Purposes of Alumni Chapters
The purposes of the Texas Tech Alumni Association chapters are:
- To provide Texas Tech Alumni opportunities to stay in touch with Texas Tech University and fellow TTU Alumni.
- To provide scholarships to area-wide students.
- To assist in Texas Tech academic recruiting.
- To promote Texas Tech in their local community.
The chapter's existence will make it possible to bring many outstanding and interesting University speakers and similar program ingredients directly to Alumni. In turn, the chapter furnishes, through its local representatives, a means for Texas Tech to contact and cultivate the interest of a given community's leaders.
The Alumni chapter can be a strong factor in support of Texas Tech University through many worthwhile projects such as:
- Scholarships
- Recognition Awards
- Supporting Legislation
- Supporting the Texas Tech Loyalty Fund through personal solicitation of alumni and friends of Texas Tech within the chapter area
- Assisting Texas Tech Traditions in marketing merchandise
- Raising funds for Alumni Association programs and needs (i.e.: building funds)
Texas Tech's reputation and progress rest upon a strong Alumni foundation. If this foundation is strong, the University will be stable and supported. Your chapter is a cornerstone in the foundation of our University!
A word to out-of-state chapters
The Texas Tech University Alumni Association is eager to assist in the organization and the development of Alumni chapters wherever they are located. The organization and purpose of out-of-state chapter basically remain the same as set forth in the succeeding pages of this manual.
Organizational assistance and some financial aid for mailing may be expected from the Alumni Association office for all Alumni chapters. The distance and expense involved in bringing campus speakers and other programs to out-of-state chapters make a consistent and regular service of this nature prohibitive. Athletic and campus films may be made available to out-of-state groups and every effort is made to supply representatives of the Tech Administration. Out-of-state chapters like all other chapters are encouraged to keep the Alumni Association informed of their activities.
Forming an Alumni Chapter
Alumni chapters are generally organized on a county-wide or area-wide basis so those Alumni who reside in outlying areas may be included. A chapter can be initiated by either the exes living in the area or by the Association office at Texas Tech. The word "Alumni" applies to both graduates and former students who have attended Texas Tech University. The following five-step outline is suggested for starting an Alumni chapter, or for revitalizing a formerly active chapter.
1. Beginning
A. Contact the Alumni Office, PO Box 45001, Lubbock, Texas 79409, (806)742-3641, or via the web at www.TexasTechAlumni.org and request a list of known alumni residing within the chapter area.
B. Upon receipt of the list and a copy of this manual, read the manual thoroughly.
C. Select a nucleus of five or six Alumni that you might know or their friends. Call meeting of those individuals at your home or central location.
2. Organizational Committee Meeting
The original nucleus of exes as mentioned above is hereby considered to be the Organizing Committee. The following functions should be performed at this meeting:
A. Decide upon a time, date and place for an organizational meeting of the Alumni Chapter
B. At the organizing meeting choose leader who can delegate the needed responsibilities for planning your next event.
The Alumni office will prepare and mail announcements to all Alumni within the chapter area for the initial organizational meeting. The Alumni office will make every effort to secure a speaker for the organizational meeting. If possible, a representative of the Alumni Association will be present to assist in the formation of the chapter. [See "Section III - Association Services - mailing policy) for more details on mailings].
Chapter Officers and Committee Chairpersons Each chapter may build whatever officer and committee structure is best for their situation. The following committee structures and officer positions serve as an example for all chapters. A chapter may combine committee with officer position. Most chapters have four or five officers. The election of officers should take place during the organizational meeting of the Alumni chapter and yearly thereafter. The most common officer titles are: President, Immediate Past President, President-Elect/Vice-President, Secretary, and Treasurer. The most common committees are: Membership Committee, Social/Special Events Committee, Publicity Committee, Scholarship Committee, and Academic Recruiting Committee.
Local Board of Directors
A chapter may decide to have a board of directors separate from the chapter officers. The board of directors can be any size. The duties of the Board of Directors or Officers should be:
- To draw up an activity schedule for the coming year and assist the officers in putting it into operation.
