Alumni Association

Volunteer Handbook

Chapter Two
Alumni Association

Revised July 28, 2008

 

History of the Alumni Association

History...

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Mission Statement

“The mission of the Alumni Association shall be to assist in improving communication between the university and its several publics: alumni, students, parents, faculty, industry and business, the Commonwealth of Virginia and its official representatives, and the general national public. This mission will include the promotion of the university’s interests to its publics, and generation and organization of sound guidance and support for the university’s educational, research and public service programs.”

From Article II of the Bylaws of the Virginia Tech Alumni Association

Our Mission

The Alumni Association serves Virginia Tech by enhancing the involvement of alumni with the university through creative, thoughtful and service-oriented programs leading to contributions of leadership, participation in programs, advocacy and ambassadorship, financial resources, and preservation of valued traditions.

Our Vision

As an evolving Alumni Association, founded in 1875 to serve Virginia Tech, the Association aspires to be the linkage between all alumni and the university which alumni value highly, ultimately strengthening life-long relationships with the university.

Our Values

Fundamental to our success is that we value service to higher education in general and the alumni of Virginia Tech in particular as our main focus; volunteers and staff as partners, leaders, and stakeholders; and integrity, ethical behavior, inclusiveness and diversity as characteristics of leadership.

Our Directions

To strengthen Virginia Tech as a premier research university with undergraduate and graduate programs among the higher ranked programs nationally and internationally.

To position the Alumni Association as a catalyst for active interest and involvement by alumni with the university which strengthens general understanding and support for the strategic directions of the university. To develop the Alumni Association as an organization responsive to the needs of alumni relative to their careers, desire for lifelong learning, social interactions, and willingness to provide volunteer service.

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Virginia Tech Alumni Association Bylaws

ARTICLE I - Name

The name of this organization shall be the Virginia Tech Alumni Association whose principal office is located in Holtzman Alumni Center, Blacksburg, Virginia.

ARTICLE II - Purpose

The purpose of this organization shall be to function as an operating arm of the University. It shall assist the University in developing and sustaining support for the best possible educational programs and the mission of the Alumni Association.

The mission of the Alumni Association shall be to assist in improving communication between the University and its several publics: alumni, students, parents, faculty, industry and business, the Commonwealth of Virginia and its official representatives, and the general public. This mission will include the promotion of the University's interests to its publics and generation and organization of sound guidance and support for the University's educational, research and extension programs.

ARTICLE III - Membership

Invitation for membership shall be extended to every alumnus and alumna of Virginia Polytechnic Institute and State University. "Alumnus" or "alumna" is defined as any former student of the University's regular academic program for credit.

Associate membership is extended to faculty, parents, students and friends of the University. They shall have all rights and privileges with the exception of voting.

Active membership is achieved in each fiscal year (July 1-June 30) for the twelve months following the month in which a financial contribution is made to the Virginia Tech Annual Fund.

The Board of Directors shall be empowered to elect to Life Membership any person who warrants such distinction through outstanding service to the University or to this Association.

ARTICLE IV - Membership Structure

Without in any way abridging the individual or voting privileges of members of the Association, members may be organized into class structure, college structure, or local chapter structure as may best serve the purpose of the Association and the University.

ARTICLE V - Voting Privileges

Each member shall be permitted to cast one vote in person, by proxy, or by mail ballot in considering matters requiring action by the members of the Association. A majority of all votes cast at any meeting shall determine any matter.

ARTICLE VI - Meetings

The annual meeting of the members of the Association shall be held at Blacksburg, Virginia, in the Fall or at such other place and at such time as shall be fixed by the Board of Directors. A notice of the date, hour, and place of such annual meeting shall be mailed to each Board member of the Association and to the President of each Alumni Chapter at least 30 days before the date of the meeting.

ARTICLE VII - Board of Directors

A Board of Directors shall manage the affairs of the Association. It will be composed of thirty alumni elected from among the active membership, plus the President of the University, Vice President for Development and University Relations, and one other University administrator designated by the University President. The current Presidents of The Old Guard, the Faculty Senate, and the Student Alumni Associates also will be invited to attend meetings of the Board of Directors without vote.

Elections: Directors shall be elected by the active members of the Association during an election period of not less than 30 days nor more than 60 days. Election shall be for a term of three years, beginning on the July 1st after election and ending June 30th three years later. Any active member of the Association shall be eligible to serve not more than two successive three-year terms. Any appointed Director shall be eligible for election to regular three-year terms.

Not later than April 1st of each year, all active members of the Association shall be notified by mail or publication in the Virginia Tech Magazine that they may nominate in writing candidates for the Board of Directors. Nominations shall be received until June 1st of each year. The Nominating Committee of the Board of Directors will review all such nominations and recommend to the Board the names of nominees for each vacancy. The Board shall have exclusive authority to adopt or revise the list of nominees by its Fall meeting and place them on an official ballot to be presented to the active membership of the Association. Ballots shall also include an opportunity for write-in candidates who are active members of the Association.

The annual election shall be conducted by mailing ballots to each active member of the Association, or publishing the ballot in the Virginia Tech Magazine, not later than January 1st of each year. The deadline for the return of ballots shall be a date no later than March 1st of each year. The results of the election shall be tabulated and announced at the Spring meeting of the Association. Ballots not marked and returned by active members of the Association shall be considered affirmative votes for published nominees.

If a vacancy occurs on the Board, the President of the Association, within a reasonable period of time, shall appoint an active member to fill the unexpired term.

Honorary Directors: The Board of Directors may elect as an Honorary Director any member of the Board who, in the opinion of the Board, has rendered exemplary and outstanding service to Virginia Polytechnic Institute and State University and the Alumni Association. Honorary Directors so elected by the Board will become Life Members of the Alumni Association, and are encouraged to continue their service to the University and the Alumni Association by their continued and regular attendance at Board meetings as non-voting Directors.

Meetings: The Board of Directors shall hold at least two meetings annually in the Fall and Spring at such times and places as may be determined by the President. The President or Secretary shall notify all Directors in writing at least 30 days before the date of such meetings and provide an agenda relating thereto. Special meetings of the Board of Directors may be called by the President or any five directors upon five days notice in writing to each director.

Sixteen Directors shall constitute a quorum for any meeting of the Board of Directors. Unexcused absences from three consecutive Board meetings shall automatically end a Board member's then current term of office.

ARTICLE VIII - Officers

The Association shall have a President, President-Elect, Vice President, a Secretary, and a Treasurer, all of whom shall be elected annually by the Board of Directors and shall serve from July 1st to June 30th. An elected officer will not be restricted to the two three-year consecutive term limit of a Director and may continue as a member of the Board to satisfy one or more officer term(s). The Board may elect any member of the Board of Directors to fill any vacancy that occurs in an office. The Secretary and Treasurer of the Association may be one person, and may be assisted by an Assistant Secretary/Treasurer.

ARTICLE IX - Committees

There shall be several standing committees of the Alumni Association: an Executive Committee, an Awards and Nominations Committee, an Alumni Chapters Committee, and an Alumni Constituencies Committee. Other committees may be created or abolished by the Association as may be necessary for the best conduct of its business.

The President of the Association shall chair the Executive Committee and serve as an ex-officio member of all other committees.
The Executive Committee shall conduct all affairs of the Association as necessary between meetings of the Board of Directors, such actions subject to review by the Board of Directors at its next meeting. The Executive Committee shall consist of the President, President-elect, Vice President, Secretary, Treasurer, Immediate Past President, and two other members of the Association elected by the Board, and shall serve from July 1st through June 30th each year. The Committee shall oversee all budgetary and financial matters associated with managing the Alumni Association, as well as its short- and long-range planning activities.

The Awards and Nominations Committee, composed of at least three members appointed by the President, shall serve from July 1st through June 30th each year. The committee shall submit nominees for Board membership and offices at appropriate regularly scheduled meetings of the Board of Directors, as defined in Articles VII and VIII.

The Chapters Committee, composed of at least three members appointed by the President, shall serve from July 1st through June 30th each year. The Committee shall oversee the development of a national and international network of alumni chapters to engage alumni in the life of the university on a geographic basis.

The Constituencies Committee, composed of at least three members appointed by the President, shall serve from July 1st through June 30th each year. The Committee shall oversee the development of programs serving alumni on the basis of their affiliations by reunion class, academic college or department, student organization, and/or similar group membership.

