alumni.berkeley.edu€¦ · web viewintroduction welcome to the alumni ... and to serve as an...

…Working together to advance the interests of the University of California and to promote the welfare of its current and future alumni.

Adapted from the 1872 Charter of the California Alumni Association

Alumni Group Leaders Manual

Revised July 2008

Table of Contents PageIntroduction

Welcome to the Alumni Groups Program 3About the California Alumni Association 4Letter from the President of the CAA5Letter from CAA’s Executive Director62008 – 2012 CAA Strategic Plan 7Alumni Group Advisor Contact Information9

Program Overview and CategoriesAlumni Groups Program Overview 11Alumni Group Basics 12Categories 13

Contact 15Club 16Chapter 17

Services to CalAlumni Group Services to Cal 19

Advocacy 21Cal Pride/Spirit 22Lifelong Learning 23Mentorship 24Networking 25Outreach 26Scholarship 27

Program EssentialsAnnual Program Dates 29Officer Structure 30Office Succession 31Campus Speakers32Student Spirit and Musical Groups 33Hosted Website through @cal 34Sample Bylaws 35Event Template 36Bulk Mailing Procedure 38

Sample Forms

Statement of Intent 41Year in Review 45Data Management Protocol Agreement (DMPA) 50

Glossary 53

Introduction

Welcome to the Alumni Groups ProgramThe Alumni Groups Program--brought to you by the California Alumni Association--offers you the opportunity to keep involved with and connected to the University, students, faculty, staff and other alumni. By volunteering time, energy and talent in this program, you have joined a group of alumni leaders who are committed to supporting the University and connecting alumni with each other. You and the Alumni Groups Program are essential to the California Alumni Association’s central mission to support and serve our alma mater. Wherever your group places itself in our three-category system, the work you and your group’s members do is invaluable. As a member of one or more of our alumni groups, you take your place as an individual committed to ensuring that Cal is as great in the future as it is in the present. Cal is one of the most respected educational institutions in the world—public or private. To maintain our position on the leading edge of higher education, we depend on our faculty, staff, students and, of course, our alumni leaders and volunteers.

The California Alumni Association encourages alumni groups to help us fulfill our mission by offering more support to Groups, which provide greater levels of service to our University. Your Alumni Group Advisors are committed to partnering with you and the other leaders of our Alumni Groups to create vibrant organizations. We look forward to your successes.

Thank You and GO BEARS!

- The Alumni Groups Staff

California Alumni Association The California Alumni Association (CAA) was formed in 1872, four years after the establishment of the University of California. From its humble beginnings with a handful of members, the CAA has grown to over 95,000 members and is one of the largest independent alumni associations in the world.

The CAA’s first constitution stated that the Association’s purpose was the “promotion of good fellowship and kindly feeling among its members.” While providing alumni opportunities to create or maintain friendships based on shared experiences and affinity for Cal, the CAA has stimulated the formation of alumni clubs worldwide. Moreover, many Association events and activities have become Cal traditions, which help alumni stay connected to the University.

Over the years, CAA has expanded its focus on supporting students. In 1934, the CAA launched the Alumni Scholarships Program, which over the last 75 years has awarded millions of dollars to outstanding student leaders. In 1998, the CAA responded to a campus need for more scholarships for low-income students from diverse communities by creating The Achievement Award Program (TAAP). For over 25 years, in partnership with our Alumni Groups, the CAA has played an important role in attracting the best students to the University through the Student Outreach Program. Finally, alumni mentors provide valuable support for current students through CAA’s Cal Mentorship Program.

The CAA offers an array of programs to all alumni and special benefits for members to keep alumni connected to Cal. We inform alumni about Cal through our award-winning California magazine and monthly online newsletter, the Cal Connection. The CAA also provides opportunity for alumni to stay actively involved in their alma mater through programs like career services, educational travel through our Cal Discoveries office, our family camp at the Lair of the Bear, student outreach efforts and special events – Charter Gala, “1868 Cal Avenue” Homecoming Fair, Tailgates and more. By staying informed and involved, the CAA hopes that our alumni will be inspired to stay connected and to support the University of California, Berkeley.

From the President of the CAAGreetings Alumni Group Leaders,

Those of you who know me personally are no doubt aware of my passion for volunteerism. That passion is reflected in my tenure as President of the California Alumni Association.

Non-profit, public-benefit organizations are always challenged to find the resources necessary to support the great work they do and we at CAA are no exception. Volunteers often make the difference both in effectiveness of individual programs, and indeed even in the ability to offer certain programs at all.

Volunteers are important not only to the work we do, but are also emblematic of the spirit and heritage of CAA. One of our goals is to ensure that volunteers are enabled by CAA programs, systems and policies. We want your experience as a volunteer to not only be one that benefits CAA and the University, but one that you find to be personally satisfying and fulfilling.

Our Alumni Groups Program is one of our richest sources of volunteers on both the individual and group levels. The CAA board would like to personally thank you for your commitment and great work.

Fiat Lux,

Darek A. DeFreece ’93

From the Executive DirectorGreetings from Berkeley!

Thousands of alumni involved in regional, cultural and special interest Alumni Groups represent a critical extension of the California Alumni Association by providing a presence in locations and in areas of interest that could not be effectively served otherwise. One of the core goals of alumni relations is to keep alumni and friends connected to the University. What better way to achieve this than to have representatives like you spread the word and keep Cal spirit alive.

“This is your house…It’s here. It will always be here. And you will always be welcome to come back and see it and sit down and chat with us. Come back, won’t you? You’re always welcome.” –Edwin Harbach (President of CAA ‘54-’56), at the Alumni House building dedication ceremony.

We are happy to be your home on the Berkeley campus, and we are thrilled and grateful that you provide a home away from Berkeley in the alumni communities you create all over the country.

Finally, I want to thank you for your participation in our Alumni Groups Program. Please know how valuable I consider the volunteer work you do. I want to offer the assistance of our Alumni Group Advisors for your benefit. Don’t hesitate to let our fine staff know how we can help you in the important work you’re doing.

Go Bears!

Sincerely,

Robert T. “Tuck” Coop ’67

2008 – 2012 CAA Strategic PlanMissionCAA’s mission is to advance and promote the interests of the University of California, Berkeley by connecting alumni with each other and our alma mater. Together with our campus partners, we will inform, involve and inspire all alumni to support the University.

VisionOur vision is to be the primary campus-wide alumni relations organization responsible for building a broad alumni community that supports the University.

Core Strategies and Goals1. Focus our mission and resources on supporting the University of

California, Berkeley. Increase efforts towards informing alumni about University and alumni

events, news and societal contributions. Offer multiple opportunities for alumni to deepen their engagement with

the University. Engage alumni to increase public and private financial support for the

University. Increase alumni involvement as advocates of the University. Leverage our non-profit status and access to alumni to support campus

diversity goals. Assist the University’s effort to recruit and retain a broad and diverse

student population by providing scholarship support and alumni mentorship.

2. View all Cal alumni as our primary constituency. Improve our communications with all alumni so we can more effectively

and in greater numbers connect alumni to the University and to each other. Offer a diverse set of programs that engage a broad number of alumni and

alumni market segments. Maximize our campus partnerships to ensure a broad number of alumni are

aware of and have access to campus programs open to alumni. Ensure we have a membership model that best supports the Association’s

mission, vision, core strategies and goals. Increase the visibility of the CAA brand among all alumni.

Page 7

2008 – 2012 CAA Strategic Plan (cont’d)3. Encourage and support partnerships between CAA and other

campus entities that engage alumni. Provide a leadership convening role for alumni relations entities across

campus in order to have greater impact on the entire alumni community. Create complementary programs and communications between CAA and

University Relations and other campus units that engage alumni. Increase the visibility of the CAA brand among campus units and campus

leadership.

4. Build and implement a comprehensive communications strategy to position CAA as one of the primary places for alumni to access University and alumni information, insights and connections.

Ensure that a strong component of the communications strategy will be interactive web-based tools and services that evolve with emerging tools and technologies.

Expand the reach of our current communications vehicles to more alumni, campus partners and California decision-makers.

Partner with campus-wide efforts to build and sustain an online alumni community and play a major role in the direction of the alumni relations content and functionality.

5. Strengthen our infrastructure and ensure our long-term fiscal sustainability in order to support high quality, impactful programs.

Identify and invest in new revenue opportunities. Invest in our organizational capacity to support our mission, including

having sufficient quality staffing, well-codified business practices and quality systems and facilities.

Commit to utilizing sustainable planning and practices in order to meet our current needs while conserving resources for future generations.

Create a culture of making decisions based on appropriate research, data collection and evaluation.

Continue to build an effective Board of Directors that supports the mission of the Association, represents our alumni constituency and increases our ability to raise resources.

Page 8

Alumni Group Advisor Contact InformationPlease feel free to contact your alumni group advisor if you have any questions or need help with any of your events or programs.

Erin Proudfoot – Alumni Groups Program LeadNorthern California and West of the Mississippi River Alumni [email protected]

Adri HallenbergerSpecial Interest Alumni [email protected]

Annette RamirezSouthern California and East of the Mississippi River Alumni Groups877-CAL-ALUM or [email protected]

Celeste Colbert StanleyCultural Alumni [email protected]

Eddy CrochetiereAlumni Groups Administrative [email protected]

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mailto:[email protected]





Program Overview and Categories

Alumni Groups Program OverviewThe Alumni Groups Program helps Cal alumni to create communities whose purpose is to enhance the University and connect alumni to each other, the University and the California Alumni Association.

