Alumni Fund Volunteer Handbook b o l d a l u m n i . y a l e . e d u

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Overview of the Yale Alumni Fund .......................................................................... 3 Ways to Give ................................................................................................................ 4 Volunteer Roles and Responsibilities. ....................................................................... 5 Solicitation & Outreach Schedule ............................................................................. 8 Nathan Hale Associates Leadership Giving ............................................................. 9 Fundraising Tips from Successful Volunteers ....................................................... 11 Common Questions & Objections. ........................................................................ 12 Tips for Thanking Donors ....................................................................................... 15 The Fund’s Lingo ...................................................................................................... 16 Yale Alumni Fund Office P.O. Box 1890 New Haven, Connecticut 06508 Telephone: 800.395.7646 E-mail: young.alumni@yale.edu Website: boldalumni.yale.edu

Table of Contents

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The Yale Alumni Fund (YAF) was founded by alumni in 1890 and is one of the oldest and most successful annual giving programs in the country. Yale University’s Office of Development has managed the Alumni Fund since 1992 and relies on over 2,000 Class Chairs and Class Agents who volunteer for Yale College, the Graduate and Professional Schools, and the Parents Fund. Yale students, alumni, parents, and friends donate flexible funds for the university’s current use through the Alumni Fund. These funds allow Yale to address immediate priorities and enhance programs not covered by the endowment or other sources of income. Last year, 29% (20,882) of Yale College alumni made a donation to the Alumni Fund, giving over $21 million to Yale College. Of that 29%, nearly 3,000 donors, were members of the Bulldogs of the Last Decade (BOLD). BOLD gifts totaled over $500,000.

Alumni Fund gifts benefit and support current students by providing financial aid; supporting research, facilities maintenance, and sustainability initiatives; increasing library resources; and supporting new initiatives that do not yet have allocated funding from the endowment.

Unrestricted gifts are cash in hand, used by the Officers of the university as needed.

Yale Alumni Fund gifts can allow Yale to start a program as soon as the idea is conceived instead of waiting for a payout from the endowment.

Having such a generous financial aid policy — which allows the most academically qualified students to attend Yale College regardless of their financial circumstances — is strengthened through gifts given to the Yale Alumni Fund.

More than 50% of all undergraduate students receive scholarships and or grants from Yale resources, with an average award of $42,000. Gifts to the Alumni Fund directly impact the financial aid budget.

Annual giving is an important complement to restricted funds, helping to support all types of initiatives. Due to strict spending rules, only a small portion of the endowment can be used each year to support the university’s annual budget.

A gift of $25 to the Alumni Fund can be spent immediately and has the same impact on the university’s budget as an endowed gift of $500.

Overview of the Yale Alumni Fund

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Ways to give

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Yale Alumni Fund All alumni are asked to make an unrestricted gift to the Alumni Fund every year. This provides the university with immediately expendable, core support for basic operations and new programs. To receive participation credit in the Alumni Fund your gift must be designated to one of the six designation categories. These include unrestricted purposes, facilities renovations, faculty support and curriculum development, financial aid, library resources, and undergraduate life. Yale College Class Dues On behalf of all active Classes, the AYA encourages alumni to support their class through dues contributions. Dues pay for the Yale Alumni Magazine and help support class activities and communications. Class Dues are tax deductible, but do not receive Alumni Fund or Reunion Gift credit. Athletic Team Associations Associations supplement the Department budget and help cover the cost of expenses in the areas of recruiting, out-of-region travel, prospect visits, equipment, communications, and other annual team expenses. These contributions provide our coaches with the resources necessary to attract the best and the brightest to come to Yale. All association contributions are considered gifts to Yale. All expenditures of associations are governed by departmental policy for compliance with Yale, Ivy League, and NCAA requirements. Association gifts do not receive Alumni Fund credit but do count toward the Reunion Gift. Student Organizations Student organizations, such as cultural houses, music groups and drama groups with which you were affiliated as a student often solicit gifts to help fund their activities. These gifts do not receive Alumni Fund credit but are included in the Reunion Gift. Other Special Interest Groups Other groups you were affiliated with while at Yale, such as secret societies and other groups considered independent of the university may send solicitation appeals. These gifts do not receive Alumni Fund or Reunion Gift credit. Reunion Gift Reunion Giving is a year-long fundraising campaign that takes place in the months leading up to your 5th or 10th Reunion. The tradition of reunion giving inspires some alumni to make significant capital commitments beyond regular Alumni Fund gifts, strengthens alumni participation in giving, and encourages ongoing annual giving. Reunion campaigns account for a significant portion of cash received by the university each year, providing essential endowment and current use support.

