Student Alumni Association

1. About the Student Alumni Association (SAA)

2. Checklists

3. Frequently Asked Questions

4. Templates

 


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About the Student Alumni Association

SAA Charge

The Student Alumni Association creates a legacy of volunteer involvement and engagement that begins with prospective students and continues throughout the alumni experience. Working in collaboration with the Office of Alumni and Parent Relations, Student Alumni Association members develop and implement programs that encourage students to build a strong class affiliation and allow for students to meet alumni to learn about the alumni experience. All students are eligible to participate in the Student Alumni Association. Members of the Student Alumni Association are also members of the Alumni Council. 

SAA  Goals

The Association’s primary goals are:

  • To develop and drive initiatives to connect students with alumni, each other, and the university.
  • To plan and implement programming that will create class identity and inspire student participation in the work of alumni and parent relations.

Specific Association Projects

  • Develop and implement Class Events that build class identity:
    • Create events that have some structure, but allow for students to mingle and socialize amongst themselves.
    • Provide t-shirts or other give-away items that identify their class.
    • Provide information about the Student Alumni Association to build awareness about the organization and encourage students to join the committee membership.
    • Engage students in the event through drawings, contests, etc.
  • Attend other campus events that encourage students to meet alumni.
    • Homecoming events
    • ASK Night
  • Participate in Alumni Council meetings
  • Build a  web-based resource for students to learn more about
    • the Student Alumni Association
    • Connecting with alumni for networking, information interviews, etc.

SAA structure
The Student Alumni Association has two levels of membership:

The Student Alumni Association President (or co-presidents) provides leadership and oversight for the association, creating an annual calendar of events, effective communication tools and collaborative opportunities for the student body and the Office of Alumni and Parent Relations. The president (or co-presidents) are members of the Alumni Council Executive Committee, and provide insight for alumni into student life. This position requires attendance at two (2) Alumni Council Meetings, one (1) ACEC meeting. Periodic meetings with the Office of Alumni and Parent Relations are also required. Average monthly commitment: 3-5 hours.

Student Alumni Association members assist the SAA President (or co-presidents) and the Office of Alumni and Parent Relations in developing programs that resonate with the student body. This volunteer actively participates in SAA meetings and attends events. The volunteer role attends two (2) Alumni Council meetings, as well as frequent SAA meetings. Monthly commitment: 1-3 hours.

Click here to view the Student Alumni Association organizational chart.

 


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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 SAA is charged with, and create a strong, robust and action-oriented association.

 

All SAA members are expected to:

  • Sign a confidentiality agreement and return it to the Office of Alumni and Parent Relations.
  • Attend at least 2 SAA meetings per semester.
  • Ensure their addresses (email and mailing address) are up-to-date with the university.

SAA President (or co-presidents) Responsibilities

The Student Alumni Association President (or co-presidents) provides leadership and oversight for the association, creating an annual calendar of events, effective communication tools and collaborative opportunities for the student body and the Office of Alumni and Parent Relations. The president (or co-presidents) are members of the Alumni Council Executive Committee, and provide insight for alumni into student life. The SAA President (or co-presidents):

  • Create and manage communication tools for the Student Alumni Association:
    •  a Facebook Group Page (the page is called: Puget Sound Student Alumni Association).
    • Student Alumni Association webpage (www.pugetsound.edu/studentalumni.xml).
      Contact the Office of Alumni and Parent Relations to post updates and information to the SAA webpage.
  • Maintain regular communication with Student Alumni Association committee members.
    • Host at least three committee meetings per semester.
    • Send updates to committee members about events.
    • Send two reminders prior to each meeting.
  • Meet with the Office of Alumni and Parent Relations staff member twice monthly.

 

Student Alumni Association members assist the SAA President (or co-presidents) and the Office of Alumni and Parent Relations in developing programs that resonate with the student body. This volunteer actively participates in SAA meetings and attends events. Members:

  • Attend Student Alumni Association meetings
  • Assist in planning Class Events and other SAA events (Log Jam, tabling throughout the year, Homecoming programs, etc.)
  • Attend events hosted by the Student Alumni Association and that support student-alumni connections (such as ASK Night and Homecoming activities)
  • Promote Association events and programs to students and others in the university community
  • Serve as an ambassador at alumni and parent events, such as Homecoming Weekend, Fall Family Weekend, and select regional programs
  • Attend one of the two Alumni Council meetings each year
    Meetings are held one day before Homecoming & Family Weekend (Fall) and one day before Reunion Weekend (first week of June). 

 

SAA Tasks: Ensuring SAA Success

  • Attend Student Alumni Association meetings (3 per semester)
  • Host and attend  class events and Senior Night
  • Attend and assist in organizing and hosting three (3) campus events: ASK Night, Student/Alumni Kickball game at Homecoming and Reunion Trivia Dinner at Homecoming
  • Update the SAA webpage
  • Update the Puget Sound Student Alumni Association Facebook group
  • Attend at least one (1) Alumni Council meeting each year

 


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Helpful How-To’s

Creating your online presence

  • Puget Sound webpage
    The Student Alumni Association has a webpage location on the Office of Alumni and Parent Relations website. This page is available to post information about the organization, contact information, and news about upcoming events.  The website should have the following information posted:
    • Welcome paragraph describing the Student Alumni Association.
    • Contact information for the club.
    • President and committee members.
    • Information about upcoming events.
    • Information listing past events (and pictures, if possible).

