Alumni Group Reference Guide

ContentsLetter from Assistant Vice President ........................................................................................ 1

Alumni Association Staff ............................................................................................................ 2

100,000 Alumni Strong ................................................................................................................. 3

Alumni Group Specifics ...........................................................................................................4-5

Starting an Alumni Group ........................................................................................................... 6

Chapter Requirements ................................................................................................................ 7

Spirit Group and Eagles Overseas Requirements .................................................................. 8

Working with Worldwide ............................................................................................................ 9

Frequently Asked Questions .................................................................................................9-10

Leadership Roles and Expectations ....................................................................................... 11

Terms of Office/Voting Procedures ......................................................................................... 12

Assistance from Alumni Association ...................................................................................... 13

Dissolving/Disbanding an Alumni Group ............................................................................... 13

Event Ideas and Planning ....................................................................................................14-15

International Eagle Day.............................................................................................................. 15

Requesting Services from the Alumni Association .............................................................. 16

Alumni Group Conduct/Ethics .................................................................................................. 17

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Letter from Assistant Vice President

Dear Alumni Chapter and Group Leaders,Thank you for serving as Embry-Riddle ambassadors to your fellow alumni around the world – now more than 100,000 Strong! I appreciate your dedication to your alma mater. It is largely through your efforts that we are able to build social and professional networks of alumni that can celebrate their shared backgrounds and educational experiences; positively impact the communities and industries in which they live and work; and create life-long connections with fellow Eagles.

The roots of a strong alumni association start with alumni chapters. Through the chapter program, alumni can engage with Embry-Riddle even if they live far from one of its campuses – by interacting with fellow graduates around common interests. Effective chapters and groups increase the value of the Embry-Riddle degree for all alumni, regardless of the year they graduated, their campus or professional affiliation.

Your alumni association is constantly striving to connect alumni across the globe to build a strong Eagle network. With your willingness and help, we believe this network will continue to grow and strengthen.

The resources included in this handbook will help guide you to plan, implement, and evaluate activities that develop lasting and mutually beneficial relationships between alumni and their alma mater. We look forward to working with each of you and helping your chapters and groups flourish. I encourage you to work closely with one another as we continue to take the ERAU Alumni Association to new heights.

Remember, you are “Forever an Eagle.”

Sincerely,

Michéle Berg Assistant Vice President Embry-Riddle Alumni Association

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Michéle Berg Assistant Vice President 386-323-8025 Michele.Berg@erau.edu

William (Bill) Thompson Director of Alumni Relations, Prescott 928-777-6961 William.Thompson@erau.edu

Edmund Odartey-Williams Associate Director, Daytona Beach 386-226-6155 Edmund.Odartey@erau.edu

Keith Deaton Associate Director, Outreach 386-226-6159 Keith.Deaton@erau.edu

Sara Withrow Editor 386-226-6153 Sara.Withrow@erau.edu

Kelly Pratt Communications Specialist, eaglesNEST Administrator 386-226-6143 Kelly.Pratt@erau.edu

Kevin Montgomery Director, University Archives 386.226.6296 Kevin.Montgomery@erau.edu

Alumni Association Staff

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100,000 alumni strong and growing…As Embry-Riddle continues to grow in size and diversity, so do our Alumni Groups, which include Chapters, Spirit Groups and Eagles Overseas. The Embry-Riddle Alumni Association serves as the umbrella organization for these groups, supporting their unique and valued connection to the university. Enthusiastic volunteers from across the country and around the world lead our groups by promoting and representing Embry-Riddle’s values and mission. The Office of Alumni Relations is here to provide expertise and assistance for these volunteer leaders and groups. The Alumni Group Reference Guide is the governing document for all official Alumni Groups. The guidebook contains the policies and procedures under which our Alumni Groups must operate.

Alumni Groups are vital to strengthening the relationship between the campus and its graduates. They also serve as positive role models for alumni and future Embry-Riddle Eagles in their communities. Alumni Groups support the mission and values of the Alumni Association:

- Promote and foster the university’s continuing excellence by gaining the support and participation of its alumni

- Provide consistent communication between the university and its alumni

- Support the university’s alumni fundraising efforts, creating special events and networking opportunities to encourage continued support of the university

- Promote affinity among alumni within the university.

The mission of the Embry-Riddle Alumni Group is: To connect alumni, family, potential students and friends to the life of the university and to support its strategic goals.

