Volunteer Handbook
Chapter Five
Chapter Programming
- Writing an Annual Plan
- Fellowship and Programming Activities
- Speakers and Programs Available from Virginia Tech
- Chapter & Club Mailings
- Chapter Telephone Network
- Writing a Press Release
- Sample Press Release
- State Legislative Advocacy-Hokies for Higher Education
- Hokies for Higher Education
Revised July 28, 2008
Writing an Annual Plan
Why an Annual Plan?
Chapters that sponsor successful and enjoyable events and programs begin with good, solid long-range planning. Successful planning begins many months or even a year in advance of meetings and activities.
Each summer, the newly elected officers, directors and chairpersons should take time to develop a complete yearly calendar of chapter meetings, gatherings and service projects. A chapter plan should allow for a variety of activities which will appeal to a broad range of alumni - from the Old Guard to the most recent graduate, from the Hokie sports fan to the individual more interested in the university's academic and research programs. Chapters should be careful not to let one aspect of the university dominate its annual schedule of activities.
A written plan will serve as a helpful guideline for your chapter. It also allows the alumni staff to plan more effectively for speakers and any other campus resources events may require. Take time to review the chapter annual plan at least once a month to monitor progress. Make certain the chapter is meeting its goals and objectives. Always keep in mind the eight/ten week lead time needed to process requests for chapter newsletters and announcements. A ten week lead time is required for a limited number of chapters where timely postal delivery is not as reliable.
Changes to a chapter annual plan need to be communicated to your chapter liaison.
Helpful Long-Range Planning Tips
- Be realistic - do not plan events just to fill up a calendar. Several quality, well-attended events are much better than many haphazard or ill-planned meetings.
- Consider budgetary requirements for all chapter expenses. All chapter events should be self sustaining.
- Emphasize traditional events that the chapter has successfully sponsored in the past.
- Admissions programs should be coordinated with the Admissions Office staff. Refer to the Admissions section of this handbook for contact information.
- Take time to "brainstorm" and consider new ideas for events and projects.
- Chapters that sponsor scholarships should sponsor an event or project specifically designed to raise money to support the scholarship. This event should be promoted all year, not simply prior to the event.
- Fellowship is important - everyone enjoys a fun time. Service is more important and requires ample attention.
Fellowship and Programming Activities
Purpose
The purpose of chapter and club events is to promote fellowship among alumni and friends of the university, provide information and education about the university, and to demonstrate and encourage school spirit.
Chapter/club events are under the sponsorship of the Virginia Tech Alumni Association and the local chapter/club, but should be financially self-supporting. The Alumni Association recommends a minimum of two events per year, with the understanding that this will vary greatly among chapter/clubs and regions. Annual plans should be submitted to the Alumni Association by July 1. Careful attention should be given to avoid conflicts with major university and local events (calendar available at www.alumni.vt.edu).
The key to any successful event is strong leadership. Enthusiasm, adequate planning and communication are critical. Be sure that no one person is overworked!
Chapter events are held at a wide array of locations such as hotels, restaurants, parks, lakes, private homes, and community centers. Facilities with food and cocktail service should be considered. A social period should precede all events when a speaker is part of the program.
Be sure to include a variety of events such as speakers who can update alumni on the achievements of the university, student and admissions oriented events, and athletic and cultural events. Chapter/clubs should try to host an event that includes parents and currently enrolled students, such as "student send-offs" or prospective student nights.
Event Planning
Proper planning will ensure the success of your event. Committee planning with delegated responsibilities is best for larger events. Be sure to follow up in writing! An event planning outline can be found in the forms section.
- Decide on the purpose of the event. Will there be a speaker? Is it a scholarship fund raiser or strictly for fellowship? Be sure to check a speaker's schedule before establishing a date. All university guests should be hosted by the chapter.
- Establish a date, time and location.
- Determine menu and cost; set a "break-even" point. Make the event as affordable as possible. Don't forget tax and tip charges, and the costs of hosting university guests.
- Provide chapter notice information to the Alumni office at least 8/10 weeks in advance of your RSVP date. Include date, time, location, cost, speakers/guests, RSVP date and contact person.
