ALUMNI CLUBS
HOW DO I . . .
ORGANIZATION
Start a new club?
New alumni groups are formed everyday. Please visit the listing to make sure your area does not have a club. If you do not find a group in your area, e-mail Kimberly Lowe to begin the process. Please note, you must be a member of the Alumni Association to start a club.
You will be asked to provide us with a listing of zip codes in your area. Using the university’s database we can inform you of other alumni in your area. Based on the number of area alumni, an organization strategy will be discussed.
Contact other alumni to develop an initial leadership base. A group of 10-12 volunteers who are interested in organizing the club should be identified. Set up a time and place for your first meeting. An Alumni Association representative can talk with the group and assist in the organization of your club.
Schedule meetings. Scheduling events that are of interest to the alumni in your area can quickly increase participation. Provide a means of communication to facilitate the introduction of new ideas and to identify persons who are interested in filling future leadership positions (a periodic newsletter, listserv, or flier can help spread information).
Keep the Outreach & Engagement Office informed. The Alumni Association has many resources to assist you, including printing and mailing services. Timely notification of your plans gives us the best opportunity to support you in your efforts.
Request a list of alumni in your area?
Alumni clubs are entitled to an annual listing of alumni in the area. Lists are available in electronic, hard copy and/or label format. To request your list complete and return an information release form.
Contact Heidi Glanzman to specify the format and perimeters (all alumni, association members only...) for your list.
Conduct an interest survey?
Whether your club is organizing or branching out with new programs, it is important to know something about the alumni in your area. We suggest periodic surveys. Consider questions about possible programs, volunteer interests, and talents. Limit the survey to five questions and encourage additional comments. Surveys can be conducted at meetings, through a mailing, via your listserv or using on-line service like Zoomerang.
Recruit members?
There are many creative ways to market your group.
● Hold a kick-off event and distribute membership applications.
● Use the Association’s print and mail services to send postcards advertising the benefits of membership in your group.
● Create a member-pricing level for your events.
● Start a Web site and use PayPal or similar service to collect membership dues.
● Ask current members to participate in a membership-recruitment contest.
Recruit volunteers?
Relationships are key in recruiting and retaining volunteers. Get to know your members and personally ask them to become volunteers. Find out what contribution a volunteer wishes to make and match their skills and interests to tasks. Create opportunities for volunteers to make meaningful contributions like supporting a worthwhile cause.
● Make volunteering easy.
● Clearly define volunteer leadership roles and projects and be flexible. Have short-term commitments related to a task, not a title.
● Concentrate on good “followership;” the expectation is that most members will share the workload.
● Create a climate of participation. Instead of asking an individual to do all the work, develop small teams to encourage collaboration.
● Involve as many individuals as possible.
● Value your volunteers.
● Be flexible. Your volunteers will bring different opinions and ways of doing things. Be willing to do things in a slightly different way.
● Acknowledge volunteer contributions by saying thank you often and in front of their peers.
● Communicate the importance of their contributions and how they fit into the big picture of a successful organization.
● Be a great leader.
● Be realistic about what you have the time and ability to do.
● Delegate tasks.
● Make sure volunteers understand their responsibilities and rely on them.
● Involve volunteers in decision-making.
● Set no more than three attainable goals per year.
● Celebrate with the membership once goals have been accomplished.
● Have fewer board meetings and make them shorter. Assign a facilitator to make sure the meeting follows the agenda. Try to keep meetings to an hour.
Organize my board?
Appoint at least 4 members to your board. One must be president/primary contact for the group and one must be treasurer.
Try to diversify your officers in regards to age, gender and interests.
Be clear with board members in regards to time commitment
Develop board/officer descriptions to help match board members with positions that highlight their skills
Be sure to have a succession plan in place
Provide the association with an updated list of officers?
E-mail Susan Long with the results of your election.
Get chartered?
In order to receive a charter your group must
● have a full board of officers (minimum of four);
● submit a constitution to the OSUAA board for approval;
SAMPLE CONSTITUTION
● submit a complete list of dues-paying members;
FINANCES
Become self-supporting?