ARTICLE X - Finance and Budget

The annual budget shall be recommended to the Executive Committee of the Board of Directors by the Vice President for Alumni Relations, and following approval, the Board of Directors shall recommend approval to the University. The budget will then be reviewed by the Executive Vice President and Chief Business Officer of the University and presented to a joint committee of the Association and Virginia Tech Foundation, each having two representatives. Final authority for budget approval shall rest with this committee and the University administration.

ARTICLE XI

The power to alter, amend, or repeal these Bylaws or adopt new Bylaws shall be vested in the Board of Directors.

ARTICLE XII

The provisions of any former Bylaws and all amendments thereto are hereby repealed.

Updated August 2002

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Board of Directors Organizational

Organization

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Committees of the Alumni Association Board

Executive

Elected officers and immediate past president of the Association. Two additional members-at-large are elected by the board. The committee functions within the authority extended to it by the constitution and bylaws of the Association and any express authority given to it by the board between board meetings. Reviews the revenue, expenses and endowment of the Association and reports to the board concerning budgetary matters affecting the operations of the Association. Oversees the development of both a long-range and an annual plan for the Association. Planning is a continuous process and done in conjunction with the university’s planning. Provides a current and constant review of the constitution and bylaws of the Association with recommendations to the board on any changes, amendments or additions which may be necessary for the more effective conduct of the business of the Association.

Alumni Chapters

Oversees current chapter organization, locations and operations and training of chapter officers and club leaders; determines how chapters or clubs may be expanded, if needed, and recommend to the board any change in policies or procedures; advise and assist staff in chapter organization and chapter operation.

Alumni Constituencies

Oversees the various constituency programs of the Association, including reunions and anniversary celebrations of classes; college and department homecomings; student organization reunions; reunions of Corps of Cadets Alumni, Black Alumni and other groups. Makes recommendations to the board regarding strategies to strengthen enrollment in the Corps of Cadets. Oversees and advises, where necessary, special programs held annually such as Summer Around the Drillfield and Civil War Weekend.

Alumni Services and Communications

Oversees merchandising and affinity revenue programs, CareerLink and Career Services, printing and publications, electronic communications, and Alumni Association website.

Awards and Nominations

Oversees current awards and recognition programs of the Association and recommends nominees for various annual awards of the Association; makes recommendation to the board of any needed changes or additional programs. Assists the staff when necessary in the selection and presentation of awards and recognitions. Nominates or otherwise identifies alumni of Virginia Tech to serve on the Alumni Board, or any advisory board, committee, or agency of Virginia Tech which may choose to include a representative of the Alumni Association.

Legislative Advocacy

Assists the board and university staff in implementing a plan for an alumni advocacy program encouraging elected and other government officials in the Commonwealth of Virginia to support appropriations to higher education and, particularly, to Virginia Tech. An additional role is to facilitate any federal government support which may be available for Virginia Tech’s programs.

Student Programs

Oversees the Student Alumni Associates in developing programs that benefit current students and also enhance the total alumni program. Advises the programs of the class system to maximize affinity with the graduating classes. Both programs help strengthen students’ loyalty for the university and its Alumni Association.

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Alumni Association Programs and Services

Alumni Chapters and Clubs

Alumni chapters or regional contacts have been organized to promote interest in Virginia Tech among alumni. Activities sponsored by the chapters keep alumni supportive of Virginia Tech (social gatherings, scholarship programs and special guest speakers from campus). All alumni are considered members; all contributors to the Virginia Tech Annual Fund are considered active members.

Leadership Training

Chapter officers and club contacts are invited to the campus each year for the Chapter Officers Forum to receive leadership training from the Alumni Association staff and the university administration and staff. Awards are presented to the outstanding chapters, to the outstanding chapter officer, and the outstanding chapter volunteer. The Association's annual meeting is held at this time to involve those who represent the Association at the local level. Staff liaisons are available throughout the year for additional training.

Alumni Directory

The Alumni Association publishes a directory of all living alumni, containing comprehensive listings in alphabetical order, by reunion class year, and by geographical location every four years (2002, 2006, etc.).

Alumni Records

The Alumni Association maintains records on more than 200,000 Virginia Tech alumni. This service enables alumni to keep in touch with classmates and friends, whether to send a card or organize a reunion. Each year over 35,000 record changes are made, and more than 5,000 new graduates are added. The Alumni Office can help locate classmates and provide various offices within the university with current address information for newsletters, magazines, promotional mailings, and other material of interest to alumni. Alumni may view and update their alumni profile online at www.alumni.vt.edu via the Alumni Gateway.

www.alumni.vt.edu

www.alumni.vt.edu is the only website specifically created for Tech alumni. Currently, it provides Virginia Tech news and event information, shopping, and other services.

Alumni chapters are encouraged to create and maintain individual chapter web pages. Association staff may be of some assistance to chapter volunteers who are working on chapter web pages. Once a chapter has created and posted its home page, a link can be provided from the Virginia Tech Alumni Association's chapter pages, at www.alumni.vt.edu.

Alumni Gateway

Accessible through www.alumni.vt.edu, the Alumni Gateway provides personalized services to alumni. Alumni may:

  • View and update their Alumni Profile (address, email address, career information, etc.)
  • Take a course online through VTAlumNET. Every alum may claim one online course (called a Knowledge Unit) free each year. A variety of other courses are available for a fee.

Alumni Communications

The Alumni Association provides alumni news and class notes to Virginia Tech Magazine (published by University Relations). Address changes or news to be published in the magazine should be sent to the Alumni Association.

Alumni Association publications and mailings, the Reunion Bugle (published for each class celebrating a 50th anniversary of their graduation), Handbook for Alumni Volunteers (online), reunion invitations, special announcements for regional university events and receptions, and newsletters and event publicity for alumni chapters.

Reunion invitations are sent by U.S. mail and email to those alumni with good addresses on record, and Alumni Association staff members help organize each of the reunions. Such gatherings present an excellent opportunity to engage in open dialogue with alumni.

Announcements of chapter/club meetings published and mailed (US mail and email) by the Alumni Association include information on Alumni Association activities. Alumni Association staff members attend chapter/club meetings, present information on Virginia Tech, and receive feedback from alumni chapter/club members.

Tools and resources for alumni chapters are maintained on the Alumni Association website and provide an important link to information and deadlines for Alumni Association volunteers.

CareerLink

The Alumni Association and Career Services have worked together to provide the VT CareerLink network, which helps students and graduates network with experienced alumni in order to obtain valuable career advice and job search information. Information regarding CareerLink can be found online at http://www.career.vt.edu or http://www.alumni.vt.edu/career/index.html.

Hokies for Higher Education

The Hokies for Higher Education Network is a nonpartisan, statewide coalition of alumni and friends of Virginia Tech who believe in the importance of higher education to the Commonwealth, and who want in particular to be active in supporting Virginia Tech. Its purpose is to create an informed and motivated group that will be willing to speak out on issues of importance to Virginia Tech and to higher education, and to cultivate support among elected officials.

Hokies Abroad

The Hokies Abroad program, a joint effort between Office of Undergraduate Admissions and Alumni Relations, seeks to involve traveling members of the Virginia Tech faculty and administration with Tech alumni and prospective students who are living abroad.

Exclusive Promotions

The Alumni Association promotes special items designed exclusively for alumni: watches, insurance, prints, diploma frames, affinity Visa card, signet rings, long-distance phone network, chairs, and other collectibles.

Reunions

An Old Guard Reunion is traditionally held each spring. Class reunions are celebrated at five-year intervals after graduation-the Alumni Association hosts 6 each year and joint class reunions for alumni in three consecutive 80s, 90s, and 00s classes - generally on football weekends in the fall. Academic colleges and departments and special constituent groups receive support for college homecomings, additional reunions, or anniversary celebrations.

Homecomings

Homecomings provide alumni and their families the opportunity to return to Virginia Tech in the fall. Alumni are given special attention on home game weekends featuring the traditional parade on one weekend, football games, class reunions, college receptions, campus tours, constituency events, and other attractions.

Travel Tours

The Alumni Association sponsors group travel opportunities, often at substantial savings over the price of private tours, to exciting places worldwide. Tours, selected by the Association staff, provide revenue to the Association based on alumni participation. Staff members, officers of the Association or university officials are occasionally designated to accompany tours with a sufficient number of participants.

Special Programs

Special campus programs on topics of special interest are scheduled for alumni each year. The most popular are VT Summer Escape and the annual Civil War Weekend, for alumni and their families. Faculty members are included in these programs to make presentations of topical interest.

