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Alumni Club Volunteer Handbook


Table of Contents INTRODUCTION TO ALUMNI CLUBS

fy2011 Program Goals and Objectives ALUMNI CLUB BOARD OVERVIEW

Alumni Club Mission Best Practices for Creating an Alumni Club Alumni Club Board Positions Alumni Club Roles and Responsibilities Office of Alumni Relations Roles and Responsibilities EVENT PLANNING AND COMMUNICATIONS

What is a Volunteer? What Constitutes an Alumni Club Event? Suggested Events for Your Club Timeline for Planning an Event Promoting Your Event Style Sheet for Volunteers Event Submission Samples Event Attendance Sample Event Evaluation ADMINISTRATION AND REPORTING

Annual Report Sample Bylaws Acceptance of Risk Volunteer Agreement Confidentiality Statement APPENDIX AND FREQUENTLY ASKED QUESTIONS

faq: Organization faq: Insurance faq: Trademark faq: General

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Alumni Club Mission The University of Chicago Office of Alumni Relations welcomes all alumni, parents, and friends to participate actively in the worldwide University community, attend events, volunteer, create new ways for alumni to stay connected to the University, and contribute to the greatness of our University. Our vision is to connect each alumnus and alumna to the University by creating a range of opportunities so appealing that all alumni will seek to remain engaged with the University and each other. Consistent with the core values of community, education, and service, the initiatives should provide alumni with meaningful opportunities to: 路 Strengthen their knowledge of and ties to the University; 路 Maintain and grow friendships with other alumni; 路 Continue the process of life-long learning; and 路 Serve the University, other alumni, students, and the community at large. We want to make it easy for you to organize with fellow alumni who live all over the world. This handbook exists to help you build a local alumni club in your community.

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Best Practices for Creating an Alumni Club STEP 1: CONTACT THE OFFICE OF ALUMNI RELATIONS

The Office of Alumni Relations will help you assess the alumni population in your area and guide you through the process of establishing an alumni group or becoming a contact for alumni in your region. For a list of liaisons, please turn to p. 28 or contact the Office of Alumni Relations at 800.955.0065. STEP 2: PLAN AN ORGANIZING MEETING

Ask the Office of Alumni Relations to find like-minded volunteers and assist in advertising the meeting to local alumni. Your first meeting should address the following: · Goals of the club · Leadership positions and responsibilities · Event calendar and potential date(s) for first event(s) · Assign an event manager(s) to each event After the planning meeting: · Be sure to thank those who attended · Send the list of attendees to your Office of Alumni Relations liaison along with a summary of the potential event(s) and date(s) STEP 3: PLAN YOUR FIRST EVENTS

· Start small and build a sustainable foundation for the club. Have a goal of at least one or two events per quarter during the first year. · Need ideas? Consult the Suggested Events section on p. 10 for event/activity ideas. STEP 4: RECRUIT NEW VOLUNTEERS AND PLAN AHEAD FOR FUTURE EVENTS

· Recruiting new volunteers for the club is essential to maintain its vitality and growth. A strong annual schedule of events will keep alumni engaged with one another and the club. · We also recommend asking past attendees if they would like to host or organize an activity.

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Alumni Club Board Positions By definition, all clubs need leadership. We recommend a President (or Regional Contact in a smaller region) as the head and chief liaison to the Office of Alumni Relations. Additional volunteer roles will depend on the size and activity of the club. Be sure to recruit enough volunteers so that work is distributed and everyone continues

PRESIDENT/REGIONAL CONTACT

Provides strategic leadership, and maintains contacts with: Office of Alumni Relations liaison and volunteer leaders from Alumni Board of Governors (ABG), development, Alumni Schools Committee, and other University graduate and professionals schools as needed. Takes overall responsibility for the club’s activities; convenes volunteer meetings; works with secretary to submit a simple annual report to the Office of Alumni Relations; works to recruit other volunteer leaders and identify his/her successor.

to enjoy his/her role. All volunteers are encouraged to help identify possible successors for their positions.

