Alumni Chapter Playbook Updates and Strategic Goals Overview
Explore the evolution and strategic objectives of the Alumni Chapters program at the University of Georgia, aiming to engage alumni through meaningful experiences, leadership training, and philanthropic initiatives. Discover the history, mission, branding goals, and plans for endowing scholarship funds and increasing chapter events. Connect with your Bulldog network and contribute to the UGA community.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
E N D
Presentation Transcript
2019 Alumni Chapter Playbook Updates A Brief History Strategic Goals Branding: Bulldogs Never Bark Alone Changes & Updates 2 Alumni.uga.edu
A Brief History March 2017 63 Chapters 697 Events Held January 2015 New Structure Proposed January 2016 Chapters Structure Finalized March 2019 151 ALA Attendees October 2016 Structure Presented to Stakeholders February 2016 Training at ALA: New Playbook introduced December 2018 88 Chapters 885 Events Held 3 Alumni.uga.edu
Our Mission The Alumni Chapters program seeks to advance the mission of the Alumni Association by training committed volunteers and inspiring alumni and friends to connect to the university through meaningful experiences. 4 Alumni.uga.edu
Strategic Goals Endow Chapters Scholarship Fund Train 100% of Chapter Leaders Increase # of Chapter Events to 900 5 Alumni.uga.edu
Branding Goals: 1. Build a culture of philanthropy 2. Develop empowered chapter leaders 3. Connect and engage with as many alumni as possible Personality: Optimistic Committed Time Honored Nurturing Connected Fun Connect with your bulldog network Give back to UGA Be a Connector 6 Alumni.uga.edu
2019 Edition With over 80 chapters nationwide, we strive to help you stay connected wherever you are. Led by passionate volunteers, Alumni Chapters are local groups that keep you connected to your Bulldog family through meaningful events and philanthropic action. There is nothing like the sound of Go DAWGS when you are far from Athens. As you build your life and career, you can find the spirit of UGA wherever you are through your local Alumni Chapter. 7 Alumni.uga.edu
Chapter Charter Timeline & Process Now it s time to go forth and connect alumni, promote the University of Georgia and the UGA Alumni Association, and strengthen ties between alumni in your community January 31st Mid February Memorandum of Understanding January 31st January Chapter self-identifies as whether or not they will be an Arch or Pillar Chapter for the year ALLChapter s must submit a Charter Application annually Arch Chapter Leaders and Pillar Chapter Presidents must sign a MOU Alumni Association reviews applications and confirms each chapter s status * Mid Year updates no longer required 9 Alumni.uga.edu
Transitioning Leadership Alert your fellow Chapter Leaders & AA staff contact Schedule training with AA staff/fellow board members for new Volunteer Leaders Consider hosting a Chapter Leader Interest Meeting Current Chapter Leaders should collectively select new volunteer leaders Submit a Chapter Leader Transition Form 10 Alumni.uga.edu
Tips for Chapter Management Chapter Bylaws Consider creating Chapter Bylaws to set expectations and provide framework for leadership term limits and transitions Chapter Board Members Not each chapter has the same amount of board members Depending on your geographic area, the number of interested volunteer leaders will vary there may be a lot of interested volunteer leaders or vice versa Assign and create leadership roles that fits your chapter the best Point of Contact Good fit for regions with 500 or less alumni and friends 11 Alumni.uga.edu
Event Request Form...we know it can be cumbersome but We want YOU as chapter leaders to get credit and recognition. Points Staff support Media recognition (social media, Georgia Magazine, video promotions, etc.) Potential for auxiliary funds If you want the event to be an official UGA Alumni Association Chapter event, we need to know about it. The last thing we want is for you to be held personably liable for any accidents or incidents because we have not heard about or approved an event. It helps us. Diana, Ally and I have jobs that exist based on chapters having events. If we don t know you re having events then we can t advocate for more money and support for you all. Remember, you don t have to send out an evite, but you can t plan event for you and your friends Registration can not be gift only 12 Alumni.uga.edu
Event Request Forms Event forms must be submitted at least 2 weeks prior to the event Events with a ticket component but be submitted at least 6 weeks in advance Grant Funded Requested Events must be submitted at least 8 weeks in advance These events do not require an additional event request form All Event Forms must include the following Date, time, location, description, and category of event Registration Details The opportunity to request event supplies Contact information for the event planner Posted on AA Calendar Points Awarded (Arch) Added to Chapter Webpage Evites Sent What s next? 13 Alumni.uga.edu
Event Planning Timeline Important Changes Before the event Submit contracts 6 weeks before event At the Event A Chapter Leader must be present! Welcome everyone to the event. We are aiming to create welcoming and inclusive events. One easy way to accomplish this is by welcoming everyone! After the event Send all sign in sheets to the Alumni Association for record keeping Email or call your Alumni Association contact to let them know how the event went and let them know of any issues 14 Alumni.uga.edu
