The Caltech Alumni Fund

Wrap Up Appeal sent to LYBUNTs, lapsed, and will gives Student Phone Program thru mid-September Staff Phonathon week September 22, pledge reminder focus Projections: 28% participation 5154 gifts

The Caltech Alumni Fund

2003–2004 OVERVIEW 2002 – 2003 Summaries completed operating calendar created thru December 2003 Year-long tentative programs calendar created Conclusion: Anticipate that first 90 days of Fund year to proceed on schedule

The Caltech Alumni Fund FIVE YEAR PLAN REVIEW Three Components Over Five Years Increase retention rates From 50% - 60% for new donors From 77% - 85% for all donors Improve lapsed reacquisition rates From 47% - 70% Increase new donor acquisition rates From 2% - 10% and maintain at 6%

The Caltech Alumni Fund : 1 st Year of Five Year Plan Retention of Donors to date Overall Rate: 3481 donors renewed this year Retention rate : 66% (based on 5295 donors) Retention : 77% Goal = 77% retention in , 3968 donors Strategies: MAIL and Volunteer Calling First Time Donor Retention: 94 first time donors renewed this year Retention Rate : 20% Retention : 50% Goal = 50% retention of first time donors ‘03-’04, 148 donors Strategies: SPP and Volunteer Calling

The Caltech Alumni Fund 1 st Year of Five Year Plan Acquisition of New Donors Acquired 297 in ; 5% new donor acquisition Goal = 6% acquisition in Strategies: SPP critical New donor acquisition must begin to rise sharply to reach 10%, then level off New donor retention must also increase

The Caltech Alumni Fund 1 st Year of Five Year Plan Re-Acquisition of Lapsed Donors 710 lapsed reactivated in , 47% reacquisition rate 1814 lapsed in Goal = decrease the number of lapsed donors with better retention Goal: re-acquire lapsed donors at higher rates: 50% Strategies: SPP critical What is the role for volunteers?

The Caltech Alumni Fund

REVIEW OF FIVE YEAR PLAN Increase participation to 50% and sustain Increase current use dollars and sustain This initial effort focuses on the participation side Due to new leadership and staffing vacancies, plan for smaller increases this year Not 20% 20% 20% 20% 20% But 15% 21% 24% 22% 18%

The Caltech Alumni Fund TRANSLATE TO NUMBERS Total gifts in Fund Year 07-08: 9,500 By Program/Method: Leadership Gifts (non-reunion) 400 Reunion Program1,200 By Direct Mail (other than reunion)2,500 (non-Alumni Contact) 800 Student Phone Program (non-reunion)2,500 Alumni Contact Program (non-reunion)2,100 Note: Student Phone Program includes converting “Will Gives” Note2: Other programs may be designated and separated from “methods” (young alums, international, etc.)

The Caltech Alumni Fund GOALS FOR FUND YEAR Base Year 15% increase Goal Leadership 250(150) Reunion* 600(600) Other Direct Mail2,000 (500) 75 2,075 Other 200(600) Other Alum Contact 600 (1500) Other SPP2,000(500) 75 2,075 Note: Total five year increase in parentheses Note2: Since previous years vary for multiple reasons, the Base Year figure was based on discussions with staff Because staff vacancies particularly affect the Reunion Program, the goal of this program is only an 8% increase

The Caltech Alumni Fund STRATEGIES - GENERAL Lia has prepared basic elements for first three months of new Fund year Fill staff vacancies as soon as possible Use alumni volunteers to fill critical gaps (CAFAC) Set goals for first year of Five Year Plan Develop Operating Plan to achieve first year goals Develop comprehensive calendar with key planning and prep dates to help meet operating plan deadlines

The Caltech Alumni Fund GENERAL STRATEGIES (cont’d) Special emphasis on Building the Volunteer Base Build leadership giving in coordination with Associates and Principal and Major Gifts offices Continue coordination with the Only One Campaign Continue to develop Student Relations Initiatives Address the issues of a Key Constituency (Young Alums?) Maintain Reunion effort

The Caltech Alumni Fund

DIRECT MAIL PLANS  The first direct mail piece will go out as regularly scheduled – mid- October in advance of alumni and student calling. Lia will complete the basic elements of this piece before her departure.  The theme for the piece will be the importance of current use funds, and how alumni support the Campaign by giving to the Alumni Fund. We hope to have the Chair of the Trustees, Ben Rosen, sign this piece  All mailing supplies are on order and will be ready by October 1  A Holiday Card, with variations for different groups, will be created and sent as in previous years  The rest of the Direct Mail Program will be evaluated to determine further mailings and coordination with the Program and the Reunion Program  Specialized mailings are expected to be developed for the young alumni and graduate degree recipients

