aamu 2016 class reunion handbook

C lass Agent Handbook 1 | P a g e


Contents Welcome Letter .............................................................................................................................. 3

Roles and Responsibilities of Class Agent ....................................................................................... 4

Preparing the Class Agent Letter .................................................................................................... 5

Sample Letter #1 ............................................................................................................................. 6

Sample Letter #2 ............................................................................................................................. 7

Gifts to Alabama A & M University ................................................................................................. 8

Suggestions for Soliciting Support for AAMU ................................................................................. 9

Ways To Give… .............................................................................................................................. 10

50th Year Celebration Information

Information Sheet: Attire & Line-Up ......................................................................................... 11

25th Year Celebration

Silver Reunion Certificate Reply Form ....................................................................................... 13

Class Reunion Meeting 2016 ........................................................................................................ 14

Class Reunion Forms ..................................................................................................................... 14

Class Reunion Attendance Sheet ............................................................................................... 14

Class Gift Reporting Form ......................................................................................................... 15

Class Gift Report Summary ....................................................................................................... 16

Class Gifts Recording Sheet 2016 ............................................................................................. 17

Class Achievement Award Criteria ............................................................................................ 18

Class Achievement Nomination Form 2016 ............................................................................. 19

Minutes of Class Meeting 2016 ................................................................................................ 20

Line – Up Data Care .................................................................................................................. 21

Special Statistics ........................................................................................................................ 22

Registration Form ......................................................................................................................... 23

Staff Directory and Web Site Information .................................................................................... 24


Welcome to the Alabama A&M University

Class Agent Program

Dear 2016 Class Reunion Agents: Thank You for your service as Class Agent. By taking on this role you are setting an example for AAMU alumni around the globe. The Class Agent booklet will be a very useful roadmap as you begin to contact your classmates. Our goal, simply stated is to encourage as many class members as possible to come back and make a donation to Alabama A&M University. Please know that you have a dedicated team in the Office of Alumni Affairs working with you to make 2016 the Best Class Reunion ever. With grateful thanks for your participation in this effort! Sincerely,

Sandra S. Stubbs Sandra S. Stubbs, ’87 Director

2016 C lass Agent Handbook 4 | P a g e

Roles and Responsibilities of Class Agent

Work with your classmates and the Office of Alumni Affairs to provide coordination and planning for class reunion and reunion gift campaigns.

Write or facilitate the completion of reunion letters, postcards, emails, etc. (with support of the Office of Alumni Affairs). One letter should be a specific appeal for a financial gift. Email is strongly encouraged.

Educate the class members about AAMU's financial condition and other needs.

Coordinate class agent committee meetings to discuss issues related to class agent activities.

Assist in locating or identifying lost and deceased classmates.

Conduct the class meeting: We will identify a location on campus for your meeting. You are free of course to hold your meeting wherever your class has agreed to meet. You will be provided with an agenda and all appropriate forms needed.

Assist in the planning the program for the Class Reunion Banquet.

Maintain copies of all reports from class meetings and submit to Alumni Affairs

Present class gifts at the Reunion Banquet


Preparing the Class Agent Letter Your classmates will depend on you for news about the university and about other classmates. Remember, for each class agent who does not write, there are dozens to hundreds of classmates who will have empty mailboxes. Don’t let that happen. If you have a problem getting a letter out, just let your Reunion Partner know and we will provide a solution. Write your letter. Your letter may be handwritten, typed, or e-mailed to the Alumni Affairs Office. We will take it from there. Email is more efficient. Let us know if we are to scan your signature onto the letters and mail from here or if we are to mail them to you for your personal signature and notes. We will also provide 2 sets of address labels for your classmates upon request. Please mail, email or fax your first letter to us by Friday, November 13, 2015. We have selected this time frame to better facilitate processing in our office. We will work to get your letters out on a timely basis. We will format your letter, proof it and include early registration forms. We proof for spelling and grammatical errors, but generally will not change the style. We will mail your letter accordingly. Encourage matching gifts. The matching gift program is a great way to increase the impact of a contribution to AAMU. Many companies will match their employee’s gifts to higher education. Some also match contributions of employee spouses and retirees. Encourage classmates to contact their Office of Human Resources for a matching gift form to complete and send with their gifts. Please mail, e-mail or fax all updated life information (name, address, career changes; marriages, births, deaths, etc.) and any class notes that you receive from your classmates. We will update our database and include a hard copy of the update in their file. Class notes will then be shared for future issues of the Alumni Affairs Newsletter, if permission was given. Any class information received by the alumni office will be mailed to you for sharing.


