Table of Contents

Table of Contents. 1

An Introduction to Iowa Clubs. 3

1.1      The Iowa Club Purpose  3

1.2      The UIAA Commitment to the Iowa Clubs. 3

1.3      The Iowa Club Commitment to the UIAA.. 4

1.4          Defining Club Areas. 4

1.5      The Iowa Club / I-Club Difference. 4

Section 2--Starting an Iowa Club. 5

2.1      The Stages of Developing a Club  5

2.11          Stage One: Research. 5

2.12          Stage Two: Planning the Initial Event 5

2.13          Stage Three: The Invitation. 5

2.14          Stage Four: The Event 5

2.15          Stage Five: Event Follow-up. 6

2.2          Continued Success. 6

Section 3--Club Structure. 6

3.1      Board Design  6

3.2      Officers and Responsibilities  7

3.3      Terms of Office  7

3.4      Board Meetings. 7

Section 4--Planning an Event 8

4.1          Developing an Idea. 8

4.3          Sponsoring a Successful Event 9

4.4      A Ten-Week Event Planning Guide. 9

Section 5--Iowa Club Communications. 11

5.1          Submission of Communications Materials. 11

5.3      The UIAA Web Site  12

5.4          Developing/Maintaining an Iowa Club Website. 12

Section 6--Important Club Functions. 12

6.1      UIAA Membership Recruitment 12

6.2      Student Recruitment 12

6.3      Club Scholarships. 13

6.4      Career Services  13

6.5      Alumni Records  13

Section 7--Club Business Issues. 13

7.1      Iowa Club Federal Tax Identification Number 13

7.2      Iowa Club Checking Accounts. 13

7.3      Hawk Shop Orders. 13

7.4      Fund-raising  14

7.5      Logos and Licensing. 14

7.6          Insurance  14

Section 8--Helpful Hints for Effective Leadership. 14

8.1          Working With Volunteers. 14

8.2          Keeping Accurate Files  14

Section 9--The University of Iowa Alumni Association. 15

9.1          Structure  15

9.2          Membership  15

Section 10 – Contact Information. 17

UIAA Mailing Address. 17

Important UI Phone Numbers. 17

Administration and Academic Areas. 17

Miscellaneous. 17

Web Pages References. 18


An Introduction to Iowa Clubs

 

Welcome to the University of Iowa Alumni Association’s network of Iowa Clubs.

 

Iowa Clubs enable the university and the alumni association to reach beyond campus to thousands of alumni across the United States and around the world. Through a variety of social, cultural, and educational events, alumni can strengthen their relationships with one another and with the University of Iowa.

 

Because club areas vary greatly in terms of population density, Iowa Clubs vary in size and scope of programming. But regardless of how many University of Iowa alumni live in your area, it is important for you to always consider their needs and desires and to understand the mission and goals of the university and the alumni association.

 

This handbook will help you become a strong leader and increase the efficiency of your club. It will serve as a valuable key to your club’s success by taking you step-by-step through the planning process, outlining your responsibilities as a club leader, and highlighting the services and connections available through the alumni association.

 

After reading this handbook, you will also have a better understanding of your club’s parent organization, the University of Iowa Alumni Association. You will learn how the clubs fit into the association’s mission and plans, and how keeping a strong tie to the association can significantly increase your club’s success.

 

Thank you for your dedication and service to the UI, to the alumni association, and to your local club.

 

Section 1--What is an Iowa Club?

 

1.1              The Iowa Club Purpose

 

The purpose of the Iowa Club network is simple. The University of Iowa Alumni Association (UIAA) uses the following statement to guide Iowa Clubs:

 

The University of Iowa Alumni Association Iowa Clubs will serve as an extending arm from the UI to graduates in defined club areas. The clubs will highlight the UI and provide a network for graduates through the planning of a variety of educational, cultural, and social programs. Iowa Clubs will work as an integral part of the association’s mission to serve as the gateway for alumni to strengthen their relationships with one another and with the University of Iowa.

