Tips and Tools for Volunteering

  • Getting Started
    1. Committee Chair Checklist
    2. Committee Member Checklist
    1. Email and Logger Pages tools
    2. Connecting Facebook with your LOGGER[net] profile
    3. How to "Fan a Page" and post pictures on Facebook

 

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Getting Started

 Committee Chair Checklist

 The following checklist provides new chairs with guidance on initial steps to take in working with his or her committee:

  • Review the volunteer handbook, council by-laws, and code of conduct policy.
  • Review and sign the university’s confidentiality statement regarding the protection of alumni contact information.
    Download a confidentiality agreement to sign and return to the Office of Alumni and Parent Relations.
  • Set up a schedule for periodic meetings with your staff liaison.  Many chairs find it helpful to meet with their staff liaison monthly.
  • Review the current list of committee members.  Work with your staff liaison to vet the list and to identify and “remove” any inactive members.
  • Reach out to potential volunteers to invite them to join your committee.  Work with your staff liaison and with the Office of Alumni and Parent Relations to create a list of potential volunteers with which to begin this work.
  • Establish a regular schedule for communicating committee updates and other relevant news to your committee.  In most cases, sending a brief e-mail to the group once every 6 to 8 weeks is frequent enough to keep the committee engaged.
  • Touch base with your assigned Alumni Council officer periodically.  These senior members of the council can be a useful resource to chairs in their work with the committee and in their roles as members of the executive team. In most cases, touching base every other month via e-mail is sufficient. 
  • Visit LOGGER[net] to ensure that your personal information is up to date and to sign up for alumni e-mail forwarding.  Since the contact information for committee chairs is publicized, having an [your name@alum.ups.edu] e-mail address is helpful.
  • Check out your committee page in LOGGER[net].   Make (or appoint another committee member to make) any needed changes to bring the page current.
  • Have fun!  The Alumni Council is made up of talented and committed volunteers who love Puget Sound.   Enjoy.

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Committee Member Checklist

The following checklist provides volunteers with guidance on initial steps to take as they begin their involvement with the Alumni Council:

  • Review the volunteer handbook, council by-laws, and code of conduct policy.
  • Review and sign the university’s confidentiality statement regarding the protection of alumni contact information.
  • Visit LOGGER[net] to ensure that your personal information is up to date and to sign up for alumni e-mail forwarding.  E-mail addresses for volunteers are sometimes publicized. Having an [your name@alum.ups.edu] e-mail address is helpful.
  • Check LOGGER[net] and the Puget Sound Web site monthly for university news,  event updates, committee updates, and class news.
  • If you are registered for a Facebook account, become a friend of “Ups Alums”, link to the University of Puget Sound group page by becoming a fan.
  • Mark your calendar for the Fall and Spring Alumni Council meetings.
  • Make sure you are in contact with your committee chair and staff liaison.
  • Enjoy your time as a volunteer for the Puget Sound Alumni Council!

 


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Getting What You Need for Volunteering

 

Normally, the chair or staff liaison for a specific committee are the first line of contact for members of that particular committee, as they would be most familiar with these volunteers and their work.  Following are some guidelines to help volunteers determine who to contact for specific needs or concerns. 

Contact the Alumni Council President (or other Council officer) about:

    • Matters concerning the governance or strategic direction of the broader Council
    • Feedback about the broader Council
    • Concerns about volunteer or staff conduct

Contact the relevant Committee Chair with:

    • Questions related to committee direction or activities
    • Concerns about committee effectiveness, communication, or function
    • Concerns about committee member or staff conduct

Contact the Office of Alumni and Parent Relations about:

    • Functional or structural aspects of the Alumni Council
    • Communications
    • Policies and procedures
    • By-laws and other volunteer materials
    • Meeting logistics
    • Any matters related to those committees directly supported by the office
      1. Affinity Groups
      2. Class Programs
      3. Regional Clubs
      4. Student Alumni Association 
    • Alumni programming and services
    • Data and other informational needs
    • Contact lists
    • LOGGER[net], Web Site, Social Media

Contact the relevant campus partner concerning:

    • Needs specific to a committee supported by the corresponding office
      1. Admission
      2. Annual Giving
      3. Athletics
      4. Career and Employment Services
      5. Communications

 


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 Frequently Asked Questions

 

Why is it important for me to volunteer for Puget Sound?

Puget Sound cannot reach its fullest potential without the meaningful engagement of alumni volunteers.  Council members impact virtually every area of university life, mentoring the current student body, helping to recruit the new classes to come, providing connections between alumni and faculty, and helping to shape future outreach efforts to the larger alumni body.  As added benefits, members receive invitations to special events including dinners with President and Mary Thomas, and have special access to a dynamic network of alumni volunteers representing a variety of professional backgrounds and regions from around the country.

