Tools/Planning for Fiscal Year 2013     Alumni Club Volunteer Training              June1, 2012
Overview•   Alumni Club Budget•   Recruitment & Transitioning•   Committees•   Welcome to the Neighborhood•   UD Day of Se...
Alumni Club Budget•   Each alumni club starts the year with $800; plus funds from UDAA (SAP)•   $200 per event•   Coordina...
Alumni Club Budget StatementPurpose - NCC   Trans Date Description              Expenses     RevenueALUM175124       11/11...
Recruitment•   Which alumni will make good volunteers?     – Frequently attend events     – Highly involved as undergradua...
Transitioning•   Outgoing officers     – Describe the duties of the office     – Biggest challenges and how to avoid them ...
Committees•   University Committee     – Help with plans for Alumni Weekend, Homecoming and Presidential events•   Special...
Send-off for Class of „16•   Between Saturday, July 14 and Sunday, August 19•   Best when held on a weekend; ice cream soc...
“Welcome to the Neighborhood”•   Thursday, August 23•   Happy Hour or social event to welcome Class of 2012 to your neighb...
UD Day of Service 2012•   Saturday, September 22•   Pick a volunteer/service project in your    area•   Partnering on camp...
Social Media Tips•   Set a fun cover photo from an alumni club event on your Facebook page; keep it fresh•   Ask questions...
Open Discussion
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University of Delaware Alumni Clubs Volunteer Training

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  • Introduce self & thank everyone for being here. Leslie unfortunately isn’t her because her oldest son is graduating from high school today. Leslie and I each manage 7-8 official alumni clubs but are also assigned several other cities/regions to begin development. On any given day we could be working in Baltimore to Los Angeles.
  • Same as last year, same as the funding document we’ve handed out in the past.New, your Coordinator can download a statement of your budget, just ask us for it. We usually review them quarterly or sometimes monthly, depending on the events being held at that time.
  • This is an old sample from February so your budget might not look like this.Each alumni club will start each year with $800, if you have more than $800 you’ll keep it, if you have less we’ll add money to make $800.Allocations = money collected through UDconnection.com for eventsWalk-in Registration = money collected at an event; deposited by OARSAP Award = amount of money needed is transferred after eventREIM = Reimbursements to volunteers from budgeted moneySometimes you’re budget will show a profit if you’re collecting money for an event without expenses.
  • Recruitment shouldn’t just start when a volunteer position becomes vacant.As an alumni club you should always keep your eyes and ears open for an alumna/alumnus who could be your replacement.When a term is up, our volunteers could consider another position if they’d like to stay involved.AR is in constant contact with our other departments such as Development, Annual Giving and Admissions to identify alumni who might be interested in volunteering. Some alumni serve in two capacities. And we take referrals!Lastly, always keep in mind friends in other cities who express interest in reconnecting with UD, they would make great volunteers!
  • This has been a concern for many alumni clubs lately. We need our volunteers to plan for this – recruit & prepare transition to keep operations running smoothlyHere are a few tips to help transition our new volunteer.The outgoing and incoming officer should meet to discuss their duties, successes and goals. The outgoing officer should be open to answering questions.And make sure you pass down your materials and forward emails because it will make the incoming officer’s job much easier!
  • Another tool to help broaden the reach of your alumni club is to establish committees.The NYC Alumni Club has done a great job with this, Joe Amann, Special Events Chair, can speak to this later if he’d like to share.For example, the Special Events Committee could be led by the Special Events Chair. He/she could recruit volunteers who want a limited role at the time but with experience could someday become board officers.Our DC Alumni Club has an alumnus who serves as the “Sports Chair,” his responsibility is to organize their sport/social team each season. And he’s developed his own following with the Capital Area Network League.
  • Reason for “set” events is to diversify and project excitement around the country.
  • Example:ChicagoAlumni Club Trolley Tour – social outing for new grads but it also helps to acquaint them with their new city.
  • NCC Alumni Club will help with the service projects on campus – work directly with students.Ideas:Volunteer at food bankBeach/Park clean-upCook/serve food at shelter
  • Be sure to include link to register in FB events and don’t post them until the event is on UDconnection.com.All volunteers can send content to Communications Chair.Try not to repost what every other UD channel is posting because then they get lumped together.
  • Questions to ask volunteers if discussion is lacking:Would anyone like to share an event that they think was successful or something that could also work in another area?Would anyone like to share an event that failed and why? NCC Happy Hour at the Sheraton & NNJ Wine Event at Chakra. These factors: price, location, parking, traffic, time of year/week are much more important than lead-time.What support do you need from the Office of Alumni Relations? Is there anything we should consider changing?How else can Leslie and I help you? Do you get enough information from us, regular communication or too much communication? Other tools like Dropbox, websites, Doodle calendar are good but consider how you use them and how they can work for you.Mass event with multiple groups – need everyone on board and we need everyone’s input. Do these types of events make sense? Too many people involved. Lancaster and Reading can carpool. Longwood Gardens – pick from 10 dates.Should we open up conference call to all volunteers instead of just the Presidents, is there value it that? Is information getting to everyone?Long Island and OCMD representatives and Blue Hen Cities.UDance B+ Foundation situation.