 

1.2              The UIAA Commitment to the Iowa Clubs

 

Funding for Iowa Clubs comes from revenue generated through UIAA membership dues and gifts. As a result, the UIAA is committed to do the following for Iowa Clubs:

1.      Print mailing labels for alumni and contributors in the defined club area.

2.      Design, print, and mail club newsletters and invitations.

3.      Create and maintain club website on the UIAA server with UIAA help and support.

4.      Recommend UI speakers and special guests to give presentations.

5.      Serve as an information resource.

6.      Offer programming and marketing suggestions.

7.      Supply leaders with access to the Iowa Club Leader Handbook.

8.      Sponsor an annual Club Leader Workshop.

9.      Assist in identifying Iowa Club scholarship recipients.

10.  Update leaders with periodic newsletters.

11.  Assist in obtaining tickets to UI events for club functions.

12.  Distribute decorations, supplies, nametags, and UI literature for use at club events.

13.  Pay expenses for UIAA staff that attends club events.

14.  Assist with deposits or other “up front” costs associated with a club event.

15.  Provide leaders with extra event invitations for distribution and filing purposes.

16.  Provide ad copy and brochures promoting UIAA membership.

17.  Serve as the parent organization of all clubs.

 

1.3              The Iowa Club Commitment to the UIAA

 

Iowa Clubs should:

1.      Complete the UIAA’s Club Bio Form that officially registers your club with the association. This form must be filed each year in order for clubs to receive association services such as printing and mailing assistance.

2.      Actively recognize UIAA members and promote UIAA membership in all club publications and at club events.

3.      Accurately represent the UI and its goals and achievements in your area.

4.      Serve as a communication channel between alumni and the UI.

5.      Provide copies of all board rosters, meeting minutes, and other official club documents to the UIAA for placement in the permanent file.

6.      Offer input to the UIAA regarding new and existing club programs.

7.      Provide regular financial statements to the UIAA for auditing purposes.

8.      Send the UIAA copies of all locally produced publications.

9.      As appropriate, send photos, stories, and other publicity materials to the UIAA for publication.

10.  For those clubs who maintain websites, link to the UIAA website’s calendar and provide current information for your constituents from your club and the UIAA.

 

1.4              Defining Club Areas

 

Iowa Club areas are defined geographically and their size may vary from club to club. One or two counties may make up a club area in Iowa, while out-of-state geographic areas are often determined using United States Post Office ZIP Code region classifications. These areas may be changed based on input from the local club leader and UIAA staff.

 

1.5              The Iowa Club / I-Club Difference

 

Understandably, there is some confusion between Iowa Clubs and the National I-Club. In simple terms, Iowa Clubs are coordinated through the UIAA to keep alumni in contact with one another and the UI. Meanwhile, I-Clubs are coordinated through the UI Foundation athletic development office for fund-raising efforts exclusively geared toward Hawkeye athletics.

 

The UIAA is fortunate to have a strong working relationship with the Foundation and the I-Clubs, and there are several events that are cosponsored by both organizations.

 

 

Section 2--Starting an Iowa Club

 

2.1              The Stages of Developing a Club

 

Starting an Iowa Club in your area can be as easy as making a few telephone calls. These five stages outline the club formation process. More information on how to complete each of the stages is located throughout this manual.

 

2.11          Stage One: Research

 

As with most projects, starting an Iowa Club in your area requires some research. These steps must be taken:

 

1.      Contact the UIAA staff member responsible for clubs.

2.      The UIAA will produce a list of alumni in your area to determine the size of your audience.

3.      Using this information, the UIAA will help you plan an initial event and conduct a survey to determine alumni interests and willingness to assist with future programs.

 

2.12      Stage Two: Planning the Initial Event

 

To initiate a new Iowa Club, the best kick-off events are those that are both easy to plan and require minimal involvement from attendees. Game watches and other forms of social gatherings are examples of enjoyable low-involvement events. It is also a good idea to plan gatherings such as picnics that encourage family participation.

