UMW Affinity Group Volunteer Handbook

UMW Affinity Groups Office of Alumni Relations 1119 Hanover Street, Fredericksburg, VA 22401 Phone: 540-654-2063 or Email: alumni@umw.edu https://alumni.umw.edu

Volunteer Handbook

TABLE OF CONTENTS: Part I: Affinity Groups Introduction A. What is an Affinity Group? ……………………………………………………………………2 B. Why Have an Affinity Group?…………………………………………………………………2 C. Affinity Groups & Alumni Engagement ………………………………………………………2 Part II: Starting an Alumni Affinity Group A. How to Start an Affinity Group ……………………………………………………………….2 B. Steps to Becoming an Affinity Group …………………………………………………………3 C. Active vs. Inactive Status………………………………………………………………………5 Part III: Criteria and Requirements for Affinity Groups A. Membership Requirements ……………………………………………………………………5 B. Executive Board Structure …………………………………………………………………….5 C. Steering Committee: Advisory Board to Affinity Leaders ……………………………………6 D. Group Mission Statement ……………………………………………………………………..7 E. Constitution ……………………………………………………………………………………7 F. Ongoing Requirements ………………………………………………………………………...7 Part IV: Benefits and Support A. Funding ………………………………………………………………………………………..8 B. Use of Alumni Center …………………………………………………………………………9 C. Advertising and Marketing ……………………………………………………………………9 Part V: Resources A. Contact List …………………………………………………………………………………..10 B. Tips for Hosting Successful Events ……………………….…………………………………11 C. Fundraising and Membership ………………………………………………………………..12 D. Forms ………………………………………………………………………………………...13 E. Submission Examples .………………..……………………………………………………...13

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PART I: AFFINITY GROUP INTRODUCTION What is an Affinity Group? An affinity group is an organized group of alumni with shared interests and common bonds. Affinity groups plan and organize events throughout the year with the goal of staying connected with each other and with the University of Mary Washington (UMW). This connection can be based on identity, previous student organization involvement, interests, and professional industry. Examples of these may include:

a. Student Activity Involvement (Ex: COAR, Res Life/RA, Athletics) b. Professional/Career Affiliation (Ex: Legal, Federal, Military, Educators) c. Identity-based groups (Ex: LGBT, Black, Latino, Asian) d. Interest (Ex: Exercise, Literature, Opera)

The UMW Office of Alumni Relations recognizes the importance of, and relies on, affinity groups to assist in providing opportunities connecting the University and group members to each other to address these shared bonds.

A. Why have an Affinity Program?

Affinity Group Purpose: •

Create a medium through which alumni can reconnect with each other around shared experiences, interests, and identities.

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Increase opportunities for alumni to get involved and to meet other UMW alumni.

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Promote leadership opportunities for UMW alumni.

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Foster a sense of community within the UMW alumni population.

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Support a culture of philanthropy for the University.

B. What Affinity Groups Already Exist?

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•

Although recognition of affinity groups is new, alumni have gathered around special interests for many years on an ad hoc and on an informal basis. The Affinity Group Program is designed to further cultivate and engage these communities beyond a single event or activity.

PART II – STARTING AN ALUMNI AFFINITY GROUP A.

Starting an Affinity Group The Office of Alumni Relations provides opportunities for alumni to volunteer and share news and information with more than 35,000 Mary Washington alumni across the country and around the world. Each affinity group’s executive leadership will work directly with the Office of Alumni Relations to fulfill the group’s goals.

Affinity Groups can be formed in one of two ways: 1. An alumnus takes the initiative to gather alumni and contact the Office of Alumni

Relations about their interest in forming an affinity group. The group must have at least 20 people interested in participating, three of which are committed to leading and maintaining the group; or 2. Based on current societal trends, the Office of Alumni Relations takes the initial steps

to form a group and then seeks alumni volunteers.

B. Steps to Becoming an Affinity Group 1. Initial Request •

Check the alumni website at alumni.umw.edu to ensure that the group you wish to create does not already exist

•

Complete and submit the online Affinity Group Interest Form located on the website, http://alumni.umw.edu/affinityinterest, or call the Office of Alumni Relations for assistance in filling out the form.