Sample Letter #1 Dear Class of 1961: Time is indeed a marvelous and miraculous reality. It moves along like an ever-rolling stream. It just does not seem that ______years have passed since we shook the hand of the president of Alabama A&M University in the presence of our loving family members and other supporters to confirm that we were proud college graduates. The memorable occurrence of our graduation arrived after four years of remarkable and unforgettable experiences which definitely prepared us for life and living. Those tremendous exposures of enrichment, challenge and preparation have been the basic reasons for our being where we are in life. By God’s matchless grace, we have come this far by faith. Now, please know that the real reason for my letter is to activate your reflections upon what Alabama A&M has meant to you. With that in mind, please accept my personal invitation to join me and all of our other classmates and reunion groups by returning to the campus on May 5-8, 2016. What a glorious time will be yours to see, talk with, fellowship with, and learn more about those whom you have not seen for years! You will be overwhelmed to see the additional beauty of the campus surroundings, the extended campus acreage, the latest buildings, the spacious stadium, the new streets and the Student Health & Wellness Center. You will certainly be excited about the increased number of nationally accredited programs offered by the University, as well as the opportunity to meet our 11th President, Dr. Andrew Hugine, Jr. In addition, this reunion time will provide an excellent opportunity for you to make a special financial contribution to Alabama A&M University as a member of the remarkable Class of 1961. I am confident that in that category, we can count on you to do your part! Please consider making a minimum contribution of $1,000.00 class gift. If you are unable to attend the reunion, please make your check or money order payable to the Alabama A&M University Foundation and mail the check to me at Alumni Affairs, Welcome Center/Patton House, Normal, AL 35758. Your gift can also be made by credit card: Discover, MasterCard, VISA and American Express. You may also call (256) 372-5287. Please specify your class year when you call. I hope you will come and enjoy all of the exciting, informative, and inspiring activities that are being planned to make your visit to “The Hill” an occasion to remember. With the greatest possible anticipation, may all of us look forward to sharing heart-warming experiences with classmates and friends. Sincerely, Your Class Agent


Sample Letter #2 Dear Classmates of 1966: Planning for our Class Reunion is already underway. On May 5-8, 2016, we will celebrate the 50th anniversary of our time at Alabama A&M University. As we look forward to our class reunion, we can reflect on and be thankful for the many opportunities, friendships and experiences the University gave us. I hope that you will mark your calendars and plan to attend! Call and make your hotel reservations today. As part of the Reunion effort, each class will be afforded the opportunity to support AAMU through contributing to the class gift. I have been charged with the important task of suggesting the giving participation and funding goal for our class and enlisting your support to achieve that goal. You may add your name to the list of 50th Reunion donors by making a contribution of $1,250.00 before our May 2016 reunion. Our beloved AAMU is committed to ensuring that its students continue to receive a world-class education. To do this, the University must ensure that class sizes stay small enough to give students the opportunity to learn in optimal conditions, that enough faculty members are hired and retained to keep class sizes under control, that old buildings and facilities are renovated and updated, and that new buildings are built to ensure students have top-notch facilities in which to learn. The University is also committed to providing financial aid and scholarship assistance to students with financial need. To achieve success the University needs your support! Our 50th Reunion provides each of us with a perfect occasion to participate in supporting the University’s future. Any gift, to any area, made from now until our presentation in May will count toward our class reunion totals. I hope you will join me in supporting AAMU and its vision for the future, thus preserving the unique University experience for generations of students to come. Please feel free to contact the Office of Alumni Affairs at 256-372-5287 if you have any questions regarding your gift. Thank you for your consideration and support of AAMU and the Class of 1966’s Reunion giving effort. I look forward to seeing you in May! Sincerely, Class Agent


