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Revised Class Activity Report and Self-Assessment Class Activities Dartmouth Alumni Relations May 30, 2014

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Welcome Peter Pratt 71 President, Class Officers Executive Association President, Dartmouth Class of 1971 Leader: Dartmouth Alumni Metrics Task Force 2013/14 Kaja Fickes 95 President, Class Secretaries Association Secretary, Dartmouth Class of 1995 Leader: Dartmouth Alumni Class Activity Report Task Force

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What is the Class Activity Report? Annual web-based report to be filled out by each class Class Activity Reports have been a part of the Dartmouth Alumni Relations class structure for more than 25 years It has been significantly revised this year to make it a more helpful tool for classes to aid in goal-setting, planning and evaluation It has been revised to make the sharing of best practices easier

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Where is the Class Activity Report? http://car2.dartmouth.org/fmi/iwp/cgi?-db=Dartmouth_CAR&-loadframes To log in to the Class Activity Report, click on the link above. Login: class[last 2 digits of class year] Password: class_[last 2 digits of class year] For example, if you are a member of the class of 1966, your login information would be as follows: Login: class66 Password: class_66

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When is the Class Activity Report completed? The report is available for completion on June 3, 2014. It should be completed by July 31, 2014.

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Why do we do a Class Activity Report? Record class history annually Offers time for class leadership to reflect on the past and the future Can be used as a resource for other class officers Used for evaluation purposes for Class of the Year selection

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Who completes the Class Activity Report? The Class Officers Executive Committee encourages each officer to complete their designated section of the CAR.

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What are all those gray boxes? The gray boxes are completed in mid-July using College-collected data.

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Revisions to the Class Activity Report The Class Officers Executive Committee and the Class Activities Team listened to your feedback (too complicated, too long to complete, why are we doing this?). A task force was designated to evaluate the entire process. Dartmouth Class Activity Report Task Force Kaja Fickes 95, secretary (task force chair) Jeff Demerath 70, president Alec Casey 88, vice president Kyle Huebner 92, treasurer Roger Hansen 65, president Jen Bordeau 06, mini-reunion chair Lauren Dumont 09, newsletter editor Mark Tomalonis 79, webmaster

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Findings of the Task Force CAR is worth doing! Who should be the primary beneficiary of the CAR? First and foremost, the VOLUNTEERS. The use for evaluation of Class of the Year will continue, but that should be secondary to the reports value to Class Executive Committees. At its best, the CAR can be: an assessment and planning tool for Class Executive Committees, an historical reference of a classs activities and initiatives, a place to seek out best practices and fresh ideas: successful dues collection strategies, newsletter features, mini-reunion ideas, etc. an opportunity to express the need for help from the Class Officers Executive Committee or the College in areas that are challenging. To serve these purposes, the CAR should be: easy for each officer to complete and organized by role informational, including summaries of what the Class Officers Executive Committee recommend for each office transparent, with the class metrics assessments integrated into the report discussed by Class Executive Committees, before and after completion

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So show us some changes! Each section is now organized by office and includes: A summary of what level of activity the Class Officers Executive Committee recommends for a healthy class. A field for bragging about what worked well A field for sharing concerns or questions A field for goal-setting for the coming year Corresponding metric assessments "It ain't pretty, but it's OUR CAR"

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So show us some changes!

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How do we proceed? Do you have a point person to coordinate completion? Do you have an Executive Committee meeting prior to beginning? Do you have your VP review the entire submission? Do you complete the CAR in Word and then enter it into the form?

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And what about the self-assessment? Dartmouth Class Metrics Task Force Peter Pratt 71, President, Class Presidents Association Conor Frantzen 08, Vice President, Class Treasurers Association Jo Golub 98, Class President Bill Mitchell 79, President, Class Mini Reunion Chairs Association Carlo Ordonez 06, Vice President, Class Webmasters Association Gabi Sarhos 98, Class Newsletter Editor Phil Schaefer 64, Class Secretary Derrick T. Smith 07, Assistant Director, Class Activities & Class Treasurer John Valdez 07, Class President Nancy Vespoli 77, Class President

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And what about the self-assessment? There is now a self-assessment built into the CAR Direct correlation between data in CAR that you and the College have entered We have worked to make things more transparent and equitable with changes in how newsletter, reunion and mini-reunion and dues were assessed This is a tool that shows what the various Associations have decided and is a general recipe for success for a class.

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And what about the self-assessment? Key Changes to the self-assessment: Leadership: Added points for submitting class tax forms to Blunt Alumni Center Communications: Added points for dues mailings Made the newsletter scoring more achievable Community: Removed the perceived albatross of major reunion evaluation living with a class for 5 years Major reunion information will only be included in year of major reunion Added points for innovation/variety of mini reunion Service Removed the complication of quartiling in Dues and DCF participation Participation goals are clear

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And what about the self-assessment? Your class metric total for FY13 is xx out of 100 (and 120 in reunion years). A breakdown can be found below: Leadership: xx/20Communications: xx/35Community: xx/15 (or 35)Service: 30/30 EC Meetings: x/4Addressability: x/6Mini Reunions: x/15DCF: x/18 Annual Report: x/3Newsletters: x/12(Major Reunions: x/20)Class Dues: x/6 Financial Report: x/2Website/Digital: x/6 Class Project: x/6 Taxes: x/2DAM Notes: x/3 Class Goals: x/3Inbound: x/3 Self-Assessment: x/3Social Media: x/2 Succession Plan: x/3Dues Mailings: x/3

