Network Leaders Handbook

Transcription

1 Network Leaders Handbook

2 Introduction Georgia Tech Alumni Association Networks are a group of Georgia Tech alumni and friends (including parents, fans, etc.) that connects with each other in support of Georgia Tech. An official GT alumni network is chartered and approved by the Alumni Association and receives recognition and benefits associated with groups that support the mission and strategic focus of the Alumni Association and Georgia Tech. An alumni network: Helps promote Georgia Tech in each network s community Offers educational and networking programs to local alumni Supports the mission of both the Institute and the Alumni Association Increases involvement of alumni with each other through events and programs Shares accomplishments with the Alumni Association Table of Contents Network Standards or Building a Successful Alumni Network 3 Networks Benefits & Resources 4 Networks Financial Responsibility 5 Network Leagues Incentives & Recognition 6 Network Event & News Promotions 9 Scholarship 11 Network Online Resources 12 Alumni Networks Department Staff Len Contardo Vice President, Outreach Len.contardo@alumni.gatech.edu Jane Stoner Senior Manager, Networks Jane.stoner@alumni.gatech.edu Maureen Davidson Director, Networks & Affinity Groups Maureen.davidson@alumni.gatech.edu Nicole Holubar Manager of Alumni Metro Networks & Groups Nicole.holubar@alumni.gatech.edu

3 NETWORK STANDARDS FOR BUILDING A SUCCESSFUL ALUMNI NETWORK Network Standards for Building a Successful Alumni Network Adopt by-laws, approved by the GTAA Board of Trustees Volunteer Leadership & Development o Identify recruit and help train new volunteer leaders within the community Board members serve two year terms o Recruit alumni in community to support short-term projects/initiatives For example: Committee member, Host a Accepted Student Social, Help secure speaker for Network event, Support Roll Call o Host Leadership Team and Volunteer Recruitment Meetings throughout year See Network Activity Tracker for complete details o Make an annual plan map out goals for the next year o Be prepared, but be flexible o Have appreciation for volunteers o Regular Communication with the Alumni Outreach Department Plan, execute and promote events to engage GT alumni and friends from the local community (Student Support, Philanthropy, Spirit, Career/Education, Community Service) o If in close proximity to Metro Atlanta, encourage network member participation in GTAA Signature events/offerings (Pi Mile, Mentor Jackets, Dinner Jackets, Speed Networking, Career Services, Alumni Travel) Marketing and Social Media o Consistent and relevant communication with Network Facebook keep up to date with a minimum of one post monthly o Encourage and promote network member participation in GTAA Signature events/offerings (Pi Mile, Mentor Jackets, Dinner Jackets, Speed Networking, Career Services, Alumni Travel, etc.) o Participate in and encourage Roll Call participation Build and Maintain a Scholarship

4 NETWORKS BENEFITS & RESOURCES Support provided by Alumni Association to Network Dedicated Staff Support help with planning, strategy, volunteer recruitment and development o Leadership Team Training (conference calls, webinars) o Updated Alumni Data List o Monthly Tracking Update o Event Speaker recruitment o Scholarship development/facilitation Network Group Events o Event planning support o E-newsletter event promotion (1 month out from event) o Participation in events packaged and promoted by GTAA o Invitations (see marketing page) o Giveaways for select events o Support to secure GT autographed items Marketing/Promotion o GTAA supported Webpage o Promotion of events on GTAA Events Calendar o E-Newsletters (Monthly or Quarterly) o Inclusion in Metro Mailer/Buzzwords o Volunteer Recruitment o Surveys o Custom Roll Call Solicitation for the network o Geographical Data List of alumni, parents and friends

5 Network Finance Responsibilities The Alumni Association is considered a non-profit organization under Federal Regulation 501 (c)(3) Organizations for the Advancement of Education. Networks are a non-profit under Federal Regulation 501(c)(7) Social Recreational networks. As such networks are their own entity and have to possess their own tax ID# (EIN). Report all tax ID# (EIN) to the Georgia Tech Outreach Department Neither the Alumni Association nor the networks are tax exempt organizations all must pay sales taxes as appropriate. A network must have an EIN# to open a bank account in the network s name. The bank account should be a non-interest bearing account. Accounts must require two signatures per check (president & Treasurer) Recommended balance of $1000 in checking account. A balance of more than this amount can alert suspicion by IRS End of the Year Financial Form is required by July 15 The purpose of this form is to allow the Alumni Association to keep current on the financial condition of each network and to comply with our yearly audit. The form is located in the Leaders Toolkit.