This manual provides practical guidelines for Alumni Groups as they interact with CAA and for each Alumni Group in its own activities and procedures. Inside, you will find a description of the key elements of our program, samples of the documents required to get one started and ideas for fulfilling the Services to Cal.

The Alumni Groups Program is organized around two important concepts: Categories and Services to Cal. The Services to Cal define ways in which the groups and their members should direct their activities. The Categories define how much support CAA will provide to the groups based on their fulfillment of the Services to Cal and the level of participation of their members.

While this manual may not provide answers to every question or supply every need, we hope it will address most of them. The Alumni Groups Advisors are also available to provide all the support and knowledge they have gained over the years.

Starting an alumni group is easy. Growing a flourishing, active alumni group requires time, commitment and innovation from more than one alumni leader. Please use this manual to help you become the most successful group leader you can be.

Certain requirements apply to all Groups, regardless of category. All Alumni Groups will be officially registered with CAA and will have the names of the leaders (officer structure) on file with the California Alumni Association. All of these leaders will be dues-paying members of the California Alumni Association and the President/Primary Contact must be an alumnus/alumna of Cal. All Groups will select an appropriate categorization for themselves each year during the Selection Period.

Current Alumni Groups should submit the Statement of Intent by July 1 of each year. The Year-In-Review documents will be submitted by March 1 of each year. All changes in category and formation of new groups communicated to the CAA by July 1 of each year will take effect the following January 1.

New Alumni Groups may declare their intention to join the program at any time; their status as a Contact group will begin as soon as CAA receives the required documents.

Alumni Groups BasicsRequirements of all Alumni Groups

1. Each group must have at least four active leaders.2. The primary contact must be responsive to inquiries from interested

alumni, staff and students and return emails and phone calls in a timely manner.

3. The Statement of Intent document, stating which category the alumni group wants to be chartered under the CAA, must be filed by July 1 for the following January-December calendar year.

4. The Year In Review document, the alumni group’s report including membership, financial and Services to Cal information, must be filed by March 1 for the previous January-December calendar year.

5. If given alumni data, the group must abide by CAA’s Data Management Protocol Agreement (DMPA).

How to Start an Alumni Group1. Consult your Alumni Group Advisor (see page 9 for individual Advisor

information).2. Fill out the Statement of Intent document.3. Mail, fax or email the Statement of Intent document to your Alumni

Group Advisor.4. Confirm receipt of the document by calling your Advisor. Be prepared to

discuss ideas, concerns and suggestions arising from the information you provided.

Re-Categorization of an Alumni GroupAll new Alumni Groups will begin in the Contact category. After one year, a Contact may, if it chooses, re-categorize itself as a Club. After one year as a Club, the Group may, if it chooses, re-categorize itself as a Chapter. All Groups are welcome to remain in any one of the categories for as long as they fulfill the required expectations for that category. All Groups are required to consult an Alumni Group Advisor when considering re-categorization.

Any Alumni Group may re-categorize itself as a Contact Group at any point in its affiliation with CAA. Any Alumni Group may also dissolve itself at any time.

Additional ResourcesImportant documents may be requested from your Alumni Group Advisor or found on our website: alumni.berkeley.edu/Alumni/Clubs/main.asp

Page 12

http://www.alumni.berkeley.edu/Alumni/Clubs/main.asp

CategoriesOur Alumni Groups are organized into three categories: Contacts, Clubs and Chapters. New groups must start as a Contact group and stay a Contact group for at least one year before considering re-categorizing. Contacts, with time and effort, can become Clubs, which can with more time and effort, become Chapters. It is not necessarily the goal of every group to become a Chapter – a group can be successful in any category.

The categories provide a clear explanation of how and when CAA provides support to the alumni groups as well as CAA’s expectations of our alumni groups.

Alumni Group Categories

Cont

acts

Bene

fits:

Even

ts p

oste

d on

CAA

web

site

Cont

act l

istin

g on

Alu

mni

Gro

ups

webs

ite a

nd b

roch

ure

Even

t Lia

bilit

y Co

vera

ge (w

hen

requ

este

d in

writ

ing

by th

e ve

nue)

A we

bsite

(man

aged

by

grou

p)

host

ed th

roug

h @

cal

Data

—lis

t gen

erat

ion:

cur

rent

da

ta o

n re

leva

nt a

lum

ni

Invi

tatio

n to

the

Alum

ni G

roup

s Ann

ual

Mee

ting

(AGA

M) h

oste

d by

the

CAA

Alum

ni G

roup

s Adv

isor s

uppo

rt

Expe

ctat

ions

:

Pr

imar

y Co

ntac

t and

3

sign

ator

ies

mus

t be

Cal

al

umni

and

CAA

due

s-pa

ying

m

embe

rs

Activ

ely

prom

ote

CAA

mem

bers

hip

Prim

ary

Cont

act m

ust b

e re

spon

sive/

open

to in

quiri

es

from

inte

rest

ed a

lum

ni, s

taff

and

stud

ents

and

retu

rn

emai

ls an

d ph

one

calls

in a

tim

ely

man

ner

Tim

ely

subm

issio

n of

Sta

tem

ent o

f In

tent

(Jul

y 1)

and

Yea

r in

Revi

ew

(Mar

ch 1

) doc

umen

ts

Dist

ribut

e ca

mpu

s/CA

A in

form

atio

n to

Alu

mni

Gro

up

mem

bers

Follo

w CA

A/UC

B Da

ta

Man

agem

ent P

roto

cols

as

outli

ned

in th

e Da

ta

Man

agem

ent P

roto

col

Agre

emen

t

Ensu

re g

roup

-man

aged

web

site

cont

ains

cur

rent

and

acc

urat

e in

form

atio

n

Club

s

All B

enefi

ts o

f Con

tact

s Pl

us:

Even

t Sup

port,

up

to $

500

to c

over

on

e ev

ent’s

exp

ense

s suc

h as

re

ntal

, cat

erin

g, sp

eake

r exp

ense

s, et

c.

One

(1) f

our-h

our r

enta

l of A

lum

ni

Hous

e

Felt

Bann

er (

if ne

eded

, thr

ough

out

orga

niza

tion’

s ten

ure)

One

Club

Kit

per y

ear (

cont

aini

ng

even

t sup

plie

s and

Cal

lite

ratu

re)

All E

xpec

tati

ons

of C

onta

cts

Plus

:

Min

imum

Offi

cer S

truct

ure

requ

ired

(Pre

siden

t mus

t be

a Ca

l alu

m a

nd

all o

ffice

rs m

ust b

e CA

A m

embe

rs),

inclu

ding

ele

ctio

ns to

be

held

eve

ry

year

Cond

uct o

ne g

ener

al m

embe

rshi

p m

eetin

g pe

r yea

r

Activ

ely

prom

ote

CAA

Mem

bers

hip

At le

ast 2

5 ac

tive

mem

bers

Fulfi

llmen

t of 2

or m

ore

Serv

ices t

o Ca

l

Serv

e as

CAA

& C

al In

form

atio

n Ce

nter

Enco

urag

e Cl

ub a

ttend

ance

for

CAA/

Univ

ersit

y ev

ents

and

pr

ogra

ms i

n yo

ur re

gion

/are

a

Be in

exi

sten

ce a

t lea

st o

ne y

ear a

s a

Cont

act

Have

byl

aws o

n fil

e wi

th th

e CA

A

Chap

ters

All N

on-m

onet

ary

Bene

fits

of

Cont

acts

and

Clu

bs P

lus:

One

mai

ling

per y

ear,

up to

$50

0

Even

t Sup

port,

up

to $

1000

to c

over

up

to tw

o ev

ents

’ exp

ense

s suc

h as

re

ntal

, cat

erin

g, sp

eake

r exp

ense

s, et

c.

Nylo

n Ba

nner

(if n

eede

d, th

roug

hout

or

gani

zatio

n’s t

enur

e)

One

(1) e

ight

-hou

r ren

tal o

r two

(2) f

our-

hour

rent

als o

f Alu

mni

Hou

se

CAA

Staff

/Rep

rese

ntat

ive

atte

ndan

ce a

t ke

y ev

ents

One

Chap

ter K

it pe

r yea

r (co

ntai

ning

ev

ent s

uppl

ies a

nd C

al li

tera

ture

in

grea

ter q

uant

ity)

All E

xpec

tati

ons

of C

onta

cts

and

Club

s Pl

us:

Expa

nded

Offi

cer S

truct

ure

requ

ired

(Pre

siden

t mus

t be

a Ca

l alu

m a

nd a

ll offi

cers

mus

t be

CAA

mem

bers

), in

cludi

ng e

lect

ions

to b

e he

ld e

very

ye

ar

Activ

ely

prom

ote

CAA

Mem

bers

hip

At le

ast 7

5 ac

tive

mem

bers

or o

ver 1

000

pote

ntia

l alu

mni

to d

raw

upon

Fulfi

llmen

t of 4

or m

ore

Serv

ices t

o Ca

l

Min

imum

of o

ne e

vent

targ

etin

g re

cent

gr

adua

tes p

er y

ear

Co-s

pons

or (w

hen

appr

opria

te a

nd

with

in m

eans

) CAA

/Uni

vers

ity e

vent

s an

d pr

ogra

ms i

n yo

ur re

gion

/are

a

Be in

exi

sten

ce a

t lea

st o

ne y

ear a

s a

Club

Page 14

Contact Category

Contact Groups provide those who have never been a part of the network of Alumni Groups entry into the program and provide Groups looking for a minimum commitment a way to stay connected. Contact Groups are vital for two reasons: they create new alumni communities and they provide a training ground for groups that may want to increase their involvement gradually and in a way that makes sense for them.

