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Volunteer Handbook Revised March 2012

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Table of Contents UNIVERSITY ALUMNI ASSOCIATION About the Alumni Association Alumni Board of Governors GENERAL VOLUNTEER INFORMATION Definition of a Volunteer Volunteer Responsibilities GENERAL ALUMNI ASSOCIATION INFORMATION Alumni Association Responsibilities GROUP GUIDELINES Programming Marketing Information Management Fundraising Annual Reporting LEADERSHIP ROLES EVENT PLANNING AND PROMOTION Event Planning Event Promotion Event Execution STYLE GUIDE University Trademarks University Branding Style Tools VOLUNTEER AGREEMENT CONFIDENTIALITY STATEMENT FREQUENTLY ASKED QUESTIONS

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University of Chicago Alumni Association

The University of Chicago alumni body is 150,000 strong, representing one of the most elite institutions in the world. The University of Chicago Alumni Association is dedicated to fostering energetic engagement in that community, providing a forum for alumni to connect and extend the values of the University. The central University Alumni Association serves all alumni, whether you graduated from the College, attended a divisional graduate program, earned a degree in Law, Medicine, Social Service Administration, Education, Public Policy, Library Science, Business, or Divinity, or (as in the case with many of our intellectually energetic alumni) exercised several of these options. The Alumni Association works to create opportunities for alumni to build a lifelong commitment to a globally renowned community of scholars and critical thinkers with mutual benefits for students, alumni, and the University as a whole.

Alumni Board of Governors

The Alumni Board of Governors sets policy for the Alumni Association and advises the Board of Trustees and Officers of the University on matters of interest and concern to University of Chicago alumni. The Board supports the mission of the University by working to engage alumni in the fabric of the University of Chicago (through a wide variety of programs, events, fundraising efforts, and educational opportunities), celebrating the accomplishments and service of alumni (primarily through the annual alumni awards celebration), and serving as advocates for alumni interests to University of Chicago administrators.

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Role of the Volunteer A volunteer is one who gives, without compensation, of his or her time and talent to aid the University in programs, activities, and events designated and authorized by the Alumni Association and the Alumni Board of Governors. Volunteers are dedicated University of Chicago alumni, parents, and friends, from all economic, educational, and social backgrounds who make it possible for the Alumni Association to complete its mission to provide the best service possible for the alumni community. Volunteers work to engage fellow alumni socially, intellectually, professionally and philanthropically. Volunteers create new and innovative ways to connect alumni with each other and the University. Regularly volunteering – even for just a few hours at a time - provides valuable support to the community, future students, and the ongoing vitality of the University. While there are numerous ways to contribute, this handbook focuses specifically on those alumni interested in volunteering with an alumni group. To learn more about other volunteer opportunities, please visit the alumni website (http://alumniandfriends.uchicago.edu/), email volunteer@UChicago.edu, or call 800.955.0065. For those alumni who would like to volunteer with a regional club, class council, class reunion, or Chicago Affinity Group, please read on for information about these roles and expectations of the groups and their members.

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Volunteer Responsibilities

Volunteers are expected to take an active role within the alumni group*, and:

• reach out to new program constituents and build community

• network with fellow members of the alumni community • assist in planning, promoting, and attending University-led

and alumni-led events • recruit new volunteers

In addition, volunteers who wish to take on a leadership role may also be asked to:

• work to set and track specific program goals each fiscal year

• participate in regular planning meetings with other volunteer leaders

• manage web resources (both those provided by the University and third-party applications such as LinkedIn and Facebook)

• develop and adopt by-laws to govern program activity • submit a fiscal year-end report of program activities to the

Alumni Board of Governors • recruit successors for leadership positions

*Alumni group and/or group refer to all regional clubs, class councils, reunions, and Chicago Affinity Groups

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Alumni Association Responsibilities

The Alumni Association supports volunteers in a number of ways, including:

• planning, marketing and executing University-led programming

• assistance identifying new members of clubs and groups, including in leadership roles

• managing the distribution of relevant information • providing access to online services such as online

discussion list hosts and online event registration; and administrative assistance in planning, promoting, and managing events (event registration, name tag distribution, etc.).

