Volunteering
Class Agent
In addition to soliciting for the Alumni Annual Fund, class agents cultivate relationships with classmates and encourage them to reconnect to the College. Sharing this responsibility with one (or more!) co-agents will enable class leaders to benefit from the segmentation strategy and divide the various tasks throughout the year.
Many classes have found it to be very effective to split duties into two categories: participation and leadership giving. The co-agents are jointly responsible for overall class strategy and assistant agent management, but this model allows for each person to focus on one area of expertise. This does not mean that gift agents can only solicit leadership gifts and the participation agent is solely responsible for securing participation gifts. The two agents, along with the assistant agents work as a team to get the best performance from the class as possible. The dual-agent model is intended to more clearly define roles.
GIFT AGENT RESPONSIBILITIES INCLUDE:
- Making an early financial commitment to the AAF.
- Developing a solicitation strategy in conjunction with the participation agent.
- Assisting in writing/editing the fall solicitation letter.
- Recruiting additional assistant agents.
- Overseeing and participating in TOPS solicitation by the November 1 deadline.
- Contacting assistant agents frequently to monitor progress and provide assistance and encouragement as needed.
- Tracking leadership gifts throughout the year and following up on fall solicitations before December 1 if no gift is received.
- Identifying and cultivating additional leadership prospects from other segments.
- Maintaining regular communication with the participation agent, AAF staff, and AAF Board regarding solicitation progress.
- Identifying and recruiting successor.
- Attending the Alumni Stewardship Workshop each year.
- Making an early financial commitment to the AAF.
- Developing a solicitation strategy in conjunction with the gift agent.
- Assisting in writing/editing the fall solicitation letter.
- Recruiting additional assistant agents.
- Overseeing and participating in peer solicitations with a focus on increasing class participation.
- Assessing participation strategy (mailings, calls, emails, etc.) throughout the year and adjusting as necessary.
- Contacting assistant agents frequently to monitor progress and provide assistance and encouragement as needed. Organizing occasional conference calls if necessary.
- Maintaining regular communication with the gift agent, AAF staff, and AAF Board regarding solicitation progress.
- Identifying and recruiting successor.
- Attending the Alumni Stewardship Workshop each year.
Assistant Agent
Assistant agents serve as a fundraising team under the direction of the class agents, sharing the responsibility of keeping in touch with fellow classmates and asking them to support the College through a gift to the Alumni Annual Fund. These assistant agents may choose to solicit for either leadership or participation gifts, depending on their comfort level. Of course, they may be involved in both types of soliciting, if they so choose.
ASSISTANT AGENT RESPONSIBILITIES INCLUDE:
- Making an early financial commitment to the Alumni Annual Fund.
- Assisting the class agents by contacting classmates and soliciting their financial support.
- Offering input and suggestions to help craft the solicitation strategy throughout the year.
- Updating the class agents and the AAF staff on the progress of their solicitations. This also includes passing along any biographical information that may be of interest to the College such as changes in address, employment, or marital status; the birth of children; and advanced degrees earned.
- Attending the Alumni Stewardship Workshop each year.
Gift Committee Member
As a class nears its reunion Alumni Annual Fund staff and Board members work with class agents to recruit and organize a class Reunion Committee. This committee is comprised of class members interested in both fundraising and program activities. Generally, the class agents or gift committee chairs will recruit gift committee members from the class.
Gift committee members are often, but not limited to, those class members who have served as assistant agents during non-reunion years. Because the dollar and participation goals in a reunion year are significantly higher than in other years, gift committee and program committee chairs depend on a large group of committee members to ensure a successful class reunion.
GIFT COMMITTEE MEMBER RESPONSIBILITIES INCLUDE:
- All the responsibilities of an assistant agent.
- Putting an added emphasis on soliciting S-T-R-E-T-C-H gifts in honor of reunion.
- Attending the Reunion Planning Workshop in August.
Board of Directors
The Alumni Annual Fund Board of Directors is ultimately responsible for the Fund's direction, goals, and policies, and serves as a valuable resource for class agents and AAF staff. The staff and Board members work together to provide time-tested ideas and methods of fundraising to class agents and assistant agents, as guidance for developing their own class fundraising strategies. Alumni serving on the Board represent a wide range of class years and have demonstrated a history of volunteer leadership and strong commitment.
AAF BOARD MEMBER RESPONSIBILITIES INCLUDE:
- Fulfilling a term of 3 years, with option to renew.
- Making an early financial commitment to the Alumni Annual Fund.
- Soliciting lead gifts from class agents early in the fiscal year.
- Attending the semi-annual board meetings in late summer and winter.
- Participating in conference calls with fellow board members and AAF staff throughout the year.
- Maintaining a good working relationship with class agents throughout the year, and establishing a schedule of regular communication.
- Attending the annual Reunion Planning Workshop and Alumni Stewardship Workshop.
- Working with AAF staff managers and class agents to recruit successors.