- To help arrange the business program of each meeting
- To transact any business of the chapter between meetings.
- To appoint officers as vacancies occur.
Meetings of the board or officers will be called by the chapter president. They should meet at least quarterly during the year. Many successful chapters hold regular bi-monthly meeting (hold meetings in whichever way is best for your chapter). The following years activities should be planned as soon after the annual meeting of the chapter and tentative dates set for activities. The information should be forwarded to the Alumni office so that meeting dates can be recorded and plans for furnishing programs and representatives to these meetings can be made.
Special Chapter Events
The types of social events that a chapter can have depend on many variables such as size, location, commitment of volunteers, etc. Some events that have been successful are:
1. Annual Chapter Functions
A. Banquets, receptions, barbecues etc.
B. May include a campus speaker
2. Happy Hours
(Alias "Techsan Thursday")
A. Held on a regular day of each month
B. Happy Hour can be rotated periodically to a different location
C. Generally appeal to recent Exes (10 years back)
3. Game Watching Parties
A. Held at local sports bars or restaurants
B. Use same location for the season
C. Mail postcards prior to the season, listing all dates
4. Pre-Game Receptions
A. Held at hotels, student unions, etc., with easy accessibility to the stadium
B. Locations are advertised in the Techsan, website, newspapers, etc.
5. Bus Trips
A. Includes cost of game ticket and bus rental
B. Reserve bus well in advance of the game
6. Freshman Send-Off
A. Introduces incoming freshmen and their parents to each other and to local Exes
B. Usually held late in the summer (held at a local restaurant, church or home)
C. Can include local Parent's Association
7. Picnics
A. Held at a park, beach or lake
B. Can be family outings with sports and games
C. Can be a buffet lunch or a "bring your own sack lunch"
D. Fundraisers can be incorporated into the event
8. Other Events
A. Block seating at a professional sporting event
B. A day at the races at a nearby track
C. Breakfast/Luncheons with a speaker
D. Golf Tournaments
NOTE: Some of these functions require more time and planning than others. Be sure to ask questions about the events BEFORE any planning. The Alumni Association office, other chapter presidents and your area filed representatives are all good to ask for advice.
!!! DO NOT overload on social events. Too many events can "burn-out" your volunteers and bore many of your area Exes. It is a good idea to try to target different groups within your area as not everyone enjoys the same things.
*** Invitations or postcards should be prepared six weeks prior to an event
Fundraising Methods
Since chapters charges include increasing endowed scholarships for local students, it is necessary to have fundraising events. A fundraiser can be incorporated into an event such as a banquet, game-watching party or can be held independently.
1. Underwriting and Donor Solicitation
A. Underwriting is necessary to provide the "start-up" funds needed for large events
B. Discuss with the chapter the prospective donors
C. Send letters of solicitation or call donors personally (Most people are willing to contribute to a good cause, they just need to be asked)
2. Casino Nights
A. Can be simple or elaborate, consisting of:
a. Silent auctions
b. Gaming tables
c. Live cash auctions
d. Live chip auctions
e. Raffles
B. Plan well in advance (depending on the size of the event)
C. Requires a strong commitment from organized volunteers
3. Garage Sales
A. Plan on a "pay day" weekend (around the 15th and 30th of each month)
4. Spring Picnics
A. Raise funds from a lunch buffet
B. Host a dessert auction
5. Riverboat Cruise
A. Dining and dancing on a riverboat (build profit into the cost of the ticket)
B. Sponsor a raffle
6. Hole-in-one Golf Contest
A. Sponsor event in the spring for highest interest and response
B. Open event to the public for greater response
C. Hold annually to build a solid reputation
If your chapter decides to host an event or fundraising event, contact your field representative. They will have a list of guidelines and hints to help make your event a success.
We encourage chapter leaders to attend other chapter social and fundraising events.
Academic Recruiting
Academic recruiting is one of the most important functions of the Alumni Association. It is an objective of the Association to aid the University in the recruiting of high quality students to Texas Tech University. The goal of the Association is to have an academic recruiting committee or at least an academic recruiting coordinator and recruiting volunteers from each Alumni chapter.