VICE PRESIDENT

Generally supports the role of the president in carrying out strategic oversight of the club in order to ensure smooth transition and oversees many club programming activities. Works to recruit other volunteer leaders and identify his/her successor. Ideally, the VP will serve as the next club president. PROGRAM CHAIR(S)

Responsible for coordination of upcoming events and management of volunteers who are planning these events. Larger clubs should consider two people for this role. Ensures proper marketing and communication of the events by maintaining contact with the Office of Alumni Relations liaison to produce communication with alumni community. SECRETARY

Sends announcements of upcoming board meetings to club officers and board members; takes minutes of all meetings and sends them to members and to the Office of Alumni Relations liaison; works with the president to submit simple annual report to the Office of Alumni Relations. CAREERS & NETWORKING CHAIR (AS NEEDED)

In conjunction with the Office of Alumni Relations and the ABG, coordinates externships, internships, interview skills workshops, networking, and careerrelated events. VOLUNTEER CHAIR, “NEW TO THE NEIGHBORHOOD” OUTREACH, OR YOUNG ALUMNI (AS NEEDED)

Coordinates networking and outreach role to attract new volunteers and welcome new alumni to their communities; attends social events and helps bridge connections between other University groups.

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Alumni Club Roles and Responsibilities Alumni clubs must meet the following requirements in order to maintain their chartered status, be considered in good standing by the Office of Alumni Relations, and continue to use the University of Chicago’s name. Each group shall act in the interests of the University and its alumni and shall:

· Welcome all members of the University community to participate in programs and opportunities. · Hold all events in facilities that are accessible, and where all are welcome on an equal basis (six club events per year). · Elect or appoint a president and ideally officers on a regular transparent basis, and ensure that all officers act as positive ambassadors of the University and act in the interests of it; require that the club president is an alumnus or alumna. · Adhere to the University’s reporting procedures and submit a simple annual report by July 1. This report helps capture successes and share your best practices. · Include the Office of Alumni Relations liaison on your larger communications and on any official business of the board (meeting agendas, minutes, etc.). · Promote events by posting alumni-led events on the Office of Alumni Relations Web calendar, utilizing third-party social media sites, and personal outreach (See Promoting your Event on p. 13). · Adhere to the Trademark Usage Guidelines on p. 32 in all permitted uses of the University of Chicago’s name, logo, and other trademarks. · Adopt bylaws, which contain a broader and more detailed overview of the club’s rules of governance and operation. A copy of the club’s bylaws must be filed with the Office of Alumni Relations. A sample form of club bylaws are found on p. 22. · Submit attendance lists to the Office of Alumni Relations. If online registration is used, submit event totals, including walk-in and no-shows lists. (See form on p. 18.) · Seek approval from the Office of Alumni Relations liaison prior to contacting faculty members. Copy the Office of Alumni Relations liaison on all correspondence with faculty. · Encourage officers and members to be good University citizens and maintain good standing by helping to advance the mission of the University, the Office of Alumni Relations, and the alumni club. · Help us help you! Respond promptly to inquiries from alumni or Office of Alumni Relations liaison.

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Office of Alumni Relations Roles and Responsibilities The Office of Alumni Relations supports alumni clubs in a variety of ways, many of which are listed below. Please check with your Office of Alumni Relations liaison for the specific resources available for your club. The Office of Alumni Relations shall:

· Provide assistance and advice for planning events and recruiting local volunteers. · Plan, market, and execute University-led programming. The Office of Alumni Relations liaison will make all arrangements for any University faculty or staff. The frequency of lectures depends on the size and activity level of the club. · Help promote events: Pay for postage and printing of club mailings, send broadcast e-mails to all alumni, parents, and friends living in the region, and post University-sponsored events on Office of Alumni Relations’ Web calendar. (See Promoting Your Event on p. 13). · Provide event supplies (i.e., name tags, attendance forms, University materials, etc.). · Provide training for volunteers at the annual Volunteer Caucus and on an individual basis; connect with other volunteers to share best practices. · Provide local demographics to regional contacts or presidents for planning purposes. · Organize quarterly club leadership calls to share information across clubs.