• providing communications support (including email blasts and marketing support) to promote the group’s programs among the broader audience of University alumni and other constituents

• management of the group’s membership data • data services, including the input of alumni contact

information • web resources, including the listing of the club/group on

the University’s alumni website • access, when available, to Alumni House or University

Regional Offices for group meetings and events • training and guidance for volunteer leaders through staff

liaisons, volunteer leadership development programs, and annual Volunteer Caucus

• serving as liaisons with University faculty, facilitating faculty involvement in group events

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Guidelines

All groups are expected to adhere to the following guidelines. Programming

The Alumni Association recognizes the diverse and engaging activities in which our alumni, parents, and friends may participate. While the University and its volunteers aim to record and recognize all engagement and volunteerism, the following are criteria for events and programming that may be counted as group activity. Events further the connection between alumni, parents and friends to each other as well as the University and the community. All events must be open to all alumni and other University constituents regardless of degree, race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability, or other factors irrelevant to participation in the programs of the University. Events may be geared toward, or intentionally serve the needs of, one segment of the community, but must be advertised and open community-wide. Group events that are “closed”, or by invitation only, advertised to a personal invitation list, or advertised only through volunteers’ individual outreach must have the purpose of inclusive engagement planning, i.e., board/officer meetings, committee meetings, programming meetings. These events do not have to be advertised to the entire community, but the Alumni Association liaison should be made aware of the meeting in order for the meeting to count toward officer engagement. Events must support, and not conflict with, existing Alumni Association events and activities. Events may include support for the philanthropic needs of the University. These funds should be sent to Alumni Association for appropriate deposit and recognition. Events cannot aim to financially contribute to any other organizations, be they for profit or not for profit. Officers and members are responsible to reviewing the Insurance Policy FAQ prior to hosting any events. A full copy of the

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insurance policy covering group events is available from the Alumni Association.

Marketing

All official groups operate in conjunction with and under the umbrella of the Alumni Association and all marketing materials, both print and electronic, will identify that affiliation. Communication processes will be maintained through the appropriate means and frequency to be jointly determined by the group and the Alumni Association. The University of Chicago Alumni Association will facilitate communication between club/group leadership and constituent alumni, and will maintain up to date contact information.

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Information Management

Maintaining and Using Alumni Information The Alumni Association maintains the alumni database of record. If an alumna/alumnus is interested in joining a group, they may do so online, or via postal mail, facsimile or by telephone to the Alumni Association. Each group will have an identification code to track group membership within the alumni database. Similarly, any address/phone/email updates for the group’s members will be sent to the Alumni Association, who will maintain the group database of record.

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Website The Alumni Association provides web resources to all alumni through the Alumni & Friends website (http://alumniandfriends.uchicago.edu/). All alumni have password-protected access to this site. Alumni not familiar with the many resources available on Alumni & Friends are encouraged to familiarize themselves with the site. In addition, the Alumni Association is working to enhance the presence for all groups online, facilitating connections via the Alumni Web Community and Alumni Magnet. The ABG strongly encourages groups to use these online resources as their primary networking tools. Group leaders are encouraged to think creatively about how they can help to ensure that they maintain current contact information for all of the alumni within their respective group. One of the University’s biggest challenges is maintaining current alumni contact information; therefore this is one of the most fundamental ways that a group may help fellow alumni stay connected with each other and the University. Group Communication The primary goal is to integrate communications while enabling alumni to connect through a variety of portals in ways that are meaningful for them. In addition to online discussion groups hosted by the University and/or Alumni Association, some groups may choose to create or use already-existing groups on alternate third-party sites, such as Yahoo Groups or Facebook. Group leaders should send monthly updates to the Alumni Association with the names and contact information of the group members to ensure that everyone within the group receives acknowledgements and communications sent from the University. Group leadership will also provide the name and location of groups on third-party sites to the University so that links can be established between that site and the University’s site.

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Fundraising

The University of Chicago will support and allow fundraising activities whose purpose is to raise money specifically for University students, programs, scholarships, faculty and staff. In determining whether such activities will be approved, the following will be considered: the types of activities planned to generate funds (i.e., events, outings, direct solicitations); the proposed use of funds (i.e., scholarships, programs); any restrictions on the use of funds (i.e., specific gender or ethnicity restrictions) and any tax implications applicable to donors. It is suggested that recognized groups provide a brief overview of their planned activities for each fiscal year to the Alumni Board of Governors or the Alumni Association no later than July 1 of each year.