Each alumni group needs to be financially self-sufficient. You may choose to charge local membership dues (separate from the Alumni Association, Inc. dues) to cover your group’s operational expenses. Consider adding a small per-person charge or handling fee to each event to raise operational funds.
Establish a bank account?
Each group should establish its own checking account. To do this, a volunteer must complete a form called an SS-4, or an application for an Employer Identification Number. The SS-4 is most conveniently available through the IRS’s Web site or form hotline (800) 829-3676. Once the form is completed, you can mail or fax it to the IRS. If you have questions about the SS-4 please contact Kimberly Lowe for assistance.
Learn more about our 501 (c) (4) tax-exempt status?
501(c)(4) tax status permits certain tax exemptions for the alumni club. These exemptions may not include exemption from your state’s sales tax. 501(c)(4) is the preferred status by the university and the Alumni Association to keep fund-raising centralized inside the university. Being a 501(c)(4) requires a simple imformational reporting to the IRS once a year. There is also a more involved reporting process and the Alumni Association can assist you with any necessary preparations.
● What is tax exempt? The IRS basically defines a tax exempt entity as non-profit (IRS Publication 557).
● As a 501(c)(4) what are we exempt from? Paying taxes on earned income such as interest and dividends.
● What is a EIN? It is a federal Employer Identification Number, issued by the IRS and used by the IRS to identify and keep track of business financial transactions. Unless your group is very new or had minimal activity, it is most likely that you already have your own EIN.
● May I use The Association’s EIN? No, you must have your own EIN.
● Where and how can I get an EIN? First, please check with the Association Finance Office to see if our records show your club already has a EIN. If not, you can apply via phone. The number is (800) 829-4933. You will need the information on form SS-4.
● What if our club has two EIN’s? The IRS does NOT want you to have two EIN’s. Please take the necessary steps to transfer all assets to the EIN that is filed with the IRS through our Group Filing. Also, write a letter to the IRS requesting that they cancel the other EIN. Contact the Association Finance Office for assistance or call the IRS at (800) 829-4933.
● What if I still have questions? Contact Sherry Chapman.
You may have to seek legal or tax specialist advice for very technical issues.
Participate in group filing?
● What is Group Filing? It is an informational filing by a central organization (OSUAA) of affiliated subordinate organizations (clubs/societies) who qualify to be recognized as exempt from income tax (under section 501(c)(4) of the tax code in our case). This filing is to advise the IRS of: a) name and address changes of the contact person for each subordinate organization, b) whether or not the organization is still active, and c) any major changes in their operations. There is a place to indicate whether your group is required to file a 990. The IRS requires this filing annually. It is due 90 days before the end of the central organization’s fiscal year. For us, that means due to the IRS by the end of March.
The date when your group files to qualify as a 501(c)(4) starts a statute of limitations of any future filings (see IRS Publication 557 for definition). Your group can save at least $500 in separate filing fees by filing as part of the OSUAA group. The Alumni Association pays the fee, making participation free to you. Groups are not charged for the administrative time in filing the annual return.
● How does my club participate? You may participate in group filing if our club is constituted by the association’s board as a sanctioned group. Your club qualifies as a 501(c)(4) tax exempt group. Please see IRS Publication 557. This is the only group filing we have. OR Your club completes the Association’s Group Exemption Annual Information, which is mailed out annually in January. This form requires a minimal amount of time and effort on your part, approximately 30 minutes, to fill out and return. We provide a self-addressed, stamped return envelope or it can be filed electronically.
● Does our participation in the Association’s group filing replace filing our own taxes? No. You are recognized as an individual entity to the IRS. You are verifying that you qualify to continue with your tax-exempt status by participating in the group filing. You will need the Association’s Group Exemption Number (GEN 8074) to put on your tax return. You will need to file a 990 if you had gross receipts of $25,000 or more (CAUTION: gross receipts are not net income, see below) or a 990T for UBIT, Unrelated Business Income Taxes in excess of $1,000.