Benefits Group events posted on CAA website. Contact listing on CAA website and in the printed Alumni Groups brochure. Event liability coverage when required by the venue (must be in writing). A website managed by the Group, hosted through @cal. Current contact information on relevant alumni, sent up to four times per year

after UC Berkeley’s Data Management Protocol Agreement (DMPA) has been signed.

Alumni Groups Annual Meeting (AGAM) from CAA Alumni Groups Staff. Alumni Groups Advisor support.

CAA Expectations Primary Contact person and three signatories must be Cal Alumni and dues-

paying CAA Members. Actively promote CAA Membership amongst group and potential group

members. Primary Contact person must be responsive/open to inquiries from interested

alumni, staff and students and return emails and phone calls in a timely manner. Timely submission of the Statement of Intent (July 1) stating which category the

group wants to be in for the following January-December calendar year. Groups not responding will be considered dissolved as of January 1 the following year.

Timely submission of the Year in Review (March 1) reviewing the group’s prior January-December calendar year.

Distribute campus / CAA information to Alumni Group members. Follow CAA/UCB Data Management Protocols. Submit signed DMPA before

requesting data. Ensure group-managed website contains current and accurate information.

Page 15

Club CategoryClub Groups offer CAA and Cal a greater level of commitment than Contact Groups and in turn, CAA provides more support to Clubs.

Benefits Up to $500 per year in event support which can include venue rental, catering,

decorations, speaker expenses (not an honorarium), etc. This amount may not be divided for multiple events.

One four-hour rental of Alumni House. Subject to availability. Banner, Felt (if needed—CAA will pay for one banner per Club. Should the banner be

lost or destroyed, CAA will facilitate getting a new banner but the Club will pay for it). One Club Kit mailed at the beginning of each year with event supplies and Cal

literature. Group events posted on CAA website. Contact listing on CAA website and in the printed Alumni Groups brochure. Event liability coverage when required by the venue (must be in writing). A website managed by the Group, hosted through @cal. Current contact information on relevant alumni, sent up to four times per year


Alumni Groups Annual Meeting (AGAM) from CAA Alumni Groups Staff. Alumni Groups Advisor support.

CAA Expectations Minimum officer structure required (five officers as specified on page 30). At least 25 or more active members (see glossary for definition of active member). Fulfillment of two or more Services to Cal. Ensure group website contains current and accurate information. Encourage Club attendance at CAA/University events and programs in region/area. Be in existence at least one year in the Contact category. Have bylaws on file with the CAA. Hold elections each year. (CAA advises that the President be limited to two

consecutive terms of one to two years. We recommend similar term limits for all other officers.)

Hold at least one general membership meeting per year. Actively promote CAA Membership amongst group and potential group

members. President must be responsive to interested alumni, staff and students and must

return emails and phone calls in a timely manner. Distribute campus / CAA information to Alumni Group members. Timely submission of the Statement of Intent (July 1) stating which category the



Follow CAA/UCB Data Management Protocols. Submit signed DMPA before requesting data.

Chapter CategoryChapter Groups provide the most support to Cal, CAA and its members and receive the most support from CAA. This category is reserved for the most active Alumni Groups.

Benefits One mailing per year, up to $500. This amount may not be divided for multiple

mailings. Up to $1000 per year in event support which can include venue rental, catering,

decorations, speaker expenses (not an honorarium), etc. This amount may be used for up to two events only.

Banner, Nylon (if needed—CAA will pay for one banner per Chapter. Should the banner be lost or destroyed, CAA will facilitate getting a new banner but the group will pay for it).

Either one eight-hour rental or two four-hour rentals of Alumni House. Subject to availability.

CAA Staff representative attendance at key events (budget and availability allowing). One Chapter Kit mailed at the beginning of each year with event supplies & Cal

literature. Group events posted on CAA website. Contact listing on CAA website and in the printed Alumni Groups brochure. Event liability coverage when required by the venue (must be in writing). A website managed by the Group, hosted through @cal. Current contact information on relevant alumni, sent up to four times per year


Alumni Groups Annual Meeting (AGAM) from CAA Alumni Groups Staff.

CAA Expectations Expanded officer structure required (seven officers as specified on page 30). At least 75 or more active members or over 1000 potential alumni to draw upon. Fulfillment of four or more Services to Cal. Ensure group website contains current and accurate information. Minimum of one recent graduate event per year. Co-sponsor (when appropriate and within means) CAA/UCB events and programs. Be in existence at least one year in the Club Category. Have bylaws on file with the CAA. Hold elections each year. (CAA advises that the president be limited to two

consecutive terms of one to two years. We recommend similar term limits for all other officers.)

Hold at least one general membership meeting per year. Actively promote CAA Membership amongst group and potential group

members. President must be responsive to inquiries from interested alumni, staff and

students and must return emails and phone calls in a timely manner. Timely submission of the Statement of Intent (July 1) stating which category the



Distribute campus / CAA information to Alumni Group members.

Follow CAA/UCB Data Management Protocols. Submit signed DMPA before requesting data.

Page 17

Services to Cal

Alumni Group Services to CalThe rewarding social aspect of Alumni Groups will occur as a result of the participation of each Group (and their members) in the following Services to Cal. CAA has defined and explained seven different areas our alumni groups can host programs and events that best serve Cal, its alumni, students and CAA. A particular event or program may satisfy more than one Service to Cal.

The seven Services to Cal are: Advocacy, Cal Pride/Spirit, Lifelong Learning, Mentorship, Networking, Outreach and Scholarships.

In regards to the three categories, Contact Groups are encouraged, but not required, to fulfill any of the Services to Cal. Club Groups are required to host programs or events that fulfill two or more of the Services to Cal. Chapter Groups are required to host programs or events that fulfill four or more of the Services to Cal.

Please review the following pages for details about the seven Services to Cal.

Page 19

Alumni Group Services to Cal (cont’d)ADVOCACY

Promote Cal Advocacy by registering at alumni.berkeley.edu/caladvocacy Have Cal Advocacy information available at your events

CAL PRIDE/SPIRIT Participate in campus spirit events such as Homecoming and Charter Gala Co-sponsor events at Away Game Tailgates Host viewing parties for Cal sporting events Encourage members to join CAA with a target of 80% as CAA Members

LIFELONG LEARNING Plan campus speaker events Offer practical seminars: financial planning, buying a house, etc. Provide financial support to campus academic pursuits Organize a reception in conjunction with a faculty speaker at Homecoming

MENTORSHIP (Alumni to Student interactions)

Participate in CAA’s online Cal Mentorship Program (edgeoncollege.com) Plan leadership trainings for current Cal students Register with @cal (cal.berkeley.edu) Plan Mentoring Nights with current Cal students

NETWORKING (Alumni to Alumni interactions) Host and participate in local professional or social networking events Attend CAA, UCB or Alumni Group sponsored networking events Register to become part of the @cal and @calcafe Internet communities

OUTREACH Table at College Nights and High School Fairs Visit local high school and community colleges to speak about Cal Participate in Admissions Office fall trainings Host local New Student Receptions in the spring for admitted students Host local Summer Welcome Receptions for newly attending Cal students

SCHOLARSHIP Arrange local interviews; review applications and interview scholars at the

request of the CAA Scholarship Office Host special events for local scholars Join Scholarship staff at regional events and interviewing sessions Assist scholars in finding employment leads in their area of interest Implement an endowment ($50K minimum) or grow scholarship donations

Page 20

Service to Cal: AdvocacyCal Advocates saved the University of California millions of dollars in state support!

BackgroundUC Berkeley receives approximately 60% of our campus budget from state and federal funds. Essential research and student programs are at risk each year as the state budget tightens. Legislators make decisions that can strengthen -- or weaken -- UC Berkeley's ability to educate over 33,000 students each year and to serve as an vital economic engine for California.

Whether providing a world-class education for high-achieving students, generating economic growth and new jobs through research innovations or working to improve California's healthcare and quality of life - UC's impact is felt in the lives of all Californians. To ensure that the university has the money it needs to sustain these public contributions, UC is asking everyone in its "family" - alumni, students, parents, faculty, staff and friends - to join together in a coordinated grassroots campaign to help educate and remind elected officials why adequate state funding for this world-class institution is critical for California’s future. Cal Advocacy online portal gives alumni, students and friends tools and information to make their support for UC known to legislators through letter writing campaigns.Here are some ways you can fulfill this Service:

Explain what Cal Advocacy is and how it helps the University in your alumni group meeting. Print out information on the website and hand out to your members. Encourage your Alumni Group members to sign up at alumni.berkeley.edu/advocacy

Print out Cal Advocacy information from the website and have it available at every event, encouraging attendees to join.