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Annual Report

Each group will be asked to complete an annual report by July 1 in order to qualify for yearly support. The Alumni Association will provide a list of current information documented in the system of record. Lead volunteers will be asked to verify and supplement data. The annual report will be a basic template requiring the following information:

• event list • total alumni attendance and biographical information of

attendees • financial breakdown • current board list • board meetings minutes

Please see templates for annual reports in your group’s handbook addendum.

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Leadership Opportunities

Each group supported by the University of Chicago will be diverse in size, needs, and goals. Thus, the size and roles of the leadership team will differ greatly as well. To view the leadership opportunities for each group, please visit the group tabs. Group leadership roles include but are not limited to:

• President • Vice President • Board of Directors • Program Chair • Gift Chair • Secretary

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Event Planning and Promotion

This information is intended to provide general guidelines for event planning and promotion for groups. Additional guidance from the Alumni Association about levels of support for individual groups can be found in the individual group appendices.

Event Planning

In order to begin promoting an event, the following minimal details (e.g., date/location/etc.) must be determined: As event planning proceeds, please keep the following guidance in mind:

• work to avoid conflicting with other relevant alumni events o Alumni Association liaison can assist in checking

planning calendars for conflicts before dates are finalized

• if a University faculty speaker is to be invited, the event should be planned far ahead of time

o University faculty requests must be routed through the Alumni Association.

• events should strive to be revenue neutral, taking in registration fees sufficient to cover event-related costs

• event costs can be paid in the following three ways, in order of preference:

o charge to a University credit card (details can be provided directly to vendors by Alumni Association liaison)

o invoiced to university (please note: payment may take a month or more)

o paid for by alumni, reimbursed by University (please note: paperwork is required, and reimbursement may take a month or more)

• communicate with Alumni Association to determine staffing plan for events (please note: the majority of events will be staffed entirely by group volunteers)

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Event Promotion

The Alumni Association provides several channels of promotion depending on when the minimum required details are arranged:

• printed materials: If details are set with sufficient advance notice, event postcards can be mailed to all known alumni in a group.

o group administrators must fill out an event postcard submission (sample follows) and provide to their Alumni Association liaison with adequate lead time.

• regional alumni club email blast: In most cities where there is a significant alumni presence, email blasts are sent on a biweekly basis. Events planned and submitted a month or more in advance can be included. An event should be submitted through the Event 101 form on alumniandfriends.uchicago.edu before it can appear in one of these emails.

• listing on alumniandfriends.uchicago.edu: all events are listed on the Alumni Association website on an ongoing basis. Events can be submitted online here, and will generally post within one week. Event registration and payment forms can be part of these postings if requested.

• Facebook or LinkedIn groups: The group may manage a Facebook or LinkedIn group that reaches a certain percentage of the group’s membership (likely the most engaged part of the membership). Timing should be considered, as it probably makes sense to post events no more than a month in advance here. Members will likely receive notifications from the site when events are posted. Group administrators should create events from within the group’s home page.

• direct segmented email blast: Alumni volunteers are also encouraged to promote events to previous attendees and group members via personal emails. Timing can vary, but it is probably ideal to schedule this peer-to-peer outreach approximately one month before an event, and to follow up with a reminder the week of the event.

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Event Postcard Submission Sample

Event Submission Sample: Brochure Tuesday, September 26 The U.S. Supreme Court in 2006 In recent years, Supreme Court decisions have come under special scrutiny by the legislature. Two judicial experts will join us to discuss areas of the Court’s case law now at issue, including religion, reproductive rights, and federal and executive power. Joseph Sweeney, AB’64, JD’66, has been a U.S. District judge in Ohio since 1993. Prior to his appointment to the federal bench, he was a Circuit Court judge for Cuyahoga County, Ohio. Russell Whitney, PhD’70, a guest scholar at Harvard’s Kennedy School of Government, was deputy director of the Federal Judicial Center for fourteen years. Details 6 p.m. Reception 7 p.m. Presentation and Discussion The Cosmos Club 2121 Massachusetts Avenue NW Washington, DC 703.555.1234 Metro: Dupont Circle, walk approximately one block west on Q Street to the club. For accessibility and parking directions, please call the Cosmos Club directly. $25/person includes light hors d’oeuvres, beer, wine, and soft drinks. Register by September 22 online at alumniandfriends.uchicago.edu/events. Questions? Contact Laura Donovan, AB’93, at name@alumni.uchicago.edu or 773.555.5678.