- Provide local media with Public Service Announcements.
- The Alumni Association will provide nametags, brochures, and other materials for your meeting. Be sure to ask for these in advance if a member of the Alumni staff is not going to be present.
- Provide phone committee with information on the event. Give them a deadline for making calls.
- Send out event information by e-mail. Contact the Alumni Association for assistance.
- Sell advance tickets! Give each member tickets to sell.
- Invite special guests-local Alumni Association board members, Alumni Association staff, and other university officials.
- Inform speakers of audience type and number expected. Find out if they need assistance with lodging or transportation. What type of audiovisual equipment will they need for their presentation?
- Plan a meeting agenda (see example). If there is a meal, remember to ask someone to deliver an invocation, with respect for all religions.
- Choose greeters who will welcome guests as they arrive and check in. It is intimidating to walk into a room in which you know no one and have no one say hello.
- Choose an emcee. Establish who will sit at the head table, and make place cards. Let guests know ahead of time about seating.
- Arrive at least 30 minutes prior to the event to set up, decorate and check room layout and PA system. Is everything in place? Is the audiovisual equipment set up and plugged in? Does it work?
- Begin and end on time. Keep the program short. Introduce officers and university guests. Welcome newcomers. Thank chapter volunteers.
- Have a committee meeting to evaluate the program. What went well, what didn't? What should be done differently in the future?
- Write thank-you notes to guests and helpful volunteers.
Other Things to Consider
Door prizes - provide door prizes to give away at the end of the event. Possibilities are university paraphernalia, table flowers, future event tickets.
Raffles - hold a raffle for local scholarships.
Bookstore Merchandise - contact Tech Bookstore to provide merchandise for sale at your event.
Corporate Sponsors - try to get corporations to sponsor portions of your program to keep costs down.
Entertainment - ask local bands and disc jockeys.
Printed Programs - print event programs with the agenda and officers' phone numbers.
Decorations - decorate your meeting rooms to show your Hokie spirit.
Ideas for Chapter Events and Activities
- Service to the University
- Student recruitment (Admissions Tour, Meet VT, phone calls)
- Legislative relations (receptions, phone calls, letters)
- Promotions (booths at festivals or community events)
- Student sendoffs
- Social Events
- Receptions
- Dinners
- Luncheons
- Breakfasts
- Picnics
- Boat cruises
- Happy hours
- Open house
- Casino Night
- Gourmet restaurant tour
- Beach Party
- Day at the Races
- Virginia Schools, ACC Schools
- Day at the Zoo
- Hayrides
- Dances
- Theme parties - Holiday, Pool/Beach, Super Bowl
- Food parties - Oyster Roast, Crab Feast, Pig Pickin', Chili Fest
- Sports-related Events
- Pre-game parties & pep rallies
- Bus trips
- TV parties to watch Hokie games
- Tailgate parties
- Golf, tennis, bowling, skiing, biking
- Cultural Outing (theatre, musical, museum)
- Wine & Beer Tastings
- Community (Service projects - Hokie Bird Fights Hunger; Big Brother, Big Sister; Adopt-a-Highway; Book Drives
- Fundraising
- Professional Development (seminars, career, financial, real estate)
- Job Fair
Travel Programs
Chapters are not to sponsor travel programs that involve international travel. Chapter sponsored travel/tour programs must be approved by the Alumni Association (except for VT sports related bus trips - i.e. away game football). This is to ensure chapters do not compete with the travel program of the Alumni Association and to ensure accountability and responsibly planned events. As always, any promotional materials must be reviewed and approved by the Alumni Association.
Remember to invite your local legislators to events!