Gifts to Alabama A & M University Donor Named Endowed Fund Named in honor of the donor or in honor or memory of someone the donor selects. These endowed funds start at a minimum of $25,000 and can be paid over a five year period. This fund can be created for scholarship, financial support to a specific program, or designated as unrestricted. If created for a scholarship during the Councill Challenge Campaign the gift will receive an equal match. Only interest generated from the endowment will be used for the designated purpose annually, the principal is never disbursed allowing the fund to remain in perpetuity. Donor Named Annual Fund Named in honor of the donor or in honor or memory of someone the donor selects. These funds start with a minimum deposit of $500. This fund can be created for academic or book scholarships, or financial support to a specific program. Each annual payment will be expended in the year it is received. Planned Giving Through Planned Giving many alumni and friends have made a lasting impact on AAMU. These individuals have used their wills, life insurance policies, annuities and real estate to benefit AAMU and to preserve their legacy. Each planned gift is different and we will be happy to work with you to craft the plan that suits you best. Options include, but or not limited to: BEQUEST – This gift can be a set dollar amount or property established by the donor in his or her will. The expressed use of the gift can be specified by the donor in the will or left to the discretion of AAMU. LIFE INSURANCE – The donor establishes an insurance policy and names AAMU as the beneficiary. The fund can support scholarships, a specific intent or be unrestricted. The donor can designate the name of the fund in their will. CHARITABLE GIFT ANNUITY – This type of gift establishes a contract between the donor and AAMU that pays the donor an agreed upon fixed income for a specific period of time in exchange for AAMU acquiring the principal gift at the end of the contract. CHARITABLE REMAINDER TRUST – This trust can be funded with cash, securities or real estate and is established once the donor places these assets in trust. This gift is irrevocable and in exchange the donor receives an income for life or over a specific period of time. CHARITABLE LEAD TRUST – The donor transfers assets to a charitable lead trust for life or a specific term of years and the trust income is paid to AAMU. At the term’s expiration, the trust principal is either returned to the donor or the donor’s estate.


Suggestions for Soliciting Support for AAMU Making the Ask is simple but not necessarily easy…so, if you are hesitant to “ask for money” in your letter, here are a few important points to keep in mind:

1) You’re not asking for money for yourself. As an official representative of the university, you’re asking your classmates to support their alma mater - a very worthy cause.

2) Use the words “consider” and “please”. It is highly unlikely that you will offend any of your classmates when you include these words as part of your request.

3) Don’t be afraid to speak from your heart. Donors are more inspired by sincere, personal testimonials than statistics and facts. The best appeals have emotional impact.

4) Making the Case for Support: Consider incorporating one of the messages below that you feel will resonate with your classmates and please add your personal touch.

Message #1 – Keeping an AAMU education accessible to all students… “Many deserving students would not be here today without the financial aid and scholarships made possible by our donors. Last year the Councill Challenge Campaign, our annual fundraising campaign, helped provide financial assistance to many AAMU students. Please consider a gift today to help make an AAMU education possible for those who follow in our footsteps.”

Message #2 – The Cost of Excellence… “Funding the Councill Challenge Campaign enables AAMU to remain competitive by helping to attract and retain the brightest students and most talented faculty. Your support further ensures that fundamental characteristics of the AAMU experience carry on, like small classes taught by dedicated full-time faculty members, innovative curriculum and opportunities for off-campus study. Please consider a gift today to help provide extraordinary opportunities for every student on The Hill.”

Message #3 – Every gift really does make a difference… “Supporting the Councill Challenge Campaign only succeeds as a collective effort when you remember that every gift, regardless of size, has true power.”


Ways To Give…

Mail Your Gift Today Write a check or use your credit card to make your tax-deductible gift. Credit card gifts can be made using Visa, MasterCard or Discover cards. Make a Pledge Consider monthly or quarterly contributions if you wish. Pledges enable you to make a more significant gift to AAMU than may otherwise be possible. Matching Gifts Increase your giving power through matching gifts. If you or your spouse is employed by a company with a matching gift program, your gift could have even greater impact. Online Gifts Your gift to AAMU can be mail online at www.aamu.edu click “Give Now”

http://www.aamu.edu/


50th Year Celebration Information

Information Sheet: Attire & Line-Up

Founder’s Day Convocation Attire The Golden Reunion Class is traditionally recognized by the ladies wearing white dresses or suits while dark suits are traditionally worn by the men with collared shirts and ties. (Black or navy are preferred) Please honor this tradition. Presentation of Golden Certificates to Class of 1966 You will receive your Golden Certificate during the Spring Commencement on Friday, May 6, 2016. The convocation will be held in the Von Braun Center (VBC) Arena.

