator
Introduction
Step-By-Step Guides for Two Potential
Youth Appeal Programs
for Your Parish
This section details job description for the
New Donor Coordinator and a step-by-step
guide to reach the new donor goal.
This section details job description for the
Youth Appeal Coordinator and a step-bystep
guide for two potential youth appeal
programs.
4.27
4.29
2/12 Roles and Responsibilities 4.2

A. Roles and Responsibilities
The Parish Appeal Committee
The Parish Appeal Committee provides the energy and talent needed to conduct a successful
Parish Appeal. This section details the responsibilities associated with various roles within the committee.
For most parishes, several of these roles will overlap. For instance, the Information Coordinator may also
be the Parish Chair, and the Vice-Chair may also be the Pledge Card Coordinator. Parish staff may also fill
some of the roles. However, it is important that responsibility for the following roles be clearly defined.
Pastor
Supports all facets of the Annual Catholic Appeal in the parish.
Recruits Parish Chair.
Assists Parish Chair in recruiting an Appeal Committee.
Gives leadership team direction. Ensures planning for the Appeal proceeds as scheduled.
Assists Major Donor Coordinator and New Donor Coordinator in identifying potential
prospects.
Attends planning meetings. Serves as a knowledge resource for parish volunteers.
Attends Appeal Launch Meeting with Parish Chairperson and volunteers.
Attends Appeal Kickoff Dinner with Parish Chairperson, Associate Pastor and other
volunteers.
Becomes aware of the many ways in which the parish directly or indirectly benefits from
the Appeal. Communicates this message to parishioners.
Sends a letter expressing his personal support to parishioners after the ACA version of
Catholic Faith Magazine is received. (See Sample Letter section, page 7.1).
Personally delivers a message from the pulpit supporting the Appeal. Oversees other
means of communication within the parish to express this support (Pastor’s Pen,
Bulletins, Newsletters, etc.).
Is present at pledge card tables during Annual Catholic Appeal Sundays.
Participates in follow-up efforts, calling donors and sending follow-up letters when
appropriate. May send general follow-up letter to all parishioners not yet participating
after Appeal Sundays.
Offers thanks to all volunteers. Makes sure they know their jobs are important and making a
difference.
Contacts the Office of Stewardship and the Annual Catholic Appeal for assistance when
necessary (314-792-7680).
Associate Pastor
Supports all facets of the Annual Catholic Appeal in the parish.
Assists Pastor with Annual Catholic Appeal duties as requested.
Attends Kickoff Dinner with Pastor, Parish Chairperson and other volunteers.
Assists Pastor in identifying potential major donors and new donors in the parish.
Publicly supports the Appeal by announcing support at the pulpit.
Is present at pledge card tables during Annual Catholic Appeal Sundays.
May be asked to coordinate Youth Appeal in parish. (See Youth Appeal Coordinator Section,
page 4.29).
2/12 Roles and Responsibilities 4.3

Parish Chairperson
Recruits and coordinates Appeal Committee.
Coordinates all activities of the Appeal in the parish.
Tracks parish progress with Appeal Progress Reports. Shares results with
volunteers and parishioners.
Schedules and leads meetings of Parish Appeal Committee. (See Sample Agendas section, page 6.2).
Follows up to ensure planned activities are implemented.
Provides faithful and enthusiastic leadership to parish volunteers.
Conducts training for parish volunteers.
Attends Appeal Launch Meeting with Pastor and parish volunteers.
Attends Appeal Kickoff Dinner with Pastor, Associate Pastor and other volunteers.
Uses Annual Catholic Appeal Reporting to monitor Parish Progress.
(See Data Information Coordinator section, page 4.11).
Understands and is able to explain all aspects of the Appeal.
Ensures proper procedures are followed, specifically for sending in Appeal pledges.
(See Procedures for Completing the Pledge Card, page 8.2).
Contacts the Office of Stewardship and the Annual Catholic Appeal for assistance when
necessary (314-792-7680).
Parish Vice-Chairperson
Assists Parish Chairperson with all aspects of the Appeal.
Stands ready to fill in for other volunteers if necessary.
Coordinates specific aspects of the Appeal, if necessary (i.e. Appeal Sundays,
Parish Youth Appeal, etc.).
Prepares for possible future position as Parish Chair.
Pledge Card Coordinator
Prepares pledge cards for Appeal Sundays.
Tracks distribution of pledge cards.
Recruits volunteers and organizations to work at pledge card tables.
Works closely with Appeal Promotion Coordinator to ensure proper promotion is in place for
Appeal Sundays (ie. Pew brochures, ACA video, posters).
Works closely with parish staff to ensure timely return of pledge cards to ACA Office
and lockbox.
See Pledge Card Coordinator Section (page 4.7) for step-by-step instructions.
Matching Gift Coordinator
Assists parish volunteers with Matching Gift questions from parish donors.
Is available on Appeal Sundays to assist with Matching Gifts.
Reviews pledge cards to ensure Matching Gift information is complete. If not complete,
contacts donor and asks for help in completing the card.
Reviews all Matching Gift checks and forms to ensure proper completion.
Follows up with previous Matching Gift donors.
Contacts the Annual Catholic Appeal Matching Gift Coordinator at 314-792-7685 when
help or advice is needed.
See Matching Gift Coordinator section (page 4.10) for step-by-step instructions.
2/12 Roles and Responsibilities 4.4

Data Information Coordinator
Utilizes Annual Catholic Appeal Online Reporting Tool to track progress of Appeal in the
parish.
Keeps Pastor and Parish Chair updated regarding parish progress.
Assists other volunteers by providing necessary reports.
See Data Information Coordinator section (page 4.11) for more details.
Promotions Coordinator
Oversees promotion of the Appeal in the parish.
Works closely with Parish Chair to determine overall promotions strategy.
Creatively seeks out methods to promote the Appeal in the parish.
Works closely with Pastor/Parish Staff to coordinate bulletin announcements,
Mass announcements, etc.
See Appeal Promotions Coordinator section (page 4.17) for step-by-step instructions.
Major Donor Coordinator
Oversees efforts to solicit and thank major donors to the Parish Appeal.
Works closely with Pastor to identify potential major donors.
See Major Donor Coordinator Section (page 4.19) for step-by-step instructions.
Follow-Up Coordinator
Oversees follow-up efforts at the parish.
Recruits volunteers to assist with follow-up effort.
Works with Data Information Coordinator to identify
parishioners for follow-up.
See Follow-Up Coordinator section (page 4.22) for
step-by-step instructions.
New Donor Coordinator
Oversees efforts to obtain new donors.
Uses LYBUNTS (Parishioners who gave last year but not
yet this year) and SYBUNTS (parishioners who give some
years but not yet this year or last year) lists provided by
ACA Office to identify potential new donors.
Works with parish staff to identify new donors.
See New Donor Coordinator section (page 4.27) for
step-by-step instructions.
Youth Appeal Coordinator
Oversees efforts to conduct Youth Appeal in parish.
Works closely with school and PSR personnel.
See Youth Appeal Coordinator section (page 4.29) for
step-by-step instructions.
Pastors
Selecting a Parish
Chairperson is one of the most
important tasks the Pastor
faces for the Appeal each
year. All of the duties and
roles can seem overwhelming,
but finding the appropriate
person who can delegate
responsibilities will make the
entire process smooth and will
make your parish successful.
Look for a person or a couple
with a great deal of energy,
who enjoys working with
people. Having an active, funloving,
faith-filled Parish Chair
will make it easier to recruit
other committee members. It
will also make it easier to find
a replacement whenever the
new chair decides to retire.
2/12 Roles and Responsibilities 4.5

Organizational Chart for Parish Appeal
Pastor
Parish Staff
Parish Chair
Associate Pastor
Parish Vice-Chair Pledge Card Coordinator Matching Gift Coordinator
Data Information Coordinator
Appeal Promotions
Coordinator
Major Donor Coordinator
Follow-Up Coordinator New Donor Coordinator Youth Appeal Coordinator
*Please note that the same person may hold more than one role
2/12 Roles and Responsibilities 4.6

B. Pledge Card Coordinator
Job Description for the Pledge Card Coordinator
The Pledge Card Coordinator distributes, collects, and accounts for pledge cards throughout
the Appeal. More specifically, the Pledge Card Coordinator prepares the pledge cards for Appeal Sundays,
gives pledge cards to appropriate volunteers for personal solicitations and tracks the location of these
cards. The Pledge Card Coordinator also, recruits sufficient volunteer coverage at pledge card tables
during Appeal Sundays and ensures pledge cards are properly batched and sent in the return envelope
provided for processing. In addition, the Pledge Card Coordinator works with the Matching Gift
Coordinator to seek Matching Gifts, and works with the Follow-Up Coordinator to distribute and track
follow-up cards.
Introduction
At the very heart of the Annual Catholic Appeal are Appeal Sundays, days when parishes across
the Archdiocese of St. Louis make pledge cards available after Mass at the parish. For most parishes, this
is the most efficient way to ask for the support of their parishioners. A successful Appeal Sunday Pledge
Card Drive will help to reduce the load during the follow-up phase.
Steps to Ensure That Appeal Sundays Go Smoothly in Your Parish
March
1. Recruit volunteers to work pledge card tables. Ensure that there are plenty of volunteers.
Nothing is more detrimental to pledge card sign-ups than a long line.
April
1. Obtain pledge cards from the Parish Office. These should arrive at the Parish Office by the
end of March.
2. Divide the pledge cards alphabetically if your parish has a pledge card sign-up at Church,
or by location if conducting door-to-door visits.
3. Provide the Major Donor Coordinator with appropriate pledge cards. The Major Donor
Coordinator will work with the Pastor, Parish Chair, and Data Information Coordinator to
determine which cards are needed. The Pledge Card Coordinator should track which cards
the Major Donor Coordinator has been given.
4. Stuff pledge cards in privacy envelopes if your parish is using them. Your parish must
request privacy envelopes when returning the Parish Prep Packet in December. If they did
not request the privacy envelopes and you now want them, ask the Parish Chair to contact
the Annual Catholic Appeal Office at 314-792-7680.
5. Provide the New Donor Coordinator with appropriate pledge cards. The New Donor
Coordinator will work with the Pastor, Parish Chair, and Data Information Coordinator to
determine which cards are needed. The Pledge Card Coordinator should track which cards
the New Donor Chair has been given.
6. Train volunteers. The Pledge Card Coordinator works closely with the Parish Chair to ensure
volunteers are adequately trained. A separate training session should be held in advance. (See
Sample Agendas section, page 6.4 for volunteer training).
2/12 Roles and Responsibilities 4.7

