Keeping the Hokie Nation Connected “for life” through Networking, Services and Involvement.

1. Keeping the Hokie Nation Connected “for life” through Networking, Services and Involvement. No membership dues, ever. All alumni are automatically members for life.

3. s Virginia Tech SNAPSHOT 60.2% Virginia undergraduates 39.8% nonresident undergraduates (includes international students) Top 5 home states • Virginia • Maryland • New Jersey • Pennsylvania • North Carolina

4. Virginia Tech Alumni SNAPSHOT No membership dues, ever. All alumni are automatically members for life.

5. Virginia Tech Alumni SNAPSHOT

6. 75 Speaker Events 165 Service Events 850 Other Events 600 Volunteer Leaders 115+ active alumni chapters

7. Supporting Students • Student Programs • Alumni Chapter Scholarships • Senior Transition Programs Celebrating Faculty • Honoring Excellence • Featuring Faculty in Alumni Programming Engaging Leadership • Alumni Advocacy • Alumni and Advisory Boards Serving Alumni • Alumni Chapters • College and Constituency Programs • Reunions, Homecomings, & Special Programs • Communication to Alumni • Holtzman Alumni Center • Alumni Awards • Affinity Programs and Travel Tours Embracing Service • Volunteerism at home and abroad • Community Service Initiatives Networking, Services, and Involvement

8. Supporting Students Student Alumni Associates Senior Transition Programs Students Today Alumni Tomorrow Virginia Tech for “Real” Life Speaker Series Ring Dance and Premiere Chapter Scholarships Essential Europe Grad Trip Class Rings Class Programs Student Recognition Banquet Grad Bash Grad Fair

9. Celebrating Faculty • Honoring Excellence with Faculty Awards • Teaching, Advising, Outreach, and Research • Extension • International Outreach, Research, and Education Featuring Faculty in alumni programming Reunions Chapter Events Constituency Events Special Events • Alumni Distinguished Professor Recognizes extraordinary academic citizenship and distinguished service within the Virginia Tech university community.

10. Jackie Bixler Foreign Languages and Literatures • Rosemary Blieszner Human Development • Charles W. Bostian Alumni Distinguished Professor Emeritus - Electrical and Computing Engineering • Ezra "Bud" Brown Mathematics • Arthur Buikema Biology • C. AntonieDistler Alumni Distinguished Professor Emeritus - School of the Arts • Gary L. Downey Science and Technology in Society • Tom Gardner English • E. Scott Geller Psychology • Wayne D. Purcell Alumni Distinguished Professor Emeritus - Agriculture and Applied Economics • James I. Robertson, Jr. Alumni Distinguished Professor Emeritus - History • Lucinda Roy English • John Seiler Forest Resources and Environmental Conservation • George M. Simmons Jr. Alumni Distinguished Professor Emeritus - Biology • William E. Snizek Alumni Distinguished Professor Emeritus - Sociology • James P. Wightman Alumni Distinguished Professor Emeritus - Chemistry

11. Agriculture and Life Sciences Mike Ellerbrock, Agriculture & Econ. Joe Marcy, Food Science & Technology Paul Siegel, Animal & Poultry Sciences Architecture & Urban Studies Arthur C. Nelson, Urban Affairs & Planning - Alexandria Center Business France Belanger, Accounting & Info. Sys. Kevin Carlson, Management Janine Hiller, Finance Don Rieley, Director, Marketing Engineering Michael Karmis, Coal & Energy Res. Jack Lesko, Eng. Science & Mechanics Brian Love, Materials Science & Eng. Craig Woolsey, Aerospace & Ocean Natural Resources • Bill Carstensen, Geography • John Seiler, Forestry Science • Robert Jones, Biology, Depart. Chair • ReinhardLaubenbacher, Mathematics • Joe Merola, Chemistry, Depart. Chair • Madeline Schreiber, Geo. Sciences Virginia-Maryland College (VET MED) • Virginia Buechner, Lg. Animal Clinical • Tom Inzana, Biomed. & Pathobiology Liberal Arts & Human Sciences • Ellington Graves, Sociology • Greg Justice, Theatre Arts • Dave McKee, Marching Virginians • Terry Papillon, Languages & Literature • Peter Wallenstein, History

12. Engaging Leadership Alumni Legislative Advocacy group Hokies for Higher Education – building support for higher education and Virginia Tech Alumni and Advisory Boards Alumni Board of DirectorsCollege Alumni and Advisory BoardsMulticultural Alumni Advisory BoardVT Corps of Cadets Alumni Board of Directors

13. Serving Alumni • Alumni Chapters • College and Constituency Programs • Reunions, Homecomings, and Special Programs

14. Serving Alumni • Holtzman Alumni Center • Alumni Awards • Tours: Abroad & Domestic • Alumni Career Resources • Affinity Programs: Merchandise and Services