● Gross receipts are the sum of all monies deposited in your treasury without deducting expenses, even if it is a direct expense. For example, your group has a tailgate party and the cost is $10. Even if the total $10 is used to cover food and beverage, that $10 would be included as a gross receipt.
● You are required to file taxes four and a half months after the close of your fiscal or calendar year. All of our clubs/societies operate on a calendar year basis. Therefore, your tax filings are due May 15 of each year for the past year, ending December 31. If you require additional time, you must file an application for extension of time to file an exempt organization return, form 8868, by the May 15 deadline. Please see the instructions for Form 990 in Section H, “Due Date: 15th day of the 5th month after your accounting period ends.”
● What is UBIT income? Per Publication 598: “Unrelated business income is the income from a trade of business that is regularly carried on by an exempt organization and is not substantially related to the performance by the organization of its exempt purpose or function, except that the organization uses the profits derived from this activity.” Publication 557 and Publication 598 deal with this specific type of income.
● What if we receive a 990 from the IRS? Being included in our group filing may trigger the IRS to send you a form 990. We recommend you complete this form to report whether you did or did not earn gross receipts of over $25,000. Generally this requires that you complete the first few lines of the return, sign and return via mail.
● What is a 1099? A 1099 is a statement of income that you received for such earnings as interest earned on your savings or checking account or dividends.
Work with corporate sponsors?
Corporate partnerships can provide benefit for all parties involved. They give your group an opportunity to build identity with the added benefit of additional resources. Strategic business alliances have assisted clubs in funding newsletters, Web sites, and events. Sponsorship commitments should be made with careful consideration, however, using the guidelines provided below. Clubs should forward all sponsorship agreements to Kimberly Lowe for review before signing the document.
● Get agreement in writing. Do not sign any long-term agreement that requires any financial commitment.
● Take the time to fully understand the sponsorship agreement.
● Review how much visibility will be given to the sponsoring entity.
● Make sure the sponsor’s product or service complies with the Alumni Association’s advertising policy. The association does not accept advertising for: alcoholic beverages, tobacco, or personal hygiene products; advocacy positions (political, philosophical, religious, moral etc.); contributions for a purpose not directly affiliated with or benefiting The Ohio State University or the Association.
● Are there competing sponsors? If so, how will your club respond to this situation?
● Make sure you solicit sponsors fairly, giving all parties an equal chance to participate.
● For more ideas about corporate partnerships and to get a copy of a sample partnership agreement, contact Kathy Bickel.
Club and Society sponsorship arrangements must not conflict with the OSUAA sponsors. A yearly sponsorship audit will be conducted by the OSUAA and all groups will be expected to provide lists of current and potential sponsors.
COMMUNICATION
Send a mailing to alumni in my area?
The Alumni Association offers print and mail services to make it easy to contact your alumni.
Postcards - Clubs receive the free production of a postcard once time a year; the group is still responsible for postage. Clubs can save money by planning ahead to take advantage of third-class postage rates. Third-class mailings can take three-to-four weeks and the mailing must be at least 200 pieces.
Special projects - Anything we print and mail beyond the standard event announcement postcard is considered a special order. Special order printing and mailing costs are the responsibility of your group. It must first be reviewed by the Outreach & Engagement Office to determine if we can print and mail it.
Contact Taryn Jones to discuss options for your mailing.
Start a Web site?
Ask around – one of your members or their children might have Web site building skills. If no one has Web design expertise, consider mSITES, ClubExpress, or similiar service.
While we do not have the staff or resources available to help our groups design a Web site, the Association offers Web site hosting space on our server. This service includes the following:
● Free domain name in the form
http://www.alumni-osu.org/GROUPNAME
● Free hosting space on our server
● FTP access to upload pages and files to our server
● Free e-mail forward GROUPNAME@alumni-osu.org to forward to an existing email address
● Our server supports: HTML, JavaScript, PHP, MySQL, Perl and Python CGI Scripts, and SSI. We do not support Microsoft FrontPage extensions.
●Access to use our group SSL Certificate for secure transactions.
