Volunteer Training Manual
TABLE OF CONTENTS
1. DAA Mission and Why Volunteers are Important to Duke
2. DAA Org Chart (Who Does What)
3. DAA Priorities and Initiatives
4. DAA’s Expectations for Volunteers (Responsibilities)
5. DAA’s Expectations for Events
6. DAA Support (Financial and Functional)
7. Regional Boards
8. Volunteer Coordinators
9. Volunteer Opportunities
10. Planning an Event (Pocket Guides)
11. Awards & Recognition
12. Nominations
13. What’s Up, Duke? Staying Informed
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“Our volunteers do so much more than simply complete tasks; they bring amazing ideas,
experience and enthusiasm to move Duke forward everyday by inspiring us and each other.
The Alumni Association is much stronger as a result.”
- Sterly Wilder, Class of 1983, Associate Vice President of Alumni Affairs
1. DAA Mission and Why Volunteers are Important to Duke
The Duke Alumni Association (DAA) is a 501(c)3 nonprofit organization whose mission is
to engage, connect, and celebrate alumni and friends of Duke University. The DAA serves
and represents more than 150,000 alumni and past students of the university, as well as
thousands of parents and friends. The DAA is governed by its members and operated by the
university-employed staff of the Office of Alumni Affairs. The staff coordinates nearly 6,000
alumni volunteers, who provide critical services to be university by conducting admissions
interviews, planning regional events, and helping implement DAA’s priorities, programs
and activities. DAA’s volunteers have a tremendously positive impact on our ability to
provide a wide range of quality programming and services to alumni, students and friends,
both in our regions and on campus.
Each year, the DAA provides a range of programs and opportunities designed to foster
connections among alumni and deepen alumni affiliation with the university. These
activities include:
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Signature on-campus programs such as Homecoming and Reunions
Educational, social, and cultural events organized by DAA alumni networks in
more than 80 cities in the U.S. and abroad
Affinity- and industry-focused alumni groups that enhance personal and
professional networks
Programs that connect alumni with students to provide expertise and career
guidance
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Volunteer opportunities that provide service to Duke and the DAA, including
alumni admissions interviews, regional network leadership and Duke Alums
Engage community-service programs
Travel programs that connect alumni to Duke expertise around the world
Communication vehicles such as the award-winning Duke Magazine, email
newsletters and updates, websites, and social media
Engaging, connecting and celebrating our alumni.
2. DAA Org Chart (Who Does What)
The Office of Alumni Affairs reports to the Vice President for Alumni Affairs and
Development, who in turn reports to the President and is part of Duke’s executive
leadership team. The Vice President for Alumni Affairs also oversees Duke’s development
functions and the Duke Annual Fund. To see an updated organization chart for the DAA, go
to page 10.
Please click on the following link for contact information for DAA Staff:
http://dukealumni.com/about-daa/daa-staff
3. DAA Priorities and Initiatives
Following are the major priorities and initiatives for the DAA in 2014/2015:
a. Board of Trustee approval of the 2020 Strategic Plan
b. Successful launch of the new Duke Alumni Network
c. Alumni & Visitor Center
d. Strengthen Regions
e. Embrace Diversity & Affinity Groups
f. Alumni Career Development
g. Forever Learning
4. DAA’s Expectations for Volunteers (Responsibilities)
The DAA relies heavily on volunteers to keep alumni connected to Duke in the cities where
they live. The DAA provides numerous services to assist volunteers in their roles.
The collective group of regional volunteers is expected to:
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Determine calendar of events, meeting all goals set for the region
Plan, execute and host events
Post events to regional website calendar (and social media, where applicable); send
updates to DAA
Provide text to DAA for e-blast mailings and notices
Maintain treasury (as applicable) adhering to all guidelines for the region
Maintain and manage relationship with DAA staff, keeping them informed about
upcoming events, desired publicity, attendee lists, volunteer rosters, meeting
minutes, etc.
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Reach out to newcomers in their area; DAA will send monthly alerts
Maintain and regularly update group website and social media communities, if
applicable
Provide and frequently update contact information for group members and leaders
Refer all requests by the media to Michael Schoenfeld, Vice President for Public
Affairs and Government Relations (michale.schoenfeld@duke.edu, 919-681-3788)
Individually, regional volunteers:
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Represent Duke University, the Duke Alumni Association and the regional volunteer
group as Ambassadors, acting with professionalism, courtesy and respect
Serve as a point of contact for local alumni, responding in a timely manner
Keep informed about Duke, including campus news, and local activities
Attend at least two local planning meetings each year
Attend at least two local Duke events each year
Have up-to-date contact information in the Duke alumni directory
Receive and read e-mail communications from the DAA Help spread the word about
events through personal contacts when needed
Help recruit new volunteers as needed and plan for succession
Make all alumni feel welcome (engaged, connected and celebrated)
Join Duke and DAA social media communities (Facebook, Twitter, etc.)