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Each Yale College Class has a Chair or Chairs of Agents who lead a group of Agents from their class. The number of Agents and breakdown of representation varies from class to class. A select group of Chairs and Agents also serve on the Alumni Fund Board. Most classes also have a Stewardship Chair. As a volunteer, you have the entire Alumni Fund development team here to support your effort. We encourage you to work closely with your class manager during the fiscal year to determine strategies for your prospects or to discuss any questions you may have about your volunteer responsibilities.

Chair/Co-Chairs of Agents Chairs and Co-Chairs of Agents are responsible for leading a class’s annual effort to raise unrestricted support for Yale by recruiting, supporting and leading a roster of Class Agents. The following are the duties of the Chairs/Co-Chairs of Agents

1. Manage Class Agents Monitor Class Agents and their groups’ progress to ensure they are following up with their prospects throughout the year. In coordination with Agents and your Yale Alumni Fund class manager, determine the appropriate changes to make to existing Agent groups to maximize results.

2. Recruit New Volunteers Work with your class manager to identify viable candidates to join the volunteer team and plan a recruitment strategy (e-mail, phone, etc.).

3. Aim to Achieve Dollar and Participation Goals The Alumni Fund class manager will consult with you to set the annual dollar and donor goals for the class and you will jointly monitor progress throughout the fundraising year.

4. Approve/Edit Solicitation Materials Chair’s edits and customization of solicitation materials are needed to maximize the effectiveness for each class and constituent group. Chair’s feedback and ideas for solicitations are encouraged and welcomed throughout the year.

5. Send and Postscript Solicitation E-mails Class Chairs are also responsible for soliciting a small group of classmates. In the fall and spring, volunteers are asked to postscript solicitation emails to their group.

6. Volunteer Engagement and Giving Chairs are responsible for ensuring 100% agent participation within their class and keeping Agents informed and updated on the Classes progress throughout the year. A few times each year, your class manager will supply you with an updated agent report through Google Docs, which will provide you with the appropriate information needed to thank donors and to follow up with your non-donors.

7. Make an Alumni Fund Gift Chairs should also lead by example and make their gifts early in the fiscal year. We expect 100% participation from volunteers each year.

Volunteer Roles and Responsibilities

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Class Agents Class Agents are responsible for soliciting a group of 20 or so classmates to make Alumni Fund Gifts each fiscal year (July 1–June 30). The following are the duties of a Class Agent:

1. Make an Alumni Fund Gift Like Chairs, Agents should lead by example and make their gifts in the fall. Agents are in a stronger position to ask for gifts from their classmates throughout the year if they have already shown their support.

2. Send Solicitation E-mails During Key Challenges Throughout the Year Agents will be asked to send solicitation emails or letters to their group throughout the year. Customized communication is the key to a successful solicitation – a personal solicitation from a classmate is the most effective way to secure gifts for the Alumni Fund.

3. Follow up At suggested times throughout the year, Agents are asked to follow up with those classmates who haven’t given to the Fund. Reach out via phone, e-mail, or in person, if possible. The earlier in the fiscal year we can secure donors the better!

[A solicitation schedule with suggested time to follow up can be found on page 8.]

4. Use Agent Reports A few times each year, the BOLD class manager will supply you with an updated agent report through Google Docs, which will provide appropriate information needed to thank donors and to follow up with non-donors.

5. Thank Donors Expressing Yale’s appreciation is an essential volunteer responsibility. Handwritten notes, phone calls, and e-mails are effective and meaningful ways to thank the classmates in an agent group. Don’t forget to say a special thanks to first time donors and those giving at the Nathan Hale Associates level (see page 9 for more details). For samples of thank you notes, contact the BOLD class manager.

6. Attend YAF Volunteer Gatherings Throughout the year, volunteer gatherings may be held in various cities. These events provide volunteers the opportunity to network, exchange best practices, and learn exciting news about Yale and the Alumni Fund. If your schedule allows, we hope you’ll join us at some of these gatherings!

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Stewardship Chair In coordination with the Chair of Agents, the Stewardship Chair is responsible for developing an effective stewardship strategy to ensure every Alumni Fund donor in the Class is thanked appropriately. The following are the duties of the Stewardship Chair:

1. Thank Donors Throughout the Year Your class manager will send you a list at several points throughout the year that includes donors in the class. Thanking donors can be done in a variety of ways including postcards or emails. Thanking donors for their gift is most meaningful if it is timely. Consider including specific details about the gift including area of support and leadership level if applicable.

