R E U N I O N C L A S S A G E N T H A N D B O O K 1 INTRODUCTION

Transcription

1

2 TABLE OF CONTENTS Introduction Page 1 Class Reunion Anniversaries Page 2 What is Expected of a Class Agent? Page 3 What Can I Expect from the Class Reunion Program Staff? Page 4 Sample Appeal Letters and Phonathons Page 5 Class Reunion Giving Page 6 Ways to Make Your Class Gift Grow Page 7 Planning Class Events Page 8 Standard Homecoming Schedule Page 9 Tax Information Page 10 This Handbook is published by The Office of Institutional Advancement Class Reunion Program 1 Drexel Drive, Box 66 New Orleans, LA (504)

3 R E U N I O N C L A S S A G E N T H A N D B O O K 1 INTRODUCTION his handbook has been developed as a guide to assist class agents in planning a successful class reunion in conjunction with the University s Reunion Class Program. It provides pertinent information related to dates, planning strategies, sample letters, and successful class activities. Every year, sixteen classes of alumni return to their alma mater for a reunion to renew old friendships, to see first-hand the development of the University, and to participate in activities planned by their class agents and the University. The Alumni Homecoming has been organized by the Alumni Relations Staff to provide four days of activities that appeal to all reunion classes. Class Agents will be responsible for planning any activities outside of the normal reunion schedule specifically for their reunion class. Class Agents will also organize their Reunion Class Gift. The Class Reunion Program is interested in making your reunion a success. We are further interested in maintaining good relations and using the resources of the alumni, especially those of the reunion classes, to develop and maintain successful alumni programs. A list of the class reunion program staff is included in this book to use at your convenience. We have worked diligently to provide enjoyable activities for your return. It is incumbent upon class agents to encourage classmates to register for Homecoming and participate in the activities planned for them.

4 R E U N I O N C L A S S A G E N T H A N D B O O K 2 CLASS ANNIVERSARIES Classes graduating from Xavier University of Louisiana have a reunion every five years. The first of these anniversary celebrations begins at the end of the fifth year. Every five years thereafter, an anniversary is celebrated with the 25th, 50th, and 75th anniversaries being special. First Anniversary Second Anniversary Third Anniversary Fourth Anniversary Silverlarian Sixth Anniversary Seventh Anniversary Eighth Anniversary Ninth Anniversary Jubilarian Eleventh Anniversary Twelfth Anniversary Thirteenth Anniversary Fourteenth Anniversary Diamond 5 Years 10 Years 15 Years 20 Years 25 Years 30 Years 35 Years 40 Years 45 Years 50 Years 55 Years 60 Years 65 Years 70 Years 75 Years

5 Duties of a Class Agent WHAT IS EXPECTED OF A CLASS AGENT? Class Agent Volunteer Description Purpose of Position Serve as a class leader and organizer of classmates, class activities, and Reunion Class Gift during your reunion year. In non-reunion years, serve as a liaison between the Class Reunion Program and your classmates. Act as the official liaison between the Annual Fund Manager and your classmates. Work as a Reunion Committee with other members of your class that have volunteered to serve as Class Agents. Appeal to your classmates for participation in Reunion and Homecoming activities and support of the Reunion Class Gift. Work in conjunction with the Annual Fund Manager to generate periodical class gift appeal letters. Attend Class Agent phonathons (New Orleans agents and surrounding areas) in order to telephone class members and personally encourage their participation. Plan and implement activities specific to your class during Alumni Homecoming Weekend to promote class organization, fellowship and spirit. Provide the Annual Fund Manager with updates on class member address information. Attend Alumni Homecoming Weekend. Communicate career and personal information about classmates to Alumni and Public Relations staff. Additional Information R E U N I O N C L A S S A G E N T H A N D B O O K 3 The best-planned reunion depends upon the guidance of the Class Agent. It is essential that the leader motivates and directs the class in planned class activities and in Reunion Class Giving as well as Annual Giving.

6 R E U N I O N C L A S S A G E N T H A N D B O O K 4 The Class Reunion Program operates between 9:00 a.m. and 5:00 p.m. CST and our staff consists of: he Class Reunion Program Staff is here to assist in your Class Reunion planning in any way that you may need. The staff plans all University sponsored activities that make up Alumni Homecoming weekend and extends the following services to Class Agents: Sample Class Appeal letters Assistance with designing class appeals Copying and mailing (Class Agents are not expected to incur copying and mailing costs for class mailings.) Mrs. Kimberly Reese 95 Director of Alumni Relations (504) kreese@xula.edu Ms. LaKeysha C. Arthur Annual Fund Manager (504) lcarthur@xula.edu Mrs. Worrell Johnson Administrative Assistant (504) Class Agent phonathons that allow class agents to communicate with out of town classmates without incurring long distance charges. Collection and tracking of Reunion Class Gifts Information sent to the Class Reunion Program Staff may be mailed to: Xavier University of Louisiana Office of Institutional Advancement Class Reunion Program 1 Drexel Drive, Box 66 New Orleans, LA You may also contact our Office toll free at WE LUV XU ( )

