NOTE:  Deadline to submit applications is 7/22/11
 

What it takes to be eligible for an award

BASIC ELIGIBILITY REQUIREMENTS
The following must be met to be eligible for a Club or Society Award.

Volunteer Training – a current member of your board must attend ALC, ALC on the Road or any other OSUAA sponsored volunteer training (such as an officer roundtable). This does not include student recruitment training.

Hold one general alumni event per year – This could include your annual membership meeting, a game watch, scholarship banquet, a golf outing and the list goes on. The event needs to be planned by the club or society.

Submit Updated Officer Roster annually – At minimum, each year you need to submit your officer roster which should include address, email and phone. Any time there is a change in officers; updated information should be immediately report to the office of Outreach & Engagement.

Submit membership list annually – If your club or society is a dues-based organization, then you need to submit your membership list on an annual basis. This can be done at the conclusion of your membership drive. The list should also include the current membership status of your members with OSUAA.

Submit financial/group filing paperwork – Each Club and Society will submit the Financial Questionnaire and where applicable, the Group Filing Form. These forms are sent to your treasurers and are usually due at the end of February and beginning of March.

All Officers and Board Members must be members of the alumni association – All elected officers and board of governor members on your roster must be a dues-paid member of the alumni association. Non-graduates of OSUAA can join as an associate member with the alumni association.

Submit attendance numbers following all events – This is about basic reporting. Please inform the office of Outreach & Engagement of all the events and planned activities you have in advance. Then at the conclusion of the event, let us know how many attended; details of the event and photos if any were taken. This helps us report to our Board of Directors throughout the year how Clubs and Societies are contributing to the overall success of the association’s strategic plan.

Have a current constitution on file with the alumni association – To be eligible for the award, your club or society must be a recognized chartered alumni group of OSUAA. An electronic copy of your constitution needs to be on file with us.

Hold elections as outlined in your constitution (as appropriate) – Elections must take place each year as outlined in your constitution.  Results should then be shared with the office of O&E.

Hold an annual business meeting where members are invited – Once a year, the official business of your club or society needs to be held.  Members should be invited to this event. In most cases, you will hold this meeting in conjunction with your annual event.

Send one communication piece to all members – This can be in the form of a newsletter, an email blast, listserv notice, college magazine or e-newsletter must be sent to your alumni or members once a year.


GATEWAY – “We will be the gateway through which alumni connect with Ohio State and with each other and serve the university.”

Hold a targeted alumni event – A targeted alumni event can be geared towards a certain audience, such as young alumni, just for women, just for men, family friendly or it can be an event for Networking. (20 points)

Hold an event with a diversity component – “We are strengthened by nurturing and embracing individual differences.” With this in mind, a diversity program would focus on gender, racial and ethnic differences, and sexual orientation. This can be in the form of a speaker, by attending an existing event in your area or participation/attendance in cultural fair or festival.  These are just examples; we encourage you to be creative.  (Lists of past diversity award winners can be obtained from Kimberly or Craig.) (15 points)

Hold a group outing to attend a non-revenue OSU sporting event (home or away) or host an OSU Athletic team during an away game. -  A group outing would consist of 20 or more alumni and guests attending any OSU athletic event except Football and Men’s Basketball. The event can be here in Columbus or when OSU travels to your area. Athletic teams at the regional campuses would also be eligible. You can host any OSU athletic team traveling to your area for a pre-game meal, post tailgate or welcome reception; working with the team coaches and athletics compliance. For sports team schedules go to www.ohiostatebuckeyes.com and to contact compliance call 614-292-2681. If you wish to host a team, please feel free to contact the coaches directly. (10 points)

Hold a game watch party (maximum of 10 points – Clubs, maximum of 5 points - Societies) - Establish a viewing party for any OSU televised athletic event that draws more than 30 alumni. With the Big Ten network, you have the opportunity to try something new besides football.  (1 point per event–maximum of 10 for Clubs and maximum of 5 for Societies)

Produce a newsletter/magazine that adequately summarizes your alumni activities – A newsletter (print/electronic) or a magazine that summarizes your events, meetings and activities; highlights alumni; has contact information and promotes the association, your club/society and the university. (10 points)

Recognition of alumni through an awards program - A club or society should annually recognize alumni for their contribution to their club/society in the way of volunteer of the year or categories that mirror the alumni association’s awards program with categories such as contribution to Ohio State, career achievement, community service or meritorious service.  Nominating an alumnus for an outstanding club or society award does not qualify for this category. (10 points)

Submit an application for a Diversity Award – Applications are available in July and all well thought out programs will be eligible for this category. (5 points)

Nominate an alumnus for OSUAA Award – From January 1 – March 31, your club or society can nominate an alumnus for one of eight different categories for the annual alumni association awards program. Many of your dedicated volunteers would be eligible for the Mershon Award. A complete listing of Association Awards can be found here.  (5 points)

Bonus – Each Club and Society can host two different alumni events not covered in the above categories and qualify for bonus points. The events cannot be used in other categories. (10 points per event)


STUDENT LOYALTY – “We will cultivate student loyalty to the alumni world by visibly contributing to their campus experiences.”

