Alumni InvolvementAmerican Chapter Incentive Program

Region IX – Regional Leadership ConferenceApril 6, 2013Ted Schmitt, ABT President, American Chapter ted_schmitt@hotmail.com

Introduction“In the usual course of things I should have been forgotten at graduation. This is the keynote of the Fraternity. The Fraternity man never graduates. He receives his diploma and leaves his Alma Mater for the larger affairs of the world, but as long as his chapter stands, he is as much a part and parcel of it as in his undergraduate days. His success is theirs and their success is his. He belongs to the family for life . . .

The fellow who leaves should never think that his connection with Fraternity ends with his graduation. It has only begun. He will come across the members all the years of his life. ”

- Peter Schermerhorn Johnson

Personal Observations

• Incoming “E”s want to do everything• Focus on the Compulsory +1• Communication is priority number one– Tracking, Outreach, Information

Where Did This Start?

• No Alumni Oversight• No Accounts Receivable (AR) Control• No Chapter Governance – Multiple members

filling multiple positions. Maybe five guys holding it all together.

“I thought [American] was closed / dead”

Where Did This Start?

Today’s Chapter Characteristics

• Colonized 1990, Chartered 1992• Approaching 500 Alumni (none older than 45)• Low International Fraternity & DCEF Giving Rates• Many Alumni still reside in Washington DC or mid-

Atlantic.• 31 Active Undergraduate Members (Spring 2013)– 14 Seniors– 12 Associate Members

• Dues are $415 per semester ($40 senior discount)

Current AU Alumni Program

• 1-2 newsletters per semester via email listserv & Facebook

• Alumni Football Game on Founders’ Weekend• NCAA Brackets• Job Postings / Employment / Internships• ABT Participation• Alumni Ceremonies

Event Overview

2008 2009 2010 2011 2012 2013

October 2008Founders’ Day Weekend Alumni Event

Football Game & BBQ

March 2009Payment Plan Established

February 2009Call to Alumni$1200 Raised

February 201120th Anniversary

$2015 Raised

March 2013Incentive Program Completed

$3242.72 Raised

Debt Level:$6k

Debt Level:$16k

Debt Level:$12k

Incentive Program• Incentivized the chapter for operations and management• Focus responsibility on Chapter’s Exec Board• Align Incentive actions with remedial needs• Align Incentive Actions to Delta Chi Core Competencies (Awards

Packet)• Chapter must participate in Metrics Creation

– Document Agreement via email or your ABT minutes• Chapter must agree on results• Incentivize Behavior, not Outcomes

– Don’t make winning an award the measured metric, make the award criteria, pre-submittal review by an ABT member by a certain date, and the timely submission of the award application the measured metric.

What should you Incentivize?

• Any measurable behavior in a weak area.• Goals must be attainable.– Give partial credit for partial success– Critical goals get all or nothing incentive

• Individual actions are easier to incentivize and achieve.

• Use “No One Ever Told Me” and Officer Notebooks as a Primer for Criteria.

Watch Out For…

• Avoid Subjective Metric Measurements– “…if the event was a success.”

• There will be Ambiguity – Decide on an arbiter like the ABT (which has undergraduate voting representation)

• Staleness – There will be a multi-month gap for your alumni who donate. Provide regular updates to all stakeholders

• Be diligent in capturing pledged amounts

Dissemination Mechanisms

• Facebook Group – Multiple Posts• Listserv Outreach – Multiple Posts• ABT Outreach – Personal Conversations• Young Alumni Outreach – Personal Outreach• Peer Pressure from select alumni• 1900s vs 2000s

Facebook Outreach

Specific Examples at American (1 of 3)Positive Action

or EventCore

Competency Criteria for Success Method of Measure

Philanthropy - Play 4 Life Involvement

$250 Raised. Percent of $250 up to a cap of $250 for full credit. Extra credit possible here. One-quarter percent of Achieved Percentage will be awarded for each $100 raised above the chapter's goal of $500. Capped at additional 1.25% or 6.25% maximum.

"A", "B", or "D" reports total raised to ABT Listserv.

Greek Life EDU Financial Management

Completion of curriculum requirements by chapter members (including AMs) who are eligible by 16 NOV 2012. Achieved percentage will be calculated based on completions divided by the number of eligible members as of 16 NOV 2012. For example, if 10 members are eligible and 9 complete, then 90% achieved. If Greek Life EDU is not offered, then this weighting will carry over into Accounts Payable metric.

ABT President has access to Greek Life EDU and will report on number of individuals complete by 16 NOV 2012.

Accounts Receivable

Financial Management

90% of Fall 2012 Dues collected by end of Chapter Meeting on Sunday September 30, 2012. This excludes payment plan participants as of 9/3/12 meeting. This is an all or nothing Assessment - No partial credit.

"D"'s revised Fall 2012 Budget to be presented at 30 SEP ABT Meeting must show 90% AR (and it must reflect reality). No IOUs or payment plans. Bank Deposit Statements and or other demonstration that AR has been received.

Accounts Payable Financial Management

No Accounts payable over 30 days for Fall 2012 expenses. This is an all or nothing Assessment - No partial credit.