15. Stay Connected • Update your profile and contact information: • Online Alumni Directory: ww.alumni.vt.edu/gateway/directory.html • More ways to stay connected: • Main website: www.alumni.vt.edu • Facebook: www.facebook.com/virginiatechalumni • Twitter: www.twitter.com/vt_alumni • Alumni RSS feeds: www.vtnews.vt.edu/newsalumni.rss • Flicker: www.flickr.com/photos/vtalumni • Instagram: http://instagram.com/vt_alumni# • Pinterest: www.pinterest.com/vtalumni

16. Embracing Service • Community Service Initiatives • HokieNation Serves • Big Event • HokieBird Fights Hunger • VirginiaTechforlife Blood Drives • Habitat for Humanity • Local Community Service Programs • T-shirts available upon request

17. “That I May Serve”

18. Introduction to Chapter Management

19. Debbie Day - hokie@vt.edu Greg Fansler - gfansler@vt.edu Kelly Griffin - klgrffn@vt.edu Gwen Harrington - gwenh@vt.edu Jack Hutcheson - jhutches@vt.edu Jordan McCauley – jordanm5@vt.edu Ginny Ritenour - ginnyrit@vt.edu CHAPTER TEAM

20. PURPOSE OF AN ALUMNI CHAPTER The basic purposes of an alumni chapter are: • To provide an important communications link between alumni and university • To promote the image and reputation of Virginia Tech within the community • To promote strong positive relationships among alumni, students, parents and others within the community • To support the activities of Virginia Tech and work toward the realization of the university’s educational goals • To provide the university with a strong core of alumni volunteers who serve as an important PR component of the university • To promote the Hokie spirit of Virginia Tech

21. CHAPTER EXPECTATIONS (And Award Requirements) • Leadership & Organization • Involvement & Participation (Training) • Programming • Academic Speakers • Social • Community Service • Communications • Record Keeping and Reporting • Alumni Admissions Program • Scholarship • Hokies for Higher Education (in-state only)

22. STAFF SUPPORT • Advice and consultation • Chapter grant • Rosters • University communication & referrals • Chapter and Club mailings & e-mail • On-line calendar • Web support • Speakers, programs & videos • Name tags, university literature, promotional giveaways & door prizes • Event possibilities & prospective volunteers • Leadership training • Student Alumni Associates

23. Articles of Association • Name • Purposes • Membership • Leadership/Committees • Chapter Obligations • Virginia Tech Alumni Association Obligations • Exclusions • Must be signed by each new president

24. CHAPTER MAILINGS • Chapters may receive two mailings per year • Chapters may receive e-mails throughout the year to all active e-mail addresses • A Chapter year runs July 1 – June 30 • Chapters must submit a mailing request 6 weeks prior to the RSVP date • Email requests will be processed in 2-5 business days

25. USE A VARIETY OF METHODS TO PROMOTE ACTIVITIES • Mailers • E-mail • Websites • Social Media—Facebook, Twitter, Instagram, etc. • Local Media • Calendar of events • Free advertising & public service announcements • Announcements at events • Phone Calls

26. CHAPTER FINANCIAL MANAGEMENT • Each chapter should be self-supporting and operate on at least a break-even basis. • Expectations of Chapter: • Clear and concise record keeping • Regular and thorough reporting • Checks and balances

28. vtaa cash receipts & cash disbursements 2009 / 2010

29. TAX REPORTING FOR CHAPTERS Obtain a Chapter Tax Identification Number (TIN) from the IRS Sign your Articles of Association Apply for recognition of exempt status from the IRS File your 990 N e-post card

30. TAX REPORTING FOR CHAPTERS Chapters with over $50,000 gross receipts should contact their liaison Chapters that do not file may lose their tax exemption status and be required to income tax Chapters are NOT exempt from sales tax, only income tax

31. The Alumni Association, its affiliated constituent groups (including chapters), and its volunteer leaders are insured under the state risk management program. Should a chapter event require a certificate of insurance, a request should be submitted to the Alumni Office at least six weeks prior to event, allowing sufficient time to process paperwork. INSURANCE LIABILITY

32. ALCOHOL POLICY In order to maintain an atmosphere conducive to learning and consistent with the University's instruction, research and extension missions, it is necessary to provide guidelines to members of the University community regarding the service of alcoholic beverages at events located on University property and in facilities under the care, custody and control of University personnel. University property includes both on and off campus locations, as well as any meeting places rented for university use.