2. Information Meeting/Call •

A member of the UMW Alumni Relations team will contact the alumnus initiating the request within three business days to discuss the proposed affinity group.

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•

The discussion will include the individual’s relationship to UMW; the options for the leadership structure; the number of alumni interested in forming the group; the list of alumni associated with the proposed group, if applicable; affiliations with other UMW groups and organizations; ideas for events; and overall engagement strategy.

•

Reminder: The group must have at least 20 people, three of whom have agreed to be leaders, in participating in maintaining the group.

3. Submission of Required Materials •

After the informational meeting/call, the primary alumnus or chair of the Affinity Group will create a roster, mission statement, and constitution to be submitted to the Associate Director of Alumni Programs, Chrissy Bowdren, at cbowdren@umw.edu.

4. Approval •

Once all the above materials are received, the Affinity Steering Committee and the Office of Alumni Relations will review all the documents, determine if the group is a good fit for UMW, will inform the requesting alum whether their request was approved/ or denied. If the requested affinity group is approved it will be listed on the alumni website and will start receiving support from the alumni office.

5. Orientation •

Once approved, the designated leaders of the Affinity Group must complete an orientation session with a member of the UMW Alumni Relations staff and a member of the Affinity Steering Committee. This may be completed in person, by webcam, or by conference call.

6. Contact Your Fellow UMW Alumni •

Work with the Office of Alumni Relations to establish appropriate social media channels for your Affinity Group and stay in touch with interested members using those channels.

Send out your first e-mail, using resources available to you at the Office of Alumni Relations, and start making connections and friends!

University of Mary Washington Affinity Handbook

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Figure 1: Affinity Group Approval Process

STEP 2: Informational Meeting/Call with Associate Director of Alumni Programs If NOT approved to move forward

If approved to move forward

Schedule time with the alumni office to discuss your group and possible next steps

STEP 3: Submit Required Materials (Roster of members, constitution, bylaws)

STEP 4: APPROVAL C. Active vs. Inactive Status

In order for affinity groups to be listed on the Alumni Relations website and to receive financial and administrative support, they must maintain an “active” status, which is defined below.

Active alumni affinity groups host a minimum of three events per year (one per fall, spring, and summer semester). Events must have a minimum attendance of 10 people.

In the event that an affinity group falls below the minimum of ten attendees on three separate occasions, or if there are fewer than three events per calendar year, the affinity group’s status will be changed to inactive. All inactive groups will work with the Office of Alumni Relations to determine the next steps for the group.

PART III: CRITERIA AND REQUIREMENTS A. Membership Requirement University of Mary Washington Affinity Handbook

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In order to initiate an alumni affinity group, three individuals are needed to serve as the group leaders in addition to 20 overall members must be interested in establishing and maintaining the group. To maintain an effective group, additional alumni members will be needed to serve as part of the group leadership. Various leadership positions can be initiated as more members are recruited into the group. The Office of Alumni Relations should be notified should the leadership change or if new leadership roles are created.

B. Executive Board Structure

The Executive Board leadership is required to maintain a structure with a minimum of three leadership positions. Below are sample position descriptions for each of those positions.

Chair: Required for all affinity groups, the Chair is responsible for leadership within the organization, including presiding over executive board and general meetings. The Chair will serve as the primary liaison to UMW and the Office of Alumni Relations and will maintain regular contact with the staff liaison (correspondence expected at least once a month). The Chair is charged with upholding the group’s constitution, achieving the group’s mission statement, and ensuring the group fulfills the ongoing requirements.

He/she will assign responsibility for individual duties or events to other leaders.

Vice-Chair: The Vice-Chair is responsible for assuming the rights and responsibilities of the Chair should the Chair vacate the position. Other responsibilities include recruitment of new board members and regular contact (via email or teleconference) for the Steering Committee.

Membership Chair: The Membership Chair will oversee all matters regarding membership including, but not limited to, recruiting alumni; maintaining a current roster of interested members; and creating membership material to be used at events.

Marketing/Communications Chair: The Marketing/Communications Chair will publicize the group’s activities to the membership, as well as to the university community, produce and distribute monthly newsletters, if applicable; and develop marketing strategies for each group event. This position will also manage the affinity group’s social media presence and request e-blasts from the Office of Alumni Relations when necessary.