7. Select the best location to display the pledge cards. Is the planned location for the pledge cards
highly visible and easily accessible? The best location for most parishes is right outside the
main doors, noticeable as people leave the Church.
8. Develop a plan to collect and secure pledge cards/gifts after the last Mass of the day.
Determine where to bring the completed cards once they are collected, and instruct all
volunteers to follow proper procedures. Pledge cards must be kept in a secure place, to
safeguard important information.
9. Create strategies to draw parishioners to the location of the pledge cards, especially if that
location is not directly outside of the doors. These suggestions may be especially useful if
you have experienced low participation on Appeal Sundays:
Set up a tent outside. Place greeters at all doors inviting people to stop by the tent.
Provide some form of entertainment to attract busy families. For example, a parishioner
could dress as a clown, or volunteers could hand out balloons.
Serve refreshments.
Be creative. You know your parish best. Find specific ways to draw parishioners to the
pledge card tables.
Appeal Sundays
1. Provide adequate supplies for the pledge card tables. Stock extra pens and allow ample space
for people to write. These details are sometimes overlooked until the first Mass.
2. Verify that the Appeal is promoted every Sunday. Work closely with the Promotions
Coordinator to publicize the location of the pledge card tables. Also, work with the Promotions
Coordinator to encourage the following strategies:
Ask the Pastor to promote the Appeal during his address from the pulpit.
Invite a guest speaker.
Show the ACA video.
Prepare bulletin announcements.
Distribute pew leaflets and hang posters.
3. Submit copy for the parish announcements, informing parishioners how and where they
can pledge. Again, work with the Promotions Coordinator. The announcements should be
very specific. For example: “Annual Catholic Appeal pledge cards will be available in the
St. Joseph room, just outside the main doors, after Mass today. Please stop by to make a
pledge to this important effort.”
4. Verify that completed pledge cards are prepared and mailed weekly on Monday.
See Pledge Card Processing Procedures (page 9.2) for details.
5. Pray for good weather. This is especially important if pledge card tables are located in a
different building than Mass. If weather cooperates, consider setting up the pledge card
tables outside!
6. Plan for inclement weather. The impact of bad weather on Appeal Sundays may surprise you.
If people must walk across a parking lot or go outside at all while it is raining, they will likely
choose to skip the pledge card tables that Sunday.
7. Consider hosting an extra Appeal Sunday. The Appeal is officially three Sundays, but some
parishes have significantly reduced the need for follow-up by hosting an extra Appeal Sunday.
2/12 Roles and Responsibilities 4.8

C. Matching Gift Coordinator
Job Description for the Matching Gift Coordinator
The Matching Gift Coordinator works with the Data Information Coordinator and Pledge Card
Coordinator to identify and solicit potential Matching Gift donors for the Parish Appeal. The Matching
Gift Coordinator also works with the Promotions Coordinator to ensure that the Matching Gift Program is
adequately advertised in their parish.
Introduction
Matching gifts are an important source of funding for Kenrick-Glennon Seminary and the high
schools of the Archdiocese. Through a Matching Gift, donors double the impact of their gift through a
match from their company. Some companies will even match gifts from retirees or give more than a
one-to-one match.
Matching gift guidelines vary from company to company. However, applying for these gifts
is simple:
1. Donor requests and completes a Matching Gift Form from their company. If the matching
gift request is for a pledge that will be paid in installments, please do not date the form.
The date will be filled in when the pledge is completed. (Important Note: If the donor uses
an online Matching Gift Form, please ask the donor to forward the confirmation email to
Matching_Gifts@archstl.org.) If a donor does not have a Matching Gift Form from their
company when they complete the form, provide them with a Matching Gift Return Envelope
provided in the parish kit. Please send the pledge card to the lockbox. The Matching Gift Form
can be sent separately.
2. Donor fills out an Annual Catholic Appeal pledge card and completes Matching Gift section
on back of the pledge card.
3. Donor gives the completed Matching Gift Form, the ACA pledge card, and any payment to
Matching Gift Coordinator. (Important note: Some companies will allow gifts to be
to be made directly to the Annual Catholic Appeal for Matching Gifts. If the company
requires that the Matching Gift be made to a school, the check should be made payable
to the school designated on the Matching Gift Form by the donor, not the Annual
Catholic Appeal.)
4. Matching Gift Coordinator ensures that all information is complete, including the back of the
pledge card and the company’s Matching Gift Form.
5. Matching gift check and form are forwarded to the lockbox for the Annual Catholic Appeal
with the other pledges. (See Pledge Card Processing Section, page 9.2).
As Matching Gift Coordinator, there are a few important notes to keep in mind.
Some companies will match gifts directly to the Annual Catholic Appeal. Some of these
companies are listed in the Matching Gift Flyer distributed with the parish kit. If the matched
portion of this gift is received by the close of the Appeal, this portion will count towards your
parish goal.
Most companies will only match gifts to schools. The Annual Catholic Appeal publishes a
flyer annually listing the published Matching Gift requirement of many area companies. This
flyer is distributed with the parish kits in late March.
2/12 Roles and Responsibilities 4.9

Because the Annual Catholic Appeal is not able to collect the company portion of most
Matching Gifts as revenue, the company portion of a matched gift cannot count towards your
parish goal. The donor portion of a matched gift is counted towards your parish goal as usual.
The pledge cards for previous Matching Gift donors will have “MG” typed on the card.
A Step-By-Step Guide for the Matching Gift Coordinator
Early April
1. Obtain an Annual Catholic Appeal Matching Gift Flyer from the parish kit, received by the
parish office in late March. The Promotions Coordinator will need most of the flyers, but the
Matching Gift Coordinator will need one for reference.
2. Identify potential Matching Gift donors with the help of the Data Information Coordinator.
The Previous Year Matching Gift Detail Report available from the Data Information
Coordinator through Annual Catholic Appeal Online Reporting (AAR) will provide you
with a list of Matching Gift donors from the previous year.
A list of Matching Gift donors from the previous year will be included in your parish
kit as well.
3. Contact potential Matching Gift donors by telephone before Appeal Sundays, asking them to
consider applying for a Matching Gift again this year. Remind them to complete the back of
the pledge card and to bring a Matching Gift Form on one of the Appeal Sundays.
4. Work with the Promotions Coordinator to ensure the Matching Gift Program is adequately
promoted, using the Matching Gift posters, Matching Gift Flyers, bulletin announcements,
pulpit announcements, and any other appropriate medium at your parish.
5. Ensure the training of parish volunteers includes training about Matching Gifts. Specifically,
the volunteers should look for pledge cards with “MG” typed on them and ask these donors to
complete the Matching Gift Form on the back of the pledge card.
May
1. Ask the Information Coordinator for a list of current Matching Gift donors (Current Year
Matching Gift Donors on AAR System).
2. Compare the current year Matching Gift Report to the previous year Matching Gift Report you
obtained earlier, to identify the previous year’s Matching Gift donors who have not yet
completed a Matching Gift Form.
3. Follow up with Matching Gift donors from the previous year who have not completed a
Matching Gift Form, inviting them to do so.
2/12 Roles and Responsibilities 4.10

D. Data Information Coordinator
Job Description for Data Information Coordinator
The Data Information Coordinator tracks the progress of the Appeal in the parish and supplies
the appropriate reports to the rest of the Appeal Committee. The Data Information Coordinator should be
comfortable using a computer, particularly with using spreadsheets and Word documents to create/perform
mail merges. The Annual Catholic Appeal Online Reporting Tool (AAR) is the primary means for a Data
Information Coordinator to provide reports. If you are not using the AAR System, please see page 4.15
for a step-by-step guide.
Introduction to Annual Catholic Appeal Online Reporting (AAR)
The Annual Catholic Appeal offers online reporting for your parish. The system is secure and
updated daily, beginning in January. The Data Information Coordinator can access these reports in the
format we provide, or download them into a spreadsheet to analyze the data, conduct mail merges, etc.
Available Reports
Below is a list of some of the available online reports, including descriptions and suggested uses
for those reports. More reports may be added if necessary, so check back often.
Report Name Description What, When, and Where to Use This Report
Current Year
Progress Report
Parish Summary Report.
Lists summary information for your parish for the
current year, including your parish goal, challenge
goal, new donor goal, and progress against each of
these goals. Use this to determine how your parish
is doing in this year’s Appeal.
Current Year
LYBUNTS (Last Year
But Not This Year)
Parishioners who gave
last year but not yet
this year.
This reports lists all parishioners who gave last year
but not yet this year. Use this report when
conducting follow-up after Appeal Sundays, to
identify those most likely to respond. This report
could also be used to send a letter prior to Appeal
Sundays, to parishioners who made a pledge last
year. (See Sample Letters section 7.2.)
Current Year SYBUNTS
(Some Years But Not
This Year or Last Year)
Parishioners who gave
some years but not yet
this year or last year.
This reports lists all parishioners who gave some
years but not yet this year or last year. Use this
report when conducting follow-up after Appeal
Sundays, to identify those most likely to respond.
This report could also be used to send a letter prior
to Appeal Sundays, to parishioners who have made
a gift to the Appeal in the past but did not give last
year. (See Sample Letters section 7.3.)
Download Here
www.archstl.org
2/12 Roles and Responsibilities 4.11

Report Name Description What, When, and Where To Use This Report
Never Givers
Parishioners who have
never given to the Annual
Catholic Appeal.
This report lists all parishioners who have never
given to the Appeal. Use this report to find potential
new donors. This report could also be used to send
a letter prior to Appeal Sundays, to parishioners who
have never made a gift to the Appeal. (See Sample
Letters section 7.4.)
Current Year Not Given
Parishioners who have
not yet given this year.
Combines the Cur. Yr.
LYBUNTS, Cur. Yr.
SYBUNTS, and Never
Givers reports.
This report lists all parishioners who have not yet
given to the current year’s Appeal. It combines the
Cur. Yr. LYBUNTS, Cur. Yr. SYBUNTS, and Never
Givers reports. Use this list when conducting followup,
to determine which parishioners your follow-up
volunteers need to contact. It could be used to send
a letter to parishioners who did not participate during
Appeal Sundays. (See Sample Letters section 7.5.)
Parish List
A list of all parishioners
associated with
the parish.
This report lists all parishioners the Annual Catholic
Appeal has associated with your parish. Use this list
to ensure that the Appeal has the most current
parishioner list from your parish.
Current Year
Pledge Detail
Reports total gift for each
parishioner who has
given to this year’s
Annual Catholic Appeal.
This report lists each parishioner who gave to the
current Appeal. Use this list to ensure all Appeal
gifts have been properly recorded, or to see who has
contributed to your parish total.
Current Year Refusals
Parishioners who have
sent in a pledge card
deciding not to give.
Lists parishioners who have sent in a “signed
refusal,” which is a pledge card stating that they will
not give to the Appeal. Use this to determine if
someone not on your Parish Detail Report should
receive a special follow-up contact. People who
have made signed refusals often have special
questions that follow-up contact may help to resolve.
Prior Year LYBUNTS
LYBUNTS report from
end of previous year.
Lists parishioners who did not give to last year’s
Appeal, but who did give in the year before last.
These parishioners may be especially responsive to
an advanced drive in your parish, asking them to
participate in this year’s Appeal.
Prior Year SYBUNTS
SYBUNTS report from
end of previous year.
Lists parishioners who did not give to the last two
years’ Appeals, but did give sometime in the past.
These parishioners may be especially responsive to
an advanced drive in your parish, asking them to
participate in this year’s Appeal.
Prior Year Matching
Gift Detail
List of Parishioners
who made a Matching
Gift last year.
Lists parishioners who made a Matching Gift in
previous years. Use this list to determine who may
be able to make a Matching Gift.
Download Here
www.archstl.org
2/12 Roles and Responsibilities 4.12