6 NETWORK LEAGUES INCENTIVES & RECOGNITION LEAGUES Georgia Leagues White & Gold Greater Atlanta Area Networks 2,500+ alumni Ramblin Wreck Georgia Networks less than 2,500 alumni Out of State Leagues White & Gold Networks with 1,000+ alumni Ramblin Wreck Networks with less than 1000 alumni INCENTIVES & RECOGNITION Overall Winner: #1 network overall (highest % of points achieved) recognized on plaque at the GTAA #1 network overall (highest % of points achieved) to receive pop up banner Call with Marketing VP to discuss Social Media/Marketing strategy Top network from each league: Featured in Alumni Magazine Featured on screen in GTAA lobby Featured on GTAA Social Media Featured on GTAA website Will receive officer name badges Top 2 Networks from each league: #1 Network from each league will receive $1,000 #2 Network from each league receive $250

7 Top 3 networks from each league: Featured on GTAA network website homepage Receive GTAA Promotional Kit of supplies for following year Recognition at LGT Volunteer Rewards GTAA Experiences Volunteer leaders from top 4 performing Networks can select from one of the following experiences listed below All experiences are based on availability and must be requested a minimum of 90 days in advance. See below for details. Subject to availability. President from top Network in each league (4) Nominated Officer from top Network in each league (4) Outstanding Alumni Award Recipient (1) Outstanding Volunteer Award Recipient (1) Select from one of the following experiences: Ride the Wreck Behind the Scenes Tour/Special Access (McCamish Football season, Dodd Baseball season, Edge) Dinner with member of Speakers bureau, academic, athletics Dinner with Joe Irwin & Chair of the GT Alumni Association Guest at AA Suite during home game Dinner with campus leader Career Assessment with Director of Career Services 2 tickets to bowl game Tickets to Basketball/football game CRC Free membership/parking 3 months Invitation to Leadership Georgia Tech tailgate/gtaa suite Wreck glass plaque GROUP AWARDS: Outstanding event/fundraiser Recognition at LGT Recognition on website/social media Outstanding Roll Call Criteria o Highest % increase from previous year Reward: o Recognition at LGT o Recognition on website/social media

8 Most Improved Network Criteria o Full Leadership Team o % point increase from previous year o Hosed a minimum of 1 event each Student Social, Spirit/Social/Professional Networking; Philanthropy/Community Service o End of fiscal year financial forms submitted o Network support of Roll Call (Thank-A-Thon, drafted /letter, monthly social media push) Reward: o Recognition at LGT o Recognition on website/social media INDIVIDUAL AWARDS Outstanding Alumni Recognition at LGT Recognition on website/social media plaque Select from list of GTAA experiences (based on availability) Outstanding Volunteer Recognition at LGT Recognition on website/social media plaque Select from list of GTAA experiences (based on availability)

9 NETWORK EVENTS & NEWS PROMOTIONS Networks that submit their Pre-Event Submission Form with enough notice have the opportunity to get their events promoted by the GT Alumni Association. The three main forms of promotion include: 1) Events Calendar Listings (all events will be posted to the calendar) 2) Blasts (Event or Newsletter) 3) Hard Copy Mailings Events Calendar Networks are encouraged to submit information regarding their events via the Pre-Event Submission Form as early in advance as possible. The goal timeline suggested is six weeks in advance of the event. Once the form is submitted, GT Alumni Association staff will post your event on the main calendar listing (gtalumni.org/calendar). The event will also appear on your network s home page. This can take one to two business days to process. When submitting your Pre-Event Submission Form, please make sure to: 1) Be as detailed about your event as possible, including an overview of the event and what type of activities are included; 2) Include any relevant payment information, e.g., external links (PayPal, Eventbrite, etc.), mailing address for checks, and who to address a check to; 3) What is included in the cost of the event, if applicable; 4) RSVP deadline, if applicable. Blasts Event-Based s Once a network has submitted a Pre-Event Submission Form, the event may be eligible for an blast. As mentioned above, we suggested that networks submit their Pre- Event Submission form around six weeks before the event date. Network s are now only allowed to be sent on Thursdays, therefore networks must submit their forms the Wednesday before the week they would like their event to be sent. For example, if you would like your event to be sent on Thursday,