Put information in your email communications about Cal Advocacy and link to the Cal Advocacy webpage.

Advertise in your communication vehicles that your alumni group is a supporter of the Cal Advocacy Program.

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Service to Cal: Cal Pride/Spirit

A great way to connect with Cal Alumni from all class years and backgrounds is through showing your Cal pride and spirit--locally, at a sporting event or talking about Cal to others.

Participate in Campus Spirit EventsHomecoming (alumni.berkeley.edu/homecoming): Volunteer to be on your class reunion committee, hold a reunion for your Alumni Group as a part of 1868 Cal Avenue on Sproul Plaza before the football game or participate as an Alumni volunteer in Student Homecoming.

Hoops Parties (alumni.berkeley.edu/tailgates): Host a table or more at CAA’s Hoops Parties, held in Alumni House before five of the men’s Pac-10 home basketball games.

Charter Gala (alumni.berkeley.edu/chartergala): Purchase a table of 10 on behalf of your Alumni Groups for the University’s signature event celebrating the birthday of our great University of California.

Game PartiesAway football game tailgates (alumni.berkeley.edu/tailgates): For select away football games, CAA hosts a tailgate before the Saturday game. We rely on our Alumni Group in the area to either help organize the party and/or to help with registration and greet guests during the party. CAA and Alumni Groups could partner by organizing a casual Friday night event in the area.

Viewing parties: When Cal is playing on television, we encourage you to set up a viewing party at a bar, restaurant or at someone’s house in order to provide local Cal Alumni a welcoming place to view the game and to cheer Cal to victory.

Join CAA!Strive for 80% CAA dues-paying membership: The best way to stay connected to Cal and more importantly, the best way to support CAA’s programs, is to join the California Alumni Association. Alumni Groups are able to thrive because of the support they receive both monetarily and non-monetarily from CAA. CAA also supports all of our other programs: Scholarships, Career Services, Homecoming, the California Magazine, Cal Discoveries and much more. Encourage your Group to become members!

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Service to Cal: Lifelong LearningOver the years, we have heard from alums—from all eras and from all over the country—who want to learn added skills, challenge their intellects and who miss the educational aspects of their lives as students. You may satisfy one of your Services to Cal by providing programs that impart practical knowledge or that stimulate the minds of group members.

Performing well in the global economy requires mastery of technical, interpersonal and methodological skills. Technical skills include literacy, foreign language, mathematics, science, problem-solving and analytical skills. Interpersonal skills include teamwork, leadership and communication skills. Methodological skills include the ability to learn on one's own, to pursue lifelong learning and to cope with risk and change.

Help keep your members connected to one of the best aspects of their experience at Cal—the education!

Here are some ways you can fulfill this Service: Plan campus speaker events

Offer practical seminars: financial planning, buying a house, how to advance in your career and other practical seminars

Provide financial support to campus academic pursuits (e.g. East Asian Studies Library)

Organize a reception for your members before or after a faculty seminar during Homecoming

As an Alumni Group, attend a Discover Cal lecture series (discovercal.berkeley.edu)

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Service to Cal: Mentorship We recognize the inherent power that comes from a supportive group of alumni who choose to volunteer a portion of their time to see students succeed in life. Recent UC Office of the President, CAA, UC Berkeley and Office of Student Research identify mentorship as the single greatest area where alumni want to volunteer their time to stay connected to Cal and students. CAA defines Mentoring as a relationship between an alum and a student over a prolonged period where more experienced individuals assist students by providing support, guidance, advice and friendship to ensure positive alumni development.

Get Involved1. Encourage your members to join the California Alumni Association’s

online mentoring program called the “Cal Mentorship Program”. All you need is a valid @cal email forwarding address. Go to edgeoncollege.com and register. The program is designed to offer current students a chance to get personal, career, academic and life advice from alumni who share common backgrounds and interests. You DO NOT need to be local to join this program and our students frequently inquire about moving to other parts of the country.

2. Register on @cal (alum.berkeley.edu). Students enter @cal through the campus Career Center and browse lists of alumni offering advice as they search for jobs and careers.

3. Partner with CAA Career Services through our Bear Connections program (alumni.berkeley.edu/bearconnections). By having your members sign up to take advantage of CAA's career networking program, you help connect students and alumni to other Cal alumni willing to share their career and graduate school experience in informational interviews.

4. Hold a career development and/or networking event to teach students about resume writing, interview skills or to connect alumni with students of similar interest.

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http://www.alumni.berkeley.edu/bearconnections

http://cal.berkeley.edu/

Service to Cal: Networking CAA defines Networking as an alum to alum relationship, which can include any kind of positive interaction between alums.

Career Networking via @cal@cal is an online UC Berkeley alumni community. Over 17,000 Cal alumni have joined the career network to offer informational interviews to alumni. For information and to register, go to cal.berkeley.edu.

@cal caf é@cal also provides career networking opportunities through its "café". You may network with alumni, find companies seeking to hire Cal grads, read company profiles, find Cal friends, search jobs and post your resume to your @calcafé profile. Check it out at calcafe.berkeley.edu.

Networking EventsHold your own career or social networking event in your area. Suggested topics are: resume writing, interview skills, on-the-job skills or the art of chit-chat.

Local Professional Networking EventsKeep abreast of local professional networking events in your area and encourage your Alumni Group members to attend.

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Service to Cal: OutreachYou can play an integral role in attracting the state’s (and nation’s) brightest and best students to UC Berkeley. More information: alumni.berkeley.edu/outreach

Fall Training Session for College Night ProgramsHeld in August and September in four regional locations throughout California, these workshops, hosted by the Office of Undergraduate Admissions, provide the essential information to alumni volunteers and parents to inform potential students and their parents about student life at Cal. At the conclusion of these sessions, volunteers are assigned to assist at high school and college night programs in their area. College Nights are much like a fair, where each participating University sets up a table or booth and vies for the attention of the hundreds of students who attend. Your participation as a trained volunteer representing Cal involves distributing UC Berkeley literature, answering questions from students and parents and promoting the greatness of Cal.

For Alumni Groups outside of California participating in their local college fairs, CAA (through the Admissions Office) can send you the latest information regarding Cal admissions, financial aid and housing. Please contact your Alumni Groups Advisor.

New Student Yield Receptions Each April, Cal Alumni Groups across the nation host receptions for newly admitted Cal students who have not yet decided at which college or university they will enroll. April is a critical month for potential students and their parents, and Cal alumni can be very influential in encouraging students to commit to Berkeley. These yield receptions are designed to personalize the University and allow students and their parents to converse with campus administrators, housing, financial aid, current Cal students and alumni.

Summer Welcome ReceptionsAlumni Groups can organize a summer “welcome” reception for students in their local area that are planning to attend UC Berkeley in the upcoming Fall or Spring. This is a wonderful opportunity for alumni to share their fond memories of Cal with the students and answer questions their parents may have about crucial topics such as safety, class size and campus life.

Targeted Outreach Efforts for Underrepresented StudentsCAA hosts a series of prospective student receptions for rising seniors who are from underrepresented minority communities in California. The goal is to support the campus’s recruitment efforts to encourage African American, Native American, Chicano/Latino and other underrepresented students to apply to Cal.

Service to Cal: Scholarship Volunteers are a vital part of the Alumni Scholarship and The Achievement Award Program (TAAP). They help shape the student leadership on campus and distribute over $1.7 million in awards each year. alumni.berkeley.edu/scholarships

The Alumni Leadership Scholarship was established in 1934 as one of the most prestigious awards on the Berkeley campus and the largest non-academic merit scholarship in the country. Awarded based on student leadership, Alumni Scholars represent the excellence of Cal students when they step outside the classroom--either on campus or in the community. From more than ten thousand initial applicants, approximately 2000 Alumni Scholarship Finalists will be invited to interview with an alumni representative either on the Berkeley campus or in their hometown. Each year, the Alumni Scholarship recognizes 775 of Cal’s finest undergraduate student leaders. Awards range from $1500-$2500 per year.

The Achievement Award Program (TAAP) was established in 1999 for students with financial need who have demonstrated high achievement through academic success, work experience, extracurricular leadership and personal ambition while overcoming difficult circumstances. Scholarship applicants must demonstrate a commitment to helping pre-collegiate students in college preparation programs throughout their Cal career. Incoming freshmen and transfer students are eligible to apply for the Achievement Award and benefit from a range of services, programs and events provided by CAA to guarantee a fulfilling and successful college experience. Award amount is $5700 per year.

