Volunteer Forum Feb 2011

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CHOATE ROSEMARY HALL

Alumni Volunteer Leadership Forum

Tuesday, February 1, 20118:00 PM – 9:30 PM

Agenda8:00 PM to 9:30 PM EST February 1, 2011

• Welcome• A Student’s Perspective• Alumni Association• Volunteering

• Alumni Agents• Annual Fund• Volunteer Tools• Reunion Fundraising• Reunion Volunteers• Regional Clubs

• Events• Websites of Interest• Q&A

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If you are experiencing any technical difficulties please email [email protected] or call (203) 697-2517

Panelists8:00 PM to 9:30 PM EST February 1, 2011

• Daniel J. Courcey ’86, Executive Director of Development and Alumni Relations

• Emily VanScoy ’12, Current Student• Susan Barclay ’85, Trustee and Alumni Association President

• Ann Marie Engstrom P’03,’09, Alumni Relations Manager

• William J. Knapp P’12, Annual Fund Director

• Dawn Pello, Annual Fund Data Coordinator

• Dave Howell, Senior Major Gift Officer

• Laurie Curtin, Annual Fund Associate Director

• Seth Hoyt ’61, 50th Reunion Committee Co-Chair

• Patrick McCurdy ’98, NYC Club Co-Chair

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Welcome

School Update

• Headmaster Transition

• Board of Trustees Update

• Capital Campaign Update

• General School Updates

WelcomeDaniel J. Courcey ’86, Executive Director of Development & Alumni Relations

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Development Office StructureDaniel J. Courcey ’86, Executive Director of Development & Alumni Relations

Current Development Organizational Chartas of January 2011

Daniel Courcey '86

Executive Director x2649 Development and Alumni Relations Krystyna Bak Support

x2221

William Knapp P'12 Ann Wardwell

Dir. of Operations & Director of Development Annual Fund x2446 x2648

Kathleen Cocchiaro Laurie Curtin Marcia Monagan P'08 David Howell Ron Fleury AnnMarie Engstrom P'03,'09

Manager x2117 Sr. Associate Director Dir. Parent Prog. Senior MGO Senior MGO Manager x2431

Information Resources Alumni Fund x2071 x2381 Milestone Reunions x2655 Planned Giving x2288 Alumni & Donor Relations

MaryAnn Devine Kathy Bashian P'08 Colleen Entenman P'11,'14 John Russell '46 Carol Jankowski

Biographic Coord. x2321 Associate Director Associate Director PTE/Choate Society Chair Assoc. Director x2244

Information Resources Alumni Fund x2091 Major Gifts x2527 x2553 Alumni & Donor Relations

Kathleen Pedrolini Corina Evans '06 Joe McAndrew '87, P'14 Liza Montgomery

Gift Manager x2387 Associate Director Associate Director Comm. Specialist x2287

Information Resources Annual Fund x2517 Major Gifts x2659 Alumni & Donor Relations

Martha Glowacki Dawn Pello Alex Murenia '71 Priti Kapoor

Gift Processor x2185 Data Coordinator Associate Director Event/Comm.Coord. x2353

Information Resources Annual Fund x2389 Major Gifts x2378 PTE/Alumni & Donor Relations

Ann Cerreta Kelly Small

Steward. Coordinator VAN Volunteer Coord. X2360

Major Gifts x2641 PTE/Alumni & Donor Relations

Chris White Christine Bennett

Staffing totals: 24 FTEs & 4 PTEs Research Liaison Support x2228

Information Resources: 4 FTEs PTE/Major Gifts x2093 Alumni & Donor Relations

Annual Fund: 5 FTEs + .5 Marcia Monagan

Major Gifts: 8 FTEs + .5 Marcia Monagan + 2 PTEs (Russell & White) Ann Williams

Alumni Relations: 4 FTEs + 2 PTEs (Kapoor & Small) Support

Other: 2 FTEs Major Gifts x2322 KEY = Dual Report

= Direct Report

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A Student’s Perspective Emily VanScoy ’12

• Choate Scholar from upstate New York

• Lives in Library Dorm on Campus

• Varsity Volleyball Player

• Recruited by Coach David Loeb, he is the reason she came to Choate

• Emily also hopes to participate in Creative Writing Capstone with Loeb

• Plays Oboe in Orchestra

• Enjoys working with Phil Ventre, will be participating in Orchestra trip to Europe this spring

• Theater

• Acting in a student directed scene this winter

• High achieving student

• Rigorous six course schedule, interest in science

• Just beginning the college process

• Interested in large research universities

• Student Caller

• Enjoys connecting with alumni, exchanging CRH stories, and learning of common interests

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• Alumni Association Mission“Our mission is to create, perpetuate, and enhance relationships among Choate

Rosemary Hall alumni, current and prospective students, faculty, staff and friends in order to foster loyalty, interest and support for the school and for one another and to build pride, spirit and community.”

