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Caltech Alumni Fund Training. Caltech Alumni Fund Training. Goals Contacting alumni Informing alumni about Caltech (this is not redundant!) Just getting a response … Raising money. Fund Raising Structure. Office staff Chairmen (key volunteers) Callers (solicitors). Chairmen Training.

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caltech alumni fund training1
Caltech Alumni Fund Training
  • Goals
    • Contacting alumni
    • Informing alumni about Caltech (this is not redundant!)
    • Just getting a response
    • Raising money
fund raising structure
Fund Raising Structure
  • Office staff
  • Chairmen (key volunteers)
  • Callers (solicitors)
chairmen training
Chairmen Training
  • (Callers: optional 5 minute break because some of this will not apply to your activities)
typical duties
Typical Duties
  • Here is a list of your prospects
  • Recruit some callers
  • Distribute prospects to callers
  • Raise funds

This can be adaunting challengewith only a giant listin front of you.

  • Plan ahead first
  • Create a complete list of your candidatesTHAT YOU CAN EDIT
    • I prefer a printed copy
    • Other options:
      • Spreadsheet
      • Word processing
      • Database
  • (These will be shown in a few minutes)
strategy continued
Strategy (continued)
  • Scan the entire list:
  • Categorize the alumni
    • Previous donations
    • Activities while a student
    • Alumni you knew personally
    • Time zone
    • Other
      • Regularity of donations
      • Current occupation if known
      • etc.
strategy continued1
Strategy (continued)
  • Notate the categorizations
    • Check marks / dashes / underlining
    • Numerical
    • Color coding
    • Indenting
    • Bolding
    • Index cards?
available data
Available Data
  • PDF file of the alumni
  • Excel list of alumni
  • Online system – if available (VOLT – volunteer online tool)
example of pdf file
Example of PDF file

(contact info is wrong!)

strategy continued2
Strategy (continued)
  • Don\'t bite off too much!
  • Make it easy for yourself
  • Pick the top 5 (or fewer) of the best prospects that might help you make your calls
    • Regular donations
    • Lots of activities
    • Someone you know...
try to find callers
Try to Find Callers
  • (Making the calls will be discussed soon)
  • Start with your top 5 prospects
  • If you get one caller per session, that is great
  • Don\'t forget to ask for a donation if a person does not want to be a caller
assign prospects to callers
Assign Prospects to Callers
  • Same house (undergrads)
  • Same year and option (grads)
  • Mostly prospects who previously donated with some nondonors
  • Ask callers how many prospects they will accept (suggest 5-10)
monitor progress
Monitor progress
  • Contact callers regularly
  • Review weekly reports from fund office(contact callers whose prospects have not donated)
keep a diary
Keep a diary
  • I recommend doing this on your master list
  • Keep track of who you called
  • Keep track of your results (agreed to be a caller, refused, etc.)
  • Keep track of messages, busy signals,sent email …
  • Keep a separate calendar to remind you who to call when...
  • Don\'t get frustrated (getting through to people is hard these days)
chairmen summary
Chairmen summary
  • Make a master list of prospects
  • Categorize and notate the list
  • Pick only a few to call per session
  • Find callers (and ask for donations)
  • Monitor progress & contact callers
  • Keep a diary to keep track of messages and who you called
the biggest problem
The BIGGEST Problem
  • INERTIA(You usually find to do something else to do)
  • INERTIA(You usually find to do something else to do)
  • Second biggest problem:answering machines (more about that later)
  • This part is not so bad:
  • Callers will have a short list of people to call
  • Chairmen have already prepared their short list of best prospects
  • Therefore, calling the short list will not take too much time!
make the calls
Make the Calls
  • The first call is the hardest
    • An errand still has to be done
    • It is close to your favorite TV show
    • Something needs to be done around the house
    • It becomes more fun when you call people you know
    • One call flows to another call
call strategy
Call strategy
  • Call a good friend first
  • I recommend that you call as a friend and NOT say “I\'m calling for the Alumni Fund” (most people hate solicitation calls)
  • If lists are created properly, you will be calling a friend most of the time and it is fun to catch up on old times
  • At the END of the call, then ask about donating (or becoming a caller)
call strategy continued
Call strategy (continued)
  • Tell Techers about the impact of alumni gifts (information from this conference)
  • If they have previously donated, thank them, and ask if they are willing donate again
  • Don\'t ask for a specific amount
  • If they say no, ask for a token amount (since some corporations look at percentages of alumni donations regardless of the amounts)
keep a diary part 2
Keep a diary (part 2)
  • Write down dates, messages, emails
  • Write down responses: donated, refused, pledged, etc
  • This prevents ‘oops’ calls where the prospect says, “but you just called me last week.”
frustration training
Frustration training
  • You will usually get an answering machine
  • Polite persistence is a virtue
  • Leave messages. Speak slowly and clearly. Leave your name and contact information.
  • Try different times (weekends, weeknights, last resort: work)
  • Switch from phone to Email or vice-versa
accepting a donation
Accepting a donation
  • Caltech website: follow the alumni and friends link to the Alumni Fund):
  • Accept a phone donation
    • Credit card number & expiration date
    • 3 digit number usually from back of card
    • Name on card
    • DO NOT EMAIL THIS INFORMATION. For the sake of security, call it into the fund office.
accepting a donation continued
Accepting a donation(continued)
  • If the person wants to donate on paper, contact Amanda at (626) 395-3843 or [email protected] with their name and a pledge card will be sent
    • This option is usually necessary for those prospects who can double the donation through their employer’s matching gift program
  • Verify all of their contact information (some people move frequently)
do s and don ts
Do\'s and Don\'ts
  • Suggested calling hours
    • 7-10 pm on weekdays (verify timezone!!!)
    • Weekends: 9-12 am, 1-6 pm, 7-10 pm
      • (not during meal times)
    • Holidays are ok within reason
      • Thanksgiving weekend is ok, not Thanksgiving day, etc.
  • Do have fun calling old friends
  • Don\'t call at work unless there is no home phone number
  • Don\'t email credit card information
dave s thing
Dave\'s thing
  • I offered an incentive to my classmates who wavered about donating
  • Reunion CD with pictures, memoirs, Glee Club recordings, etc
    • Mailing cost ($1.90) was more than production cost (about 50 cents plus my time)
    • My expenses are also a donation
  • MANY additional donations received
caller summary
Caller summary
  • Make the first call
  • Call as a friend
  • Ask for a donation at the end of the call
  • Keep a diary
  • Donation: website, credit card, paper pledge
  • Verify contact information
  • Call at reasonable hours
  • Don\'t email credit card information
  • Consider personal incentives