1. The 2002-2003 Caltech Alumni Fund Alumni Fund Conference September 13, 2003 Jim Cutts, MS’67, PhD’71 Former Alumni Fund Chair

2. The 2002-2003 Caltech Alumni Fund Topics Relationship of Alumni Fund to the Campaign What kinds of funds will the Alumni Fund raise? Five Year Targets Approach Projections Importance of relationship building CAFAC Task Group assignments Timeline for completing five year plan Summary

3. The 2002-2003 Caltech Alumni Fund Relationship of Alumni Fund to the Campaign This is a Comprehensive Campaign comprising capital, endowment and current use funding The Alumni Fund’s efforts in the campaign are an integral part of raising current use funding Primary objectives for the Alumni Fund in the campaign are to increase alumni participation rates and grow the amount of current use funds raised by the end of the five year period

4. The 2002-2003 Caltech Alumni Fund What kinds of funds will the Alumni Fund Raise? The Alumni Fund currently raises current use funding, both unrestricted and restricted The Institute’s greatest need now is for current use, unrestricted funds which provide more flexibility to meet rising costs The goal of the Alumni Fund is to meet this need However, in order to build participation during the campaign it will continue to offer alumni opportunity to –Direct their current use gifts to restricted applications (e.g. Division Discretionary Funds, SURF) –Participate in capital campaigns where the primary motivation is to build alumni participation (e.g. The Linde Challenge) and raise unrestricted capital funds for campaign projects

5. The 2002-2003 Caltech Alumni Fund Five Year Targets Over the next five years we will: Increase alumni participation to 50% Double amount of current use funds raised

6. The 2002-2003 Caltech Alumni Fund Fund Raising Approach Increase donor retention, acquisition and reactivation rates: –Existing Donors - improve retention –Lapsed Donors - increase levels of reactivation –New Donors – expand acquisition Accomplish this by means of: –Direct Mail –Student Volunteer Solicitation –Alumni Volunteer Solicitation and Relationship building –Major Gifts Office donor qualification

7. The 2002-2003 Caltech Alumni Fund Five Year Projections- by Solicitation Method

8. The 2002-2003 Caltech Alumni Fund Five Year Projections Renewed, Lapsed-Reactivation and Brand New Donors* * Assumes substantial growth in renewal, reactivation and acquisition rates

9. The 2002-2003 Caltech Alumni Fund Importance of Relationship Building Alumni fund raising depends on the existence of a broad range of continuing relationships with the alumni population Compared to many peer schools, a strong alumni fund raising culture is not currently established during the student years To realize the goals of the Five Year Plan, the Alumni Fund staff and volunteers must collaborate and coordinate with the Alumni Association, Development Offices, Academic Divisions and the Student Affairs and the Student Body. The goals of the Five Year Plan will not be achieved unless we strengthen these activities.

10. The 2002-2003 Caltech Alumni Fund CAFAC Key Areas of Focus Building Volunteer and Student Base Increasing Leadership (>$1000) giving Building the Reunion Program Reaching our Graduate Alumni Strategies for Young Alumni and Students Targeted Marketing for Special Groups Fund raising using the Internet

11. The 2002-2003 Caltech Alumni Fund CAFAC Committees Methods of Fundraising Building the Base Strategies for Donor Types Strategies for Constituencies Participation at the Committee level is encouraged for all volunteers.

12. The 2002-2003 Caltech Alumni Fund Building the Volunteer Base Building our volunteer numbers is critical to increasing participation More volunteers more donors Much more growth potential for volunteer program than for students in terms of numbers of participants Volunteers are also likely donors As a current volunteer, you can play an important role in helping to recruit new volunteers and solicit new donors

13. The 2002-2003 Caltech Alumni Fund Five Year Plan - Timeline Sept 28, 2002: First meeting of Caltech Alumni Fund Advisory Council (CAFAC), Alumni Fund/Campaign task groups formed Mar 22, 2003: Second meeting of CAFAC. Draft five year plan presented and task groups reported out. Mar 29, 2003: Report on five year plan status to CAA Board April 22, 2003: Publish narrative CAF five year plan April 29, 2003: Brief Campaign Steering Committee on CAF plan Sept 13, 2003: Report on five year plan to Alumni Fund Conference