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And what about the self-assessment? LEADERSHIP: 20 Points Maximum EC Meetings - Each Executive Committee meeting held in a year receives 1 point up to a maximum of 4 points per year. This data is collected on the Class Activity Report (CAR). Annual Report Did your Class submit a CAR on or before July 30? If yes, 3 points. If no, 0 points. Financial Report Did your Class treasurer submit an annual Financial Report to Alumni Relations by August 30 the year prior? If yes, 2 points. If no, 0 points. This data is collected on the CAR. Taxes Did your Class treasurer file a tax return with the IRS for the fiscal year prior? If yes, 2 points. If no, 0 points. This data is collected on the CAR. Class Goals Did your Class provide any long or short term goals on the CAR? If yes, 3 points. If no, 0 points. Succession Plan Did your Class describe how officers are elected in CAR? If yes, 3 points. If no, 0 points. Self-Assessment Did your Class describe items that worked well or not well in the past year on the CAR? If yes, 3 points. If no, 0 points.

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And what about the self-assessment? COMMUNICATIONS: 35 Points Maximum Addressability What percentage of active, living classmates have valid mailing or e-mail addresses in the College's database? Calculated with information provided by the College. If more than 90%, 6 points; if 80 90%, 5 points; if 70-79%, 4 points; if 60-69%, 3 points; if 50-59%, 2 points, if less than 50%, 1 point. Newsletters The Newsletter Editors Association recommends that a Class create at a minimum 3 eight page newsletters in one year for a total of 24 pages of content. How many pages of newsletter content were created in the last year? Collected from the CAR. Every 2 pages produced equals 1 point for a maximum of 12 points. Website/Digital From the CAR, you receive one point per item if your class web site offers any of the following 7 things: Links to latest class newsletter and a newsletter archive; information about class projects; information about major and/or mini reunions; a roster of class' executive committee; a list of obituaries; links to any other Dartmouth resources; a way to pay class dues online 6 points maximum. DAM Notes From the CAR, you receive 3 points if your Class was in every issue of the DAM for the past year, 2 points if only five columns in the year and 0 points if 4 or less columns submitted by the secretary. Traditional Inbound From the CAR, you receive one point per the following for a total of 3 possible points: Green card included with paper newsletters, Web site green card or other electronic means for collecting class news and secretary personally solicits classmate news for Dartmouth Alumni Magazine. Social Media From the CAR you receive 2 points if you promote/facilitate the use of Class-based social media and 0 points if you do not. Dues Mailings The Treasurers Association recommends that the Class solicits directly for class dues at least 3 times per year, using paper mailings or emails, not including mentions in class newsletters. From the CAR, 1 point for each solicitation in the last year (can be paper or a class-wide email). 3 points maximum.

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And what about the self-assessment? COMMUNITY-NON REUNION YEAR: 15 Points Maximum Mini Reunion Quantity Based on the quantity of mini reunions reported in the CAR. 1 points for each stand-alone mini reunion, 2 points for each set of recurring mini reunions (e.g. monthly luncheons at the same location), 2 points for each multi-day event (e.g. a multi-city gathering on the same day) for a maximum of 9 points. Mini Reunions Geographic Diversity Based on the number of different locations a Class has mini reunions as reported in the CAR. 1 point for each mini reunion a Class has in a different location (single city or area), up to a maximum of 4 points. The Hanover area counts as no more than 1 location. Mini Reunion Innovation Based on new mini reunion ideas or mini reunion locations as reported in the CAR. 1 point for each new location or each new type of mini-reunion up to 2 points maximum. A new location or event type is one that has not been reported in the previous two CARs.

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And what about the self-assessment? COMMUNITY REUNION YEAR: 20 Point Bonus* *In addition to regular Community point totals, there is a bonus score added only during reunion years. Major Reunion From the Alumni Relations reunion attendance files, your Class' major reunion compared against the 5-year median for that reunion. We will look at the five-year median classmate attendance percentage for a given reunion. Statistics can be found at: http://dartmouth.org/reunionplanning/attendancearchives.html http://dartmouth.org/reunionplanning/attendancearchives.html A Class will receive 11 points if they are more than 10 (percentage) points above the median; 9 points if they are 5-10 points above; 7 points if they are 0-5 points above; 5 points if they are 1-4 points below the median; 3 points if they are 5-10 points below; 1 point if they are 10 or more points below. Break any records? 3 points for any of the following three records being broken: Total guest attendance, total classmate attendance, and percentage of classmates in attendance for 9 points maximum.

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And what about the self-assessment? SERVICE: 30 Points Maximum DCF Participation Your Class' DCF participation percentage as of June 30 as reported by the Dartmouth College Fund staff. 18 points maximum. See below table for point allocation. Dues Participation Your Class' dues participation percentage as of June 30 as reported from QuickBase/Alumni Relations records. 6 points maximum. See below table for point allocation. Class Projects From the CAR, the percentage of your annual budget/amount collected in dues that year which was spent on class projects. Percentage multiplied by 6 and rounded to nearest whole number. 6 points maximum. Dues Participation RatePoints Over 50%6 points 40 - 50%5 points 30 - 40%4 points 20 - 30%3 points 10 - 20%2 points Below 10%1 point DCF Participation RatePoints Over 50%18 points 45 - 50%16 points 40 - 45%14 points 35 - 40%12 points 30 - 35%10 points 25 - 30%8 points 20 - 25%6 points 15 - 20%4 points Below 15%2 points

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Self-assessment: Two Key Points 1)Self-assessment scores wont be completed until data from the College is entered into the gray boxes. 2)The self-assessment is a class tool that is not used to decide Class of the Year.

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