Alumni Association

2004 Chapter Officers Forum

Chapter Public Relations and Communications

I. The Alumni Association's Role

  • 2 mailings per fiscal year (includes 2 automatic e-mails)
  • 5 - 8 additional e-mails per fiscal year
  • Host chapter website

II. The Chapter’s Role

  • Self mailings
  • E-mails from internal chapter lists
  • Build and maintain chapter website
  • Other forms of communication (internal chapter newsletter)

Chapter Publications (Mailings and E-mails)

Submitting your material for a Chapter Mailing

  • Requests and all information must be submitted 6 to 8 weeks prior to the RSVP or event date. If you are in the following states or areas you are required to submit information 8 weeks prior to RSVP or event date (please see attached map).
  • All information submitted less than eight/ten weeks of the RSVP or event date will be evaluated according to the Communication Schedule.
  • Use the Chapter mailing/e-mail request form (available for most types of chapter events)

Submitting your material for a Chapter E-mail
(Does not refer to e-mails automatically given for chapter mailing request)

  • Each chapter will receive around 5 - 8 additional e-mails that must be submitted at least two weeks prior to the RSVP or event date.

THE CHAPTER MAILING PROCESS

  • Chapter mailing is created; addresses are pulled and sent to Printing and Mailing Manager
  • Chapter mailing is converted into a PDF and e-mailed to president and liaison for approval or changes
  • Changes are made, if applicable
  • Chapter mailing is distributed to two - three proofing staffers
  • Changes are made, if applicable
  • Chapter mailing is distributed to Debbie and/or Sam and Tom
  • Changes are made, if applicable
  • Chapter mailing is e-mailed to president and liaison for final approval, if needed
  • Chapter mailing is distributed to Cathy Lally
  • Changes are made, if applicable
  • Chapter mailing is given to Printing and Mailing Manager to print, address, and mail

THE CHAPTER E-MAIL PROCESS

  • Chapter e-mail is created; addresses are pulled
  • Chapter e-mail is e-mailed to chapter president and liaison for approval or changes
  • Changes are made, if applicable
  • Chapter e-mail is distributed to Debbie and/or Sam and Tom
  • Changes are made, if applicable
  • Chapter e-mail is tested by e-mailing it to designated staff members
  • Changes are made, if applicable
  • Chapter e-mail is sent

Chapter Websites

Update your websites often

Register your website with search engines

Chapter Liaisons

When mailers and e-mails are requested by chapters, please let Communications Director and Assistant Communications Director know who the exact audience is going to be. Also, indicate if a mailer needs to go to students.  We have to request student addresses from Admissions and the process can take up to 2 weeks for a response.

Miscellaneous

We cannot give out mailing or e-mail addresses.
We can provide mailing addresses pre-printed on labels to the Chapter President.