• AAEC Composition– Officers– Committees

• Alumni Programming (regional clubs and on-campus)• Annual Fund• Communications• Nominations • Regional Clubs and Rosemary Hall Club• Student Relations• Volunteer Admission Network (VAN)

• Alumni Association Recruitment

Alumni AssociationSusan Barclay ’85, President

Summary

The Class Agent is a volunteer who is responsible for maintaining contact with other alumni to keep them connected, engaged and hopefully

providing financial support to the school.

Class Outreach

This is the traditional Agent role. The Class Agent works to strengthen relationships and financial support within their class.

Affinity Outreach

New this year the Agent works with Alumni who had similar student activities or share the career industry group.

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Alumni “Class Agent” Volunteer William J. Knapp P’12, Annual Fund Director

Duties and Responsibilities

• Have fun connecting and re-connecting!

• Work with school to identify a group of Alumni you would like to contact

• Encourage attendance at reunion, regional & campus events

• Inquire how they are doing and what is new (get class notes & biographic updates)

• Relay important information to the school at [email protected]

• Ask them to join the Alumni Directory at www.choate.edu/alumni/index.aspx

• Host events and phone-a-thons whenever possible

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Alumni “Class Agent” VolunteerWilliam J. Knapp P’12, Annual Fund Director

Duties and Responsibilities

• Recruit and motivate others to volunteer

• Act as a liaison and resource utilizing phone, print and electronic media

• Set an example by making a gift to the school prior to contacting classmates

• Increase Annual Fund participation for your assignments

• Monitor assignments utilizing the school’s Volunteer Web Portal

Thank you for your help in making a Choate Rosemary Hall education possible!

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Alumni “Class Agent” VolunteerWilliam J. Knapp P’12, Annual Fund Director

The Annual Fund provides vital unrestricted funding for all aspects of a

Choate Rosemary Hall education. This includes academic programs, faculty

support, student activities, financial aid, campus beautification and more. The

Fund supplies over 10% of the school’s yearly budget and plays a critical role

in keeping Choate competitive with its peers. The Fund alleviates the draw on

the school’s Endowment Fund ensuring growth for future generations.

Your role as a volunteer can make the difference!

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The Annual FundVital to Providing a Choate Rosemary Hall Education

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The Annual Fund Past ResultsTotal Dollars Raised

Alumni, Parent and Total Dollars set a record in Fiscal 2010!

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The Annual Fund Past ResultsAlumni Donors

Recovered slightly in Fiscal 2010 after the Great Recession

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The Annual Fund Year to Date ResultsDollars Raised as of December 31st

Results are trailing last year by a small margin

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The Annual Fund Year to Date ResultsAlumni Donors as of December 31st

We need your help to change this chart

The Great Recession took its toll on the alumni donor base. The last several years the school has had to rely on fewer alumni giving more money. Our

goal is to rebuild the donor base and better distribute overall support. Increased participation helps put the school in a more secure financial

position.

Annual Fund Goals for Fiscal 2011

Overall dollar goal: $4,700,000

Alumni dollar goal: $2,675,000

Alumni participation goal: 4,100 donors or 33%

The fiscal year closes on June 30th 16

The Annual Fund Goals for Fiscal 2011Our mission is to broaden engagement and participation

• February– Select assignments & assignment packets sent from Choate– Agents begin outreach (10 or more assignments)

• March– Alumni phone-a-thons (hosts & participants)– Check portal for updates & relay information on your contacts back to school– Send Thank you notes

• April– Check portal for updates & relay information on your contacts back to school– Send Thank you notes– Agent calls completed

The fiscal year 2011 concludes on June 30th The school will send you an Annual Fund update monthly 17

CalendarThe bulk of Class Agent activity takes place between February and April

• Read, Sign and Return Confidentiality Agreement (for new Agents)

– The form can be accessed at http://www.choate.edu/supportchoate/annualfund.aspx

• Work with school to select classmates or affinity assignments

– School will send you class or affinity pick list based on your preference

– If you are a returning Agent we can reassign your previous assignments

• The school sends you a Volunteer Packet and follows up with a quick training call

– New “Assignment Contact Sheets” include college, children, scholastic activities, event attendance making it easier to plan your calls

– Packets includes sample emails & thank you notes, a calling script, window envelopes, thank you cards, business reply envelopes and stamps – everything you need when you are ready

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How to Get StartedThe process has been streamlined this year to make your volunteer work easier

• Make your calls and relay information back to the school

– Your outreach to fellow Alumni can make the difference in their being connected and involved with the school

– The information you send back to the school ensures we have up to date information and better understand each individual alumni relationship

• Who to contact to get started – Dawn Pello coordinates the confidentiality agreements, pick lists, assignments and volunteer packets

Dawn Pello, Annual Fund Data Coordinator

[email protected]

203-697-2389

Fax: 203-697-2675

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How to Get StartedThe process has been streamlined this year to make your volunteer work easier

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How to Get StartedAnnual Fund Staff Contact Information

The Fred Clarke, Jr. ’37 AwardThe Fred Clarke, Jr. ’37 Award is presented annually to the Choate Annual Fund Agent

with an outstanding school record who faithfully performs his assignments.