Alumni Group SpecificsAll Alumni Groups agree to:

Promote a positive image of Embry-Riddle Aeronautical University

Enhance the relationship between alumni, students, parents and the university

Report to and work with the Office of Alumni Relations (OAR) in a timely and effective manner

Provide follow-up evaluations after events

Include Associate Director of Alumni Relations, Outreach Programs in all group print and electronic communication, including mass emails, invitations, newsletters, etc.

Provide an annual plan for events

Conduct its events in a professional manner and be receptive to interested individuals (even those with no direct affiliation to ERAU)

Welcome all alumni to its events/activities

The Office of Alumni Relations agrees to:

Guide the development of the group

Provide assistance and attendance at events/programs, as appropriate and/or requested

Provide a list of prospective events

Provide group leadership with university updates

Provide lists of alumni residing in group’s geographic area

Offer banners, sign-in sheets, promotional items, etc., for group events

Process registration for group events, and provide a list of event attendees for follow up by group leaders

Manage the marketing and promotion of events

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Group Objectives:

Encourage alumni and friends of ERAU to maintain an active interest in the university

Initiate and promote activities to connect alumni including: service, social/networking, cultural/educational, family and/or athletic events

Welcome new alumni to your area

Provide opportunities for fellowship and networking

Encourage prospective students to consider Embry-Riddle for their undergraduate or graduate education

Foster relationships with current Embry-Riddle students by participating in mentoring programs, speaking opportunities, or promoting job and internship opportunities

Encourage other alumni to become leadership volunteers

Types of alumni groups:

1. Alumni Chapters: Regionally-based groups located in cities with larger alumni populations

2. Spirit Groups: Regionally-based groups located in cities with smaller alumni populations

3. Eagles Overseas: Regionally-based groups of alumni living internationally

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Starting an Alumni GroupYou want to establish an Alumni Group, congratulations! Starting a group is simple and can benefit you and fellow alumni in many ways.

An Alumni Group needs at least one volunteer leader who will serve as a point of contact to and chief organizer of group events and communications. This person is the primary liaison between the group and the Office of Alumni Relations.

Please contact the Embry-Riddle Alumni Association to discuss your interests: Keith Deaton, Associate Director—Outreach Phone: 386-226-6159 Email: Keith.Deaton@erau.edu

Upon approval to establish your group, the next step is to identify other alumni (two to three people), who are interested in assisting you with creating a new group. These people will assume the roles of vice-president, secretary and treasurer, for instance.

We ask that you:

1. Work with the Alumni Association to get a list of potential members who live and/or work in your area.

2. Find a host/site and set a date for an initial meeting. Remember to check with the local Worldwide Campus directors for support.

3. Make contact with potential volunteers to find out if they are interested in getting involved and/or attending the initial meeting. (Keep potential volunteers on your list who want to be involved but cannot attend the first meeting/event).

Once leadership has been identified for the new Alumni Group, a webpage designated for that group will be created in the eaglesNEST online community.

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Chapter Requirements Chapters are required to host six events per year.

Chapter Leader must be an ERAU alumnus/alumna.

Chapter leadership must consist of a president, vice president, secretary/ treasurer (See Leadership Roles and Expectations for description on Page 11).

Chapters must plan and carry out an International Eagle Day community service event (See Page 15).

Chapters are encouraged to obtain sponsorship for events. It is important to note that ERAU Alumni Chapters are not designated as 501(c)(3) nonprofit organizations; so you must be careful not to promise any tax deductions for potential sponsors or silent auction donors.

Chapters must ensure that the chapter-managed page on the eaglesNEST contains accurate and current information.

Chapters serve as the Alumni Association and university information contact for their area.

Chapters are charged with distributing Alumni Association and campus information to their members.

Chapter must follow the Alumni Association data management protocol and submit a signed confidentiality agreement.

Chapter president must be responsive and open to inquiries from all interested alumni, staff and students, and return phone calls and e-mails in a timely manner.

Chapter president should update Alumni Association staff contact monthly with regard to events/other chapter activities and attendance/participation.

Chapters should work with the local Worldwide campus center to attract new members and for use as a possible venue for events and activities (See Page 9 for tips for working with Worldwide).

Chapter president should submit a yearly plan to the Alumni Association by Jan. 31 of each year.

Chapter leader must attend chapter leaders’ annual retreat hosted by the Alumni Association each year.

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Spirit Group Requirements Spirit Groups must be led by a volunteer alumni leader.

Spirit Groups are welcome to host as many events throughout the year as their local alumni will support.