Distinguished Alumni in Residence

The Alumni Association underwrites the cost of travel, lodging and meals for alumni speakers for several colleges or departments during the academic year. These alumni spend one or two days on campus to speak to classes and student organizations, and give seminar presentations.

Scholarships and Professorships

The Alumni Association established two endowments in 1972 to commemorate the university centennial. Alumni Presidential Scholarships for academic achievement in high school are awarded (for four years) to up to 12 Presidential Scholars each year. Alumni Distinguished Professorship appointments, providing annual salary supplements, have been made to 10 outstanding professors. Up to 10 Alumni Honors Scholarships are available each year.

Awards to Faculty, Students and Alumni

Each year, the Association recognizes outstanding achievements of faculty, students, and alumni with these awards:

  • Alumni Award for Excellence in Undergraduate Academic Advising
  • Alumni Award for Excellence in Graduate Academic Advising
  • Alumni Awards for Extension Excellence
  • Alumni Awards for Research Excellence
  • Alumni Awards for Teaching Excellence
  • Alumni Award for Excellence in International Programs
  • Alumni Award for Excellence in International Research and Outreach
  • Alumni Award for Excellence in University Outreach
  • Alumni Awards for Excellence in Team Outreach
  • William E. Wine Awards (for teaching)
  • Graduate Teaching Assistant Excellence
  • Graduate Student Service Excellence
  • Humanitarian Award
  • Alumni Honors Scholars
  • Outstanding Student Awards
  • Alumni Distinguished Service Awards
  • Outstanding Graduate Alumni Award
  • Outstanding Young Alumni Awards
  • Outstanding Chapter Awards
  • Outstanding Chapter Officer Award
  • Outstanding Chapter Volunteer

Student Programs

The Alumni Association founded the Student Alumni Associates, a student organization, in 1975 to assist with alumni programs. SAA has over 100 student members who are engaged in activities to promote Virginia Tech to alumni. Members also familiarize fellow students with alumni programs and services that benefit the university. New members are selected by current SAA members and the Association staff.

Class Officers

The Class System includes class officers for each undergraduate class. Elected for life, the officers plan and implement class activities throughout their student career. These activities include ring design, ring premiere, ring dance, and Senior Celebration. The Association continues to involve these officers with reunion planning after they graduate.

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Who to contact for information about...

All Staff and Bios can be found at: www.alumni.vt.edu/about/staff.html

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Summary of Awards Provided By Virginia Tech Alumni Association

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Funding Of Alumni Association Programs and Services

Virginia Tech Annual Fund Gifts Designated for “Alumni Programs”
For the 2007-2008 fiscal year, $60,000 in gifts designated to Alumni Association Programs will be needed to meet projected budget expenditures.

Virginia Tech Foundation Funding
$1,200,000 will be provided. This is part of the total support provided Foundation staff, University Development staff, and Alumni Association staff.

Revenues from Affinity Programs and Merchandising
The Alumni Association receives royalties from the Virginia Tech Visa card program and from services such as the online banking program. Group tour programs and the marketing of quality merchandise such as the wrist watch, signet ring, and campus prints generate additional funds each year. Royalties are projected to be $825,000 from the credit card and $200,000 from other programs.

Reunions and Seminars
Revenue generated by class reunions, seminars for alumni, and Summer Around the Drillfield is expected to be $235,000, and will be used to cover expenses for those programs.

Ticket Revenue
Revenues for Reunion weekend game ticket sales to reunion registrants is projected to be $96,000.

Alumni Directory
Royalties from the 2006 Alumni Directory will be $35,000.

Endowment
An endowment fund was established several years ago. In addition, a small endowment fund was created in 2005, as a bequest to benefit Alumni Association programs. The current balances total almost $5.3 million. Revenue from these accounts is expected to be $237,000.

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Alumni Relations 2007-2008 Budget

  • Salaries and Wages
    Administrative salaries $850,000
    Support staff salaries $446,000
    Part-time/shared administrative
    staff salaries $116,000
    Part-time staff wages $65,000
  • Employee Benefits
    FICA on salaries $109,000
    Group life insurance $15,000
    Medical insurance $170,000
    Retirement programs $185,000
    Tuition $1,000
    Memberships/club dues $3,000
    Communications
    Postage $152,000
    Printing $130,000
    Telephone & computer line charges $24,000
    On-line Directory $7,500
  • Office Operations
    Subscriptions $300
    Office supplies/stationery $6,000
    Equipment leasing $24,400
    Maintenance contracts $3,000
    Equipment repair $2,000
    Liability & property insurance $1,500
    Audits - Internal and External $2,300
    Furnishings, IT hardware/software $10,000
  • Alumni Program Support
    Alumni Board Meetings $20,000
    Public relations & board activities $19,000
    Chapter officer leadership training $28,500
    Student Homecoming Sponsorships $6,500
    Chapter Speakers expenses $10,000
    Staff travel $79,000
    Legislative relations & regional meetings $2,500
    Career Services - ExecuPlanet $1,800
    Alumni chapter grants $15,000
  • Awards and Student Programs
    Faculty, student & alumni awards $14,000
    Promotional items & decals $14,000
    Student programs $30,000
  • Special Initiatives
    Founders Week Programming $2,000
    Fan Behavior/Sportsmanship $8,000
  • Administrative Expenses
    University Computing Services $30,500
    Holtzman Alumni Center Operations $10,000
    Annual Giving Admin. Fee on Gifts $4,000
    Administrative Fees (credit cards) $12,000
    ISP Contract for Credit Card Promotions $58,700
    Contingency $10,000
    Non-reimbursable Subtotals $ 2,699,000
  • Revenue Reimbursed for:
    Reunions and Alumni Programs $200,000
    Football Tickets sold for Reunions $97,000
    Additional Subtotal $297,000
    Totals $2,996,000

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Alumni Relations 2

Alumni Relations 2007-2008 Projected Income

  • Royalty Income (Merchandising/Tours) $200,000
  • Virginia Tech Foundation Funding $1,200,000
  • Affinity Credit Card $825,000
  • Program Revenues $235,000
  • Gifts designated for Alumni Programs-1 $60,000
  • Ticket Revenues-2 $96,000
  • Alumni Directory $35,000
  • Endowment Income-3 $245,000
  • Remainder from past Chase revenue $100,000
    TOTAL $2,996,000

1 Must be raised through gifts to the Virginia Tech Annual Fund in fiscal 2007-2008.
2 Sale of game tickets to reunion participants in fall 2007.
3 Endowment earnings to support Alumni Association programs.

 

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Related Alumni Activities and Constituent Organizations

  • Academic colleges
    • College alumni advisory boards
    • Ag Alumni Organization
    • Liberal Arts and Human Sciences Alumni Organization
    • Engineering Committee of 100
    • Veterinary Medicine Alumni Society
  • Hokies for Higher Education
  • Career Services - CareerLink - www.alumni.vt.edu/career/index.html
  • Career Services - ExecuPlanet
  • Alumni Admissions Program
  • Hokies Abroad
  • College alumni receptions in metropolitan areas
  • Academic departments
    • Alumni advisory boards
    • MBA Alumni Association
  • College/Department anniversary celebrations
  • Virginia Tech Athletic Fund - Hokie Clubs
  • Sports Hall of Fame
  • German Club Foundation and annual giving program
  • Black Alumni Organization
  • Residential Leadership Community
  • Highty-Tighties Alumni, Inc.
  • Virginia Tech Corps of Cadets Alumni, Inc.
  • Student organizations (examples)
  • ODK, Mortar Board, and Order of the Gavel
  • Rescue Squad
  • Lacrosse Club
  • Block & Bridle
  • Collegiate Times
  • New Virginians
  • Marching Virginians
  • WUVT
  • Greek organizations

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Strategic Plan

Background

The foundation of alumni associations across the nation has enabled colleges and universities to garner the support of their graduates and former students toward the continued advancement of their institutions. Alumni develop a sense of ownership and pride in their institutions, and they frequently seek to channel their energy to provide various kinds of support. Associations provide critical vehicles through which the sense of institutional ownership can be translated into activities that strengthen institutional ties. As alumni learn more about the strengths and accomplishments or even deficiencies and needs of their alma maters, they become more inclined to contribute financial and physical resources to help their institutions. Alumni associations are the "grass roots" organizations, which are networks of alumni contacting alumni to involve them actively in the lives of their alma maters.