 

2.13          Stage Three: The Invitation

 

The UIAA will produce and mail your invitations. We strongly recommend that your first invitation to alumni include a response sheet that includes survey information regarding future event ideas and the need for volunteers.

 

2.14      Stage Four: The Event

 

The most important aspect in planning your first event is to make sure people have fun. Welcoming your guests is the first step toward this goal. By having a registration table and nametags available, you will initiate interaction between alumni. Try to meet as many guests as possible.

 

You should take some time at your first event to give a short presentation about your club. Try to start a discussion covering basic topics, such as how many events the club would like to host and what type of programs people will attend. Don’t forget to ask for volunteers to help with the next activity.

 

2.15          Stage Five: Event Follow-up

 

You should have an event evaluation form available for guests to complete. This does not need to be a complicated instrument, but it will provide feedback about what alumni in your area believe would be best for this new organization.  Since this is your first event, it might also be beneficial to send a thank you letter to all who attended. This letter should include another invitation to help plan the next program.

 

After you have collected the names of interested volunteers, form a planning board or committee. As soon as possible, set a date for your next planning meeting. By striking while the iron is hot, you will be more successful in maintaining volunteer interest. Send any necessary information, such as a volunteer list, to the UIAA. The club name and contact person will be included in a variety of sources for future alumni reference.

 

2.2              Continued Success

 

Your club is now organized, and you can use the rest of this manual to help develop and maintain a prosperous organization.

 

Section 3--Club Structure

 

3.1              Board Design

 

We recommend that your club assemble a planning board to assist with programming. This design has many major benefits.

 

First, incorporating a planning board releases one individual from the sole responsibility of planning every event. Burnout is a strong possibility when one person plans everything. As volunteers become more active, you may find that more frequent events are being planned.

 

Second, by involving a board, you will bring together alumni of diverse interests and backgrounds. For example, one board member may be interested in cultural activities, while another prefers community service, and a third likes athletic-related events. A mixture of interests will add variety to your event schedule.

 

Third, the board structure will help maintain club continuity. There are times when active alumni must leave a club for family, career, or personal reasons. By developing a strong board, you can prevent the loss of one person from shutting down the entire operation. An active board also serves as a great tool in developing new event chairs and club officers.

 

A fourth benefit of an active board is geographical representation. If you live in a large metropolitan area, it may be to your club’s advantage to have board representatives from the city, suburbs, and surrounding areas. Input from these members will be an asset in event planning.

 

Remember, your board should continue to evolve and include new members. This will give you a strong combination of new ideas and seasoned volunteers that will keep everything running smoothly.

 

3.2       Officers and Responsibilities

 

Titles and responsibilities of club officers are left to the volunteers’ discretion. The following list outlines suggested club leader roles. Your club structure will vary according to the number of board members and the types of events you sponsor.

 

·        President/Chair is responsible for coordinating club activities and serves as the main communication link between the club and the UIAA. The president/chair sets agendas and conducts local board meetings. His/her name will be listed in official UIAA publications, such as the Iowa Alumni Magazine and on the UIAA World Wide Web homepage. We encourage all Iowa Club Leaders to join the UI Alumni Association. This is the only position on the local level that must be filled.

 

·        Vice President/Vice Chair is responsible for activities in the absence of the president/chair. In some clubs, this person succeeds the president/chair after the expiration of a term in office.

 

·        Secretary is responsible for maintaining club records, minutes, and files.

 

·        Program Chairs are responsible for individual club programs, such as game watches, picnics, community service, scholarships, ASIST, career services, publicity, and membership (see program ideas in Projects).

 

Remember, these positions and titles are only suggestions, and the only position you must fill is the president/chair.

 

3.3              Terms of Office

 

Your club will set any term limits. Leaders may stay in their positions as long as they remain interested and productive. Some clubs have term limits of two or three years. If you decide to set term limits for your board, please have a succession plan in mind that will reduce the chance of club breakdown when a leader leaves his/her post.