● Support for password retrival and log-on issues
For information contact Nate Britton.
Create a listserv?
We can provide you with tools to easily create and maintain e-mail listservs via our system's web interface. For information contact Nate Britton.
Use the OSUAA logo?
As constituent groups of the Alumni Association, clubs and societies may use the OSUAA logo in its official and unaltered form and in conjunction with the name of the club or society for official business – from signs announcing events, to stationery, to a logo for a T-shirt or coffee mug.
Prior to producing any item, whether for sale or other distribution, you must get written permission from the Alumni Association for the specific use. Permission must be obtained for each new item – you cannot transfer approval for one item to another. If the item consists of a series, such as a newsletter, the permission will remain valid for that item in the form approved. Please forward your requests for approval to Kimberly Lowe.
Use of the OSUAA logo is prohibited on or in connection with the promotion of tobacco products, gaming items, alcoholic beverages, undergarments, or personal hygiene products. The Alumni Association, as the owner of its logo, reserves the right to determine the appropriateness of any proposed used.
Please remember that any use of the university or athletic logo is not permitted.
Create a logo for my club?
Many groups want to alter the Alumni Association logo to suit their individual identities. As a general rule, you may add elements as long as the logo itself is not altered or obscured (i.e. placing elements on top of the Alumni Association logo, changing the color). Before hiring a designer, submit your design idea to Kimberly Lowe.
Use of your club/society logo is prohibited on or in connection with the promotion of tobacco products, gaming items, alcoholic beverages, undergarments, or personal hygiene products.
Remember that the Alumni Association cannot authorize your use of university/athletic logos (including but not limited to the athletic Block O, university seal, Brutus and academic logos), images, or copyrighted phrases. Web sites and newsletters containing these images will not be considered for awards.
MEETINGS
Create an event?
Suggested timeline
12 to 16 weeks before your event
Each group has its own personality and different programming goals. Determine what your club wants to accomplish with your event and then select a format that fits. For example, if you want to promote networking, hold a reception instead of a dinner.
Invite any special speaker(s). If requesting a university speaker submit the online request form.
Set a budget.
Find a facility and caterer.
Consider a save the date e-mail.
10 to 12 weeks before your event
Confirm any special guests.
Confirm the date and times for your facility.
Make assignments for the responsibilities on your event checklist. SAMPLE CHECKLIST
Set dates for pre-event volunteer meetings.
Seven to eight weeks before your event
Follow-up with volunteers.
Send invitations.
Confirm facility arrangements.
Contact local media for publicity.
Three weeks before your event
Check the RSVP list. Make calls to regular attendees and members who have not registered.
Two weeks before the event
Purchase gifts, awards or certificates.
Secure decorations.
Finish your printed programs.
Confirm audio-visual needs with the facility.
Plan the evening’s agenda; include an alumni representative if applicable.
Within one week
Confirm the attendance count and all arrangements with the facility.
Confirm all assignments on the checklist.
Set a follow-up and evaluation meeting shortly after the event.
SAMPLE EVALUATION
Request meeting space at LAH?
To reserve a space, please contact the events department at (614) 292-3067.
Meeting space policies
● Free room rentals still apply to all clubs and societies.
● All clubs MUST have a signed contract in the events department for all scheduled events BEFORE the event, even though the event rental is free. If the event department does not have a signed contract on file before an event, then the event will not be held on that day.
● Meetings that are scheduled on a regular basis may be reserved in advance but must be renewed each year. These reservations will not extend without a contract.
● All additional equipment requested for an event is billed to the club. (Example: long distance fees, audio-visual equipment, linens, skirting, flipcharts, etc.)
● A 15 percent catering site fee will be added to all food and beverage orders through the approved caterers list. No outside food or beverage permitted. All alcohol must go through the event department.
● Clubs that have meetings after 5 p.m. will be allowed into the building 30 minutes prior to their meeting start time, banquets excluded. Other special arrangements can be made through the events department at (614) 292-3067.
● With the intent of effective use of the building, we request that groups of less than five re-evaluate their need for a room.
