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

TABLE OF CONTENTS

1. Introduction

2. Contacts

Chapter & Club
Alumni Board of Directors
University Contact 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

 5. Communications

Chapter Communications
Electronic Communications

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

  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

E-mail: alumni@truman.edu
Web Site: http://alumni.truman.edu


6. Event Planning: College Fair Program

Purpose: Alumni representation at college fairs supports the Truman State University mission by increasing exposure to qualified high school students and encouraging alumni to market their alma mater.

 

STEP 1:  ESTABLISH A COLLEGE FAIR CHAIRPERSON

 

The Board should ask for a volunteer to head up the college fair events or assign the duties to the chapter vice president.  Discussion of this activity should begin in the spring.

 

STEP 2:  ESTABLISH A LIST OF FAIRS TO ATTEND

 

C  University Coordination Required:  In the beginning, contact the University Office of Admissions with your list of preferred college fairs and ask them to contact the schools for an invitation to attend.  Once you’re established, the Office of Admissions will contact the Chairman with invitations.

 

In the beginning, you can start with your own school district and solicit a few other friends (alumni) to supply names of additional high schools and dates of their college fairs.  Fairs are usually set up by the counselor's office and in the case of multiple high schools; one school or the district may coordinate the event.  It is good to start planning early as many college fair invitations go out in the spring.  The University Office of Admissions will also have a list of schools and scheduled dates.   The University will need to establish direct correspondence with the school in order to obtain an invitation and/or confirmation letter. 

 

Helpful Tip: In your first year don't overload yourself.  Remember it is better to ensure you do a few fairs well, than to miss fairs or have tables unattended.

 

STEP 3: ESTABLISH A CALENDAR OF THE FAIRS

 

C University Coordination Required: Make sure the University Office of Admissions and the Office of Advancement have your college fair dates on their calendars.

 

A planner or wall calendar works well.  The calendar should include the name of the school, the time and the name of the alumni representing the chapter and university at the fair. 

 

Helpful Tip: You should contact the school's fair coordinator two to four weeks before the event to confirm the University’s attendance at the event if you haven’t received a printed confirmation letter. 

 

STEP 4: IDENTIFY ALUMNI REPRESENTATIVES

 

This program can be started with one person, but it is best with three or four alumni (the Dallas Chapter program started with five schools and six volunteers).  When beginning a program it is best to have two alumni at each school fair.  As expertise is developed, one coordinator can train another person at each fair. 

 

Helpful Tip:  Don't worry, this is not rocket science, each fair has its own nuances.

 

STEP 5: REQUEST MATERIALS FROM THE UNIVERSITY

 

C  University Coordination Required: Request college fair materials from the University Office of Advancement at least six weeks before the fair. 

 

Put together a kit for each fair with the following items:

Tablecloth with school emblem (host schools typically provide a table)

Approximately 20 response cards per school

Approximately 20-30 brochures per school plus list of majors

At least one catalog per school, leave with counselor

 

STEP 6: DETERMINE LOGISTICS OF TRANSFERRING THE KIT(S)

 

As a coordinator, this may be the most challenging part of the program.  It requires identifying the dates of the fairs, the alumni attending each fair and a transfer flow of the kit from one alumnus/na to another.  Often this must occur within 24 hours.  If you schedule multiple fairs on the same night you will need multiple kits.  Prepare an e-mail schedule with the expected flow and contact phone numbers to each alumnus/na in the chain.

 

STEP 7: PREPARATION MEETING

 

This can be done at your home and is necessary to distribute information on each high school and college fair, a brochure on Truman State University information, your kit flow documentation, and to answer any questions.  The meeting should be one to two weeks before the first college fair.  After a few years, many of your alumni will be familiar with the routine and schools, and you may be able to move this meeting closer to the first fair date.  You will not want to eliminate this meeting completely, as it is a great source of information for “first time” college fair recruits.

 

STEP 8: ENJOY THE FAIR!

 

Many past participants find representing the University at a college fair the most fulfilling alumni event available to a chapter member.  The high school students and parents are often very receptive to hearing about Truman.