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Events Chair: The Events Chair will assist with scheduling events, including developing a calendar of events; collaborate with the Marketing Chair to distribute information about the group’s activities; oversee the planning of group activities that go beyond the scope of regular meetings; and assume responsibilities of the Chair in his or her absence, including leading meetings when Chair and Vice-Chair are unavailable.

Student Relations Chair: The Student Relations Chair will serve as the alumni liaison to UMW students – thus linking the students to the group. The Student Relations Chair will establish necessary contacts with affinity-appropriate university departments and related student organizations; assist the Marketing Chair with creating a visual presence at university events, and ensure students are involved and engaged with the affinity group’s programming.

Current Student Chair: Each affinity group will have the option to have a current UMW student to assist with building relationships and connections with current students. The Student Chair will bridge the gap between students and alumni and promote group events throughout the campus community. Should your affinity group be interested in including a Current Student Chair the Office of Alumni Relations will assist in recruiting the student that best fits the topic of the affinity group.

All leaders will have to agree to the following expectations before accepting a leadership role: •

Be a positive representative and ambassador for the Office of Alumni Relations

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Understand and uphold the University’s branding and reputation policies

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Conduct all university business in an appropriate, professional manner

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Honor and respect other volunteers and acknowledge their contributions, talents, and efforts.

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Keep the interest of the affinity group foremost in mind when providing assistance and strive to avoid any and all conflicts of interest

C. Steering Committee: Advisory Board to Affinity Leaders

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The Steering Committee is the over-arching body that is charged with advising each affinity group in its development, memberships, and overall growth. The Steering Committee achieves this responsibility by engaging, supporting, and seeking feedback from affinity groups’ leadership boards through logistical support and advising. The Steering Committee itself is comprised of five officers, each serving a two-year term. The Steering Committee shall serve as a resource to help provide introductions and information to other alumni interesting in joining or growing UMW affinity groups. For more information regarding the Steering Committee’s leadership and structure, please go to http://alumni.umw.edu/steeringcommittee.

D. Mission Statement

All affinity groups must have a written mission statement outlining the purpose for its existence. The mission statement will serve as a guide for future programming and events to inform all alumni of the group’s core interests and overall goals. Please refer to page 13 for an example mission statement.

E. Constitution

Each affinity group is required to create a written constitution that will serve as the group’s framework for overall operations and activities. This document should include membership goals, mission statement, leadership structure (positions), etc. Before an affinity group is considered “active” the constitution will need to be submitted to, reviewed, and approved by the Office of Alumni Relations. Please refer to page 13 for an example constitution.

F.

Ongoing Requirements Maintaining the Constitution: The core affinity leaders are responsible for ensuring adherence to the group’s constitution and mission statement. Any changes or revisions of the constitution must be approved by the Office of Alumni Relations.

Group Leadership Meetings: The leadership of each affinity group is required to hold a minimum of three meetings per year to discuss strategy and programs. It is also strongly encouraged that the group leadership also meets for programming meetings to discuss the three events minimum per year (one per semester).

Programming Requirements: The affinity group must plan and execute at least three events per year (one event per

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semester). Any program ideas that your affinity group wants to implement should be first discussed with the Office of Alumni Relations. This will ensure that the support is available to your affinity group.

Affinity groups will plan appropriate events/programs to strengthen the alumni community and university brand within their communities: 1. Professional •

Affinity groups offer a valuable career network for alumni within special interest areas or industries. Professional programs facilitate networking among alumni, engage young alumni that are new to the community, and strengthen the value of a UMW degree.

•

Examples include: Networking nights/luncheons, young alumni events, speakers, resume reviewers, industry support.

2. Social •

Social programs allow alumni of all ages to gather socially and stay connected both with the University and fellow alumni. These programs also generate UMW pride within each group and provide an easy way to welcome alumni that previously have not been involved with the community.

•

Examples include: Social gatherings, sports-related outings, signature events, arts and cultural events, happy hours, and lifelong learning events.

