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Alpha Delta Phi Alumni Association Handbook August 1st, 2006 Revision History All changes or revisions to this document should be noted and tracked below. Revision Number Date of Revision Description of Revision Author 1. 0 August 4, 2006 First Draft Brian Davis, VIR’99 2. 0 August 8, 2006 Revisions of first two sections Jon Vick, HAM’64 3. 0 August 20, 2006 Example By-Laws and Articles of Incorporation added Ken Growney, COR ‘82 4. 0 August 20, 2006 1832 Club fundraising vehicle added and minor revisions Brian Davis, VIR ‘99 5. 0 August 23, 2006 Websites as part of communications program information added Brian Davis, VIR ‘99 Table of Contents INTRODUCTION4 BUILDING THE BOARD OF TRUSTEES6 ORGANIZING THE BOARD8 Alumni Communications Program10 FUNDRAISING15 Mailings to the Alumni for Fund Solicitation17 Annual Report17 Mailings from the Undergraduate Chapter17 Alumni Activities18 Class Agent Organization18 The 1832 Club18 Other Programs19 Conclusion19 Managing the Relationship with the Chapter20 Establishing Continuity21 Goals22 Responsibility22 Positive Counseling Feedback23 Why Bylaws are Important25 Tips25 Sample Chapter Bylaws26 Overview30 Suggested Judicial Procedure31 Hazing32 Sexual Abuse and Harassment32 Fire, Health and Safety33 Education33 Abusive Behavior33 High Risk Events33 Property Management33 Transportation33 Relationships with Other Organizations41 Officer and Chapter Retreats48 Additional Support for the Alumni Association Chairman56 Appendix A: Effective Goal Setting57 Appendix B: Important Dates from the International Office59 Appendix C: Contact Information60 Appendix D: Example Articles of Incorporation61 Appendix E: Example By-Laws63 INTRODUCTION The heart of a strong alumni organization is a small group of dedicated men who make the organization work by their leadership, energy, and effort. The use of the independent organization will give additional weight to the survey. Using a survey that has been developed over the past decade by alumni professionals around the country will help with benchmarking toward the development of best practices. Identifying trends and motivators will help target programming and communications more effectively, deepening the level of engagement with alumni. Sharing this data with administrators, faculty, and other staff across campus will help in the effort to increase awareness Of, and build support for, alumni engagement efforts.