virginia tech alumni association strategic plan

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4. 4 Virginia Tech Alumni Association STRATEGIC PLAN MISSION AND PURPOSE: The Virginia Tech Alumni Association is an independent, non-profit organization whose purpose is to promote the welfare of the university by cultivating a mutually beneficial relationship between Virginia Tech and its growing worldwide community of alumni.

5. 5 Virginia Tech Alumni Association MISSION AND PURPOSE The Alumni Association provides and supports alumni programs and services, facilitates communication with alumni, and seeks to strengthen alumni bonds of fellowship, professional association and university affiliation.�

6. 6 Virginia Tech Alumni Association MISSION AND PURPOSE The Alumni Association leverages the resources, talents, and initiatives of alumni and friends to advise, guide, and support the Association and the university in achieving their respective missions and goals.

7. 7 Virginia Tech Alumni Association VISION The Virginia Tech Alumni Association aspires to be a primary linkage between the university and its family of alumni across the globe, to commit them to the university�s missions of life long learning, discovery and engagement, and to attract them to university service.

8. 8 The cornerstone of our core values is found in the university motto, �Ut Prosim,� That I May Serve. We affirm the value of human diversity, the enrichment it brings to our lives and acknowledge our differences, rejecting all forms of prejudice and discrimination. We value integrity, honesty, and ethical behavior and strive to maintain a working environment built on mutual respect, understanding and freedom of expression. We share the university�s commitment to life long learning, discovery and engagement. We value fellowship, personal growth and development, along with the concept of community: local, regional, and global. We value civility, sportsmanship and good behavior in our support of all university athletic programs while demonstrating a high degree of respect for our opponents.

9. 9 Virginia Tech Alumni AssociationBOARD OF DIRECTORS ORGANIZATIONAL CHART

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12. 12 Virginia Tech Alumni AssociationALUMNI PROGRAMS Alumni Chapters Reunions College Homecomings Special Events Hokies Abroad Travel Tours Scholarships and Professorships Awards to Faculty, Students & Alumni

13. 13 Virginia Tech Alumni AssociationALUMNI SERVICES Alumni Directory Alumni Records www.alumni.vt.edu Alumni Gateway Alumni Communications

14. 14 Virginia Tech Alumni AssociationAFFINITY REVENUE PROGRAMS VT Online Banking Center Graduation Announcements Liberty Mutual-Auto & Home Alumni Tours VT Alumni Health & Life Insurance VT Chase Visa Card

15. 15 Virginia Tech Alumni AssociationON CAMPUS PROGRAMS Class Reunions Anniversary Reunions 25th Communications 50th WUVT 35th Fraternity and Sorority Life College Homecomings & Programs Constituency Programs Corps of Cadets Graduate School Multicultural Order of the Gavel

16. 16 Virginia Tech Alumni AssociationALUMNI EVENTS SPRING 2009

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19. 19 Virginia Tech Alumni AssociationPURPOSE OF AN ALUMNI CHAPTER

20. 20 Virginia Tech Alumni AssociationALUMNI CHAPTER OBJECTIVES

21. 21 Virginia Tech Alumni AssociationALUMNI CHAPTER OBJECTIVES (continued)

22. 22 Virginia Tech Alumni AssociationCHAPTER EVALUATION & RECOGNITION

23. 23 Virginia Tech Alumni AssociationSTAFF SUPPORT

24. 24 Virginia Tech Alumni AssociationCHAPTER MAILINGS

25. 25 Chapters, reunions, constituency and college programs include: newsletters, notices, e-mail, registration materials, letters, program announcements, schedules, flyers, envelopes and forms Other responsiblities include: produce Alumni Association content for four issues of the VT magazine, Travel brochure, the Reunion Bugle (published annually), event material, website, and handbooks for SAA, alumni board of directors, constituencies and chapter volunteers Process includes: one-on-one communication with staff, layout, proof, review, print, fold, sort, label, bundle or meter mailing Each chapter/club is allowed two mailings per year To reserve a date submit Chapter/Club Mailing/E-mail Request Form at least six to eight weeks prior to RSVP date Bulk mail can take 3 weeks to deliver upon arrival at Post Office Be sensitive to holidays or exceptionally busy times of the year Virginia Tech Alumni AssociationCommunications

26. 26 Virginia Tech Alumni AssociationSUMMARY OF COMMUNICATIONS (1/06 � 7/08)

27. 27 Chapter Newsletters- June 2008- May 2008 - April 2008 Business Card Template Alumni Distinguished Professors and other speakers 2008 Chapter Officer Training Presentation (PowerPoint version) or view as a PDF.Updated 8-12-08 Stationery Template Presentations HokieBird Fights Hunger (HBFH) Hokies Respect Fundraising Opportunities Website Tools VirginiaTechforlife Blood Drive Virginia Tech Alumni AssociationRESOURCES

28. 28 Virginia Tech Alumni AssociationMETHODS TO PROMOTE ACTIVITIES

29. 29 Virginia Tech Alumni AssociationCHAPTER FINANCIAL MANAGEMENT

30. 30 Virginia Tech Alumni AssociationFINANCIAL REPORT - EXAMPLE

31. 31 Virginia Tech Alumni AssociationINSURANCE LIABILITY The Alumni Association, its affiliated constituent groups (including chapters), and its volunteer leaders are insured under the state risk management program. Should a chapter event require a certificate of insurance, a request should be submitted to the Alumni Office at least six weeks prior to event, allowing sufficient time to process paperwork.