7 R E U N I O N C L A S S A G E N T H A N D B O O K 5 SAMPLE APPEAL LETTERS & PHONATHONS e encourage Class Agents to correspond with classmates at least four (4) times prior to Alumni Homecoming Weekend. All appeal letters should be returned to the Class Reunion Program for copying and mailing. This also allows our Office to have an accurate account of the progress of your class reunion planning. The Class Agent phonathons serve as an opportunity to reconnect with classmates, make a personal appeal for participation in the Reunion Class Gift, and collect input from classmates that cannot be achieved through a mailing. Schedule for Appeal Letters and Phonathons First letter 2nd week of June prior to Reunion Second Letter 1st week of August prior to Reunion Phonathon 3rd week of September prior to Reunion Third Letter 2nd week of October prior to Reunion You will receive correspondence from the Class Reunion Program Staff prior to each scheduled appeal detailing what should be addressed in the upcoming letter. You will also receive notices of the approaching phonathons. If you believe there is a need for additional correspondence to your classmates, please notify the Annual Fund Manager as soon as possible. The following pages are several sample appeal letters to give you an idea of letter structure.

8 Xavier University of Louisiana Class Agent Program 1 Drexel Drive Box 66 New Orleans, LA (504) September 11, 2009 Dear Fellow Classmates of XU Class of 1959: The last letter which you received was from the University congratulations us on our 50 th Reunion and inviting us to participate in the University s Commencement Weekend Those of us who participated were given a Jubilarian reception along with the Silverlarians on Friday, May 8, 2009 from 5:00 p.m. to 6:30 p.m. in the Xavier University Student Center. After which, we proceeded to The Barn where we lined up behind the faculty and before the platform guests. The Baccalaureate Mass began at 7:00 p.m. Then on Saturday May 9, 2009 at 10:00 a.m. at the New Orleans Lakefront arena we were privileged to march once again with the 2009 graduates. IT WAS A BEAUTIFUL WEEKEND. Once again, we are hoping that this letter finds everyone in good health and looking forward to celebrating our 50 th anniversary. A 50 th Reunion is a wonderful reason for celebration and what better way to celebrate this event than to join your classmates at Xavier s Homecoming festivities. The Homecoming activities this year begin on Wednesday, November 18, 2009 and come to a conclusion on Sunday, November 22, We as agents were happy to see fellow classmates at the Graduation Weekend and will be thrilled to see those and many others at Xavier s Homecoming activities. The University has a weekend planned whereby no one will be bored and we as agents are making special plans for the Class of Once again we are reminding you of the tradition for each reunion class to present the University with a Class Gift the night of the Homecoming Banquet. In our previous letter, we asked that each member of the Class of 1959 contribute $500 towards our Class Gift, which will allow the Class of 1959 to present a gift of $50,000 to the University in honor of our reunion. All gifts large and small will be graciously received. Many members of the class have already sent their contribution. If for some reason you have not there is still time to send your contribution in the enclosed envelope and indicate on your gift that it is for the Class of 1959 Class Gift. The contribution must be received by November 1, We as agents thought in conjunction with the activities planned by the University, it would be an enjoyable experience for us, the Class of 1959, to have a little time to ourselves in the form of a Class of 1959 Brunch on Saturday, November 21, It would be off campus in the early afternoon. If you would like to join us, please complete the registration form below and return in the enclosed envelope, which will give us an accurate count of attendees for Homecoming as well as the Class of 1959 Brunch. On behalf of Xavier University, we thank you for your time, cooperation and commitment to our alma mater. Sincerely, 1959 Class Agents

9 Xavier University of Louisiana Class Agent Program 1 Drexel Drive Box 66 New Orleans, LA (504) October 23, 2008 Class of 1963: Why? This is milestone year. our 45 th year Class Reunion We are the model Close-class excellent continued contact and friendships over 45 years Special Concert and Tribute to Dr. Francis Xavier needs our support New Orleans needs our support Gladys Knight, Bill Cosby, Dr. Francis and the Class of 63! Back on campus! Let s get the Tempo going again!... It doesn t get any better than that! A $45,000 class gift would be a special way to commemorate and celebrate our 45 years. While this amount may seem ambitious, so is the Class of 63. To date, contributions total $18, We are far from our goal so we need your contributions now. Time for a change. With your help we can make this goal. Please send your contributions in the enclosed envelope. Remember to note Class of 1963 on your check On behalf of Xavier University, we thank you for your commitment and dedication to this worthwhile endeavor. For further information, please contact any of the class agents listed below or the Xavier Class Reunion Program at the following numbers: or toll free at WE-LUV-XU. Also, if you are interested in attending our Class Brunch, please complete the enclosed response card and return in the enclosed envelope. We look forward to hearing from you and seeing you in November! We all really want to see you here November 20-23, 2008! Sincerely, Your 1963 Class Agents:

