Public Relations and Development

The proper and consistent use of Center For Family Services' logo strengthens the recognition of our organization within the community.

Staff are strictly prohibited from altering or recreating Center For Family Services logo. For more information on the proper use of our logo, please view our Branding Guide (coming soon!).

Center For Family Services' logo is available for download but should only be used for the following purposes:

• To share with vendors, funders, or partner organizations that may need the logo for promotional materials, websites, etc. Our Branding Guide must be shared with these partners in the event our logo is shared.
• For use on a program flyer. If you use the logo to create a flyer, please send the flyer to the Public Relations Department for approval prior to circulatating to other staff, clients, or the community.

Appropriate use of agency approved stationary such as letterhead is also required by all staff. Center For Family Services approved letterhead is a means of communication with donors, funders, employees, and community partners. It is essential that the use of it positively reflects the mission and vision of the organization. Our letterhead plays an important role in communicating our brand image.

Center For Family Services letterhead should only be used for formal letters.

Please use a branded word document (not letterhead) for forms, flyers, or other marketing/communication materials. 

If you have questions regarding Center For Family Services letterhead or are intersted in ordering a supply for your program please contact the Public Relations Department at 856.651.7553. 

Use this branded word template to create meeting agendas, reports, or any document that may need the Center For Family Services logo. 

Please note, this document is not intended to be used as letterhead or used to print a letter on. You may download a copy of Center For Family Services letterhead, also located on this page. 

Do you need to spread the word about a program event, activity, or workshop? Utilize a branded flyer template. Select from one of the options below. Send your flyer draft to Mary Beth Woodward in PR for review of branding guidelines and approval.

Not sure how to get started? Review Branding Standards for Flyer Designs. 

Consistency is key when it comes to branding and that includes presentations. When preparing a presentation, for both internal and external audiences, please utilize the PowerPoint template. 

• The Center For Family Services logo should always be present on each slide, in the lower right corner. 
• Header font should Arial Black, size 44
• Body font should be Arial, size 22 
• Colors should remain as represented in template 

For questions regarding PowerPoint presentations, please contact Mary Beth Woodward. 

Are you interested in emailing your contacts information about employment opportunities at Center For Family Services? Use our recruitment image in an email to help spread the word. Download the image below and follow the attached directions. 

Every staff person plays a role in building our brand. Refer to these speaking points to help you talk about Center For Family Services.

Directions to set up your Voice Mail Greeting for agency cell phones and office phones

Cell Phones & Office Phones (3 options to choose from):

Hello/Hi. Thank you for calling Center For Family Services. You have reached the voice mail of (Your First/Last Name, Your Job Title/Program) with Center For Family Services. Please leave your name and phone number and a brief message and I will return your call as soon as possible. Thank you and have a great day.”

Hello/Hi. You have reached the voice mail of(Your First/Last Name, Your Job Title/Program) with Center For Family Services. I am not available to take your call at this time, but please leave your name and phone number and a brief message and I will return your call as soon as possible. Thank you and have a great day.”

Hello/Hi. Thank you for calling Center For Family Services. You have reached the voice mail of (Your First/Last Name, Your Job Title/Program). Please leave your name and phone number and a brief message and I will return your call as soon as possible. If you need immediate assistance, please contact (xx at xxx-xxx-xxxx). Thank you for calling and have a good day.

Office Phones (for staff with agency cell phones):

”Hello/Hi. Thank you for calling Center For Family Services.You have reached the voice mail of (Your First/Last Name, Your Job Title/Program). I am not available to take your call at this time, but please leave your name and phone number and a brief message and I will return your call as soon as possible. Or, feel free to reach me on my cell phone at (xxx-xxx-xxxx).Thank you.”

*Optional statement to include after you state your name: “If this is a true emergency please hang up and call 911 or go to your nearest crisis center. If this is not an emergency please leave me a message and I will return your call as soon as possible. Thank you.

Email Standards & Etiquette Guidelines

Staff are asked to follow these email standards and etiquette guidelines when sending emails on behalf of Center For Family Services. These guidelines pertain both to internal and external emails. The standards promote branding and professional appearance.
 

1. Include a signature block that follows our branding guidelines

All staff are asked to use a classic, professional font such as Arial, Calibri, or Times New Roman for your signature block. Be sure the font and font size in your signature block is consistent in all lines of your signature. Please avoid signature add-ons, including quotes or background colors in your emails/email signatures.