Inform DAA staff and other regional volunteers when leaving volunteer role
5. DAA’s Standards for Events
When planning events for alumni, one or more of the following minimum standards should
be met to ensure quality and content:
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Events must have some type of Duke connection
Duke professor
Topic of interest to Duke alumni
Alumni leader (inside access, expert, etc)
Duke sporting events (game watches, live events, etc)
Alumni networking (social, professional, etc)
Duke connections (schools, events, etc)
Duke students (send-off party, networking, etc)
Duke alumni (welcome parties, affinity groups, etc)
Duke initiatives (Women’s Forum, Duke Alums Engage, etc)
Programming that appeals to a diverse group of interests, ages and affinity groups
6. DAA Support (Financial and Functional)
The DAA regional programs team is available to help regional volunteers in any way
possible. If you have a question about anything, need something or just want to brainstorm
an idea, please contact the regional staff person for your city. The services regularly
provided include, but are not limited to:
a. Staff support
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Advice – on programming, event logistics, communications, what other regions have
done, finances, etc.
Regular communication with volunteers, including monthly e-mails with important
announcements
Staff attendance at select events
b. Publicity
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One e-blast per month – design and send using e-mail marketing software
Website - server space, template, online payment functionality and technical
training/support
c. Lists of Alumni, parents, and friends
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Maintain lists via the Duke database
Upon request, can provide demographic data on local alumni population
Monthly lists of newcomers (alumni who have recently moved to the area)
d. Finances
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Funding – either through an annual subsidy or on an ad hoc basis
Travel expenses for one Duke speaker per year (based on July-June fiscal year) –
help identifying faculty/administrator to speak, cover cost of hotel, airfare, food, etc.
No-interest loans for deposits, ticket blocks, etc.
e. Event Planning
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Organize the send-off party in areas with enough incoming freshmen
Plan occasional special events such as presidential events, football tailgates and
basketball pre-game parties
f. Regional Boards
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Provide support to create regional board structure
Identify local leaders for regional board membership
Set and manage expectations for regional board (see info below, item “7. Regional
Boards”)
g. Other
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Event supplies – upon request, provide nametags, buttons, paper signs, etc.
Help recruit new volunteers
Surveys – can set up and disseminate surveys to provide feedback
7. Regional Boards
Based on the number of alumni in a city or defined region, DAA has established expectations
that are coupled with dedicated support. Following are the minimum guidelines to create a
regional board:
Expectations
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Leadership Team of at least three people
including a primary contact
Hold at least three events per year
including a student send-off, a DAE
project, and a welcome party
Active AAAC region and coordination
with Regional Board
Timely updating of the Regions Website
either directly or through submissions to
the DAA Regional Team
Submission to DAA of expenses for reimbursement that are approved by the
leadership team/treasurer/budget
committee
Invitation for one regional board member
to attend the DAA Volunteer Leadership
Summit
Completion of the Year in Review report
by June 1
Support from Duke Alumni Association
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Assigned staff member on DAA Region
Team
DAA digital, events, communications, and
administrative support available.
Region group on the Duke Alumni web
site
DAA event supplies (e.g. Name tags,
Forever Duke pins, etc. )
Duke Alumni Podium Banner
Ability to request up to $500 per year
for event support.