10 XAVIER UNIVERSITY OF LOUISIANA 1 Drexel Drive Campus Box 66 New Orleans, LA (504) WE LUV XU October 5, 2007 Greetings Class of 1982: It s Silver Anniversary Time!! It is hard to believe that 25 years has passed since we walked threw the courtyard and crossed the stage to begin our life s journey. I hope that life has been kind to all of you. It will be awesome to celebrate our Silver Anniversary at the Homecoming activities at Xavier this year. It will give you a chance to see the updates at the University and see how Xavier is still thriving after all these years and despite the affects of Hurricane Katrina. It will be great to see classmates that you may not have seen in years. The Homecoming activities will begin on Thursday November 15, 2007 and end on Sunday, November 18, Homecoming is a great time for reminiscing on the good old days and for being inspired by the good new days. The University has come back strong since the storm and now it s our turn to do the same. Come to the Homecoming activities and see for yourself all the growth and improvements that the University has incurred. If you have not been back to the campus since that day you walked across the stage then now is the perfect time to do so. We are hoping for a great turnout and look forward to a spectacular 25 th reunion. In honor of our reunion year we want to show Xavier how proud we are to be graduates of such a strong and dedicated University. We have a goal of $25,000 to represent our 25 th anniversary. The class of 1982 Class Gift will be presented to the University at the Annual Homecoming Gala, November 17, The excitement generated as each class announces its gift is invigorating. I know you will want to join in representing the Class of I am asking each member to make a gift to the University for our Silver Anniversary. Class Gifts are due to the Alumni Office no later than November 9, Only gifts received by November 9 th can be announced during the Homecoming Gala. Please return your tax-deductible contribution in the enclosed envelope and remember to denote on your gift that it is designated for the Class of 1982 Class gift. On behalf of Xavier University I would like to thank you in advance for your dedication and support of our alma mater. Only with your participation will our reunion be a success. If you have any suggestions or ideas for the class activity please contact me or LaKeysha Arthur, Interim Director of Alumni Relations at (504) or toll free at WE-LUV-XU. Sincerely, 1982 Class Agent

11 COME BACK TO XAVIER! Ten years have passed since we stood together, before family and friends to don our hoods in celebration of our college graduation. An academic milestone was reached that May of 2000, as well as the launch of our adult lives. My, how time flies. Well, fellow classmates, it is time to stand together again; stand in support of our beloved alma mater, Xavier University! None can deny the love and support we received as students during our years at Xavier. It is now time for us to give back to an institution that gave so very much to each of us. Will you join us and other classmates as we make our 10 th year reunion a joyous and momentous occasion? Homecoming 2010 activities will begin Wednesday, November 17, 2010 and end Sunday, November 21, Only with your support and participation will our reunion be a memorable experience. The University has a lot of exciting events planned and we are certain that you will want to be in attendance. Hope to see you there! As part of the Homecoming festivities our class will have the opportunity to present the University with a Class Gift in honor of our 10 th year reunion at the Homecoming Banquet. Our class has set a goal of $10,000. We are asking that each member of the Class of 2000 contribute at least $100 towards this goal, however any monetary gift is greatly appreciated. Your Class Gift should be in addition to your normal contribution to the Annual Fund. This gift should be forwarded to the Office of Institutional Advancement, in the enclosed gift envelope, by November 1, Please make certain that you denote on your check or money order that your gift is for the Class of 2000 Class Gift. For additional information you may contact any of the Class Agents below or the Class Agent Program at (504) or Toll Free at WE-LUV-XU. Sincerely, 2000 Class Agents

12 It seems as if we just left the steps of the Administration Bldg! Sitting under the trees in the Quad. Watching the Greeks at the Patio shows.. Cheering for XU as we beat DU.. 5 years have passed and it is time to return HOME. Homecoming 2007 activities will begin Thursday, November 15, 2007 and end Sunday, November 18, Only with your support and participation will our 1st Reunion be a memorable experience. As part of the Homecoming festivities our class will have the opportunity to present the University with a Class Gift in honor of our 5 th year reunion at the Homecoming Banquet. Our class has set a goal of $5,000. We are asking that each member of the Class of 2007 contribute at least $50 towards this goal, however any monetary gift is greatly appreciated. Your Class Gift should be over and above your normal contribution to the Annual Fund. This gift should be forwarded to the Office of Institutional Advancement, in the enclosed gift envelope, by November 1, Please make certain that you denote on your check or money order that your gift is for the Class of 2002 Class Gift. For Homecoming Information, call the Alumni Relations Office at (504) or Toll Free at WE-LUV-XU. To see a list of 2002 Class Agents check the Xavier Website at

