Volunteer Handbook
Chapter Three
Chapter and Club Organization
- Why Alumni Chapters
- Alumni Chapter & Club Objectives
- Alumni Chapters vs. Alumni Clubs
- In-State, Out-of-State, International Chapters & Clubs
- Support of Chapter & Club Operations
- Alumni Association Staff Support for Alumni Chapters & Clubs
- Chapter Evaluation and Recognition
Revised July 28, 2008
Why Alumni Chapters & Clubs?
After graduation from Virginia Tech, many alumni have a desire to maintain strong ties with the university. Virginia Tech recognizes its more than 200,000 alumni as one of the university’s most valued resources and encourages alumni participation in shaping the institution’s future. Alumni also enjoy opportunities to share their affection and commitment to Virginia Tech with others like themselves.
Recognizing this need to enhance stronger relationships between former students and the university at a grass roots level, the Virginia Tech Alumni Association has established an extensive network of alumni chapters and clubs across the country, and internationally. These chapters and clubs strive to keep alumni informed about Virginia Tech and offer opportunities for graduates to join together in support of their university.
The basic purposes of an alumni chapter or club are the following:
- To provide an important communications link between alumni and the university;
- To promote the image and reputation of Virginia Tech within the community;
- To promote strong positive relationships among alumni, students, parents and others within the community;
- To support the activities of Virginia Tech and work toward the realization of the university's educational goals;
- To provide the university with a strong core of alumni volunteers who serve as an important marketing arm of the university; and
- To promote the alumni pride and spirit of Virginia Tech.
Alumni Chapters & Clubs
Alumni Clubs are distinguished from Alumni Chapters by their level of activity and number of volunteer leaders. Clubs have been designated in those areas that traditionally have only a chapter contact rather than a full slate of officers, and plan one or two events a year. They do not compete for Outstanding Chapter Awards or qualify for chapter grants. Alumni Clubs still receive the same outstanding services traditionally provided for chapters, including a staff liaison, mailings and e-mails, and visits by university guests. Alumni Clubs comprise one third of our network of alumni organizations.
Alumni Chapter & Club Objectives
I. Leadership and organizational structure
- elect or designate officers, directors, committees
- implement term limits (one year for president and president-elect; other positions variable)
- submit and follow annual plan
- create a succession plan to allow for smooth transition from officer to officer
- attend officers training
II. Involvement and participation by alumni
- identify alumni to serve as chapter leaders and volunteers
- attract alumni to attend chapter activities and assist with projects
III. Opportunities for fellowship and programs
- provide programs of a social, informative, and educational nature
- provide business networking among alumni
IV. Communications and public relations
- communicate regularly with alumni staff and the university (e.g., address updates)
- communicate with area alumni
- communicate with members of the General Assembly, when appropriate
- increase public awareness of the university and chapter
V. Assistance with student recruitment
- support Alumni Admissions Program activities
- encourage applications from well-qualified students
VI. Encouragement of alumni contributions to support Alumni Association and university
- encourage contributions designated for operating support for Alumni Programs and Services
- encourage support for scholarships for area students
- plan a major event each year to attract support for chapter and club activities and scholarship awards
In-State, Out-of-State, and International Chapters and Clubs
Although the primary purposes of alumni chapters are the same for both in-state and out-of-state chapters, the objectives of the chapters differ. However, it is important to remember that whether your chapter is in Virginia or beyond the boundaries of the Commonwealth, its chief objective is to support Virginia Tech.
Instate
Currently there are over 30 alumni chapters and clubs active in the state of Virginia. Every county and city is assigned to a chapter or club. In some instances, a county may be split into separate chapter/club areas. The largest alumni chapter area population is in the National Capital Region (formerly known as Northern Virginia) with approximately 27,000 alumni. Some in-state chapters and clubs that border other states also include alumni from outside Virginia.
About 75 percent of the student body is from Virginia. Obviously, the Alumni Admissions Program activities and efforts are intensified within Virginia. Each in-state chapter/club should identify all of the high schools in their chapter/club area and work with the Admissions Office to help distribute information about the university and to identify and recruit outstanding students.
A relationship with the Virginia General Assembly is also important for in-state chapters and clubs. Public funding is an important source of financial support for Tech. A legislative initiative should be carefully coordinated with the Alumni Office and Tech’s Office of Government Relations.
Out-of-state
Currently there are over 70 active alumni chapters and clubs outside of Virginia. Most exist in major metropolitan and urban areas. In many large cities, particularly those outside the Mid-Atlantic Region, organized chapters are not present. Alumni get-togethers are arranged by a local contact and an alumni staff member or other university official visiting the area. New chapters and clubs are established as the need arises. New chapters and clubs are only formed when it has been determined that there is enough support among alumni to maintain an alumni chapter or club.
