Chapter Expectations and Support
Success Measures: Basic Expectations
For the last year, the Local Alumni Touch Points Task Force has been conducting research and exploring the local chapter experience. The goal is to learn what local alumni want from a chapter, and chapter leaders want from WAA and the UW.
The task force analyzed information derived from focused online chats between chapter leaders and from a general survey of over 1,200 local alumni. Based on this research, the task force developed the following success measures and basic expectations to meet the needs of various chapters.
The Wisconsin Alumni Association’s purpose is to connect, enrich and serve a growing number of alumni to facilitate their support for each other and the university. That goal is achieved through WAA chapters and is reflected in the support given to all chapters at the basic level. Incentives have been built into the chapter structure to encourage and reward those chapters that strive to provide a higher level of services and support to alumni.
The task force analyzed information derived from focused online chats between chapter leaders and from a general survey of over 1,200 local alumni. Based on this research, the task force developed the following success measures and basic expectations to meet the needs of various chapters.
The Wisconsin Alumni Association’s purpose is to connect, enrich and serve a growing number of alumni to facilitate their support for each other and the university. That goal is achieved through WAA chapters and is reflected in the support given to all chapters at the basic level. Incentives have been built into the chapter structure to encourage and reward those chapters that strive to provide a higher level of services and support to alumni.
- Spirit Groups — Loosely organized groups of alumni who may fund local scholarships or host local gatherings. They are not interested in becoming organized chapters and don’t require full WAA support or resources.
- Official WAA Chapters — Organized chapters that represent the face of WAA and UW-Madison in their communities. Official WAA chapters reflect the look and feel of WAA and UW-Madison, coordinate with WAA, and receive financial, staff and program support in planning and executing alumni events and activities.
- Bascom Level Chapters — Organized chapters that meet a higher level of alumni service in their communities. Bascom level chapters receive additional WAA support and resources that are consistent with their commitment to serving the diverse needs and interests of all graduates. Bascom level chapters meet expectations within all success measures.
- Geographic Cities — Eight geographic areas where the majority of the UW alumni population resides. Serving the needs of alumni in these areas is an important component in the WAA strategic plan. In these areas, WAA provides programming and services to meet the full range of alumni interests, partnering with the local chapter on many events.
Connecting: Engage Alumni
“As a UW alum, my alumni club connects me to other graduates in my area, and the UW-Madison, through activities and programs that engage me socially, intellectually and professionally. I am proud to be a part of a diverse and global network of alumni representing and serving the UW. My involvement adds value to my community and my life.”
Engage a Broad Range of Alumni:
In order to engage a broad range of alumni, chapter leaders must understand and serve program and event needs by offering a variety of activities designed for a diverse population (age, gender, ethnicity) of alumni and establish, promote and maintain a welcoming and inclusive environment within their local chapter.
Chapter Expectations:
Chapter Expectations:
- Work with WAA to establish annual engagement goals and event plan using demographic profile of the local alumni to better understand the audience in chapter area (age, ethnicity, degree, etc.).
- Hold one non-athletic event per year based on local interest base (e.g., family, young alumni, professional development, learning, cultural).
- Have a diversified board (men, women, alums of color, age).
- Create a young alumni committee and plan YA-specific events.
- Create a committee, designate a chair, and hold an event that involves either cultural, community service, family or diversity
- Survey local alumni to gauge interest in programming.
- Partner on a non-athletic event with local organizations or community centers for events (social, civic) or with other alumni associations and local alumni of color groups for events (e.g., Chicago and AAAA).
Communicate Effectively with Alumni and Others:
Using the tools and technology available through WAA, chapter leaders should serve as an accessible, fun, friendly and consistent point of contact for alumni, parents and current and future students, as well as source of information about the university, WAA and the UW Foundation.
Chapter Expectations:
Chapter Expectations:
- Access and use up-to-date chapter lists (eliminate shadow databases).
- Plan ahead (8–10 weeks out) on events, communication, marketing and follow guidelines in chapter manual.
- Use a variety of tools to communicate with local alumni, including:
- Broadcast e-mail.
- Create, maintain and regularly update WAA-hosted chapter Web site.
- One mailing per year (at least a postcard).
- Create a PR coordinator/chair position on board and create and implement a plan for the chapter to enhance visibility.
- Communicate with area alumni twice per year.
- Create and maintain an enhanced WAA hosted chapter Web site, including photo galleries, monthly updates, online forms, etc.
- Special communication alumni new to the area.
- Send press releases before major chapter events.
Enriching: Enrich the UW and WAA Connection
“A world of personal connections to the UW — enriching your heart, your soul and your mind.” — WAA Brand Promise
“Never be content until the beneficent influence of the university reaches every family in the state… and fosters relationships throughout the country and around the world.” – The Wisconsin Idea
“Never be content until the beneficent influence of the university reaches every family in the state… and fosters relationships throughout the country and around the world.” – The Wisconsin Idea
Support the WAA Brand and Mission:
Chapters should support WAA’s mission, vision and brand by utilizing the tools and materials provided by WAA for chapter operation and by participating and promoting WAA national programs and initiatives.
- Use the WAA logo, adopt WAA chapter designation, Web template, stationary, and style/format guidelines for communication.
- Use “Event in a Box” to deliver a quality chapter event (experience).
- Chapter leader participation in and promotion of key WAA national programs (e.g., SEARCH, BAN; nominating local alums for Sparkplug, Distinguished Alumni Awards and Badger of the Year awards).
- All chapter leaders are WAA members and leaders promote WAA membership
Collect e-mail and business information of event participants and submit to WAA chapter liaison.