Sample Agenda for Meeting
- Welcome (introduce yourself, acknowledge newcomers)
- Invocation (delivered by a chapter member with respect to all religions)
- Dinner
- Introduction of special guests - remarks where appropriate
- Chapter business
- Introduction of and remarks from the Alumni Office representative
- Introduction of speaker or program (by either the chapter president or other chapter member) from biographical information provided by Alumni Office
- Awarding of door prizes (if applicable)
- Announcements (upcoming activities, information)
- Thank you - to speakers, volunteers, attendees
- Adjournment
Speakers and Programs Available from Virginia Tech
The Alumni Association has compiled a list of dynamic and entertaining professors who have agreed to visit alumni chapters. They all have great reputations as presenters, scholars, and/or researchers and have wonderful presentations that alumni will find fascinating and very enjoyable. The Alumni Association will cover travel expenses for faculty who participate in chapter events.
** A list can be found online.
Chapter & Club Mailings
Notices announcing events, activities or projects are vital communication links between your chapter/club and alumni. Use mailings and e-mails to provide as much information as possible to your alumni! The Alumni Association shall review all chapter promotional material prior to its dissemination. The Alumni Association has final editorial control over all chapter materials.
The Association endeavors to maintain the visual attractiveness and the timeliness of chapter mailings. Maroon ink is run on our press with a variety of papers.
Please remember the printing and communications staff layout, print, sort, label, and mail one or more bulk mailings almost every business day (bulk mail can take up to 3 weeks to be delivered). In addition to chapter newsletters and notices, registration materials, letters, programs, schedules, flyers, envelopes and forms for alumni and related programs are provided by the Alumni Association. To accommodate chapter/club requests, please respect our chapter mailing policy.
- Each chapter/club is allowed two mailings per year. A chapter year begins July 1 and ends June 30.
- In order for your chapter/club to reserve a date on the printing and mailing schedule, the chapter must submit a Chapter/Club Mailing/E-mail Request Form at least six to eight weeks prior to the RSVP date (depending on your chapter location). Sufficient lead time allows the Alumni Office to fit your printing job into the current printing and mailing schedule. There are always other printing jobs in line ahead of yours. The printing schedule fills up months in advance; for best results, request your printing date as soon as you know a firm date for your event.
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You may be asked to submit materials sooner than the six/eight week lead time. Additional lead time may be required to order paper, to gather missing or additional information, or to accommodate special circumstances. For each notice, we must edit, produce layouts, proof, review, print, fold, label, stuff, bundle or meter, and mail. Bulk mail can take up to 3 weeks to arrive in the hands of alumni.
In addition to the two mailings provided by the Alumni Association, chapters may choose to design and mail their own.
- Newsletters can be designed and produced in any word processing software. Virginia Tech graphics suitable for printing can be found at http://www.alumni.vt.edu/chapters/Tools/index.html.
- The easiest newsletter will be a standard 8.5 by 11 sheet, double-sided, leaving room for a mailing panel.
- Local copy centers can copy and fold newsletters, ready for labeling. Alumni address labels must be requested from the Communications Director at least two weeks before they are needed to allow for printing and shipping.
- The Association recommends First-Class postage be used for self-mailers by either using stamps, or a commercial mailhouse to process the mail. A bulk mail permit requires payment of an initial fee as well as an annual fee, plus per-piece postage costs. Bulk mailing requires special sorting, bundling, and labeling prior to mailing. Information on setting up a bulk mail account for your chapter can be obtained by contacting your local post office or the Alumni Association.
* US Mail: an eight week lead time is required for a limited number of chapters where postal delivery is not as reliable (ie California).
Chapter and Club E-mail Distribution Policy
In addition to providing printed bulk mailers, the Association can send e-mails to all alumni in the database with good e-mail addresses. Although an e-mail notice does not require the same amount of time to layout, design, and print, it does go through the same editing and review process for content and consistency. In addition, e-mail addresses must be generated and formatted for distribution. Please submit AT LEAST 2 weeks prior to the RSVP date.
All e-mails will be sent from the VaTechAlumni@vt.edu address; however, we must list a chapter contact's e-mail as the "reply-to" person for questions or comments. The Association will not act as the local contact for any event publicized by a mass e-mailing.
Do not underestimate the power of the e-mail; with the proliferation of Internet connections, an audience that may not respond to the classic mailer will respond to an e-mail!
- Each chapter is encouraged to send e-mails throughout the year (usually 5 - 8 in addition to the ones a chapter gets with mailers). But, we can't send them every week for you. Contact the Communications Director to discuss an e-mail plan. A chapter year begins July 1 and ends June 30.