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Event Execution

It is important to arrange for day-of responsibility for the event ahead of time. Should the event be staffed by the Alumni Association, alumni may be asked to assist in running the event to a limited extent, but staff will ensure that key details are addressed. However, when alumni are in charge of the event on the ground, please note the following:

• track attendance and submit the list to the Alumni Association staff liaison

o the Alumni Association staff liaison will always provide blank sign-in sheets and when available, will provide blank name-tags

o if registrations were taken in advance, the Alumni Association liaison will provide the group with a registration list at a pre-arranged time near the start of the event

• for events involving a fee, the Alumni Association liaison will provide the event leader with a prepaid registration list and credit card charge forms for walk-ins

o if walk-ins pay with cash, submit that, with the registration list, to staff at the conclusion of the event.

• take photos documenting the event, and share those photos with the Alumni Association staff liaison and post on group sites, as appropriate.

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Group Insurance

The Alumni Association has purchased a group insurance policy covering all domestic alumni groups, members, officers, and volunteers. Following, please find a brief overview of that policy. Many venues will require a certificate of insurance in order to allow the event to occur. If a certificate of insurance is needed, contact the Alumni Association with the specifics of the event. Please allow five days for the processing of the certificate. If you have any specific questions about the insurance policies covering the alumni groups, please contact the Alumni Association. In the event of an incident or accident that could cause a claim under any of the above polices, a report should immediately be given to the Alumni Association (800.955.0065) and the University’s Risk Management Department (773.702.2265). Please provide as much detail as possible, including names and contact information for all individuals involved. No one should admit liability for an accident before reporting to the Association and University.

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General Liability Insurance Insures the groups and their members in the event a claim is made by a third party alleging bodily injury or property damage arising out of a group’s activities.

• the type of claims triggering General Liability are numerous, with the most frequent being slips and falls

• the General Liability policy also covers liquor liability, as long as alcohol is provided in a manner consistent with all laws and regulations and is served by a hired, qualified, and insured third party vendor

• please contact the Alumni Association with additional questions regarding the liquor liability coverage

Automobile Liability Insurance

Covers the groups and members in the event a claim is brought due to an accident occurring while a group member is using a personal or rented vehicle for group activities.

• this insurance is in excess of the driver’s personal auto insurance, and is provided with the goal of protecting the group and remaining members in the event they are brought into the claim

• this does not replace the requirement for individuals to carry state-mandated levels of auto insurance

Directors’ and Officers’ Liability Insurance

Covers the group and its officers from claims made by third parties alleging a failure or negligence by the officer in carrying out the duties or responsibilities as a representative of the group.

• this insurance also covers charges of discrimination or harassment that might be brought by volunteers, guests, or other third parties against a group member

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Sample Event Waiver

Acceptance of Risk

As a participant in the ____________________(the “Group”) _______________ (Activity), I recognize and acknowledge that there are certain risks of physical injury, including, but not limited to, death, which may arise from accidents or other causes. I have no physical condition which would present a risk of injury to me through my participation in the Activity. Notwithstanding any instruction or consultation by the University of Chicago, the University of Chicago Office of Alumni Relations, or the Club, I agree to assume responsibility for any such injuries, damages, or loss which I may sustain as a result of participating in any and all activities connected with or associated with the Activity except to the extent caused by the sole negligence of the University of Chicago, the University of Chicago Office of Alumni Relations, or the Club.