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What is a Volunteer? A volunteer is one who gives, without compensation, of his or her time and talent to aid the staff of the Office of Alumni Relations and University in activities, programs, and events designated and authorized by the University of Chicago Office of Alumni Relations and the Alumni Board of Governors. Volunteers are dedicated University of Chicago alumni, parents, and friends, from all economic, educational, and social backgrounds who help make it possible for the Office of Alumni Relations to complete its mission to provide the best service possible for the University of Chicago alumni community.

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What Constitutes an Alumni Club Event? The University of Chicago Office of Alumni Relations recognizes the diverse and engaging activities in which our alumni, parents, and friends may participate in their regions. While the University and our volunteers aimto record and recognize all engagement and volunteerism in the regions, the following are criteria for events and programming that may be recorded as alumni club activity:

· Events are open to all alumni, parents, and friends, and advertised to the wider regional community through the University Office of Alumni Relations e-mail and/or postal mail, in official University publications, or e-publications. Events may be geared toward, or intentionally serve the needs of, one segment of the community, but must be advertised and open community-wide. (Advertisement may also include third party sites like Facebook, LinkedIn, Meetup, etc.) · Club 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 region-wide and inclusive engagement planning, i.e.: club board/officer meetings, committee meetings, programming meetings. These events do not have to be advertised to the entire community, but the Office of Alumni Relations liaison should be made aware of the meeting in order for the meeting to count toward officer engagement. · Events may include support for the philanthropic needs of the University. These funds should be sent to the Office of Alumni Relations liaison for appropriate deposit and recognition. Events cannot aim to financially contribute to any other organizations, be they for profit or not for profit. · Events further the connection between alumni, parents, and friends to each other as well as with the University and the local community, as per the Alumni Club Mission on p. 3. · Officers and members are responsible for reviewing the Insurance Policy FAQ on p. 31 prior to hosting any club events. A full copy of the insurance policy covering club events is available from the Office of Alumni Relations.

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Suggested Events for Your Club When planning a schedule of events, keep in mind that most University alumni are busy with careers, families, continuing education, and other civic involvement. Make sure that you plan a variety of events, and experiment with different times and venues to see which engage the largest alumni audience. Resist the urge to overprogram; a handful of well-attended events per year is a good goal to sustain a connected alumni community and to keep volunteers fresh. Events should be relatively easy to

CULTURAL EVENTS

Cultural Events bring together alumni and friends in the spirit of the University of Chicago quest for knowledge and service to society. These events are formal programs and are run locally by alumni in their area. They tend to be preceded or followed by a discussion led by a member of the alumni community. They may have a cost associated to cover ticket or entrance prices and refreshments. Events may include: · Book discussion groups · Career/Networking events · Cinema groups · Community service projects · Concerts · Guided tours of local landmarks or museums · Theater productions

plan and execute; prices should be affordable for local alumni, and clubs should attempt to break even. Clubs should hold regular planning sessions during the year and create a calendar of events that offers intellectual, social, and special events. Try to plan well in advance and to create programs that will engage local alumni with the broader University community. Each club should strive to have at least one of the following events per year: happy hour/social, game/movie night, book club, or distinguished alumni lecture.

SOCIAL EVENTS

Social Events provide an informal opportunity for alumni to mix and mingle. Often a club will have one or more events of this kind during the year to meet and greet each other. Events may include: · Athletic event (either participatory or cheering a team such as the Maroons) · Group meals at restaurants · Picnics or potlucks · Summer Sendoffs for new and current University students · Walking tours · Wine tasting · Young alumni happy hours

Below is a list of typical alumni club events, separated into categories that reflect the level of volunteer and staff effort, the potential costs to alumni attendees, and the relevance of the event to the goals and ideals of the alumni club. These suggestions are based on successful events organized by clubs around the country.