A Step-By-Step Guide for the Data Information Coordinator
Early March
1. Verify AAR registration. Your parish had the opportunity to register the Data Information
Coordinator when the parish prep packets were returned in December, but for various reasons
this may not have occurred. To register, sign up at the Appeal Launch Meetings or complete
the AAR Registration Form on page 4.16 of this manual.
2. Become familiar with the reports available. A list of reports currently available is on page
4.11. This list also includes suggested uses for each report. Becoming familiar with this list
will help the Data Information Coordinator to best serve fellow committee members.
3. Begin tracking the progress of the Appeal in your parish using the Parish Progress Report
online. You might want to put together an email list of Appeal committee members, then email
them a Progress Report weekly. Bring a current Progress Report to each meeting.
4. Provide a list of last year’s donors to the Major Donor Coordinator. The Major Donor
Coordinator may also request other reports, to help identify potential major donors or to list
those who already gave this year.
5. Provide appropriate lists to the New Donor Coordinator. The New Donor Coordinator will
probably want the following lists to identify potential new donors:
Some Years But Not This Year (SYBUNTS) Report. This report lists potential new donors
who have given in years past.
Never Givers Report. This report lists those who have not given to the Appeal.
Late March
1. Stay in close contact with the Major Donor Coordinator and New Donor Coordinator. They
may need additional reports, such as the Pledge Detail Report, to see who has given.
2. Keep the Appeal Committee informed about the progress of the Appeal.
Early April
1. Provide reports and assist the Pastor, Parish Chair, and Promotions Coordinator with sending
appropriate letters asking for support. The AAR reports provide information necessary for
assembling mailings and conducting mail merges. Your assistance will help to make sending
segmented, personalized letters to parishioners easy. Along with the list of available reports on
page 4.11 are suggestions for how these reports can be used to send mailings.
2. Provide the Matching Gift Coordinator with list of previous year’s Matching Gift donors.
The Previous Year Matching Gift Donor Report available on the AAR system contains this
information. This report will also be sent to your parish in the parish kit.
3. Keep the Appeal Committee informed about the progress of the Appeal in the parish and
provide reports as needed.
Download Here
www.archstl.org
2/12 Roles and Responsibilities 4.13

Late April
1. Provide a list of those who have already given (Pledge Detail Report) to the Pledge Card
Coordinator prior to Appeal Sundays. The Pledge Card Coordinator will need this report to
pull out pledge cards for those who have already made a pledge.
2. Track the progress of the Appeal in your parish on a weekly basis, to ensure that all pledge
cards are being sent to the Annual Catholic Appeal Office or the Lockbox. Monitoring the
Progress Report will help to identify any potential problems early on.
Early May
1. Continue to track the progress of the Appeal in your parish and to keep the Appeal
Committee informed.
2. Provide the Follow-Up Coordinator with LYBUNTS, SYBUNTS, and Never Givers reports to
assist with follow-up. These reports will help the Follow-Up Coordinator to identify the best
prospects for follow-up.
3. Provide additional reports to committee members as needed.
Late May – Appeal Close
1. Keep the Appeal Committee informed about the progress of the Appeal in the Parish and
provide reports as needed.
2. Provide the Matching Gift Coordinator with a list of Current Year Matching Gift Donors.
The Current Year Matching Gift Donor Report available on the AAR system contains
this information.
3. Continue to assist the Follow-Up Coordinator and other Coordinators as needed for
follow-up efforts.
2/12 Roles and Responsibilities 4.14

Not Using the AAR System?
Not all parishes will choose to use the AAR system. For these parishes, the Information
Coordinator’s responsibilities are different from what is described on the previous pages. The Data
Information Coordinator who is not using the AAR system has the following responsibilities.
Early April
1. Review, copy, and distribute the Parish LYBUNTS and SYBUNTS Reports received in the
parish appeal kit to the Pastor, Parish Chair, and New Donor Coordinator, to assist with
seeking out new donors.
2. Review, copy, and distribute the Previous Year’s Associates Report (those who gave $1,000
or more to the Appeal) received in the Parish Appeal Kit to the Pastor, Parish Chair, and Major
Donor Coordinator, to assist with the Major Donor Program. If your parish did not have any
Associates the previous year, this list will not be included.
3. Review, copy, and distribute the Previous Year’s Matching Gift Donor Report received in the
parish appeal kit to the Pastor, Parish Chair, and Matching Gift Coordinator, to assist with the
Matching Gift effort.
Late April
1. Begin tracking parish progress using the weekly Parish Progress Reports mailed to your Pastor
and Parish Chair. You might want to put together a list of Appeal committee members to email
them a Progress Report weekly. Bring a current progress report to each meeting. Verify that
the Progress Report reflects all gifts received from your parish. Please keep in mind that there
may be a lag in mail time from when a package of pledge cards is sent in to when it is
processed. If there are any discrepancies, please ask the Parish Chair to contact the Annual
Catholic Appeal Office at 314-792-7680.
May – August Appeal Close
1. Continue tracking your parish progress using the Parish Progress Reports as they are sent. If
your parish is approaching its goal, this information could be vital in motivating the parish to
achieve that goal.
2/12 Roles and Responsibilities 4.15

Annual Appeal Reporting (AAR)
Access Request Form for New Users
Please return the completed form to the ACA office. Once a new user has been added to the system, they will
receive instructions via email.
Email: acaoffice@archstl.org Fax: (314) 792-7229 20 Archbishop May Drive
Saint Louis, MO 63119
Are you currently a SEPT or PHOL user at your parish? Yes No
If yes, please complete only your Name and Email Address.
Name:
Email Address:
Phone:
Parish Name:
Parish Number:
Parish City:
User ID and Password: Your AAR User ID will be assigned as your ‘first name+last name’ (e.g., JohnSmith).
However, you will need to select a password with a minimum of 6 alpha/numeric characters (e.g., John123).
Please type your chosen password below:
Password:
Security Question: Please answer only ONE of the questions below. It will become your security question.
Should you forget your password, you will have to give the answer to the security question before the support
person will be able to reset your password.
Mother’s maiden name?
First school attended?
Oldest child’s birthday
Operating System: Please select the computer operating system you are using:
PC: Windows 2000 Windows XP Windows
Vista
Windows 7
Mac: OS9 OSX
User’s Signature:
Date:
YOUR PASTOR’S SIGNATURE IS REQUIRED IN ORDER TO GRANT YOU ACCESS TO AAR.
Pastor’s Signature:
Date:

E. Promotions Coordinator
Job Description for Promotions Coordinator
The Promotions Coordinator plans and implements the promotion of the Appeal in the
parish through bulletin announcements, Mass announcements, pulpit talks, guest speakers, posters,
pew leaflets, parish marquis signs, parish newsletters, personalized letters, and any other appropriate
communications medium.
Introduction
Laymen and women on the Annual Catholic Appeal Council work hard every year to raise
awareness about the Annual Catholic Appeal. They do this through various advertising, marketing, and
public relations efforts. However, no effort to raise awareness is more effective than the one the
Promotions Coordinator will make at your parish. It is important to start these efforts prior to Appeal
Sundays, and to continue them after Appeal Sundays.
A Step-By-Step Guide to Promoting the Appeal at Your Parish
Throughout the Year
1. Your parish may be involved in various programs (food pantry, school support, parish support,
marriage prep, Respect Life, etc.) that are supported by the Appeal. When opportunities arise,
make sure your parishioners know that these programs are the fruit of their Annual Catholic
Appeal donations.
Early March
1. Check with the Pastor and Parish Chair to ensure the parish has signed up for a guest speaker,
and find out when the guest speaker is scheduled to appear.
2. Ask parish organizations that benefit from the Appeal (such as Pro-Life Committee, Youth
Ministry, etc.) to discuss these benefits during April meetings.
3. Work with the Youth Appeal Coordinator, asking appropriate personnel (teachers, PSR
instructors, Sunday School teachers, etc.) to have young people make posters about the
Annual Catholic Appeal for display during Appeal Sundays. Such posters could be an
excellent way to promote the Appeal. This will probably require approval from several
people (Pastor, principal, etc.), so it is advisable to obtain approvals as early as is practical.
Late March
1. Develop and implement a strategy for sending a letter from the Pastor to everyone in the
parish, lending his support to the Annual Catholic Appeal. The letter should be sent in April,
coordinated with the Catholic St. Louis Magazine which will focus on the ACA this year.
This letter will be most effective if it is personalized and segmented, based on parishioners’
previous giving history. (See sample letters are included on page 7.1).
2/12 Roles and Responsibilities 4.17