33. Rules & Regulations 1. Alcoholic beverages may be served in accordance with ABC Board rules and regulations at approved functions located in the following: a. Facilities fully registered with ABC Board. b. Facilities approved with an appropriate banquet license from the ABC Board 2. Alcoholic beverages may be served only at functions where the majority of attendees are of legal age for the consumption of alcoholic beverages. 3. Alcoholic beverages may be served only at functions confined to areas not open to the public, or with public access. Typical areas where alcoholic beverages cannot be served are: outdoor plazas, patios, unfenced lawns, lobbies and reception areas. 4. Alcoholic beverages may be served only as a compliment to food service including hors d'oeuvres or food served within the context of receptions, dinners or other meals. ALCOHOL POLICY (continued)

34. The following are Due to the Alumni Office in Blacksburg: July 1 Chapter Annual Plan for Upcoming Year Updated Contacts for Chapter Officers, Board of Directors, Committee Chairs Year-End Financial Report Year-End Event Report Superlative Award Nominations (self-nominated) Outstanding Event/Activity Outstanding Alumni Admissions Outstanding Community Service Project Outstanding Fundraising Event/Activity Outstanding Golf Tournament Outstanding Web Site Nomination for Outstanding Volunteer of the Year IMPORTANT DUE DATES

35. Chapter Programs

36. CHAPTER LEADERSHIP STRUCTURE Alumni Staff Liaisons * Exec. Council Officers * Chairs * Board Members Chapter Committees or Chairs • Programming/Social (Events) • Membership • Scholarship • Communications/PR • Community Service • Information Systems (web, database) • Young Alumni • College Fairs/Visits • Corps of Cadets • Hokie Club • Hokies for Higher Education • Diversity

37. CHAPTER SCHOLARSHIP • WHY DO CHAPTERS GIVE SCHOLARSHIPS? • Give back to the local community • Public relations tool • Support local students • Support Office of Undergraduate Admissions • Support the University

38. Late Fall – Chapters should update scholarship letter and application and return to Alumni Association January – Chapters sent lists of students who have accepted Early Decision offers March - Scholarship letters and applications will be converted to PDF for students to download. Students can view and download files using Adobe Acrobat Reader (site will include a link to the free reader software) Early April – Emails will be sent to students offered admission which includes a link to scholarship website and log-in information (User ID and Password). Once logged in, student will be directed to their Chapter Scholarship letter and will click on the link to access the scholarship application. Students will be able to view, download and print application. Application will be submitted to chapters with any additional requested documentation via postal mail. Early April – chapters will be sent lists of students offered admission Early May – chapters will be sent lists of students who accepted admission offers June 15 – names of chapter scholarship winners due to Alumni Association and money to cover award amounts SCHOLARSHIP APPLICATION PROCESS

39. 2013 Chapter Scholarships 58 Chapters awarded 155 scholarships to incoming freshmen for a total of $182,000

40. Event Planning and Budgeting

41. Goal Setting Evaluating Planning Budgeting

42. GOAL SETTING What are we trying to accomplish by holding the event? Social Fundraiser Networking Community service Education Public relations Student send-off Recruitment Recognition What type of event best suits these goals? Dinner  Picnic  Auction  Reception  Athletic  Cultural A program without goals is doomed to failure

43. Who is the target audience? Who is an appropriate speaker? What type of event is most appropriate? What type of food should be served? What is the break even point? When is the best time for the event? -- Month, Week, Day, Hour? -- Is the Alumni Association liaison available? -- Check for conflicts--local and university wide events, holidays, religious observances -- Develop calendar Where is the best location? Why are we holding the event?Social, Scholarship, Community Service, etc. PLANNING

44. Broaden Your Audience Are the same people always at your events? Are they the same age? Do they look the same? Do you hold all your events in the same geographic area? At the same location? Do you always repeat the same events? Who is not at the table? Do you know your audience? PLANNING

45. Start with the Annual Plan Request mailing slot at the beginning of the year (July) Check local and university calendar Check staff liaison schedule Check speaker and venue availability Prepare timeline for local publicity PLANNING mailing, e-mail, website, PSAs, newspaper

46. August • Summer Picnic • Fall • Game-Watchings • October • Community Service • Happy Hour Social • November • Scholarship Process Begins • December • Holiday Social • March • Academic Speaker • April • Golf Tournament • Community Service Event • May • New Officers Elected • Happy Hour Social • June 15 • Scholarship Names and $ due • July 1 • All Chapter Reports Due

47. Include total cost in fee charged to participant Room rental, (service + tax) charges for meal, speaker and or other guests Decorations, door prizes, gift for speaker entertainment, printing Chapters can lose money if guarantee is too high Calculate break-even point Plan for no-shows Collect money in advance Realistically project attendance Past events to benchmark What to expect, not hope for… BUDGETING

48. EVALUATING • Did we achieve our program goals? • Did we achieve our financial goals? • What went well, what did not? • How can we improve the program? • Provide evaluation forms for attendees. • Did the work justify the outcome? • Keep records for future volunteers. (include evaluation and recommendations)

49. Recruiting and Motivating Volunteers

50. A VOLUNTEER NEEDS: • To know what is expected of them • To be kept informed • Feedback • Recognition