Meeting With Campus Administrators: How &

Why

Carla MoranFinance & Operations

Program Director

Introductions

• SHARE Increase awareness of APO and its mission among members/non-members

• IMPROVE Enhance the quality of the APO experience on college campuses

• INVEST Increase the quality of time, treasure and talent donated to APO

• GROW Increase APO’s presence on college campuses leading to more students conducting more service

APO National Strategic Goals

• When?• Purpose?• How did you set it up?• What did you bring with you?• Who was there?• How did it go?

Who Here Has Had a Meeting?

• Thank campus for hosting chapter• Communicate what chapter is doing• Learn campus needs/challenges• Opportunities for APO• Opportunities for campus• Sometimes a specific issue• Reinforce APO’s policies

Purpose of Meeting (Positive)

Reinforce Value of APO!

Overall Purpose of Meeting

• Communicate about a problem:– Determine what the issue is– Determine what the penalties are– Determine possible outcomes

• Reinforce APO’s policies• Report back to others in APO• Follow up with campus and chapter

Purpose of Meeting: Sad Bear

• Introduce APO– Size, age, purpose, locations, etc.

• Express interest in having a chapter– Share if students are interested

• Explain our extension process/policies

• Learn campus policies• Leave them w/contacts & follow up

Purpose of Meeting: Extension

• Around a conference/event– Chapter anniversary– Big service project– Chapter ceremony

• Annually– Make it a tradition

• Beginning of semester (depending)

When to Meet

Who From APO?

Campus Connection• Campus Advisor• Chapter Alumnus

– Campus Involvement– Donor– Prominent Locally

• Current or Past Boardie Who’s School Alumnus

• Chapter Officer

Beyond Chapter• Board Members• Executive Director• Field Staff• Section Chair• Chapter Advisor• Chapter Alumnus• Chapter Rep.• Alumni Volunteers

• Student Activities Director/Staff• Director of “Service Center”• Other Campus Administrators• University President• Campus Advisor

Depends on the Campus

Who From Campus?

• One person coordinates – Possibly w/NED/Field Staff

• Inform chapter– Have student contact

• Speak w/Chapter Advisor/s• Coordinate w/local alumni volunteers

How to Coordinate: APO Side

• Determine purpose of meeting– Critical!– Consult w/chapter– Communicate w/the team

• Determine target date/timeframe• Get contact info for everyone• Determine travel times, etc.

Initial Preparation

• Decide WHAT you want from the meeting:– Service opportunities– Recruitment opportunities– More awareness (why?)– Leadership opportunities– Campus resources (office, copying, etc.)– Host a conference

Desired Outcomes

• Based on the purpose of your meeting

• You may not get “top dog”– Think ahead to who you may meet with

if it’s not your target person• Google bios, etc. on possible targets• Personalize request

– “Your background w/the Red Cross…”

Choosing Campus Target Person

• Base it on purpose &who you’re meeting with

• Don’t overwhelm w/too many of us• Be honest about your skills/others’

skills• OK to have a “backup”• Be sensitive but sensible

– Communicate w/participants & non-participants

Putting Together the APO Team

• Google the administrator• Research the campus• Speak w/the chapter• Speak w/advisors & alumni

volunteers• Review APO Service Database• Have chapter stats: size, service

hours• THEY may Google: know what’s there

Preparing for the Meeting

• All know the purpose• Correct logistics• Meet ahead• Know expectations• Have roles• Have informal script• Have signals

Preparing the Team

• Confirm meeting• Have succinct and longer written

materials • Arrive on time• Have cards• Introduce yourselves for meeting• Be friendly and professional

Presenting APO

• Dress appropriately• Know how to introduce yourself• Follow another’s lead appropriately• Appropriate chit chat• Know purpose of meeting• Know chapter• Know campus

Presenting Yourself (Which IS APO!)

• Start out by thanking the individual/campus for hosting the chapter

• Reassure that the meeting is friendly and mutually beneficial

• Restate purpose of meeting• Make sure everyone is introduced

Meeting Itself

• Make sure you hit all key points– Consider an informal checklist

• Make requests if appropriate– You don’t get what you don’t ask for– Request can be general

• Don’t overstay your welcome• Be proud and positive but not

haughty

Meeting Itself

• Say thank you• Determine next steps• Write thank-you note or letter

– Update on next steps– Deliver promised info/items

• Update chapter, local volunteers, etc.• Identify time for next meeting

Wrapping Up/Following Up

• Include the student/s• Answer questions pleasantly,

professionally & succinctly:– Don’t act annoyed at APO unfamiliarity– They’ll ask if they want more details

• Reinforce the positive and feel proud• Follow up appropriately

Meeting Do’s

• Use offensive language or gestures• Dis organizations, individuals,

campus• Pile on all your APO swag

– That’s a Glamour DON’T!• Wear your nametag (generally)• Tell inappropriate stories• Lie--EVER

Meeting Don’ts

• What would you say?

Let’s Practice

Questions/Discussion

Let’s Get Meeting!

As scouting is worldwide, so should Alpha Phi

Omega be worldwide, gradually in the colleges and universities of all the nations.

Alpha Phi Omega can help bring about, through the

future statesmen of the world, that standard of manhood and

international understanding and friendship that will lead to a better, more peaceful world in which to live and in which to make a living and a life.

We Can Do It!

CarlaMoran@aol.com

Thank you for your ongoing

service to Alpha Phi Omega!