 

3.4              Board Meetings

 

Your planning board should meet regularly. Most clubs meet every other month, and some of the larger groups meet monthly. These meetings can be informal and may be held at a board member’s home, business, or at a local restaurant.

 

Please keep minutes of your board activity, and send copies of your minutes to the UIAA for the club file.

 

Section 4--Planning an Event

 

4.1              Developing an Idea

 

Ideas for club events come from various sources. Most often, club leaders will develop their own programs because they know what will interest alumni in the area. Potential programs can be brainstormed at board meetings.

 

UIAA staff will sometimes develop a club program. An example of this would be a UI presidential reception.

 

When you plan an event, keep in mind the following considerations:

 

·        Location (Is it easily accessible? Is it an interesting place to be?)

·        Time (Is the scheduled time convenient for alumni and appropriate for achieving optimal attendance?)

·        Audience (Will the event appeal to a wide range of ages and interests? Are families welcome?)

·        Expense (What charges are involved? Will you charge for the event or will it be free? Will cost keep people from attending?)

·        Weather (Will snow/cold be a factor? Are there rain plans?)

 

4.2              Potential Club Events

 

The following is a list of potential club events. This list is not exhaustive, so feel free to add activities. Remember, not all programs will work in every area.

 

·        Educational outreach lectures use UI experts to highlight areas of general interest, such as health issues, careers, business topics, etc.

·        Career nights offer a forum for career networking and planning.

·        Alumni/admissions events offer alumni the opportunity to meet prospective and recently admitted UI students.

·        Picnics are informal gatherings that are relatively easy to plan, and they are a low-cost event that attracts all ages of alumni and their families.

·        Beach parties, include swimming, boating, sailing, etc.

·        Game watches encourage Iowa camaraderie and allow alumni to meet and watch the Hawkeyes on network or satellite television.

·        Trips to Iowa City and the UI for athletic events, Hancher performances, and other programs are popular for midwestern clubs.

·        Recreational events, such as bowling, golf, volleyball, softball, and tennis are low-cost and attractive to most age groups.

·        Outings to local professional athletic events tend to draw alumni of all ages and their families.

·        Athletic receptions work well when the Hawkeyes are competing in your area.

·        Receptions for area alumni or to welcome visitors from the UI can be relatively inexpensive and very popular.

·        Community service activities, such as Habitat for Humanity, fund-raisers for local charities, food drives, etc, are win-win programs.  These efforts may bring together those alumni who might not otherwise participate in club programming due to time constraints.  Community service benefits your local region and is also a great venue for positive publicity both for your club and the university as a whole. 

·        Monthly breakfasts, luncheons, or after-work gatherings can be informal. You can also incorporate presentations from campus guests or local alumni with these events.

·        Honor local alumni for professional achievements or for club service at a reception or dinner.

·        Tours of local attractions can be popular family events.

·        Events sponsored in conjunction with other alumni groups (e.g. Iowa State, Big Ten universities, etc.)

v     Visit www.iowalum.com/calendar to see what your colleagues in other Iowa Clubs have planned. 

 

4.3              Sponsoring a Successful Event

 

These tips will ensure successful events:

 

·        Meet deadlines and follow timelines (see Section 4.4).

·        Set your calendar early and take advantage of every opportunity to promote your event.

·        Publicize your event through mail, phone calls, email, Internet, and local media.

·        Vary your schedule to include formal and informal programs, as well as activities that encourage family participation.

·        Involve new people through special events or invitations. Club leaders should be sure to introduce themselves to new guests.

·        Provide opportunities for alumni to meet each other (wear nametags, etc). If they establish friendships at the first event, they’re likely to attend future programs.

·        Have board members actively participate in programs by meeting people, working the registration desk, etc.

·        Avoid “open” or “hosted” bars. Never serve alcohol at an event where minors are the majority audience.

·        Be conscious of guests’ special needs, such as access to meeting facilities, dietary restrictions, etc.

·        Visit your meeting site in advance to learn directions, audio/visual systems, parking, etc.

·        Display signs directing guests from all entrances to the meeting room.

·        Thank special guests and volunteers for their service.