Spirit Group leaders should update Alumni Association staff contact annually with regard to events/other chapter activities and attendance/participation.

It is recommended that Spirit Groups send at least one representative to the annual chapter leaders retreat.

If a Spirit Group grows in population and shows a record of successful events as indicated by the annual report, the Spirit Group may evolve into an Alumni Chapter.

Eagles Overseas RequirementsInternational areas with alumni that are interested in representing ERAU can become Eagles Overseas groups. These are regionally-based groups where alumni can casually communicate and gather by contacting the local volunteer listed on the website. Because Eagles Overseas are designed to be broad-based, informal groups of alumni, there are no specific requirements. Those interested in forming an Eagles Overseas group should contact Keith Deaton (See Page 6 for contact information).

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Working with Worldwide When Alumni Groups work together with the local Worldwide Campus staff, everyone benefits. Alumni Group members can visit the campus in their area and learn about opportunities for continuing their academic and professional development. Likewise, the local campus may provide employment opportunities for alumni with post-graduate degrees, who may be interested in being part of the adjunct faculty. The Worldwide Campus and Alumni Group can also partner together to co-host events for prospective students and alumni to foster even greater networking opportunities.

Alumni Groups should email their local Worldwide Campus to let them know when and where alumni events are happening in their area. To locate the nearest Worldwide Campus to your area, visit: http://worldwide.erau.edu/campuses-online/us/index.html.

Frequently Asked QuestionsQ: What is the most important aspect of ensuring an Alumni Group’s

success?A: The most significant component of a successful group is committed

leadership. Effective leaders also ensure group continuity by identifying the leaders of tomorrow and mentoring their leadership development.

Q: Who can be a member of an Alumni Group?A: Anyone who has graduated or has alumni status from any of Embry-

Riddle Aeronautical University’s campuses (Daytona Beach, Prescott, Worldwide/Online, Miami, to include ERAU predecessor flight schools and/or institute) can be a member. Friends of the university may attend alumni chapter events.

Q: Can people who never attended ERAU attend an Alumni Group event?A: Yes. Oftentimes local aviation industry professionals or perhaps

the parent of a prospective or current student may be interested in attending an event. Anyone who feels a strong loyalty to ERAU and its mission is welcome at Alumni Group events.

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Frequently Asked Questions (Continued from Page 9)

Q: Who can obtain a list of alumni for a specific region?A: This information will only be shared with the Alumni Group leader, and

it must be used exclusively for group event planning purposes and/or to grow membership. This information must never be given to or shared with outside person(s) or organizations. Also, the alumni data lists may not be used for personal, professional or political purposes. Failure to adhere to this stipulation will be met with removal from the group leadership position and could damage the group’s status itself.

Q: Will the Alumni Association send a representative to Alumni Group events?

A: Yes, for large-scale events, a representative may attend – as the Alumni Association budget allows.

Q: Can alumni groups create a Facebook group or page?A: Groups are permitted to create a Facebook group or page, but they are

asked to work with the Alumni Association when doing so. The Alumni Association has a fan page and uses this page to broadcast messages, events, and noteworthy news to the ERAU alumni base. We also utilize Facebook as a platform to reach alumni and bring them back to the official ERAU Alumni website – the eaglesNEST (www.eraualumni.org). The Alumni Association asks that each group also direct its membership to the eaglesNEST for additional information.

Q: Can groups charge dues to build revenue?A: No. Because the Alumni Association is non-dues-paying, its groups are

prohibited from charging dues. It is suggested that groups charge a few dollars per person above the cost of each event, in order to build a savings to be used to fund larger activities and/or community service.

Q: How should I conduct my chapter/group officer meetings?A: The Alumni Association recommends that you construct an agenda

prior to each meeting and send it to each officer ahead of time. During meetings, one officer should keep notes (minutes) of the topics discussed for future reference. The Alumni Association urges each chapter/group to conduct their officer meetings with a goal in mind, and officers should be accountable for their roles.

Q: What record-keeping is necessary for the group?A: The Office of Alumni Relations requires all groups to maintain records

of attendance that include updated mailing and contact information for alumni, and event evaluations. These reports should be forwarded to the Office of Alumni Relations contact (Keith Deaton) within 10 calendar days following each event.

