CALTECHCALTECH ALUMNIALUMNI FUNDFUNDChair ReviewChair Review

2009 Alumni Fund Conference (AFC)October 3, 2009

Presented by Amanda Haylock, Assistant Director

Caltech Alumni Fund

Decade or Division ChairDecade or Division Chair

• Assists the Alumni Fund staff with volunteer recruitment and management for the alumni contact effort in their Decade or Division.

• Participates on Caltech Alumni Fund Advisory Council (CAFAC)

– Assists staff with developing and implementing strategies to identify, train, retain, and recognize volunteers

– Helps continue to improve the efficiency and effectiveness of the Alumni Contact Program.

• Encourages giving among assigned volunteers

Class or Option ChairClass or Option Chair

• Serves as a contact & information resource between the Alumni Fund office and next level volunteers– Solicitors, appreciation callers, etc.)

• Other responsibilities include:– Renewing all previous year’s solicitors– Recruiting new volunteers to fill vacancies– Keeping in contact with assigned volunteers to address any questions

or concerns– Remind assigned volunteers of deadlines and procedures– Encourage giving among assigned volunteers

Resources Available to Resources Available to VolunteersVolunteers

– Weekly Progress Reports

– Volunteer Resource Center

– Volunteer Resource CD (for recruiting purposes)• Class Rosters and Past Volunteer Lists

Resources Available to Resources Available to VolunteersVolunteers

Weekly Progress ReportsWeekly Progress Reports• Weekly email sent to all volunteers that includes latest

campus/Alumni Fund updates, and links to online progress reports. Will begin sending it on Friday

Resources Available to Resources Available to VolunteersVolunteers

Weekly Progress ReportsWeekly Progress Reports

THE VOLUNTEER PROGRESS REPORTS ARE READY TO BE VIEWED.

1. AF Progress by Decade: https://irsecure.caltech.edu/volunteercenter/reports/afvoldecade.pdf2. AF Progress by Division: https://irsecure.caltech.edu/volunteercenter/reports/afvoldivision.pdf The Giving by Class or Division reports are ready to be viewed, if you would like to see who has made a gift and who has not for your class or division.

3. Giving by Class: https://irsecure.caltech.edu/volunteercenter/reports/classgiving.pdf4. Giving by Division: https://irsecure.caltech.edu/volunteercenter/reports/divisiongiving.pdf The DAR Constituent Giving Reports is ready to be viewed.

5. https://irsecure.caltech.edu/volunteercenter/reports/constgiving.pdf6. https://irsecure.caltech.edu/volunteercenter/reports/FPCash.pdf The AF Gift Activity Report is ready to be viewed.

 7. https://irsecure.caltech.edu/volunteercenter/reports/AFgiftactivity.pdf This report is to be used for Caltech business purposes only and is Institute Confidential. All other use is strictly prohibited.

This is an automatically generated email. Please contact Amanda Haylock at the Annual Fund office if you have any data questions about the Volunteer Progress reports. Amanda can be reached at ahaylock@dar.caltech.edu or (626) 395-3843.

 **PLEASE NOTE: If you need help with your log-in ID and/or password, please call the Alumni Fund office at 626-395-6323. THANK YOU.**

THE VOLUNTEER PROGRESS REPORTS ARE READY TO BE VIEWED.

1. AF Progress by Decade: https://irsecure.caltech.edu/volunteercenter/reports/afvoldecade.pdf2. AF Progress by Division: https://irsecure.caltech.edu/volunteercenter/reports/afvoldivision.pdf The Giving by Class or Division reports are ready to be viewed, if you would like to see who has made a gift and who has not for your class or division.

3. Giving by Class: https://irsecure.caltech.edu/volunteercenter/reports/classgiving.pdf4. Giving by Division: https://irsecure.caltech.edu/volunteercenter/reports/divisiongiving.pdf The DAR Constituent Giving Reports is ready to be viewed.

5. https://irsecure.caltech.edu/volunteercenter/reports/constgiving.pdf6. https://irsecure.caltech.edu/volunteercenter/reports/FPCash.pdf The AF Gift Activity Report is ready to be viewed.

 7. https://irsecure.caltech.edu/volunteercenter/reports/AFgiftactivity.pdf This report is to be used for Caltech business purposes only and is Institute Confidential. All other use is strictly prohibited.

This is an automatically generated email. Please contact Amanda Haylock at the Annual Fund office if you have any data questions about the Volunteer Progress reports. Amanda can be reached at ahaylock@dar.caltech.edu or (626) 395-3843.

 **PLEASE NOTE: If you need help with your log-in ID and/or password, please call the Alumni Fund office at 626-395-6323. THANK YOU.**

Screenshot of weekly email

Resources Available to Resources Available to VolunteersVolunteers

Online Volunteer Resource CenterOnline Volunteer Resource Center

• Latest news from Caltech • Manuals • Sample phone scripts • Sample solicitation letters • Solicitation calling tips • Teleconference Request Form • New! Student Thank You Flash Presentation

Go to http://www.giving.caltech.edu/AF/volunteersScroll towards bottom of page and Click on“Resources for Volunteers (Click here to login)”(Username and Password is provided upon volunteer commitment.)

Resources Available to Resources Available to VolunteersVolunteers

Online Volunteer Resource CenterOnline Volunteer Resource Center

Resources Available to Resources Available to VolunteersVolunteers

Volunteer Resource CD• Designed to assist in recruiting new

volunteers. Includes:– Rosters (PDF and Excel versions)– Job Descriptions– Volunteer Resource Sheet

MORE VOLUNTEERS!MORE VOLUNTEERS!

• Decade, Division, Class, Option chairs encouraged to recruit, recruit, recruit!

• For FY10:– Decade/Division Chairs: Identify and Recruit

class/option chairs where needed, with a goal to have at least one chair in each class or option.

– Class/Option Chairs: Identify and Recruit solicitors to fill class. Goal: 5-10 callers to cover class.

Upcoming Activities:

• Renewing and Recruiting for Fall Drive– Now! through October 25

• Fall Solicitation Letter – To be mailed late October

• Fall Calling packets with pledge cards and envelopes – To be mailed early November

• Fall Solicitation Drive– Mid-November through December 31

THANK YOU FOR YOUR THANK YOU FOR YOUR

CONSISTENT SUPPORT CONSISTENT SUPPORT

THROUGH YOUR VOLUNTEER THROUGH YOUR VOLUNTEER EFFORTS!EFFORTS!