Tools/Planning for Fiscal Year 2013

Alumni Club Volunteer TrainingJune1, 2012

Overview

• Alumni Club Budget• Recruitment & Transitioning• Committees• Welcome to the Neighborhood• UD Day of Service• Social Media Tips• Open Discussion

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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

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Alumni Club Budget StatementPurpose - NCC Trans Date Description Expenses RevenueALUM175124 11/11/2011Alumni Club Funding $800.00ALUM175124 1/6/2012SAP 2nd Quarter $187.87ALUM175124 1/16/2012STAMFORD APRONS $881.25 ALUM175124 2/3/2012Allocations Jan 2012 $155.00ALUM175124 2/14/2012Walk In Registration $15.00ALUM175124 2/24/2012Primo Hoagies $248.98 ALUM175124 2/24/2012Philly Union Food $118.63 ALUM175124 2/24/2012OCT Cook Class Alloc $1,020.00ALUM175124 2/24/2012DEC Cook Class ALLCS $1,060.00ALUM175124 2/24/2012Cooking Class Fees $220.80 ALUM175124 2/24/2012Cooking Class Fees $107.75 ALUM175124 2/24/2012PHILA UNION/COMCAST $1,062.00 ALUM175124 2/24/2012Union Game ALLOC $1,587.50ALUM175124 2/24/2012SAP AWARD UNION $750.00ALUM175124 2/29/2012REIM TimbermanLindse $54.48 ALUM175124 2/29/2012REIM TimbermanLindse $50.91 TOTALS $2,744.80 $5,575.37 BALANCE $2,830.57

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

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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

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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

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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

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“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

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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

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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

Open Discussion