  Please follow this format for your email signature block. Be sure to use a classic font such as Arial, Times New Roman or Calibri (no italics):

           First/Last Name
           Pronouns (optional)
           Job Title
           Center For Family Services
           Address/Location (optional)
           Email Address
           Work Phone
           Cell Phone (if you have an agency cell number)
           Fax (optional)
           centerffs.org

           Follow Center For Family Services on social media (optional)

           Agency Branded Image (optional  -  Directions for branded image can be found on the PR section of the website).

This communication, including attachments, is confidential, may be subject to legal privileges, and is intended for the sole use of the addressee. Any use, duplication, disclosure or dissemination of this communication, other than by the addressed, is prohibited. If you have received this communication in error, please notify the sender immediately and delete or destroy this communication and all copies.

2. Keep your fonts classic

You want your emails to be easy for other people to read, so be sure to keep fonts, colors and sizes to a 10- or 12- point type and an easy-to-read font such as Arial, Calibri, or Times New Roman.
 

3. Be sure to include a clear, direct subject line

People may decide whether to open your message based on your subject line, so be sure to include a clear subject. Here are a few examples of good subject lines: "Meeting date changed", "Quick question about your program", or "Suggestions for the agenda”. 

Please be sure to avoid sending an email without a subject line.
 

4. Think twice before sending an email to the all staff listserv or to the supervisors listserv

Does your message pertain to all or most of our 1500 employees across the state of New Jersey? Or to most of our 120 supervisors across the state? If not, then please do not send to the all staff listserv or to the all supervisors listserv. For example, if your message pertains only to Gloucester County programs then you are asked to avoid sending to the all employees listserv or to the supervisors listserv.

5. Think twice before hitting 'reply all'

Always refrain from hitting "reply all", unless you really think everyone on the list needs to receive the email. Take a few extra seconds to make sure you don’t accidently hit “reply all” as this fills other people’s inboxes unnecessarily.

Always avoid “reply all” if you your message is intended for a single staff person. For instance if you are congratulating a staff person, you should avoid sending the message to everyone on the email.


6. Use professional salutations

Start your message with “Hi” or “Hello” or “Good Morning/Afternoon”. Always avoid laid-back expressions like, "Hey you guys". 
 

7. Be mindful of wording

Always say please and thank you. Avoid negative words such as failure, disappointed, neglected, or wrong.
 

8. Use exclamation points sparingly

If you choose to use an exclamation point, use only one to convey excitement.
 

9. Keep tabs on your tone

The goal is for a friendly tone to your emails. Always read your message out- loud before hitting send. If it sounds harsh or abrupt to you then it will sound harsh or abrupt to the reader. Tone in an email can be easily confused without the context from vocal cues and facial expressions.
 

10. Be cautious with humor

Humor and jokes can often get lost in translation, especially without the context of tone or facial expressions. In a professional exchange, it is best to leave humor out of emails unless you know the recipient well. When in doubt, leave it out.
 

11. Be sure to proofread every message

Read and re-read your email a few times, preferably aloud, before sending it off. Consider downloading the free app Grammarly Keyboard to help improve grammar and spelling. Take a few extra seconds to double check to ensure you selected the correct recipient.
 

12. Nothing is confidential--so write accordingly

Assume that others will see what you write. Avoid writing anything you wouldn't want others to see.

Thank you for following these guidelines which help promote branding and professional appearance.

All staff should follow this format for their email signature. Use a classic, professional font such as Arial, Times New Roman or Calibri (no italics):

First/Last Name
Pronouns Learn More (optional)
Job Title
Center For Family Services
Email Address
Work Phone
Cell Phone (if you have an agency cell number)
Fax (optional)
centerffs.org

Follow Center For Family Services on social media (optional)

Agency Branded Image (optional) - see approved agency branded image links below.

This communication, including attachments, is confidential, may be subject to legal privileges, and is intended for the sole use of the addressee. Any use, duplication, disclosure or dissemination of this communication, other than by the addressed, is prohibited. If you have received this communication in error, please notify the sender immediately and delete or destroy this communication and all copies.