CHICAGO CONNECTION EVENTS

Chicago Connection Events are uniquely Chicago related. These events could be an alumnus speaking to the club on a topic that they are an expert on, or alumni showcasing their latest work. These types of events are referred to as Distinguished Alumni Lectures and require advance planning and effort on the part of local volunteers and significantly more support from the Office of Alumni Relations. Although they tend to be more expensive because they can involve catering, site rental, and audiovisual equipment, alumni tend to show more interest in these kinds of uniquely University events. You may experiment with different formats over the course of the year. Events may include: · Distinguished Speaker Series · Panel discussions by local alumni speakers · Performance and discussion with playwrights or performers

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Timeline for Planning an Event TWO MONTHS BEFORE THE EVENT

· Finalize plans for the event (date, time, place, cost, RSVP contact, information contact, event description). · Complete Event Submission Form and send it to the regional Office of Alumni Relations liaison so we can help promote it. The Office of Alumni Relations will mail the event announcements. Mailings are sent third class and will take 7–10 days to drop in mailboxes. · Make billing or deposit arrangements for venue and refreshments. ONE MONTH BEFORE THE EVENT

· Take reservations. · Update the caterer with attendance figures regularly. If the attendance differs from what you gave the caterers, make appropriate adjustments. · Request Event Registration Packet from the Office of Alumni Relations, which includes an event evaluation form, name tags, and other University materials. · Make sure you have assigned volunteers to take registration at the door (if necessary), to greet participants and act as general hosts, and to make program introductions (if necessary). · Distribute the Acceptance of Risk form to event registrants for athletic events or events that include strenuous activities. SEVERAL DAYS BEFORE THE EVENT

· Communicate with event registrants about event details through a confirmation e-mail. · If the number of reservations is less than expected, your staff liaison can send a reminder broadcast e-mail and volunteers can send personal e-mails or make calls to local alumni.

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Timeline for Planning an Event DAY OF EVENT

· Arrive an hour early, check the room seating and any audiovisual equipment, and set up the registration table. · Check with the caterer to make sure that the food will be served on time and that no last minute changes need to be made. · If payments are being taken at the door, be sure to have cash on hand to make change. · Volunteers working at the registration table should take accurate attendance, checking off attendees who registered in advance and adding names of any guests who did not pre-register. WRAP-UP AFTER THE EVENT

· Return the attendance list to the Office of Alumni Relations liaison. · Inform the Office of Alumni Relations of any accidents, complaints, or concerns. Send on Acceptance of Risk forms for any attendees that might fall into this category. · Send a thank you note to appropriate speakers, attendees, etc. This is a great way to reinforce upcoming events and programs.

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Promoting Your Event All club communications are produced and sent by the Office of Alumni Relations although alumni are encouraged to also use their own networks to supplement their event communication. These networks may include Facebook, LinkedIn, Meetup, etc. Event details to be published online and communicated via e-mail and direct mail must be submitted through the Event 101 form at alumniandfriends.uchicago.edu/ events to ensure prompt response.

ONLINE CALENDAR

· All club events will be posted on the Office of Alumni Relations’ online events calendar. The calendar is searchable by region. · The Office of Alumni Relations needs five business days advance notice to post an event online. BROADCAST E-MAILS

· The Office of Alumni Relations will generally send e-mails every other week, generally in the middle of the week. E-mail frequency depends on the alumni club’s level of activity. · Biweekly e-mails will include club events, University initiatives (administrator travel; lectures), and other University-related activity in the region (reunion or class, school or division, interest-based events). · The Office of Alumni Relations liaison needs at least 14 days advance notice to send a broadcast e-mail. DIRECT MAIL INVITATIONS*