  • University of Delaware Alumni Clubs Volunteer Training

    1. 1. Tools/Planning for Fiscal Year 2013 Alumni Club Volunteer Training June1, 2012
    2. 2. Overview• Alumni Club Budget• Recruitment & Transitioning• Committees• Welcome to the Neighborhood• UD Day of Service• Social Media Tips• Open Discussion 1
    3. 3. Alumni Club Budget• Each alumni club starts the year with $800; plus funds from UDAA (SAP)• $200 per event• Coordinator can download a statement of your budget at the beginning of each month for the previous month• Things to remember: – Can‟t operate with a large deficit or profit – When collecting money through UDconnection.com your account might show a deficit or profit – Must adjust numbers to project actual balance 2
    4. 4. Alumni Club Budget StatementPurpose - NCC Trans Date Description Expenses RevenueALUM175124 11/11/2011 Alumni Club Funding $800.00ALUM175124 1/6/2012 SAP 2nd Quarter $187.87ALUM175124 1/16/2012 STAMFORD APRONS $881.25ALUM175124 2/3/2012 Allocations Jan 2012 $155.00ALUM175124 2/14/2012 Walk In Registration $15.00ALUM175124 2/24/2012 Primo Hoagies $248.98ALUM175124 2/24/2012 Philly Union Food $118.63ALUM175124 2/24/2012 OCT Cook Class Alloc $1,020.00ALUM175124 2/24/2012 DEC Cook Class ALLCS $1,060.00ALUM175124 2/24/2012 Cooking Class Fees $220.80ALUM175124 2/24/2012 Cooking Class Fees $107.75ALUM175124 2/24/2012 PHILA UNION/COMCAST $1,062.00ALUM175124 2/24/2012 Union Game ALLOC $1,587.50ALUM175124 2/24/2012 SAP AWARD UNION $750.00ALUM175124 2/29/2012 REIM TimbermanLindse $54.48ALUM175124 2/29/2012 REIM TimbermanLindse $50.91 TOTALS $2,744.80 $5,575.37 BALANCE $2,830.57 3
    5. 5. Recruitment• Which alumni will make good volunteers? – Frequently attend events – Highly involved as undergraduates – Involved as professionals in other organizations – Give back to UD• Don‟t wait until a position is open to look for potential board officers• Constantly market and promote open positions• Internal rotation and “moving up the ranks”• Help from the Office of Alumni Relations (AR) to identify leaders• Alumni with diverse backgrounds and experience could bring something new to the group• Different generations will help to bring diversity to alumni club events 4
    6. 6. Transitioning• Outgoing officers – Describe the duties of the office – Biggest challenges and how to avoid them – Biggest success in this the position (role specific) – Your goals – Share materials, forward emails and/or make a binder• Incoming officers – Questions for the outgoing officer – Your goals for the club – Your plan to work effectively with the other board officers 5
    7. 7. Committees• University Committee – Help with plans for Alumni Weekend, Homecoming and Presidential events• Special Events Committee – Assist the Special Events Chair with event planning – Member could fill the position when term ends• Athletic /Sports Committee – Organize a team for a local sports league – Organize gatherings around sporting events 6
    8. 8. Send-off for Class of „16• Between Saturday, July 14 and Sunday, August 19• Best when held on a weekend; ice cream social to picnic at local park• Invite students to other alumni club event (i.e. baseball game)• Mass emails to alumni, students and parents after Alumni Weekend 7
    9. 9. “Welcome to the Neighborhood”• Thursday, August 23• Happy Hour or social event to welcome Class of 2012 to your neighborhood• Be creative!• Mass marketing to all alumni will begin end of July 8
    10. 10. UD Day of Service 2012• Saturday, September 22• Pick a volunteer/service project in your area• Partnering on campus with Office of Residence Life & New Castle County Alumni Club• Local alumni clubs could host students; Office of Residence Life will bus them to location• Mass marketing to all alumni will begin end of July 9
    11. 11. Social Media Tips• Set a fun cover photo from an alumni club event on your Facebook page; keep it fresh• Ask questions to spark conversations and activity• Incorporate your pages into your marketing efforts & promote your page on other pages• Encourage all board members to actively comment – All volunteers can contribute content; send ideas to Communications Chair• 50/50 mix of intellectual property and OPC (other people‟s content)• Posts should be short & sweet• Post at least twice a day at high traffic hours• Create Facebook events for your alumni club events• Use searchable official “Hashtags” on Twitter – #Udel – #BlueHens – #UDAlumniWeekend 10
    12. 12. Open Discussion
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