A Step by Step Approach to Developing
and Maintaining an Alumni Program
Communication, Communication, Communication
- develop a newsletter; 2, 3, 4 times/yr, whatever can be assuredly done;
reliability is better than frequency
- include alumni on camp brochure mailing lists or other mailing lists as
desired (family camps, open houses, etc.)
- consider including 'change-of-address' forms in newsletters which can be
completed and returned; sometimes these are passed on to other alumni who want
to be on the mailing list
- STRONGLY consider including at least one first-class mailing to all
alumni; the extra postage is well worth the benefits of staying in touch,
having mail forwarded.
- email lists - very helpful for timely communication, but there will
be individual alumni preferences on the frequency which can/will be tolerated
- an up-to-date web site can fill in the gaps for "newer alumni" about
previous communications or news items
Develop and Distribute a Camp Policy for Handling Alumni Contacts at the Camp or While Traveling
- Keep extra Alumni Packets readily available
- example: upon encountering alumni, ask if they are aware of the Alumni
Program, if so, have they received any recent mailings (i.e. is their address
up-to-date). if not, explain briefly that an Alumni Program exists and give
them an Alumni Packet which provides details. ask if they would like to fill
out the alumni card at that time. if not, try to get their name, years and how
they were associated with camp, and a phone number or e-mail address or
regular address or some other way to contact them. place the information in
the "Alumni Director's" mailbox for followup.
Other Methods of Keeping Information Accurate
- Periodic e-mails (using listservs) to alumni asking if they have received
recent mailings and to give you an updated address if necessary
- Web site form so alumni can submit address changes
- Periodic mailings to a subset of alumni: i.e., "reunion-year rosters" of
select staff.
- Use of on-line resources or phonebooks on CD-ROM to update old or
incorrect addresses.
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