- A separate e-mail schedule is kept from the mailing schedule. The same reservation rules apply for scheduling an e-mail slot. The chapter must submit a Chapter/Club Mailing/E-mail Request Form at least two weeks prior to the RSVP date. The schedule regularly fills up months in advance; for best results, request your e-mail date as soon as you know a firm date for your event. You should schedule up to a year in advance!
- Additional lead time may be required to gather missing or additional information or to accommodate special circumstances. For each e-mail, we must edit, produce layouts, proof, review, and send electronically.
Please use the Chapter/Club Mailing/E-mail Request Form provided for your convenience at https://secure.hosting.vt.edu/alumni.vt.edu/chapterdata/. Please make copies of the form for your use-materials generally will not be accepted by telephone. Please make sure that you have included all of the information listed on the request form for any event.
Chapter & Club Telephone Network
Of all of the recommended organizational ideas in this handbook, the establishment of a telephone network is the most important. Our experience has shown that chapters cannot rely on direct mail and e-mail alone and expect the best response from their alumni. Personal contact is the most effective way to persuade another person to do something, whether to give money, to support group goals and objectives, or simply to participate in group activities.
Since face-to-face personal contact is not always feasible in communicating with chapter members, the telephone has proven to be the next best alternative. Getting information to members and obtaining their responses by telephone is quicker than the mail, and the personal touch of direct conversation has been shown to be the best method to increase attendance at events and ensure support for other chapter and university activities.
Having a current phone network in place can be invaluable to chapter leaders, chapter members, and to the university. If chapters wish to conduct an event with short notice, and there is not sufficient lead time to mail a notice, the phone is an excellent way of spreading the word. When alumni support is needed for important legislative issues on short notice, the phone network is also valuable.
The Alumni Association recommends that a Network Chairperson be selected. That person should contact the chapter's Alumni Association staff liaison and request an alphabetical roster by zip code of all names, addresses, and phone numbers of alumni in the chapter. The roster will show that, in most cases, geographic boundaries of chapters do not require long-distance calls between members.
The Network Chairperson should select 11-21 names from the alphabetical roster, call the top person on that short list and ask them to serve as the Principal Caller for that short list, and mail everyone in that group a copy of that short list. Continue the process: divide the entire master roster into short lists; identify a Principal Caller for each short list; make sure each member has received a copy of the appropriate short list. (When the number of short lists is extensive, the phone chair may need to recruit Network Assistants to help make the initial contacts with Principal Callers.)
We are sure you will find the telephone network invaluable for improving communications with chapter members. When contact with chapter members is necessary, the chairperson need only relay the current message to the Principal Callers (or to the Network Assistants) and request that they contact the other members on their lists. If the chairperson cannot reach a principal caller, the chairperson can recruit a temporary principal caller to contact that particular short list with the current message.
- The Network Chairperson selects Principal Callers (Callers 1-10 on diagram), and assigns each Caller people to call.
- The Network Chairperson gives each Caller the current message.
- Callers phone their assigned people and record a response from each.
- Callers give the responses to the Network Chairperson, who gives the information to the people who need it.
This network covers 111 people!
NETWORK CHAIRPERSON
Caller 1 - 1-2-4-5-6-7-8-9-10
Caller 2 - 1-2-4-5-6-7-8-9-10
Caller 3 - 1-2-4-5-6-7-8-9-10
Caller 4 - 1-2-4-5-6-7-8-9-10
Caller 5 - 1-2-4-5-6-7-8-9-10
Caller 6 - 1-2-4-5-6-7-8-9-10
Caller 7 - 1-2-4-5-6-7-8-9-10
Caller 8 - 1-2-4-5-6-7-8-9-10
Caller 9 - 1-2-4-5-6-7-8-9-10
Caller 10 - 1-2-4-5-6-7-8-9-10
Writing a Press Release
For Immediate Release
(Leave several lines open for the editor.)
Contact: List the name and phone number of your chapter publicity person.