To update the Student Alumni Association webpage, please contact the Office of Alumni and Parent Relations

  • Facebook
    • Maintain the Puget Sound Student Alumni Association group on Facebook.
    • Post an “about us” paragraph to describe the group.
    • Link the group to the webpage on www.pugetsound.edu.
    • Post upcoming event information and pictures.

 

Communication tools for event invitations to students

When publicizing your event, your invitation should include:

 

  • Title of the Event(example: Class of 2012 Ice Cream Social)
  • What– include a short description of the event
  • Where – Name and address of the event
  • RSVP – information about how to RSVP: email, Facebook, etc.
  • Link – link your event to the event on the webpage
  • Contact information – who students  should contact (and how) with questions

Facebook invitation and advertisements.

Email : The Student Alumni Association has its own Puget Sound email address. Emails can be sent to the student body about upcoming events through this email account.  Check with the Office of Alumni and Parent Relations about accessing this account.

Posters and on-campus marketing.

Posters can be designed in collaboration with the Office of Alumni and Parent Relations. They should be hung in strategic locations around campus to advertise upcoming events. Please allow for one month prior to the event for posters to be designed and displayed.

An ad can be submitted to ASUPS to be shown on the flat screen in Wheelock Student Center above the entrance to the Diner.

Association members are encouraged to create banners for upcoming events to be hung in the main eating area of the Wheelock Student Center.

Planning an event

  • Decide on the date, time, place and price of your event early—Depending on the event, two to four months would not be unusual (especially in regard to reserving space). Please allow enough time for marketing and publicize your event for at least 4 weeks.
  • Publicize it— Here are some steps to take to best market your event:
  • Request an email list of students (by class year) from the Office of Alumni and Parent Relations. Please allow for 7 business days to process your request.
    • Send a Save the Date email to students. Please include a staff member from the Office of Alumni and Parent Relations so that the office can help publicize your event.
    • Hang posters around campus
    • Arrange for an ad about the event to be displayed on the ASUPS flat screen
    • Regularly update your website  and Facebook
    • Send an email one week before the event to remind students of the event.

Facilitating an event

  • Have a registration table at the entrance to the event. Have someone welcome attendees as they arrive, ask them to sign in.
  • Set-up an information table about the Student Alumni Association.
  • Take pictures for the SAA webpage.
  • Engage students.
    • Welcome them to the event.
    • Have  a drawing for students to win Puget Sound items
  • After the event
    • Send a brief summary of the event to  the Office of Alumni and Parent Relations staff member.

Keeping the ball rolling

  • After your event (no more than 10 days), send an email to those that attended:
    • Thank students for attending the event.
    • Include a link for students who attended to view pictures from the event.
    • Include information about how  to join  the Student Alumni Association Committee; include the next meeting time and location.
  • Update information about the event on the webpage be past tense and post pictures.

 


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Frequently Asked Questions

 

I’d like to be in the Student Alumni Association, but I’m busy and unsure about the time commitment. Does that mean I can’t join SAA?

Certainly not! There are plenty of opportunities for you to be involved in a variety of events throughout the year, and we welcome your participation in making sure SAA events are a success. Also, if you are involved in other campus organizations, your representation on the Student Alumni Association would help the association and your other organizations be informed of all events for students and the campus community.

What's different about the Student Alumni Association? Why should I join?
The Student Alumni Association is Puget Sound's premier connection for students to meet, learn, and work with alumni! The Association provides you the opportunity to network with alumni as well as work side-by-side with alumni volunteers, creating robust programs for the campus.

 


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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.

SAA President (or co-presidents) Responsibilities

The Student Alumni Association President (or co-presidents) provides leadership and oversight for the association, creating an annual calendar of events, effective communication tools and collaborative opportunities for the student body and the Office of Alumni and Parent Relations. The president (or co-presidents) are members of the Alumni Council Executive Committee, and provide insight for alumni into student life. The SAA President (or co-presidents):

  • Create and manage communication tools for the Student Alumni Association:
    •  a Facebook Group Page (the page is called: Puget Sound Student Alumni Association). 
    • Student Alumni Association webpage (www.pugetsound.edu/studentalumni.xml).
      Contact the Office of Alumni and Parent Relations to post updates and information to the SAA webpage.
  • Maintain regular communication with Student Alumni Association committee members.
    • Host at least three committee meetings per semester.
    • Send updates to committee members about events.
    • Send two reminders prior to each meeting.
  • Meet with the Office of Alumni and Parent Relations staff member twice monthly.

 

Student Alumni Association members assist the SAA President (or co-presidents) and the Office of Alumni and Parent Relations in developing programs that resonate with the student body. This volunteer actively participates in SAA meetings and attends events. Members:

·         Attend Student Alumni Association meetings

·         Assist in planning Class Events and other SAA events (Log Jam, tabling throughout the year, Homecoming programs, etc.)