The Data Information Coordinator can help here by providing reports and spreadsheets for
the mailing. For instance, the Data Information Coordinator can provide a report of those
who gave last year but not yet this year (LYBUNTS), so the letter can thank them for last
year’s gift. Segmentation is easy using the Annual Catholic Appeal Online Reporting Tool
(AAR) and the mail merge feature found on most word processing programs. Ask your Data
Information Coordinator for help.
Early April
1. Collect the promotional materials provided by the Annual Catholic Appeal in the parish kit
from the parish office.
2. Review the materials and develop a plan to use each.
3. Ask the Pastor to schedule a pulpit talk, lending his personal support to the Appeal, during one
Appeal Sunday.
4. If your parish is using the Appeal video, schedule the video showing and ensure that the parish
has the proper equipment for showing the video.
5. If your parish is using a guest speaker, ensure that the Pastor and other appropriate people in
the parish know when the guest speaker is coming.
The Pastor will receive a letter stating who the guest speaker will be, along with contact
information. Contacting the guest speaker well before the scheduled day is an excellent way
to ensure that everything is properly arranged.
6. Check with the Pastor and parish staff to ensure that appropriate bulletin announcements and
pulpit announcements are planned for Appeal Sundays.
For maximum effect, announcements regarding the coming Appeal should also appear in the
bulletin and pulpit announcements for several weeks prior to the Appeal.
7. With the Pastor’s approval, use the parish roadside marquis to announce Appeal Sundays.
Appeal Sundays
1. Hang Appeal posters.
2. Hang Matching Gift posters.
3. Distribute pew leaflets.
4. Have Matching Gift Flyers available at pledge card tables.
5. Double-check bulletin and pulpit announcements.
6. Assist with setting up the video, if applicable.
7. Meet the guest speaker, if applicable.
8. Help with clean up of all promotional materials.
Pastors
Help the Promotions
Coordinator by letting the
parish staff know what to
expect. If the person
assembling your parish
bulletin knows in advance
about announcements for the
ACA, the process will be
that much easier for the
Promotions Coordinator.
2/12 Roles and Responsibilities 4.18

F. Major Donor Coordinator
Job Description for Major Donor Coordinator
The Major Donor Coordinator coordinates solicitations of parishioners who are potential major
donors to your parish Appeal. These solicitations are often made in advance of Appeal Sundays and may
include a personal visit, which is the most effective method of asking for a gift of this kind. Personal
telephone calls are also effective, though not as effective as personal visits. The Major Donor Coordinator
works closely with the Pastor, Parish Chair, and Data Information Coordinator, to identify potential major
donors and strategize on the best ways to ask them to make a gift to the Appeal. Identifying existing and
potential major donors, then discerning the most strategic approach for each one, are the most important
responsibilities related to this position.
Introduction
The major donor effort is one very important key to the success of the Appeal in any parish.
1. These donors often provide a large percentage of the total funds raised by a parish, allowing
for more creativity in seeking out new donors at lower giving levels.
2. By asking these donors in advance for their gifts, you recognize the important role they play in
providing help to those most in need.
3. Often, these donors are leaders in the parish, and their public support of the Appeal will also
lead others to support the Appeal.
Every gift is important to the Appeal; Every gift strengthens our unity as a Church and helps us to
be Alive in Christ; Every gift reflects the fact that we are a Eucharistic people. However, practically
speaking, major gifts make a major impact on the success of the Appeal, in helping our Church to fulfill its
mission.
It is important that the Parish Chair and Major Donor Coordinator be aware of the Appeal
Council’s efforts with regards to major donors. The Annual Catholic Appeal Council has its own major
donor effort, called the Associates of the Archbishop. This program seeks out and recognizes those giving
at the $1,000 or more level. You and your team should define the major donor level for your parish, and it
may be quite different from the Associates of the Archbishop, depending on the median income of your
parish. More information is available on page 4.21 regarding Associates of the Archbishop.
A Step-By-Step Guide to Conducting a Major Donor Appeal
Early February
1. The Archbishop will send a letter to all Associates of the
Archbishop (those who give at the $1,000 level or more) and
all major donor prospects. The Archbishop will ask these
donors to respond directly to his mailing. Your parish will
receive credit for donors in your parish who give in this manner.
Early March
1. Obtain a complete list of donors from the previous year from the
Data Information Coordinator. (See Data Information
Coordinator section, page 4.11).
Pastors
As Pastor, you can open
doors for the Major Donor
Coordinator. Your personal
request for a major gift will
be very compelling to most
parishioners and you can work
with him regarding confidential
parish records.
2/12 Roles and Responsibilities 4.19

2. Determine the appropriate major donor level for your parish, in consultation with the Pastor
and Parish Chair.
3. Identify donors from the previous year at this level, using the report provided by the Data
Information Coordinator.
Some of these donors may have responded to the Archbishop’s February mailing. Ask the
Data Information Coordinator to identify these parishioners using the Current Year Pledge
Detail Report. Instead of soliciting these donors, consider thanking them for their early gifts.
4. In consultation with the Pastor and Parish Chair, determine the best solicitation strategy for
each donor.
Personal visits are best.
Personal telephone calls are also effective.
5. Another excellent idea is to host a special event, such as a Saturday morning breakfast, a wine
and cheese party, or a chili or spaghetti dinner. Invite the previous year’s major donors, along
with potential major donors. A brief presentation, thanking them for their past support and
sharing the importance of the Appeal, can follow the breakfast. Bring the donors’ pledge cards,
then allow the parishioners some time and space to complete them.
Late March
1. Contact existing major donors according to the agreed-upon plan.
2. Using the parish list, identify potential new major donors in conjunction with the Pastor,
Parish Chair, and other volunteers. Involving someone familiar with the parishioners’ giving
patterns can be helpful.
3. Develop a plan for contacting potential new major donors. All of the methods identified above
for existing donors are effective; a letter composed specifically for this purpose in the sample
letters section may also be useful. A breakfast, inviting potential major donors to mingle with
the current major donors, can provide an effective witness to Christian Stewardship and may
encourage potential new donors to “get on board.”
Early April
1. Contact potential new major donors according to the agreed-upon plan.
Late April
1. Contact those who responded to advanced solicitations, thanking them for their participation.
Some public or token material recognition of their assistance is very appropriate, and will help
to ensure their participation in the coming years.
2. Coordinate the Pastor, Parish Chair, and other committee members, contact those identified as
existing or potential major donors who have not yet made pledges. Encourage them to stop by
the pledge card tables during Appeal Sundays.
3. Work at the Appeal tables, focusing on those parishioners identified as potential major donors
who have not yet made a gift.
May – June
1. Work with the Follow-Up Coordinator to continue with follow-up as needed. Coordination is
important to ensure that potential major donors are not contacted simultaneously by both the
Follow-Up volunteers and the Major Donor Coordinator.
2/12 Roles and Responsibilities 4.20

What is an Associate of the Archbishop?
Associates of the Archbishop are individuals who faithfully respond to Christ’s call to
stewardship by generously contributing $1,000 or more annually to the Annual Catholic Appeal.
Membership in the Associates is divided into eight different giving levels. They are:
Sponsors $1,000–$2,499
Ambassadors $2,500–$4,999
Endorsers $5,000–$9,999
Guarantors $10,000–$14,999
Bronze Guarantors $15,000–$19,999
Silver Guarantors $20,000–$24,999
Golden Guarantors $25,000–$49,999
Diamond Guarantors $50,000 or more
Benefits to Members
Complimentary annual fall luncheon hosted by the Archbishop, in grateful appreciation for the
generosity of the Associates of the Archbishop.
Recognition in the annual Associates of the Archbishop brochure.
Remembrance in the prayers of our retired priests at Regina Cleri.
Potential Associates
Typically, potential Associates are those individuals who currently contribute $500 or more
annually to the Appeal. All parishioners who contribute $500 or more will receive a letter from the
Archbishop in the February advance mailing. However, potential Associates may also include individuals
who have not previously contributed to the Appeal, but are generous donors to other special parish efforts,
Parish Capital Campaigns or the Parish Offertory.
Potential Associates should be identified by the Pastor and/or Parish Appeal Chairperson.
Personal solicitation of these potential Associates by the Pastor is the most effective approach
for obtaining new Associates. This may include a home visit, lunch at the rectory, or a personal
phone call or personal letter from the pastor requesting that they join the Associates of the Archbishop.
2/12 Roles and Responsibilities 4.21

G. Follow-Up Coordinator
Job Description for the Follow-Up Coordinator
The Follow-Up Coordinator works with the Data Information Coordinator and the Pledge Card
Coordinator, identifying parishioners who do not participate in the Appeal during Appeal Sundays. The
Follow-Up Coordinator then oversees the solicitation of these potential donors.
Introduction
The follow-up effort is critical to the success of the Appeal in every parish. According to one
survey conducted with people who had given in one year but not the next, 40% of the respondents thought
they had given again that year. Clearly then, if this group of people had been reminded that they had not
given, then asked to give by someone in their own parish, they probably would have said yes.
In every parish some people will miss the Appeal Sundays, for any number of reasons. They may
have been on vacation, or attending a confirmation or first communion. No matter why they did not give, it
is important every parishioner be asked to make a commitment.
Step-By-Step Guide to a Simple, Successful Follow-Up Effort
Early March
1. Determine the most effective and efficient method of follow-up for your parish. Often, this
will be a mix of various strategies, such as telephone calls for those who have given before and
mailings for those who have not participated before. Personal visits are the most effective
method for most parishes, but they do require more time.
2. Recruit volunteers to help with follow-up contacts. The number of volunteers needed will vary
based on the method or methods chosen. Personal visits are the most effective means of
follow-up, but they also require the most time. As a rule of thumb, recruit one volunteer for
every five to ten follow-up telephone calls you expect to make, and a few more volunteers to
conduct a mailing.
When recruiting these volunteers, tell them in advance what you will ask them to do.
They will more likely agree to make ten calls over two weeks, than to make an
open-ended commitment.
3. Set goals for each volunteer. For example, ask each volunteer to find five more people to
make a pledge.
May - June
1. For efficient follow-up, ask the Data Information Coordinator to identify those parishioners
who have not yet given, using the online reporting system. The following reports are very
helpful for this effort. It is critical that the Follow-Up Coordinator works closely with the Data
Information Coordinator to keep these reports up-to-date. (See Data Information Coordinator
and the Report List page 4.11, for more details and descriptions of the reports listed below).
Current Year LYBUNTS.
Current Year SYBUNTS.
Never Givers.
2/12 Roles and Responsibilities 4.22

