New Officer Training July 17 th , 2010

1. New Officer Training July 17th, 2010

2. Part I. Overview of the Alumni Association

3. The Virginia Tech Alumni Association keeps the Hokie Nation connected “for life” through Networking, Services, and Involvement. No membership dues, ever. All alumni are automatically members for life. www.alumni.vt.edu

4. 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. 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.  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. Mission and Purpose

5. 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.

6. 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 and 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 that is 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, and the concept of community: local, regional, and global. We value civility, sportsmanship and good behavior in our support of all athletic programs of the university while demonstrating a high degree of respect for our opponents. Principles and Core Values

8. Board of Director Organizational Chart Board of Directors Vice President for Alumni Relations Officers PresidentPresident-Elect Vice President Secretary-Treasurer Past President Executive Committee Staff Awards & Nominations Alumni Constituencies Legislative Advocacy Student Programs Alumni Chapters Alumni Services & Communications

9. Alumni Staff Organizational Chart Staff Organizational Chart

10. 2010 Projected Revenues

11. Interesting Facts • Over 210,000 living alumni • Over 130 active alumni chapters around the globe • Alumni Association sponsors 12 – 15 travel tours each year • Over 27,000 alumni participate in alumni events each year • 43 chapters organized community service projects in 2008 - 2009 • 2,500 class rings were purchased in 2009 • Over 5,800 people have joined Alumni Association social networks • Over 9,100 alumni have joined Hokie Nation Network

12. Number of Alumni by College and Constituency • Agriculture and Life Sciences – 17,747 • Architecture and Urban Studies – 12,869 • Engineering – 56,886 • Liberal Arts and Human Sciences – 50,404 • Natural Resources – 6,331 • Science – 27,197 • Pamplin College of Business – 39,848 • Veterinary Medicine – 2,320 • Corps of Cadets – 13,719 • Multicultural – 18,973

13. 2009 – 2010 Student Statistics Undergraduates: 23,558 | Graduates: 4,555 | Professional: 365 TOTAL: 28,478 In-state: 17,544 | Out-of-state 6,014

14. Supporting Students • Student Programs • Alumni Chapter Scholarships • Senior Transition Programs Celebrating Faculty • Honoring Excellence • Featuring Faculty in Alumni Programming Engaging Leadership • Alumni Advocacy • Alumni and Advisory Boards Serving Alumni • Alumni Chapters • College and Constituency Programs • Reunions, Homecomings, & Special Programs • Communication to Alumni • Holtzman Alumni Center • Alumni Awards • Affinity Programs and Travel Tours Embracing the Community • Volunteerism at home and abroad • Community Service Initiatives Networking, Services, and Involvement

15. Supporting Students Student Alumni Associates Senior Transition Programs Students Today Alumni Tomorrow Virginia Tech for “Real” Life Speaker Series Ring Dance and Premiere Chapter Scholarships Essential Europe Grad Trip Class Rings Class Programs Student Recognition Banquet Grad Bash Grad Fair

16. Celebrating Faculty • Honoring Excellence with Faculty Awards • Teaching, Advising, Outreach, and Research • Extension and Research • International Outreach, Research, and Education Featuring Faculty in alumni programming Reunions Chapter Events Constituency Events Special Events • Alumni Distinguished Professor Recognizes extraordinary academic citizenship and distinguished service within the Virginia Tech university community.

17. Engaging Leadership Alumni Legislative Advocacy group Hokies for Higher Education – building support for higher education and Virginia Tech Alumni and Advisory Boards Alumni Board of DirectorsCollege Alumni and Advisory BoardsMulticultural Alumni Advisory BoardVT Corps of Cadets Alumni Board of Directors

18. Embracing the Community • Community Service Initiatives • Hokie Nation Serves • VT-ENGAGE • HokieBird Fights Hunger • VirginiaTechforlife Blood Drives • Habitat for Humanity by Hokies

