Alumni Resource Book
Alumni Association   •   Truman State University    •   Kirksville, Missouri

TABLE OF CONTENTS

1. Introduction

2. Contacts

Chapter & Club
Alumni Board of Directors
University Info

3. Chapter/Club Management

Purpose
Structure
General Administrative Info
Tips for Successful Chapters & Clubs
Working with Volunteers
Working with the University
Planning for Officer Succession
Honor Chapter Structure & Points System
Sample Alumni Survey

4. Membership

Benefits of Chapter Membership
How to Build Chapter Membership

 5. Communications

Chapter Communications
Chapter Email Accounts

Social Media Best Practices 

Sample Membership Letters
Miscellaneous Communications Samples

6. Event Planning

Organizing & Planning Events
Banquet Planning
Care Package Event
College Fair Program
Freshmen Send-Off
Golf Tournaments
Member-at-Large Events: Tailgate
Silent Auction
Other Event Suggestions
Listing of All 2011 Alumni Events

 7. Marketing Alumni Events

Guidelines for Submitting Event Info to the University
   ALUMNI EVENT SUBMISSION FORMS
    
-Online Event Form
     -Printer-friendly Event Form (PDF file)

8. Scholarships

Establishing a Foundation Scholarship
Current Chapter Scholarships & Criteria
Sample Scholarship Appeal Pieces
Sample Thank-You Note to Donor

 
 

Alumni Association
Truman State University
McClain Hall 205
100 E. Normal
Kirksville, Missouri 63501-4221
Telephone: (800) 452-6678 or (660) 785-4133

email: alumni@truman.edu
Web Site: http://alumni.truman.edu


5. Communications: Chapter Communications

 

University Prepared Mailings: 
The University provides at least three mailings per year for each chapter:

  1. Annual membership mailing sent at the end of the year.

  2. Most chapters use the chapter banquet invitations as another mailing. 

  3. The third mailing is at the discretion of the chapter’s executive board and the Office of Advancement.

The University requires eight weeks lead time for invitations and postcards printed by the University.

 

Email: 
Email is an inexpensive way to reach local alumni.  The University can pull email addresses for local alumni and send an email on behalf of a chapter.  A lead time of four weeks is recommended for bulk emails. If you send a bulk email on behalf of your chapter, you should keep the following in mind when sending out email communications:

 

  • Always blind carbon copy (BCC) your recipients.  First of all, your recipient list will be very long and people don’t want to read through a page of names before they get to the substance of the email.  Second of all, many alumni will not want their email address shared and BCC is the easiest way to insure that you are not accidentally disclosing someone’s email address.

  • CC: Denise Smith    Please send a copy of all emails to dlsmith@truman.edu. Chapters receive credit for communications with their members and CC:’ing Denise is the easiest way to report an email communication.  You should also list the communication on your event and communication report.

  • Use at least the word TRUMAN and preferably your club or chapter name somewhere in the subject line of the email.  This helps the reader quickly identify the email as something they might like to read.  This is especially important if the emails in your chapter are sent by more than one individual or a new leader.

 

For information on alumni chapter email accounts, go toElectronic Communications”.

 

Chapter Newsletter: 
Some chapters prepare their own chapter newsletter.  It is best to mail chapter newsletters to a select group (current members, members from the past three years, attendees from events in the past three years, etc.) rather than the entire population of alumni in your local area in order to keep costs at a minimum. The university will also email your newsletter for you. When sending the University your newsletter, please send a Microsoft Word or Microsoft Publisher file in case any edits are necessary.

 

Web site: 
Each chapter has their own Web site which is linked to the University Web site. 

 

      Arizona:                       http://alumni.truman.edu/chapters/Arizona

      Chicago:                     http://alumni.truman.edu/chapters/Chicago

      Colorado:                    http://alumni.truman.edu/chapters/Colorado

      Dallas:                         http://alumni.truman.edu/chapters/Dallas

      Iowa:                            http://alumni.truman.edu/chapters/Iowa

      Kansas City:               http://alumni.truman.edu/chapters/KansasCity

      Mid-Atlantic:                http://alumni.truman.edu/chapters/MidAtlantic

      Mid-Missouri:              http://alumni.truman.edu/chapters/MidMissouri
 Northeast Missourihttp://alumni.truman.edu/chapters/NortheastMissouri

      St. Louis:                     http://alumni.truman.edu/chapters/StLouis