 

4.4              A Ten-Week Event Planning Guide

 

The UIAA recommends that clubs begin planning their events six months before the program date. This will allow time for publicity, as well as time to make contacts and decisions regarding the activity.

 

As the event date draws near, this ten-week timetable will serve as a useful tool in developing the program. It is important to meet all deadlines as you progress through the timetable. If one deadline is missed, the others may also be thrown off schedule and the association may not be able to provide full assistance.

 

Ten Weeks Prior to an Event the Club Should:

 

·                    Hold an organizational meeting with your board.

·                    Select the theme, time, place, and date with the following in mind:

1.      location preferences (downtown vs. suburb, formal vs. informal, unique facilities, such as wineries, museums, corporate complexes, etc.).

2.      your budget and the cost to alumni.

3.      date and day of the week.

4.      time of day.

5.      what audience do you intend to attract?

6.      projected attendance.

7.      reservation and RSVP dates.

8.      Who receives the reservations?

·                    Contact the UIAA to make sure the event is on the Alumni Association’s calendar.

·                    Contact the UIAA if you are interested in a UI speaker. Speaker availability is subject to time, budget, and travel restrictions.

 

Eight Weeks Prior to an Event the Club Should:

 

·        Have all materials to the UIAA for printing and mailing. (See how to submit communications materials in section 5.1.)

·        Please note that we must allow SIX WEEKS from the time we receive your copy until you receive the printed piece in the mail.  In addition, extra time will need to be allowed to ensure that your audience has ample time to plan their calendars, as well as to allow for any necessary RSVP deadlines.   Club mailings are mailed third class, which is less expensive and a slower moving mail.  Please keep this in mind as your event(s) draws near.

 

UIAA programs staff will prepare your materials for our communications department to edit and design. You need to allow three weeks for this process to be completed. At this stage the UIAA will send the final draft to our printer. Please keep in mind that if your club wishes to see the final draft before it is sent to our printers we must have your fax number in advance. The club representative will be responsible for confirming content (e.g. names, telephone number, times, etc.) to ensure that all information is correct. To keep the process on schedule, the club representative must respond to the UIAA staff within 24 hours. 

 

Four Weeks Prior to an Event the Club Should:

 

·        Order needed supplies from the UIAA, such as pennants, table tents, nametags, etc. There may be a charge for some supplies.

 

Three Weeks Prior to an Event the Club Should:

 

·        Organize a calling committee to extend a personal invitation to selected alumni who did not respond to the mailing.

 

Two Weeks Prior to an Event the Club Should:

 

·        Send a news story to local media. Many of these sources have a “what’s happening” section where event information is publicized free of charge.

 

One Week Prior to an Event the Club Should:

 

·        Confirm attendance with the establishment where the event is to occur.

·        Assign duties and cover meeting details with volunteers and, if necessary, UIAA staff.

 

After the Event the Club Should:

 

·        Distribute an evaluation form to alumni who attended. The evaluation form is also a good tool for identifying potential volunteers.

·        Send thank you notes to volunteers, special guests, and others who made the event possible (restaurant/hotel staff, ticket contacts, etc.). In some cases, it may also be appropriate to send a thank you note to attendees.

·        Provide the UIAA with a total count and list of names of those who attended.

 

Section 5--Iowa Club Communications

 

5.1              Submission of Communications Materials

 

It is important to follow the instructions below for submission of material to be printed in your newsletter or postcards. The UIAA will accept communication materials and event information from Iowa Clubs via fax, email, or regular mail, although email submissions are preferred.

 

How to make a basic submission

·        Please send your copy, including place, time, cost, details, contact information and any RSVP needed, to the UIAA staff member responsible for club programming via mail, email or fax. Email submissions are preferred.

·        The UIAA communications staff then edits, and designs the final mailing piece.

 

5.2    Iowa Club Communications Policies

 

·        Paid advertising is not allowed in UIAA produced and mailed club newsletters.