I hereby release, waive, and discharge the University of Chicago, the University of Chicago Office of Alumni Relations, the Club, and each of their respective trustees, officers, agents, or employees (collectively, the “Released Parties”) from any and all liability, claims, damages, and losses arising out of any loss, damage, or injury that may be sustained by me or to any property belonging to me while participating in the Activity. I further agree to indemnify and hold each of the Released Parties harmless from any and all liability, claims, damages, and losses arising out of any loss, damage, or injury that may be proximately caused by me in connection with the Activity, except to the extent caused by the sole negligence of the Released Parties. It is my express intent that this Acceptance of Risk Agreement shall bind the members of my family, my heirs, and assigns. This agreement shall be construed in accordance with the laws of the State of Illinois. I further agree that participation in any activity will be at my own discretion and judgment. I also understand that the University of Chicago, the Office of Alumni Relations and the Club do not provide health, accident, or liability insurance to me. I am 18 years of age or older. I have read and fully understand the above Acceptance of Risk and I voluntarily sign this Agreement.

__________________________________ ____________ Participant Signature Date __________________________________ Printed Name of Participant

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Trademark Usage and Style Sheet For Volunteers

The University of Chicago takes great care to register and protect its trademarks, and to exclude others from using them without permission. The University’s trademarks include the name “The University of Chicago,” “The University of Chicago Office of Alumni Relations,” the Phoenix logo, the University’s crest, and other University trademarks. The use of the University of Chicago’s name or other trademarks necessarily implies association with or approval by the University of Chicago. This tool guides you through the University’s branding and ensures correct and timely turnaround on communications.

• degrees and years are given as follows: o Person Name, AB’91 (or PhD’64, AB’48, etc.).

Comma before and after the degree/year; year abbreviated to its final digits; smart quote (aka apostrophe) between degree and year

• times are written out, lowercase, with periods and an en-dash in between; full hours do not show minutes

o 6:30 a.m.-3 p.m. o 7-9 p.m.

• phone numbers are written as area code.exchange.number: o 773.702.2150

• event location addresses are written with street address in full but with state abbreviated and no zip code:

o 5555 South Woodlawn Avenue o Chicago, IL

• series comma – in a series of three or more, use the series comma (i.e., a comma before the “and” that introduces the last of the series):

o His programs for College students include foreign policy, internships, and language instruction.

• Capitalization o the College (of the University of Chicago) is

capitalized o He earned his AB from the College in 1924. o the “the” in the University of Chicago is not

capitalized o He earned his PhD from the University of Chicago

in 1929. • Italics

o Titles of books, plays, movies, etc., are in italic: o The group will read Emma and then watch a video

of Clueluess to compare the two.

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Volunteer Agreement We are pleased that you have decided to volunteer your services to the University of Chicago (the “University”) and the Alumni Association (“Association”) Please affirm your acceptance of the terms of this agreement, stated on the following two pages, with your signature. We extend our sincere thanks for your valuable contribution to the University. I agree that my participation in the activities outlined in the attached Description of Volunteer Duties (which is part of this agreement) is not an exchange for any consideration (e.g., pay, benefits, the promise of future employment). I acknowledge that, in exchange for my service as a University volunteer, I have neither been promised any consideration, nor do I expect to receive any consideration. I agree that I will comply with all University rules and regulations applicable to my presence at the University or Association event, and that I will follow the directions and guidance of the University or Association officer directing my volunteer assignment. I likewise agree to follow any schedule established in connection with my volunteer assignment. I agree that as a University and Association volunteer, I will not be a University employee. I understand and agree that the University, the Association, or I have the right to end my volunteer relationship with the University and the Association at any time, for any reason, and without advance notice. I understand that as a University and Association volunteer, I will not be entitled to any employee benefits. In this regard, I understand that the University will not provide me with accident or medical insurance, and is therefore not responsible for any accident or medical expenses that I incur in the course of volunteering. I also understand that I am not covered by workers’ compensation laws in connection with my University and Association volunteer affiliation. Further, I certify that I have health and/or accident insurance that will cover any personal injury that I may sustain while providing volunteer services and/or using University facilities and equipment, regardless of cause, and I agree to provide proof of such insurance upon request. The University agrees to provide me with third party general liability insurance for claims filed against me arising from my duties described in the attached Description of Volunteer Duties. In exchange for third party liability insurance and the opportunity to be a University and Association volunteer, I hereby release, indemnify, and hold harmless the University and all of its officers, trustees, agents, and employees from any and all liability, damages, or claims of any nature that arise out of or related to my volunteer activities. I also acknowledge there is a risk of injury from volunteering and using the University facilities and equipment, including the potential for serious injury and death, and I hereby voluntarily assume the risk of any injuries (regardless of severity) and death, which may occur due to negligence or accidental occurrences while I am volunteering. I agree that the he University of Chicago alumni, parents, and friends’ names and contact information communicated to me are only intended for the addressee and solely for the purpose of establishing contact with alumni, parents, and friends in organizing University of Chicago alumni events or recruiting University of Chicago alumni volunteers.

