CALTECH ALUMNI FUND Chair Review 2009 Alumni Fund Conference (AFC) October 3, 2009 Presented by Amanda Haylock, Assistant Director Caltech Alumni Fund

Decade or Division Chair Assists the Alumni Fund staff with volunteer recruitment and management for the alumni contact effort in their Decade or Division. Participates on Caltech Alumni Fund Advisory Council (CAFAC) – Assists staff with developing and implementing strategies to identify, train, retain, and recognize volunteers – Helps continue to improve the efficiency and effectiveness of the Alumni Contact Program. Encourages giving among assigned volunteers

Class or Option Chair Serves as a contact & information resource between the Alumni Fund office and next level volunteers – Solicitors, appreciation callers, etc.) Other responsibilities include: – Renewing all previous year’s solicitors – Recruiting new volunteers to fill vacancies – Keeping in contact with assigned volunteers to address any questions or concerns – Remind assigned volunteers of deadlines and procedures – Encourage giving among assigned volunteers

Resources Available to Volunteers –W–Weekly Progress Reports –V–Volunteer Resource Center –V–Volunteer Resource CD (for recruiting purposes) Class Rosters and Past Volunteer Lists

Weekly Progress Reports Weekly sent to all volunteers that includes latest campus/Alumni Fund updates, and links to online progress reports. Will begin sending it on Friday

Resources Available to Volunteers Weekly Progress Reports THE VOLUNTEER PROGRESS REPORTS ARE READY TO BE VIEWED. 1. AF Progress by Decade: 2. AF Progress by Division: The Giving by Class or Division reports are ready to be viewed, if you would like to see who has made a gift and who has not for your class or division. 3. Giving by Class: 4. Giving by Division: The DAR Constituent Giving Reports is ready to be viewed The AF Gift Activity Report is ready to be viewed This report is to be used for Caltech business purposes only and is Institute Confidential. All other use is strictly prohibited. This is an automatically generated . Please contact Amanda Haylock at the Annual Fund office if you have any data questions about the Volunteer Progress reports. Amanda can be reached at or (626) **PLEASE NOTE: If you need help with your log-in ID and/or password, please call the Alumni Fund office at THANK YOU.** THE VOLUNTEER PROGRESS REPORTS ARE READY TO BE VIEWED. 1. AF Progress by Decade: 2. AF Progress by Division: The Giving by Class or Division reports are ready to be viewed, if you would like to see who has made a gift and who has not for your class or division. 3. Giving by Class: 4. Giving by Division: The DAR Constituent Giving Reports is ready to be viewed The AF Gift Activity Report is ready to be viewed This report is to be used for Caltech business purposes only and is Institute Confidential. All other use is strictly prohibited. This is an automatically generated . Please contact Amanda Haylock at the Annual Fund office if you have any data questions about the Volunteer Progress reports. Amanda can be reached at or (626) **PLEASE NOTE: If you need help with your log-in ID and/or password, please call the Alumni Fund office at THANK YOU.** Screenshot of weekly

Resources Available to Volunteers Online Volunteer Resource Center Latest news from Caltech Manuals Sample phone scripts Sample solicitation letters Solicitation calling tips Teleconference Request Form New! Student Thank You Flash Presentation Go to Scroll towards bottom of page and Click on “ Resources for Volunteers (Click here to login) ” (Click here to login (Username and Password is provided upon volunteer commitment.)

Resources Available to Volunteers Online Volunteer Resource Center

Resources Available to Volunteers Volunteer Resource CD Designed to assist in recruiting new volunteers. Includes: – Rosters (PDF and Excel versions) – Job Descriptions – Volunteer Resource Sheet

MORE VOLUNTEERS! Decade, Division, Class, Option chairs encouraged to recruit, recruit, recruit ! For FY10: –D–Decade/Division Chairs : Identify and Recruit class/option chairs where needed, with a goal to have at least one chair in each class or option. –C–Class/Option Chairs : Identify and Recruit solicitors to fill class. Goal: 5-10 callers to cover class.

Upcoming Activities: Renewing and Recruiting for Fall Drive – Now! through October 25 Fall Solicitation Letter – To be mailed late October Fall Calling packets with pledge cards and envelopes – To be mailed early November Fall Solicitation Drive – Mid-November through December 31

Line up new and returning volunteers. Send volunteer list to Amanda for recording. October November 15 thru December 31: Fall Solicitation Drive November (con’t) Fall Solicitation Drive December Alumni Phone Night January February 15 thru March 31: Thank you calls February (con’t)Thank you calls March 30 th and 31st: “Thanksgiving in the Spring: A Caltech Thank-a-thon” March Recruiting for late spring/summer solicitation calls April (con’t) Recruiting for late spring/summer solicitation calls May Summer Solicitation calls Alumni Phone Night June Beginning stages of recruiting for next fiscal year July Recruiting/Renewing for FY11 Year End push for gifts August (con’t) Recruiting/Renewing for FY11 SEPTEMBER 30: Last day of FY10 September

THANK YOU FOR YOUR CONSISTENT SUPPORT THROUGH YOUR VOLUNTEER EFFORTS!