2. Collaborate with your Chair and Class Manager Throughout the year, you will discuss stewardship strategies and changes that may be effective for your class. Your suggestions and input are always welcome and encouraged.

3. Make an Alumni Fund Gift Like other volunteers, Stewardship Chairs should lead by example and make their gifts in the fall.

To learn more about stewardship and tips on thanking donors see page 15. Board of Directors The Yale Alumni Fund Board of Directors consists of approximately eighty alumni and is led by a Chairman and a Vice Chairman who are part of a twelve member Executive Committee. The Board’s mission is to guide and support the fundraising programs of the Alumni Fund. The group meets three times during the fiscal year to review Fund progress and policies, and to determine appropriate goals and strategies to encourage fellow alumni support. The Board of Directors’ primary responsibilities include staying informed about Fund and university activities and using that knowledge in their fundraising efforts. Board members may also be asked by the Chairman to play an advisory or oversight role for a particular area of Yale fundraising. Members are encouraged to attend volunteer events, and to share Yale and Fund information with fellow volunteers. For more information on Board service, contact your class manager.

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2017 Fiscal Year July 1, 2016-June 30, 2017

August Solicitation email sent to volunteers (Don’t forget to make your gift!)

Mid-September Class Chair’s solicitation kick-off letter mailed to alumni—handled by staff

November Annual Yale-Harvard Alumni Fund Participation Challenge Agents will be notified of timing of the Yale Harvard Challenge and provided with sample email text to promote the Challenge to their group. They will also be provided with a class tracking document to update post outreach.

December Calendar year-end direct mail solicitation mailed to all non-donors—handled by staff Agents who have donors who give before the end of the calendar year should send an e-mail reminder.

We will also send a calendar year-end e-mail solicitation to all non-donors in December—handled by staff

Spring 2017 Chair/Agents to participate in Bulldog Blitz Challenge Agents to follow up via e-mail with non-donors in their group.

May Fiscal year-end “last chance” direct mail solicitation mailed to remaining non-donors— handled by staff

June Year-end “last chance” email solicitations sent to remaining non-donors—handled by staff Agents to follow up with the remaining non-donors in their group — June 30 is the last day to make a gift!

*To track your class efforts throughout the year, visit: boldalumni.yale.edu/giving/class-goals-and-ytd-numbers

Fiscal Year 2017 Solicitation &

Outreach Schedule

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Yale’s mission is to educate aspiring leaders worldwide who serve all sectors of society. Our graduates continue to lead once they leave campus, and one of the many ways they do that is by giving back to Yale. The Nathan Hale Associates (NHA) program recognizes the Alumni Fund’s leadership donors at the following levels:

Classes 1-5 years after graduation qualify with a gift of $250

Classes 6-10 years after graduation qualify with a gift of $500

Classes 11+ years after graduation qualify with a gift of $1,000

NHA donors are listed in an online version of the Honor Roll of Donors, part of the university’s annual report on giving. Donors also receive special event opportunities throughout the fiscal year.

The FroCo Connection

To encourage Alumni Fund support this year, Yale offers BOLD leadership annual donors a special opportunity to connect with the freshman class through the eyes of a Froco. Donors will receive a “year in review” from the Dean of Student Affairs as well as a reflection piece from a FroCo.

This opportunity is open to all Bulldogs of the Last Decade (BOLD) who make a gift of $1,000 or more by June 30. All Alumni Fund gifts are eligible regardless of how you choose to allocate your donation: unrestricted, facilities, financial aid, faculty support and curriculum development, library resources, or undergraduate life.

Study Abroad Student Connection for the 5th and 10th Reunion

To encourage Alumni Fund support this year as all or part of your 5th or 10th Reunion gift, Yale offers leadership annual donors of $1,000 or more a special opportunity to connect with the study abroad student experience.

BOLD donors will receive a programming update as well as a selection of student reflections on their study, research, or internships abroad. You are eligible regardless of how you choose to allocate your gift to the Alumni Fund: unrestricted, facilities, financial aid, faculty support and curriculum development, library resources, or undergraduate life.

Nathan Hale Associates Named Scholarship ($10,000 and above) Donors who make annual gifts of $10,000 or more are given the unique opportunity to name a one-year scholarship. Scholarship donors may also choose to share their contact information and develop a personal relationship with a scholar.