3. Community Relations a. Community events strengthen the UMW brand within the region and offer an

opportunity to partner with regional activities. This allows affinity groups to expand membership and promote events, while building partnerships within the community. b. Examples include: Community service, athletic programs, and speaker

opportunities.

4. Student

Student events allow affinity groups to give back to the University by working with and supporting students. Events will bridge the gap between alumni and students and allow the opportunity to connect with each other.

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Examples include: Sendoff events, yield receptions, career panels, resume reviews.

Annual Report: Every year the Affinity Group Chair will be required to meet, whether in person or via phone or Skype – to discuss the successes and challenges of their group. An updated roster and list of the activities conducted in the past year are required to be submitted to the Office of Alumni Relations prior to this discussion.

PART IV: BENEFITS AND SUPPORT A. Funding

The primary source of support for affinity groups will come from the Office of Alumni Relations annual budget. Each active affinity group will receive $200 annually for event support. Should an affinity group become inactive, the Office of Alumni Relations will withhold funds until the group reinstates as an active group.

B. Use of the Jepson Alumni Executive Center

Depending on availability, meeting spaces at the JAEC can be reserved for affinity group meetings or events. Please contact the Office of Alumni Relations for availability and general information regarding the space options.

C. Advertising and Marketing Considerations

Websites: Websites are an effective way to communicate with group members, constituents, and other interested parties. It is also a great way to showcase the group’s mission, current and planned activities, and photo highlights. Each affinity group will be given a page to manage on the alumni website (alumni.umw.edu). Items to be included in each affinity group webpage include: •

Current information, description, membership requirements (if any)

•

Main contact for group or leadership members

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Upcoming events and link to registration pages

The webpage can be publicized on all social media, mailings, and email blasts.

Social Media: Social Media outlets provide a very cost effective way to communicate with members of each affinity group. Any social media presence must reflect the values and core mission of the group and the Office of Alumni Relations. Recommended sites University of Mary Washington Affinity Handbook

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include Facebook pages (not groups) and LinkedIn. Should the affinity group’s leadership need any assistance developing the page(s), please contact the Office of Alumni Relations. It is the responsibility of the affinity group leaders to maintain the social media sites and to post content regularly.

E-Newsletter: Every month the Office of Alumni Relations sends out a newsletter to all alumni that includes news about UMW, alumni programs, and more. Affinity groups wishing to share news or events with the entire alumni community may contact the Office of Alumni Relations to discuss inclusion in an upcoming e-newsletter.

E-mail Blasts: Email blasts are used to send one email message to a specific group of constituents. The Office of Alumni Relations can identify an affinity group’s constituents (through a University database) and send an email about specific upcoming events or programs. Your group must express interest in utilizing an email blast. All requests must follow any and all Office of Alumni Relations guidelines for communicating programs and services to alumni. Affinity groups are encouraged to submit eblast requests at least three weeks in advance to ensure time for design and review, as well as to avoid scheduling conflicts.

Alumni Calendar of Events: A calendar of all alumni events is located on the Alumni website (http://alumni.umw.edu). The calendar provides a complete listing of upcoming Office of Alumni Relations events, a description of each event, and registration information. This is a great way to advertise an affinity group’s events as well as to keep track of the number of alumni who plan to attend. Unless the affinity group’s leaders say otherwise, the Office of Alumni Relations will automatically add each affinity event to the alumni calendar.

Lists: Lists can be pulled from the Office of Alumni Relations central database for particular affinity groups. The affinity group leadership can request a list of all alumni who fall into the affinity group category. List information and subscribe/unsubscribe information changes frequently and needs to be updated. UMW list information cannot be shared with other members, and all leaders who have access to the list will be required to sign and submit a confidentiality agreement.

Direct Mail: In certain cases, the Office of Alumni Relations can provide assistance with this form of communication. If an affinity group wishes to use direct mail, be sure to discuss the details with the Associate Director of Alumni Programs, Chrissy Bowdren, during the planning phases for your event. Funding for printed marketing is available on a first-come, first-served basis, as resources are available. The use of direct mail resources is ONLY available to currently active affinity groups.