Double Dawg Dare This program gives double points for Arch chapters for hosting events in different categories throughout the year Dawg Day of Service is April 13! New Branding Social Media Toolkits Forms due March 8 to participate 15 Alumni.uga.edu
Sponsorships & Gifts Chapter Recognition & Sponsorships- subject to review and approval from AA staff Chapters can have local businesses, companies, or individuals help offset cost for chapter events. Sponsors may provide door prizes, event supplies, or a monetary gift In return, they can receive gift recognition from the UGA Foundation and be recognized on event marketing materials. Monetary Gifts Individuals or businesses that would like to sponsor a chapter event are encouraged to make a monetary gift directly to the university. A monetary gift ensures that the sponsorship will be considered a tax-deductible gift. We strongly recommend sponsoring chapter event through this form of gift when possible Gifts of Service Individuals or vendors may wish to make a contribution of services (catering, music etc.) This type of gift can be recognized with a gift receipt or letter of acknowledgement for covering the costs of a chapter event. 16 Alumni.uga.edu
Sponsorships & Gifts Regarding Speakers We are unable to pay speakers to attend events. This applies to both non-alumni and alumni speakers. However, speakers are able to donate their and time and service for a gift credit. 17 Alumni.uga.edu
Raffles and Door Prizes Chapters can choose to give away FREE door prizes at FREE chapter events Chapters are NOT allowed to hold paid raffles or other games of risk/chance at paid events 18
Handling Money One small change you can now convert cash into a check, not just a cashiers check. 19 Alumni.uga.edu
Ticketed Events Policy Important Changes If the venue does not offer group ticket orders through their own website but requires pre-ordered bulk tickets, chapter leaders should work with the Alumni Association to determine quantity and price of tickets. We encourage chapter leaders to be realistic in regards to attendance expectations for ticketed events. When in doubt, order fewer tickets to minimize the financial impact. If all tickets are not sold, funds will be deducted from annual chapter funding. 20 Alumni.uga.edu
Spending Chapter Funds All chapters are given Annual Chapter Funding at the beginning of each fiscal year (July 1). These funds can be spent two ways: Direct Payment of a Vendor Preferred 6 weeks before the event, send the Alumni Association: Invoice W-9 from the vendor Reimbursement of a Chapter Leader After the event and ASAP, send the Alumni Association: Copy of the paid receipt W-9 Completed, signed honorarium List of event attendees (for food expenses only) 21 Alumni.uga.edu
Uses of Chapter Funding Approved Uses: Unapproved Uses: Light refreshments at events Venue reservations Chapter banners or signage Facebook boosts Cups, plates, cutlery, etc. Event supplies* Gift for a visiting speaker* Donations to other non-profit organizations Gift cards Alcoholic beverages Speaker fees Food at chapter board meetings Cost-to-participate events We cannot reimburse you for any of these expenses under any circumstances, per UGA Foundation guidelines. *Check with the Alumni Association we have many of these supplies readily available! 22 Alumni.uga.edu
Grant Funding Grant funding applications must be submitted at least 8 weeks in advance. The request form has been updated and is more comprehensive (we want ALL the details!). Registration for events will not open until all contracts from vendors have been approved and signed by UGA. This process can take 2 4 weeks. Please include all contracts and invoices from vendors in your grant funding application to expedite these approvals. You can ask for any amount of grant funding, however: Requests over $2,500 will be reviewed by the Board of Directors You must generate at least 50% of the total expenses in revenue (not including gift revenue) Future grant funding is contingent upon meeting revenue goals and timely submission of contracts, invoices and receipts A minimum gift of $5 to the scholarship fund of your choice must be included in the registration fee for grant funded events. 23 Alumni.uga.edu
Chapter Awards o Emerging and Chapter of the Year Award no longer requires a nomination o Criteria for each of these awards can be found on page 43 in your playbook o Award winners are solely based on activities planned during the calendar year voted on by Alumni Association Board of Directors Awards Selection Committee members a scoring rubric is utilized 24
Chapter Merchandise The University s trademark policy applies to ALL chapter merchandise. Complete rules for trademarks can be found on the Chapter Leader Resources page. All chapter merchandise must: be sent to the Alumni Association for legal approval before production be produced by a Fermata Partners licensed vendor UGA Marks are prohibited to be used: with alcoholic beverages, drugs or tobacco products with political candidates or issues with any goods or services which do not meet UGA s standards with respect to the nature and quality of such goods and services UGA Athletics Marks are prohibited to be used in conjunction with professional sports teams 25 Alumni.uga.edu
26 Alumni.uga.edu
Cool Down & Questions? 27 Alumni.uga.edu