Participate in Student Recruitment (Junior Night, College Fair, Postcard Campaign or Phone Recruitment) – Represent Ohio State at a college fair, host a junior night or send postcards working with University Admissions office and the office of Outreach & Engagement. To be eligible for the points, you must register and notify Nadine Holmes and Leslie Smith regarding your participation. For local alumni (especially societies), you can work with the Admissions office and make phone calls from the Admissions phone bank on campus. Please contact Nadine Holmes to set this up or work with your college admission officers. (10 points)

Sponsor or participate in a student retention event – This event is to connect current students with alumni.  A few examples could be a lecture series, care packages at finals, pizza party, joint tailgate, career panels, or a combined outing to a sporting event. The key is networking for students with alumni.  (10 points)

Hold a student send-off event, a welcome to campus event or a graduating senior event – This can range from a reception to a picnic.  The key factor is to generate awareness of your alumni club/society with the students. (10 points)

Raise scholarship money on an annual basis (accounted during the fiscal year) – Through whatever means (raffles, golf outings, 50/50 at a game watch), clubs and societies are encourage to raise money for scholarships for incoming and current students.  (10 points for raising $150 to $600, 15 points for raising $601 to $2500 and 20 points for raising over $2500 annually)

Student mentorship program or internship program (or tap into existing program) - Implement a program that connects students to alumni through a mentor program. You can also have an internship program where alumni can post internships for current OSU students either at the club or society level.  (10 points)

Have an endowed scholarship in the name of your club or society - The goal of each club and society is to have a fully funded endowed scholarship in the name of your group or an endowed named scholarship that the club or society is responsible for managing and awarding annually.  (10 points if your endowment is in the range of $25,000 - $50,000, 15 points for endowments of $50,001 - $100,000 and 20 points for endowments over $100,000)

Include a student on your board (society only) – Have a current enrolled student serve on your board that actively participates in events and attends meetings on a regular basis. This serves as a good two-way communication for events and activities between students and the alumni board. (10 points)

Club Scholarship Award information (ASP) sent on time and in the correct format. (Club Only) – For those clubs who participate in the ASP program, all documents must be submitted on time and in the correct format to Leslie Smith or Nadine Holmes to earn points.  (5 points)

Have a recent graduate of 5 years or less serve on your board. – To continue to recruit new alumni and get a fresh perspective of alumni needs, we encourage you to seek out younger alumni to serve on your board.  (5 points)

Present/Award an annual scholarship (for clubs, this means above and beyond the ASP scholarship.) – Providing financial assistance to new and current students with scholarships is a great way to encourage student loyalty. (5 points for presenting 1-3 scholarships in the amount of $600 or more, 10 points for presenting 4-7 scholarships in the amount of $600 or more and 15 points for presenting more than 7 scholarships in the amount of $600 or more.)


BIGGEST AND BEST – "We will become the biggest dues-supported alumni association by demonstrating exceptional service and indispensable value."

Conduct an annual membership campaign that includes solicitation for membership in OSUAA – For those clubs and societies who have a dues program, you can earn points by including information on how to join/renew an OSUAA membership while also soliciting alumni club & society members for annual dues.  (15 points)

Offer on-line payment options for dues on your web site – Work with services such as PayPal to allow your members the opportunity to pay their dues directly on line.  (10 points)

Submit a strategic plan for your club/society that is in alignment with the OSUAA strategic plan – Each club and society is encouraged to take the time to generate a plan for the future of its organization, using the model of the alumni associations as a guide. Groups can continue to earn points by updating their plan and reporting on the progress. Sample plans are available.  (10 points)

On your membership page on your website, have a direct link to OSUAA membership website page - For those clubs/societies that have a website or Facebook page with a separate page for membership can earn points by having the following link listed on the page: http://www.ohiostatealumni.org/membership/Join/Pages/default.aspx. For clubs/societies who do not charge dues, you can earn the points by simply having the link located on your website. We all need to work together to increase our membership base.  (10 points)