· Volunteers must provide text to their Office of Alumni Relations liaison at least eight weeks prior to the event. · Invitations consist of half-page postcards. · All invitations are designed and mailed by the Office of Alumni Relations. · Invitations are sent third class, which takes 10–14 business days to drop in mailboxes. · Clubs that produce brochures will receive two postcards a year, in addition to Harper Lecture invitations. Clubs that do not produce brochures will receive four postcards a year. Events listed in the brochure will not receive a separate direct mailing. * Not all events warrant a direct mail invitation

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Style Sheet for Volunteers This tool guides you through the University’s branding and ensures correct and timely turnaround on communications.

DEGREES AND YEARS

Degrees and years are given as follows: 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

Times are written out, lowercase, with periods and an en-dash in between; full hours do not show minutes: 6:30 a.m.–3 p.m. 7–9 p.m. PHONE NUMBERS

Phone numbers are written as area code.exchange.number: 773.702.2150 ADDRESSES

Event location addresses are written with street address in full but with state abbreviated and no ZIP code: 5555 South Woodlawn Avenue 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): His programs for College students include foreign policy, internships, and language instruction. CAPITALIZATION

The College (of the University of Chicago) is capitalized. He earned his AB from the College in 1924. The “the” in the University of Chicago is not capitalized. He earned his PhD from the University of Chicago in 1929.

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Style Sheet for Volunteers ITALICS

Titles of books, plays, movies, etc. are in italic: The group will read Emma and then watch a video of Clueless to compare the two. E-STYLES

Online is one word; e-mail is hyphenated, and Internet is capitalized.

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Event Submission Samples Program text submitted in the

EVENT SUBMISSION SAMPLE: BLAST E-MAIL AND POSTCARD

following form will save time, prevent mistakes, and speed up

Tuesday, September 26

the publication process.

The U.S. Supreme Court in 2006 In recent years Supreme Court decisions have come under special scrutiny by the legislature. Longtime observers say that legislative/judicial relations have rarely been worse, reflecting different views of the value of an independent judiciary and the need for accountable government. 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 Sweeny, AB’64, JD’66, has been a US 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 Submission Samples EVENT SUBMISSION SAMPLE: BROCHURE

Title (Max 15 words): Date: (Day, Month date) Description (1 paragraph, +/- 50 words or 300 characters, including spaces): Robert Pape is a professor in the Department of Political Science and the College and Director of the Program in International Security Policy at the University of Chicago. His current work, focusing on the origins of suicide terrorism, has been widely reported in the media. Time: 6–8:15 p.m. or 7–9 p.m. Location: Location Address Line 1 Address Line 2 (How to format addresses: no zip codes and abbreviate north, street, avenue, etc.) Cost: $XX/person includes xxx Contact (Max 20 Words): Register by XX/XX online at website. Questions? Contact Name Lastname at name@uchicago.edu or XXX.XXX.XXXX.

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Event Name Date Location

NAME

DEGREE AND YEAR E.G., AB’XX)

E-MAIL ADDRESS

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Alumni Club Event Evaluation

Name of organization Date of Program Program Title Speaker(s) Your Name

Your Role(s) in Event: Organized Event Alone

With Others

Club Program Planning Chair

Attended Event

Event Contact

Record the following information: $

Event Expenses $

Event Income

Attendance (attach list)

For events featuring faculty or administrators from the University, please answer the following:

The length of the presentation was:

Was there enough time to socialize before or after the presentation?

How effective was the presenter?

Too long

Too short

Just right

Please add any other comments you would like to make regarding this event or other club programming.

Please send completed form and attendance list to alumniclubs@uchicago.edu or fax to 773.702.2166.