Interview Students / Review Applications Serve as a scholarship District Chair (Primarily March/April) by arranging local

interviews for incoming freshmen and serving as main contact between local applicants and scholarship office

Participate in scholarship interviews in an established scholarship districts (April) Review scholarship applications under the direct guidance of the CAA Scholarship

office (February/March) Join Scholarship staff at regional events and interviewing sessions (Year-round)

Build Scholarship Community Host special events for local scholars such as welcome social parties/dinners Participate in scholarship community events such as socials, networking panels,

career dinners, etc. Assist scholars to find employment leads in their area of interest (Year-round)

Help Fundraise for Scholarships Implement an endowment ($50K minimum) or grow scholarship donations Local fundraising for individual non-endowment-based scholarship funds

Program Essentials

Annual Program Dates January 1

Category selections go into effect

January/February/March Hoops Parties in Alumni House

February/March Scholarship Application readings (alumni.berkeley.edu/scholarships )

March 1 Year In Review document due (for previous calendar year)

April New Student Receptions (alumni.berkeley.edu/outreach ) Charter Gala (alumni.berkeley.edu/chartergala ) Cal Day, UC Berkeley (berkeley.edu/calday) Freshmen Scholarship Interviews (alumni.berkeley.edu/scholarships ) Underrepresented Student Yield Receptions

(alumni.berkeley.edu/diversity)

May Transfer Student Scholarship Interviews

(alumni.berkeley.edu/scholarships )

June/July Annual Alumni Groups Meeting (alumni.berkeley.edu/groups)

July 1 Statement of Intent document due (for following calendar year)

August/September Fall Outreach Training Sessions (alumni.berkeley.edu/outreach )

September/October/November High School and College Fairs Away Game Football Tailgates Football viewing parties

October Homecoming (alumni.berkeley.edu/homecoming )

November/December Annual Scholarship Luncheons (alumni.berkeley.edu/scholarships) Big Game

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http://alumni.berkeley.edu/scholarships

http://www.berkeley.edu/calday

Officer StructureTo keep the members of your group interested and motivated, the CAA requires the following officer structures for the Groups. The functions of the positions are more important than the names. CAA wants to ensure tasks are being delegated. Please notify the CAA as soon as possible after any leadership transition.

We recommend limiting terms to two years in leadership positions to allow for increased involvement of all Group members. All officers must be dues-paying members of the CAA.

Required of Chapters President (or equivalent):

o This position will oversee the development of group, manage group officers, oversee group financial health and serve as liaison to CAA.

President Elect (or equivalent): o This position will assist the President with group management and be

prepared to become President when the current term is completed. Treasurer (or equivalent):

o This position will maintain accounting records that include expenditures, revenues and reimbursements.

Membership (or equivalent): o This position will be responsible for potential members’ inquiries and

maintain accurate record of membership to be submitted to CAA with the Year in Review document.

Communication/Website Master (or equivalent): o This position will be responsible for updating and maintaining the

group’s CAA-hosted website, printed materials, fliers, e-newsletters, etc. Secretary (or equivalent):

o This position will maintain group’s records including bylaws, event calendar, group’s communication to members and meeting minutes.

Services to Cal Coordinator (or equivalent): o This position will promote CAA’s volunteer opportunities through the

Services to Cal and will maintain participation records, which will be incorporated in the Year-In-Review document.

Required of Clubs President Treasurer Communication/Website Master Membership Services to Cal Officer

Required of Contacts Primary Contact and three signatories must be Cal alumni and dues-

paying members of CAAPage 30

Officer SuccessionTo keep an active Alumni Group healthy, members of the group need to transition into and out of leadership roles—this prevents leader burnout and the stagnation of events, ideas and programs. Remember that while many traditions should be maintained, some change is necessary to keep the Group vibrant and interesting to new and current members alike. Remember, too, that all leaders need good support, both from other leaders and from the group’s membership, to continue a successful organization.

Some Ideas Hold elections at the same time every year. Do not allow one person to

stay in their position year after year without a vote of the membership. Have a plan for transition:

o An outgoing leader may wish to mentor an incoming leader through a portion of her/his term in a leadership role.

o Have a President Elect amongst the leaders, making clear who the next President will be.

o Set term limits: we recommend two- to three-year terms for all officers; these needn’t all be on the same cycle; some of the officers could transition each year.

Delegate major event and program planning to members of the Group (consider non-officers and new members) with the idea that they will go on to become leaders/board members. You may also consider former officers as people to whom you may delegate tasks.

Make sure you define your officer structure, term limits and succession in your bylaws.

Other Suggestions to Promote Success1. Use committees; delegate work.2. Request that new Alumni Group members actively participate in

Services to Cal.3. Request that long-time Alumni Group members actively participate in

Services, especially as advisors.4. Involve past officers and new members in current affairs and decisions.5. Periodically survey the interests, skills and resources of your

membership. Know whom to turn to for help.6. Host an event with members to talk about new ideas.7. Create evaluations for your events to gauge their success.

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Campus SpeakersAlumni Groups often want to host events that include a presentation from a campus speaker. These events are rewarding and interesting for UC Berkeley alumni. Obtaining a campus speaker, however, can be a challenging endeavor. Below are steps and tips to help your group be successful in recruiting campus speakers, but please remember that faculty and campus administrators are really busy, so be realistic in your search.

Step One: Begin your recruitment at least FIVE months in advance of your event. Being flexible with your dates may increase your success in finding a speaker.

Step Two: Identify a list of topics that you think would be interesting to your group members. Contact your desired speakers with a “preliminary inquiry” (not an invitation) so you can contact several speakers at one time to assess their availability and interest.

Step Three: Once you have a speaker who is interested and available, send them an invitation. Provide information about the speaking opportunity (date, time, location, speaking time, expectations). Clarify travel arrangements and inform your speaker about any expense reimbursement.

TIPS for Finding a Speaker Find a date/time that works for campus speakers. The start of a new semester

or the height of finals is generally not a great time for faculty members. For coaches, don’t request them if their sport is in season.

Consider asking emeriti faculty who have a lifetime of experience but are often a lot less busy than faculty who are actively teaching or researching.

If a faculty member is not available, but your club is really interested in a specific topic, ask the faculty member to recommend a graduate student who is knowledgeable about the topic and is a good speaker.

Consider campus administrators – not just the Chancellor. The provost, vice chancellors, director of admissions are just a few examples of interesting speakers who know quite a bit about what’s happening on campus today.

Look for speaker ideas by looking through issues of the California magazine. Look at campus websites for lists of faculty award winners, interesting faculty research and past faculty lectures. (newscenter.berkeley.edu and homecoming.berkeley.edu)

Tag onto a faculty member/campus administrator’s existing trip to your city, or create a club event around a Discover Cal lecture in your city. (discovercal.berkeley.edu)

FAQsWho makes the “ask”? The alumni group should make the “ask” especially if there’s a personal connection. Your position as an alumni leader can be just as influential, if not more so, than any CAA staff member. Your staff liaison can also assist you.Who pays for speaker expenses? CAA provides funding to Chapters and Clubs to defray the costs of an event. Chapters and Clubs can use these funds to pay for speaker expenses. CAA funds cannot be used to provide an honorarium.

Student Spirit and Musical Groups

Alumni Groups often wish to have the Rally Committee, Yell Leaders, the Cal Band, the UC Men’s Octet, the Women’s California Golden Overtones, the Dance Team and/or Oski appear and perform at their events. Your Alumni Group Advisor can help you contact the leaders of these groups and their staff advisors.

Follow these Steps Determine which group or groups you would like to perform at your

event Contact your Alumni Groups Advisor at least two months prior to your

event with this information:Date of the eventTime of the eventLocation of the eventGroups you want to appear

Your Alumni Group Advisor will contact the group(s) you have requested and inform you of the costs and the group’s availability. Your Alumni Group will be responsible for paying the student performers directly.

A sample of fees is included below. The Cal Band typically asks for $500-$1000 depending on the event. Oski can be up to $500. Prices are subject to change, so please check with your Alumni Group Advisor when budgeting.

UC Men's Octet and Women’s Golden Overtones Performance Fee Structure

1. On Campus2. Off-Campus

Within Berkeley City

Limits

3. Off-CampusOutside

Berkeley City Limits*

A. 1-3 songs $100 $150 $350B. 4+ songs,

up to 20 minutes

$150 - $200 $200 - $250 $500

C. 20-30 minutes $250 $300 $600

* Within 30-mile radius. If over a 30-mile radius, fee arranged on a case-by-case basis.

Other UC Berkeley Singing/Performing GroupsYour alumni group advisor can also help you access other singing/performing groups on campus. Many of the groups tour nationally and have garnered

awards for the performances. The rates are different than those quoted above and depend on the individual group.

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Hosted Website through @cal Detailed website instructions were not available at the time of the printing of this manual. Please check the Alumni Groups section of the CAA website at alumni.berkeley.edu/alumni/clubs/main.asp.

Page 34

Sample BylawsThe following will provide guiding information as prospective Alumni Groups consider how to create internal documents that will enable the groups to maintain themselves over time. Bylaws provide structure and purpose to an Alumni Group.

NAME: _______________ Alumni or Cal Alumni Contact/Club/Chapter of ___________.

PURPOSE: The purpose of this group shall be to join local University of California Alumni together in organized efforts to benefit the members of the group and the University of California, Berkeley, in accordance with the provisions stated in the Alumni Groups Manual.

OFFICERS: The group shall have a governing board consisting of the duly elected officers of the group: at least a President, President-Elect, Secretary/Membership Chair, Treasurer and Communication coordinator. The President must be a Cal Alum. All officers must be dues-paying members of the California Alumni Association.

TERM OF OFFICE: The Group must hold annual elections of officers. The term of office shall be limited to two consecutive terms of one year each.

MEMBERSHIP: All UC Berkeley Alumni and friends of the University are eligible for membership in the club.