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PART V: RESOURCES A. Contact List

Affinity Group Steering Committee Jay Sinha ’09, Steering Committee Chair Email: jay.sinha9@gmail.com

Office of Alumni Relations Address: 1119 Hanover Street, Fredericksburg, VA 22401 Website: http://alumni.umw.edu Phone: 540-654-1011 E-mail: alumni@umw.edu Office of Alumni Relations Staff: Mark Thaden ‘02 Executive Director of Alumni Relations

Patrick H. Associate Director of Regional Alumni Engagement

Chrissy Bowdren ‘11 Associate Director of Alumni Programming *Affinity Group Liaison

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Amy Beaulieu Assistant Director of Alumni Communications

B. Tips for Hosting Successful Events

The following is a set of guidelines to assist leaders in planning and hosting successful events. Event managers are encouraged to discuss ideas with the Office of Alumni Relations and to collaborate with the office during the planning process.

Where Do You Begin? The beginning stages of the planning process is often the most difficult to navigate. To make it easier, keep these questions in mind: •

What type of event would you like to hold? What is the purpose of the event, and what would you like the members and leaders to take away from the event?

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Will the event be virtual, or is a physical space required? If a space is required, look at private or semi-private spaces to make your event more exclusive to your group.

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Will students be invited? If so, is there a student component or topic included at the event?

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How many alumni do you expect to attend?

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What is the group’s available budget? Is funding required? Will there be a charge for other members to attend? These questions will help you solidify the size and scope of your event.

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Are there any upcoming holidays or local events that would conflict with your event?

How Do You Pay for the Event? Your available annual budget of $200, and the minimum requirement of two events per year, will require you to be strategic in your event planning.

However, the Office of Alumni Relations and the Steering committee are available to discuss event ideas or strategies on creating events. When planning an event, please beware of hidden fees:

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•

Food and beverage minimums

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Room rental fees

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Rental fees for audio visual equipment

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Per person cost for food/beverage

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Non-refundable deposits

How Do You Publicize Your Event? All alumni groups are encouraged to use the Office of Alumni Relations website to request marketing for your affinity group or for your event. To access the request form, go to http://alumni.umw.edu/EventRequest. The Assistant Director of Alumni Communications, Amy Beaulieu, will contact you to discuss marketing materials or social media requests with you. Planning is extremely important, and a minimum of six weeks is required to effectively promote your event.

Should Attendees Register for the Event? Yes! Registration is important to providing an estimate of the number expected to attend. Consult with the Office of Alumni Relations to create an electronic registration page to determine the most effective way to manage registration.

What Are Some Last Steps to Consider Prior to the Event?

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One week prior o

•

•

Reconfirm all the details with your contacts at the event location.

Don’t forget to give them your final registration numbers!

One day prior o

Send a reminder e-mail to all alumni who registered to attend.

o

If you prefer, request a reminder e-mail through the Office of Alumni Relations by sending your language to the Assistant Director of Alumni Communications.

Day of Event o

Arrive at the event site to set up approximately 45 minutes to one hour before the event start time. Check in alumni and capture their most up-

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to-date information using a sign-in sheet. Mingle, network, and recruit new members to join your group.

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Day after event o

Send a thank-you or personal follow-up message to those who came to the event. If available, include the dates of future events.

C. Fundraising and Membership

Affinity groups are not allowed to conduct any fundraising campaigns without prior approval from the Office of Alumni Relations. The primary source of support for affinity groups will come from the UMW Office of Alumni Relations annual budget. Each active affinity group will receive $200 annually for event support. Should an affinity group become inactive, the Office of Alumni Relations will withhold funds until the group reinstates as an active group.

D. Forms

Affinity Group Interest Form: https://alumni.umw.edu/affinityinterest Request for Event Support: https://alumni.umw.edu/EventRequests E. Submission Examples

Mission Statement Example: UMW Black Affinity Group • To support the participation of African-Americans in University life.

• To promote the educational success of current African-American students.

• To provide scholarships to encourage African-American students to attend and graduate from the University of Mary Washington.

• To recognize achievement among African-American alumni.

• To ensure an avenue for continued African-American alumni networking and involvement in the UMW community.