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Annual Report

Name of organization: Date: Organization mission statement: CURRENT LEADERSHIP

List names, degrees, preferred e-mail address for the leader(s) (please note N/A if appropriate) · President/Regional Contact · Vice-President

· Secretary · Program Chair

LEADERSHIP SUCCESSION PLAN

List names, degrees, preferred e-mail address for future leader(s) (please note N/A if appropriate) · Future President · Future Vice President · Future Secretary

· Future Program Chair · Future Officer(s)

OFFICERS

List names, degrees, preferred e-mail address (please note N/A if appropriate) · Volunteer Chair · Careers & Networking Chair

· Other (include title)

EVENTS

List the total number of events organized by your group in the past 12 months, making sure to define the events purpose (social, networking, intellectual). Attach event attendance lists. AUDIENCE

Have you seen a change in your events’ audience in the last 12 months? If yes, please define: Do you anticipate organizing joint events with other University alumni volunteer organizations? If yes which one(s): Describe how your volunteer organization targets different audiences, i.e.: young alumni (College graduates of the last 10 years and professional school graduates of the last five years), alumni emeritus, alumni in different geographical areas, etc.

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Annual Report

PROMOTION

How does your group promote other University of Chicago sponsored initiatives? (e.g., welcoming interns and new graduates, volunteering for admission receptions, assisting with recruiting efforts, Summer Sendoffs, participating in annual fund, etc.)? ADDITIONAL COMMENTS

Please make sure to attach the following to this report. Each alumni volunteer group will be asked to turn in an annual report by July 1 in order to assess progress. Send completed form and attendance list to alumniclubs@uchicago.edu or fax to 773.702.2166. 路 All meeting minutes 路 Yearly plan/calendar of your organizations events 路 Goals of your volunteer group

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Sample Bylaws Clubs are not required to use these sample bylaws; however, all bylaws must be reviewed by the Office of Alumni Relations prior to filing.

ARTICLE I: NAME

The name of this organization is the University of Chicago Alumni Club of (city or region). ARTICLE II: MISSION STATEMENT

The common purpose of University of Chicago alumni clubs and organizations is to provide opportunities for alumni, parents, and friends of University of Chicago to meet to serve as its advocate, articulating the role and direction of the University; to encourage intellectual enrichment and professional growth through forums and presentations; and to elevate the stature of the University in (city or region) through club programming. ARTICLE III: GEOGRAPHIC AREA

The proposed geographic area of the club shall be filed with the University of Chicago Office of Alumni Relations. The geographic area of the club is subject to the approval of said office. ARTICLE IV: MEMEBERSHIP

Alumni, parents, and friends of University of Chicago shall be eligible for membership. ARTICLE V: OFFICERS OF THE CLUB Section 1 - Officers

The officers of the club shall include but not be limited to: President and Vice President, Secretary and Program Chair. The board of directors may elect other officers from time to time. Section 2 - Duties

The duties of the officers shall be those duties and powers usually incident to their respective offices and as detailed in the University of Chicago Alumni Club Handbook. Section 3 - Qualifications

a) All officers must be members in good standing at the time of their election and at all times during their tenure. b) The members nominated to serve as president of the club shall be limited to those members who have already served at least one term as an officer. Section 4 - Term of Office

The term of office shall be two years. Officers shall serve not more than two consecutive terms in any office. Each officer shall help identify his/her successor during the second year of his/her term. Section 5 - Election of Officers

The officers shall be elected at the Annual Meeting by a majority vote of the members present and voting. Alumni Club Volunteer Handbook

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ARTICLE VI: BOARD OF DIRECTORS Section 1 - Members and Qualifications

The board shall consist of the officers of the club, the immediate past President, members-at-large, and contacts from various University programs and initiatives.