● Clubs are allowed to schedule an event up to a two-year period from the date or origination if they are going to have a “paid” status. Paid status means they are having catering with the 15 percent fee not that they pay room rental. If there is not a “paid” status then a club may reserve space up to 2 years but the “bumping clause” will be in affect, see “Bumping Clause” below.
● Clubs may choose to have their general meetings after hours on Tuesday or Wednesday evenings ONLY or Saturday mornings from 9 a.m. -12 p.m. only. They may also have their meetings M-F during normal building hours. These meetings are “free.” If a club would like to have a meeting on a different evening other than a Tuesday or Wednesday they are more than welcome to book that date. Please note that there may be charge of $40.00 for a labor fee if there is not another paid event reserved the night of the requested meeting. Reservations can be anytime up until 12 a.m.
●The event department is placing in affect a “bumping clause” for societies and clubs for their “meeting only” events. Up to 60 days prior to the event reservation the event department has the option to reassign the meeting to an alternative room or date. The Event Department will first call the society or club to discuss.
● A conference set-up fee of $75 will be assessed to all events that require an event reservation over one rental room.
● Housekeeping fees will now be assessed to weekend events for societies and clubs. These fees will be assessed to the groups that are larger than 25 guests and/or if there is catering reserved for the event. The minimum fee will be $150. Housekeeping is required and is reserved by OSU with a minimum of four hours. Additional fees may occur if the housekeeper is required to do additional work not feasible for completion within the four-hour shift. The price of housekeeping is based on OSU's rate and may change if their prices change.
● If a club cancels their “paid” event less than 30 days before the scheduled event date a full room rental will be assessed to their group as a cancellation fee. Meetings-only required a minimum of a two-week notice for cancellation. If less than two weeks are given then a $20.00 cancellation fee will be assessed to the group.
Request a speaker?
Browse the speakers list and complete the request form. Please note that our speakers are volunteers with busy schedules, we cannot guarantee their availability.
Publicize my event?
Share event details in your newsletter, on your Web site and through your listserv. Send a news release to local media. Use a phone tree to extend personal invitations. E-mail your event details to Susan Long to be added to your club's profile on the Alumni Association's Web site.
Get name tags and other event materials?
Contact Susan Long.
Conduct a post-event survey?
Collect e-mail addresses at your event and send a survey to attendees. Ask about pre-event publicity, registration, facility, food, speaker, program and solicit ideas for future events. SAMPLE SURVEY Be sure to survey those involved with the planning and execution of the event. Look for feedback on the planning process, timeline, flow of the event and other event details.
Report back to OSUAA?
Send your attendance counts to Susan Long.
STUDENT RECRUITMENT
Promote Ohio State to prospective students?
Add a Student Recruitment Chairperson (SRC) to your board. The SRC coordinates student recruitment efforts for the club and is the contact with the Alumni Association and admissions. The SRC should have a committee of alumni, Ohio State friends, and parents of current students to carry out the activities of the alumni student recruitment program. The SRC will receive the Student Recruitment Training Manual and other information that should be shared with recruitment volunteers.
Alumni clubs are invited to participate in a number of admissions events.
● Junior Visit Day (April-May) Alumni clubs host high school juniors on a visit to campus. The Admissions Office will coordinate a special visit program, designed with your students in mind. Highlights will include a campus tour, lunch in the residence halls, and discussions with currently enrolled students.
● Alumni Scholars Program (October-May) Active Ohio State alumni clubs are eligible to award scholarships to local students ($600 per every 2000 alumni in an area). These university-funded awards are $600 per scholarship and can be increased with funds raised by the club.
● Student Retention Incentive Program (March) This outreach program is designed to welcome future Buckeyes to the Ohio State family and convert admitted students to enrolled students through personal contact. You will receive a newly designed recruitment piece to send to these students, congratulating them on being admitted and encouraging them to enroll.
● Summer Send-Off Events (August-September) Alumni clubs invite Autumn Quarter freshmen, as well as currently enrolled students (high school juniors can also be included), to an informal picnic or summer event. The purpose is to congratulate and send-off your new Buckeyes in style, and for students and parents to connect with others in their area who are interested in Ohio State.