Set chapter-wide engagement goals for key WAA national programs (e.g., SEARCH, BAN; nominating local alums for Sparkplug, DAA, Badger of the Year awards).
Develop a WAA membership plan and set specific targets for WAA membership in chapter area.
Set chapter-wide engagement goals for key WAA national programs (e.g., SEARCH, BAN; nominating local alums for Sparkplug, DAA, Badger of the Year awards).
Develop a WAA membership plan and set specific targets for WAA membership in chapter area.
Promote the Mission and Spirit of the UW:
Chapters should reflect the look, feel and spirit of the UW-Madison brand by providing fun, friendly, accessible and diverse experiences, by creating a welcoming and inclusive environment and by serving as a source of information about the UW, WAA and the UW Foundation.
Chapter Expectations:
Chapter Expectations:
- Sponsor a Founders’ Day Event.
- Subscribe to UW news service (such as Wisconsin Week online).
- Have an active scholarship program
- Assist with student initiatives, including admission fairs, targeted scholarship programs, etc.
- Hold one additional educational programming event per year, beyond Founders’ Day.
- Hold a Student Sendoff.
- Work with WAA to host lifelong learning events in your area — give suggestions.
- Local educational outreach programs with area schools and community orgs (tutoring, Badger community service, service learning).
Serving: Efficient Chapter Administration
“As a chapter leader, I help connect alumni with other graduates in my area, WAA and the UW by fostering a diverse and inclusive environment. I am a valued member of a team of leaders working with WAA and the UW staff who provide me with the support and resources I need.”
Develop Strong Chapter Leadership:
Chapter leaders must understand the mission of UW-Madison, WAA and the UW Foundation and acknowledge their role in promoting those missions; and leaders must possess integrity, be a positive presence in their community, and pride themselves on providing a high level of service. Additionally, a chapter leader maintains the chapter structure by identifying and developing new chapter leadership. Leaders should be proactive and responsive with communication and utilize available online resources.
Chapter Expectations:
Chapter Expectations:
- Work with WAA to develop a leadership succession plan, updated annually, to include written role descriptions for officers and materials required to support transition, etc.
- Have at least one chapter leader participate in WAA leadership training annually.
- Follow chapter by-laws.
- Have two or more members participate annually in leadership training (e.g., BAN fall forum, regional workshop, Webinar, etc.).
- Designation of administrative leadership positions beyond officers (e.g., Web chair, volunteer coordinator, WAA membership coordinator, fundraising, etc.).
- Be an active participant in leadership training: have club leader become official “peer mentor” and train others, host a local leadership event or present at the chapter Fall Forum.
Build a Sound Chapter Structure:
In order to build and maintain a strong chapter, leaders must adopt and adhere to appropriate bylaws, legal structure, documentation, financial and risk management practices and operate without the use of a local dues structure; providing information to WAA on event updates, annual reporting and chapter management topics is critical to support chapter operations.
Chapter Expectations:
Chapter Expectations:
- Submit annual reports, including:
- Treasurer’s Report.
- Leadership Roster.
- Leader Satisfaction Survey.
- Reaffirm bylaws annually according to WAA guidelines.
- Schedule regular meetings of the Board of Directors (hold more than one).
- Develop a new event/program/activity event template to share with other chapters.
Support from WAA
Local chapters and WAA work as partners to deliver a quality alumni experience when they have a shared understanding of each other’s mission, communicate regularly, combine forces to achieve common goals, and maximize all available resources in a strategic and effective manner.
Chapters help WAA get the word out about UW-Madison around the globe, and we know you can’t do it alone. We promise to provide you with quality services and support. Now it’s our turn to raise our right hands and take the pledge.
WAA promises the following support to all chapters:
Chapters help WAA get the word out about UW-Madison around the globe, and we know you can’t do it alone. We promise to provide you with quality services and support. Now it’s our turn to raise our right hands and take the pledge.
WAA promises the following support to all chapters:
- WAA area demographic information
- Chapter leader manual
- Founders’ Day planning, mailing and speaker support
- Life-long learning coordination and support
- 4D database
- Online Volunteer Connections database
- Free list pulling services
- Press release templates
- Free broadcast E-mail service
- Chapter web site and support
- Free graphic design and marketing assistance
- WAA staff contact
- Free letterhead, stationary and business cards
- WAA and Badger logo materials
- Free “event-in-a-box” materials and supplies
- Free promotional materials and staff support for national programs
- Free membership promotional materials
- Matching dollar scholarship program
- Staff assistance in facilitating scholarship submissions
- Chapter leader E-news
- Chapter leader training in Madison and regionally
- Staff assistance and advice with by-law construction, tax exempt status and incorporation
- Annual report templates
- Professional tax and accounting support services
- Online access to update calendars
- Free online registration
- $500 donation to matching dollar scholarship program
- WAA will provide a free mailing to outreach to underrepresented constituencies on your board (young alumni, alumni of color, etc.)
- WAA will provide technical assistance and support to create and process an alumni survey
- WAA will provide one additional mailing to members in the chapter area
- WAA will provide customized chapter logo shirts to Chapter executive officers (4 max)
- Free Babcock ice cream party for chapters meeting engagement and membership goals
- WAA pay for student send off mailing and printing of invites to incoming student
- Free raffle items for chapter events
- Chapters are eligible to apply for educational and programming grants to fund new events and activities
- Travel grants for chapter leaders attending WAA and UW-Madison leadership events
- Volunteer recognition program for outstanding units within each chapter (i.e. Best web site, best student send off)
- WAA staff member or WAA peer mentor will meet personally with the Chapter board to assist with planning and coordination efforts