·        Maximum size for all newsletters will be one 11”x17” piece of paper, printed on two sides, and folded to form a four-page publication.

·        To meet postal regulations, all newsletters produced and mailed by the UIAA must include a common banner on the front page, the UI Alumni Association logo, and return address.

·        All publications will be mailed at the not-for-profit rate. Changes to this policy may be negotiated on a case-by-case basis, and, if changed, the club may be responsible for postage costs.

·        To ensure quality control and product consistency, the UIAA reserves the right to edit material for content and design.

·        For clubs that maintain websites, electronic surveys provide another economically efficient method to gauge alumni interest and satisfaction.

·        IMPORTANT! You must allow a minimum of six weeks from the time the UIAA receives your copy until your local alumni receive the printed piece in the mail. If an RSVP is necessary for your event, additional time will need to be allowed for alumni to respond.

 

5.3              The UIAA Web Site

 

The UIAA website is a powerful tool for Iowa Clubs because information can be added and changed quickly to keep alumni informed about events and UI information.  Services off of the homepage include an events calendar that lists all club activities. Updates are made weekly. Clubs wishing to submit an item for the calendar may do so by sending the information to the UIAA via letter, telephone, fax, or e-mail (alumni-calendar@uiowa.edu).   The UIAA homepage also allows users to search for information on clubs in their local area.

 

The UIAA website is http://www.iowalum.com

 

5.4              Developing/Maintaining an Iowa Club Website

 

The University of Iowa Alumni Association is delighted to be able to offer Iowa Clubs the opportunity to host their web pages, free of charge, on the UIAA website. For information about this service, view the Iowa Club Website Instructions.  (PLEASE PROVIDE A LINK HERE TO THIS SECTION ON THE SITE)

 

Section 6--Important Club Functions

 

 

6.1              UIAA Membership Recruitment

 

UIAA member dues and gifts provide financial support for Iowa Clubs.  We encourage you to promote the UI Alumni Association at your events and activities, encouraging local alumni to join the UIAA.  Although clubs are not designed to raise funds for capital projects, there may be times when your club will help recruit new UIAA members, thus ensuring the financial security of the Iowa Club system.

 

Most clubs use newsletters and postcards to recognize the UIAA’s commitment to the local programs. These are usually small articles that include a statement about how alumni in a club area can benefit from UIAA membership.

 

6.2              Student Recruitment

 

Many clubs actively participate in the Alumni Seeking Iowa Students (ASIST) program.  ASIST volunteers attend college fairs, write letters, and telephone high school students in their area to recruit them to the UI. Cosponsored by the UIAA and the Office of Admissions, ASIST members contribute as much time as meets their personal schedules.

 

6.3              Club Scholarships

 

Some clubs offer scholarships to UI students from their area. Funds for these scholarships are solicited by the local club and processed through the UIAA. The UI Financial Aid Office provides recommends scholarship recipients, based upon both the student’s academic promise and financial need.

 

Clubs who want to sponsor scholarships should contact the UIAA to establish an account. Clubs can then solicit their constituents to make gifts directly to the UI Foundation. Club leaders may select the number and amount of each award based on the balance in their account. Scholarship information may be added to your club newsletters to help get the word out of the alumni in your area.

 

(Funds are credited to the recipient’s UI account at the onset of the spring semester.)

 

6.4              Career Services

 

The UIAA sponsors the Alumni Career Exchange (ACE) to connect students and alumni with UI grads for career networking.  Although it is not a job placement service, ACE does fill a valuable role by providing contacts for the important first steps in a job search.  Iowa Clubs can promote ACE’s growth by actively advertising its services to local alumni.  You can find out more by visiting the ACE web site at http://www.iowalum.com/career/.

 

6.5              Alumni Records

 

The UIAA is responsible for a database of more than 508,000 alumni, students, contributors, and friends of the university. Iowa Clubs can assist the UIAA by forwarding any known name, address, phone, family, or employment changes to the Division of Alumni Records. You may discover these changes at local meetings or during phone calls from alumni who are interested in local activity but who are not receiving your club newsletters. Please call the UIAA at 800/IOWALUM (469-2586) or email alumni-records@uiowa.edu.