 

What is the difference between the Alumni Council and the Alumni Council Executive Committee?

The Alumni Council encompasses all volunteers working on behalf of the Puget Sound Alumni Association.  It includes both voting and non-voting members of the council’s 11 working committees.  The Alumni Council Executive Committee is the governing body of the Alumni Council.  It encompasses all of the officers and chairs of the 11 working committees.

 

What is the difference between voting and non-voting members of the council?

In order to ensure equal representation on the council from all volunteer groups, each working committee has a designated number of voting member seats.  These voting members have a decisive voice in matters brought before the council for consideration.  Although the number of voting member positions is limited, each committee may have as many non-voting members as it needs to carry out the work of the group.  Both voting and non-voting members of the council are invited to participate in the council’s semi-annual, on-campus meetings.

 

How much of a time commitment is serving on the Alumni Council?

The amount of time spent on Alumni Council work will vary according to the volunteer role and, in some cases, according to the time of year (e.g. Career mentors will be busier during the academic year than during the summer months).  On average, volunteers spend 0 - 4 hours per month on council business during non-peak seasons and 4 – 8 hours per month in peak seasons.  These seasons differ with each committee.

 

I want to participate in the Alumni Council, but I do not have the time to serve in a formal role.  How can I help?

The Alumni Council is deliberately structured to allow involvement opportunities with varying levels of time commitment.  Committee membership does require attendance at meetings and ongoing participation in committee work.  However, there are committees that have informal, “on-call” volunteer opportunities for those who do not have the time to commit to a formal role, but want to be contacted when a specific volunteer need arises.  The Admission Committee and the Regional Clubs Committee are the best fits for alumni who want episodic involvement.

 

How can I get tax credit for the expenses I incur when traveling to campus for council meetings?

The university can, upon request, provide council members with a statement verifying status as an Alumni Council member and documenting the on-campus meetings that members attended during the calendar year. It is important that each individual keep accurate and complete records of all expenses incurred when traveling to campus for or when doing work on behalf of the council.  The university cannot provide any statements detailing or endorsing expense amounts.  Visit www.irs.gov for the IRS’s policy on deductible expenses for volunteers.

 


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Alumni Benefits

 Volunteers and other alumni often ask about alumni benefits.  Highlighted below are special services available to Puget Sound alumni:

Class Attendance

Alumni are welcome to revisit their Puget Sound student experience by attending a class. Arrangements should be made by contacting the academic department offering the class prior to attending. Visit the academic department Web pages for contact information, or call campus information at 253.879.3100 to request the phone number of the relevant academic department.

Course Auditing

Alumni may audit at no charge one class per semester, space permitting.  Registration information and dates for the audit program are available from the Office of the Registrar located on the garden level of Jones Hall.  Alumni may call 253.879.3217 or visit the Registrar’s webpage for more information.

Social Networking

LOGGER[net], the online alumni community, has information to keep alumni connected to Puget Sound and to fellow Loggers.  Alumni can access the online community to find friends and classmates,  learn about Alumni Council and reunion activities, connect with ASK (Alumni Sharing Knowledge) volunteers who are willing to advise alumni as well as students, and more.

Alumni can register directly online by visiting www.pugetsound.edu/loggernet.  Alumni can contact the Office of Alumni & Parent Relations directly for help by email (alumoffice@pugetsound.edu) or phone (235.879.3245).

Contact information for alumni is meant to be used for Puget Sound business purposes only.  The LOGGER[net] guidelines prohibit the use of alumni information for business or other non-Puget Sound activities. The University of Puget Sound does not sell, rent, or trade alumni information with any outside organizations.

Student Employment

Alumni may utilize the Office of Career and Employment Services to advertise job openings and internship opportunities for Puget Sound students.  Alumni may visit www.pugetsound.edu/ces for access or call the office at 253.879.3161.

Library Services 

All alumni are welcome to use the resources available at Collins Memorial Library. Visit Collins Memorial Library to obtain an Alumni Card to activate borrowing and other Library privileges.  More information about the Library can be found at  www.pugetsound.edu/library for more information.

Arches Alumni Magazine

Arches is the alumni magazine of Puget Sound.  The award-winning publication provides current information regarding the campus community as well as news about the thousands of Puget Sound alumni around the globe. This quarterly publication is free and is sent to alumni automatically.  

Alumni can also view Arches online by logging into LOGGER[net]. Click on the icon to view the current issue.  Past issues can be accessed by clicking on the “archive” link.

Arts and Lectures Tickets 

Alumni may obtain tickets to any on-campus Arts and Lectures series event. Many of these enriching opportunities are free to the Puget Sound community. Call 253.879.3419 to obtain tickets. For information about upcoming events, visit Puget Sound’s Web site at www.pugetsound.eduand click on the Event Calendar, which lists student events, arts and lectures, musical performances, and other campus events.