Revised Class Activity Report and Self-Assessment Class
Activities Dartmouth Alumni Relations May 30, 2014
Slide 2
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
Slide 3
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
Slide 4
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
Slide 5
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.
Slide 6
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
Slide 7
Who completes the Class Activity Report? The Class Officers
Executive Committee encourages each officer to complete their
designated section of the CAR.
Slide 8
What are all those gray boxes? The gray boxes are completed in
mid-July using College-collected data.
Slide 9
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
Slide 10
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
Slide 11
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"
Slide 12
So show us some changes!
Slide 13
Slide 14
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?
Slide 15
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
Slide 16
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.
Slide 17
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
Slide 18
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
Slide 19
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.
Slide 20
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.
Slide 21
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.
Slide 22
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.
Slide 23
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
Slide 24
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.