 

Section 7--Club Business Issues

 

7.1              Iowa Club Federal Tax Identification Number

 

Details to be confirmed.

 

 

7.2              Iowa Club Checking Accounts

 

Details to be confirmed.

 

7.3              Hawk Shop Orders

 

Details to be confirmed.

 

7.4              Fund-raising

 

Iowa Clubs may use raffles, auctions, special events, sponsorships, or other means to raise money for their local accounts. Clubs may not conduct a direct mail or phone solicitation to raise money. These campaigns are reserved for UIAA membership drives and UI Foundation projects. 

 

7.5              Logos and Licensing

 

All UI logos and seals, including word marks, Herky, and the Tiger Hawk are proprietary to the UI. Clubs may use these marks for activities and business directly related to the club. The UIAA and UI licensing office must approve all art prior to use. Logos and seals may not be used for any individual’s own business purposes, as such action infringes on the UI’s rights and implies support by the UI of that individual’s private activities.

 

7.6              Insurance

 

Details to be confirmed.

 

Section 8--Helpful Hints for Effective Leadership

 

8.1              Working With Volunteers

 

Volunteers are the backbone of a successful Iowa Club. Those who work with you must be motivated, informed, and excited. Take the following steps to maintain a strong volunteer organization within your Iowa Club.

 

·        Always have an agenda for your board meetings.

·        Delegate tasks among volunteers to reduce the risk of burnout and increase interest by developing a wider support base.

·        Be specific about expectations when approaching prospective volunteers. Volunteers’ time is limited, so they need to know their duties and time commitment.

·        Share control and give each volunteer a task. The easiest way to lose a volunteer is by not giving him/her anything to do.

·        Tailor duties to suit volunteers’ interests.

·        Set reasonable deadlines and help volunteers meet them. Tasks must be doable in a reasonable period of time.

·        Present instructions clearly and accurately so volunteers can complete tasks correctly and within deadlines. Do not expect volunteers to accomplish the impossible.

·        Recognize volunteers regularly at club events and in publications.

 

8.2              Keeping Accurate Files

 

Most clubs host events on an annual basis. Since these events often involve the same format or planning schedule, an accurate and updated club file is essential.

 

Club leaders should keep copies of invitations, timelines, important phone numbers, budgets, and attendance sheets for each event. Your club file should also contain minutes of local board meetings. A complete and neat file is extremely helpful for planning next year’s event, or, in case of leadership turnover, it is a big boost for new volunteers.

 

Permanent club notebooks are kept in the UIAA office. Contact the UIAA if you need copies of any information. Please forward copies of all important records to the UIAA for placement in your file. Examples of important documents are room reservation and catering contracts, attendance lists, board meeting minutes, and budgets.

 

Section 9--The University of Iowa Alumni Association

 

9.1              Structure

 

The UIAA was formed in 1867--20 years after the founding of the UI--as an organization dedicated to advancing the cause of education at the University of Iowa. That remains its purpose today.

 

To date, more than 180,000 people have graduated from the UI.  More than 54,000 alumni and friends of the UI are dues-paying members of the UIAA. The UIAA provides diverse and comprehensive programs and services to its members. In 1991, the UIAA was recognized by the Council for Advancement and Support of Education with the Grand Gold Medal for the best alumni relations program in the country.  It has also received numerous other awards for programs and services.

 

Funding for operations comes from member dues, gifts, and self-generated income. The UIAA does receive some UI support in the form of financial assistance for the Division of Alumni Records.

 

A 25-member board of directors who serve as advisors and consultants represents association members. The board meets twice a year, and the executive committee meets as needed. The board assists in providing direction for policies and programs in concert with the UI vice president for student services and the president of the university.

 

9.2              Membership

 

Membership in the UIAA is open to all alumni and friends of the UI. Membership categories and dues are:

 

Membership Level

Single

Household

Student

$19.95/yr.

$19.95/yr.