Nathan Hale Associates

Leadersh ip G iv ing

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Nathan Hale Leaders Circle ($25,000 and above) In addition to the opportunity to name a one-year scholarship for a current student, as a member of the Nathan Hale Leaders Circle you will be invited to an annual reception, hear directly from university leaders, and enjoy the resources of the Yale University Library. Fourth Century Associates ($50,000 and above) will receive all of these benefits in addition to a complimentary Yale Press publication.

Who was Nathan Hale? A member of the Yale College Class of 1773, Nathan Hale served as a Revolutionary War soldier in Cambridge, New York, and New London and eventually volunteered to be a spy under General George Washington’s direction.

Disguised as a schoolmaster, he found his way into the British camps in Brooklyn and New York. He was recognized while attempting to return and arrested. His papers were found in his shoes, among them his Yale diploma. Before being executed on September 22, 1776, his last words were, "I only regret that I have but one life to lose for my country.”

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When approaching classmates for a gift, it is sometimes difficult to know where to start. Following are some helpful hints on how to begin the process and ensure successful results. Remember that when people are asked why they give, the most common response is, “Because someone asked me.” If you don’t ask, your classmates may not give! 1. Personalize Your Communication More letters and emails are read when signed or addressed with a personalized greeting. Chances are you know who you are writing to so be sure to keep it friendly and simple. 2. Make the Connection Listen to your classmates and find out how they feel about Yale. Be informed and informative about Yale. 3. Increase the Impact of a Gift The Alumni Fund offers several opportunities to increase a gifts meaning or impact on campus. Keep the below opportunities in mind when speaking to classmates about the size of their gift.

In Memoriam/In Honor Gifts Alumni Fund gifts can be made in memory or in honor of someone special. Donors can celebrate a classmate’s marriage or anniversary, honor a favorite professor, or memorialize a deceased friend. The person or family being honored or memorialized will be notified by Yale.

Corporate Matching Gifts Many corporations have a matching gift program that can double or even triple contributions to Yale. Ask your classmate to check if their (or their spouses’) current employer has a matching gift program. Matching gifts are included when calculating a donor’s eligibility for Nathan Hale Associate’s recognition. Participating companies are listed online [www.matchinggifts.com/yale].

4. Follow up Follow up with a non-donor with a quick phone call. As one seasoned Agent says, “a phone call is the surest way to change a ‘no’ to a ‘yes’.” 5. Say “Thank You” No two words are more important to fundraising than these. Send a brief thank-you note on YAF stationery. If you need stationery, contact your class manager. 6. Have Fun, Be Positive, Let Your Enthusiasm Show!

Fundraising Tips

From Succes sful Volunteers

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COMMON QUESTIONS & OBJECTIONS

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Addressing your classmate’s concerns and possible objections may be the most challenging part of soliciting a gift for the Alumni Fund. Nostalgia is often a powerful motivating force. Memories of their own experiences at Yale foster warm feelings toward the university and remind classmates why giving back is so important. If faced with a challenging conversation, keep the items below in mind. Points that may help you to build upon fond memories of Yale and secure gifts:

Tuition only covered half the cost of your Yale education, even for those who did not

receive financial aid.

The generosity of alumni subsidized your education—it’s our turn to make that

experience possible for others.

Yale is a varied place with something to offer all prospective donors and giving

unrestricted Alumni Fund dollars is perfect for those donors who see the value of

current-use money.

Does my $25 gift really make a difference?

Yes! Every donation, no matter what size, makes a difference and establishes a

pattern of giving.

Consistent annual giving provides Yale with regular revenue, just like the

Endowment.

In FY2016, smaller gifts (under $1,000) to the Yale College Alumni Fund raised over

$5 million collectively!

In the last fiscal year (ending June 30), nearly 2,900 young alumni made gifts to the

Alumni Fund that totaled over $500,000. More than 80% of those gifts were $100 or

less.

It’s not the size of your gift that matters most, but your participation. Last year, the

BOLD classes achieved a collective participation rate of 23%.

The Alumni Fund is successful because more than 20,000 donors come together as a

community each year. Our most recent graduates are critical to sustaining and

expanding this community in future years.

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Why should I give to Yale when I give to other charities that I feel are more in need of my financial support?

We strongly encourage you to make contributions to other organizations. We also ask

that you consider a participatory gift to Yale. Giving to Yale shows your class pride—

and signals your endorsement of Yale and its future.

Giving to Yale makes a difference to philanthropic endeavors around the world as

Yale is educating future leaders in the public and private sectors who will address

challenges faced by the nation and the world. Through your gifts, you are providing

opportunities to future Yale students and paying it forward for the next generations.

