Alumni Council Class Programs Committee

1. About the Class Programs Committee

2. Checklists

3. Frequently Asked Questions

4. Contact Lists

5. Templates

 

 

About the Class Programs Committee

Committee Charge

The Class Programs Committee of the University of Puget Sound Alumni Council provides volunteer leadership for the University of Puget Sound’s efforts to engage alumni in campus events and activities that are of strategic importance to the university. The Class Programs Committee is an age-diverse group of alumni who work with university staff to make Homecoming & Family weekend and Summer Reunion Weekend events engaging and compelling to attend. A representative from each class serves on the Alumni Council Class Programs Committee. Service on the Class Programs Committee is a five-year commitment.

Ongoing Committee Duties

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

  • Create and promote class identity through ongoing communication and connections with classmates.
  • Help plan, market, and share news about the University of Puget Sound events and programs, such as Summer Reunion Weekend, Homecoming & Family Weekend, and other opportunities available through the Alumni Council and Alumni Association.
  • Collaborate with Alumni Council committees, especially Annual Fund and Affinity Groups Committees, to identify and facilitate connections among classmates; to coordinate and promote campus events and reunion-specific activities; and to share best practices.
  • Work closely with the university staff to plan and implement weekend programming that is fun, engaging, and reflects the social and intellectual spirit of the University of Puget Sound.

Specific Committee Projects

On a regular basis, committee leadership and committee members will:

  • Organize and maintain class leadership structures, including development of reunion planning committee, appointing class/committee officers, and defining roles and responsibilities.
  • Help find “lost alumni” and continually update and report changes pertaining to contact information for alumni.
  • Create and manage class communication, including collecting and distributing class correspondence/updates, creating and distributing electronic and print communications to complement university-sponsored marketing efforts, and creating and maintaining class Web pages on LOGGER[net], Facebook, etc.
  • Identify and plan class-specific events and activities to be held during Summer Reunion Weekend as well as between 5-year reunion cycles.

Class Programs Committee structure
The Class Programs Committee has three levels of committee membership:

The Class Programs Committee Chair provides oversight for all Class Programs, collaborating with various Class Reunion officers, and representing all Class Programs to the Alumni Council.  This volunteer position helps identify, recruit, and nominate class reunion volunteers. The Class Programs 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.  Monthly commitment: 5-6 hours during pre-Reunion planning months; 8-10 hours during Reunion planning months.

Class Reunion Officers coordinate information and events for their class year reunion.  As lead volunteers for their class, officers collaborate with the Office of Alumni and Parent Relations to develop programs and events that specifically appeal to classmates, and encourage attendance to Summer Reunion Weekend. Officers serve as points of contact for classmates about university activities between reunion events. The volunteer role attends two (2) Alumni Council meetings, as well as periodic meetings with the chair and chapter captains. Monthly commitment: 3-5 hours in pre-Reunion planning months; 5-7 hours during Reunion planning months.

Class Reunion Committee Members are charged with assisting in the communication efforts to alumni in their class promoting reunion and university events. Committee members reach out to their network of alumni they are regularly in contact using social media tools, email, and conversation. This volunteer attends two (2) Alumni Council meetings, and periodic conference calls with the Class Programs chair and/or Class Reunion Officers. Monthly commitment: 1-2 hours in pre-Reunion planning months; 2-4 hours during Reunion planning months.

 As the committee develops, additional roles to support the work of the committee may be helpful. Examples of these roles include (in order or importance for foundation committee work):

  • A communications expert to manage email, social media outreach, and webpages for Class Programs class years.
  • A historian to note traditions related to class years and relay traditions to the university.
  • Event manager to provide support for Class Programs gatherings and reunions.

To view a Class Programs Committee organizational chart, click here.

 


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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 your addresses (email and mailing address) are up-to-date with the university.

Committee Chair Responsibilities

The Class Programs Committee chair provides oversight for all Class Programs, collaborating with various Class Reunion officers, and representing all Class Programs to the Alumni Council. In collaboration with Alumni and Parent Relations staff, the Class Programs Committee chair:

  • Helps identify, recruit, and nominate  at least six reunion volunteers for each class.
    • Regularly communicates via E-mail with committee members.
    • Leads a minimum of three (3) meetings for the Class Programs Committee.
    • Helps organize and provide guidance for reunion planning committees.
  • Creates and manages communication tools for the Class Programs Committee that can be recommended for use among class reunion planning committees.  Suggested tools include:
    • Phone and/or E-mail network .
    • Facebook Group Page.
    • LOGGER[net] pages (Class pages are called Logger Pages).
      Contact the Office of Alumni and Parent Relations should you need assistance with updating your Logger Page.
  • Provides guidance and oversight of Class Programs.
    • Reviews, provides feedback, and approves schedules, programming, and marketing.
    • Provides review of class reunion survey template; help encourage classes to complete survey; and review and communicate survey results among committees.
  • Maintains communication with the Alumni Council Executive Committee Chairs.
    • Participate in 3 Alumni Council meetings per year;  create and facilitate  Class Programs Committee meetings.
    • Prepare quarterly updates for the Alumni Council Executive Committee.
    • Help the University Alumni Office plan and promote campus events.
      Help identify and plan Homecoming and Reunion signature events, provide feedback on marketing, and encourage attendance among alumni.
  • Maintains regular communication with the Office of Alumni and Parent Relations (send updates about the reunion activities at least quarterly).

Class Reunion Officers
Class Reunion officers coordinate information and events for their class year reunion.  As lead volunteers for their class, officers collaborate with the Office of Alumni and Parent Relations to develop programs and events that specifically appeal to classmates, and encourage attendance to Summer Reunion Weekend. Officers serve as points of contact for classmates about university activities between reunion events. Officers:

  • Identify and appoint officers to fulfill roles and responsibilities to support reunion program; suggested roles include class secretary/class notes correspondent, Webmaster, historian, promotion/attendance, and events.
  • Communicate plans, goals, and progress on quarterly basis to Class Programs Committee Chair.
  • Maintain contact with Alumni and Parent Relations class liaison.
  • Collaborate with other class and affinity reunion officers to coordinate programming and promotion efforts.
  • Attend Class Reunion Committee meetings (in person or via teleconference).
  • Attend university- and class-sponsored events.

Class Reunion Committee Members
Class Reunion committee members are charged with assisting in the communication efforts to alumni in their class promoting reunion and university events. Committee members reach out to their network of alumni they are regularly in contact using social media tools, email, and conversation. Members:

  • Attend committee meetings (in person or via teleconference).
  • Communicate with class officers / committee members about events and activities.
  • Assist in communication efforts to alumni in your local region or sphere of influence.
    • Work with the class Webmaster to post information on LOGGER[net].
    • Post new information about class activities and connections on Facebook group wall to keep information fresh and build interest for alumni to check the page frequently.
    • Contact at least ten classmates per month to share plans, obtain feedback, and encourage participation.
  • 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).

 

Committee Tasks to Ensure Committee Success

  • Attend Class Programs Committee and Reunion Planning Committee meetings.
  • Host planning meetings for reunion events and facilitate communications among your group to promote identity.
  • Send updates to Office of Alumni and Parent Relations about reunion programs and events.
  • Plan Reunion Events and assist the Office of Alumni and Parent Relations in coordinating Reunion Events for your class year.

 


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Helpful How-To's

Create your online presence

LOGGER[net]
Each group is asked to create its own Logger Page to post information about their class year,  committee contact information, and news about upcoming events. Class pages should include:

  • Welcome paragraph describing the class year’s reunion, introducing the reunion planning committee, and a call for volunteers.
  • Contact information for the Class Programs committee and individual class year reunion planning committee members, including email address links.
  • Information about upcoming events, including Homecoming & Family Weekend, Reunion Weekend, and any pre-reunion events.
  • Photographs of classmates and their families.
    For detailed instructions about maintaining your Logger Page, please refer to the LOGGER[net] section of this manual.
  • Letters or comments from fellow alumni who are unable to attend; listing of friends who are attending the class reunion.

Facebook

  • Create a group for your class. Please name your group University of Puget Sound Class of [XXXX].
  • Post an “about us” paragraph to describe the group.
  • Link the group to your Logger Page.
  • Post upcoming event information and pictures.

Planning reunion events

Twelve months before the reunion

  • Contact APR Liaison Sarah Porter to assist you  with your reunion planning.
  • Develop your class reunion committee and arrange your first meeting.
  • Coordinate the search for former classmates/group members (if you need assistance, please contact the Alumni Relations Class Programs liaison).
  • Sign alumni confidentiality form and obtain list of Class Programs members.
  • Develop preliminary reunion plan.
    • Estimate reunion attendance.
    • Brainstorm listing of possible events for your group, including pricing and location (if off campus).