● College Fairs (Autumn and Spring) Alumni from out-of-state clubs serve as ambassadors at college fairs in their areas, by staffing Ohio State booths, talking with interested students and their parents, answering questions and concerns, and distributing recruitment materials.
● Yield Receptions: (Spring) Yield receptions are held in early March for admitted students and their parents. Three or four receptions are held in locations determined by the admissions. Alumni are asked to attend and serve as hosts.
● Academic Tailgate Parties (Fall) Academic Tailgate Parties were designed to complement high school visits and college fairs. Each Tailgate is co-sponsored by the local alumni club (in-state), and alumni attend each program, serving as greeters/minglers and promoting the Club’s Alumni Scholarship program.
Raise funds for our scholarship fund?
There are many ways to raise funds for your scholarship. Ask for donations at a reception honoring your scholarship winners. Add a line for scholarship donations to your event registration forms. Collect donations at a tailgate. Sale products in Marketplace. Contact Tony Vidmar for other assistance.
Recognize scholarship winners or organize a student send-off?
Be creative when thinking of student events. Whether hosting a pizza party, cookout, or formal reception, make it fun for the students. Avoid serving alcohol if under-age students are invited.
Adhere to ethical standards when recruiting students?
As a member institution of the National Association of College Admissions Counselors (NACAC), the Admissions Office at The Ohio State University is committed to the Principles of Good Practice for this professional association.
The following excerpts from the 2005 Statement of Principles of Good Practice also relate to alumni volunteers in their recruitment roles. Member schools, colleges and universities, as well as other institutions, organizations and individuals dedicated to the pursuit of higher education, believe in the dignity, worth and potential of each and every student. To enable all students to make the dream of higher education a reality, these institutions and individuals develop and provide programs and services in postsecondary counseling, admission and financial aid. They strive to eliminate bias within the education system based on ethnicity, creed, gender, sexual orientation, age, political affiliation, national origin, and disability. They understand and value the importance of college counseling and view it as a fundamental aspect of their job as educators. They support, therefore, the following Statement of Principles of Good Practice of the National Association.
College and University members agree that they will:
● Exercise appropriate responsibility for whom the institution involves in admission, promotional, and recruitment activities (including their alumni, coaches, students, faculty and other institutional representatives) and educate them about the principles outlined in this statement.
● Speak forthrightly, accurately and comprehensively in representing their institutions to counseling personnel, prospective students, and their families. They will:
● State clearly the admission requirements of their institution.
● State clearly all deadlines for application.
● Furnish data describing the currently enrolled freshman class.
● Not use disparaging comparisons of secondary or postsecondary institutions.
● Refrain from recruiting students who are enrolled, registered, or have declared their intent or submitted contractual deposit with other institutions.”
● This represents only a small portion of the rules and regulations of the NACAC regarding student recruitment. This is not intended to replace the NACAC Guidelines pamphlet that is available through the Alumni Association. All alumni club and society members intending to recruit through the Alumni Association for Ohio State must familiarize themselves with NACAC rules and regulations. The complete Statement of Principles of Good Practice can be found on the NACAC policies page.
A word about prospective student-athletes
The NCAA is very strict about the extent of participation alumni can have with prospective student-athletes. Alumni are considered representatives of an institution's athletic interests, or boosters. NCAA rules prohibit boosters from making in-person recruiting contacts (on or off campus), or having written or telephone communications with a prospective student-athlete, the prospect's relatives or legal guardians. If you know of a talented prospect, your involvement must be limited to informing the appropriate head coach. In addition, please do not get involved, directly or indirectly, in making arrangements for or giving or offering to give any financial assistance or other benefits to prospects, their relatives or legal guardians. Any violations of these rules will impact the prospect's eligibility to participate in intercollegiate athletics at Ohio State.
Participate in college fairs?
For materials contact Leslie Smith.
