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CLASS PRESIDENTS HANDBOOK | 2019 a Letter from the ACLC President

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CLASS PRESIDENTS HANDBOOK | 2019 a Letter from the ACLC President CLASS PRESIDENTS HANDBOOK | 2019 A Letter from the ACLC President Dear Class Presidents, Thank you for volunteering your time to lead and direct your class activities, as well as represent your classmates at a variety of on- campus meetings and conferences. The Alumni Class Leadership Council (ACLC) is the advisory board for class leadership. We are comprised of volunteer alumni leaders (class presidents and reunion chairs) from classes across eight decades. Working alongside Penn Alumni Relations and The Penn Fund, we are dedicated to help strengthen the ties between alumni and the University by providing the tools to help class leaders ENGAGE with their class, ENCOURAGE participation in key University events (i.e. Homecoming, Alumni Weekend), as well as sponsor non-reunion year activities, and BUILD STRONG CLASS LEADERSHIP. This handbook will guide you through the following: • Ideas on building a vital class board structure • What you need to know about class communications • What you could be doing to promote class engagement • What services and support are available - Helpful resources and examples of class communications can be found on the ACLC website at www.alumni.upenn.edu/aclc. The ACLC is here to serve the needs of class leadership for reunion and non-reunion related activities, and share the best practices we’ve culled over the years from high-performing classes. We are a vital resource to help you engage your classmates with each other and the University, at Penn and around the world. While we will be reaching out to you on a regular basis, please feel free to contact me or any ACLC board member if we can be of any additional assistance to you. Yours for Penn! Greg Suss, C’75 Alumni Class Leadership Council President [email protected] 1 How to use this book Utilize this handbook as a strategic guide to keep your class engaged with each other and the University. Throughout the handbook you will find helpful tips to build and maintain a strong class board, navigate the five-year reunion cycle, and develop a strategic communications plan. Class Presidents’ Checklist: q Stay in touch with your Alumni Relations and Penn Fund staff liaisons. Liaison contact information is listed on your class website. www.alumni.upenn.edu/class. q Review your Class website to ensure it is up-to-date. Notify your Alumni Relations staff liaison with any updates. www.alumni.upenn.edu/class. q Keep your class leadership informed by sharing University news and event invitations. Schedule regular calls to update your leadership during the five-year class reunion cycle. Your Alumni Relations staff liaison can provide a conference call in number. q Work with your communications chair (if applicable) to send class communications. • Your Alumni Relations liaison will provide email send dates, templates, and content recommendations. • It is recommended you keep in touch with your class by sending at least two emails per year during non-reunion years. q Utilize the Alumni Class Leadership Council (ACLC) as a resource. Visit www.alumni.upenn.edu/aclc. q Keep an active social media presence to keep your class engaged and informed. Refer to ACLC members and your staff liaison for best practices for posting to your class social platforms. Join the Penn Alumni Leaders Facebook Group for weekly tips shared by members of the ACLC and class leaders. Share ideas and join the discussion. www.facebook.com/groups/PennAlumniClassLeaders/ 2 Maintaining a Strong Class Board The most active and engaged classes are led by a well-organized executive committee that serves as the policy making and governing body of the class. Successful class officers are individuals who believe in giving back to the University with their time and talent. The ideal executive committee comprises a diverse group of classmates (both elected and appointed positions) who serve as class officers and committee chairs, and share a commitment to involving the broadest possible range of classmates in class activities during the reunion cycle as well as during non-reunion years. Activities can take place on campus and around the world. Class Leadership Elected Positions: Class Elections are held in July for the 5th through 40th reunion classes. During this time, classmates can nominate individuals who have been involved on a committee to a leadership position (Please note: nominees must have some type of volunteer involvement with Penn). Positions include president, executive vice president or administrative vice president; leadership installed at Homecoming. Co-leadership is welcome. If there is no opposing nominee, the existing class leadership can create a slate for their Class to install for the next five-year term. Class President(s) The role of the president(s) is to represent the class at Penn events and collaborates with the Development and Alumni Relations office and the Alumni Class Leadership Council (ACLC). An additional responsibility of the class