DUES (optional): Each member of the club will be assessed annual dues of $____ each year.

AMENDMENTS: These bylaws may be amended by a two-thirds vote of the group membership at any meeting. A change in the bylaws must be submitted to the California Alumni Association in writing for approval.

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Event TemplateCompleted Weeks Out Actual

Date(s)Task(s) Notes for Next Time

(ITEM #)

EXAMPLELINE

17(COUNTING BACKWARDS FROM EVENT)

3/22/08(ENTER DATES ACCORDINGLY)

Explain task. Challenges, changes, additions to help the group next time you have an event like this.

(1) 16 ___/__/___ (1) Confirm the purpose of the event and event lead.

(2) (3)

(4)

(5)

(6)

(7)

(8)

(9) (10)

(11)

(12)

(13)

1212

12

12

12

12

12

1212

12

12

12

___/__/______/__/___

___/__/___

___/__/___

___/__/___

___/__/___

___/__/___

___/__/______/__/___

___/__/___

___/__/___

___/__/___

(2) Plan out budget. (3) Select the date(s) and times, clear the date with important participants. (4) Check for conflicts with other major functions within your community. Look at a calendar of religious holidays and the Berkeley events calendar at events.berkeley.edu. (5) Create a timeline for all publicity and marketing (prioritize online marketing, email and evites (evite.com)). (6) Create an event-marketing plan. Inform your Alumni Groups Staff Advisor of any publicity needs. (7) Create a preliminary guest list. (8) Confirm event theme (e.g. career networking, social, lifelong learning). (9) Select and reserve a venue. (10) If the venue requires event liability insurance, submit the written request to your advisor. (11) Get all necessary administrative approvals from facility owner/manager. (12) Maintain record of all correspondences, agreements (verbal or written) and receipts. (13) Have your Alumni Group Advisor add your event to the CAA Event Calendar.

(14)

(15)

12

12

___/__/___ ___/__/___

(14) Begin online publicity, including emails and website. (15) Consult venue/caterer regarding the menu.

Event Template (cont’d) (16) 5 ___/__/___ (16) Recruit volunteers to assist

with registration shifts and other tasks to be assigned.

(17)

(18)

3 - 5

3

___/__/___

___/__/___(17) Record and acknowledge RSVPs as they are received. (18) Notify the Location if the RSVP number is significantly higher or lower than originally discussed.

(19)

(20)

(21) (22)

(23)

(24)

1

1

11

1

1

___/__/___

___/__/___

___/__/______/__/___

___/__/___

___/__/___

(19) Print out the guest list in alphabetical order. (20) Prepare nametags and place in last name alpha order. Print graduation years on nametags. (21) Brief all volunteers. (22) Make guarantees on food with location. (23) Use Cal decorations from members and Club/Chapter Kit. (24) Create an event box with supplies, such as tape, string, zip ties, staplers, clipboards, pens, paper etc.

(25) (26)

(27)

(28)

(29)

(30)

(31) (32)

AT EVENTAT EVENT

AT EVENT

AT EVENT

AT EVENT

AT EVENT

AT EVENTAT EVENT

___/__/______/__/___

___/__/___

___/__/___

___/__/___

___/__/___

___/__/______/__/___

(25) Arrive early. (26) Have all instructions, phone numbers, decorations, orders, name tags, guest lists and event box with you. (27) Check all facilities, (including restrooms) grounds for cleanliness. (28) Share delegation plan with volunteers.(29) Set up decorations, group flyers, etc. (30) Set up registration. Be sure it is ready at least 30 minutes prior to the start of your event. (31) Relax and smile. (32) Take photos.

(33) Two Weeks After Event

___/__/___ (33) Hold follow-up evaluation meeting collect and edit the notes. Call Alumni Group Advisor to discuss and brag.

Bulk Mailing ProcedurePlease follow these instructions in order to ensure a smooth mailing process. In lieu of addressing and sorting your own mail through the United States Postal Service as outlined below, you can choose to use our Mailing House at an additional cost (included in your Chapter mailing benefit). Please see below for bulk mailing instructions.

* CAA uses Permit Number 5. The permit needs to have money in the account before your bulk mailing, so please let CAA know at least two weeks before you plan to send a bulk mailing so we can ensure there is enough money in the account.

* Your bulk mailing should be dropped off at the Berkeley Main Post Office on 2000 Allston Way, M-F 9am-4pm, sorted as defined below. * The following zip codes must be sorted in separate trays, no matter how many pieces are in each three digit zip code: 941, 945, 946, 947, 948. * For the other zip codes, there is an AADC code list on how to sort the rest (see link below). If you have 150 pieces or more that fit into one of these categories, it will qualify for a lower rate and needs to be in a separate tray. If you don't have that many, don't worry about it, just keep the zip codes in order. (For example, the first line says 005, 115, 117-119. If you have 150 pieces that have zip codes that start with any of those three numbers, then it will be packaged separately and get a lower rate) AADC code list: pe.usps.gov/text/dmm300/L004.htm * You need to fill out the 3602-N Form (usps.com/forms/_pdf/ps3602n.pdf). Fill it out the best you can. Here are some tips about the form: MAILER INFORMATION = Permit Holder's Name and Address is: California Alumni Association; 1 Alumni House; Berkeley, CA 94720-7520. Use your Alumni Groups Advisor phone number. = Don't fill out any of the rest because the return address is our address. MAILING INFORMATION Fill out at post office.

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http://www.usps.com/forms/_pdf/ps3602n.pdf

http://pe.usps.gov/text/dmm300/L004.htm

Bulk Mailing Procedure (cont’d)Postage ComputationA: If your addresses are barcoded and each piece is under 3.3 ozB: If your addresses are not barcoded and each piece is under 3.3 ozC: You will never use this codeD: If each piece more than 3.3 oz

The second page of the form computes your A, B or D. In each section, your mailing falls under "None". Yes, you need to count the number of pieces in each category! POSTCARD DIMENSIONS: Length: 5-6 inches; Height: 3.5-4.25 in.LETTER DIMENSIONS: Length: 5-11.5 inches; Height: 3.5-6.125 in.; Thickness: .25 in.FLAT DIMENSIONS: Length: 11.5-15 inches; Height: 6.125-12 in.; Thickness: .75 in. A: Barcoded Letters/Flats 3.3 oz or lessA1. 5-Digit Letter: This is if you have a full tray, 150 pieces of one 5-digit zip code.A2. 3-Digit Letter: This is if you have a full tray, 150 pieces of zip codes starting with the same 3 digits.A3: AADC Letter: See description of AADC above.A4: Mixed AADC Letter (if you don't have 150 in one AADC code list)A5: 3/5 Flat: This is if you have a full tray, 150 pieces of either one 5-digit zip code or 3-digit zip code of FLATS.A6: Basic Flat: All other flats. B: Non-barcoded Letters/Flats 3.3 oz or lessB1: 3/5 Letter: This is if you have a full tray, 150 pieces of either one 5-digit zip code or 3-digit zip code of LETTERS.B2: Basic Letter: All other letters.B3: 3/5 Flat: This is if you have a full tray, 150 pieces of either one 5-digit zip code or 3-digit zip code of FLATS.B2: Basic Flat: All other flats. D: Letters/Flats more than 3.3 ozD4: 3/5 Automation: This is if you have a full tray of barcoded letters/flats, 150 pieces of either one 5-digit zip code or 3-digit zip code.D5: Basic Automation: All other barcoded letters/flats.D6: 3/5 Presorted: This is if you have a full tray of non-barcoded letters/flats, 150 pieces of either one 5-digit zip code or 3-digit zip code.D7: Basic Presorted: All other non-barcoded letters/flats. Mailing HousesNorthern California groups should use FIRST CLASS PLUS as their mailing house.Southern California groups should use PACIFIC RIM as their mailing house.

Sample Forms

ALUMNI GROUPS PROGRAM STATEMENT OF INTENTFISCAL YEAR 20___ For Support Between January 1 and December 31: FORM DUE JULY 1!

Please return this form to us either by mail (CAA Alumni Groups, 1 Alumni House, Berkeley CA 94720), fax (510-642-6252) or email to your Alumni Group Advisor.

Name of Alumni Group: _________________________________________________________

Please check one: CHAPTER CLUB CONTACT DISSOLUTION

As ambassadors of the California Alumni Association, we agree to uphold CAA’s expectations as outlined in the Alumni Groups Manual. We have read and understand the Manual; and agree to abide by all of the expectations to be recognized as a Chapter, Club or Contact in order to receive the benefits offered.

If at any time we feel we cannot abide by CAA’s expectations for the category circled above, we will notify our CAA Alumni Groups Advisor immediately to be transitioned to another category. We understand we cannot transition upwards until the next Year In Review period.

If after the calendar year is over we have not fulfilled our expectations as promised, we understand that CAA will transition us down a category, unless an explanation is filed with your Alumni Groups Advisor (thus activating our established appeals process).

We agree to respond to requests from students, alumni and CAA in a timely manner. It is also understood and agreed that the primary contact’s name, email and phone number provided below will be publicly posted on the CAA website and printed materials.