List the type, date, location and time of the event. Tell who will be involved (speaker, performing group, etc.) and include the title or theme of the event.
Mention who is sponsoring the event (your chapter or club and the Virginia Tech Alumni Association) and tell who can attend, how to register, and how much the event will cost.
In succeeding paragraphs, expand on the event's topic or theme. If it is a social or benefit event, give the history of the event. If it is a speaker event, include brief comments on the lecture or topic (gleaned from prior publications, news releases and interviews) and a little biographical information on the speaker.
In the last paragraph, list the contact's name and phone number. Make sentences clear and paragraphs concise. Keep your paragraphs short. The entire press release should be less than one page long.
Sample Press Release
For Immediate Release
New River Valley Alumni Chapter of the Virginia Tech Alumni Association
Contact: Felicity Publicity, 540/555-1111
Blacksburg - A Scholarship Dinner is scheduled for August 21, 2005, at 6:00 p.m. in the Holtzman Alumni Center in Blacksburg, Virginia. La Cuisine will present a seven-course French feast, with live music by Ramón Trilling and his dance band.
Anyone may attend the dinner sponsored by the New River Valley Chapter of the Virginia Tech Alumni Association. Tickets are $40 per couple, and reservations may be made by telephone.
Raffle tickets will be sold, for a week-long walking tour of the Tyrolese Alps. Proceeds of the dinner and the raffle will go to the New River Valley Scholarship Fund which provides freshman year scholarships to selected local students attending Virginia Tech. In past years, the chapter provides thousands of dollars annually to local students!
For more information or to make reservations, contact Stella Knows at 540/555-1111.
Other public relations tools
- Public service announcements
- Community calendars
- TV calendars
Legislative Advocacy: Hokies for Higher Education
Hokies for Higher Education: Virginia alumni and friends supporting Virginia Tech and higher education.
Who are the Hokies for Higher Education?
A network of non-partisan, statewide 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 are willing to speak out on issues of importance to Virginia Tech and higher education, and to cultivate support among elected officials.
What will I be expected to do as a member?
Members will be asked to communicate their support for higher education and Virginia Tech to public officials, including state legislators, members of Congress, or local officials as appropriate. Depending on the individual and the situation, personal visits at home and in Richmond, letters, telephone calls, e-mail, or other means might be most effective. The ultimate goal is establishment of ongoing relationships between Virginia Tech alumni and state and local elected officials across the state.
What kind of issues will be addressed?
The primary focus will be to create a positive climate for support of higher education and Virginia Tech. On occasion, there may be issues or projects of particular significance to Virginia Tech that you could be asked to address. Individual members may want to be more or less involved from time to time based on personal interests and available time.
How will members keep up with the constantly changing issues?
The Alumni Association will provide periodic emails and mailings of news clippings and short reports on issues of interest to the university. Alumni Association and university officials will be available to answer questions, provide information, and meet with members.
How are the Hokies for Higher Education supported?
The group is part of the ongoing operations of the Virginia Tech Alumni Association, which is supported entirely by non-state funds.
Legislative Advocacy: How to Get Involved
Virginia Tech and all of higher education continue to need your help with members of the General Assembly. In 2002, supporters of higher education were heard loudly when they voted to support the higher education bond issue, which will bring over $900 million to our state supported colleges and universities to support capital building projects. In 2004, higher education advocacy played a critical role in restoring funds to address base adequacy funding for the institutions.
Alumni and friends of Virginia Tech were essential to the passage of the Higher Education Restructuring Act and as well as funding for a number of other key Virginia Tech initiatives during the 2005 session. These included funding of $1.1 million to support the Critical Staff Initiative for the Virginia Cooperative Extension and Agricultural Experiment Station. Additionally, the Corps of Cadets received $150,000 to help support enrollment growth and its unique military activities.
Our advocacy work continues as we approach the upcoming General Assembly session. There are a number of ways alumni chapters can get involved and show their support of higher education. A few examples are listed below:
Invite Legislators to Participate in Local Chapter Events
Review your list of upcoming chapter events and invite your local delegate or senator to participate in one. Virginia Tech's Government Relations Office can help you with proper protocol for inviting and hosting a state legislator. Please contact Laura Fornash, Associate Director for Government Relations at 804-786-1604 or Fornash@vt.edu for more assistance.