It is often difficult for out-of-state chapters/clubs to work with every high school in their region. It is vitally important for chapters/clubs to work with the Admissions Office in identifying students who are qualified and have an interest in Tech's academic opportunities.
Distance often prohibits out-of-state chapters/clubs from hosting many formal meetings featuring guest speakers. However, the Alumni Association will make every effort to provide a university guest speaker at least once every other year for out-of-state chapters/clubs. Some out-of-state chapters/clubs have enjoyed successful events without speakers, such as cultural or athletic outings.
International
Approximately 2,500 of our alumni live outside of the United States. There are active International clubs that provide a limited amount of programming. The Hokies Abroad program enables faculty traveling out of the country an opportunity to visit with alumni or assist in recruiting students.
Regardless of whether a chapter or club is in Virginia, California, or Hong Kong, our Alumni Association staff is always available to provide support, direction, and materials for chapter events and programs.
Support of Chapter & Club Operations
Chapter Grants (this is no longer available until further notice)
Chapters which provide ongoing activities for their chapter areas may apply for operating grants from the Alumni Association.
a. Each chapter grant will be given consideration upon receipt of a chapter grant request form, a chapter annual plan, a current list of chapter officers and board members, and the year end report and financial statement. These items are due in the Alumni Office by July 1.
b. Upon request and approval, a grant of $250 will be provided to each chapter.
c. Chapters may request a check or direct deposit into their scholarship account maintained by the Virginia Tech Foundation.
Chapter/Club Scholarships
Chapters and clubs with scholarship programs are encouraged to raise support for these awards through one or several major projects or programs during the year.
Alumni who contribute to a chapter/club scholarship may do so by making their checks payable to the Virginia Tech Foundation and directing them to the university, so that each may be acknowledged through the university's annual giving program. Chapter and club treasurers should forward any such checks to the Alumni Relations Office in Alumni Hall. This allows for each donor to receive appropriate gift credit by the university.
Names and funds to cover scholarship awards are due in Blacksburg by June 15 each year. Please call the Association if you have any questions regarding the chapter grants program.
Alumni Association Staff Support for Alumni Chapters & Clubs
The Virginia Tech Alumni Association maintains its primary office in the Holtzman Alumni Center on the Virginia Tech campus in Blacksburg, Virginia. Satellite offices are located in the Northern Virginia Center in Falls Church and the Virginia Tech Richmond office. The Association is eager to assist chapters and clubs in supporting Virginia Tech. These and other resources are available.
Advice and Consultation
Each chapter and club has been assigned a specific staff member to assist with planning, programming and support of activities. In the event your staff liaison is not available, please ask for assistance from another staff member. You are encouraged to call on the alumni staff for assistance and service often.
Rosters and Mailing Labels
The Alumni Association will provide your chapter or club with area alumni rosters and mailing labels upon request (not electronically). Please remember such rosters and labels cost the Association and should only be requested when needed. Information included on rosters and mailing lists are confidential and are to be used for official chapter business only. Discretion with the use of rosters and labels is expected. We cannot provide you with an electronic version. We can't give you e-mail addresses (electronically or by hard copy.)
University Communications / Referrals
The alumni staff can assist you with specific requests involving other university offices and departments. The staff will gladly refer you to the person or office that can answer your questions or fulfill other requests.
Chapter and Club Mailings / E-mails
Design, production and mailing of chapter and club announcements and newsletters are normally provided to chapters at no cost. Please refer to the Chapter Mailing subsection of Section V. Chapter Programming and to the Chapter/Club Mailing/E-mail Request form in Section IX. Forms in this handbook.
Chapter Officers Website
Tools for chapter officers, reminders, special events, and announcements are available at www.alumni.vt.edu/chapters/index.html.
Chapter Websites
The Communications Director or Assistant Communications Director can be used as a resource to help develop and improve chapter or club websites. Chapter websites can be hosted at Virginia Tech, contact the Manager for details.
Online Calendar
An online calendar listing university and chapter and club events is updated weekly (usally) and can be found at www.alumni.vt.edu/events/alumni-calen.html.
Scholarship Funds
Accounts for chapters who provide scholarships for local students are maintained by the Virginia Tech Foundation. Quarterly scholarship reports are sent to Chapter Presidents.
Speakers, Programs, Videos
When possible, the Alumni Association will arrange for speakers or athletic officials from campus to attend chapter and club events. Please remember scheduling and travel costs must be considered. The Alumni Association will make every effort to provide speakers for your chapter or club's major events.
NOTE: Chapters/clubs should not contact university speakers without approval of the Alumni Office. Failure to adhere to this policy only complicates scheduling procedures and may result in not securing a desired speaker.
