OERF:Donation planning

Introduction
The OER Foundation is a non-profit charitable organisation which assists individuals and organisations to achieve their objectives through open content. We oversee the world's largest capacity building project in the formal education sector providing free training to thousands of educators in more than 120 countries.

Voluntary public donations is one category of three main income streams for the OER Foundation. We derive income from:


 * 1) International donors, international agencies and government contracts
 * 2) Organisations that join the OER Foundation as contributing members -- We provide value added services in helping these members achieve their objectives through OER.
 * 3) Voluntary public donations through our giving campaign (including individuals and organisations who choose to gift as Donor Partners)

As a charitable organisation, all surplus funds are invested in OER projects, for example, commissioning the development of OER teaching materials or paying consultants from the WikiEducator community to facilitate capacity building workshops. This page focuses on our planning for voluntary public donations.

Guidelines and ideas for our voluntary donation plans

 * 1) We will place a donation button on the main page of all our websites. This will enable public donations at any time of the year.
 * 2) We will administer one general public donation campaign each calendar year.
 * 3) * During the public donation campaign, we will implement a donation banner which will be displayed on all WikiEducator pages using the Mediawiki site notice. (WikiEducator visitors will have the option to dismiss the site banner.)
 * 4) * The first public giving campaign will be divided into two sub-phases. An initial campaign of 4 to 6 weeks which will provide us with the opportunity to trial our procedures during June / July 2010. Most notably exploring avenues and strategies for community engagement in our donation campaign. We will then run a subsequent campaign of 4 to 6 weeks implementing the lessons learned from the first trial planned for September / October 2010. In subsequent years, we will restrict our general public donation to one formal giving campaign each year.
 * 5) We will process donations using PayPal, donor's card details are never shared with the OER Foundation
 * 6) The Board of Directors of the OER Foundation will consider the approval and adoption of:
 * 7) *Donor Privacy Policy -- Approved by OER Foundation Board of Directors
 * 8) *Endorsement of the Donor Bill of Rights
 * 9) We will implement a donor wall -- where donors may post a short message (140 characters). Donors may elect to remain anonymous and we will not publicise the donation amount.
 * 10) More guidelines?

Do you have any questions and/or suggestions?
If you have any questions, thoughts and/or ideas, please list these here:


 * Is this initiative looking for individual donations? FAQ talks about institution joining OER Foundation? Is there a suggested amount? Are there specific "things" that $20 or $50 "buys"?

Community volunteers
We need your help in achieving a successful but responsible donation strategy. If you would like to volunteer to assist WikiEducator and the OER Foundation with our donation planning, please list your name below and indicate how you would like to assist us. We need help with drafting of campaign documents, review and editorial work, planning of the donation campaign, marketing etc.

Chronology

 * 1) Invitation to the WikiEducator community to assist with the planning of our public giving campaign -- Feb 2010.
 * 2) Donor and contributing member privacy policy approved - April 2010
 * 3) OER Foundation adopts the Donor Bill of Rights - April 2010.
 * 4) Draft donation site-banner completed - May 2010
 * 5) Second invitation to the WikiEducator community to assist with feedback and planning of our public giving campaign - May 2010.
 * 6) Third invitation to the WikiEducator community to assist with feedback and planning of our public giving campaign - May 2010.
 * 7) Update on preparations for our gifting campaign posted to the WikiEducator lists - June 2010.

To do list

 * 1) Develop a FAQ page for public donations. What questions (earlier draft version) do we need to include?
 * 2) Prepare documentation for OERF Board resolution on Donor privacy policy and endorsement of donor bill of rights. (Completed, legal feedback received and intergrated into the draft policy  - Approved by special resolution of the OERF Board Donor and contributing member privacy policy. )
 * 3) Draft supporting pages and planning for the dontation campaign.
 * 4) Create a draft banner for the campaign (additional banners may be generated by the community and rotated or replaced during the campaign).
 * 5) Review, refine and and test web forms, donation wall, PayPal functionality etc.
 * 6) Confirm requirements for donation receipt for income tax purposes in the case of New Zealand donors.