At Virginia Tech, a strong Alumni Association was established in 1875, only three years after the institution's founding. Through this Association, tens of thousands of alumni have been brought closer to the university and have participated actively in its governance, curriculum development, student recruitment and financial support.

The Virginia Tech Alumni Association was established by the institution's first graduate, with the objective of unifying former students so that they might remain informed, involved, and supportive of their alma mater. For the first fifty years of the Alumni Association, its activities were overseen entirely by volunteers. Their dedication and creative leadership led to the cultivation and solicitation of financial support for various programs and projects. Among the more significant of these were the YMCA Building for student activities and services and the War Memorial Gymnasium for student recreation. As the alumni constituency grew, so did the need for more attention to maintaining addresses, providing alumni communications, and organizing activities on and off the campus. Therefore, an alumni secretary was appointed. Nominal dues were instituted, and an annual giving program was established.

The Alumni Association was staffed by one professional and a small support staff until the 1960s. Then the staff was increased to complement the university relations, communications and development functions. By the early '70s, the Alumni Association had expanded the annual fund to include a major recognition society - the Century Club - and established several endowment goals. The Association's Alumni Presidential Scholarship program and Alumni Distinguished Professorship program became two early endowed programs to support student scholastic excellence and faculty excellence through annual monetary awards. The Association also established awards for excellence in teaching, research, outreach, undergraduate and graduate advising, and international programs, which have become prestigious recognitions for faculty.

In addition to its awards programs, the Alumni Association has developed extensive outreach programs to organize alumni on a geographic basis in alumni chapters. Chapters and clubs have been organized in more than 100 areas across the nation and internationally, where elected volunteer officers and boards of directors guide the programs of each chapter to involve local alumni. Alumni receptions are routinely held in other areas where the concentration of alumni makes such events feasible. Many chapters have established local scholarship awards for students entering the university as freshmen. Chapters often provide a first level of contact for alumni with the university. This contact often leads to a contribution of financial support, and frequently to more involvement as alumni become volunteers for chapter programs or take advantage of other opportunities to serve the university.

The Alumni Association also coordinates and sponsors a number of programs that attract alumni to return to the campus. Class reunions, first organized by alumni volunteers, are now coordinated by staff for six classes each year. Additionally, joint class reunions, groupings for three classes in the '80s, '90s, and '00s decades are offered. A few classes having graduated more than fifty years ago will occasionally hold special reunions. All graduates are inducted into the Old Guard upon the celebration of their 50th class anniversary. A special reunion of the Old Guard is held on campus each spring.

Other programs, which encourage alumni to return to the campus have been expanded in recent decades. The Summer Escape program includes a mixture of outdoor and recreational activities, and informative presentations by faculty to attract alumni and friends of all ages and their families. Similarly, special seminars are arranged on- and off-campus featuring topics of current interest or of a personal development nature to appeal to alumni. The Alumni Association has an integral role in planning and hosting university-wide traditional events such as Founders Day, Faculty and Staff Awards Programs, Student Honors Banquet, and Legacy Weekend.

In addition to scholarship programs established through the Association's scholarship endowment and the alumni chapters, the Alumni Association provides programming to benefit undergraduate students. Student programs complement the mission of Alumni Relations by helping instill a sense of loyalty and pride in students soon to become members of the Alumni Association. A student component of the Association - the Student Alumni Associates (SAA) -was established in 1975. The primary focus of this group is to plan programs that acquaint their fellow students with the nature and mission of the Alumni Association. SAA members are engaged in activities to promote the Association's service to the university and university traditions. The Association also coordinates the Class governance system, which includes class officers for each undergraduate class. Elected for life, the class officers are responsible for promoting and preserving class traditions, such as Class Ring Design and Ring Dance.

An important dimension of the Alumni Association is its service to the university's academic colleges. Each of the colleges has a staff liaison in place to assist with arranging on- and off-campus events for alumni, including board meetings, special anniversary observances and receptions in major metropolitan areas. College homecomings are held on home game weekends for all seven undergraduate colleges, serving to provide alumni the opportunity to join others from their academic college. Programs hosting alumni to serve as special guest speakers for student classes and the Residential Leadership Community provide valuable assistance to academic departments and colleges. Additionally, every year the Alumni Association honors the outstanding senior and recognizes one outstanding young alum from each college.

The Alumni Association works closely with other administrative areas of the university to assist in program development. In cooperation with the Admissions Office, alumni chapter volunteers assist in student recruitment efforts, reaching out to parents, high school guidance personnel and high school students who are interested in Virginia Tech. Chapters provide volunteers and logistical support for college nights and other student recruitment initiatives.

The Alumni Association encourages alumni to take advantage of various services offered by Career Services including job listings and a resume service. CareerLink offers the opportunity for students and graduates to network with alumni volunteers to obtain valuable career experience and advice. A Web-based service, ExecuPlanet, provides on-line resources, and extends its service with career workshops in major US cities.

The university's athletic program has long been a source of pride, spirited intercollegiate rivalries, and entertainment for alumni. The Alumni Association encourages interest in the university's athletic teams and facilitates co-sponsorship of alumni activities with the network of Hokie Clubs. Pride in athletic programs often leads to increased interest and support of other dimensions of the university. Recognizing this, the Alumni Association staff works closely with the Virginia Tech Athletic Fund staff to coordinate and complement each other's activities.

An important service of the Association to the university has been and continues to be the establishment and maintenance of biographical records on all alumni. Address and other information is maintained on living and deceased alumni and friends of the university.

The Association provides a variety of services to alumni, which traditionally include the opportunity to purchase quality objects of art, jewelry, furnishings, or other collectibles, which display the name and seal of the university. Alumni may also take advantage of affinity credit card and long distance telephone programs, which provide volume discounts as well as support for Association programs. The alumni tours program encourages alumni to travel together on officially-sponsored pleasure and educational trips to all parts of the globe.

The Alumni Association provides a Website at www.alumni.vt.edu, created especially for Virginia Tech alumni which offers a number of features to serve alumni such as Alumni Association services, university news articles, and Virginia Tech merchandise. The Alumni Gateway is a password-protected feature offering access to several university services and informational features. Alumni may access their official alumni record profile and make updates and additions on-line, explore the VTAlumnNet Website and access on-line educational programs or other courses, and register for a class reunion. This feature helps alumni maintain a closer relationship with those areas of the university in which they have an interest.

Historically, the Alumni Association has functioned as a private nonprofit 501(c)(3) organization with a board of directors and staff independent of the university. Support for the programs and services of the Association was provided through an alumni annual giving program. In 1988, the Virginia Tech Board of Visitors authorized the Office of Development and University Relations to coordinate all fundraising activities on behalf of the university. A separate annual fund was established by the university. Also the staff of the former Student Aid Association was merged with the development program and an Athletic Fund was created to accept gifts for athletic capital improvements, athletic operations, and grant-in-aid scholarships.

Merger with the University

In 1989, an extensive long-range planning and self-study initiative was begun by the Alumni Association Board of Directors and staff. Specifically addressed were the areas of fund raising, alumni programs and services, and marketing. Subcommittees in each of these areas were appointed to study the past, current, and future aspects of related Association activities. Visits were made by representatives of the board to sister institutions to study the organization, staffing, programs, and institutional support of their alumni programs. In 1990, the Long-range Planning Committee recommended to the Board of Directors and university administration that the Alumni Association be merged with the university to strengthen its administrative alignment and coordination of programs. The proposal to formally merge the Association staff with the university's other employees was approved by the Alumni Association Board of Directors, University Administration and Board of Visitors in the fall of 1990. Accordingly, beginning in 1991, the position of Vice President for Alumni Relations was established within the university administration. The Association's board of directors was expanded from 30 to 32 voting members, with the addition of the University President and Vice President for Development and University Relations. The remaining 30 are nominated at-large from the active (contributing) alumni.

The Association's separate annual giving and donor recognition program was discontinued in 1991. Funding for programs and services now comes from several areas: contributions for "alumni programs" as designated gifts to the Virginia Tech Annual Fund; revenue generated through the Association's merchandising, tours, and affinity programs; support from the Virginia Tech Foundation; and revenue from alumni program registrations. The Alumni Association encourages support for its programs through the university's annual fund, through various alumni publications, and through the alumni chapter programs.

A full-time staff of administrative and support personnel are employed by the Office of Alumni Relations. In addition to these, several part-time employees provide additional support. The Association is strengthened by its cadre of volunteers that include the current and former members of its board of directors, chapter leaders, reunion volunteers, and special project volunteers.
Service to Alumni and the University.