The Caltech Alumni Fund ALMUMNI CONTACT PROGRAM PLANS BY THE NUMBERS (phone contact program with possible to those unable to be reached, some signed letters to specific groups) Note: Previous callers have achieved about 90% success getting either a pledge or a “will give” Based upon this success rate and the desired ratio of pledges to “will gives,” 1,361 contacts will achieve the goal of 825 pledges, and the related goal of 400 “will gives” Callers needed at 5.5 contacts per caller: 247 over all three sprints Persons 1.3 sprints per person: 190 Want to have 60% of calls made in fall, 25% in spring and 15% in summer This means, we want 148 callers in the fall Recruiting 25 class chairs in 40’s, 50’s and 60’s recruit 4 callers each (some will include themselves) = 100 callers 10 recruiters for 70’s, 80’s, 90’s and Biology recruit 3.5 callers = 35 callers 14 recruiters/option chairs in Chem, ChemE, PMA, E&AS recruit 4 callers each = 56 callers Total of 191 persons

The Caltech Alumni Fund CONTACT PROGRAM - STRATEGIES All Sprints and Appreciation Sessions are calendared Mike initiated additional recruiting campaign during the summer Lia will produce the basic elements of supporting materials before her departure to ensure that materials will be ready. Fund staff will compile and mail calling packets Mike will be following up with recruiters and will continue recruiting efforts to meet fall goals. An Appreciation session will be set up to follow the fall sprint Needs for winter recruiting and spring and summer sprints will be evaluated and appropriate plans developed to achieve goals The Winter Recruiting Drive will focus on replacing previous volunteers who did not continue this year

The Caltech Alumni Fund STUDENT PHONE PROGRAM PLANS Let Elin continue to do her fantastic job Elin currently assessing program needs and setting goals: –Determine number of contacts desired, by type (non-donor, lapsed, “will gives,” pledge reminders, appreciation calls) –Estimate number of student phone hours to make desire number of contacts –Try to make 15% of contacts in fall, 20% in the winter, 20% in spring, 45% in summer –Determine number of students needed to fill hours in each season Set pledge rage, contact rate, average gift goals by donor type Set foci for each program –Fall: undergrads, Winter – Grads, Spring – “will gives” ?

The Caltech Alumni Fund STUDENT PHONE PROGRAM CALENDAR Fall 03 –Student supervisors to attend Student Managers Workshop, September 20 –House visits –Fall Career Fair 2003, October –Focus on calling undergraduate alumni –Soccer Team Challenge Winter 04 –Career Day 2004, January –House/Team/Club Challenge –Focus on calling graduate alumni Spring 04 –House/Team/Club Challenge –Summer recruitment effort –Focus on Reunion calls Summer 04 –Pledge Reminder calls –Will Give callbacks

The Caltech Alumni Fund STUDENT EVENT PLANS Frosh BBQ The purpose of a frosh event is to introduce the students to the Alumni Fund and Caltech alumni and to celebrate the completion (almost) of their first year at Caltech. This event should occur during the Spring term. Seeing as the inaugural event was held in June, improvements can be made for next year’s event. Sophomore Core Completion party The Alumni Association and the Alumni Fund will come together to help sophomores celebrate the completion of their core requirements, a major accomplishment in in a Caltech education. The event is planned for Winter term Senior Class Gift A SCG committee will be organized in the Fall. As the seniors raise funds for their designated gift throughout the year, a party celebrating their progress will keep motivation and interest high. There will be a celebration once they reach their goal as well. Grad student degree recipient reception Graduation time will be the setting for this celebration for degree recipients. Seminar Day BBQ The BBQ will be very similar to last year’s event. A new theme will be chosen. There will also be an emphasis on acquiring more funding to subsidize student meals.

The Caltech Alumni Fund REUNION GIVING Recruiting taking place for class chairs; have all class chairs in place by November 1; will need Advisory Council or alum volunteer(s) help Lia/Elin will meet with chairs in place at Conference and will work with them on a class letter for the first mailing Reunion direct mail piece signed by available class chairs drops in October; Text recycled from , Cynthia currently designing supplies, Elin will coordinate mailing Class lists will assist in setting class-specific goals (remembering target goal is 65% participation with a minimum of 75 gifts) New Associate Director will follow up on class committee formation; review needs; encourage solicitation If possible, we should try to plan special activities for 10 and 25 year reunions

The Caltech Alumni Fund LEADERSHIP GIVING Replace Lead Volunteer Identify current leadership donors and assign to staff, alumni volunteers (as recruited), and, possibly, students Identify potential leadership donors and assign to staff, volunteers Coordinate activities with Associates office and Principal and Major Gifts office As done in previous years, develop a specialized piece to be included in fall mailing

The Caltech Alumni Fund Program program different from Alumni sending s to those not able to contact by phone Note accomplishments of separate program – focused s to designated groups, and determine if goals are realistic Determine best focus of separate s (constituency groups – young alums, grad degree recipients, marrieds, international, etc.) Develop two or three s aimed at specific groups (signed by faculty? students?) Always include link to on-line giving with s