president is to represent their class at Commencement as part of the academic procession. It provides an opportunity to participate in this iconic “end-of-year” celebration, interact with the graduates, and have an additional networking opportunity with fellow presidents. Vice President(s) The role of the vice president(s) is to manage internal class committees and chairs, as well as attend meetings, and Penn events. Administrative Vice President(s) The role of the administrative vice president(s) is to maintain minutes and agendas, notes, and class contact information. Work in tandem with the class communication chair(s) to deliver timely and ongoing engagement messaging to classmates. Class leadership works together to: q Serve on the reunion committee. q Organize and recruit classmates to get involved in between reunions. q Develop class communications to recruit new members for various committees. q Schedule monthly or quarterly calls and meetings to touch base. q Assign tasks and hold your board accountable for carrying out the tasks assigned. • Tip: Work with your board to update class lists. This should be an ongoing activity. Work with your Alumni Relations liaison to review class lists, lost alumni lists, and those who may have unintentionally been added to the Penn no contact list. q Review roles for elected and appointed officers. Create your own roles for leadership. Keep your Classes and Reunions liaison informed of new volunteers. Example: classes have appointed development, community service, and regional chairs to help plan events. 3 The Five Year Reunion Cycle Below is a list of things you and your class leadership can do during the five-year class reunion cycle. Every Year Reunion Year • Gather classmates at Penn • Attend the Penn Reunion events (Engaging Minds, The Leadership Conference and Power of Penn events, etc.) encourage classmates to join • Make a gift to The Penn Fund you and encourage classmates to do the same • Attend Homecoming and organize a class gathering • Use social media to stay connected to classmates and • Maximize your impact by share your love of Penn making a 5 year pledge to The Penn Fund and/or class • Subscribe to Penn News Today scholarship for the latest in Penn news (penntoday.upenn.edu) • Host and/or attend pre-reunion • Encourage classmates to update events their QuakerNet profile • Class Elections are held for • Share a save the date with • Gift and outreach committee • Utilize your class emails 5th through 40th reunion classmates for next reunion on chairs recruit classmates to the to maintain connection to classes. Support newly elected all communications committees classmates, share Penn news, officers and attend the Class 4th Year • Outreach committee members events, and classmate profiles Officers Installation during Homecoming 1 Year Prior to Reunion make personal calls to • Recruit Classmates to attend classmates and ask them to • Continue outreach to update Alumni Weekend and • Attend Homecoming and come back to Penn Homecoming Weekend continue the celebration classmate contact information, and search for lost and inactive • Gift committee members featuring Arts and Culture at • Keep in touch with your alumni make personal solicitations of Penn Alumni Relations and Penn classmates and ask them to give • During Alumni Weekend use Fund liaisons • Theme class emails to maintain back to Penn the all alumni event Taste of connection to classmates and • Plan a class outreach initiative generate excitement leading up Penn Spectrum at FranklinFest or community service project • Engage and inform classmates and yPenn Highball for a Class to your reunion for the next four years through email communications meet up • Gift committee chairs review • Encourage reunion volunteers • During Homecoming 2nd Year prospective committee members to use the Mobile Volunteer Weekend utilize class decades • Keep in touch – plan virtual Portal and QuakerNet to reach tables at QuakerFest, a pre- or in person meetings to work • Outreach committee chairs classmates game tailgate on class community outreach begin building their committee project, and plan class meet- • Collaborate with your reunion • Review classmates with • Remind classmates to mark committee to brand and ups using Penn or regional club their calendars for the contact exclusions market your reunion events upcoming reunion • Continue to grow your • Confirm you have a working Facebook following and keep PennKey and password 1st Year classmates engaged. After Reunion 3rd Year • Send a post-AW email message • Begin outreach to update Stay in contact with your Alumni with pictures, a positive classmates contact information, Relations and Penn Fund staff liaisons message (Thanks to those who and search for lost and inactive throughout the entire reunion cycle. came, for those who didn’t, we alumni missed you!) 4 Engagement Opportunities Keep your class active and informed about upcoming events! q Utilize existing Penn Alumni events as class events: Homecoming, Alumni Weekend, Engaging Minds, and The Power of Penn regional events. For a full list of events visit: www.alumni.upenn.edu/events.
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