 

STEP 9: RETURN COLLECTED DATA

 

C University Coordination Required: Return the response cards and kit materials to the University Office of Advancement. 

 

The response cards are postage paid and may be returned individually by the students.  Taking the time to collect the response cards and send them in together, however, helps the chapter assess responses, brochures distributed, etc. resulting from your efforts.  Depending on the number of brochures left over, you may want to keep them for next year or return them with the tablecloth. 

 

Make sure to include a list of fairs attended and the names of the volunteers for each fair in your notes to Truman State University. 

 

If it works for your chapter try it again next year.  It gets easier and has a tendency to grow!

  

SPECIAL NOTE:  For chapters in cities where most college fairs are attended by the University Office of Admissions representatives, encourage alumni to cover outlying schools not already covered by the Office of Admissions representative. 

  • The chapter executive board should select a college fair chairman. 
     

  • The chairman would work with the Office of Admissions representative for his/her area to coordinate alumni chapter representation at each event. 
     

  • The chairman should follow all other steps listed above.


 

COLLEGE FAIR CHECKLIST 

 

x Select the chapter’s college fair chairman (early spring).

x     Develop a list of fairs you would like to attend (six to eight months before fairs).

x    Submit the list of fairs and school/district contact information for each fair to the University Office of Admissions and Office of Advancement (four to six months

before fairs).

x     Solicit alumni to represent the chapter/university at each fair (two to four months before fairs).

x     Request materials from the Office of Admissions (six to eight weeks before fairs).

x     Prepare a written summary of flow of the college fair kit among volunteers.  E-mail flow plus all volunteer contact information to each volunteer (four weeks before the

first fair).

x     Contact the fair contact person if you have not received written confirmation (two to four weeks before the fair).

x    Preparation meeting (one to two weeks before the fair).

x     Return data to the University (one to three days after the fair).


 

SAMPLE VOLUNTEER E-MAIL

(Dallas Chapter)

 

Hello All,

 

Well we’re beginning our 12th year representing Truman State University at local high school college fairs. If you haven’t participated in this before, let me tell you it’s one of the most enjoyable and gratifying ways to donate a couple hours of your time to your alma mater. Each of past years we have attended 10-12 fairs with over 50-100 schools attending. The University provides us with all the materials we need and all you’re doing is answering questions about the school at their college fair.  Most of those questions are pretty repetitious:  Where is it?  Do they have the major I’m interested in?  What is the cost?  We are signed up to do the following schools but there are many we can’t get to on the optional school list. We need your help so just let me know which one(s) you wish to attend. You won’t regret it.

 

Thank you,

___________________

(XXX) XXX-XXXX

 

Monday, September 12th                             Plano East                             7-9 p.m.

Tuesday, September 13th                            Plano                                      6:30-9 p.m.

Wednesday, September 14th                      Allen                                        7-9 p.m.

Saturday, September 17th                           Richardson@Richland         5-7 p.m.

Tuesday, September 20th                            Jesuit                                      7-9 p.m.

Tuesday, September 20th                            Garland@Eastfield               7-9 p.m.

Thursday, September 22nd                          Coppell                                   6-8 p.m.

Saturday, September 24th                           Nor-Tex@UNT                       2:30-4:30 p.m.

 

We can do these if we have the additional Reps…Just let me know ASAP!

OPTIONAL SCHOOLS

Dallas                                    Wednesday, September 21st              7-9 p.m.

Wylie                                      Tuesday, September 13th                7-9 p.m.

Ft Worth                                 Monday, September 12th                 6-9 p.m.

Colleyville                              Monday, September 26th                 7-9 p.m.

Duncanville                           Thursday, September 22nd              7-9 p.m.

Mesquite                                Monday, September 19th                 7-9 p.m.

OD Wyatt- Ft Worth              Wednesday, September 28th          1-3 p.m.

Irving                                       Tuesday, September 20th                7-9 p.m.

Rockwall                                 Monday, September 12th                 6-8 p.m.

McKinney North                     Wednesday, September 14th          7-9 p.m.

Prosper                                   Wednesday, September 14th          8:30-11:15 a.m.

Frisco                                       Thursday, September 15th               6:30-8:30 p.m.