Agency Branded Image (optional)
Center For Family Services staff have the option to add an agency branded image to their email signature. See below for direction on how to add the branded image to your email signature. As a reminder, 

Steps to download one of the branded email signature images:

• Click the image you'd like to add to your signature
• Once opened on your screen, right click the image and select "Save Picture As" - be sure to save to a location you can find (example Desktop)
• In Outlook, click "File"
• Then select, "Options"
• On the left sidebar, select "Mail", then "Signatures"
• To add the new image, click within the signature box at the bottom of the screen. Have your cursor beneath your current signature information 
• Then click the photo icon on the top bar. The image is the second icon from the right.
• Find the saved signature. Click "Insert"
• Click "OK"

Adding an email signature branded image is optional. Follow these directions if you would like to add a branded image to your signature. Please be sure to review the email standards and ettiquette guidelines as well.

Each week, Center For Family Services program staff are reaching out to the community through resource tables, speaking engagements, and community events to promote the important work we do in the community. The Public Relations Department wants to give each program the opportunity to speak about Center For Family Services' continuum of care, increase program referrals, and network with community partners.

 Event Guidelines for Program Staff

The following guidelines are designed to assist in planning program events:

• Program Directors are asked to fill out the Internal Event Approval Form and forward to their Associate Vice President. Upon review of the event, the program Associate Vice President with the assistance of the Dev/PR Department and Operations Department will provide feedback and approvals.                                 
• The Operations and Public Relations/Development teams can provide event planning advisement to support program staff in coordianting the event. 
• Program staff should contact staff in the Public Relations Department prior to contacting the media and/or public officials.  
• Staff should be prepared to follow risk prevention and safety measures when planning the event. Staff should review the Event Safety Checklist (see page 4) to be sure they are complying with CFS and the Operations Department safety guidelines. The Event Safety Checklist is to be reviewed thoroughly by the program director and program staff. If questions arise regarding safety, Operations should be contacted immediately upon reviewing.     

Approval Process

Please submit the Internal Event Approval Form to your program's Associate Vice President and the Dev/PR Department either by email or interoffice mail.

You will be contacted with any questions or comments that may result from the evaluation of your application. Please do not move forward with the coordination of your event until you have received a copy of the signed approval from your Associate Vice President.

This editable form allows you to type in your program information including:

• Program Name
• Address
• Phone Number
• Fax Number 
• Staff Email

Are you attending a virtual meeting and need a branded background? Use one of the options below. 

Directions for Google Meet

Directions for Zoom

Center For Family Services’ Public Relations team is prepared to respond to members of the media and the community. We ask our staff to follow our media protocol to inform the PR office of the call, and we will follow up.

Please follow the media protocol if you receive a call and print/post/share this information with any staff answering the phone in your building/program.

These are the steps to follow when any contact is received from media or community by phone, email or in person.

1. Thank the person for calling.
    
2. Take callers name, number, and email address. Find out from where they are calling.
    
3. Let the person know one of our Associate Vice Presidents will call them back.

“Thank you for your call. May I please take your name, phone number, and email address.”
“May I ask where you are from?”

“One of our Associate Vice Presidents will be in touch with you. Thank you for your call.”

If a reporter is particularly persistent, you may state, "I am not a spokesperson for Center For Family Services, but I will be sure to have one get in touch with you quickly."

4. Never say, “No Comment".
    
5. Do not give any information.
    
6. Remain calm, polite, and pleasant. Do not appear defensive or fearful.
    
7. Contact Jen Hammill, Vice President of Development and PR, immediately via phone and email at (609) 238-1271 or [email protected] – to inform her of the call and to share the caller’s contact information. Or, contact Mary Beth Woodward, Associate Vice President - Communications at (609) 977-6332 or [email protected]. 

Thank you for your assistance in following our Media Protocol.

Protecting our client's confidentiality is imperative to the work we do at Center For Family Services. Taking photos and video of client's is prohibited unless the activity is monitored by the Public Relations Department. In the event photos and videos are produced in conjunction with the Public Relations Department, client's must read and sign the Media Consent Form. If a client is under the age of 18, a parent/guardian must sign the form. A copy of the signed form should be placed in the client's file, the original will be filed with the Public Relations Department.

Photos and video produced with the involvment of the Public Relations Department may be used in any of the following Center For Family Services media:website, social media platforms, brochures, flyers, annual reports, success stories, etc.

Taking part in a tv, radio, or phone interview is a great way to spread the word about Center For Family Services and your program. Use this guide when preparing for an interview with any type of media outlet. 