19. Serving Alumni • Alumni Chapters • College and Constituency Programs • Reunions, Homecomings, and Special Programs

20. Serving Alumni • Holtzman Alumni Center • Alumni Awards • Tours: Abroad & Domestic • Alumni Career Services • Affinity Programs: Merchandise and Services

21. Serving Alumni Online Communications… Hokie Nation Network – free social and professional networking site exclusive to Hokies around the world • Connect with friends, classmates, alumni, students, faculty, and staff • Career opportunities: post resumes, create business contacts, and find jobs • Learn about and get involved with Alumni Association chapters in your area Follow us on… • Facebook – “Virginia Tech Alumni” • Twitter – “VT_Alumni” • RSS feeds of Virginia Tech news

22. Stay Connected • Update your profile and contact information: • Online Alumni Directory: ww.alumni.vt.edu/gateway/directory.html • More ways to stay connected: • Main website: www.alumni.vt.edu • Hokie Nation Network: www.alumni.vt.edu/hnn • Facebook: www.facebook.com/virginiatechalumni • Twitter: www.twitter.com/vt_alumni • Alumni RSS feeds: www.vtnews.vt.edu/newsalumni.rss

23. Part II. Introduction to Chapter Management

24. Purpose of an Alumni Chapter • To provide an important communications link between alumni and the university; • To promote the image and reputation of Virginia Tech within the community; • To promote strong positive relationships among alumni, students, parents and others within the community; • To support the activities of Virginia Tech and work toward the realization of the university’s educational goals; • To provide the university with a strong core of alumni volunteers who serve as an important marketing arm of the university; and • To promote the Hokie spirit of Virginia Tech.

25. Alumni Chapter Objectives • I. Leadership and organizational structure • elect or designate officers, directors, committees • submit and follow annual plan • attend an Officers Forum • II. Involvement and participation by alumni • identify alumni to serve as chapter leaders and volunteers • attract alumni to attend chapter activities and assist with projects • III. Opportunities for fellowship and programs • provide programs of a social, informative, and educational nature • provide business networking among alumni

26. Alumni Chapter Objectives • Communications and public relations • communicate regularly with alumni staff and the university (e.g., address updates) • communicate with area alumni • communicate with members of the General Assembly, when appropriate increase public awareness of the university • Assistance with student recruitment • support Alumni Admissions Council activities • encourageapplications from well-qualified students

27. Alumni Chapter Objectives • VI. Encouragement of alumni contributions to support Alumni Association and university • Encourage contributions designated for operating support for Alumni Programs & Services • Encourage support for scholarships for area students • Plan a major event each year to attract support for chapter activities and scholarship awards

28. Chapter Database Demonstration • How to submit event and meeting reports • How to update contact information • How to submit mailing requests • Other resources available online

29. Chapter Evaluation and Recognition • Outstanding Chapter Award • Leadership & organizational meetings • Variety of chapter programming events • Community service event • Updated contacts • Scholarship Award • Speaker event • Record keeping and reporting in by July 1st

30. Alumni Association Staff Support • Advice and Consultation • Chapter Grant • Rosters & Mailing Labels • University Communication & Referrals • Chapter and Club Mailings & Email • On-Line Calendar • Web Support • Speakers, Programs & Videos • Name Tags, University Literature, Promotional Giveaways & Door prizes • Event Possibilities & Prospective Volunteers • Leadership Training • Student Alumni Associates

31. Chapter Marketing Options • OPTION ONE: Standard procedure for HTML e-mail • The request and information must be submitted at least 2 weeks prior to your RSVP date. The communications staff will create the HTML e-mail. • OPTION TWO: "Create your own" HTML e-mail using a template 2 – 5 business day turnaround time. • OPTION THREE: Standard procedure for U.S. Mail notice with follow-up HTML e-mail • For printed mailings, the request and information must be submitted at least 5 – 6 weeks prior to your RSVP date. You will automatically get a follow-up HTML e-mail. Two print mailings per chapter per year.