Go live check list

 * 1) Review FAQs and check that all information is valid and current (http://wikieducator.org/OERF:Donate/FAQs-Detailed) (Wayne)&lt;s&gt; Upload pdf version of the Annual Report (pre audit version).
 * 2) Send thank you email &amp; link to courtesy copy of the OERF Annual report to folk who contributed support quotes. (Wayne)
 * 3) Donation receipt for NZ taxpayers to be emailed as pdf attachment to HTML thank you letter.
 * 4) Receipt for "donor" pledge to be emailed as pdf attachment for non-NZ residents - Tested
 * 5) Check with Robin if we can use the Board approved (but pre-audit) version of the Annual report in the campaign which we will replace with the audited version once we receive the audit report. (Wayne) - -Cleared and approved
 * 6) Finalise foreign currency solution on web form and invoice (Jim)
 * 7) * set prices
 * 8) * move Country from address fieldset to the membership fieldset (Better to move the blocks than single field).
 * 9) * embed USD price (and discount) data on form in a way Javascript can read it
 * 10) * add AJAX to request converted price and display it
 * 11) * add exchange rate conversion page to server (using external service)
 * 12) * paste data into spreadsheet
 * 13) Tidy up donor message from Belinda Tynan - to be consistent with the others (Wayne)
 * 14) Create a google spreadsheet (similar to the contributing member spreadsheet) with same columns and anonymity rules as the public donor wall with two additional columns: Amount and donations that qualify for listing as donor partners. Need this for analysis and checks for listing on the OERF donor partner list. -- Perhaps there is already a more elegant solution on the backend for these requirements.
 * 15) Remove all and test related messages on Donor landing pages and any sub-pages (Wayne)
 * 16) Prepare table for NZ pricings, discount &amp; GST (Wayne &amp; Jim)
 * 17) Clear all test cases on https://oerfoundation.org/oerf/donors/ (Jim)
 * 18) Clear membership spreadsheet with all test cases. (Jim).
 * 19) Reset invoice and receipt counters for invoice/receipt numbers (Jim)
 * 20) Add links on Navigation template (http://wikieducator.org/Template:OERF-donate-banner-navigation) for a) donor support messages (OERF:Why_donate) and b) Donor wall (https://oerfoundation.org/oerf/donors/) (Wayne) - Done.
 * 21) Prepare message for posting on all our lists announcing the launch of the public gifting campaign (Wayne)
 * 22) Figure a solution to see updated info on Membership forms completed and invoices downloaded (Jim &amp; Wayne -- a simple webpage would work for me -- may need to sit behind a password re Privacy policy). This would be the basis for me to reconcile web-transfers / payments received. Will need to include a mechanism to update this list for payments received.)
 * 23) Update WE frontpage news with gifting campaign info and relevant links. (Wayne)
 * 24) Final testing of all our functionality (may not be "live" due to paypal loop but will figure a workaround) (Jim &amp; Wayne) -- In progress, just NZ contributor tests outstanding (Wayne).
 * 25) Resolve all issues arising from the testing table below. Work with Jim to identify those which are contingent for the go live date and those we can fix after launch (eg layout on invoices).
 * 26) Agree go live time /date (Hopefully by the end of this week. Jim and Wayne)

Testing table -- Levels, Term, Acknowledgement
General comments / thoughts on test results above