10 November 27 th, you must submit your Pre-Event Submission Form by Wednesday, November 22 nd to allow enough time for creation. Networks are encouraged to complete the Preferred Wording field in the Pre-Event Submission Form to give a personal and detailed touch to their . However, please be aware that the GT Alumni Association reserves the right to reword any language submitted. Networks are also encouraged to attach an image to their submission to be used in the . If the image does not fit within the template (main images are 702 px by 250 px), the Alumni Association reserves the right to use another image. Networks are allowed to have two s sent per event. The first announcement will be sent approximately one month before the event or the RSVP deadline. The second reminder will be sent within a week of the event date or RSVP deadline. If a network does not submit the Pre-Event Submission form in time for the GT Alumni Association to give your network a week s notice, we reserve the right to deny an and work with you to promote the event through alternative outlets. Newsletter-Based s Networks are permitted to create two newsletters per year to be distributed to alumni and contacts within their area. Network newsletters typically include: a letter from the president, the network s officer listing, upcoming event listings, past event updates, and other general network announcements. These s are also only able to send these newsletters on Thursdays, as with event announcements. The network is encouraged to include as much content and photos for the newsletter as possible. Networks wishing to submit a newsletter or receive an example of previous network newsletters should contact Nicole Holubar, Manager of Alumni Networks & Groups, at nicole.holubar@alumni.gatech.edu. Certain network events may also be featured in larger GT Alumni Association publications at the discretion of the Networks staff. This can include the BUZZwords newsletter, the Metro Mailer, the Alumni Magazine, GT Gold (YAC newsletter) or GTAA social media outlets. Hard Copy Mailings For campus speaker events and signature fundraising events, networks are able to receive a hard copy invitation mailing in addition to the blast (up to two per year). As noted above, networks are encourage to submit their Pre-Event Submission Form as soon as possible. The targeted timeline for mailing these invitations is five weeks prior to the event. Unless otherwise noted, these invitations are only mailed to individuals within a network without an address on file. These invitations are designed by the T Alumni Association staff, but guidance from networks contacts is always encouraged.

11 Fall Network and Affinity Group Scholarship Dates and Deadlines Annually: November 15: January 10: January 25: February 15: March 5: April 1: May 1: June 1: August: January: Fundraise for your scholarship(s). Your scholarship dollars make a huge difference! Scholarship Application is available (this is an approximate date based on our new website). Admission Application deadline for all students. Network and Affinity Group Scholarship Application deadline. Financial Aid Application deadline. All scholarship recipient names must be submitted to the Alumni Association by this date from the Networks and Affinity Groups. All students receive their financial information noting scholarships received. Student deposit deadline. Networks and Affinity Groups will receive a scholarship invoice noting if there is a remaining balance to cover the fall scholarships. At least one-half of your total scholarship award(s) must be in your account by June 30 with the balance due December 31. One-half of the scholarship award is disbursed to the student accounts. The balance of the scholarship award is disbursed to the student account.

12 Network Online Resources Leadership & Volunteers o Sample Leadership Team Job Descriptions o Tips for Recruiting and Delegating o Working with Volunteers o Building a Successful Network Marketing & Branding o Marketing Timeline, Resources and Tips o Social Media tips o Communications Strategy Events & Engagement Ideas o Event Planning Tips o Event Planning Timelines o Requesting Speakers & Signed Auction Items Philanthropy o Roll Call support o Scholarships, Admissions and more Recorded Calls & Webinars o GTAA Calls with a Topic Volunteer Engagement, Marketing/Branding, Career Services/Networking, etc. Networks Online Toolkit ( Find and request a Great Tech Speaker for your event Pre-Event Submission Form o Submit your upcoming event details for electronic invitations, calendar updates and newsletters. Post-Event Submission Form o Let us know how your network event went! Report attendance information and event comments with this form. Goody Box Form o Need supplies for your upcoming event? Fill out the Goody Box form and we will put together a box of supplies for you. Nametags, GT pins, etc

13 Network Officer/Leader Update Form o Submit your network leader contact information online. Network geographical Data List Request Form (alumni, parents, friends & AT) Network Group Financial Form o Submit your Financials for the year.