The Choate Rosemary Hall Annual Fund Agent AwardRecognizes and thanks graduates who have carried out exceptional Annual Fund Agent

work on behalf of their alma mater.

The Louise Powe Hoyt ’17 Award Presented annually to the Rosemary Hall Volunteer who has provided her school with an

inspiring example of dedication and loyalty.

Choate Rosemary Hall Alumni Awards

Distinguished Service Award

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Volunteer Awards William J. Knapp P’12, Annual Fund Director

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Volunteer PortalDawn Pello, Annual Fund Data Coordinator

1. What is the Volunteer Portal?An area of the Choate website dedicated to providing you tools and

information that will help you to successfully accomplish your goals as a volunteer for Choate Rosemary Hall

2. What are the benefits of using the portal? Available all hours of day/night Easy to use and password protected Ability to download information, run reports and access contact

information

3. How do I get started?

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Volunteer Portal Dawn Pello, Annual Fund Data Coordinator

Visit the Choate website (www.choate.edu)

Click on the “Alumni”

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Volunteer Portal Dawn Pello, Annual Fund Data Coordinator

Next, Choose“Volunteers”

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Click in either spot to log inand access the volunteer portal

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Sign in with usernameand password

(username is your email)

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Choose “Class Reports”Get specific Information on your assignments, contacts

and class giving

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Choose one of the reports listed below and your class year then click on “Submit”

1.

2.

3.

4.

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Websites of Interest

Volunteer ResourcesOVERVIEW www.choate.edu/alumni/alumassociation_getinvolved.aspxALUMNI DIRECTORY www.choate.edu/alumni/communi_directory.aspxALUMNI EVENTS CALENDAR www.choate.edu/alumni/eventscalendar.aspxVOLUNTEER PORTAL www.choate.edu/alumni/volunteers_portal.aspx CLASS NOTES www.choate.edu/alumni/communi_classnotes.aspx REUNION www.choate.edu/reunion

GivingDONATE ONLINE www.choate.edu/donateMATCHING GIFTS www.choate.edu/supportchoate/matchinggifts.aspx

Other Areas of InterestSUMMER PROGRAMSwww.choate.edu/summerprograms/index.aspxADMISSIONwww.choate.edu/admission/index.aspxARTS www.choate.edu/artscenter/index.aspxATHLETICS CALENDAR www.choate.edu/athletics/index.aspx

CRH ON FACEBOOK http://www.facebook.com/home.php#!/pages/Choate-Rosemary-Hall-Alumni-Association/76823503905

CRH ON LINKEDIN http://www.linkedin.com/groups?home=&gid=95847

• Reunion Gift Drives• 2010-2011 - All classes ending in 1 or 6

• 2010-2011 Milestone Reunions (20th , 25th, 30th, 50th); and all other reunion classes (5th, 10th, 15th, 35th, 40th, 45th, 55th, 65th, Honor Guard)

• 2011-2012 Milestone Reunions ONLY 25th & 50th

• Importance of Reunion Gifts• Annual Fund

• Capital (i.e. restricted) giving• Endowed funds for scholarship or faculty support

• Funding for campus improvement

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Reunion GivingDave Howell, Senior Major Gift Officer

• Roles of Reunion Gift Committees• Separate from general reunion committee - focus on special fundraising effort

• Set class dollar and participation goals; and decide on gift focus

• Monthly conference calls, help draft appeals, etc.

• Secure leadership & participation classmate gifts

• Ways to Give• Online, checks, securities

• Multi-year pledges

• Bequests, charitable gift annuities, other forms of planned giving (reunion gift crediting applies to 50th reunion)

• Gifts-in-kind

• Corporate matching gifts

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Reunion GivingDave Howell, Senior Major Gift Officer

• Class Reunion Committees• Committee Chair/Co-Chairs• Classmate calling

• Outreach• Updating classmate contact info

• Communications• Newsletters, class letters• Facebook, Linkedin, and other social networks• Special Publications – 25th and 50th reunion

• Programming• Reunion Weekend panels• Class specific events and dinners

• Events• Regional pre-reunion events

• Fundraisers

• Seth Hoyt ’61, 50th Reunion Committee Co- Chair

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Reunion VolunteersLaurie Curtin & Seth Hoyt ‘61