Current Year Not Given (combines all of the above reports and is useful for sending out a
simple follow-up letter from the Pastor).
2. Ask the Pledge Card Coordinator to help identify parishioners for follow-up. Every blank,
uncompleted pledge card represents a potential follow-up call.
If using this method, ask the Data Information Coordinator to provide you with the Pledge
Detail List, which is a list of every parishioner who has given. This will help to ensure that
only those who have not yet given receive a follow-up contact.
3. Assist the Pastor in sending a letter to those who have not yet given. The AAR Report
“Current Year Not Given” will be useful in sending this letter. (See Sample Letters section,
page 7.4, for ideas).
4. Open communication between the Follow-Up Coordinator and the Major Donor Coordinator
is vital, to ensure that the same parishioner is not receiving follow-up contacts from too
many people.
5. Those who made a gift last year but not yet this year (LYBUNTS) should be your top priority
for follow-up, and should receive the most attention. They will be the most likely to say yes.
Each person in this category should at least receive a telephone call.
The online report, “Current Year LYBUNTS,” will provide you with this list.
6. Those who made a gift in some previous year but not this year or last year (SYBUNTS) should
be your second priority for follow-up. They are very likely to make a pledge.
Each person in this category should at least receive a telephone call.
The online report, “Current Year SYBUNTS,” will provide you with this list.
7. Those who have never made a gift should be the last group to receive follow-up, as they are
least likely to give.
Telephone calls are a very effective way to reach out to this group.
If it is not feasible to call everyone on this list, sending a follow-up letter is still helpful.
(See Sample Letters, page 7.4).
The online report “Never Givers,” will provide you with this list.
8. Bundle a group of pledge cards for each volunteer, based on how many follow-up calls they
agreed to make. Ensure that every volunteer has several donors who have made a gift in the
past, and encourage them to start with these donors.
9. Conduct a training session for these volunteers. This can be coordinated with a small kickoff
event where refreshments are provided and goals are announced.
Give specific instructions on what to do when someone makes a pledge. The volunteer
should complete the pledge card during the telephone conversation and note on the card,
“pledge taken over phone by (name) on (date),” in the signature line.
Give specific instructions on what to do when a call is answered by an answering machine.
Announce a specific date by which the pledge cards should be returned and specific
instructions for return, including who should receive the cards.
Conduct a mock sample call so that volunteers can hear both sides of a conversation.
Encourage them to practice with each other.
Suggestion: Make this process fun! Announce a small prize for the follow-up volunteer who
is able to obtain the most pledges.
Download Here
www.archstl.org
2/12 Roles and Responsibilities 4.23

10. When training is complete, hand out bundles of pledge cards to each volunteer.
Maintain a detailed list tracking who has which pledge cards, using the Follow-Up Tracking
Sheet provided on page 4.26.
Consider asking volunteers to make some calls while gathered for the training session. This
will enable to you answer any questions that surface for the entire group. Volunteers may be
willing to use their cell phones to help with this.
11. Check in with volunteers halfway through the follow-up period to learn how the calls are
going and to ensure they are being made. If some volunteers seem willing, and if there are
more cards for follow-up, ask them to consider taking on another bundle.
12. Host another meeting for the volunteers to return their pledge cards. If there are still more
cards for follow-up, ask for additional help. Make this meeting especially fun and exciting.
Announce the current leaders in any contests.
13. Submit completed pledge cards to the Parish Chair or Pledge Card Coordinator for processing.
14. Publicly thank all of the volunteers. Publicly recognize any that were especially successful.
15. Continue to conduct special follow-up as needed through the close of the Appeal in August.
NOTE: The lockbox due date indicated in the parish kit is very important. Please continue
any necessary follow-up after the published date, but explain to any additional donors that the Appeal
is coming to a close. As a result, they may receive a follow-up letter in July from the Archbishop that they
can disregard.
Conducting a Follow-Up Call
Before conducting follow-up telephone calls, spend five to ten minutes reviewing the brochure
for the Annual Catholic Appeal. Familiarity with the ministries supported by the Appeal builds confidence,
preparing volunteers to better respond to any questions the potential donors may ask.
Conducting a follow-up call
1. Introduce yourself as someone from the parish.
2. Explain that you are calling on behalf of the Annual Catholic Appeal at your parish.
3. Mention that the Appeal supports a wide variety of ministries and provides help to those
most in need.
4. If the parishioner has supported the Appeal previously, mention their gift and thank them for
their past support.
5. Ask if they would be willing to make a pledge to the Annual Catholic Appeal.
6. If yes, fill out their pledge card, and ask if they would like to make payments on a credit
card. If not, the Appeal Office will send reminders. Be sure to completely fill out the pledge
card, including:
Amount of pledge.
Method of payment.
Payment plan.
Complete the pledge card during the telephone conversation and note on the card, “pledge
taken over phone by (name) on (date),” in the signature line.
2/12 Roles and Responsibilities 4.24

7. If someone chooses not to give, generally they will give you a reason why. Always
acknowledge the importance of their concerns. Most of the issues people are upset about have
nothing to do with the Appeal. The best general responses are as follows:
If the Appeal is unable to make goal, those in need who are counting on the Church for help
this year may not find it.
The Appeal is about serving others. The money is used to help people across the
Archdiocese. (See brochure and “How Your Gift is Used” in the next section).
8. Thank them for their time and offer your prayers for them.
Who does the Appeal support?
Catholic religious education, elementary and high schools,
Kenrick-Glennon Seminary, special education.
Parishes, Parish Emergency Grant Fund, and Parish
Assistance Fund.
Priests, care for aging and retired priests, Regina Cleri,
formation of priests.
Diaconate Program; Deacons in the parish.
Respect Life Apostolate, Birthright, Project Rachel, Vitae
Society.
Newman Centers on college campuses.
Youth Ministry, REAP, and vocations programs.
Marriage prep, Laity and Family Life,
Hispanic ministry.
Natural family planning programs.
Food pantries and rural parish workers.
HIV ministries.
Pastors
Your attendance at the
Follow-Up training session
will be very encouraging to
the Coordinator and the
volunteers. Your willingness
to take a bundle of pledge
cards for follow-up will allow
you to lead by example,
motivating your volunteers.
2/12 Roles and Responsibilities 4.25

Sample Follow-Up Tracking Sheet
2/12 Roles and Responsibilities 4.26

H. New Donor Coordinator
Job Description for the New Donor Coordinator
The New Donor Coordinator works closely with the Pastor, Parish Chair, and Data Information
Coordinator to identify and solicit potential new donors for the parish Appeal.
Introduction
Motivating new donors to give to the Annual Catholic Appeal is key to increasing participation,
both for the parish and for the Appeal in general. The New Donor Coordinator identifies potential
new donors, identifies ways to encourage their participation, and then coordinates the implementation
of these ideas.
The New Donor Coordinator provides an important ministry for the Annual Catholic Appeal.
Each new donor strengthens our unity as Catholics and helps us to be Alive in Christ! We are a Eucharistic
people, united. Each new donor allows us to better reflect this important aspect of our faith. Each new
donor allows us to make the Body of Christ more clearly visible in our community.
The Following Steps Will Lead to a Simple, Achievable New Donor Goal
This is an important spiritual mission, requiring a great deal of enthusiasm and creativity.
To achieve the new donor goal set by your parish, follow the guidelines below:
Early March
1. Learn what the new donor goal is for your parish.
2. Note that a new donor is identified as anyone who gives to the current Appeal year and did not
give to the previous Appeal.
3. Recruit a New Donor Committee. The size will vary from parish to parish, but should include
at least 3-4 people.
Late March
1. Identify populations of potential new donors with your committee.
New parishioners.
Young families with children in school or PSR.
Young families with children involved in athletics.
Young adults without children.
2. Ask the Data Information Coordinator to provide you with the following reports to identify
potential new donors. Reports of those who gave Last Year But Not This Year (LYBUNTS)
and Some Years But Not This Year (SYBUNTS) are also included in the parish kit, which will
be received in late March. However, the online reports listed above are more up-to-date and
usable for mail merges, etc.
Current Year SYBUNTS.
Never Givers.
Download Here
www.archstl.org
2/12 Roles and Responsibilities 4.27

3. Discuss the most effective means of appealing to each group. Personal creativity is very
important in reaching out to these new donors. Each parish is different, and the approach to
seeking new donors in each parish will be different as well.
New Parishioners may welcome a telephone call, welcoming them to the parish. Invite them
to participate during this call. These efforts may also be helpful as we work to support the
Catholics Come Home initiative.
Young families with children in school or PSR or involved in athletics can be reached by
sending letters home with the children, stressing the importance of this Appeal. For the best
result, the Pastor may wish to approach the Principal or PSR Coordinator first.
Young families with children involved in athletics can be especially influenced by seeking
the support of coaches.
Young adults without children can be reached through a parish young adult group or other
prayer group.
April
1. A member of the committee should be responsible for each group of potential new donors
identified. Set a firm date for each task to be completed.
2. Give each committee member a specific goal to reach from their group.
3. Allow committee members the freedom to use their own creativity when reaching out to
new donors.
4. Follow up with committee members periodically before the due dates for their tasks, to ensure
that the new donor effort is on track.
May – June
1. Conduct follow-up with potential new donors as needed.
2/12 Roles and Responsibilities 4.28

I. Youth Appeal Coordinator
Job Description for the Youth Appeal Coordinator
The Youth Appeal Coordinator develops and implements plans
to involve youth in the Annual Catholic Appeal at the parish.
Pastors
Your encouragement to
the Principal, DRE, and/or
Youth Minister can help to
Introduction
win support for the Youth
Appeal Program. Contact
This is a critical component of any parish Appeal. The amount of the appropriate people first,
money generated by this appeal is not important. The value of this Appeal explaining why this effort is
lies in teaching our young people about the importance of Christian
important to the future of our
Stewardship, and inviting them to step out of themselves to do something Church. If approached from an
for others.
evangelistic or catechetical
One critical component of any Youth Appeal in your parish is
perspective with your support,
getting the appropriate permissions from the appropriate people. When people will be much more
conducting any Youth Appeal, it is vital to have the permission of the Pastor. likely to embrace this program.
If your parish has a school, it is important to seek the Principal’s permission
and buy-in as well. Beyond that, the situation will vary based on your
particular parish and the approach you decide to take. The Youth Appeal Coordinator may need to seek the
help of the Youth Minister or the Director of Religious Education. They may need the assistance of the
PSR Coordinator or other staff/volunteers at the parish. Speaking with these people well ahead of time and
seeking their support will make this portion of the Appeal run more smoothly.
Some parishes have had success in finding someone from the parish to match the total gift given
by the young people, encouraging them to give and introducing them to the concept of Matching Gifts.
Step-by-Step Guides for Two Potential Youth Appeal
Programs for Your Parish
Conduct a Mini-Appeal in the school.
1. Recruit Youth Appeal volunteers to solicit donations.
Select one volunteer from each classroom, or all eighth
graders. Include PSR classes.
2. Train volunteers on how to complete a solicitation and
pledge card.
3. Host school-wide Mass with an Annual Catholic Appeal theme.
4. Discuss the importance of Christian Stewardship in classes.
5. Send letters home to parents discussing the upcoming Youth
Appeal and the fact that their children of appropriate age, (other
parishes have included second graders and higher) will be
solicited for a donation on a specific date. Ensure that parents
know this should truly be a donation from the child. (See Sample
Letter to be Sent Home by School Principal/DRE Prior to the
Appeal page 7.6).
Pastors
A version of the pledge
card designed for youth is
now available for download
on our website. Just visit
www.archstl.org/aca, click
on Leadership/Volunteers
Resources, and the pledge
card download will be at
the bottom of the page.
You can print as many as
you need for your parish.
This is an easy and effective
way to involve your parish
youth in Stewardship of their
resources while deepening
their commitment to the
larger Church.
2/12 Roles and Responsibilities 4.29