·         Attend events hosted by the Student Alumni Association and that support student-alumni connections (such as ASK Night and Homecoming activities)

·         Promote Association events and programs to students and others in the university community 

·         Serve as an ambassador at alumni and parent events, such as Homecoming Weekend, Fall Family Weekend, and select regional programs 

·         Attend one of the two Alumni Council meetings each year
Meetings are held one day before Homecoming & Family Weekend (Fall) and one day before Reunion Weekend (first week of June).
 

 

SAA Tasks: Ensuring SAA Success

â–¡   Attend Student Alumni Association meetings (3 per semester)

â–¡   Host and attend  class events and Senior Night

â–¡   Attend and assist in organizing and hosting three (3) campus events: ASK Night, Student/Alumni Kickball game at Homecoming and Reunion Trivia Dinner at Homecoming

â–¡   Update the SAA webpage

â–¡   Update the Puget Sound Student Alumni Association Facebook group

â–¡   Attend at least one (1) Alumni Council meeting each year 

 

Helpful How-To’s

·      Creating your online presence

o   Puget Sound webpage
The Student Alumni Association has a webpage location on the Office of Alumni and Parent Relations website. This page is available to post information about the organization, contact information, and news about upcoming events.  The website should have the following information posted:

§  Welcome paragraph describing the Student Alumni Association

§  Contact information for the club

§  President and committee members

§  Information about upcoming events

§  Information listing past events (and pictures, if possible)
To update the Student Alumni Association webpage, please contact the Office of Alumni and Parent Relations

·         Facebook

o   Maintain the Puget Sound Student Alumni Association group on Facebook

o   Post an “about us” paragraph to describe the group

o   Link the group to the webpage on www.pugetsound.edu

o   Post upcoming event information and pictures

·         Communication tools for event invitations to students
When publicizing your event, your invitation should include:
Title of the Event (example: Class of 2012 Ice Cream Social)
What – include a short description of the event
Where – Name and address of the event
RSVP – information about how to RSVP: email, Facebook, etc.
Link – link your event to the event on the webpage
Contact information – who students  should contact (and how) with questions

o   Facebook invitation and advertisements

o   Email : The Student Alumni Association has its own Puget Sound email address. Emails can be sent to the student body about upcoming events through this email account.  Check with the Office of Alumni and Parent Relations about accessing this account.

o   Posters and on-campus marketing

§  Posters can be designed in collaboration with the Office of Alumni and Parent Relations. They should be hung in strategic locations around campus to advertise upcoming events. Please allow for one month prior to the event for posters to be designed and displayed.

§  An ad can be submitted to ASUPS to be shown on the flat screen in Wheelock Student Center above the entrance to the Diner.

§  Association members are encouraged to create banners for upcoming events to be hung in the main eating area of the Wheelock Student Center.

 

·      Planning an event

o   Decide on the date, time, place and price of your event early—Depending on the event, two to four months would not be unusual (especially in regard to reserving space). Please allow enough time for marketing and publicize your event for at least 4 weeks.

o   Publicize it— Here are some steps to take to best market your event:

§  Request an email list of students (by class year) from the Office of Alumni and Parent Relations. Please allow for 7 business days to process your request.  

§  Send a Save the Date email to students. Please include a staff member from the Office of Alumni and Parent Relations so that the office can help publicize your event.

§  Hang posters around campus

§  Arrange for an ad about the event to be displayed on the ASUPS flat screen

§  Regularly update your website  and Facebook

§  Send an email one week before the event to remind students of the event.

 

·      Facilitating an event

o   Have a registration table at the entrance to the event. Have someone welcome attendees as they arrive, ask them to sign in.

o   Set-up an information table about the Student Alumni Association

o   Take pictures for the SAA webpage

o   Engage students

§  Welcome them to the event

§  Have  a drawing for students to win Puget Sound items

·      After the event

o   Send a brief summary of the event to  the Office of Alumni and Parent Relations staff member



Keeping the ball rolling

·      After your event (no more than 10 days), send an email to those that attended:

o   Thank students for attending the event

o   Include a link for students who attended to view pictures from the event

o   Include information about how  to join  the Student Alumni Association Committee; include the next meeting time and location

·      Update information about the event on the webpage be past tense and post pictures 

 

Frequently Asked Questions

 

I’d like to be in the Student Alumni Association, but I’m busy and unsure about the time commitment. Does that mean I can’t join SAA?

Certainly not! There are plenty of opportunities for you to be involved in a variety of events throughout the year, and we welcome your participation in making sure SAA events are a success. Also, if you are involved in other campus organizations, your representation on the Student Alumni Association would help the association and your other organizations be informed of all events for students and the campus community.

 

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. 

 

Contact List

 

Office of Alumni and Parent Relations Staff Liaison:

Rainier Aliment ’10, Assistant Director of Alumni Relations

253-879-3417·  raliment@pugetsound.edu

 

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