It is important to remember when interacting with any prospective student or family member that our goal is always to provide the information they need to make a well-informed decision when making their college choice. We have found over the years that this informative, soft-sell approach is highly effective. The Ohio State University has much to offer incoming students, but may not be the best choice for everyone. Our goal is to admit those students who have the best chance of successfully earning their degree from The Ohio State University.
Emphasizing the importance of a campus visit is a high priority of the admissions staff. Whether you are an alumni volunteer in Ohio or out-of-state, we would like you to encourage interested students to visit campus.
“Please” and “Thank You” for alumni representatives.
PLEASE . . .
● Be enthusiastic, and professional. You are The Ohio State University in the eyes of the public you meet.
● Stay within your assigned area at college fairs and show interest in all who approach you.
● Wear a nametag, noting Ohio State alumni designation.
● Know current costs and facts about the university, especially the requirements related to competitive admissions.
● Make the student/family feel comfortable with you and address them by name.
● Encourage thoughtful questions.
● Notify the Admissions Office if you plan to contact your local guidance counselor.
● Enjoy yourself.
THANK YOU FOR NOT . . .
● Speaking negatively about another institution.
● Crowding too many people behind a table or into a booth at a college fair. College fairs limit the number of people at each table.
● Calling students or families to your table or booth at college fairs. Allow them to approach you.
● Making a statement of admissibility to a prospective student or his or her family members. Only the Admissions Office can make decisions on a student’s admissibility.
● Discussing the qualifications of other applicants or prospects with another prospect.
● Being afraid to say, “I don’t know” when you don’t. Remember, even admissions professionals are generalists and don’t know everything about Ohio State. Please direct prospective students or family members to the appropriate source, using the directory of departments and contacts.
● Soliciting students from other representatives.
Participate in the Alumni Scholars Program?
The purpose of the Alumni Scholars Program (ASP) is to provide recognition and financial assistance to outstanding incoming freshmen. Each year since 1979, The Ohio State University's Office of Development has provided funding for the Alumni Scholars Program scholarship awards. Qualified clubs select and recommend talented incoming freshmen for this merit-based scholarship. Clubs that participate may award one $600 scholarship for every 2,000 alumni living in their county or club area (for example, if you have 6,000 alumni in your area you will have three scholarships). Remember, your group must augment the $600 awards with scholarship dollars raised on your own. The scholarship money may be used to attend any of Ohio State's campuses.
Who is eligible?
The Office of Student Financial Aid selects a recipient(s) based on club recommendations. To receive the ASP award, students must
● Be admitted to the university.
● Rank in the top 10 percent of his or her high school class
● Be recommended by school principals, counselors, and/or teachers based on scholastic ability and character.
● Have a record of performance in activities both in school and in the community.
● Impress the club's scholarship committee during the personal interview (if applicable) by demonstrating a sound interest and positive attitude toward college.
● Attend high school in the county/area in which the participating alumni club's membership is based
For more information about the ASP program, contact Leslie Smith.
Start an endowed scholarship?
Contact Tony Vidmar to learn how to start an endowed scholarship ($50,000).
Adhere to ethical standards when awarding scholarships?
If a club member's relative, either by blood or marriage, applies for a scholarship, the club member must recuse himself/herself from the scholarship selection process.
AWARDS
Win an award for a group program or nominate an exceptional club member for an award?
Club and society award applications are typically posted to the OSUAA Web site in May or June. You will receive an e-mail notification when the application is available. Awards are presented at the Alumni Leaders’ Conference.
MISCELLANEOUS
Get a photo in Buckshot?
Ohio State Alumni Magazine is accepting photos of alumni clubs and societies in action for a recurrent section called Buckshot. Photos may be submitted via mail (Buckshot, 2200 Olentangy River Road, Columbus, OH 43210-1035) or e-mail (Hansen@ohiostatealumni.org). Please include a description of the photo along with the names of those pictured. Not all photos will run in the magazine. Increase your chances by sending a clear, high-resolution photo that depicts action or a unique pose. Digital photos should be 300 dpi and in .jpg or .tiff format. Mailed photos cannot be returned.
Advertise a product in Marketplace?