The chapter recruiting coordinator has several responsibilities, including:
A. Recruiting volunteers from your chapter area
B. Be in charge of all academic recruiting activities in your chapter area, for example:
a. Assigning volunteers to help out with "College Nights" at local high schools or junior colleges (make sure your volunteers are kept up-to-date and knowledgeable about Texas Tech)
b. Delivering special materials such as videos and catalogs to a local counselor or student who is interested in Texas Tech
c. Get dates for College nights from your regional admissions counselor, located at one of the offices below:
Austin Regional Center
510 South Congress Suite 208
Austin, Texas 78704
(512) 420-9401
Dallas/Ft. Worth Regional Center
1420 W. Mockingbird Lane, Suite 765
Dallas, Texas 75247
(214) 630-8324
El Paso Regional Center
1155 Westmoreland Street, Suite 212
El Paso, Texas 79925
(915) 774-4990
Houston Regional Center
8588 Katy Freeway, Suite 348
Houston, Texas 77024
(713) 467-5100
San Antonio Regional Center
mark.fernandez@ttu.edu
All Alumni can help with academic recruiting in many ways:
A. Stay up-to-date on Texas Tech University
B. Be aware of the names of high school students who appear in newspapers or on T.V., for high academic achievements (academic competitions, National Merit scholars, valedictorians, salutatorians, etc.)
Please Remember:
A. Academic recruiting is a very serious function of the Alumni Association. Please encourage as many people as possible to get involved in this activity.
B. Keep in mind that this involves academic recruiting only, as ATHLETIC RECRUITING IS STRICTLY PROHIBITED
Local Scholarship Program
Providing academic scholarships to Texas Tech University is one of the most important activities that a local chapter can get involved in. Texas Tech is in desperate need of academic scholarships in order to attract the best and the brightest students to our campus.
Each chapter is encouraged to create a Texas Tech Alumni Association Endowment Trust (TTAA ET) endowed scholarship for their area. This involves raising a minimum of $5,000.00, which remains intact while the INTEREST only is used to pay for the scholarship.
The following guidelines should be noted and understood by the chapters participating in this program:
1. Money contributed to this program is placed into a chapter endowed fund account with TTAA ET and is "untouchable" and cannot be withdrawn by the local chapter.
2. After the chapter has contributed a minimum of $1,000 on or before September 1 of each year into their chapter endowed fund account, Texas Tech Alumni Association will provide $200 for the chapter's scholarship. This arrangement will continue for each year that the chapter contributes the minimum $ 1, 000 (while building toward the $5,000 level). Once the $5,000 endowed fund amount has been obtained and is producing income on its own, then the chapter will no longer be eligible for the $200 aid from TTAA.
3. The chapter scholarship will be distributed through the TTAA office in Lubbock. The recipient will receive one-half of the scholarship total for the fall semester and the other one-half for the spring semester. The recipient will be eligible for the scholarship upon proof of enrollment at Texas Tech University.
4. After the chapter has selected the scholarship recipient, then the chapter should notify TTAA's Lubbock office of the recipient's name, social security number and the amount of the scholarship in writing? Attn: Ron Thoma
5. TTAA ET will provide each chapter with a written status report of their respective endowed scholarships each year. During the year, a local chapter may request information concerning their endowed scholarship through their local field representative.
We wish to explain the difference between the Texas Tech Alumni Association and the Texas Tech Alumni Association Endowment Trust:
1. (TTAA) is the daily operating company, which pays the overhead and operates the chapter membership services functions for the Association. TTAA will underwrite the $200 chapter scholarship to the recipient during the initial $5,000 buildup.
2. (TTAA ET) is a separate company that is responsible for handling endowed scholarships. Chapters should make their checks payable to "Texas Tech Alumni Association Endowment Trust." TTAA ET will maintain all accounting records for the chapter scholarship and will issue the scholarship checks to the recipients upon completion of the $5, 000 buildup.