Survey your members annually – On an annual basis you want to receive feedback from your members.  You can use a variety of on-line survey tools (ie: survey monkey or zoomerang) or a simple email with a few questions to get honest feedback from your alumni. You can also survey your members upon the conclusion of your events. The information can be very helpful for future planning. Sample questions can be obtained from the Alumni Association. (10 points)

Include membership messages from Archie (NEW) – On a quarterly basis we will send you a message about membership in OSUAA from Archie. To earn points you would need to place the article in your next newsletter, place it on your website or include it in your e-newsletter.  (5 points)

Provide a benefit package for club/society membership – If your club/society charges dues, then each group should have a benefit package.  This might include, but not limited to, special invitations to dues-paying members only, discounts with local merchants in your city and the ability to apply for football tickets through your club/society allocation. If you have dues, alumni need to know where their money is going.  (5 points)

Promote OSUAA membership in your newsletter or other printed materials – Clubs and Societies exist as an extension of the Alumni Association and should do all that it can to help increase membership. In all publications and other printed materials, a reference on how to join the parent association should be listed.  (5 points)

Send thank you notes/membership confirmations to new and renewing club/society members – A standard form or letter needs to be sent to alumni who join your club/society. The acknowledgement allows you to personally thank the alumnus for joining and gives you a chance to highlight your programs and events. The letter can be in a printed form or an electronic form.  (5 points)


VIRTUAL ORGANIZATION – "We will develop a virtual alumni organization accessible to alumni all the time."

Have an updated web site that is easy to navigate and adheres to all logo policies – Updated web site would mean all information and postings are current and information is easy to find. Only approved alumni association logos can be used on your site. The use of university and athletic logos is prohibited on your site (approved screensavers or images that you can download are permissible).  (25 points)

Produce an electronic newsletter – To save money on print and postage costs, clubs and societies are encouraged to send their newsletter electronically or to post on your website at minimum of once a year.  (10 points)

Include club/society photos on your web site – Photos of your events, members and programs do a great job of telling the story and can inspire others to get connected. Having a photo gallery or photo album of past events should be included on your web site.  (10 points)

Create a feedback email address or form on your web site – This is designed to allow your members the opportunity to offer you club/society feedback regarding a variety of topics and allows them to ask general questions when they are not sure who to contact in your group. The email address or link should be on the front page of your web site. Sometimes OSAM will pose a question in the magazine and encourage alumni to write to OSUAA through the “Talk to Us” link. Just having an officer’s email address on the front page would not earn you points for this criterion.  (10 points)

Conduct Registration and payment for your events on-line – Utilizing resources such as PayPal, allow your members to complete on-line registrations for all of your events. You can earn half of the points by allowing members to complete on-line registration and then print and mail in vs. having to fill out a paper form manually.   (10 points)

Creative Technology - have an updated Facebook or MySpace page or use Evite or other interactive tools to invite your members to events. (10 points)

Link to OSUAA web site on the front page of your web site – Each club/society with a web site needs to have OSUAA’s home page link on their home page. (10 points)

Include a contact e-mail or phone number on the front page of your web site – different from the “Talk to Us” concept, well identified on the front page of your web site should be an email address, phone number or contact list of officers so alumni can easily find you.  (5 points)


INFLUENCING PUBLIC OPINION – "We will give alumni the tools to influence public opinion about Ohio State around the world."

Host a community service project or participate in a local community service project – having alumni involved in your local community helps to spread the good work of Ohio State. You can host a clothing drive, food drive, form a team for a variety of fundraising walks and race’s, clean a beach, adopt-a-highway. These are just a few examples. (20 points)

Share content from The Nutshell with your members – either take articles from The Nutshell and place in your own newsletter or forward The Nutshell to your members, not just forwarding to your officers. The emphasis is to let your members know what is happening on campus and at the Alumni Association. (15 points)

Send a media release regarding your events – having Ohio State in local news here in Columbus or in your local community helps in getting the word out about Ohio State. Be sure to include pictures when you can, for example of your fundraisers, scholarship events, game-watches or other activities.  (10 points)

BONUS – Advocacy program, on behalf of Ohio State or on behalf on your club/society -  we are looking for grassroots efforts of your club/society to either work with state legislators or university officials as it relates to your organization. Having one of your club/society members serve as an Association Advocate is not eligible for the bonus. An example is the College of Medicine Alumni Society has created an advocacy program to work with legislators regarding issues in the field of medicine, such as insurance for malpractice suits.  (10 points)

2010 Awards Spreadsheet

2010 Outstanding CARL Form

2010 Best Buckeye/Outstanding Society Leader Form

If you have any questions regarding any of the categories, please contact Kimberly Lowe for clubs and Craig Little for societies.