Section 2 - Duties

The duties of the board shall be to manage the operation and activities of the club in accordance with the Mission Statement, the University of Chicago Alumni Club Handbook, and the University of Chicago Office of Alumni Relations’ bylaws, including but not limited to: a) Holding a minimum of four meetings per year. b) Coordinating a minimum of six events per year. c) Electing officers and directors to fill vacancies occurring during the club year. d) Electing additional directors during the year as may be deemed appropriate. ARTICLE VII: COMMITTEES

The board of directors may appoint committees that include members in good standing who are neither directors nor officers. Such committees have authority to work on behalf of the club for those activities that have been specifically delegated to the committee by the board of directors and approvedby the Office of Alumni Relations. ARTICLE VIII: DISTRIBUTION OF ASSETS

In the event that the club shall cease active operation, all assets of the club shall be given to the University of Chicago Office of Alumni Relations. ARTICLE IX: FISCAL YEAR

The fiscal year of the club shall begin on July 1 of each year. ARTICLE X: AMENDMENTS

The bylaws may be adopted, repealed, or amended, in whole or in part, at any time, by the affirmative vote of two-thirds (⅔) of the board of directors. ARTICLE XI: ADHERENCE TO OFFICE OF ALUMNI RELATIONS GUIDELINES

These bylaws shall adhere to all existing Office of Alumni Relations guidelines. In the event that Office of Alumni Relations guidelines are amended or revised, these bylaws shall be reviewed for compliance and amended accordingly.

Adopted this

day of ,

University of Chicago Alumni Club of

. .

By: President Secretary

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Acceptance of Risk

As a participant in the (the “Club”) (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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Volunteer Agreement

We are pleased that you have decided to volunteer your services to the University of Chicago (the “University”) and the Alumni Club of (the “Club”). Please affirm your acceptance of the terms of this agreement, stated below, 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 Club event, and that I will follow the directions and guidance of the University or Club 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 Club volunteer, I will not be a University employee. I understand and agree that the University, the Club, or I have the right to end my volunteer relationship with the University and the Club at any time, for any reason, and without advance notice. I understand that as a University and Club 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 Club 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 Club 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 herby 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.

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I agree that: The 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. 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 that 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 Club 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 Club of this day of , 20 By (printed): Its (title):

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Confidentiality Statement As an alumni club 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 Office of Alumni Relations liaison.

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Frequently Asked Questions: Organization What is considered a club?

A club is defined by a group of alumni, parents, and friends in active and complete board structure (president, vice president, secretary and program chair), a minimum of six events per calendar year and adherence to the Office of Alumni Relations rules and guidelines, including this Handbook. Consistent with the core values of community, education, and service, the club 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; and · 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 local alumni. · Announce that 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. Will the Office of Alumni Relations or University help us pay for club events?

In some cases, such as University initiatives like as Harper Lectures, Global Connections, Summer Sendoff and Phoenixphest, the Office of Alumni Relations will cover much of the costs for an event. For other events, such as happy hours, dinners, book clubs, sporting events, etc., clubs may charge entrance fees to defray the cost of the event. The Office of Alumni Relations can help clubs manage ticket sales and RSVPs. Alumni must contact their staff liaison to plan the event so it is set up to break even. The Office of Alumni Relations will purchase the tickets or supplies and take online registrations to cover the costs of the event. In some instances, corporate sponsorship for events may be appropriate. Please contact the Office of Alumni Relations for additional information. Alumni Club Volunteer Handbook

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What if my club needs help organizing an event?