Membership Recruitment
Every chapter is encouraged to have some type of membership recruitment program. In order for the Alumni Association to justify the time, money and effort spent on our chapter development program, we need to have an increasing number of financial supporters from that chapter area.
Many times throughout the year there are various mailings and other contact from the Lubbock office to our contributors.
Membership recruitment efforts can take many different avenues. Several chapters have been successful with a direct mailing campaign. Others have relied on phone campaigns. Some chapters have had success with a team of members going out and soliciting a certain number of prospects. Donated prizes can be used as an incentive for those who recruit the largest number of new members to the Association. Recognition on these winners at the next chapter event also helps to put the spotlight on this worthy endeavor. It would be good idea to insist that any chapter officers must be contributors to the Association in order to hold local office.
By working with your field representative, you can get the help and insight to make your membership recruitment campaign an on-going success.
There is also a listing of each chapter campaign code, which is used when a chapter recruits new members for the Alumni Association. The chapter is given 10% commission for each new member it recruits.
Event Tips
1. For good attendance, it is highly suggested that advance ticket sales be promoted. The sale of tickets provides good publicity and inevitably enhances the attendance at a meeting.
2. Select meeting location commensurate with the prestige of the University.
3. As meeting date draws near, check progress of all committees.
4. Provide hospitality by acquainting the attendees with each other. Someone should be designated to greet all arrivals and introduce them to all present. Name tags are available from the Alumni office.
5. Make use of telephone committees to contact those who have not responded to initial invitation.
6. A receiving line is suggested for meetings when a distinguished visitor is present. This will give everyone an equal opportunity to meet him or her.
Vital Factors for a Successful Chapter
The following are some of the most important DO's and DON'Ts for the chapter officers to remember.
DO
1. Do use your chapter constitutions as a guide for the future operation of your chapter. Refer to it often.
2. Do have regular meetings of the officers and board of directors.
3. Do have a planned activity schedule. Announce it early in the year to the membership committee, with your request for dues. Check community calendar for possible conflicts.
4. Do have interesting, varied and well-planned programs.
5. Do delegate the chapter's activity to standing committees and prevent fostering a one-man chapter!
6. Do become financially independent, while establishing a yearly budget.
7. Do inform the Alumni office of all chapter activity.
8. Do have regular elections of officers who are capable and willing to serve.
DON'T
1. Don't nominate officers or directors without their advance knowledge.
2. Don't collect chapter dues or special assessments of any king at meetings. Business- like collection of dues and concentrated membership drives are vital, but they should be conducted in their own time and by acceptable methods.
3. Don't plan too many meetings a year. (Highly successful chapter programs can be built around a few meetings.)
4. Don't "call for volunteers" at meetings, either for offices or committees. Such arrangements should be made in advance.
5. Don't schedule endless business meetings as part of dinner meeting programs. The board of directors and officers should be responsible for most of the decisions. That part of the chapter's business on which the entire group much act should be brief and to the point.
Texas Tech Alumni Association Support to Chapters
The Alumni Association office in Lubbock will provide the following items for chapters:
A. Database information such as:
1. Names of all Exes in the chapter area (addresses, phone numbers, etc.)
2. Names of contributing Alumni Association members in area.
3. Names of Exes from area specifically sorted by graduation year.
B. Video updating campus highlights (academic, development, and sports.)
C. Invitations and postage for one meeting per year.
D. Stationery and envelopes for special correspondence from the chapter.
E. Name tags for special events.
F. Registration cards and pens for all activities.
G. Association membership brochures.
H. Information on Association sponsored programs, and specialty merchandise.
I. Welcome posters.
J. Mailing labels (occasionally for special events.)
Mailing Policy
A very important part of the chapter operation is the ability to promote various special events. One effective way to do this is through chapter mailings. Unfortunately, due to the rising cost of postage, this is a very expensive way to communicate.
The Association wants to help promote chapter events as much as possible. It is, however, necessary for the Association to be fiscally efficient.
The Alumni Association will absorb the cost of printing and mailings at least one mailing per year for each chapter. We suggest the chapter use this in order to promote the annual meeting. With over 75 chapters nationwide, this is a very big part of our chapter development budget. It is imperative that the local chapters do all it can to offset these costs.