A class photograph will be taken in the VBC Arena. Instructions will be given prior to line-up. Encourage class members to be on time! Should you have questions, call the Office of Alumni Affairs (256) 372-5286.


Golden Reunion Lettering Sheet

Class of 1966 Data Sheet

►Please complete this form and return no later than March 20, 2016 to the Alumni Affairs, Welcome Center/Patton House, Normal, AL 35762

YES, I will be attending the Class Reunion.

NO, I will not be attending the Class Reunion.

Name:

(Print your EXACTLY as you want it to appear on your Golden Certificate)

Examples: Dr. Jane A. Doe, Mr. John Anybody Doe, II,

Jane Anybody Doe

Mailing Address:

(Street or P.O. Box)

(City) (State) (Zip Code)

Telephone Number:

Email Address:

Alternate Email/Telephone Contact:


25th Year Celebration

Silver Reunion Certificate Reply Form

Class of 1991 Data Sheet

►Please complete this form and return no later than March 20, 2016 to the Alumni Affairs, Welcome Center/Patton House, Normal, AL 35762

Name:

(Print your EXACTLY as you want it to appear on your Silver Certificate)

Examples: Dr. Jane A. Doe, Mr. John Anybody Doe, II,

Jane Anybody Doe

Mailing Address: (Street or P.O. Box)

(City) (State) (Zip Code)

Telephone Number:

Email Address:

Alternate Email/Telephone

Contact:


Class Reunion Meeting 2016

Class Reunion Forms Class Reunion Attendance Sheet

Please complete one for each class member in attendance.

Name: Maiden if

Applicable:

Address: City: State:

Zip Code: Home

Phone:

Work Phone:

Cell Phone:

Email

Address:

Name: Maiden if

Applicable:


Zip Code: Home

Phone:

Work Phone:

Cell Phone:

Email

Address:

Name: Maiden if

Applicable:


Zip Code: Home

Phone:

Work Phone:

Cell Phone:

Email

Address:

Name: Maiden if

Applicable:


Zip Code: Home

Phone:

Work Phone:

Cell Phone:

Email

Address:

Duplicate as Needed


Class Gift Reporting Form

Please complete a donation card and attach to each gift.

Name and Address Amount Cash, Pledge or

Credit Card Earmarked


Class Gift Report Summary

Class attendance sheets and contribution sheets must be summarized and turned in as the complete report at the Reunion Banquet. Include all cash, checks, money orders and pledge cards. All should remain with the class agent or designated person until the reports are given at the banquet. The Alumni Affairs Office will receive report forms at the appropriate time prior to the program. Each class will designate the agent/classmate to make the summary report at the Reunion Banquet. Class Agents should prepare presenter accordingly.

a. Total Number of Classmates in Attendance b. Total Class Gifts – Cash, Pledges, etc.


Alabama Agricultural and Mechanical University

Class Gifts Recording Sheet 2016 Class of ____________ Number in Class Meeting ________ Number of Total Returning Classmates ________ Number Deceased Classmates ________ Class Gifts Cash $_______ Class Gifts Check $_______ Pledges $_______ Pledges Down Payment $_______ Total Amount of Class Gift $___________ ____________________________________ ________________________________

Signature of Class Agents Chair Signature of Reunion Partner

__________________ ________________

Date Date


Class Achievement Award Criteria The Class Achievement Award is presented to the most outstanding alumnus/alumna during his/her Class Reunion Year. Nominees are evaluated based on the following criteria: I. EDUCATION AND PROFESSIONAL ACHIEVEMENTS

List earned academic degrees(s) from Alabama A&M University and other institutions of higher education.

List membership and offices held in professional societies (local, state, regional, and national affiliations).

List other notable accomplishments, honors, and awards. II. COMMUNITY INVOLVEMENT

List memberships and leadership involvement with community, civic, and social organizations.

List any significant volunteer service.

List affiliation and leadership with any church or religious organizations.

List any local, state or national political activities, including offices held. III. UNIVERSITY SUPPORT

List involvement and leadership with any special committees, advisory boards or University organizations.

List membership and involvement with the AAMU Alumni Association.

List any notable financial or in-kind contributions to the AAMU Foundation.



