Alumni Council Communications Committee

1. About the Communications Committee

2. Checklists

3.  Frequently Asked Questions

4. Contact Lists

5. Templates

 


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About the Communications Committee

Committee Charge

The mission of the Communications Committee of the University of Puget Sound Alumni Council is to increase the awareness that the University of Puget Sound alumni community is a vibrant and interconnected resource to fellow alumni, students and the university.  The Committee identifies, fosters, and sustains various communications channels to strengthen this community. Service on the Communications Committee is a three-year commitment.

 

Ongoing Committee Duties

Members of the Communications Committee serve as ambassadors for the University of Puget Sound, by representing the university to alumni. In doing so, committee members:

  • Serve as a focus group to react to and advise on communications strategies for Puget Sound’s print and electronic media.
    • Advise Arches editors on content-related decisions.
    • Provide feedback and suggestions for university Web presence.
    • Advise on new technology (or new uses of existing technology) to reach various segments of the university’s alumni and student bodies.
  • Implement and enforce standards and guidelines for volunteer-driven Web and LOGGER[net] efforts—i.e. club or class pages.
  • Participate in development of surveys to assess effectiveness of alumni communication efforts.
  • Attend (in person or via teleconference) Alumni Council meetings twice a year (fall and spring).

 

Specific Committee Projects

On a regular basis, committee leadership and committee members:

  • Further develop and implement committee structure, including  project goals, timelines, and reporting systems.
  • Work and advise Alumni Council committees—i.e. Admission, Career and Employment Services—on a unified branding and marketing strategy for the Alumni Council.
  • Provide oversight and guidance for creation of class, club, and other group pages on LOGGER[net] and Facebook; ensure every committee has pages and provide regular review of sites to be sure pages are up-to-date and within communicated standards.
  • Provide guidance and support for development, collection, and publication of Alumni section in Arches.

Communications Committee structure
The Communications Committee has two levels of committee membership:

The Communications Committee Chair provides orientation and coaching for committee members. This volunteer also provides insight to the Office of Communications about the interests of the alumni community. The Communications Committee chair also holds a position on the Alumni Council Executive Committee (ACEC). This position requires attendance at two (2) Alumni Council Meetings, one (1) ACEC meeting, and periodic ACEC conference calls and Communications Committee conference calls.  Average monthly commitment: 3-5 hours.

Communications Committee members assist the committee chair, the Office of Communications, and the Office of Alumni and Parent Relations in developing content and ensuring university information is available to the alumni community. The volunteer role attends two (2) Alumni Council meetings, as well as monthly committee conference calls. Monthly commitment: 1-3 hours.

 


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Checklists
To help you in your volunteer role please refer to the appropriate checklist below. Checklists are intended to simplify tasks that the committee is charged with, and create a strong, robust and action-oriented committee.

 

All committee volunteers are expected to:

  • Sign a confidentiality agreement and return it to the Office of Alumni and Parent Relations.
  • Register for LOGGER[net], Puget Sound’s online Alumni Community.
  • Ensure their addresses (email and mailing address) are up-to-date with the university.

Committee Chair Responsibilities

The Communications Committee Chair provides orientation and coaching for committee members. This volunteer also provides insight to the Office of Communications about the interests of the alumni community. The committee chair:

  • Help identify, recruit, and cultivate committee volunteers.
    • Regularly communicate via E-mail with committee members.
    • Lead a minimum of three (3) meetings for the Communications Committee (in addition to Alumni Council meetings).
    • Help organize and provide guidance for committee projects and responsibilities.
  • Create and manage communication tools for the Communications Committee that can be recommended for use among other Alumni Council committees.  Suggested tools include:
    • Phone, E-mail, or virtual network to communicate updates and share work .
    • Facebook Group Page (optional).
    • LOGGER[net] page  (Will appear as part of Alumni Council section of Logger Pages).
      Contact the Office of Alumni and Parent Relations should you need assistance with updating your Logger Page.
  • Provide guidance and oversight of committee goals and objectives.
    • Review, provide feedback, and approve schedules, programming, and marketing.
    • Provide review of class reunion survey template; help encourage classes to complete survey; and review and communicate survey results among committees.
  • Maintain communication with the Alumni Council Executive  Committee Chairs.
    • Participate in 3 Alumni Council meetings per year;  create and facilitate  Campus Programs Committee meetings.
    • Prepare quarterly updates for the Alumni Council Executive Committee.
    • Assist with content review of Web pages, Arches, and other university communications.
  • Maintain regular communication with the Office of Alumni and Parent Relations (send updates about the committee activities at least quarterly).