Many chapters have been successful in this area by getting financial support for this expense. Some examples are:
1. Soliciting sponsorships for the mailer. Names of organizations can be printed. Trademarks or logos are not allowed.
2. Soliciting sponsorships from members.
3. "Passing the hat" at chapter events.
4. Using local chapter operation forms.
All mailings should be coordinated through you field representative. In order to be effective in our mailings:
1. Submit pertinent information to your field representative a minimum of six (6) weeks before the event date. This is to allow appropriate time for the printshop in Lubbock.
2. It is best to include as many events as possible on any one mailing.
3. Postage for in-state mailings will be sent third-class and all out-of-state mailings will be sent first-class.
It is important to supplement mailings with a communication network that includes:
1. Chapter telephone committees (these are very effective.)
2. Public Service Announcements on radio and TV.
3. Notices in the local newspaper, "Community Calendars."
4. E-mail data list.
A chapter should not depend on a single form of communication in order to publicize events.
Program Speakers
If your chapter would like to have a speaker from the University, decide on the kind of speaker that would be most interesting to the majority of people attending. Submit this request to the field representative who will make the official request in Lubbock.
Please make your request for speakers as far in advance as possible. Many speakers have extremely full schedules and are unable to attend. It is a good idea to prepare a second choice in case the need arises.
Ideas for speakers:
A. Texas Tech University faculty or administrators (i.e. Deans.)
B. Members of coaching staff from athletic department. The Association can not guarantee athletic speakers. Please contact the Red Raider Club directly with this request. The appropriate field representative can assist you with this.
C. Local Alumni dignitaries (businessmen, professionals, public officials) speaking on specialized field or affiliation with Texas Tech.
D. Other appropriate speakers, from campus or locally, should speak on:
1. Educational needs
2. Civic issues
3. Current affairs
4. Travel
Chapter Ranking System
These are the minimum standards that each chapter should meet on an annual basis. Chapters are in no way limited to just this activity; however, following this format and deadlines will ensure consistency and success every year by expanding our reach and our ability to promote Texas Tech University.
Yearly goals are numbered and corresponding explanation and timeline follow.
Chapters outside of major metropolitan areas:
1. Host annual event for alumni in respective area.
Typically between months of April - August
October 15 - Turn in date for annual event for following year.
2. Contact high school counselors twice per year. (Telephone, letter or personal visit)
December 1 - Contact counselors about Texas Tech scholarship program and hand out materials including scholarship applications. Make sure counselors have information from Admissions Office.
Feb. 15 - Follow up with counselors promoting scholarship and make sure they have been supplied materials from Admissions Office.
3. Participate in local scholarship program
The Texas Tech Alumni Association is a strong supporter of local academic scholarships. For that reason, chapters should establish an endowed scholarship.
All chapter scholarship money raised each year, exceeding $500, should be invested in the chapter?s endowed scholarship account. This allows a chapter to award up to $500 per year to local deserving students while building their endowed scholarship base. This endowment account generates income that is used to fund local scholarships for many years to come.
December 1 - Scholarship applications delivered to counselors
Feb. 15 - Follow up with counselors
March 31 - Applications due from students. Pick up from counselors
Month of April - Make scholarship decision(s)
May 1 - Scholarship recipient information and money funding scholarship due to Lubbock (Name, Permanent address, SS #, telephone)
4. * Recruit 2 golf courses for TTAA Discount Golf Book
This should be done in months of July - August
Turn in contracts to TTU, Dallas Regional Center by Sept. 1
5. * Sell 10 Discount Golf Books
This can easily be accomplished in November - December (Christmas)
6. Chapter representatives attend college night.
Applicable date
7. Host a minimum of two annual board meetings (More meetings if board deems necessary.) Through experience TTAA has found that quarterly meetings is a successful formula for most chapters.
8. Distribute news article (provided by field office) to local newspapers and other news outlets promoting Texas Tech.
This should be an article promoting Texas Tech?s accomplishments, etc. Chapter officers are only responsible for directing article to appropriate media outlet. The news article will be provided to you by area Regional Representative.