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Leadership Roles and ExpectationsGroup Leader/Chapter President

Is a graduate of Embry-Riddle Aeronautical University

Serves a two-year term, with consecutive terms permitted upon review

Plans and presides over Alumni Group meetings

Oversees local alumni programming sponsored by the Alumni Group

Attends the annual chapter leaders retreat or designates a representative

Maintains primary contact with Alumni Association staff

Identifies and recruits steering committee members and future chapter leaders

Coordinates all communication efforts, including invitations, e-mails, and website updates with Office of Alumni Relations

Represents the needs and interests of the Embry-Riddle alumni community in his/her region

Collaborates with Alumni Association staff to identify local opportunities to promote ERAU mission and key priorities

Assistant or Co-Leader/Chapter Vice President

Is a graduate of Embry-Riddle Aeronautical University

Serves a two-year term, with consecutive terms permitted upon review

Performs the duties of the Group Leader/President in his/her absence

Stays informed of group programming and current university priorities and initiatives

Chapter Secretary/Treasurer (Not applicable for Spirit Groups/Eagles Overseas)

Is a graduate of Embry-Riddle Aeronautical University

Serves a two-year term, with consecutive terms permitted upon review

Collaborates with Chapter President on preparing agendas and minutes of meetings

Assists with communication efforts, including invitations, e-mails, and website updates

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Transitioning LeadershipSharing responsibilities is an important part of developing an effective team. Local preferences for leadership changes should be an early decision by the group, in order to prevent “burning out” a good leader.

A group leader and other leaders should carefully monitor time commitments to various group activities. Leaders will often meet with volunteer teams, and evening or weekend commitments may be necessary. Project teams should be well organized so that tasks/responsibilities are distributed evenly and can be accomplished comfortably.

It is important to keep the Alumni Association informed of any changes in leadership and to continue to build on the foundation of the previous group leader.

Voting Procedures for Group OfficersAlumni Groups that are just starting, or that have become stagnant and are in need of new leadership, will work with the Alumni Association to designate group leaders. Once established, the group will renew their leadership every two years, adhering to the ERAU Alumni Transitioning Leadership described above. Officers may be removed by a two-thirds vote of the group officers. Officers can also be removed by the Office of Alumni Relations whenever, in their best judgment, the interests of the group and the Alumni Association would best be served. The Assistant Leader/Vice President shall perform the duties of the Group Leader/President in the event of an absence. Spirit Group and Eagles Overseas Leadership shall be removed/replaced by the Office of Alumni Relations.

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Assistance from the Alumni Association Financial Support The Alumni Association will provide financial assistance for one Alumni Chapter event per year, when an Alumni Association staff person is in attendance. Subsequent events will be considered on a case-by-case basis. Financial assistance is not available for Spirit Groups or Eagles Overseas activities.

RecordsThe Alumni Association will provide a contact list for alumni in your region. Please send your request via email to the Alumni Association and allow at least two weeks turnaround time.

CommunicationsThe Alumni Association will handle all electronic communications and, when necessary, hard-copy mailing for all Alumni Group events. Alumni Group leaders are asked to provide all pertinent information concerning the event and any graphics they may want to include. For general planning, smaller events require at least one month advance notification and larger events can require up to three months’ notice (See Page 16 for additional communication tips). The OAR will post Spirit Group events to the eaglesNEST website, as notified by the Spirit Group president.

University SupportIf possible, the Alumni Association will assist in arranging university personnel to attend your functions when applicable, and upon request. In addition, the Alumni Association will assist in partnering your Alumni Group with the local Worldwide Campus (if applicable) for event venues and support.

Dissolving or Disbanding an Alumni GroupAlumni Groups will be reviewed on an annual basis by the Alumni Association staff to ensure that they are active and well aligned with the Alumni Association and university vision.

If attempts to contact an Alumni Group are unsuccessful, a letter will be sent to all officers of the group, thanking them for their service to Embry-Riddle and the alumni constituency. The group will then be disbanded and removed from the eaglesNEST online community and Group Directory, pending new leadership.

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Event Ideas and PlanningAll Alumni Group events are required to benefit the university, its alumni, and students. Events should not benefit any other organization financially or otherwise, or be used to further personal or professional gains (other than informal networking). Alumni contact lists are to be used for event planning purposes only.

Each regional area has unique event venues that will appeal to the local alumni base. The Alumni Association suggests finding events that will attract alumni in your area.

Look for air shows, trade shows, and activities that you can plan events around. New Alumni Groups can start with simple social events/meetings. It is important to build a solid base of attendees. As the group grows, larger events will be necessary.