6. Have Youth Appeal Volunteers meet with each child, asking for their pledge. Stress the
importance of participation. Total dollars raised is not important.
Have each child complete a pledge card.
7. Collect donations from each child, determine the total amount collected, and submit a single
check to Annual Catholic Appeal.
8. Send a thank-you note from the Pastor to each child who makes a donation.
9. Ask Youth Appeal Volunteers to announce the results of the Youth Appeal at Mass, preferably
during Appeal Sundays. Present the donations in a single basket during the Offertory.
Announce the results in the parish bulletin.
Conduct a series of Special Collections for young people.
1. If the parish has a school, host a school-wide Mass with an Annual Catholic Appeal theme.
Discuss the importance of Christian Stewardship and the Annual Catholic Appeal. If there is
no school, announce the Youth Appeal in the bulletin, at Mass, and at the Parish School of
Religion. Tell the youth that they will have an opportunity to bring their Annual Catholic
Appeal gifts to the alter during Appeal Sundays.
Send a letter home with the youth, informing parents of this program. Stress that the Appeal
gifts should be sacrificial gifts from the youth themselves. (See sample letter on page 7.6).
2. At the first Appeal Sunday, involve the Youth in the Mass opening Appeal Sundays. One
idea is to have them be part of the opening procession, carrying banners of the Annual
Catholic Appeal colors.
3. During Appeal Sundays, invite the young people of the parish to approach the alter during the
Offertory to offer their Annual Catholic Appeal pledges and gifts. This is very visible to
everyone in the parish, and can help to encourage participation from everyone present at Mass.
4. Announce the results of the Youth Appeal in the parish bulletin and at Mass. Thank the young
people publicly for their support.
2/12 Roles and Responsibilities 4.30

5
Scripture
Readings and
Bulletin Announcements
This section is useful to: Pastor, Parish Chair
Section Title and Contents Section Summary Page
A. Reflections on the Scripture Readings
April 21/22, 2012—Third
Sunday of Easter
April 28/29, 2012—Fourth
Sunday of Easter
May 5/6, 2012—Fifth
Sunday of Easter
B. Announcements on the Scripture
Readings
April 21/22, 2012—Third
Sunday of Easter
April 28/29, 2012—Fourth
Sunday of Easter
May 5/6, 2012—Fifth
Sunday of Easter
The following chapter contains bulletin reflections
for each of the Appeal Sundays.
The following chapter contains bulletin
announcements for each of the Appeal Sundays.
5.2
5.5
2/12 Bulletin Announcements 5.1

A. Reflections on the Scripture Readings
April 21/22, 2012—Third Sunday of Easter
A Day in the Life of the Archdiocese: A Call to Generosity
The scripture readings for the Third Sunday of Easter call our attention to sin, repentance and
redemption. In the Acts of the Apostles we hear the dramatic message that the very “author of life” was
put to death so that our sins might be wiped away. Though we are sinners, St. John assures us we have an
advocate with the Father – a representative, Jesus Christ, the righteous one.
Sin can be a deliberate act, or an omission – something we overlook or intentionally ignore.
The author of life, our advocate before the Father, the righteous one who brings peace – the Risen Christ,
asks only that we embrace the truth and “. . . repent so that your sins may be wiped away” (Acts 3:19).
Often it is easy to look the other way or avoid what is a clear obligation.
The Annual Catholic Appeal invites everyone to make a stewardship commitment. When we
accept this responsibility we strengthen our families, our parishes and our communities. The call to
generosity – the commandment of love – is extended to all. Can we walk away from the suffering Christ?
Will we refuse the comfort and peace he offers? Will we let his love be perfected in us?
Although the readings this week call our attention to sin, the Psalmist paints a wonderful picture
of forgiveness . . . “you relieve me when I am in distress, the Lord does wonders for me, he puts gladness
in my heart, and I fall peacefully asleep.” Amazed by joy, what more could we ask? What greater comfort
can there be?
2/12 Bulletin Announcements 5.2

April 28/29, 2012—Fourth Sunday of Easter
A Day in the Life of the Archdiocese: A Call to Generosity
Last week the scripture readings cautioned us that we must avoid sin and embrace the truth . . . the
truth of the Risen Christ. Today we hear stories of those who choose not to see what is right in front of
them – mercy, enduring kindness, a protector – the Savior.
The stone rejected by the builders as inferior becomes the cornerstone; those who are called the
children of God are not recognized by the world; and finally the one hired to watch the sheep runs away
when danger approaches. Rejected, unaccepted by the world, left alone by those who we thought would be
there.
What are we left with? The cornerstone. A beloved father. A good shepherd.
Every hour of every day in the Archdiocese of St. Louis we can witness this rejection and this
danger. And, every hour of every day we see the good shepherd, the beloved father, the firm foundation –
the cornerstone. An unborn child is spared. Children are given the opportunity to attend an authentically
Catholic school. The homeless and hungry find refuge and are satisfied. The elderly are cared for and
young people find inspiration to follow their vocation.
The letter by St. John offers an amazing and almost unbelievable fact: “we shall be like him”
(1 Jn. 3:2).
A pledge to the Annual Catholic Appeal is an answer to the call to generosity: to be like him . . .
the cornerstone, the beloved father, the good shepherd who did not run away but rather was prepared to lay
down his life for his flock.
2/12 Bulletin Announcements 5.3

May 5/6, 2012—Fifth Sunday of Easter
A Day in the Life of the Archdiocese: A Call to Generosity
The readings for the Fifth Sunday of Easter make two things quite clear. First, it is important
to speak up boldly in the name of the Lord. Second, words alone are not sufficient. “Children, let us
love not in word or speech, but in deed and truth” (1 Jn. 3:18).
We must believe, we must express our faith and we must bear fruit. The vine that fails to bear
fruit, according to John’s Gospel, is trimmed and thrown into the fire. “He (the Father) takes away
every branch in me that does not bear fruit, and every one that does he prunes so that it bears more
fruit” (Jn. 15:2).
Throughout the Easter Season we have heard dramatic and pointed messages of sin and
repentance, love and comfort from a shepherd who will not abandon us, and finally this week the
amazing promise that “If you remain in me and my words remain in you, ask for whatever you want
and it will be done for you” (Jn. 15:8).
A pledge to the Annual Catholic Appeal is not the only way we can witness to our faith. But
it is a unique opportunity to match our actions with our words. You may never have taught in the
classroom of a Catholic School, or worked in a soup kitchen or visited the sick in a nursing home. But
you can make all of these activities and more possible with a gift to the Annual Catholic Appeal.
Please consider the invitation to join those who already make a sacrificial gift. Each pledge
means we are better able to fulfill the commandment of love and prepare enthusiastically to meet the
challenges of today’s world.
2/12 Bulletin Announcements 5.4

April 22/22, 2012—Third Sunday of Easter
A Call to Generosity
This week we hear the words of scripture announcing the most wonderful gift of the forgiveness
of sins. The readings talk of the wonders that come to those who are faithful, a gladness, security and a
peace of mind and heart. We are told the love and the truth of Christ will be perfected in us. What must we
do? Keep his word and his commandments.
As you prayerfully consider a pledge to the Annual Catholic Appeal examine your conscience and
ask if you have fully accepted the commandment of love – this call to be generous with the gifts God has
given to you.
Thank you in advance for answering the Call to Generosity.
April 29/30, 2012—Fourth Sunday of Easter
A Call to Generosity
The stone rejected by the builders as inferior becomes the cornerstone; those who are called the
children of God are not recognized by the world; and finally the one hired to watch the sheep runs away
when danger approaches. Rejected, unaccepted by the world, left alone by those who we thought would be
there.
What are we left with: The cornerstone. A beloved father. A good shepherd. The letter by St. John
offers an amazing and almost unbelievable fact: “we shall be like him” (1 Jn. 3:2).
As you prayerfully consider a pledge to the Annual Catholic Appeal consider this call to
generosity: to be like him . . . the cornerstone, the beloved father, the good shepherd who did not run away
but rather laid down his life for his flock.
Thank you in advance for answering the Call to Generosity.
May 5/6, 2012—Fifth Sunday of Easter
A Call to Generosity
The readings for the Fifth Sunday of Easter make two things quite clear. First, it is important to
speak up boldly in the name of the Lord. Second, words alone are not sufficient. “Children, let us love not
in word or speech, but in deed and truth” (1 Jn. 3:18).
A pledge to the Annual Catholic Appeal is not the only way we can witness to our faith. But it is a
unique opportunity to match our words with our actions. You may never have taught in the classroom of a
Catholic School, or worked in a soup kitchen or visited the sick in a nursing home. But you can make all
of these activities and more possible with a gift to the Annual Catholic Appeal.
As you prayerfully consider the invitation to make a sacrificial gift know that your gift will mean
our parishes, schools and agencies will be better able to fulfill the commandment of love and prepare
enthusiastically to meet the challenges of today’s world.
Thank you in advance for answering the Call to Generosity.
2/12 Bulletin Announcements 5.5

6
Sample Agendas
This section is useful to: Parish Chair, Pastor
Section Title and Contents Section Summary Page
A. Sample Agendas
Sample Agendas to Assist the
Parish Chair in Organizing
and Conducting Meetings
Contained in this section are sample agendas
that can be used as guides for the two monthly
Appeal meetings.
6.2
2/12 Sample Agendas 6.1

A. Sample Agendas
Sample Agendas to Assist the Parish Chair in Organizing and Conducting Meetings
All meetings, except training sessions, should be attended by the full leadership committee for
your Parish Appeal. This may include a member of the parish staff if they are involved in organizing your
Parish’s Appeal. It is critical that the Pastor attend meetings so that he can give direction, provide
necessary support, and clear potential roadblocks for committee members. The meetings should be chaired
by the Parish Chair. The italics indicate a suggestion for who might lead this portion of the meeting. The
parentheses indicate where more information can be found.
When discussing each agenda item, assign a person responsible and set a due date for each
task. Keep meeting minutes with this information, then use this to follow-up with each person. Such
organization will help to make sure nothing “slips through the cracks.”
Early March Meeting
1. Introductions and prayer – Pastor
2. Review of impact of Appeal – Pastor (Is there someone in the parish impacted by the Appeal
who would be willing to provide a witness to this committee?)
3. Review of parish goals set by Appeal – Pastor
Financial goal
Participation goal
New Donor goal
4. Review of parish internal goals – Parish Chair
Total donors
New donors from school
Total new Associates/major donors
5. Assign responsibilities and discuss basic plan for each area - Parish Chair (It is important to
note that while all of these responsibilities need to be assigned, each parish will not need a
separate volunteer to fill each role. Some volunteers may accept more than one responsibility.
For instance, the Parish Chair may also take the role of Data Information Coordinator, while
the Parish Vice-Chair accepts responsibility as Pledge Card Coordinator. Sometimes the parish
staff will accept one or more roles. (See Roles and Responsibilities section, page 4.3, for more
information on each role.)
Parish Vice-Chair
Pledge Card Coordinator
Matching Gift Coordinator
Data Information Coordinator
Appeal Promotions Coordinator
Major Donor Coordinator
Follow-Up Coordinator
New Donor Coordinator
Youth Appeal Coordinator
6. Volunteer Recruitment Plan – Parish Chair
2/12 Sample Agendas 6.2