President/Primary Contact’s Information:

Full name: _________________________________________ Cal Class Year: ______________

Street address: __________________________________________________________________

City/State/Zip: __________________________________________________________________

Phone number: (____)_______________________ Type: HOME WORK CELL

Contact Email: _________________________________________________________________

Alumni Group Web Address: ______________________________________________________

Alumni Group Email/Listserv Address: ______________________________________________

Signed: ____________________________________________ Date:__________________ PRESIDENT / PRIMARY CONTACT

Signed: ______________________________________ Date Received: ________________ CAA ALUMNI GROUPS ADVISOR

Confirmed status with group via email Invited to CAGLeaders yahoogroup Added to “all the clubs” excel document Added to printed Group Brochure Added to CAA website Alumni Group section Check CADS coding (RC9, RC11, group code)

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STATEMENT OF INTENT/OFFICER STRUCTURE (CONT’D)(FOR CONTACT GROUPS ONLY, ALL FIELDS REQUIRED)

First Signatory Last First Middle

Class Year(s) Term Begin Date: Term End Date:

CAA Member? Yes No

Address City State Zip Code Preferred Phone Email

Second Signatory Last First Middle


CAA Member? Yes No


Third Signatory Last First Middle


CAA Member? Yes No


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STATEMENT OF INTENT/OFFICER STRUCTURE (CONT’D)(FOR CHAPTERS AND CLUBS ONLY, ALL FIELDS REQUIRED)

Treasurer Last First Middle


CAA Member? Yes No

Address City State Zip Code

Preferred Phone Email

Membership Chair Last First Middle


CAA Member? Yes No


Communication Chair Last First Middle


CAA Member? Yes No


Alumni Services Coordinator Last First Middle


CAA Member? Yes No


CAL SERVICES WE WILL PROVIDE**Chapters please check four or more **Clubs please check two or more ADVOCACY CAL PRIDE/SPIRIT LIFELONG LEARNING MENTORSHIP NETWORKING OUTREACH SCHOLARSHIP

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STATEMENT OF INTENT/OFFICER STRUCTURE (CONT’D)(FOR CHAPTERS ONLY, FIRST THREE FIELDS REQUIRED)

President Elect Last First Middle


CAA Member? Yes No

Address City State Zip Code

Preferred Phone Email

Secretary Last First Middle


CAA Member? Yes No


Other (please state) Last First Middle


CAA Member? Yes No


Other (please state) Last First Middle


CAA Member? Yes No


Please attach additional sheets with any other officers in your Alumni Group.

Page 44ALUMNI GROUPS PROGRAM 20__ YEAR IN REVIEW

Due: March 1, 20___For results between January 1 and December 31

Thank you for being a CAA Alumni Group and for your service to your community and Cal! Please contact your Alumni Group Advisor if you encounter any challenges as you complete this process.

All documents must be submitted/postmarked by March 1, 20__. Please indicate below which items are hard copy and which were submitted electronically. Alumni Groups that complete all documents in a timely fashion will ensure their continued affiliation in their category of choice (pending Alumni Group Advisor approval). Make a copy of your documents for your files.

The following documents are considered a part of your Year in Review submission:

Membership Roster Submit Electronically Submit Hard Copy

Income & Expense Statement Submit Electronically Submit Hard Copy

December 20___ Bank Statement Submit Electronically Submit Hard Copy

Alumni Group Services Summary Submit Electronically Submit Hard Copy

Alumni Group Bylaws Submit Electronically Submit Hard Copy

I confirm that this information is complete and accurate to the best of my knowledge.

____________________________ Chapter Club Contact Alumni Group Name Check One

____________________________ ___________________________First Name, Last Name Printed Signature

____________________________ ___________________________Officer Position Date

ALUMNI GROUP YEAR-IN-REVI

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For Alumni Groups Staff Use Only: Confirmed receipt of YIR to group via email Confirmed CAGLeaders yahoogroup subscription Confirmed “all the clubs” excel document info Confirmed printed Alumni Group Brochure info Confirmed CAA website Alumni Group section Check/Update CADS coding (RC9 & group code) Sent financial information to Accounting Enter events in 20__ Cal Services Summary

Membership Roster Received On: ___/___/_____Income & Expense Statement Received On: ___/___/_____December 20__ Bank Statement Received On: ___/___/_____Alumni Group Services Summary Received On: ___/___/_____Alumni Group Bylaws Received On: ___/___/_____ PROCESS COMPLETE: ___/___/_____

AG Staff Signature: ____________________________________________________

ALUMNI GROUP YEAR IN REVIEW (CONT’D)January 1, 20___ – December 31, 20___

MEMBERSHIP ROSTER

CAA requires your membership roster to code your alumni group members into the master alumni database, CADS (Campuswide Alumni Development System). We will also update the University’s information with your updated information.

Please email your membership roster to CAA (Excel format highly preferred). The following fields are required. Please note why you may not be able to include any of the below fields.

First Name Last Name Email address

The following fields are highly recommended. Please note why you may not be able to include any of the below fields.

Middle Name Maiden Name Full address (street, city, state, zip) Phone number Cal Class Year CADS Number CAA Member (yes/no)

Page 46ALUMNI GROUP YEAR IN REVIEW (CONT’D)

January 1, 20___– December 31, 20___FINANCIAL INFORMATIONINCOME AND EXPENSE STATEMENT (CASH BASIS)In order to comply with IRS requirements for the California Alumni Association tax return, Alumni Groups MUST report specific financial information. Please provide us your group’s financial information below. ALL FIELDS ARE REQUIRED .

January 1, 20___ to December 31, 20___Checking Starting Balance: $______________________Savings Starting Balance: $______________________Total Beginning Balance: $______________________

INCOMEMembership Dues $______________________

Interest/Investment Income $______________________

Donations $______________________

Event Revenues $______________________

Fundraising Revenues $______________________

Other (please specify): $______________________

TOTAL INCOME: $______________________

EXPENSESOperating/Administrative Expenses $______________________

Website expenditures $______________________

Events expenditures $______________________

Fundraising expenditures $______________________

Group Contributions to $______________________ Scholarships

Other (please specify): $______________________ TOTAL EXPENSES: $______________________ CLOSING BALANCE: $______________________

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ALUMNI GROUP YEAR IN REVIEW (CONT’D)January 1, 20___– December 31, 20___BANK STATEMENT

Please submit your group’s December 20___ bank statement. This information is required for internal accounting control and IRS reporting standards.

Checking Account Savings AccountBank Name and Branch

Account Name

Account #

Signatories

!!!REQUIRED!!!

Please mark AT LEAST one or more of the boxes below:

Our Alumni Group does not do anything financially. Our Alumni Group has our own bank account under an individual’s name. Our Alumni Group has our own bank account under the Group’s name. Our Alumni Group has our own bank account under the Group’s name, using the CAA’s tax ID. Our Alumni Group is a separate non-profit 501c3. Our Alumni Group has a custodial account with CAA (CAA controls your money). Other (please describe):

Page 48ALUMNI GROUP YEAR IN REVIEW (CONT’D)January 1, 20___– December 31, 20___SERVICES TO CAL

20___ YEAR IN REVIEW/SERVICES TO CAL SUMMARY(Attach any additional information you believe necessary to describe your efforts. Please copy this page as needed.)

ITEM NUMBER ____ – Please check which Service to Cal you are summarizing below: ADVOCACY CAL PRIDE/SPIRIT LIFELONG LEARNING MENTORSHIP NETWORKING OUTREACH SCHOLARSHIP

PROGRAM/EVENT NAME: ____________________________________________________

Date: ____/_____/20___ Event Chair: ___________________ Location: __________________Website for Event (if applicable): __________________________________________________Number of Attendees: ______ (please attach roster of attendees)

Describe what your Alumni Group did to satisfy this Service to Cal as specifically as possible.

ITEM NUMBER ____ – Please check which Service to Cal you are summarizing below ADVOCACY CAL PRIDE/SPIRIT LIFELONG LEARNING MENTORSHIP NETWORKING OUTREACH SCHOLARSHIP

PROGRAM/EVENT NAME: ____________________________________________________

Date: ____/_____/20___ Event Chair: _____________________ Location: ________________Website for Event (if applicable): __________________________________________________Number of Attendees: ______ (please attach roster of attendees)

Describe what your Alumni Group did to satisfy this Service to Cal as specifically as possible.

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ALUMNI GROUPS DATA MANAGEMENT PROTOCOL AGREEMENT

The University of California and the California Alumni Association (CAA) are aware of the growing concern about privacy. In an age with increasingly aggressive marketing tactics and identity theft, issues of what information is available to whom, and when, are at the forefront of our thoughts and have informed the creation of the CAA’s policies about data distribution and maintenance.

CAA will always do as much as we can to get current, useful data to our Alumni Groups around the country as we know this data is essential for the continued vibrancy of the Alumni Groups. To facilitate this, one officer from each Alumni Group will need to sign our Data Management Protocol Agreement (DMPA, this form).

If CAA does not have the signed form, we will help the Alumni Group find a mailing house to which they can send all the materials and CAA can send the addresses. The mailing house will then send the flyer or other document to the constituents defined by the Alumni Group. The Alumni Group will need to alert the CAA staff if it wishes to use a mailing house with which CAA does not already have a working relationship. Such a mailing house will need to read and sign a privacy agreement.