It is recommended that you construct a basic survey to ask alumni for event ideas, find out their interest level and those seeking officer positions. The survey should be sent to the Office of Alumni Relations for review and will then be circulated from our office to your Alumni Group members.

The Alumni Association suggests that you charge a fee that is comfortable for your guests, pays for the event, and leaves a balance in your bank account. This will ensure that you cover your expenses and can continue to improve your events over time.

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Each of your respective regions will have unique venues and events that you can plan around. The following are a few suggestions;

Social networking at a local restaurant/bar. Try to find a place that is well known and has a private room

Wine/beer tasting

Air shows/tradeshows

Picnic at a popular park. This is a simple and inexpensive event for casual conversation and a family-friendly environment

Special museum exhibits/tours, with a possible private viewing party

Sporting events; many stadiums and ballparks offer group discounts and have special areas for groups to meet

Corporate meeting rooms; use conference rooms at companies where multiple alumni work together

Day and night cruise ships and dinner trains

Holiday-themed parties

Fitness workshops

Welcome to the City party/event

Networking event at a local Worldwide Campus. Contact the staff and utilize this invaluable resource if there is a campus near you. Please contact the Alumni Association to find out the location of your nearest Worldwide Campus or visit: http://worldwide.erau.edu/campuses-online/us/index.html

International Eagle Day: Annually during the month of October, all Alumni Chapters and Groups are asked to coordinate and implement a community service event in their respective communities. Leaders can choose any day of the month for this activity. Examples of this type of event are: working with Habitat For Humanity, volunteering at an animal shelter or soup kitchen, helping to clean up a park, restoring a historic landmark, volunteering at the local children’s or veterans hospital, and much more. The idea is for your group to get out into the community and make a difference, while serving as great ERAU ambassadors. You never know who you might meet and/or inspire during one of these rewarding events.

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Requesting Services from the Alumni AssociationThe following guidelines make establishing and maintaining an Alumni Group simple and ensure the Alumni Association will provide you with the best service.

Alumni Lists When you are requesting alumni lists for your region, you must do so in writing or via e-mail. Please allow at least two weeks per request. Again, these lists are to be used only for contacting alumni in regards to planning an Embry-Riddle Alumni Group event.

Broadcast Emails (E-blasts) You will find this tool useful for informing your alumni about an event and collecting responses. Please provide all pertinent information to be included in the message (who, what, when, where, directions, charges, contact information, images, etc.) at the time of your request.

Submit your request for an e-blast electronically at: http://www.eraualumni.org/eblast. You don’t have to sign in to fill out and submit the form, although if you are logged in, your name and email address will pre-populate in the form’s corresponding fields.

E-blasts take time to create, so please plan ahead; for simple events, aim to send the message to group members a month in advance. This means you must send the information to the Alumni Association at least six weeks in advance of the event. Allow two weeks turnaround for all e-blast requests. For larger events, you may need to give your members as much as three months’ notice. You can request that the Alumni Association send follow-up and reminder e-blasts, as well. Group leaders may also use the eaglesNEST to e-mail their members through their corresponding chapter page.

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Alumni Group Conduct/EthicsAlumni Group officers and members have a fundamental obligation to follow the following ethical and operational principles.

Ethical Principles Advance the mission of the institution, while serving and supporting

fellow alumni in an ethical and socially responsible manner.

Practice the principles of honesty, integrity and trust, while engaging with fellow alumni and constituents.

Alumni Group members and officers must always remember that they are the face of ERAU and are ambassadors for the university.

Place the welfare of ERAU and its alumni above personal gain, avoid conflicts of interest; take responsibility for decisions, and treat colleagues, alumni and the general public with courtesy and respect.

Operational Principles Utilize the spectrum of communication services provided to you —

eaglesNEST, eagleNEWS, e-blasts, alumni lists to reach and engage alumni in your area.

Seek feedback from your alumni membership to help align planned events with their interests.

Ensure personal information provided by alumni is handled in a professional and confidential manner at all times. Recognize Alumni Group members’ contributions of time, talent and treasure.

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Daytona Beach CampusOffice of Alumni RelationsEmbry-Riddle Aeronautical University 600 S. Clyde Morris Blvd. Daytona Beach, FL. 32114-3900Phone number: 1.800.727.3728 Prescott CampusOffice of Alumni RelationsEmbry-Riddle Aeronautical University3700 Willow Creek RoadPrescott, AZ 86301-3720Phone number: 1.877.777.3728