Name Tags, University Literature, Promotional Giveaways, and Door Prizes
Chapters and clubs are reminded to request a supply of name tags when needed. The Alumni Association will also provide materials, literature and promotional giveaways when available. Door prizes are available for purchase from local bookstores at a chapter discount. Please request such items from your chapter's staff liaison.
Event Possibilities, Prospective Volunteers
The Alumni Office can provide your chapter or club with possible opportunities for programs in the event a university official plans to visit your area. The Alumni Office will also pass along to your chapter/club the names of alumni who have expressed an interest or inquired about alumni chapters and clubs in your area.
Leadership Training
Each fall the Alumni Association sponsors a national Chapter Officers Forum designed to assist you in your role as a chapter/club leader. Special workshops, university speakers, and other information are made available to you. The forum offers a wonderful opportunity to meet other volunteer leaders representing Virginia Tech alumni chapters and clubs. All officers, directors, and chairpersons are invited to attend. Regional meetings with staff liaisons may be held throughout the year.
Chapter Evaluation and Recognition
Each chapter will be evaluated on an annual basis (July 1-June 30) according to the set of objectives listed in this handbook and other guidelines established by the Alumni Association. The purpose of the evaluation system is to assist the Alumni Association in developing stronger local chapters and a stronger overall chapter program. Chapters should keep in mind that they are not competing with one another - the purpose of each chapter is to serve the Virginia Tech Alumni Association, the University, and local alumni. Activities and programs sponsored by chapters should always reflect a service intent.
There are two levels of recognition a chapter may receive from the Alumni Association, the Chapter Achievement Award and the G. E. Russell Outstanding Chapter Award. The Chapter Achievement Award recognizes those chapters who have met a minimum set of activities, programs and service. The G.E. Russell Outstanding Chapter Award recognizes those chapters who have met or exceeded a more extensive set of requirements. The general criteria on which chapters will be evaluated is listed below.
Recipients of the Chapter Achievement Award receive a chapter banner and an engraved pin. Recipients of the G.E. Russell Outstanding Chapter Award receive a banner, an engraved pin for their banner, and a monetary award for their scholarship fund. (Banners are only distributed to first time award recipients.)
CHAPTER ACHIEVEMENT AWARDS
Nominated by Staff Liaisons
Scholarships
making progress towards a scholarship program
Leadership and Organization
submitting officer, director and chairperson rosters
submitting annual plan
submitting chapter grant request form
developing future leadership
Programming
providing opportunities for fellowship
sponsoring community service events
planning a variety of events/activities
Communications
submitting event, meeting, financial, and annual reports in a timely manner
submitting Chapter Mailing and E-mail request forms in a timely manner
Alumni Admissions Program
participating in college nights, college fairs, meet Virginia Tech and related programs
making congratulatory phone calls to students who have been offered admission
G.E. RUSSELL OUTSTANDING CHAPTER AWARDS
(In addition to above requirements) Nominated by Staff Liaisons
Scholarships
- awarding scholarships to local students
- sponsoring fund-raising events for scholarships
- hosting scholarship banquets/picnics
- making scholarship presentations
Involvement and Participation
- increasing attendance at events and activities
Programming
- sharing university information
- sponsoring university speaker events
Communications
- providing address updates
- organizing phone networks
- publicizing events locally
- establishing Hokie Hotlines
- establishing chapter web pages
- establishing chapter electronic newsletters and E-mail
Hokies for Higher Education (instate only)
CHAPTER SUPERLATIVE AWARDS
Nominated by Chapters Representatives
- Outstanding Event/Activity
- Outstanding Fundraising Event/Activity
- Outstanding New Member Plan
- Outstanding Community Service
- Outstanding Alumni Admissions Program
- Outstanding Golf Tournament
- Outstanding Web Page
OUTSTANDING CHAPTER OFFICER
Nominated by Staff Liaison
The Outstanding Chapter Officer award is to recognize a current chapter officer (President, President-Elect, Secretary, or Treasurer) for outstanding service to their chapter. Officers are nominated by their staff liaison and selected by the Alumni Association Staff.
OUTSTANDING CHAPTER VOLUNTEER
Nominated by Chapter Representative or Staff Liaison
The Outstanding Volunteer award is to recognize a chapter volunteer (excluding the President, President-elect, Secretary, or Treasurer) for outstanding service to their chapter. Volunteers are nominated by a chapter representative or staff liaison and selected by the Alumni Association Staff.
Award winning programs will not be considered for future awards (in the same category) unless substantial improvements or changes have been made.
HALL OF FAME AWARD
Nominated by Staff Liaison
Nomination forms can be found at www.alumni.vt.edu/volunteers/forms.html.