14. The 2002-2003 Caltech Alumni Fund Summary A draft five year plan has been developed to help focus and communicate the Alumni Fund’s efforts during the campaign Feedback from Alumni Fund volunteers on this plan will be a vital element in its effectiveness All of us who volunteer for Caltech can and must plan a vital role in the success of the Campaign

15. The 2002-2003 Caltech Alumni Fund Alumni Fund Conference September 13, 2003 Mike Stefanko, BS’70, Alumni Fund Deputy Chair

16. The 2002-2003 Caltech Alumni Fund ALUMNI CONTACT PROGRAM The Five Year Plan calls for an increase in Alumni Volunteer numbers with the goal of increasing of Alumni participation in annual giving Alumni Contact Program is designed to build the volunteer base and to secure volunteers who will perform the following roles: Solicitation callers Appreciation callers Class Chairs Recruiters Fund Liaisons Letter writers Emailers The Alumni Contact Program will play an important role in finding new volunteers and raising funds

17. The 2002-2003 Caltech Alumni Fund ALUMNI CONTACT PROGRAM 2007-2008 GOALS – FIVE YEAR PLAN Note: these goals do not include the Reunion Programs each year The 07-08 goal in gifts is:2,100 The goal for converting contacts into gifts is: 60% The number of Contacts needed is: 3,500 (3500 x.60 = 2100) If contacters average 5.5 contacts per sprint, we need 636 contacters over all three sprints If the persons recruited work 1.4 sprints on average, we need 455 persons Because more undergraduate degree recipients are involved in reunion classes (not in this area), we need 240 contacters in the graduate area and 215 in the undergraduate area

18. The 2002-2003 Caltech Alumni Fund ALUMNI CONTACT PROGRAM 2007-2008 Recruiting Goals 24 class chairs in 40’s, 50’s and 60’s recruit 5 contacters each (some will include themselves) = 120 persons 19 recruiters for 70’s, 80’s, 90’s recruit 5 contacters each = 95 persons 50 recruiters/option chairs in Graduate recruit 5 callers each = 250 persons

19. The 2002-2003 Caltech Alumni Fund GOALS FOR FUND YEAR 03-04 Note: excludes Reunion classes/division, but includes possible contacts with follow up emails and signed letters 03-04 goal in gifts:825 Two Divisions use email and signed letters: count on 100 gifts through this At a 85% success rate of converting pledges to gifts, the 750 remaining gifts require 853 pledges At a 59% rate of converting contacts to pledges or gifts, 1,446 contacts are needed If contacters average 5.5 contacts per sprint, the total number of contacters needed is 263 If, on average, contacters agree to work 1.33 sprints, the number of PERSONS needed is 198 Recruiting 21 class chairs in 40’s, 50’s and 60’s recruit 4.2 callers each (some will include selves) = 88 13 recruiters for 70’s, 80’s, 90’s and Biology recruit 3.5 callers each = 46 16 recruiters/option chairs in other Divisions recruit 4 callers each = 64 Total = 198 persons We want to try to make 60% of our contacts in the fall. This will require 158 persons

20. The 2002-2003 Caltech Alumni Fund CONTACT PROGRAM - STRATEGIES All Sprints and Appreciation sessions are calendared Mike initiated additional recruiting campaign during the summer Lia will produce the basic elements of supporting materials before her departure to ensure that materials will be ready. Fund staff will compile and mail calling packets Mike will be following up with recruiters and will continue recruiting efforts to meet fall goals

21. The 2002-2003 Caltech Alumni Fund CONTACT PROGRAM - STRATEGIES An Appreciation session will be set up to follow the fall sprint Needs for winter recruiting and spring and summer sprints will be evaluated and appropriate plans developed to achieve 03-04 goals The Winter Recruiting Drive will focus on replacing previous volunteers who did not continue this year To increase gift rates and conversion of “will gives,” contacters will be asked to take gifts on credit cards as part of their calls and to include the on-line giving link in all emails and sign letters and in their notes to “will gives”

22. The 2002-2003 Caltech Alumni Fund SUMMARY 1.Biggest increases needed in this program to reach 07-08 goals 2.Goals for 03-04 at similar level to 00-01 “actuals” 3.Need “regular” part of program to do full job 4.Need to develop better recruiting strategies and full Spring and Summer Sprints 5.Need to achieve percentages: follow up with callers; use of credit cards