Why am I being asked for an Alumni Fund gift in addition to other gifts? I already

support the Track Association, Dwight Hall, and Class Dues, etc.

Only unrestricted gifts count as Alumni Fund gifts. However, most gifts to other

areas of the university along with your Alumni Fund gift count in the Reunion Class

Gift total.

Class Dues are payments to the Class that provide for Yale Alumni Magazine, class

communications, and class functions such as reunions. Dues payments are not

counted as gifts to the Alumni Fund or the university.

The Alumni Fund is the simplest, most direct way to participate in class fundraising

and support the undergraduate experience.

With Yale’s multi-billion dollar Endowment, why does Yale need more money?

The vast majority of the Endowment funds are restricted for very specific purposes

such as a particular professorship or program.

When you give to the YAF, you have an immediate, direct impact on the experience

of today’s students. Unrestricted gifts support ongoing programming for Yale’s

undergraduates including initiatives like the Writing Center, the Centers for Science

and Quantitative Reasoning, and further integration of the arts, to name just a few.

Unrestricted giving to the Alumni Fund provides the university with the flexibility to

respond to new opportunities, unforeseen challenges, or provide seed money for new

programming.

Based on a 5% endowment payout, $25 in annual giving contributes the same

amount to Yale’s budget as $500 of capital in the Endowment.

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What does the Endowment support?

Endowment funds support specific existing university needs while the Alumni Fund

provides the additional funds necessary for new projects and initiatives.

Endowment revenue only accounts for 33% of Yale’s operating budget.

Why doesn’t a strong Endowment lead to lower tuition?

It does. Yale’s term bill covers about half the cost of educating a student, with the

balance coming from the operating budget, including endowment funds.

Because Alumni Fund dollars are unrestricted, our annual support plays a critical role

in financing an otherwise unfunded portion of the costs to educate current

undergraduates, including additional support for financial aid.

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Tips for Thanking Donors

Be Yourself In most cases you know the people with whom you are communicating. Your letter, email, or phone call should sound like you. If you are funny, be funny. If you are serious, be serious. If you typically use fancy prose, do as you will. Be Sincere Don’t over-think the thank you. Stress the importance of their participation in the Alumni Fund. The collective gifts of your class and BOLD alumni as a group make a big difference to Yale. If you are thanking a fellow volunteer, be sure to also thank them for donating their time to the Alumni Fund. The Alumni Fund wouldn’t exist without its volunteers. Be Interesting Personalize your notes by using information that you know is of interest to the donor. Use facts provided by the Yale Alumni Fund or items you find online or in print. Resources for information include: the boldalumni.yale.edu site, Yale.edu, the Alumni Fund site, the Yale News web site, and the Yale Daily News. If you need a statistic to include in your note, ask your class manager! Be Clear Be sure your thank you note is clear. Note the date of their gift and be sure to mention the Alumni Fund. Most donors make gifts to several different areas of Yale and you want to be sure they know exactly which gift they are being thanked for.

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THE FUND’S LINGO

Current Year Annual Gift Type of gift made to the Alumni Fund during the present fiscal year—either a gift or pledge. Current Year Donor A donor who has a gift on the books in the current fiscal year: July 1, 2016-June 30, 2017 Last Annual Gift Amount of last gift to the Alumni Fund. Date of Last Annual Gift Date of last gift to the Alumni Fund. (This information may be helpful to volunteers in determining the best time of year to solicit a classmate.) LYBUNT A donor who gave Last Year But Not This (year). Includes the following categories:

Past Two-Year Donor $1–99 A donor who made a gift of $1–99 during both of the previous two fiscal years.

Past Two-Year Donor $100+ A donor who made a gift of $100+ during both of the previous two fiscal years.

Last Year New Donor $1–99 A donor who made a gift of $1–99 during the previous fiscal year, but not the year before.

Last Year New Donor $100+ A donor who made a gift of $100+ during the previous fiscal year, but not the year before.

Matching Gift Employees of certain corporations are eligible to have their contributions to higher education matched with corporate funds. Check out matchinggifts.com/yale for more information. MYP A multi-year pledge; payments are usually spread out over a period of five years. NHA (Nathan Hale Associates)

The Yale Alumni Fund’s program to recognize the university’s most generous donors of unrestricted support. Classes 1-5 years after graduation qualify with a gift of $250. Classes 6-10 years after graduation qualify with a gift of $500.

T h a n k y o u!!!