Purpose of Regional Clubs

Regional Club Structure

• Sub-Committees; Events, Communications, Fundraising, Mentoring and Professional Networking

What it’s like to be a Regional Club Volunteer

Upcoming Events in NYC:

• Wine Tasting at NY Vintners – February 24, 2011

• Annual Fund Phone-a-thon, March 1, 2011

• Women in Business – March 23, 2011

• ABC News Panel – April 7, 2011

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Regional ClubsPatrick McCurdy ’98, NYC Regional Club Co-Chair

Other Choate Rosemary Hall Regional Clubs

US Based Clubs– Boston

– Washington DC

– Los Angeles

– San Francisco

International Clubs– London

– Hong Kong

– Seoul

How you can become involved as a volunteer.

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CONTACT A REGIONAL CLUB VOLUNTEER

NYC

Patrick McCurdy ’98 - [email protected]

Parisa Jaffer ’89 - [email protected]

Boston Club

Dave Ekelund ’92 - [email protected]

DC Club

Patrick Holley ’90 - [email protected]

Los Angeles

Stan Savage ’92 - [email protected]

Tom Nieman ’88 - [email protected]

San Francisco

Caty Everett ’94 - [email protected]

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CONTACT A REGIONAL CLUB VOLUNTEERINTERNATIONAL CLUBS

London Kate Aquila ’92 - [email protected] Forry ’00 - [email protected]

Hong Kong Ronna Chao ’85 - [email protected]

Seoul Ryan Hong ’89 – [email protected]

Or contact Carol Jankowski or Ann Marie Engstromin the Alumni Relations Office

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Alumni Event Attendance(not including reunion)

Attendance improved in FY10 by 9% from FY09

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The number of alumni events – on campus, throughout the country, and across the globe – has tripled over the last 5 years, with more than 80 alumni events in the past year

• Museum & Gallery Tours

• Annual Fund Breakfast Series /Panels

• Alumni/ae Athletic Events

• Sporting Events

• Receptions and Holiday Parties

• Panels

• 25 Years of Choate: Then and Now

• Phonathons

• Pre-Reunion Gatherings

EventsAnn Marie Engstrom P’03,’09, Alumni Relations Manager

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Events in 2011• 2/9 Zack Goodyear and Choate Students of American

Political Institutions, DC• 2/12 Choate vs. Westminster Hockey at Rentschler Field, CT• 2/24 Chicago Reception for Alumni and Parents, Hosted by Jo

and Ken Merlau P ’12 • 2/24 NYC Regional Club Wine Tasting• 2/24 Boston Multi-School Bowling • 3/3 LA Philharmonic with Gustavo Dudamel, Conductor• 3/15 Gathering in Miami Florida • 3/19 LA Panel on Entertainment• 3/23 Women in Business Panel, NYC

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Events in 2011 (cont.)

• 4/7 ABC News Panel

• 4/16 Sonoma Brunch and Wine Tasting

• 4/17 LA Gilmore Adobe Brunch

• 4/27 Campaign Celebration at Trump Soho, NYC

• 5/13-15 Reunion Weekend

• 5/15 Alumni Lacrosse at Choate


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Alumni Reunion Attendance Reunion attendance continues to grow each year

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• Reunion Weekend attendance has soared over the past few yearso Expecting more than 1,000 alumni + guests in May 2011o Plan early – 12 to 18 months aheado Your presence makes for a memorable Reunion; your input makes it unforgettable

Thursday, May 12:

• 50th Reunion Dinner and Reception

Friday, May 13:

• Registration for all other classes• Dress-Rehearsal of Guys and Dolls• Student Choral Concert• Reception and Dinner to Honor Retiring Faculty• Entertainment

MAY 13 – MAY 15, 2011

Reunion HighlightsSaturday, May 14:

•Campus Tours•Alumni Association Meeting and Chapel Remembrance Service•Class Specific Panels, Slide Shows and Receptions•Reunion Volunteer Recognition •Student Athletic Competitions•Maiyeros and Whimaweh Performances•“I-Served” Roundtable Discussion – Stories of Military Service•Dedication of Headmaster Sculptures•Class Receptions, Dinners and Photographs•EntertainmentSunday, May 15:

•Farewell Brunch43

MAY 13 – MAY 15, 2011

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Contact Information

PANELIST CONTACT INFORMATION

• Ann Marie Engstrom(Alumni Relations) 203.697.2431 [email protected]

• Bill Knapp (Annual Fund) 203.697.2446 [email protected]

• Dawn Pello (Annual Fund) 203.697.2389 [email protected]

• Dave Howell (Major Gifts) 203.697.2655 [email protected]

• Laurie Curtin (Annual Fund) 203.697.2071 [email protected]

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Question & Answer