The Alumni Association continues to develop, evaluate and review its mission, goals and objectives. These remain an important role of the Executive Committee of the Alumni Association Board of Directors. The Association has much the same mission as it had when first established - to involve alumni in the life of the university and ensure that the best possible educational, research, and public service programs are developed and maintained. Several principles have always been central to the Association:

  • The Alumni Association promotes the achievement of excellence in all aspects of the university's mission.
  • The Alumni Association seeks to keep alumni informed through periodic mailings, alumni chapter activities, reunions and other programs for alumni.
  • The Alumni Association strives to identify and implement programs that appeal to alumni of all ages and strengthen their ties with the university. These will include, but not be limited to chapters, reunions, constituencies, seminars, traditional events, alumni tours, regional activities, and merchandising.
  • The Alumni Association is committed to instilling in current students an appreciation for the heritage and traditions of Virginia Tech.
  • The development of alumni leadership to serve in various volunteer roles with the Alumni Association, Virginia Tech Foundation, Virginia Tech Athletic Fund, academic college and departmental advisory groups, and other avenues of service remains a high priority for the Association.
  • The Alumni Association places a high priority on providing service to alumni who call, write, or visit the Association offices. All requests will continue to receive prompt and courteous responses.

"Alumni... Our Reason for Being"

Although a university serves many constituencies as it grows and matures during its life, its principal constituents are its students - past and present. Even those who have completed one semester are considered "alumni." Were it not for the successful preparation of students to become productive and contributing members of society, universities - including Virginia Tech - would have little, if any, reason to exist.

The role Virginia Tech alumni will play in the future of their university will grow as their numbers continue to grow. Alumni involvement and support are key to the future success not only of Alumni Relations and the Alumni Association, but of Virginia Tech as a whole. As alumni strengthen their connections with the university, their influence will be felt across campus - from the offices of Admissions and Development to college advisory boards, research contacts in the classroom and beyond. The influence of a strong, active Alumni Association is highly beneficial to Virginia Tech. It is fundamental to ensuring the university's future success.

Virginia Tech alumni involvement and support offer (1) a wealth of talent and energy to the university, (2) an expanding volunteer base to serve the university, (3) a public relations force that can significantly enhance the name and reputation of the university, and (4) valuable resources for financial support of educational programs and facilities.

In the strategic planning process, Alumni Relations recognized the vital role alumni will play in the future of Virginia Tech. Alumni Relations explored the challenges it will face and the opportunities ahead as the organization works to increase and enhance the relationship between Virginia Tech and its alumni.

Looking Forward

In the design of its Blueprint for the 21st century, Virginia Tech relied on its time-honored strengths to chart its academic course for the future. In the same way, Alumni Relations continues to build upon its strengths to ensure success in the future.

The history of alumni involvement and support at Virginia Tech is long-standing. Virginia Tech's earliest graduates knew instinctively in 1875 that it was important to stay connected to each other and to their new college. The university has known for more than a century what European and other institutions abroad are learning only now - that it is important to maintain communication with, involve, and cultivate alumni to be part of the lives of universities.

The association created by Virginia Tech's earliest graduates has grown to include nearly 200,000 alumni, with approximately 26,000 students (young alumni) always in the pipeline. The Association is international in scope with over 100 alumni chapters located as geographically near the university as Blacksburg, Virginia, and as far away as Hong Kong.

What may have started as an instinct among early graduates to maintain a connection with the university has evolved into a structured organization that fosters alumni involvement and offers services from which alumni derive direct personal and professional benefits. Traditional alumni events and activities both on- and off-campus continue to grow and foster involvement that benefits the university. There is endless potential to engage alumni in the life of their university.

Environment

The development of goals and objectives for the new century required a critical look at the current and future environments in which Alumni Relations operates and will operate. Alumni Relations also considered environmental issues that affect the university as a whole and, as such, affect ways Alumni Relations will conduct business in the future.

Among those issues, opportunities and challenges that define the context within which this plan was developed are the following:

  • Virginia Tech living alumni and students soon will exceed 200,000, offering an enormous amount of human capital from which the university can benefit.
  • Past enrollment growth suggests the number of Virginia Tech students, and therefore of future alumni, will increase dramatically. Virginia ranks in the nation's top six (at 35%+) in the projected increase in high school graduates from 1996-2006. Student demand means increased pressure to accept more qualified in-state students.
  • Economic projections suggest Virginia Tech will rely upon alumni to play an increasingly important role in securing financial support for the university. Virginia budget projections are in the 4.5 to 6% growth range. Limited public new funding is anticipated for Virginia universities, leaving public universities to compete for vital private support.
  • The perception of an "identity crisis" suggests Virginia Tech could benefit from increased involvement by its alumni in delivering "the Virginia Tech message." Alumni can significantly advance the name and reputation of the university through their achievements, pride in the university, and advocacy for its programs.
  • The changing profile of Virginia Tech undergraduate and graduate students offers challenges to create sustaining experiences, forces or transformations that will instill loyalty in new alumni. At the graduate level, nontraditional students - many with full-time jobs - are becoming a majority.

Central Criteria

Alumni Relations set forth several central criteria from which it crafted goals and objectives that maximize the valuable human capital represented by Virginia Tech's alumni.

  • Alumni represent a wealth of talent and energy to create opportunities for bonding more closely with the university. Among the ways alumni contribute is through personal service -volunteering to be part of alumni chapter and reunion networks. Such activities are fulfilling for the volunteers involved and help attract others to strengthen ties with the university. Volunteer leaders who plan and administer chapters, reunions and other on- and off-campus programs constitute a work force that would be of considerable cost if salaries and wages were paid for their efforts. The creative talent that often emerges energizes other alumni to join in the programs and activities.
  • Alumni represent an expanding reservoir of volunteers who assist the university in many and significant ways. Areas of the university other than the Alumni Association benefit considerably from volunteer assistance by alumni. Examples include (1) the recruitment and yield enhancement of applicants, (2) the lending of influential voices in the political and legislative processes within the Commonwealth, (3) the connection through alumni with corporations that support or have the potential to support gifts, grants and research contracts, (4) the connection through alumni with companies that have the potential to recruit at Virginia Tech, (5) the contributions by alumni who serve on university advisory boards and committees, and (6) the benefit to students who have access to alumni mentors who help guide students in career choices and exploration of paths consistent with their interests.
  • Alumni can significantly advance the name and reputation of the university across the nation and around the world. Graduates of programs such as the sciences, engineering, architecture, business, agriculture and human sciences contribute to the university's reputation through their achievements, their pride in the institution, and their advocacy for its programs. Graduates of younger college disciplines such as arts, forestry, education and veterinary medicine also are earning recognition professionally, to the benefit of all alumni. Institutional pride extends globally as graduates proudly identify themselves as Virginia Tech alumni within businesses, professions, government service, education and civic activities.
  • Alumni can embrace communications technology to strengthen ties with each other and the university. Advances in communication technology provide fertile ground for alumni to establish communication networks that are personally and professionally beneficial. There are considerable future opportunities to enhance communication that strengthens ties, encourages volunteerism, raises participation in alumni programs, and brings alumni all over the world closer to each other. With the advances in technological innovations, increased emphasis will need to be placed in this area to meet the needs among alumni.
  • When effectively cultivated, alumni represent an extremely valuable resource to provide financial support for educational programs and facilities. Alumni Relations offers opportunities to establish and cultivate connections between alumni and their university. The tools employed include alumni communications, regional events, programs around the country and abroad, campus events, and opportunities for volunteer service on boards, advisory councils and recruitment teams. These tools, individually and collectively, help create an enhanced sense of ownership among alumni and an increased inclination to invest in the future of Virginia Tech. These tools also help influence and cultivate alumni to provide resources to support areas of greatest interest to them. Continuing relationships between alumni and the university confirm alumni confidence in the university's stewardship of their philanthropic investment.
  • Alumni have been served by staff housed through the years in, first, the War Memorial Gymnasium, then Burruss Hall, and next in the Alumni Hall wing of the Donaldson Brown Hotel and Conference Center. The university's alumni need and deserve a stand-alone center for alumni events and staff services. To remain connected to conference facilities for continuing education and other similar activities would enhance the utility of a large programming facility for alumni, visitors, parents and conferees. Such a combined complex housing the Alumni Association staff, conference facilities, and lodging rooms would strengthen the opportunities to serve alumni and bind them more closely with the university.