Attend Hokie Day at the General Assembly -
Join fellow Hokies in Richmond for an update on issues affecting Virginia Tech and higher education and then go to the General Assembly building to visit legislators to share salient points. A luncheon discussion is held after the visits. Contact Betty Lee, bettylee@vt.edu, to register.
Sign up for the Hokies for Higher Education Mailing List to Support Legislative Advocacy
If you would like to be added to the Hokies for Higher Education mailing list, contact Betty Lee at bettylee@vt.edu
Virginia Tech Priorities for 2006-2008
Base Budget Adequacy.
The Joint Subcommittee on Higher Education Funding Policies was charged with studying the funding needs of higher education and developing funding models to address those needs. The Joint Subcommittee funding model determines the adequacy of each institution's base budget funding compared to national norms. According to the State Council of Higher Education for Virginia , there was an estimated funding shortfall for Virginia higher education institutions of approximately $300 to $400 million for the 2004-06 biennium.
Restructuring Initiative (formerly Charter Initiative).
Virginia Tech is in the process of negotiating a management agreement with the Administration which must be completed by November 15. The management agreement will include additional autonomy for the university in the areas of capital outlay, leasing, procurement, information technology, human resources, and financial management. The Governor will make a recommendation in the Budget Bill as to whether or not to accept the management agreement. The General Assembly will vote on the Governor's budget during the 2005 session.
Commonwealth Staffing Initiative.
The Commonwealth Staffing Initiative (CSI) will support 18 field specialists and 20 county/city agents who will be divided among the six extension districts across the Commonwealth. These new field specialists and agents will directly address four priority research and extension areas that have been identified after intensive discussions with local government and community leaders. These four areas are: (1) sustaining agriculture and the environment; (2) developing our communities; (3) growing the green industry, and (4) families and youth. The budget requirement for these positions is estimated to be $2.1 million in each year of the biennium.
Unique Military Activities (UMA).
The University proposes to seek additional funding for the Virginia Tech Corps of Cadets. The Virginia Tech Corps of Cadets anticipates enrollment for fall 2006 to be 790 cadets. The University is coordinating this request with the Virginia Military Institute.
Other priorities for Virginia Tech will include a research initiative, faculty salary increases, classified salary increases, financial aid, maintenance reserve funding, and the equipment trust fund program.
University Restructuring
One of the highlights of the 2004-5 academic year at Virginia Tech will be the effort by the university to establish a new approach to funding higher education. Over the past year, Virginia Tech, the University of Virginia and the College of William and Mary, developed a plan to address Virginia's budget difficulties and improve Virginia higher education. Under the proposed legislation which will be brought forth in the 2005 legislative session, the three institutions would become "Commonwealth Chartered Universities," public, state-affiliated schools with boards of visitors appointed by the governor, confirmed by the General Assembly, and accountable to the commonwealth.
Throughout the fall semester, university leaders will work with members of the executive and legislative branches of state government to review and strengthen the chartered university initiative. We believe the proposed legislation is the best opportunity to preserve the academic quality of Virginia's great public colleges and universities.
To help the Virginia Tech community understand the impact of this legislation, the university has created this web site which contains a broad range of information on this very important issue, including the legislation, public presentations on the implications of the legislation, FAQ's, and links to information compiled by the University of Virginia and the College of William & Mary, Virginia Tech's partners in this legislative proposal. Please visit this site for continuously updated information, which will include information regarding small group and town hall meetings with university leaders.
This approach proposed by Virginia Tech and our sister schools will bolster Virginia's remarkable but strained higher education system. Feedback from the university community is important. We encourage you to contribute to our website's feedback site.
Chartered Universities Remain Public Universities
- Remain public schools accountable to the commonwealth.
- Any chartered university will have the authority to adopt its own policies and administrative functions to better manage the enterprise.
- In exchange for this authority, schools will receive a lower percentage of future NEW taxpayer dollars relative to other schools.