13 R E U N I O N C L A S S A G E N T H A N D B O O K 6 CLASS REUNION GIVING lass agents will be responsible for inspiring their classmates to make a financial commitment beyond their ordinary level of annual giving. If a class member gives $100 every year to the Annual Fund, they are encouraged to double or triple their gift in honor of their reunion. The aim of each reunion class should be to exceed their previous anniversary class gift to the University. Class Agents should set the tone for giving with a lead gift. Reunion Class Agents are asked to set Reunion Class Gift goals for your class to work toward. Some class goal examples are: Class of 1951 Reunion Class Gift Goal of $50, in honor of 50 th Anniversary Class of 1990 Reunion Class Gift Goal of $ per classmate in honor of 10 th Anniversary Some examples of class gifts that have been received are: Class of 1955 $65, in honor of 45 th Anniversary Class of 1958 $60, in honor of 40 th Anniversary Class of 1960 $36, in honor or 40 th Anniversary Class of 1995 $ 5, in honor of 5 th Anniversary

14 R E U N I O N C L A S S A G E N T H A N D B O O K 7 ne way to make your class gift grow is to take advantage of your company s matching gift program. Many companies conduct matching gift programs in which they match an employee s charitable gift. When making a gift, please contact your company s Human Resources Office to ensure that you maximize your giving by participating in the matching gift program. Another way to make your gift grow is to raise at least $60,000 and the state of Louisiana will match it under the LA Board of Regents Endowed Professorship Program. State-sponsored matching fund assistance is provided based on a university s ability to guarantee 60 percent private funding for either the $100,000 endowed professorship program or for the $1,000,000 endowed chair program. For example, if the Class of 19XX donates $60,000 their perspective reunion year, the state will match $40,000 to Xavier for an endowed professorship in that class honor. For more information on how your class can make their class gift to Xavier grow, contact the Class Reunion Program staff at (504)

15 R E U N I O N C L A S S A G E N T H A N D B O O K 8 PLANNING CLASS EVENTS Class Agents are completely responsible for planning any class event that is planned for attendance by their reunion class alone. We encourage you to get feedback from your classmates. In planning activities for your class, it is extremely important that you plan around certain established activities that have been planned by the Alumni Relations Staff. The University offers an extensive schedule of events designed to reunite and reconnect all reunion classes to their alma mater and full Homecoming schedules are mailed to all alumni with good addresses. Sample Reunion Activities that agents have planned: Hospitality held at a local classmates home Brunch Tours of the City of New Orleans After-party Memorial for Deceased classmates A final schedule of all class activities must be sent to the Annual Fund Manager. This includes activity, time, and location of activity. This schedule should be received by the Annual Fund Manager no later than October 1st. The following page is a tentative Homecoming schedule. subject to change on a year-to to-year basis. This schedule is

16 R E U N I O N C L A S S A G E N T H A N D B O O K 9 TENTATIVE HOMECOMING SCHEDULE This schedule subject to change on a year-to-year basis Wednesday Distinguished Alumni Concert Series Thursday Art Exhibition University Jazz Band Concert Friday National Alumni Association Board of Governors Meeting Celebration on Yard Annual Alumni Social Mixer Dr. Norman C. Francis Benefit Concert Saturday Gold Nugget/Gold Rush Basketball Game Homecoming Banquet (tickets must be purchased in advance) Sunday Annual Alumni Mass and Continental Breakfast

17 R E U N I O N C L A S S A G E N T H A N D B O O K 10 TAX INFORMATION All Reunion Class Gifts should be remitted to the Office of Institutional Advancement. Any fees that need to be collected to pay for separate class activities should be sent directly to a pre-determined Class Agent. Class Agents should be aware of the following important key points and tax issues when appealing to classmates for Class Gifts and collecting funds for separate class activities: Xavier University of Louisiana is a non-profit organization and class gifts made to the University are tax deductible to the full extent of the law. Class Gifts and fees should not be collected as one lump sum. (As stated above the Class Agent should collect class fees separately.) Fees for class activities are not a part of an individual s class gift and therefore are not tax deductible. If you have any further questions concerning tax laws and class gift do s and don ts, please contact the Class Reunion Program Staff.

18 Xavier University of Louisiana Class Agent Program 1 Drexel Drive Box 66 New Orleans, LA ( 5 04 ) WE-LUV-XU