Communications Committee members assist the committee chair, the Office of Communications, and the Office of Alumni and Parent Relations in developing content and ensuring university information is available to the alumni community. Members:

  • Attend Communications Committee meetings (in person or via teleconference).
  • Attend university-sponsored events.
  • Attend two (2) Alumni Council meetings each year.
    Meetings are held one day before Homecoming and Family Weekend (Fall) and one day before Reunion Weekend (late Spring).
  • Serve as a focus group to react to and advise on communications strategies for Puget Sound’s print and electronic media.
  • Advise Arches editors on content-related decisions.
  • Provide feedback and suggestions for university Web presence.
  • Advise on new technology (or new uses of existing technology) to reach various segments of the university’s alumni and student bodies.
  • Implement and enforce standards and guidelines for volunteer-driven Web and LOGGER[net] efforts—i.e. club or class pages.
  • Participate in development of surveys to assess effectiveness of alumni communication efforts.

Committee Tasks: Ensuring Committee Success

  • Attend Communications Committee meetings and Alumni Council meetings.
    (typically held by conference phone)
  • Attend the Alumni College program, either on campus or through electronic sources.
  • Attend at least one Puget Sound faculty presentation or performance each year.
  • Encourage fellow alumni to join Communications.
  • Attend two (2) Alumni Council meetings, either on campus or by phone.
  • Promote the Communications events and yearly calendar.
  • Publish at least one source of electronic distribution of academic content through the web.

 


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Frequently Asked Questions

 

I’d like to volunteer, but I’m unsure about the three-year commitment. Does that mean I can’t volunteer?

Certainly not! We understand, as other volunteer roles, employment, and family demands change, your availability may change as well. Please keep the Office of Alumni and Parent Relations apprised of your availability. We strive to ensure that your volunteer experience is positive and manageable.

 

Who can I contact for help with technology (social media, WebPages, sending emails, etc.)?

Your Office of Alumni and Parent Relations staff liaison is a great resource (click here to view the contact list.) Also, contact the Office of Alumni and Parent Relations Coordinator, Nani Vishwanath ’09, for assistance as well. Nani’s email is nvishwanath@pugetsound.edu

 

How does the committee know if its work is successful? To ensure success, the Office of Alumni and Parent Relations recommends:

  • Keeping information on LOGGER[net] up-to-date.
  •  Providing regular committee updates to the Office of Alumni and Parent Relations.
  • Actively participating in Alumni Council and committee meetings.
  • Provide regular feedback on Office of Alumni and Parent Relations and university publications and materials.
  • Cultivating new volunteers for your committee.

 


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Contact List

 

Office of Alumni and Parent Relations Staff Liaison:

Sarah Porter, Assistant Director of Alumni Relations

253-879-4636 ·  sporter@pugetsound.edu

 

Communications Committee Contacts:

Sunshine Morrison ’94, Communications Committee Chair

sunshinemorrison@comcast.net

 

For a complete contact list of Alumni Council Executive Committee members, please visit the Alumni Council Contact List on the Puget Sound website.  


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Templates

The Office of Alumni and Parent Relations created templates to provide you with useful tools when communicating with fellow alumni and to make your work as a Puget Sound volunteer easy.

To view templates, please visit the Alumni Council Template section on the Puget Sound website.