32. Methods to Promote Events • E-mail • Web-sites • Planning for chapter mailings to include several upcoming events (calendar of events) • Free Advertising & Public Service Announcements • Announcements at events

33. Chapter Scholarships Why do chapters give scholarships? Give back to the local community Public relations tool Support local students Support the Offices of Undergraduate Admissions & Scholarship and Financial Aid Support the University

34. Chapter Scholarships Over $2.1 Million awarded in local scholarships!

35. Chapter Financial Management The chapter should be self-supporting and operate on at least a break-even basis. Record Keeping• Receipts and invoices must be kept and retained for audit • Track income and expenses for each event• Checkbook should be balanced monthly and transaction history included in financial reportReporting• Monthly Financial Reports are prepared for each chapter meeting • Event Financial Reports are included with event reports • Year-End Financial Reports are prepared at the end of each fiscal year and submitted to the Alumni Office. (form available online)

36. By-Laws Should Include the Following • The President and Treasurer have access to chapter funds and may sign checks (bank must have signature cards on file) • Double signature is required for transactions over $1000 • Fiscal year runs from July 1 to June 30 Audits • The Alumni Association recommends an audit every two years • Recruit an alum, volunteer or board committee to conduct the audit • Chapters with $10,000 annual income or assets over $25,000 should obtain an independent audit every year Chapter Financial Management Cont’d

37. Grants Provide support for chapters in need, i.e. with small budgets, start up expenses, innovative programs. Chapters may apply for grants from the Alumni Association for events such as the start-up of a new program or for travel to Chapter Officer Forum. Insurance 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 the event, to allow sufficient time to process the necessary paperwork. Chapter Financial Management

38. Tax Status An alumni association chapter not considered a 501(c)3 organization. Payments made by alumni to attend chapter events are not tax deductible for alumni. Only gifts made by alumni to chapter scholarship funds and payable to the Virginia Tech Foundation are deductible for alumni. The chapter needs declare itself a 501(c)(4) organization, which is an organization that must be operated primarily to benefit the community or as otherwise known as a “social welfare organization”.  The main difference between a 501(c)(3) and a 501(c)(4) is that donations made to a 501(c)(4) are not tax deductible to the donor.  This should be acceptable since a donor wishing to make a tax deductible donation can make the check out directly to the Virginia Tech Foundation. Tax ID Number The chapter must obtain a Federal Tax ID number before opening an account for the chapter treasury. The chapter may obtain a Tax ID number by filing IRS form SS-4, Application for Employer Identification Number. Form SS-4 and the associated instructions are included in the Forms section of this handbook. When completing Form SS-4, section 8a: Type of entity, check the box beside "Other nonprofit organization" and (specify) Alumni Association Chapter. Chapter Tax Issues

39. Federal Income Tax Reporting Unincorporated tax-exempt associations that do not have to pay any taxes, provided they do not have gross receipts in excess of $25,000 and they file Form 990N before May 15, 2010 and call the IRS to have a file set-up on them before April 1st, 2010.  They do not have to become corporations if they choose not to and they do not have to file a tax exempt application (1024) with the IRS if they choose not to. http://www.irs.gov/charities/article/0,,id=169250,00.html.  Please note that the IRS has taken the position that it will not accept a Form 990-N from an organization that has not applied for recognition of exempt status. So, at least 45 days before submitting Form 990-N, an officer or other authorized representative of the chapter must call the IRS Exempt Organization Division at 1-877-829-5500 and explain that its nonprofit organization needs to submit Form 990-N but has not applied for tax exempt status with the IRS. They will ask you some questions and create a file for the organization in their computer. It takes 45 days to process your file. The chapter must wait until after your file is set up and processed before you can submit Form 990-N. This is why you need to call the IRS before April 1st, if possible, to get the ball rolling. Here are some additional links to 501(c)(4) organization info. http://www.irs.gov/charities/nonprofits/article/0,,id=96178,00.html http://www.irs.gov/charities/nonprofits/article/0,,id=156354,00.html Chapter Tax Issues