Restructuring of the Committees of the Alumni Association

The number of committees of the Board of Directors has evolved over time to thirteen. Most were organized around specific areas of alumni programs. The current standing committees include: Executive, Finance, Long-range Planning, Chapters, Student Programs, Constitution & Bylaws, Awards, Corps of Cadets, Nominating, Government Relations, Career Link, Constituency and Special Programs, and Alumni Center National Campaign Committee. In recent years, several new program areas have received greater attention, yet for which no committee oversight has been created.

In order to achieve more efficiency, several program areas (and corresponding committees) will be combined to facilitate average committee sizes to be slightly larger, thus not requiring any member to serve on more than one committee. Additionally one new committee to include oversight of "communications" will be created. The president will continue to chair the Executive Committee and also serve as an ex-officio member of all other committees. The proposed restructured list of eight committee names includes:

  • Alumni Constituencies
  • Alumni Chapters
  • Alumni Services and Communications
  • Executive
  • Student Programs
  • Legislative Advocacy
  • Awards and Nominations
  • Alumni Center National Campaign Committee

The following summarizes the major oversight responsibilities of each committee:

Alumni Constituencies Oversight of class reunions, college and departmental homecomings and programs, Corps of Cadets, Black Alumni, and other special constituency reunions, anniversary celebrations for alumni, and special programs such as Summer Escape and Civil War Weekend.
Alumni Chapters Oversight of domestic and international alumni chapters and clubs.
Alumni Services & Communications Oversight of the "CareerLink" program and other alumni career services, merchandising programs, directories, publications, Website and email communications.
Executive Oversight of all long-range and annual planning, budget and financial planning, and review and interpretation of the Associations Constitution & Bylaws.
Student Programs Oversight of all Class Officer led programs for the freshman, sophomore, junior and senior classes, and the Student Alumni Associates organization and activities.
Legislative Advocacy Oversight of programs to encourage alumni advocacy for support of higher education by state and federal officials, and specifically for fund needs of Virginia Tech programs.
Awards and Nominations Oversight of annual awards traditionally presented by the Alumni Association to alumni, faculty and students, and for annual nomination of qualified candidates to fill Board vacancies and Association officer positions.
Alumni Center National Campaign Committee Oversight of the national campaign to raise $16.2 million toward the construction costs of a new Alumni and Conference Center.

Central Themes

There are nine themes that are central to the planning, organization, and implementation of specific goals to serve the university's alumni. Around each of these are developed specific goals and dynamic objectives. The implementation objectives are reviewed annually and updated as deemed necessary. The themes are:

  • Alumni Outreach Programs
  • Communications
  • Constituency Partnerships
  • Legislative Advocacy
  • On-Campus Programs
  • Revenue Programs
  • Services for Alumni
  • Technological Innovations
  • Alumni Center

Strategic Goals by Theme

1. Alumni Outreach Programs

1.1 Enhance the quality of chapter/club programs and strive to increase attendance at chapter/club-sponsored events.
1.2 Encourage the use of faculty involved with current and planned university initiatives as speakers at chapter events
1.3 Encourage chapters to develop innovative strategies for communication with alumni including Web pages, email, and on-line registrations
1.4 Maintain the number of active alumni chapters at or above 100
1.5 Enhance training of chapter leadership through Web-based training modules and promotion of the on-line Volunteer Handbook and CD-Rom
1.6 Encourage chapter scholarship campaigns to achieve annual scholarship awards totaling $125,000 or more
1.7 Encourage chapters to assist the Admissions Office staff in recruitment efforts by identifying high quality applicants and provide information to parents, high school guidance personnel and students
1.8 Encourage chapters/clubs to participate in community service projects, such as the "Hokie Bird Fights Hunger" campaign
1.9 Broaden the service to international alumni through the Hokies Abroad program
1.10 Encourage chapters to reach out to new alumni and cultivate new volunteers through the "Welcome Wagon" program

2. Communications

2.1 Maintain the high quality of printed materials and promotions produced by the Alumni Association
2.2 Publish the Alumni Association News twice a year, provide material for Alumni Association news in the Virginia Tech Magazine, publish annual Reunion Brochures and other reunion invitations
2.3 Enhance mailings for alumni chapters, colleges and other constituency groups
2.4 Produce periodic promotional CDs for alumni featuring Alumni Association programs and services
2.5 Promote Alumni Association events in the Virginia Tech Magazine, in academic college publications, in the VTNetLetter, in other university publications, in community calendars and newspapers, and through the Website and emails
2.6 Provide promotional giveaway items at chapter, alumni and university events
2.7 Provide opportunities to promote Alumni Association services and programs at events such as career fairs, and university and community events
2.8 Expand the database of alumni email addresses to enhance electronic communications with alumni

3. Constituency Partnerships

3.1 Strengthen cultivation and communication with the academic colleges through Alumni staff liaisons
3.2 Plan events, awards programs, donor recognition and other initiatives serving alumni in the colleges in coordination with the deans and development staff
3.3 Cultivate collaborative relationships with colleges and departments to facilitate alumni involvement in advisory boards, expand reunion programs, and provide opportunities for alumni to make presentations to students
3.4 Encourage colleges to recommend candidates for nomination to the Alumni Association Board of Directors
3.5 Assist the Corps of Cadets in its efforts to increase student enrollment
3.6 Plan and promote activities and events for Corps Alumni, Black Alumni and other constituency groups in both on- and off-campus venues
3.7 Identify and cultivate volunteers within constituency groups to help develop programs that engage alumni in their constituencies

4. Legislative Advocacy

4.1 Encourage support from elected officials for the programs of the university through the Hokies for Higher Education Network, expanding the network of alumni and friends who might help communicate needs to alumni and strengthen legislative advocacy
4.2 Promote an annual Hokie Day for visits by alumni to the General Assembly and other activities that encourage alumni and friends of the university to serve as advocates for university interests
4.3 Continually inform the network of legislative advocates through newsletters and emails
4.4 Encourage chapters to invite members of the General Assembly to their events, recognizing them prominently

5. On-Campus Programs

5.1 Enhance the quality of on-campus event experiences for alumni by providing the latest information about the university, highlighting advances in technology, new facilities and current and new initiatives
5.2 Enhance the quality of the reunion experience and encourage participation by younger graduates in reunions
5.3 Hold traditional anniversary reunions for the 25th through 50th anniversary classes, plus joint reunions for younger alumni combining three consecutive classes of the 80s and 90s
5.4 Encourage networking among alumni of younger classes to promote attendance
5.5 Plan and promote College Homecomings on home game weekends to attract more alumni back to campus and encourage colleges to feature open houses showcasing their programs
5.6 Organize major events such as the Civil War Weekend and Summer Escape
5.7 Increase promotional efforts for programs through Alumni News magazines, Virginia Tech Magazine, the VTNetLetter, direct mail campaigns, Website and emails
5.8 Enhance school spirit and loyalty among current students through Student Alumni Associates (SAA) programs, broadening the SAA members' roles as ambassadors
5.9 Encourage college liaisons and other university faculty and staff to recommend students for SAA membership to achieve diversity in membership
5.10 Staff the class leadership system, and assist in coordination of class ring design and Ring Dance using class listserves and class Web pages to promote class programs
5.11 Collaborate with Student Affairs and the colleges to instill pride in university traditions, cultivate leadership and strengthen loyalty among students

6. Revenue Programs

6.1 Encourage alumni participation in the affinity credit card program through Website and Alumni News magazine advertisements
6.2 Build an administrative surcharge into reunion registration and other program fees
6.3 Publish an Alumni Directory every four years for alumni to purchase
6.4 Provide quality and diversity in alumni tour programs and increase promotion of tours through mailings, emails and Website
6.5 Encourage designated contributions for support of Alumni Association Programs through the Virginia Tech Annual Fund
6.6 Encourage gifts toward the endowments for Alumni Distinguished Professorships and Alumni Presidential Scholarships

7. Services for Alumni

7.1 Encourage alumni to keep their biographical information up-to-date by promoting the alumni profile feature of the Website
7.2 Encourage biographical updates through the Alumni Directory project, and collect alumni information at chapter and university events
7.3 Assist the University Career Services staff in increasing and more effectively using available alumni volunteer talent and resources to assist in its initiatives, including job search and career resources
7.4 Facilitate connection through alumni with companies that might recruit Virginia Tech students
7.5 Provide additional career services to alumni through ExecuPlanet workshops and Web services
7.6 Provide quality and diversity in merchandising programs offered to alumni and seek to expand the availability of tasteful licensed products
7.7 Promote merchandising, long distance and insurance affinity programs through publications and the Website