Student Combo

$29.95/yr.

$29.95/yr.

Recent Grad (graduated within 5 years)

$25/yr.

$25/yr.

Regular Annual

$45/yr.

$45/yr.

Old Capitol Club

$100+/yr.

$100+/yr.

 

Most members join the UIAA to support the UI and give something back to their alma mater. Membership benefits include invitations to special events, a subscription to the Iowa Alumni Magazine, waived or reduced registration fees for selected events, and discounts on Hawk Shop merchandise. Members also receive a window sticker and membership card.

 

9.3              Association Programs and Services

 

In addition to the Iowa Clubs, the UIAA sponsors dozens of other programs, including:

 

·        Alumni Seeking Iowa Students (ASIST), a cooperative program between the UIAA and the Office of Admissions that connects alumni volunteers with prospective UI students.

·        Athletic Relations—examples include work with the National I-Club to sponsor Hawkeye Huddles prior to away football games and other selected men’s and women’s events. The UIAA is also the official host of UI bowl tours.

·        AlumNet connects students and alumni with volunteers to discuss career opportunities in specific occupational fields or geographic areas. This service is free to students and UIAA members.

·        Distinguished Alumni Awards recognize UI alumni and friends for outstanding professional achievement and service to the university.

·        Iowa Advocates assist the university by contacting legislators to promote issues important to the UI.

·        Iowa Voyagers tours allow alumni to travel the world.

·        Reunions are held for classes and colleges in the fall and spring.

·        STAT Ambassadors are a group of 80 students who serve the UIAA and the UI in a variety of volunteer situations.

·        Iowa S.T.A.T. (Students Today, Alumni Tomorrow) is a student membership program that offers students a chance to learn about the Alumni Association before they graduate.

·        The Hawk’s Nest is a student spirit group at Iowa men’s basketball games. Created by the Alumni Association in 1999, the Hawk’s Nest supports the men’s basketball team at home games.

 


Section 10 – Contact Information

 

UIAA Mailing Address

100 LCUA

One West Park Road

Iowa City, IA  52242

 

Important UI Phone Numbers

UI Alumni Association 319/335-3294

UI Alumni Association Toll Free 800/IOWALUM (469-2586)

UI Alumni Association Fax 319/335-1079

Career Information Network 319/335-3301

 

UI Alumni Association Homepage www.iowalum.com

alumni@uiowa.edu

 

Administration and Academic Areas

Admissions, Office of 319/335-3847 or 800/553-IOWA (4692)

College of Business Administration 319/335-0862

College of Dentistry 319/335-9650

College of Education 319/335-5995

College of Engineering 319/335-5764

College of Law 319/335-9034

College of Liberal Arts 319/335-2611

College of Medicine 319/335-8050

College of Nursing 319/335-7018

College of Pharmacy 319/335-8794

Graduate College 319/335-2144

Student Financial Aid Office 319/335-1450

Transcripts/Registrar 319/335-0230

UI Foundation 319/335-3305

UI Foundation Toll Free 800/648-6973

 

Ticket Offices

Athletic Ticket Office            319/335-9327 or 800/424-2957

E.C. Mabie Theatre Box Office 319/353-2400

Hancher Auditorium Box Office 319/335-1160 or 800/HANCHER

University Box Office 319/335-3041

 

Miscellaneous

Daily Iowan 319/335-5787

Hawk Shop 319/337-8662 or 800/HAWKSHOP (429-5746)

Iowa House 319/335-3513

Iowa Memorial Union 319/335-3055

UI Hospitals and Clinics General Information 319/356-1616

 

Web Pages References

 

University of Iowa www.uiowa.edu

University of Iowa Foundation www.uifoundation.org

University of Iowa Campus Information Center www.imuis.uiowa.edu/cic/

Gateway to Online Resources www.gateway.lib.uiowa.edu

Iowa Athletics www.hawkeyesports.com

Hawk Shop www.hawkshop.com

Daily Iowan www.dailyiowan.com

Big Ten www.bigten.org