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Prohibited use of alumni, parents, and friends contact information includes but is not limited to: · Advertising and solicitations for commercial services or other personal reasons, · Uses that inaccurately imply endorsement, approval, or sponsorship by the University of Chicago, · Activities which are fraudulent. I am aware of the terms and conditions of this agreement and am signing this agreement of my own free will and without pressure or coercion. Further, by signing this agreement I attest to the fact that I am at least eighteen (18) years of age and that I am competent to sign this agreement and release. I agree that this agreement (along with the Description of Volunteer Services) sets forth the entire agreement between me, the University, and the Association regarding my service as a volunteer and supersedes any written or oral understanding, promise, or agreement that is not referred to and incorporated in this agreement. I agree that this agreement shall be governed by Illinois law and may be changed only by a written document signed by me and an authorized University official. Dated this __________________ day of __________________________, 20 ___ Volunteer’s signature: _______________________________________________ Volunteer’s printed name: ____________________________________________ Home address: ____________________________________________________ Phone: _______________________ E-mail: _____________________________ Emergency Contact Name: ___________________________________________ Relationship: ___________________________ Phone: _____________________ Received and accepted by the Alumni Association on this _________ day of _______ , 20___ By (printed): _______________________________________________________ Its (title): __________________________________________________________

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Confidentiality Statement

As a group volunteer, you may have access to personal information regarding the University of Chicago alumni and other friends. The University takes every step possible to ensure that this information is treated appropriately and that our constituents’ privacy is respected. The University will never provide information on constituents who have specifically requested that their information remain private. All information given to you remains the property of the University of Chicago, and may not be reproduced in whole or in part by any person or entity without the written permission of the University. The data provided to you is for purposes of alumni club activities only. Use of information provided to you for any other purpose—including, but not limited to, unauthorized reproduction or electronic storage, or unauthorized use of addresses and names and personal data—is prohibited and is in direct violation of copyright. In order to protect the usage of constituent data, many reports may only be available to the committees in paper format as opposed to electronically. Every effort has been made to verify and correctly state the information that we provide to you; however, the University disclaims all liability and responsibility for the accuracy of this information. In addition, circumstances may have rendered the information we provide obsolete at the time prior to distribution or prior to the time that the information is reviewed. If you believe any information is in error, please send corrected information in writing to your Alumni Association liaison.

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Volunteer Frequently Asked Questions

What are the main goals of alumni groups? Group initiatives should provide alumni with meaningful opportunities to:

• strengthen their knowledge of and ties to the University • maintain and grow friendships with other alumni • continue the process of life-long learning • serve the University, other alumni, students, and the

community at large

Any suggestions for recruiting volunteers?

• ask - people are more willing to volunteer for a project if they are personally asked by someone else who is involved

• keep an ongoing file of possible club volunteers and add to it by soliciting new names from group members

• announce new volunteers are needed in club mailings, in e-mails, and at club events

• contact past event attendees • plan special events with the goal of recruiting new

volunteers • assign each board member or volunteer the task of

recruiting at least one new volunteer each year • always leave space on mailings for alumni to indicate an

interest in volunteering • remind potential alumni volunteers of the many benefits of

volunteering

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What if my club needs help organizing an event?

• the Alumni Association supports groups in a variety of ways, many of which are listed below. Please check with your Alumni Association liaison for the specific resources available for your group.

• the Alumni Association may be able to: o provide staff assistance and advice for planning

events and recruiting local alumni volunteers. o help promote events o pay for postage and printing of group mailings o send broadcast e-mails to all alumni, parents, and

friends living in your region for whom we have good e-mail addresses

o post University-sponsored events on the Alumni & Friends web calendar

o provide event supplies (i.e., name tags, attendance forms, student newspapers, etc.).

o provide training for volunteers at the annual Volunteer Leadership Caucus.

o provide local demographics to regional contacts or president for planning purposes.