8. Technological Innovations

8.1 Expand services to alumni via Internet features providing Web-enhanced delivery
8.2 Utilize webcasts to reach the expanding number of alumni around the world to keep them informed and connected to Virginia Tech
8.3 Maintain and update Website at www.alumni.vt.edu to enhance services and information to serve alumni
8.4 Promote Alumni Gateway for alumni to gain access to on-line Web community, requiring alumni username and password to allow access to an expanding suite of personal services
8.5 Promote VTAlumnNet Lifelong Learning, featuring an array of short non-credit on-line seminars and fee-based courses
8.6 Expand chapter leader effectiveness through Web-based training modules
8.7 Provide on-line registration for reunions, college homecomings and other special programs
8.8 Provide an email forwarding service for alumni with a "VT" permanent address

9. Alumni Center

9.1 Complete $16.2 million campaign for the new Alumni and Conference Center
9.2 Design and plan furnishings for the new Center
9.3 Transfer staff offices to the Center upon completion and schedule alumni activities there
9.4 Establish endowment fund for operation, maintenance and furnishings to serve the new Center

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DYNAMIC STRATEGIC OBJECTIVES
Updated each July

I. Alumni Chapters

A. To enhance the quality of chapter programs and increase attendance at chapter-sponsored functions

  1. Emphasize that each chapter adopt an annual plan and follow the published "Alumni Chapter Objectives"
  2. Encourage the use of a variety of recommended faculty as speakers at chapter meetings
  3. Include current students in chapter events when possible
  4. Highlight faculty speakers on Association Website
  5. Promote the use of telephone and email networks and Web page development to encourage participation in events
  6. Encourage chapters to develop innovative strategies for communication to promote events
  7. Coordinate more closely with deans and other administrators to scheduled presentations to alumni chapters
  8. Provide chapters with a new listing of their alumni once a year
  9. Encourage chapters to maintain and keep their websites current

B. To strengthen chapter's annual scholarship campaigns

  1. Encourage implementation of at least one major revenue program in each "scholarship" chapter to support a scholarship fund
  2. Orient chapters to the designation of individual gifts for Chapter Scholarship funds through the Virginia Tech Annual Fund, in chapters that are inclined to encourage gifts
  3. Encourage participation in the Alumni Admissions Program
  4. Emphasize deadlines for scholarship awards to comply with a single notification date
  5. Host chapter scholarship recipients on campus
  6. Provide leadership or learning opportunities for scholarship recipients
  7. Send scholarship balances and names of scholarship donors to chapters at least quarterly

C. To enhance training of chapter leadership

  1. Introduce on-line Alumni Volunteer Handbook at Fall Officers Forum; eliminate CD-Rom format; prepare limited printed copies as needed
  2. Evaluate program for Fall Officers Forum and plan next one to respond to topical issues and specific chapter feedback
  3. Encourage staff and board members to attend chapter executive meetings to assist program planning
  4. Design on-campus leadership workshop and forums for new volunteers as part of Fall Officers Forum
  5. Hold regional training workshops for chapter officers in selected regions or as Web casts in selected areas
  6. Encourage officer succession planning
  7. Facilitate chapters networking with other chapters to share ideas and concerns
  8. Update Web-based chapter training modules
  9. Promote Web pages for Chapter Officers

D. To assist the university in communicating appropriations needs to the members of the Virginia General Assembly

E. To support the university in communicating the Chartered Universities Initiative to alumni

F. To introduce the Student Involvement Initiative and encourage chapter participation

G. To encourage chapters to participate in community service projects such as "Hokie Bird Fights Hunger Campaign"

H. Implement periodic review process of chapter program Web content

I. To support university departments and programs, i.e., Commonwealth Connection, Meet Virginia Tech Nights, community events

J. To encourage support for the Alumni Center Paver Campaign

II. Constituency Programs

A. To enhance the quality of the on-campus event experience for alumni

  1. Use decorations and presentations that promote Tech spirit and provide meaningful information about the university at all class reunions, college Homecomings and Old Guard Reunion
  2. Publish Reunion Bugle (for 50th Anniversary class)
  3. Use video or slide presentations in reunion banquet programs where appropriate
  4. Send early communication for the 25th Anniversary reunion class
  5. Explore the idea of a theme for 25th Anniversary reunion

B. To coordinate events that attract increasing numbers of alumni to return to campus

  1. Maintain a wide variety of events, including college Homecomings
  2. Plan events for all colleges, selected departments, Black Alumni, Corps Alumni, Graduate Student alumni and other special constituencies

C. To encourage participation by younger graduates in reunions

  1. Encourage networking among members of younger classes to promote attendance
  2. Continue to develop strategies to involve more young alumni in activities that attract them to campus
  3. Continue joint class reunions for the 80's, 90's, and 00's classes
  4. Encourage participation in academic college Homecomings
  5. Provide a listing of classmates registered on reunion web pages
  6. Maintain class homepages on the Web after each class's graduation

D. To implement programs that will engage alumni through their various constituency relationships

  1. Identify new alumni constituencies to serve
  2. Invite alumni back to campus as speakers
  3. Encourage student/alumni interaction
  4. Host events in geographic regions with large concentrations of alumni
  5. Host a "College Immersion" weekend with alumni donors of a particular college
  6. Host formal alumni events at professional conferences

E. To establish class gift goals for certain reunion classes by working with Development staff to promote Alumni Center commemorative gifts and 50th anniversary campaigns

F. Identify, cultivate and leverage volunteers within constituency groups

G. Feature College Homecomings in Spring, 2005 Alumni Association News

H. Encourage college liaisons to coordinate Anniversary Reunions when appropriate

III. Special Alumni Programs

A. To promote major programs on campus for alumni

  1. Plan and promote "Summer Escapes" in 2006 and 2007, centered on two colleges each year. Plan a "Summer Escape" reunion for all former participants in Summer 2008
  2. Plan new programs for the Alumni and Conference Center beginning in 2006 such as a Hokie Sweethearts weekend, Gourmet Food and Wine weekend, and a Golf clinic
  3. Coordinate with Continuing Education events for specialized groups (such as attorneys and architects) that could offer CEU credit
  4. Continue coordination of Civil War Weekend (in March)

B. To identify opportunities to attract alumni back to campus as speakers

  1. Residential Leadership Community speakers
  2. College Distinguished Alumni Speaker series
  3. Seminar weekend programs

C. To strengthen programs for alumni living abroad

  1. Maintain Hokies Abroad network
  2. Use email to keep alumni informed of university news and alumni programs, collaborating with Cranwell Center staff
  3. Identify faculty traveling abroad to also help host an alumni event
  4. Identify volunteers to help organize international chapters
  5. Host leaders of international student organizations
  6. Host booth at International Fair to promote alumni relations abroad
  7. Work with Study-Abroad programs to create opportunities to connect students with alumni

IV. Career Development Services

A. To continue supporting job search and career resource initiatives in conjunction with Career Services

  1. Promote CareerLink in the Alumni Association News and in the VTNetLetter
  2. Continue to update address and email information of CareerLink volunteers
  3. Promote Alumni Job Search Program and other career services
  4. Promote Alumni Gateway, including alumni job networking
  5. Continue partnership with ExecuPlanet to provide online career resources to alumni

V. Student Alumni Associates and Class Programs

A. To enhance school spirit and loyalty among current students

  1. Continue programs that promote spirit and loyalty to the university using SAA committees (pep rallies, schedule of events magnets)
  2. Continue to use SAA to promote awareness of ways to stay involved after graduation
  3. Continue participation in the "Hokie Hi" event
  4. Continue to improve the on-line Web-based event sign-ups
  5. Produce an on-line version of the SAA Handbook
  6. Complete production of the Tech Traditions CD and Website

B. To broaden the SAA members' role of serving as ambassadors

  1. Include more members in reunions, college Homecomings, chapter meetings and other off-campus events
  2. Have members make presentations to Alumni Board and student groups
  3. Promote "Seniors Movin' On" in both fall and spring semesters to provide seniors with opportunities to purchase caps/gowns, invitations, rings, and other services
  4. Encourage participation in Career Services etiquette dinner
  5. Provide leadership training through SAA retreats
  6. Continue to elect SAA officers at winter retreat to transition them during spring semester