Class Achievement Nomination Form 2016 NOTE: Please fill in all lines. This form must be accompanied by documentation of awards, achievements and accomplishments. Class Year________________ Name ________________________________________________________ Address ______________________________________________________ Street Address or P. O. Box City _________________________ State ______ Zip Code _____________ Telephone Number _____________________________________________ Email Address _________________________________________________ Submitted by: _________________________________________________ Telephone Number _____________________________________________ Email Address _________________________________________________

Mail to: Office of Alumni Affairs

Patton House/Welcome Center Normal, AL 35762



Minutes of Class Meeting 2016

____________________________________________ is the next Class Agent Chairperson.

Class Achievement Award Recipient is ________________________________________.

Signature of Recorder ______________________________________________________


Line – Up Data Care

The information provided on this card will be used to introduce you during class processional at Reunion Banquet.


141st Founder’s Day Observance and Grand Reunion Celebration!

May 5-8, 2016

Class Year ______________

Print Name _______________________________________________________________________

Nickname in School _______________________________________________________________

Home City and State _______________________________________________________________

Occupation/ (Retired/Previous Occupation) ______________________________________________

Email Address ____________________________________________________________________

(For Alumni Affairs Office Use Only)


Special Statistics CLASS OF _______________ Number of Class Members Contacted _______________ Number of Letters Returned _______________ Number of Times Members Contacted _______________ Number of Members to Register _______________ Number of Members to Give _______________ Average Gift Amount _______________ Percentage of Class to Register _______________ Percentage of Class to Give _______________ Number of Ads Sold _______________ Percentage of Goal Achieved _______________ Class Agent Chairperson: ___________________________


Alabama Agricultural & Mechanical University 141st Founder’s Day Observance and

Class Reunion Celebration May 5-8, 2016 - “The Best ReYOUnion Ever”

Registration Form (events & time subject to change)

CLASS YEAR_____________________

Name Nickname

Address

City State Zip Code

Home Phone Cell Phone

Email Address

Please check here if this is an address correction.

ALL guests of class members must pay for selected events.

Guest Name AAMU Class Year

Event Selections – ALL FEES NON-REFUNDABLE – NO TICKET SALES AT DOOR

Quantity Event

PLEASE CHECK FOR VEGETARIAN MEALS

Price Price After

4/4/2016

Total

REGISTRATION FEE (Conference bag and gift) $ 40.00 $ 45.00

CLASS DANCE–Thurs., May 5th $ 55.00 $ 60.00

ALUMNI AWARDS/SCHOLARSHIP Luncheon – Sat., May 7th $ 30.00 $ 35.00

GRAND REUNION BANQUET– Sat., May 7th $ 60.00 $ 65.00

TSHIRT (PLEASE COMPLETE ENCLOSED ORDER FORM) $ 15.00 $ 20.00

TOTAL $200.00 $ 225.00

PAYMENT OPTIONS

Check (Make check payable to: AAMU FOUNDATION).

I wish to pay registration of $___________

Discover VISA MasterCard

I wish to pay registration of $_______________________by credit card.

Card Number ____________________________CVS# _________ Expiration Date _______________

Name on Card___________________________________Signature______________________________

Mail Registration To:

Office of Alumni Affairs Welcome Center/Patton House

Normal, AL 35762 ONLINE REGISTRATION OPENS OCTOBER 1, 2015


Staff Directory and Web Site Information STAFF Director – Sandra S. Stubbs (256)372-8351 [email protected] Coordinator – Susan Eason (256) 372-5287 [email protected] LOCATION The Office of Alumni Affairs is located in the Patton House/Welcome center adjacent to the Chase Road entrance to campus. The physical address is 116 Chase Road, Huntsville, AL 35811. We are open weekdays from 8:00 a.m. to 5:00 p.m. Feel free to drop in for a visit! WEB REFERENCES AAMU Alumni Affairs – www.aamu.edu/alumni Class Agent Page - www.aamu.edu/alumni/class_agents Stay connected on Facebook! Facebook: www.facebook.com/aamu.alumniaffairs

THANK YOU The Office of Alumni Affairs appreciates your help!

Please visit, call or email us your suggestions, updates and

mailto:[email protected]

mailto:[email protected]

http://www.aamu.edu/alumni

http://www.aamu.edu/alumni/class_agents

http://www.facebook.com/aamu.alumniaffairs

aamu 2016 class reunion handbook

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