Are there certain requirements that alumni clubs have to meet when planning events?

• the Alumni Association requires that group volunteers:

o take the lead in planning events that provide opportunities for alumni to strengthen their commitment to and support of the University

o identify, recruit, and plan for transition of enthusiastic alumni to help the group plan events

o provide updated lists of board members and/or volunteers and submit a simple annual report to the Alumni Association

o post alumni-led events on the Alumni & Friends web calendar

o provide event totals and attendee lists in order to maintain current data and event tracking

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Are Officers or Members of alumni clubs allowed to sign contracts with vendors for events?

• all contracts must be reviewed and approved by the Alumni Association and the University of Chicago Office of Legal Counsel and signed by a representative of the University

• in no event shall an officer or director of an alumni club sign on behalf of the University or the group

Can alumni clubs host fundraising events?

• the University of Chicago will support fundraising activities whose purpose is to raise money specifically for University students, programs, scholarships, faculty, and staff

• it is suggested that recognized alumni groups provide a brief overview of their planned activities for each fiscal year to Alumni Association no later than July 1 of each year

• in determining whether such activities will be approved by the Alumni Association, the following will be considered:

o the types of activities planned to generate funds (i.e., events, outings, direct solicitations)

o the proposed use of funds (i.e., scholarships, programs)

o any restrictions on the use of funds (i.e., specific gender or ethnicity restrictions)

o any tax implications applicable to donors • fundraising activities for other non-profits or organizations

should not be planned or promoted by recognized alumni groups, nor should solicitations be made for other non-profits or organizations using the University’s name or resources

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It’s an election year and I want to get people motivated to vote. Can my alumni group host an event or sponsor a fundraising drive for a specific candidate?

• alumni groups cannot endorse any candidates for political office, make donations to any politician’s campaign, issue statements for or against any candidate, or engage in any activity that would either support or oppose any candidate for public office

• further, no political fundraising may occur on the University of Chicago’s campus, in the name of the University or one of its alumni groups, or through the use of University e-mail accounts

• these prohibitions apply to all campaigns, including those at the federal, state, and local levels

Who can use the University’s trademark?

• only alumni groups recognized by the University of Chicago Alumni Association are permitted to use the University’s trademarks

• all uses must conform to the information provided in this Handbook, the Alumni Association requirements for clubs, and any additional requirements or guidance given by the University or the Alumni Association

• alumni groups are granted special status as part of the University of Chicago community, and may use the University’s trademarks in accordance with the information in this handbook

• all alumni clubs recognize that the University’s trademarks are the sole property of the University of Chicago.

When can an alumni club use the University’s trademark?

• in most instances, the Alumni Association will produce necessary promotional materials (e.g., direct mail invitations and broadcast e-mails) and/or templates bearing the University’s trademarks, and no separate uses by an alumni group of the University’s trademarks is necessary

• alumni groups may use the University’s trademarks only to identify the alumni club on signage, letterhead, business cards, and in materials promoting the club’s approved activities

• alumni groups may use the University’s trademarks on goods (e.g., mugs, t-shirts, pens) only if such items are provided to the group members only, and not otherwise sold or distributed

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Are there any instances when an Alumni Club cannot use the University’s trademark?

• alumni groups may not use the University’s trademarks, or their association with the University or its Alumni Association, in any manner which states or implies endorsement of any candidate for political office, or in connection with statements for or against any candidate or activities that would either support or oppose any candidate for public office

• further, no political fundraising may occur in the name of the University or one of its regional alumni clubs

• in addition, alumni groups may not use the University’s trademarks to endorse any commercial product, service, business, or other organization, or in any manner that could in any manner tarnish the reputation of the University

• groups should contact the Alumni Association before using the University’s trademark on social networking sites such as Facebook, LinkedIn, Meetup, etc.

• the University reserves the right to refuse or revoke an alumni group’s permission to use the University’s trademarks in its discretion

• alumni groups may not alter any University trademarks or use or register any trademarks or other symbols incorporating University trademarks

• any registrations must be owned by the University of Chicago and undertaken only with its involvement and explicit permission