The Office of Alumni Relations supports alumni clubs in a variety of ways, many of which are listed below. Please check with your Office of Alumni Relations liaison for the specific resources available for your club. The Office of Alumni Relations will: · Provide staff assistance and advice for planning events and recruiting local alumni volunteers. · Plan, market, and execute Harper Lectures. The Office of Alumni Relations liaison will make all arrangements for the lecturer. The frequency of lectures depends on the size and activity level of the club. · Help promote events: · Pay for postage and printing of club mailings · Send broadcast e-mails to all alumni, parents, and friends living in your region for whom we have good e-mail addresses · Post University-sponsored events on the Office of Alumni Relations’s Web calendar · Provide event supplies (i.e., name tags, attendance forms, student newspapers, etc.). · Provide training for volunteers at the annual Volunteer Leadership Caucus. · 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 Office of Alumni Relations requires that alumni club volunteers: · Take the lead in planning events that provide opportunities for alumni to strengthen their commitment to and support of the University. · Create and execute a diverse series of events that adhere to the club mission statement (see Suggested Events on p. 9). · Identify, recruit, and plan for transition of enthusiastic alumni to help the club plan events. · Provide updated lists of board members and/or volunteers and submit a simple annual report to the Office of Alumni Relations. · Post alumni-led events on the Office of Alumni Relations Web calendar. · Provide event totals and attendee lists in order to maintain current data and event tracking. Are Officers or Members of alumni clubs allowed to sign contracts with vendors for events?

No. All contracts must be reviewed and approved by the Office of Alumni Relations 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 club.

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Frequently Asked Questions: Insurance The University of Chicago Office of

General Liability Insurance

Alumni Relations has purchased a

Insures the Clubs and their members in the event a claim is made by a third party alleging bodily injury or property damage arising out of a Club’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 Office of Alumni Relations with additional questions regarding the liquor liability coverage.

master insurance policy covering all domestic alumni clubs, members, officers, and volunteers. The following is a brief overview of the insurance policies that cover the clubs:

Automobile Liability Insurance

Covers the Clubs and members in the event a claim is brought due to an accident occurring while a Club member is using a personal or rented vehicle for Alumni Club activities. This insurance is in excess of the driver’s personal auto insurance, and is provided with the goal of protecting the Club 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 Club 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 Club. This insurance also covers charges of discrimination or harassment that might be brought by volunteers, guests, or other third parties against a Club member. 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 Office of Alumni Relations (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. 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 Office of Alumni Relations 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 Clubs, please contact the Office of Alumni Relations.

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Frequently Asked Questions: Trademark The University of Chicago takes

Who can use the University’s trademark?

great care to register and protect its

Only alumni groups recognized as alumni clubs by the University of Chicago Office of Alumni Relations are permitted to use the University’s trademarks. All uses must conform to the information provided in this Handbook, the Office of Alumni Relations’ requirements for clubs, and any additional requirements or guidance given by the University or the Office of Alumni Relations.

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

Alumni clubs 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.

necessarily implies association with or approval by the University of Chicago.

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

In most instances, the Office of Alumni Relations will produce necessary promotional materials (e.g., direct mail invitations and broadcast e-mails) bearing the University’s trademarks, and no separate uses by an alumni club of the University’s trademarks is necessary. Alumni clubs 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 clubs may use the University’s trademarks on goods (e.g., mugs, t-shirts, pens) only if such items are provided to the alumni club’s members only, and not otherwise sold or distributed. Are there any instances when an Alumni Club cannot use the University’s trademark?

Alumni clubs may not use the University’s trademarks, or their association with the University or its Office of Alumni Relations, 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, regional alumni clubs 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. Clubs should contact the Office of Alumni Relations 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 club’s permission to use the University’s trademarks in its discretion. Alumni clubs 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.

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Frequently Asked Questions: General Can alumni clubs host fundraising events?

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. It is suggested that recognized alumni clubs provide a brief overview of their planned activities for each fiscal year to the Office of Alumni Relations no later than July 1 of each year. In determining whether such activities will be approved by the Office of Alumni Relations, 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. Fundraising activities for other non-profits or organizations should not be planned or promoted by recognized alumni clubs, nor should solicitations be made for other non-profits or organizations using the University’s name or resources. It’s an election year and I want to get people motivated to vote. Can my alumni club host an event or sponsor a fundraising drive for a specific candidate?

Alumni clubs 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 clubs, or though the use of University e-mail accounts. These prohibitions apply to all campaigns, including those at the federal, state, and local levels.

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UChicago Volunteer Handbook  

Handbook for University of Chicago Alumni Volunteers

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