 * 1) Invoices are numbered year/number eg 20100063 --- what happens when we get to 1+ 9999? -- long way off?
 * 2) Invoice Layout -- would look better if the first line in the To address was on the same line as To (with necessary spacing) rather than a line break after the To:
 * 3) Hard to do since not all of the fields are required -- OK, leave as is. Issue resolved.
 * 4) Invoice Layout -- Re Attn: --- would be nice if the position under the Attn: salutation on the next line aligned with the position below. Alternatively use the following layout for the Attn: line: Title, First Name, Surname, Position, &lt;email&gt; which avoids complications to line up the 2nd line ;-)
 * 5) &lt;s&gt;I intentionally made them not line up so that the form looked better. Our definitions of better vary. One line is a bad idea for people with long positions. -- I see the problem with the one line solution. Accept your definition of better :-). Issue resolved.
 * 6) To be consistent and enhance readability -- consider inserting thousand separators on the FOREX display, both on the invoice and web-form display -- eg EEK29,273.34 and also for the USD amount -- currently no thousand separators in the currency note.
 * 7) Also need to find list of currencies for which decimal amounts are inappropriate. (Avoided by rounding all forex amounts to even quantities.)
 * 8) Still need to move the "Membership Acknowledgement" block above the "Membership level" so we catch the country before selecting level.
 * 9) I thought this was no longer necessary. -- Just trying to cater for folk who want to see their own currency amount -- and may not realise that the form is dynamic. Capturing country before selecting the term will help -- I think ;-) -- see its already updated :-)
 * 10) Insert discout column and final total for 3 year discount candidates in the spreadsheet.
 * 11) I thought the discount was constant.
 * 12) * In our spreadsheet - -the amount column shows the total amount before discount (which doesn't correspond with the invoice total) -- I thought it would be easiest just to insert a "discount" and "Invoice Total" column in the actual spreadsheet. --Wayne Mackintosh 00:51, 18 July 2010 (UTC)&lt;

Platinum level -- further refinements
The platinum level is a sponsorship category where organisations may opt to sponsor other institutions. Platinum members have the option of using "one of their stars" for their own OER services, or may opt to donotate their full contribution to sponsoring other institutions. We will need to know what option platinum members require. I suggest that in the case of Platinum members we provide an additional radio button (similar to the behaviour for Gold members where we need to get the name of the FTE member.) which is only required for Platinum members. I suggest a check box with the following option: " Allocate total contribution to sponsoring other institutions" -- leave unchecked as the default. This will get a little complicated for NZ members. We shouldn't charge GST on sponsorships and will need to issue a Tax Donation Receipt for the sponsorships. If the Platinum member requests OER services for themselves as a member, we must charge GST on USD$5000 (or USD12,000) if they choose a 3-yr plan. The balance of the platinum contribution is a donation, and we can't charge GST on this -- and will need to issue a donation receipt for the corresponding amount. If the platinum member opts for allocating the full amount as a sponsorship (i.e. we don't provide the members any OER services) the full amount does not carry GST and we need to issue a Tax Donation Receipt for the full amount.

On go live

 * 1) Switch from PayPal sandbox to live Paypal account (Jim)
 * 2) Upload site-wide banner on WE: See for example http://wikieducator.org/OERF:Donation_planning/Planning_the_donation_campaign#Draft_banners (Wayne)
 * 3) Post messages on all our lists (Wayne)
 * 4) Tap social networks to encourage other blogs and sites to spread news of our campaign

During campaign

 * 1) Weekly message on all our lists, social networking sites about the campaign -- feature one of the donor messages in each post. (Wayne)
 * 2) Contact contributing members who complete the join form personally to confirm identity, discuss needs and email pdf invoice. (Personal marketing touch and mechanism to validate email submitted on our records.) (Wayne)
 * 3) Create pages on the OERF wiki namespace for acknowledging Donor Partners. First manually to tweak layout of wiki text and then explore options to automate if needed. (Wayne). The donor member acknowledgements are posted once payment is received.
 * 4) Create a spreadsheet on Google Docs for strategic prioritisation of direct "marketing" for recruitment, for example all signatories of the Cape Town Open Education Declaration, local contacts, institutions publicly engaged with OER activities etc. (Wayne to set-up Google Doc spreadsheet.)
 * 5) Complete FTE4WikiEducator partner membership agreement (http://wikieducator.org/OERF:FTE4WikiEducator_Partners_Program_Agreement) and start recruiting FTE4WikiEducator members. (Wayne)
 * 6) Approach corporate citizenship departments for Platinum level sponsors for FTE4WIkiEducator members. (Wayne)