32. 32 Virginia Tech Alumni AssociationALCOHOL POLICY

33. 33 Rules & Regulations 1. Alcoholic beverages may be served in accordance with ABC Board rules and regulations at approved functions located in the following: a. Facilities fully registered with ABC Board. b. Facilities approved with an appropriate banquet license from the ABC Board 2. Alcoholic beverages may be served only at functions where the majority of attendees are of legal age for the consumption of alcoholic beverages. 3. Alcoholic beverages may be served only at functions confined to areas not open to the public, or with public access. Typical areas where alcoholic beverages cannot be served are: outdoor plazas, patios, unfenced lawns, lobbies and reception areas. 4. Alcoholic beverages may be served only as a compliment to food service including hors d'oeuvres or food served within the context of receptions, dinners or other meals.

34. 34 Virginia Tech Alumni AssociationIMPORTANT DUE DATES The following are due to the Alumni Office in Blacksburg: July 1 Chapter Annual Plan Chapter Officers, Board of Directors, Committee Chairs Superlative Award Nominations Outstanding Event/Activity Outstanding Alumni Admissions Outstanding Community Service Project Outstanding New Member Plan Outstanding Fundraising Event/Activity Outstanding Golf Tournament Outstanding Web Site Nomination for Outstanding Volunteer of the Year

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36. 36 Virginia Tech Alumni AssociationCHAPTER LEADERSHIP STRUCTURE

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38. 38 Virginia Tech Alumni AssociationSCHOLARSHIP APPLICATION PROCESS Late Fall � Chapters update scholarship letter and application and return to Alumni Association January � Chapters sent lists of students who have accepted Early Decision offers March - Scholarship letters and applications will be converted to PDF for students to download. Students can view and download files using Adobe Acrobat Reader (site will include a link to the free reader software) Early April � Emails will be sent to students offered admission which includes a link to scholarship website and log-in information (User ID and Password). Once logged in, student will be directed to their Chapter Scholarship letter and will click on the link to access the scholarship application. Students will be able to view, download and print application. Application will be submitted to chapters with any additional requested documentation via postal mail. Early April � chapters will be sent lists of students offered admission Early May � chapters will be sent lists of students who accepted admission offers June 15 � names of chapter scholarship winners due to Alumni Association and money to cover award amounts

39. 39 Virginia Tech Alumni AssociationSCHOLARSHIP Awards Summary

40. 40 Virginia Tech Alumni AssociationSCHOLARSHIP Awards Summary

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42. 42 Virginia Tech Alumni AssociationFACULTY SPEAKERS Review suggestions on Alumni Association website Request speakers through staff liaison Travel expenses for speakers & liaisons are covered by Alumni Association Chapters should host speakers and staff at their events

43. 43 Agriculture and Life Sciences Mike Ellerbrock, Agriculture & Econ. Joe Marcy, Food Science & Technology Paul Siegel, Animal & Poultry Sciences Architecture & Urban Studies Arthur C. Nelson, Urban Affairs & Planning - Alexandria Center Business France Belanger, Accounting & Info. Sys. Kevin Carlson, Management Janine Hiller, Finance Don Rieley, Director, Marketing Engineering Michael Karmis, Coal & Energy Res. Jack Lesko, Eng. Science & Mechanics Brian Love, Materials Science & Eng. Craig Woolsey, Aerospace & Ocean Virginia Tech Alumni AssociationFACULTY SPEAKERS (continued)

44. 44 VT-ENGAGE VirginiaTechforlife Blood Drive HokieBird Fights Hunger Local Community Service Programs

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46. 46 Virginia Tech Alumni AssociationEVENT PLANNING Goal Setting

47. 47 Virginia Tech Alumni AssociationGOAL SETTING

48. 48 Who is the target audience? Who is an appropriate speaker? What type of event is most appropriate? What type of food should be served? What is the break even point? When is the best time for the event? -- Month, Week, Day, Hour? -- Is the Alumni Association liaison available? -- Check for conflicts--local and university wide events,  holidays, religious observances -- Develop calendar Where is the best location? Why are we holding the event?Social, Scholarship, Community Service, etc. Virginia Tech Alumni AssociationPLANNING

49. 49 Start with the Annual Plan Request mailing slot at the beginning of the year (July) Check local and university calendar Check staff liaison schedule Check speaker and venue availability Prepare timeline for local publicity Virginia Tech Alumni AssociationPLANNING

50. 50 Virginia Tech Alumni AssociationBUDGETING Include total cost in fee charged to participant Room rental, (service + tax) charges for meal, speaker and  or other guests Decorations, door prizes, gift for speaker entertainment,  printing Chapters can lose money if guarantee is too high Calculate break-even point Plan for no-shows Collect money in advance Realistically project attendance Past events to benchmark What to expect, not hope for�

51. 51 Virginia Tech Alumni AssociationEVALUATING

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55. 55 Virginia Tech Alumni AssociationVOLUNTEER RECOGNITION Smile Give additional responsibility Send thank you note Commend to employer, if appropriate Quote them Photograph them Thank/recognize them publicly Present them with a plaque Tell them they are appreciated

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58. 58 Virginia Tech Alumni AssociationA CHAPTER PLAN SHOULD . . .

59. 59 Virginia Tech Alumni AssociationANNUAL PLAN EXAMPLE:

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61. 61 Thank You! VirginiaTechforlife