9. Host quarterly social events.
Social events encourage participation in chapter activity and develop new volunteers for chapter officers. These social events include, but are not limited to, happy hours, game-watching parties, networking events, lunches, etc. These may also be done in combination with board meetings.
* If individual chapter is currently participating in a successful scholarship fundraising program then they are not required to participate in "Texas Tech Discount Golf Book." However, we do strongly urge chapters to participate in Discount Golf Book Program. "Texas Tech Discount Golf Book" is a fundraising tool that can be utilized statewide as an easy way to raise money. It takes little effort to participate in this program. One hundred percent of each book sold will go directly to your local chapter scholarship endowment.
Texas Tech Alumni Association
Texas State Chapter System
These are the minimum standards that each chapter should meet on an annual basis. Chapters are in no way limited to just this activity; however, following this format and deadlines will ensure consistency and success every year by expanding our reach and our ability to promote Texas Tech University.
Yearly goals are numbered and corresponding explanation and timeline follow.
Chapters inside major metropolitan areas:
1. Host annual event for alumni in respective area.
Typically between months of April - August
October 15 - Turn in date for annual event for following year.
2. Contact high school counselors twice per year. (Telephone, letter or personal visit)
December 1 - Talk to counselors about Texas Tech scholarship program and hand out materials including scholarship applications. Make sure counselors have information from Admissions Office.
Feb. 15 - Follow up with counselors promoting scholarship and make sure they have been supplied materials from Admissions Office.
3. Participate in local scholarship program
The Texas Tech Alumni Association is a strong supporter of local academic scholarships. For that reason, chapters should establish an endowed scholarship.
All chapter scholarship money raised each year, exceeding $500, should be invested in the chapter?s endowed scholarship account. This allows a chapter to award up to $500 per year to local deserving students while building their endowed scholarship base. This endowment account generates income that is used to fund local scholarships for many years to come.
December 1 - scholarship applications delivered to counselors
Feb. 15 - Follow up with counselors
March 31 - Applications due from students (pick up from counselors)
Month of April - Make scholarship decision(s)
May 1 - Scholarship recipient information and money funding scholarship due to Lubbock (Name, Permanent address, SS #, telephone)
4. Recruit 5 golf courses for TTAA Discount Golf Book
This should be done in months of July - August
Contracts due to office by Sept. 1
5. Sell 30 Discount Golf Books
This can easily be accomplished in November - December (Christmas)
6. Chapter representatives attend college night(s).
Applicable date
7. Host quarterly board meetings. (More meetings if board deems necessary.)
This does not include sub-committee meetings, which are held separately.
8. Host Scholarship Golf Tournament in combination with other Metropolitan chapters, or independently.
a. DFW
b. Greater Houston
c. Austin
d. San Antonio
(4 separate benefit tournaments a year scheduled between months of April and September) Greater Houston Chapters and DFW chapters combine to put on respective tournaments
9. Host quarterly social event.
Social events encourage participation in chapter activity and develop new volunteers for chapter officers. These social events include but are not limited to, happy hours, game watching parties, networking events, lunches, etc.
The Texas Techsan Magazine
The Alumni Association publishes a bi-monthly magazine, Texas Techsan. Photos from chapter meetings and events can be submitted for the Alumni News section of the publication. The magazine is published in January, March, May, July, September, and November. May and September issues reach approximately 60,000 alumni whereas the other issues go to ALUMNI ASSOCIATION members only. This is approximately 23,000 members.
Following are some helpful hints on submitting chapter news and photos:
A. Provide names of individuals left-to-right, and by row, if applicable. Include date and name of picture. Do not write on back of photos (this causes smears and ruins photos for publication.)
B. Submit your chapter news as you want it to appear in the magazine (editing is provided by our magazine staff and editor.)
C. Color photos are preferable.
D. Chapter news can include information about an upcoming event or can report the success of previous events.
E. Mention chapter officers and contact phone numbers for those interested in your area.
F. Send photos to your field representative. If you want photos returned, please specify.
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