If, however, we have this document on file, we will produce and distribute lists of contact information for relevant alumni to a Group leader, with the following stipulations:

Lists will be considered SINGLE USE ONLY documents. Lists will be destroyed after initial use. Lists will be used and destroyed within one month of receipt of list. Data will be:

o Transferred via secure means from CAA to the alumni group officer who has signed the DMPA (via FTP, hard copy or CD)

o Transferred via secure means from the alumni group officer to CAAo Kept in a secure location while in use

Alumni Group will convey any requests for removal from mailings, emails or phone calls to an Alumni Groups Advisor.

All emails will include an option for the recipient to exclude her/himself from future communications.

Any computer containing data provided by CAA will be sufficiently secured through firewall protections and password protections.

The signatory will ensure that any group members involved in handling the data for its intended purpose be aware of and abide by the DMPA.

Alumni Group will include their alumni group advisor in all mailing lists. Alumni Group will allow three weeks for production of list (by CAA staff). CAA Staff is able to provide data lists up to four times a year to an Alumni Group. Alumni Group understands that the data provided by CAA will be appropriate to the

current task (e.g. a listing of email addresses for an email communication or a list of street addresses for a hard copy mailing).

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ALUMNI GROUPS DATA MANAGEMENT PROTOCOL AGREEMENT (CONT’D)

Alumni Group can maintain an independent list of members/interested parties based on responses from mailings. Alumni Groups are free to use the data from their own lists for mailings.

Alumni Groups will provide their member lists to CAA annually through the Year In Review document. Often, the CAA/University database is more current than those maintained by the individual Groups; we will update addresses we think are out of date and code members in our database from these lists—such coding allows us to provide better information to the Alumni Group’s leadership about their membership and new alums in their area.

Guidelines for Maintaining Independent Alumni Group Records Keep track of each alum’s preferences for how they wish to be contacted. Keep lists with CADS ID associated with names (all lists produced by CAA will contain

CADS IDs for all alums). Send any updates (communication preferences, changes to address, phone number or

email) to an Alumni Group Advisor (include CADS ID).

I, the undersigned, have read and understood the contents of this document and promise to abide by the above stipulations. I understand that if I do not follow the above rules, I put my Alumni Group at risk of being dissolved immediately.

Alumni Group Name Date

Printed Name Signature

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Glossary

@calThe online community of Cal alums and members of CAA. Find the community and update your information at cal.berkeley.edu

@cal caféThe social networking tool for Cal grads and members of CAA. Find the café by going to calcafe.berkeley.edu

Active MembersIndividuals who consistently attend meetings, events and functions as well as volunteer and correspond with the Alumni Group regularly.

Alumni Groups AdvisorCAA staff member who ensures that Chapters, Clubs and Contacts receive the benefits of affiliation with the California Alumni Association, as well as ensure all requirements are being met by the Alumni Groups.

Alumni Groups Annual Meeting (AGAM)The annual meeting of alumni group leaders held in the summer in Berkeley.

Alumni Groups BrochureA printed document sent to all dues-paying members of the California Alumni Association as well as being available at the Alumni House. It contains the contact information for each of our Alumni Groups, including the primary contact’s name, email, phone, address and group’s website.

Alumni House RentalThe CAA rents out the Alumni House for events, parties, social gatherings, conferences and community functions. In regards to the Club and Chapter benefit, CAA will cover the cost of the room rental, set up and clean up done by CAA event staff and for the presence of the Event Assistant. Your Alumni Group will be responsible for any other fees such as linens, catering, decorations, etc. More info: alumni.berkeley.edu/About_CAA/Rent_Alumni_House.asp.

Bear ConnectionsThe online networking tool providing Cal grads easy access to other Cal grads for career guidance and support. ( alumni.berkeley.edu/bearconnections )

Board of Directors, California Alumni AssociationThe governing body of the membership of the California Alumni Association. Each board member serves a three-year term and is selected to engage in the Policy Governance work of the Association. More info: alumni.berkeley.edu/board.

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http://www.alumni.berkeley.edu/About_CAA/Board_Nomination.asp

http://www.alumni.berkeley.edu/bearconnections

http://www.alumni.berkeley.edu/About_CAA/Rent_Alumni_House.asp

https://calcafe.berkeley.edu/

https://cal.berkeley.edu/

CADS—Campuswide Alumni Development SystemCADS is the official University database for the UC Berkeley campus containing records for people and organizations associated with UC Berkeley, including alumni, donors, prospective donors, faculty, parents, corporations and foundations and members of the California Alumni Association. It is the official University database for the Berkeley campus. Your Alumni Group Advisor will use it to fulfill your data requests.

CADS IDEvery person and organization in the CADS database has a unique CADS ID number. Associating the correct CADS ID with each of your members in your own database will facilitate updates to CADS, resulting in future data pulls to be more accurate.

CAGLeaders YahoogroupCAA sponsors a yahoogroup for all Alumni Group presidents and interested alumni group members. A yahoogroup is an online group which allows email to be sent to all members, files to be shared and a calendar to remind members of deadlines.

Co-sponsorship of EventsAlumni Groups may wish to co-sponsor certain Berkeley events in their area. When partnering with CAA or the campus, the Alumni Group will be prominently listed as a co-sponsor and be involved in the event-planning process.

Data Management Protocol Agreement (DMPA)CAA is bound by campus policy and by state and federal laws regarding data use and privacy. Given the sensitive nature of data, Alumni Groups are required sign and adhere to an agreement defining the management and protection of CAA-provided data. CAA is committed to ensuring that the data we provide is used appropriately.

DissolutionThe process of terminating the relationship between the Alumni Group and CAA. This can be initiated by the Group or in certain cases by CAA.

Event Liability CoverageCAA provides general event liability coverage for Alumni Group events when specifically requested in writing by the venue. Information your Alumni Group Advisor will need: name of event, type of event, location (including full address and phone number), date, time start and end, will food be served, will alcohol be served, number of attendees, is there a fee/donation for the event and a short description of the event.

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Event Support AssistanceCAA provides event support assistance to our Clubs and Chapters for expenses such as venue rental, catering, decorations, a speaker’s travel/meal expenses and any other expenses that may be associated with an event. These funds CANNOT be applied as an honorarium to the guest speaker (although your Chapter or Club may wish to do so out of your own funding, but this is not an expectation). Clubs receive $500 per year (may be used for one event only) and Chapters receive $1000 per year (may be used on up to two events).

Key Events (Alumni Group Advisor Attendance)Chapters can request Alumni Group Advisors or other CAA Staff to attend key events that reach a wide range of constituents. Staff will need at least three months lead time to prepare arrangements for the trip. If you request the attendance of a CAA Board or senior staff member, please work with your Alumni Group Advisor to prepare a briefing document in advance.

List GenerationProduction of lists of alumni data for Alumni Groups. The lists include all alumni, both CAA and non-CAA members. See also Data Management Protocol Agreement.

Mailings (Chapters only)For Chapter Groups, CAA provides up to $500 for one paper mailing per calendar year. CAA can reimburse the group or can help plan and execute your mailing with three months notice. Mailing costs can include design of the material, copying, postage and any mailing service fees. Please see pages 38-39 of this manual for an explanation of the Bulk Mailing process.

Membership RosterAs part of your Year in Review document, you will submit a complete listing of all members (both active and passive) of your Alumni Group so CAA can code your members in the CADS database and update the University’s information.

Online Event PostingCAA has an online calendar to advertise Alumni Group events. Your Alumni Groups Advisor will need the following information to facilitate your posting: event name, location, start and end times, a brief description, fee or admission information, RSVP information and a website and email address for guests to contact if they have questions about your event.

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Preliminary InquiryIn regards to requesting a speaker for your event, a preliminary inquiry should be sent first before a formal ask. You can send several preliminary inquires at one time. Information included should be: several date options, proposed location (city name), approximate number of participants, profile of the audience, structure of event (lunch, dinner, reception, etc.), length of speech and reimbursement options. The correspondence is meant to gauge their interest.

Services to Cal The seven Services to Cal are opportunities for your Group to positively impact the greater University of California, CAA, alumni, students and the Berkeley community and to contribute to the viability of the institution and all it serves.

SignatoryA person who is a signer on an account or for a document. The person is bound to the document’s requirements. 4 signatories are required for a Contact group.

Statement of Intent DocumentDocument due by July 1 stating that an Alumni Group wishes to be a chartered group under the California Alumni Association.

University Policy on Non-Discrimination The California Alumni Association in accordance with the University of California, and in accordance with applicable federal and state law and University policy, prohibits discrimination, including harassment, on the basis of race, color, national origin, religion, sex, disability, age, medical condition (cancer related), ancestry, marital status, citizenship, sexual orientation or status as a Vietnam-era veteran or special disabled veteran. This non-discrimination policy covers admission, access and treatment in University programs and activities including but limited to the California Alumni Association reserving the right to not recognize groups who apply for Alumni Group status who violate the terms set forth above.

Websites (available through @cal)CAA Alumni Group websites allow Groups to easily maintain an information center for members and interested alums. Pages are designed to showcase events, photos, highlight news and provide Group leaders’ contact information. CAA expects Alumni Groups to keep information on their websites current.

Year in Review DocumentDocument due by March 1 stating the group’s activities, membership roster and financial information as required by the CAA to maintain their status as a chartered Alumni Group of the CAA.

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