Nine months before the reunion

  • Plan and book the reunion’s main event.
  • Work with the Office of Alumni and Parent Relations reunion liaison to locate possible venues (on and off-campus) for class gatherings.
  • Once the committee has decided, book the venue and arrange meeting with Alumni Relations class reunion liaison to discuss proper university policies/procedures on signing contracts/agreements.
  • Prepare the first announcement of reunion. Keep in mind that the university also will be sending marketing and promotion Reunion Weekend.
  • Work with the Office of Alumni and Parent Relations to coordinate all email and mail messages regarding your reunion to your class reunion.

Six months before the reunion

  • Make updates to LOGGER[net] and Facebook pages; update Class Programs lists; and launch telephone and email campaign.
  • Contact special guests or key attendees.
  • Begin preparing memory album (optional, for assistance, contact the Alumni Relations office).
  • Work with Alumni Relations to coordinate schedule with university event spaces, catering, and other logistical needs.
  • Work with Alumni Relations to prepare announcement for Arches, LOGGER[net], university website, etc.

Three months before the reunion

  • Make updates to Class Programs list.
  • Work with Alumni Relations to prepare reunion online registration web page.
  • Arrange for all reunion volunteer responsibilities and set meeting with volunteers.
  • Make sure all reunion committee members are registered to attend the reunion.

One month before the reunion

  • Send reunion reminder notices to all reunion Class Programs members.
  • Work with Alumni and Parent Relations to create a printed program.
  • Work with Alumni and Parent Relations to prepare the “program” for the main event (include all spoken program notes).
  • Work with Alumni and Parent Relations to prepare all reunion signage, collages, and special displays.
  • Edit alumni information for memory album or finalize giveaways (optional).
  • Develop a reunion day task list (provide each committee member and volunteer a list and inform everyone to bring with them the day your reunion begins).

Two-three weeks before the reunion

  • Work with Alumni Relations to verify attendance, obtain a list of paid reunion guests.
  • Verify attendance of special guests and make arrangements for special guests.
  • Proof and finalize memory album to prepare for printing (optional).
  • Work with Alumni Relations to mail all reunion confirmation letters and special notices.

One week before the reunion

  • Work with Alumni and Parent Relations to complete class-specific welcome materials.
  • Work with Alumni and Parent Relations to notify catering staff (on and off campus) final counts for the number of guests attending the reunion.
  • For off campus events, verify with banquet manager to confirm details about event. If your event is on campus, work with the Alumni Relations to make these contacts for you.

Reunion Weekend

  • Provide all volunteers with reunion day task list.
  • Have all volunteers accounted for and in designated roles/areas.
  • Distribute class-specific items to those who purchased and are in attendance (if applicable).
  • Work with Alumni and Parent Relations to retrieve all supplies at the end of the reunion.
  • Have fun!

After the Reunion

  • Host a post-event debrief with reunion planning committee and Office of Alumni and Parent Relations.
  • Send photos with alumni names and information to the Alumni and Parent Relations to be forwarded to Archives and Arches.
  • Send thank you notes to all Class Programs members who attended.
  • Send out any class-specific items that were developed (memory albums, scrolls, or photos) to alumni who were unable to attend.

Keeping the ball rolling

  • After reunion weekend (no more than 10 days), send an email to those that attended:
    • Thank alumni for attending the event.
    • Include a link for alumni who attended to view pictures from the event.
    • Include information about the general timeframe for your next class reunion activity or event (example: Volunteer now to help plan our next class reunion!  - or - Look forward to a mini-class reunion during Homecoming and Family Weekend!).
  • Update information about the event on your Logger Page to reflect reunion weekend highlights,  pictures, and future plans.
  • Create schedule of regular communication with classmates to keep everyone informed and engaged until next reunion-planning cycle begins.

 

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Frequently Asked Questions

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

Certainly not! We welcome your assistance with a specific reunion gathering, or for a longer period of time to build  a recurring reunion event program for your Class Programs. 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.

How can we make sure our Reunion Weekend is successful? To ensure success, we recommend:

  1. Your group creates a page on LOGGER[net] and keeps information up-to-date.
  2. The reunion planning committee reaches out to the widest possible age range of participants.
  3. The reunion planning officers maintain regular contact with the Office of Alumni and Parent Relations and provide updates.
  4. Representatives from your committee attend Alumni Council committee meetings.
  5. Class Reunion officers plan to host at least one event during Reunion Weekend.
  6. Following up to see if new volunteers express interest in helping plan the next reunion.

How can we stay connected between planned reunions?

The Office of Alumni and Parent Relations encourages groups to stay connected with fellow alumni, volunteers, and their Class Programs between planned reunions. To do so, you can:

  • Create twice-yearly updates about your class.
  •  Post information on Facebook or other social media sites.
  • Post new information (or pictures!) on your LOGGER[net] webpage.

 


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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.