Measured by Monthly statements (Through DEC 2012 Monthly Statement) provided by IHQ.

Specific Examples at American (2 of 3)Positive Action

or EventCore

Competency Criteria for Success Method of MeasurePermission to Initiate

Advising & Governance

Receive permission to initiate by 9 NOV 2012. 0% if no AM class is taken.

Measured by receiving email from IHQ and "C" forwarding to "BB" and ABT President.

100% AM Retention

Membership Education

All Associate Members are retained from 2 weeks after induction to initiation. 50% reduction for each AM lost (50%, 25%, 12.5%, etc). 0% if no AM class is taken.

Will be witnessed by "BB" and ABT President in person at initiation.

No Risk Management / University issues

Advising & Governance

"F" reports to ABT's meeting on DEC 8 that the Sober Brother program had no issues (50% weight). No incident reports from AU Greek Advisor (50% weight).

"F" will make report to ABT on DEC 8. "BB" and ABT president will verify that no issues have been reported by University as of 15 DEC .

Compulsory Alumni Correspondence Completed

Alumni Relations

DEC 1 Quarterly Submission sent to IHQ on time - 20%, Fall Alumni Newsletter distributed by 2 DEC Meeting - 20%, Thank you Note (via email) to Alumni who attended Alumni Weekend no later than 1 week after event completion - 20%, Founder's Day Note to Alumni including AM biographies to go out on Founder's Day - 20%, Web Site Updated for Fall 2012 by 16 SEP - 20%.

Method of Measure: "BB" and ABT President must be copied on email submission to IHQ and other correspondence. "E" sends note to ABT when web site is updated.

Fall Risk Management Seminar

Advising & Governance

Conduct a risk management seminar or panel discussion similar to one conducted in Spring 2012. Requires 85% of Chapter attendance (including AMs) (90%). Requires attendance by at least 5 other organizations either FSL or non-FSL (10%).

Sign in sheets recording names of attendees and the organization they represent will be used to determine credit.

Specific Examples at American (3 of 3)

Positive Action or Event

Core Competency Criteria for Success Method of Measure

By-Laws Convention

Advising & Governance

Hold a by-laws convention and ratify new by-laws at 7 OCT Chapter Meeting.

Copy of ratified by-laws emailed to ABT. New by-law ratification recorded in CMR.

Establish and convene Judicial Board

Advising & Governance

The chapter must re-establish and convene its judicial board as prescribed in the Judicial board handbook available on the IHQ website under "F" resources. Incorporation of Judicial Board Rules into by-laws by 7 oct - 30%. First meeting of Judicial Board is conducted before 21 OCT chapter meeting - 70%.

"F" will report minutes of Judicial Board meetings to ABT. ABT will review new by-laws and see section on Judicial Board.

Alumni Weekend Alumni Relations

Alumni are notified via Facebook page AND Listserv 30 days in advance with updates sent by the "E" on 21 SEP, 28 SEP, 5 OCT, and 12 OCT. (Reminders are all or nothing at 50%). Alumni weekend must consist of the following elements: Friday Night Reception at location TBD, a Football Game (with cones or other field markers & a football), BBQ, and a fundraiser like a 50-50 or auction - 50%.

ABT President tracks email to Listserv and Facebook Page. Feedback from alumni as to whether or not the four elements occurred

Initiation Manpower

Alumni are notified via Facebook page AND Listserv about event 2 weeks in advance with reminder notices at 1 week and THU & FRI beforehand. (Reminders are all or nothing at 50%). If no pledge class, receives same weighting as alumni weekend.

ABT President tracks email to Listserv and Facebook Page.

Make it Measureable

• Recruitment / Retention• GPA changes• Philanthropy Dollars Raised• Date-driven deadlines• Examples:

– Submit X by MM/DD/YY– Newsletter distributed by MM/DD/YY– Invitations sent by MM/DD/YY– Raise $500 for V Foundation– Rush Event Attended by 50 prospective members

Outcomes - Financial• $2,970 Pledged• Chapter Achieved 77%, owed $2,298.40• Final Collections of $3,242.72

• Three alumni gave the incentive amount (12%).• Four alumni exceeded their original pledge (16%).• One alumnus gave an amount higher than the incentive amount but less

than their original pledged amount (4%). • Fourteen alumni made final payments which were their original pledge

amount (56%) and did not account for the subtractions due to performance.

• Three additional alumni (12%) joined at the end of the program after notice was sent out advertising the success of the program.

Outcomes – Non-Financial

• Established Donor Base; Start of a Culture of Giving– 7 out of 25 donors Graduated ‘00 or later– New High Water Mark for Individual Donation

• Increased ABT Participation• Increased Attention paid to Alumni Relations• Improved Chapter Performance• Increased Alumni Interest• Better Contact Information

What’s Next?

• Run another incentive program – Focus on weak spots

• Build a fund• Focus on longevity• American Chapter 25th Anniversary - Dec 2017

Wrap up…

• Can you implement this at any chapter?• Can this be implemented at other levels?