Marketplace is used to advertise products that benefit your group’s scholarship program. You can find Marketplace on the Web or in the Ohio State Alumni Magazine. Marketplace is only open to products; raffles, lotteries or other fundraisers that are considered a game of chance will not be accepted. Contact Taryn Jones to arrange to have your product included.
Get group tickets for football and other athletic events?
Chartered alumni clubs have the opportunity to submit a request for a block of football tickets to a home non-conference game prior to the start of school.
The Outreach office will send an email with the official request form sometime during winter quarter. Alumni clubs must meet the eligibility requirements to be able to submit the form. There is no guarantee that tickets will be available, it is all subject to availability. All requests are then reviewed by the staff and then submitted to the athletic ticket office for approval. If approved, alumni clubs will receive an invoice directly from the ticket office and tickets will be available to the society two-to-three weeks prior to the game. All requests must be submitted through the outreach office. Any request sent directly to the ticket office from a club will be sent back to the outreach office.
ADDITION INFORMATION ABOUT FOOTBALL TICKETS
Why does an applicant need to be a member of the Alumni Association and our club? The tickets that the Association receives to accommodate the block of tickets for your group come from the alumni allotment, as defined by the Athletic Council. It is possible that a dues-paying member of the Association could be denied his/her application if the demand exceeded the supply. Thus we cannot have tickets going to non-dues paying alumni or friends of your club.
Is there an exception? Alumni who make an annual donation of $55-2,499 to The Ohio State University Foundation are eligible to apply for tickets.
Why are alumni limited to two tickets? This policy is consistent with that of the athletic ticket office. Only one application per household is allowed and only two tickets per household, even if both spouses are members of the Alumni Association.
Can I sell extra tickets to anybody? If you have extra tickets after your deadline, please utilize the following procedure, in order:
- Check with the outreach office to see if any other groups need tickets
- Write or email your registered attendees to see if anyone would like additional tickets
- Fill reservations of those alumni who do not meet the criteria
- As a last resort, check with the Alumni Association.
Can we auction off a pair of tickets from our allotment? No. The tickets you receive cannot be used to raise money for your club.
Which tickets can we raffle or auction? Any personal tickets that alumni, faculty or staff donate; or your group's Presidents Club tickets can be used in silent auctions or raffles. To maximize your potential, raffle or auction off the opportunity to purchase the tickets at face value. Please note that tickets may not be sold for more than face value.
What about away games? During the ticket request phase societies are notified about opportunities to submit requests for an away-game ticket block. Requests are to be filed with the outreach office with approval coming from the athletic ticket office. Any request sent directly to the ticket office will be sent back to the outreach office.
When it comes to questions about football tickets, never assume, always ask. Contact Kimberly Lowe, lowe@ohiostatealumni.org, (614) 292-2371, or (800) 862-5827, with your ticket questions.
MEN’S BASKETBALL
After the men’s basketball schedule is released, an e-mail will be sent to club presidents with the opportunity to request a block of tickets to a men’s home basketball game, most likely a non-conference game while the students are on break. All requests will then be submitted to the athletic ticket office for approval. There is usually a very quick turnaround once approval has been given and invoices are due. As with football, there is no guarantee your request will be approved, as it is based on availability.
Away game requests: Ohio State only receives 100 tickets to away basketball games, thus group orders for away games are usually not accepted. The only exception is if the Buckeyes are playing in a large venue where plenty of tickets are available. You will be notified if this is a possibility.
ALL OTHER SPORTS
Home games - Alumni clubs can work directly with the athletic ticket office to purchase a block of tickets for home events. Most requests are for women’s basketball, men’s ice hockey, and baseball. Discounts are available for group orders. You can also purchase directly on-line at www.hangonsloopy.com.
Away games - Depending on the venue, you will want to work directly with the ticket office of that school or the venue hosting the event. If you are having trouble securing tickets, please contact the outreach office. We will contact the ticket office for you to see if there is anything they can help us with.
BOWL AND NCAA TOURNAMENT TICKETS
Contact the outreach office for availability.
