Converse Chapters

Co-Chair – 2-year term
Chairmanship to be shared as a Co-Chair role between at least two and no more than three (3) people for two (2) years. Replacements must be secured prior to the end of their two-year term and before the end of the fiscal year (June 30). Co-Chairs may be willing to take on an additional two (2) year term by notifying the TAPP Chair and Director of Alumni Relations prior to the expiration of their first term. The Co-Chairs are responsible for planning, executing and attending Chapter events in their area. Co-Chairs will submit the RSVP List and Post Event Report to the Alumni Board Liaison (TAPP Chair).

Communications/Social Media Chair– 2-year term
The Communications/Social Media Chair maintains Chapter’s social media efforts. The Communications/Social Media Chair sends electronic communication via email or e-invitations to alumni, takes photos at events and abides by the social media guidelines set forth by Converse.

Any group of 10 or more alumni of Converse University may unite and seek to form a local chapter to be affiliated with Converse University.

Once a group of 10 or more interested alumni have been established, they must hold an event with the purpose of forming a Chapter. Selection of leadership (2 Co-Chairs and a Communications/Social Media Chair) must be established and the University notified prior to any social media initiatives being taken.

• Each Chapter Chair will have a Liaison from the TAPP Committee of the Alumni Board, who serves as a resource for planning and support.
• Quarterly events are encouraged and no less than two (2) Chapter “get-togethers” shall be held each year. See the Event Planning Guidelines section below for suggestions.
• It is recommended that Chapter events be ‘dutch treat’ as payment is the responsibility of the guests and should be of little or no cost to the participants.
• Notice of all events should be communicated with the College four (4) to six (6) weeks prior to events. Email alumni@converse.edu to inform the University of the event and request an electronic list of alumni in the area.
  Chapters must adhere to the University’s Communication and Social Media Policy. See the Communications and Social Media Guidelines section below.
• Chapter year coincides with the University’s fiscal year, July 1-June 30.
• Chapter activities must be financially self-sustaining.
• Chapter alumni sponsorships should not conflict with the Annual Fund gift to Converse University.
• Event sponsorships must have prior approval from the University.

• If an event seeks to raise money, the chapter will only do so for the Converse Annual Fund or other priorities of the University. Converse Chapters may not raise money for other charitable organizations.
• Offer variety and be inclusive. Hold events that appeal to and are conveniently located for all alumni in the area.
• Consider scheduling regularly, i.e. the 3rd Thursday of each month, so participants can remember more easily.
• Chapter Co-Chairs should issue invitations no less than three weeks prior to chapter events. Invitations may be issued via Facebook, phone trees, email blasts, View from the Tower (content deadline is the 15th of each month prior to event) or U.S. mail. Chapters must adhere to Converse’s Communication and Social Media Policy. See the Communications and Social Media Guidelines section below.
• The Office of Alumni relations will provide the following upon request: sticker name tags (names are not pre-printed), a Sharpie marker, Converse cocktail napkins, coasters and plastic cups.
• Each event should have a sign-in sheet to collect the name, class year and current mailing and email address of each guest. Dependent upon the style event, you may consider a registration table with name tags, keeping the event well branded with the Converse name and logo.
• Chapter leaders should submit a Post-Event Report to the TAPP Chair and alumni@converse.edu within two weeks after the event.
• Post-Event Reports should include the following:
  • Event details: Date, time, location
  • Chapter leadership in attendance
  • List of Alumni attendees with contact information (First and last name, class year and current mailing and email address of each guest)
  • Feedback on event, response from alumni, recommendations for other chapters or future events

Purpose

It is vital that communications from Converse Alumni Chapters and from the University be coordinated to support one another in a manner that optimizes alumni engagement. The Communications and Social Media Policy provides guidelines for this purpose.

Converse alumni, friends and parents receive a variety of electronic communications relating to Converse – from the Office of Alumni Relations, Converse Alumni Chapters, Institutional Advancement, and the University at-large. The volume of total communication, regardless of its point of origin, creates the recipients’ perception that they hear from Converse too little, just the right amount to stay interested, or too much. Striking the right balance to pique interest, without becoming overwhelming and causing recipients to tune out (or even unsubscribe), is our aim.

This policy provides oversight for the number of additional e-mails/e-blasts that should be distributed by Converse Alumni Chapters, and outlines the process for requesting email distributions by University staff.

It is understood that in special circumstances, with the approval of the Vice President for Institutional Advancement and the Director of Alumni Relations, additional communications beyond the parameters of this policy may be distributed, when necessary and appropriate.

Guidelines for Email Communications

• E-blasts to Chapter Members: Converse Institutional Advancement and the Office of Alumni Relations recommends that each Alumni Chapter elect a Communications/Social Media Chair, with primary responsibility for disseminating information to their Chapter Membership via social media.
• It is the College’s policy that Alumni Chapter members’ e-mail addresses will remain confidential and will not be sold or shared with any individual outside of chapter leadership. When sending emails use the “BCC” (blind copy) field to insert recipient email addresses.
• It is recommended that the Chapter leadership create a new email address with the same handle as the Chapter’s Facebook page for ease in communication. Ex: ConverseSpartanburgAlumniChapter@gmail.com
• If the Chapter Co-Chairs decide to use a mass mailing initiative such as MailChimp or Constant Contact, the cost associated will be absorbed by the Chapter Co-Chairs and Communications/Social Media Chair.
• In addition to the View from the Tower (VFTT) e-newsletter distributed monthly, Converse recommends that Chapter members receive no more than one e-mail from the Chapter each week.
• The Chapter will not send any e-mail communication on the same day that View from the Tower is distributed. Unless otherwise notified, View from the Tower (VFTT) is distributed the first week of each month.

Guidelines for Social Media Utilization

• When a Chapter event is scheduled, the Social Media/Communications Chair should notify the Alumni Board liaison and Office of Alumni Relations of the date/time and detail. The Chapter must request that their event information be posted on the Converse Alumni social media outlets (official channels maintained by the University), up to twice per event via the Office of Alumni Relations.
• Inclusion in View from the Tower: If Alumni Chapters would like their events promoted via View From the Tower (VFTT) or on the University’s website, all details for the event must be sent to the Office of Alumni Relations via email alumni@converse.edu by the 15th of the month, prior to publication. For example, in order to be promoted in the January issue of the VFTT, information must be received by the University by December 15th. It is the hope that all Chapter events will be highlighted in VFTT and on the University’s website.
• The Social Media/ Communications Chair for each Chapter should create a Facebook page specifically for their Chapter. The Facebook handle should be approved by the University and the Alumni Board Liaison and TAPP Chair must be notified upon its creation. Facebook is a very effective means of communicating event information, and provides a no-cost avenue for distributing invitations and receiving attendance responses.
• The Social Media/Communications Chair may also distribute information via Twitter and Instagram. These methods are also effective communication tools for raising awareness about events, encouraging attendance and sharing photographs following events. The Instagram and/or Twitter handles must also be approved by the University and the TAPP Chair must be notified upon its creation.