At Center For Family Services, ongoing community donations support our efforts to bring essential resources to the children and families we serve throughout the year. Its imperative that upon receiving a donation the donor is given the opportunity to be recognized for their gift and provided with a receipt with our tax exempt information.

If a donor chooses to fill out the Donation Receipt Form, the original is for their file while a copy should either be interofficed or scanned/emailed to the Public Relations Department within 48 hours of the donation being made.

To download a copy of our Donation Receipt, please click on the PDF below.

To request hard copies for your site (please only make a request if you are receiving donations on an ongoing basis), please place a Media Request Order.

A Receipt of Goods form should be signed for any items received by families, individuals, children served by Center For Family Services. Items may include: backpacks, school supplies, coats, pajamas, books, bedding, gift cards, tickets, *holiday gifts, etc.

Program staff should be sure one form is filled out and signed for each recipient upon receiving the good(s). Do not include multiple recipients on one form. If the individual being served is under 18, the child's parent/guardian should sign off on the form.

The original signed Receipt of Goods form should be given to the Dev/PR office. A copy of the form should be kept in the recipient’s file.

Upon transferring the good, program staff should fill out the Receipt of Goods form.

1. Fill in program name (i.e. SERV, TAFCAR, SOS, etc.)

2. Fill in the recipient's name on the next blank line

3. Fill in the staff member’s name on the third line

4. On the multiple blank lines, record all the items that are being transferred to the indivdual being served

5. Ensure the recipient prints, signs, and dates at the bottom of the form

6. Ensure the staff member prints, signs, and dates at the bottom of the form

7. Make a copy of the completed and signed Receipt of Goods form

8. Place the copy in the individual's file

9. Turn in the original to the Development/PR department within 15 days of the client receiving the good.

Attached is a sample completed Receipt of Goods form. For additional questions, please contact Emily Flemming at [email protected] or call 856.964.1990 x110.

*Youth living in our residential programs should not sign off on goods they receive through the Holiday Gift Project. Receipt of Goods forms should still be completed, listing the youth's name and items received. Instead of the youth signing off, staff need to provide two signatures confirming the recipient of goods.

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Private Fundraising can support emergency needs for the children and families in our care. If help is needed, please consider these options for funding:

Hatch Memorial Assistance Fund - The Hatch Memorial Assistance Fund provides financial assistance to Camden County families to support the needs of a child who is medically fragile or has disabilities. The Hatch Memorial Assistance Fund is intended to provide client assistance to fund supports that are otherwise not funded through existing program budgets. Funds must be designated to support the overall health and wellness goals for the child.

Wyanoke Children's Support Fund is an endowment made possible by private donations. The purpose of this fund is to directly benefit youth, up to age 21, who are currently being served through one or more of Center For Family Services programs. The Wyanoke Children's Support Fund is intended to fund things that are not funded through existing program budgets but will improve the lives of the children and teens we serve.

Private Unrestricted Funding

To request funding

1. First seek approval from your supervisor/AVP. 
2. Fill out one of the attached applications. 
3.  You will receive a response within 2 weeks.
4. If your request is approved, you will need to spend the funding within 30 days of receiving the approval.
5. Turn in original receipts along with credit card statement (if applicable) to the Finance Office with 30 days of receiving the approved application.
6. Share any success stories about how the funding had a positive impact on a child or family in our care with the PR team.

The Hatch Memorial Assistance Fund provides financial assistance to Camden County families to support the needs of a child who is medically fragile or has disabilities. The Hatch Memorial Assistance Fund is intended to provide client assistance to fund supports that are otherwise not funded through existing program budgets. Funds must be designated to support the overall health and wellness goals for the child.

1. Type, quantity and size of sign(s) needed
2. Fund ID for cost allocation

Building a positive brand at Center For Family Services is important. The Center For Family Services brand includes the logo plus so much more. Branding goes way beyond a logo, and beyond flyers and brochures. Center For Family Services’ brand is the entire consumer experience: the centerffs.org website, social media interactions, the way staff answer the phone, the way clients experience services. Working together, the top workplace team at Center For Family Services can maintain a strong brand and an overall feeling of positivity and trust in working with clients, funders, volunteers donors, and community partners.

This guide provides a comprehensive overview of the branding standards, Center For Family Staff are asked to follow. 

The PR team is here to provide you with the tools your program needs to create materials such as as: event flyers, social media posts, and presentation slides that follow Center For Family Services branding guidelines. 

This document provides answers to some of the most frequently asked design-related questions.