- Charter status is open to all colleges and universities in the commonwealth.
Enhance Quality and Excellence
- Base Budget Adequacy is the amount of resources, determined by the state, needed to fully fund the university's operations and academic programs. Over a six-year period, Virginia Tech's estimated total is $64.2 million.
- Top 30 Research Initiative = benefit to commonwealth through economic development.
- Preserve the university's outreach/service land-grant mission.
- Enhance classified staff benefits and retirement options.
- Additional resources for new faculty, more classes, smaller classes, and faculty competitiveness.
Continued Access and Affordability
- Virginia Tech tuition to be benchmarked to 60th percentile of peers (currently lowest).
- Enhance financial aid packages for needy students.
- Increase enrollments to meet future demand of the commonwealth.
- Stable and Predictable Funding
- Ability to respond to higher education market pricing without restrictive tuition caps.
- Needed for universities' long-range planning and families' tuition horizons
Flexibility to Operate More Efficiently
- Operational flexibility under the policies and procedures of the board of visitors to further continue decentralization efforts at the state level.
- Allows universities to carry out administrative and business operations at the local level.
- Results in less demand on state resources and provides an alternative to state funding of higher education.
Accountability Measures
- Remain accountable to the governor, General Assembly and the citizens of the commonwealth.
- Audits by the auditor of public accounts.
- SCHEV oversight on program approvals and institutional effectiveness measures.
- Charter agreements will include performance standards such as: In and out-of-state ratios, 60th percentile for faculty salaries, cost of education determined by state, and enrollment projections.
What is a Chartered University?
A chartered university is a public university which has been granted authority by the General Assembly and governor to operate in accordance with financial and administrative policies adopted by the board of visitors and is held accountable to the commonwealth through management standards and institutional effectiveness measures agreed to by the commonwealth.
What is the Purpose of the Chartered University Initiative?
- The charter initiative is fundamentally about preserving the quality of the higher education enterprise and the programs available to Virginians. The chartered university initiative will assist the commonwealth in developing new funding for higher education, while ensuring access regardless of financial need.
- This purpose will be accomplished by allowing chartered institutions the flexibility to utilize their revenue capacity and asset base - coupled with continued general fund base support and a smaller share of NEW general funds - to meet their funding requirements.
- By chartered universities taking a smaller share of NEW general funds, the commonwealth may be able to provide additional general funds to other colleges and universities and assist in achieving the commonwealth funding goals for higher education.
What are the Major Components of the Chartered University Initiative?
- Allows institutions to operate in accordance with agreements authorized by the General Assembly and governor.
- Provides authority to utilize the asset base and revenue capacity to effectively fund and manage the institution.
- Reduces demand for NEW general fund dollars that could be used for other higher education institutions or other state priorities.
- Maintains full accountability to the commonwealth through performance and accountability measures including enrollment projections
and new program approvals. - Empowers boards of visitors to adopt administrative and financial policies for governing the university and to set tuition and fees relative to the institutions' cost of education determined in accordance with state guidelines.
Why is Chartered Status Needed?
- To assist the commonwealth in funding its goals for higher education for faculty salaries and base adequacy. This will help address the funding needs of chartered and other institutions in order to maintain and continuously improve the quality of higher education for students, to strengthen research and outreach programs, and to support state economic growth and development.
- To allow for a new governance model, which provides accountability to the commonwealth and also allows institutions to operate under the authority of the board of visitors, through policies addressing the financial and administrative operations of the university.
- To provide enhanced funding through the use of the institution's asset base, revenue capacity, and growth in NEW general funds in accordance with approved cost of education determined by the commonwealth and an agreed upon split of general funds and non-general funds.
What are the Funding Needs and Sources of Funds?
Critical Investments; Institutional Student Financial Aid; Base Budget Adequacy; Faculty Salaries; Staff Salaries; Academic Initiatives Revenue Sources Direct and Indirect Costs from Grants and Contracts; Self-Generated Revenues from Business Operations; General Funds; Tuition and Fee Capacity; University Affiliated Corporations and Collaboration; Arrangements with other Entities; Private Support.