Late March Meeting
1. Opening prayer – Pastor
2. Review promotion of the Appeal in Parish – Promotion Coordinator
3. Review major donor planning/implementation – Major Donor Coordinator
4. Review new donor planning/implementation – New Donor Coordinator
5. Review Youth Appeal planning/implementation – Youth Appeal Coordinator
6. Review Appeal Sundays planning – Parish Chair
7. Review volunteer recruitment implementation – Parish Chair/Vice Chair
Early April Meeting
1. Opening prayer – Pastor
2. Parish Appeal status – Data Information Coordinator
Current total raised by ACA Advanced Mailing and other sources.
3. Review reports received in Parish Kit – Parish Chair
Review plan for contacting LYBNTS
Review plan for contacting SYBNTS
Review plan for contacting Associates
4. Review Appeal Sunday implementation – Pledge Card Coordinator
Ensure volunteers are in place for Appeal Sundays
Training for Appeal Sunday volunteers
5. Review promotions of the Appeal in Parish – Promotion Coordinator
6. Review Final Report on major donor Implementation – Major Donor Coordinator
7. Review new donor implementation – New Donor Coordinator
8. Review Youth Appeal implementation – Youth Appeal Coordinator
9. Review follow-up plan – Follow-Up Coordinator
Creative ideas to enhance follow-up
Ideas to recruit and manage volunteers
Late April
1. Opening Prayer – Pastor
2. Parish Appeal status – Data Information Coordinator
3. Review Appeal Sundays implementation – Pledge Card Coordinator
4. Review follow-up plan – Follow-Up Coordinator
Training for follow-up volunteers
5. Review final report on new donor plan – New Donor Coordinator
6 Review Final Report on Youth Appeal – Youth Appeal Coordinator
Early May
1. Opening prayer – Pastor
2. Parish Appeal status – Data Information Coordinator
3. Review Appeal Sundays – Pledge Card Coordinator
2/12 Sample Agendas 6.3

4. Review follow-up plan – Follow-Up Coordinator
Creative ideas for follow-up.
5. Review Matching Gift follow-up – Matching Gift Coordinator
Volunteer Training, attended by Leadership Committee and all volunteers who will interact
with potential donors
1. What is the Appeal? Who does it help? – Pastor
2. Who does the Appeal impact in our parish community? – Pastor
3. Show video. Review other materials. – Parish Chair
4. How do you complete a pledge card? – Parish Chair
5. What are Matching Gifts? How do they work? – Matching Gift Coordinator
2/12 Sample Agendas 6.4

7
Sample Letters
This section is useful to: All Pastors, Parish Chair, All Coordinators
Introduction: The following pages contain sample letters and a sample email for the various
projects outlined in this manual. While the Appeal can provide you with a basic letter, it is
important that each letter be personalized for your specific parish. You know your parish best.
All of these letters are also available in the Leadership and Volunteers section of the Annual
Catholic Appeal website at www.archstl.org/aca. Just click on “Resources for Leadership and
Volunteers.”
Often, the information needed to mail these letters (i.e. names of appropriate parishioners,
addresses, etc.) is available for download from the Annual Catholic Appeal Online Reporting
System (AAR) in the form of a spreadsheet. Once the spreadsheet is downloaded and reviewed,
it can be “mail-merged” with the appropriate letter from this section. This makes sending these
letters easier than ever. If appropriate, the sample letter notes the corresponding report on the
AAR system to make this mail-merge easy. See the Annual Catholic Appeal Online Reporting
Tools section for more details. Each letter can be downloaded from the website, customized,
and then mail-merged with the appropriate online report.
Section Title and Contents Section Summary Page
A. Sample Letter from Pastors to
Those Who Gave Last Year (LYBUNTS)
Sample letter from pastor to those who have
given last year.
7.2
B. Sample Letter from Pastor to Those Who
Have Given in the Past But Not Last Year
(SYBUNTS)
Sample letter from pastor to those who have
given in past years but not last year.
7.3
C. Sample Letter from Pastor to Those Who
Have Never Given
Sample letter from pastor to those who have
never given.
7.4
D. Sample Letter to Those Who Have Not
Yet Given After Appeal Sundays—Follow
Up Letter
Sample letter from pastor to those who have not
yet given after Appeal Sundays.
7.5
E. Sample Letter to be Sent Home by
School Principal/DRE Prior to the Appeal
Sample letter to be sent home with school aged
children from the principal or DRE.
7.6
2/12
F. Sample Email to Parishioners
Sample email to be sent to parishioners, either
from the parish or from various organizations in
the parish.
7.7
Sample Letters 7.1

A. Sample Letter from Pastor to Those Who Gave Last Year
What: The following letter could be sent from the Pastor on parish letterhead to parishioners
who made a gift last year.
When: Just Prior to Appeal Sundays.
Associated Report: Current Year LYBUNTS
Date
Dear ,
Each day, and all through every night, many people are receiving help and hope from the ministries of our
Church and parish. Whether it is an abandoned child finding a place to sleep, a family receiving help
funding a Catholic education for their children, or an elderly person receiving dignified care, the Church
never stops loving people in their need. By standing together in Christ’s name, we accept our mission and
build up the Church in our parish as the visible sign of salvation for the world.
We accept our Call to Generosity as a Church united with other Catholics across the Archdiocese.
Through the Annual Catholic Appeal, we join together and make possible the Church’s mission of
evangelization, education and the many ministries of charity. Your participation in the Appeal helps our
parish remain vibrant and keeps our school Alive in Christ. It is important that we all participate and
encourage every family and individual in our parish to do so as well.
Thank you for your generous support of the Appeal in the past. Every neighborhood, every community,
every parish in all eleven counties that make up the Archdiocese is impacted by your gift. Your gift helps
parents seeking education for their children, families who are hungry, couples preparing for marriage,
teens learning about their faith, homeless people seeking shelter, priests in retirement, seminarians in
formation, and those who have no one to defend them. Wherever people have a genuine need in our
Archdiocese, the Annual Catholic Appeal is likely to be involved in meeting that need. To see your
generosity in action, and for more information please visit www.archstl.org/aca.
Here is one simple way your gift has returned to . ( EG: is a seminarian at
Kenrick-Glennon Seminary and helps out at our parish on weekends.)
I ask for your support for the 2012 Annual Catholic Appeal.
May God continue to bless you and your home.
Download Here
www.archstl.org
2/12 Sample Letters 7.2

B. Sample Letter from Pastor to Those Who Have
Given in the Past But Not Last Year (SYBUNTS)
What: The following letter could be sent from the Pastor on parish letterhead to parishioners
who have given in the past but did not make a gift last year.
When: Just prior to Appeal Sundays.
Associated Report: Current Year SYBUNTS
Date
Dear ,
Each day, and all through every night, many people are receiving help and hope from the ministries of our
Church and parish. Whether it is an abandoned child finding a place to sleep, a family receiving help
funding a Catholic education for their children, or an elderly person receiving dignified care, the Church
never stops loving people in their need. By standing together in Christ’s name, we accept our mission and
build up the Church in our parish as the visible sign of salvation for the world.
We accept our Call to Generosity as a Church united with other Catholics across the Archdiocese.
Through the Annual Catholic Appeal we join together and make possible the Church’s mission of
evangelization, education and the many ministries of charity. Your participation in the Appeal helps our
parish remain vibrant and keeps our school Alive in Christ. It is important that we all participate because
when we come together and serve, Christ is truly present.
Your past support has had a tremendous impact on the lives of many. We missed your support for the
Annual Catholic Appeal last year, and encourage you to participate, once again, in this vital effort to assist
those in need. Every neighborhood, every community, every parish in all eleven counties that make up the
Archdiocese is impacted by your gift. Your gift helps parents seeking education for their children, families
who are hungry, couples preparing for marriage, teens learning about their faith, homeless people seeking
shelter, priests in retirement, seminarians in formation, and those who have no one to defend them.
Wherever people have a genuine need in our Archdiocese, the Annual Catholic Appeal is likely to be
involved in meeting that need. To see your generosity in action, and for more information please visit
www.archstl.org/aca.
Here is one simple way your gift has returned to . ( EG: is a seminarian at
Kenrick-Glennon Seminary and helps out at our parish on weekends).
I ask for your support for the 2012 Annual Catholic Appeal.
May God continue to bless you and your home.
Download Here
www.archstl.org
2/12 Sample Letters 7.3

C. Sample Letter from Pastor to Those Who Have Never Given
What: The following letter could be sent from the Pastor on parish letterhead to parishioners
who have never made a gift to the Appeal.
When: Just prior to Appeal Sundays.
Associated Report: Never Givers
Date
Dear ,
Each day, and all through every night, many people are receiving help and hope from the ministries of our
parish and the Church. Whether it is an abandoned child finding a place to sleep, a family receiving help
funding a Catholic education for their children, or an elderly person receiving dignified care, the Church
never stops loving people in their need. By gathering together in Christ’s name, we accept our mission and
build up the Church in our parish as the visible sign of salvation for the world.
We accept our Call to Generosity as a Church united with other Catholics across the Archdiocese.
Through the Annual Catholic Appeal, we join together and make possible the Church’s mission of
evangelization, education and the many ministries of charity. Your participation in the Appeal helps our
parish remain vibrant and keeps our school Alive in Christ. It is important that we all participate because
when we come together and serve, Christ is truly present.
Every neighborhood, every community, every parish in all eleven counties that make up the Archdiocese
is impacted by your gift. Your gift helps parents seeking education for their children, families who are
hungry, couples preparing for marriage, teens learning about their faith, homeless people seeking shelter,
priests in retirement, seminarians in formation, and those who have no one to defend them. Wherever
people have a genuine need in our Archdiocese, the Annual Catholic Appeal is likely to be involved in
meeting that need. To see your generosity in action, and for more information please visit
www.archstl.org/aca.
Here is one simple way your gift can return to . ( EG: is a seminarian at Kenrick-
Glennon Seminary and helps out at our parish on weekends).
I ask for your support for the 2012 Annual Catholic Appeal.
May God continue to bless you and your home.
Download Here
www.archstl.org
2/12 Sample Letters 7.4

