Agency App Process

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Once you log in, you will see this. Note that this is the same view the Coordinator has, with the exception of the financial details which are in the "secure site". If you hear that term, that's something you'll need to work through me to get to.

Agency Applications - First Pass Validation

So, you're set up to accept emails, and you get one. What do?

1 - Check to see if they applied last year

There are two ways to do this:

a) Check the tracking sheet from 2023: https://docs.google.com/spreadsheets/d/1AluShiNxruX79Y458HttPAhEXhJ3HAyJJZ380RJPKts/edit?usp=sharing

Check the name, email address, and/or contact name. 

b) Use the search built into the website

Manage Online Forms and Requests > Agency Toy Request Form > Review Agency Submissions

You will see this:

What we want is the Search By Keyword box. Try searching by email address, phone number, contact, or agency name. You may see something like this:

If you see a match, you can safely ignore the application for now. They have previously worked with us and bypass the first 'are they legit' checkpoint

2 - They're not a match. What now?

Let's look at the email we get first. 

First, the address:

• If the address isn't in our area of responsibility, we need to reject it. The rejection method will be outlined here

• If it is, pull it up on Google Maps. An address for an office building or house of worship is probably legit. A 900 square foot apartment requesting gifts for 1,200 children is probably not

• If it is not a legit address, it will be rejected

Second, the Tax ID (if one is submitted. Not necessary a requirement, but it would be expected for a nonprofit):

• Go to the Tax Exempt Org Search tool, here: https://apps.irs.gov/app/eos/

• Put the Tax ID in the "enter EIN number" field, hit search. You should see something like this

If the TIN isn't found, that's a problem. If the org comes back but it's not registered in our area, that also is probably an issue. Not necessarily a downcheck, but an explanation is needed

Third, the org name

We're looking to partner with organizations that have an existing history of helping children. That usually implies some type of evidence they have done so. When we google the name, we're looking for a website (that wasn't put up two weeks ago), a Facebook account, news articles... *something* that shows that. If nothing is found, the applicant is going to need to supply some evidence.

Rejecting an Application

While this particular example is for an Agency, the same general concept will apply to other rejections

For Agencies, Manage Online Forms and Requests > Agency Toy Request Form > Review Agency Submissions

For Families, Manage Online Forms and Requests > Family Toy Request Form > Review Family Submissions

For Drop Sites, Manage Online Forms and Requests > Become A Toy Drop Site  > Review Form  Submissions

1 - Retrieve the relevant application record. The easiest way is usually the email address in the Search By Keyword screen

2 - Click the "Respond" button to pull up the application. You will need to put something into the "Response Details" box, then click Disapproved. Except for duplicate applications or obvious errors, a response is required for every disapproved application

A) For applications outside of our coverage area, but within someone else's coverage area, the response should be something like:

"{City Name} is not covered by our campaign. Please apply at [URL of the relevant campaign]. As every Toys for Tots campaign is organized separately and has different eligibility criteria, we cannot transfer your application.

B) For applications outside of our coverage area, but *not* covered by someone else, the response should be something like:

"{City Name} is not covered by our campaign. Unfortunately, {County] does not appear to be covered by a Toys for Tots campaign. We are regrettably unable to offer assistance to those outside our coverage area; we do not have sufficient support from our community. If you are aware of an organization or group of individuals that may be interested in organizing a Toys for Tots campaign in {County] , please let us know and we will get them in contact with the relevant people at the Marine Toys for Tots Foundation

C) For applications where there were issues with the application and the applicant either did not respond or did not supply satisfactory answers:

Requested information to validate applicant has not been supplied in a complete or timely manner. Application disapproved

This is deliberately brief; we don't want people finding something to argue with in a more detailed response. Just... you didn't give us what we needed, you aren't eligible. Nagging applicants who don't respond is not a good use of our time; it's their responsibility to be responsive if they need support.

D) For applications where the applicant has been banned

Applicant has been banned from the program. Bans do not expire. You will need to seek assistance elsewhere. We will not reply to requests for reconsideration. Threats will be forwarded to law enforcement if appropriate 

These should be coming from me, and I will deal with any responses. If someone is banned they're either not going to respond or be cranky. That's my problem to deal with

E) For Family applications where the applicant is already receiving support through an Agency partner (i.e.: we did matching and there was a match)

Applicants can only receive support from Toys for Tots directly or through an Agency/Nonprofit partner. You have an application on file with [Agency Name]. This Family application has been disapproved. If you believe this is in error, please email chester.county.pa@toysfortots.org and we will inform [Agency Name] that you will not be seeking assistance from Toys for Tots through them. 

F)  For Agency applications where the applicant already has an application in the system for a different org. 

Agency Application contacts can apply for one - and only one Agency Application. If you are affiliated with multiple organization, you will need to hand responsibility for It is necessary for each Agency / Nonprofit to have a unique point of contact who is empowered to make decisions for an organization. Please have the new contact submit a fresh application for this organization. If the other organization should be disapproved instead, please email chester.county.pa@toysfortots.org