Constitution Example: UMW Black Affinity Group Constitution Article 1. NAME UMW Black Affinity Group Constitution Article II. PURPOSE The UMW Black Alumni Affinity Group exists for the purpose of recognizing and upholding the value of higher education while honoring the history and legacy of African Americans. Our goal is to promote lasting connections among Black alumni, students, staff and faculty. We value a sense of shared community and giving back to the world by affecting the future.

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Our Goals: (Must have at least three goals listed for your Affinity Group) A. Develop strong relationships with UMW Black alumni and students.

B. Provide opportunities and resources for engagement, networking, and

maintaining a relationship and involvement with the UMW community.

C. Promote educational success, leadership, and mentoring opportunities with

current students and alumni.

Article III. Membership Membership in the Black Affinity Group is open to the entire UMW community (alumni and student). General membership shall be defined as all individuals interested in developing and maintaining connections within the Black alumni and students at the University of Mary Washington. The invitation for general membership shall be automatically extended to alumni and students of African descent. General members can participate in Black Affinity Group meetings, programs, and events and will be emailed announcements of such events once they join the mailing list.

Article VI. Executive Leadership Structure (Each position description should be tailored to each affinity group’s needs) Executive Leadership The Executive Committee shall be comprised of the Chair, Vice Chair, Marketing/Communications Chair, and Events Chair. The Black Alumni Affinity Group will also have a current student representative to assist in bridging the gap between the student and alumni population. The current student representative has been selected by the Office of Alumni Relations. A new student will be selected annually for the group.

All Executive leaders will serve one two-year term. After their two-year term, leaders can opt to run for election for a second and final two-year term.

Chair The duties of the Chair shall include: •

Presiding over executive board and general meetings

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Serving as primary liaison to the Office of Alumni Relations

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Maintaining and encouraging memberships and fulfillment of group’s goals

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Upholding group’s constitution

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Vice-Chair The duties of the Vice-Chair shall include: •

Assuming rights and responsibilities of Chair should they be unavailable

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Acting as primary contact to the Steering Committee

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Assigning and following up on projects assigned to other chairs

Marketing/Communications Chair The duties of the Marketing/Communications Chair shall include: • • • •

Creating media (video, pictures, etc.) and maintaining upkeep of alumni website.

Maintaining social sites, including but not limited to, Facebook, Twitter, etc. o Advertising events using these sites (create event pages, post statuses, etc.)

Working with the Office of Alumni Relations to develop newsletter and announcement communications Maintaining the club’s visibility to alumni and on UMW’s campus

Events Chair The duties of the Events Chair shall include: •

Assisting with scheduling events and securing venues

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Submitting event requests forms to the Office of Alumni Relations for approval and for advertising of the event

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Reporting back to the Office of Alumni Relations regarding event success, and opportunities for improvement

Student Representative The duties of the Student Representative shall include: •

Serving as the link between the students and alumni.

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Establishing and maintaining contacts with various University departments and student organizations.

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Advertising events to fellow students and throughout campus, posting events on Orgsync.

Elections As leaders complete their two-year terms, the opportunity to apply for an executive leadership role will become available and advertised to the general members of the affinity group. Members will be required to submit their resumes and optional documents University of Mary Washington Affinity Handbook

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stating why they are interested in becoming executive leaders. The current executive leadership will compile and discuss the submissions and select the new leaders.

Article VI. MEETINGS Section 1. (Determine how often you would like the Executive Committee to meet) The Executive Leadership shall meet monthly. A listing of meeting dates shall be established and shared by the Chair.

Section 2. (Determine how many times you would like to gather with the entire group) General meetings will happen once every month at various locations/online.

Section 3. (Determine how many and what type of events you will be hosting throughout the year) We will be hosting Black Alumni Affinity Happy Hours in various locations, a Career Panel and networking reception on UMW’s campus, and an online lecture from a speaker.

Article VIII. Amendments and Ratification 1. Amendments to the Constitution may be offered at any time by any active member of the Black Alumni Affinity Group. For an amendment to be considered, two members of the executive leaders must vote to consider it. The suggested change then must be submitted to the Office of Alumni Relations.

2. The Office of Alumni Relations will review and discuss the impact of the change and will decide if it is appropriate for the group. The Office of Alumni Relations will be in contact with the Executive Leadership with the decision.

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