D. Sample Letter to Those Who Have Not Yet
Given After Appeal Sundays—Follow Up Letter
What: The following letter could be sent from the Pastor on parish letterhead to parishioners
who have not yet made a pledge after Appeal Sundays have occurred in your parish.
When: Soon after Appeal Sundays.
Associated Report: Current Year Not Given
Date
Dear ,
Everyone can be a powerful witness of sharing Christ’s love and compassion through our community at
. When we embrace Stewardship and give what we can, our gifts can have a real impact on
the lives of others throughout the Archdiocese of St. Louis and right here in our parish.
According to our records, we have not yet received word from you regarding a pledge to the 2012 Annual
Catholic Appeal. We miss your participation.
Every neighborhood, every community, every parish in all eleven counties that make up the Archdiocese
is impacted by your gift. Your gift helps parents seeking education for their children, families who are
hungry, couples preparing for marriage, teens learning about their faith, homeless people seeking shelter,
priests in retirement, seminarians in formation, and those who have no one to defend them. Wherever
people have a genuine need in our Archdiocese, the Annual Catholic Appeal is likely to be involved in
meeting that need. To see your generosity in action, and for more information please visit
www.archstl.org/aca.
Here is one simple way your gift has returned to . ( EG: is a seminarian at
Kenrick-Glennon Seminary and helps out at our parish on weekends).
In the coming weeks, . This follow up
is done by your fellow parishioners who volunteer their time and talent for this vital effort. By calling
with your pledge, you can help your fellow parishioners. Thank you for your
consideration.
May God bless you and your home.
Download Here
www.archstl.org
2/12 Sample Letters 7.5

E. Sample Letter to be Sent Home by
School Principal/DRE Prior to the Appeal
What: The following letter could be sent from the School Principal or Parish DRE to families with children in the
parish school or PSR program.
When: Prior to youth Appeal in parish.
Date
Dear Parents,
Each year at this time the Catholic community of the Archdiocese of St. Louis is invited to join in the
common effort called the Annual Catholic Appeal. The purpose of this Appeal is to support the many
ministries of the Archdiocese.
The Annual Catholic Appeal supports such ministries as Catholic Education, the Respect Life Office, the
Seminary, Youth Ministries, Catholic Charities, and many other outreach programs.
This year we would like to invite the children of our parish to participate in this effort of the Catholic
community. For many of us, the stewardship we practice today began when we were in grade school and
we gave a portion of our allowance to the parish or to a mission appeal.
We invite you to speak to your child or children about the meaning of this work of charity and encourage
them to participate. We invite the children to make a donation from their own resources, however small it
might be. What is important is their awareness of the meaning of stewardship and how Jesus has called us
to serve one another. Our hope is that from this experience the children will remember their participation
in the ACA and continue to make stewardship a part of their lives.
Thank you for your own generosity and the witness of stewardship you give to your children.
In the Peace of Christ,
Download Here
www.archstl.org
2/12 Sample Letters 7.6

F. Sample Email to Parishioners
What: The following email can be sent from the pastor to parishioners, either through the parish itself or through
various organizations in the parish.
When: Just prior to Appeal Sundays.
Each day, and all through every night, many people are receiving help and hope from the ministries of our
parish and the Church. Whether it is an abandoned child finding a place to sleep, a family receiving help
funding a Catholic education for their children, or an elderly person receiving dignified care, the Church
never stops loving people in their need. By gathering together in Christ’s name, we accept our mission and
build up the Church in our parish as the visible sign of salvation for the world.
We accept our Call to Generosity as a Church united with other Catholics across the Archdiocese.
Through the Annual Catholic Appeal, we join together and make possible the Church’s mission of
evangelization, education and the many ministries of charity. Your participation in the Appeal helps our
parish remain vibrant and keeps our school Alive in Christ. It is important that we all participate because
when we come together and serve, Christ is truly present.
Every neighborhood, every community, every parish in all eleven counties that make up the Archdiocese
is impacted by your gift. Your gift helps parents seeking education for their children, families who are
hungry, couples preparing for marriage, teens learning about their faith, homeless people seeking shelter,
priests in retirement, seminarians in formation, and those who have no one to defend them. Wherever
people have a genuine need in our Archdiocese, the Annual Catholic Appeal is likely to be involved in
meeting that need. To see your generosity in action, and for more information please visit
www.archstl.org/aca.
It has made a difference here at . ( EG: is a seminarian at Kenrick-Glennon
Seminary and helps out at our parish on weekends.)
I ask for your support for the 2012 Annual Catholic Appeal.
May God continue to bless you and your home.
2/12 Sample Letters 7.7

8
Completing The Pledge Card
This section is useful to: Parish Chair, Pledge Card Coordinator, Data Information
Coordinator
Section Title and Contents Section Summary Page
A. Procedures for Completing
the Pledge Card
A Step-by-Step Guide for Filling
Out the Pledge Card
A step-by-step guide for completing the
Pledge Card.
8.2
B. Pledge Card Sample
Pledge Card Sample
A sample Pledge Card. 8.3
2/12 Completing The Pledge Card 8.1

A. Procedures for Completing the Pledge Card
A Step-by-Step Guide for Filling Out the Pledge Card
All pledge cards for the Annual Catholic Appeal are two-part forms. Simply tear off the
top copy marked “Parish Copy” for your records. (white copy)
Part two of the pledge card is the “Appeal Office Copy” (green copy) and so marked. Place the
donor’s check (and, if applicable, the Matching Gift form) behind the Appeal Office Copy of the pledge
card. DO NOT STAPLE. It is recommended to group pledge cards together with a rubber band. Please
refer to Lock Box Procedures for grouping.
Telephone numbers are listed on the pledge cards, if requested by your parish. This makes the
telephone follow up process much easier for parish volunteers.
The upper left side of the card lists prior gift if the donor made a gift in recent years. The donor’s
account number plus parish number and matching gift information is near the donor name and address.
To complete the pledge card, please ask the donor to do the following:
1. Make a selection from the suggested gift amounts, or fill in another amount in the area marked
“other.” Complete the “today’s payment” and “balance” sections.
2. Choose a payment option as indicated, if applicable.
3. For donors choosing automatic payment from checking or savings, a voided check MUST BE
ATTACHED to verify the nine-digit bank/branch number and account number. Most people
use checking, if they choose this option. If they do not have a check, please hold the pledge
card until it is provided.
4. For donors using credit cards, please be sure the proper credit card box is marked. The donor
should enter a readable credit card number on the proper line along with an expiration date.
Donors making payment using a credit card should complete the “Today’s Payment” line.
NOTE: Debits on automatic payment from checking, savings or credit cards will be made on
or around the 20th of each month.
5. If a donor is unable to participate, please be sure they check the box “I am unable to participate
at this time” and sign the pledge card.
6. Be sure to have ALL DONORS sign their pledge card.
7. If a donor does not have a pledge card, they can complete a blank pledge card. Please be sure
the donor completes the card with their full name and address (including city, state and zip
code).
8. Donors participating in the Matching Gift Program should complete the reverse side of pledge
card (green copy only) following instructions for handling matching gifts.
NOTE: Since this is a two-part form, please make sure the donor writes hard enough so
all the information is clearly transferred to “Appeal Office Copy” of the card. Please
make sure the donor fills out all appropriate information on the pledge card.
2/12 Completing The Pledge Card 8.2

A. Pledge Card Sample
2/12 Completing The Pledge Card 8.3

9
Pledge
Card
Processing Procedures
This section is useful to: Parish Chair, Pledge Card Coordinator, Data Information
Coordinator
Section Title and Contents Section Summary Page
A. Pledge Card Procedures
Pledge Card Processing Procedures
This section covers the process involved with the
pledge card once it has been filled out.
9.2
2/12 Pledge Card Procedures 9.1

A. Pledge Card Procedures
Pledge Card Processing Procedures
After donors complete their pledge cards, the cards must be properly batched and sent to the
lockbox on a weekly basis. This ensures that your Parish Progress Reports accurately reflect your parish
totals, and keeps the costs of the Appeal low so that more funds are available for the ministries of the
Archdiocese of St. Louis.
The Parish Chair and Pledge Card Coordinator must ensure that the following procedures are
followed on a weekly basis:
1. Separate the pledge card. The pledge card is a two-part form. Tear off the top copy marked
“Parish Copy” for parish records.
2. Sort the Appeal Office Copy into batches. The following batches should be created. Place the
donor’s check (if applicable) behind the corresponding pledge card. Please do not staple or
paperclip the checks to the pledge cards.
Handwritten pledge cards and their associated payments (pledge cards without preprinted
information). This batch will be placed in the envelope marked Handwritten Pledges and
mailed separately. These envelopes will be included in the parish kit sent to the parish by
the end of March.
Credit card single payment.
Credit card installment payments.
Matching Gift pledges. If a Matching Gift Form is available,
it should be placed behind the donor’s check.
Direct debit pledge (ACH).
Direct debit single payment (ACH).
Stock payment pledges.
Pledge cards with checks.
Pledges without checks, credit cards, automatic payments, or
stock payments.
Pledge cards without a pledge or payment (refusal to give,
pledge cards with no gift).
Pledge cards with special notations (moved, deceased, etc.).
Pledge cards with cash. The Lockbox will not accept cash
Please Note
All handwritten pledge
cards and payments received
with the handwritten pledge
cards, should be kept in
separate batches from the
preprinted cards. For
example, if a cash gift is
received with a handwritten
pledge card, this should
be batched separately from
a cash gift received with a
preprinted pledge card.
payments; the parish should deposit the cash and write a check for the exact amount to the
Annual Catholic Appeal. If multiple cash payments are received, a single check may be
written, however, please keep handwritten pledge cards in separate batches from preprinted
pledge cards. Keep these pledge cards together and place the single check behind them.
Please include an adding machine tape listing all cash pledge amounts and a total equal to
the face value of the parish check.
3. Bundle the batches. Use rubber bands to bundle each batch separately.
4. Mail the batches. All batches except the handwritten pledge cards should be placed in the
lockbox envelopes that will be included in the parish kit. Handwritten pledge cards should be
placed in the specially marked envelope, also included in the parish kit.
Thank you for your assistance with this important task of the Appeal. Pledge card processing
may seem mundane, but your efforts are helping the Church to fulfill her mission. If you have questions
or need extra envelopes, please contact the Appeal Office at 314-792-7680.
2/12 Pledge Card Procedures 9.2