40. June 15 Scholarship Funds Name/s of Scholarship Recipients July 1 Chapter Annual Plan Contact Updates for Chapter Officers, Board of Directors, and Committee Chairs End of Year Report Financial Report Superlative Award Nominations Outstanding Event/Activity Outstanding Community Service ProjectOutstanding Fundraising Event/Activity Outstanding Golf Tournament Outstanding Web Site Nomination for Outstanding Volunteer of the Year and Chapter Officer of the Year Due Monthly (or upon completion of chapter meetings or events) Chapter Monthly Report Form (Meeting minutes) Chapter Event Report Important Due Dates

41. Developing an Annual Plan • Poll localalumni for suggestions for new activities • Collaborate with chapter officers and volunteers • Strive to meet chapter award standards • Reflect the chapter goals • Appeal to a broad range of alumni, ranging from the Old Guard to the recent graduate • Include a variety of events: academic, admissions, social, and athletic events as well as community service projects • Have a budget with projected expenses and revenues • Avoid conflicts with established local events, university calendars, and religious or other holidays • Turn in by July 1

42. Part III. Chapter Officer Responsibilities

43. Responsibilities of President President - The President is the highest officer in the chapter and coordinator of all its activities. The President’s leadership and guidance should serve as an inspiration to all members in achieving the objectives of the chapter. • Submit annual plan, form for new chapter officers, and chapter grant request byJuly 1. • Attend annual leadership training including the Chapter Officers Forum in Blacksburg. • Work to ensure chapter and committee goals are accomplished regularly • Serve as ex-officio member of all committees • Preside at all meetings of the chapter. • Preside at monthly meetings of the Executive Committee. • Make appointments to all committees. • Represent Virginia Tech in the chapter area. • Perform such other duties as usually devolve upon such officer or are demanded by the needs of the chapter.

44. Responsibilities of President Elect/VP • Perform the duties of the President in the absence or disability of the President. • Attend monthly meetings of the Executive Committee • Train and prepare for the office of the President. • Assist the President in the fulfillment of the President’s duties. • Assume the office of the President at the appointed time. • Attend annual Officers Forum in Blacksburg each fall. • Perform other duties as usually devolve upon such officer or are demanded by the needs of the chapter.

45. Responsibilities of Secretary • Keep the records of the chapter. • Record minutes of all chapter, Executive Committee meetings and chapter events regularly and submit to Blacksburg. • Ensure that committee chairs submit event reports to Blacksburg. • Notify Executive Committee of time, place, and date of all monthly meetings. • Attend monthly meetings of the Executive Committee. • Work with Executive Committee to complete and file year-end reports with Blacksburg by July 1 of each year. • Perform such other duties as usually devolve upon such officer or are demanded by the needs of the chapter.

46. Responsibilities of Treasurer • Maintain chapter checking accounts and other funds. • Record all chapter financial transactions. • Pay all financial obligations of the chapter. • Submit Event Financial Reports to the Alumni Association. • Submit Year-End Financial Report; send to Blacksburg by July 1 of each year. • Perform such other duties as usually devolve upon such officer or are demanded the needs of the chapter.

47. Responsibilities of Committee Chairs Programming/Social (Events) Membership Scholarship Communications/PR Admissions Legislative (in-state) Community Service Information Systems (web, database) • Direct the efforts of the Committee. • Ensure the success of the committee objectives as set forth by the Executive Committee. • Attend Executive Committee meetings on a monthly basis. • Submit all event notice requests to the president in order to be received in Blacksburg in a timely manner. • Coordinate with the Public Relations efforts of the chapter i.e. Website, e-mail, general public relations. • Perform such other duties as usually devolve upon such chair or are demanded by the needs of the chapter.

48. Part IV. Event Planning and Budgeting

49. Event Goal Setting What are we trying to accomplish by holding the event? Social Community Service Student Send OffFundraiser Education RecruitmentNetworking Public Relations Recognition What type of event best suits these goals? Dinner ♦ Picnic ♦ Auction ♦ Reception ♦ Athletic ♦ Cultural A program without goals is doomed to failure.

50. 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. Event Planning