C. To effectively coordinate class officer responsibilities and class activities

  1. Orient and advise class officers of freshmen, sophomore, junior and senior classes
  2. Coordinate class ring design, Ring Dance, and Senior Celebration
  3. Encourage all class officers to join the SAA membership
  4. Provide leadership training through class officer retreats
  5. Continue joint class officer retreat
  6. Facilitate selection of "senior class gifts" to the university
  7. Enhance the "senior experience" by making more seniors aware of the Alumni Association
  8. Produce an on-line version of the Class Officers Handbook
  9. Prepare RFP and bid next 3-year ring manufacturing contract

VI. Communications, Promotions, and Public Relations

A. To maintain the quality of printed materials and promotions of the Alumni Association

  1. Publish Alumni Association News magazine (in fall and spring)
  2. Provide quality chapter and reunion mailings
  3. Promote special alumni programs
  4. Provide promotional materials for football programs, the Bugle, and "What's In Store"
  5. Provide content for "Alumni Association" section of Virginia Tech Magazine and VTNetLetter
  6. Maintain a calendar of events in Virginia Tech Magazine featuring upcoming events, details and contact information
  7. Publicize alumni events in academic college publications
    8. Distribute lapel pins, magnets, key chains and other promotional items
    9. Distribute to alumni chapters any current videos available that promote the university
    10. Continue to identify opportunities to incorporate "Virginia Techforlife" art into Association printed and on-line materials

B. To provide opportunities to promote Alumni Association services and programs at selected events

  1. Include booths at campus career fairs
  2. Use promotional giveaways with students and alumni
  3. Include advertisements in on-line student publications
  4. Assist SAA in promoting participation in their activities
  5. Publicize alumni programs in community calendars
  6. Contribute articles for Spectrum and other university publications promoting College Homecomings, Hokie Day at the General Assembly, Hokies Abroad, new awards, and endowment support to the university
  7. Continue to support Faculty and Staff Appreciation Days
  8. Market the 2005 Virginia Tech Date Planner to all alumni

VII. Website

A. To maintain the quality of the Association's Website

  1. Maintain "Linked Sites" page with all links for portal page (i.e., chapters, college alumni sites, reunion pages, class pages, constituencies)
  2. Encourage Alumni Association "teams" to audit their web content annually
  3. Include link to Alumni Association page on college Websites
  4. Develop orientation materials for new volunteers
  5. Continue to encourage chapters to link to AA Website
  6. Offer Web tools session at Fall Officers Forum
  7. Continue to promote registration on Alumni Gateway and encourage chapter liaisons to monitor content on their websites
  8. Facilitate use of PIDs for new graduates to those who wish to keep theirs

B. To maintain the quality and increase the value of on-line materials

  1. Timely updating of on-line events calendar
  2. Update website pictures and content (i.e., university headlines)
  3. Reunion and special programs (i.e., Summer Escape) registrations
  4. Chapter information
  5. Merchandise information
  6. Alumni Tours
  7. Alumni Center
  8. On-line report forms for chapter volunteers
  9. Promote update of biographical information by alumni and use of on-line Alumni Directory

VIII. Merchandising and Alumni Tours

A. To provide quality and diversity in merchandising and tour programs offered to alumni

  1. Select and advertise a variety of alumni tours to promote to alumni
  2. Promote a selected tour to a college or reunion class
  3. Promote tours through mailings and email to past travelers
  4. Identify a student host for the Essential Europe tour
  5. Continue to determine popularity and profitability of existing and new merchandise options
  6. Research new merchandise options to make available to alumni
  7. Provide advertisement of merchandise and alumni tours in publications and website
  8. Incorporate promotion of specific merchandising items with hyperlink into e-mail
  9. Continue to promote services such as affinity insurance and Visa card
  10. Send an updated mailing list to affinity partners quarterly

IX. Alumni Records

A. To more effectively centralize the update of biographical records

  1. Coordinate with Alumni/Development staffs to continue improvement of alumni records systems
  2. Identify any possible additional strategies to trace lost addresses
  3. Collect home and email addresses at alumni event registrations
  4. Continue to enhance on-line address updates via Association Website
  5. Continue data collection strategies from colleges and departments
  6. Expand listings of alumni to include multiple reunion years or multiple chapter attributes if requested by individual alumni
  7. Continue to offer on-line directory through out-sourced vendor

B. To effectively serve constituencies by providing database reports

  1. Report formats to include
    1. Data files
    2. Formatted electronic rosters
    3. Printed roster reports
  2. Install "backup file" software for staff PCs

X. Fund-raising Activities

A. To encourage designated contributions for the support of Alumni Association programs through the Virginia Tech Annual Fund

  1. Acknowledge all designated gifts for Alumni Association Programs and Alumni Center Campaign gifts
  2. Include information in the Virginia Tech Magazine and Alumni Association News to cultivate designated gift support
  3. Send "active member" cards and decals to all alumni donors

XI. Legislative Advocacy

A. To encourage support for the programs of the university by elected representatives at the state and national levels through a "Hokies for Higher Education" network

  1. Organize activities at chapter or regional levels to advocate support for university programs and recognize elected officials in the Virginia General Assembly or state government
  2. Encourage alumni and friends of the university to visit elected officials to serve as advocates for the university's interests
  3. Promote a dedicated "Hokie Day" for visits by volunteers to the General Assembly

B. To help alumni become more knowledgeable concerning the university's needs that can be met best through state appropriations or federal grants

  1. Expand the network of alumni and friends of the university who will help communicate needs to other alumni and strengthen legislative advocacy by using email and printed newsletters
  2. Distribute information to alumni emphasizing needs and budgetary initiatives
  3. Support the university in communicating the Chartered Universities Initiative
  4. Coordinate with the Director of Government Relations concerning communication programs and in mobilizing efforts through the Legislative Advocacy Committee

XII. Awards and Recognitions

A. To present all current Alumni Association awards and recognitions for students and alumni

  1. Excellence Awards for teaching (5), research (2), extension (2), academic advising (2), outreach (2), international programs (1), international research and outreach (1), and graduate student excellence (2)
  2. Alumni Distinguished Professorships (10 endowed)
  3. Alumni Distinguished Service Awards (2 recognitions)
  4. Alumni Presidential Scholars (12 endowed)
  5. Alumni Honors Scholars (up to 10)
  6. Outstanding Students in each college (8 recognitions)
  7. Outstanding Young Alumni Awards (in each college)
  8. Outstanding Graduate Alumni Award (1 recognition)
  9. Alumni Humanitarian Award (given as appropriate)
  10. Outstanding Alumni Chapters (scholarship awards)
  11. Outstanding Chapter Officer (1 recognition)
  12. Outstanding Chapter Volunteer (1 recognition)
  13. Alumni Chapter Scholarships (according to funds raised)
  14. "Top 25" Awards for Tech's nationally ranked athletic teams (recognitions)

XIII. Staff Professional Development

A. To provide opportunities for staff training and professional development that will benefit the Alumni Association

  1. Professional seminars, workshops, and conferences through CASE and other organizations
  2. Workshops and short courses offered by the university
  3. University classes offered for credit

XIV. Alumni Center

A. To complete campaign goal for the new Alumni and Conference Center

  1. Assist Development staff in identifying prospects for leadership gifts
  2. Feature articles on Alumni and Conference Center in Alumni Association News and continue to publicize terrace paver campaign

B. To ready the new Alumni and Conference Center for eventual occupancy in 2005

  1. Assist university and external architects and designers with Alumni Center interior designs
  2. Identify furnishings, art and memorabilia to be included in the new Alumni Center
  3. Begin planning for grand opening and dedication in Fall of 2005

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Alumna / Alumnae or Alumnus / Alumni?

Confusing, isn't it? But it doesn't have to be! Just remember this to use each reference correctly.

Alum is popular slang for reference to an alumnus or alumna.

An alumnus is a man who has attended or graduated from a college or university. The 1984 Webster's II says an alumnus is a "graduate or former student of a school, college or university."

An alumna is a woman who has attended or graduated from a college or university.

Alumnae is the plural of alumna. Alumnae are women who have attended or graduated from colleges or universities.

Alumni is the plural of male alumnus. Alumni also refers to both men and women who have graduated from colleges or universities. According to the 1984 Webster's II, alumni "is generally used to refer to both the alumni and alumnae of a coeducational institution." Alumni is the preferred term when referring to more than one alumnus or alumna.

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