Ability to set up web-based events and
registration for on the Duke Alumni
Site
Semi-annual list of alumni who have
recently moved into the region
To see the list of expectations for all regions, please click on the following link:
8. Volunteer Coordinators
Volunteer Coordinators are regional volunteers who work in the regions to match
volunteers to the opportunities that exist. In cities with larger alumni populations, there
may be a committee of Volunteer Coordinators, while in other areas with smaller alumni
populations, one Volunteer Coordinator may be responsible for a larger region. Ideally,
Volunteer Coordinators will possess the following experience and skills:
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In-depth knowledge and understanding of regional activities
Understanding of regional dynamics
Reputation as a respected and trusted leader
Volunteer experience in the region
Exceptional follow-up skills
Strong relationships with regional leaders
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Understanding of what is going on at Duke
Volunteer Coordinators will have the following duties:
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Assigning volunteers to local roles
Establishing new roles in conjunction with regional team
Supporting volunteers in their roles
Creating a pipeline of volunteers
Providing feedback to DAA about volunteer issues
Serving on the regional board
Serving on the regional board’s nominating committee
Nominating regional volunteers for awards & recognition
Nominating regional volunteers for DAA Board membership
To standardize the efforts of regional Volunteer Coordinators, DAA will assign a staff
member to the role of Director of Volunteer Engagement (DOVE). The responsibilities of
the DOVE will include:
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Work with the regional team to identify Volunteer Coordinators
Manage all Volunteer Coordinator communications and activities
Keep Volunteer Coordinators informed about Duke’s priorities
Maintain a pipeline of Volunteer Coordinators
Nominate Volunteer Coordinators for awards & recognition
Nominate Volunteer Coordinators for DAA Board membership
Work with the Regions Committee on Volunteer Development
Cultivate and encourage increased diversity of Volunteer Coordinators
Drive Volunteer Training, including VLC and webinars
You can contact the DOVE at volunteer@duke.edu
9. Volunteer Opportunities
While volunteer opportunities vary by region, they can be categorized into the following
broad categories:
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Interviewing prospective students AAAC (specific training is required to join AAAC,
find more info at http://dukealumni.com/get-involved/volunteer/alumniadmissions)
Organizing local events
Providing space for an event
Hosting a Send-Off party
Subsidizing a local event
Creating or volunteering for a Duke program or affinity group
 Women’s Forum
 Business Breakfasts
 Duke Alums Engage
 DEMAN
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Duke GEN
DBA
DUHLAA
LGBTQ Network
Financial Partners
Young Alumni Development Council
Graduate or Professional School Alumni Group
Special Interest Groups (Marching Band, Chronicle, etc)
Identity Groups
Community Service
Career Connections and Opportunities for Students
Internships
Recruiting and Hiring
Career Advice
Mentoring
Networking
Career Connections and Opportunities for Alumni
Career Advice
Mentoring
Networking
Recruiting and Hiring
10. Planning an Event (Pocket Guides)
As a part of the Volunteer Tool Kit, there are Pocket Guides, which offer step-by-step
instructions on setting up some of the most popular events- Game Watches, Duke Alums
Engage, Business Breakfasts, Women’s Forum Neighborhood Coffees, Send-Off Parties,
Welcome Parties and Faculty Fellows/Educational Programming.
11. Awards & Recognition
Presenting awards and highlighting the work of volunteers are the currency we use to
motivate, recognize, celebrate and reward exceptional efforts. In addition to the formal
nomination process described below (see Nominations), here are some informal ways that
we can show appreciation for the work being done by local volunteers:
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Acknowledging volunteers who organized an event
Introducing an alumnus as the “volunteer who ….”
Saying thank you and/or writing a thank you note
Offering to serve as a job reference with regard to volunteer work done
Recommending a volunteer to someone (business contact, job, etc)
Making DAA aware of the volunteer’s contribution
Praising volunteer’s efforts in front of his/her friends, family, colleagues
Highlighting volunteer’s work on local website or in Duke Magazine
Announcing volunteer’s success at regional board meeting
12. Nominations
Duke Alumni Association celebrates the reputation for excellence and public-spiritedness
that Duke University and its graduates have earned throughout the world. We give several
annual awards to honor those who exemplify these ideals and to uphold them as examples
before the community as follows:
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Distinguished Alumni Award
Beyond Duke Service & Leadership Award
Charles A. Dukes Award
Forever Duke Award
We ask that all volunteers consider those around them as possible candidates for these
awards and make nominations at http://dukealumni.com/about-daa/awards-scholarships
We also ask volunteers to nominate alumni for membership on the DAA Board of Directors.
Board members support the mission of the association- engaging, connecting and
celebrating alumni and friends of Duke University- by helping to guide the Office of Alumni
Affairs, serving as formal and informal representatives of the university, and sharing their
expertise to further DAA and university projects and programs. The most successful
candidates have made a sustained commitment to Duke over many years, contributing
their time and efforts as well as financial support. Other attributes that are helpful include
creativity, leadership skills, and the ability to work effectively and collaborative in both
small and large groups. To make a nomination, please use this link:
http://dukealumni.com/about-daa/board-directors
13. What’s Up, Duke? Staying Informed
As a volunteer, your fellow alumni will look to you as a Duke expert. By attending a variety of
Duke programs in your area and interacting with other volunteers and alumni, you will glean a
great deal of information about what is happening at Duke (on campus and beyond). You will
also build a network that you can reach out to when alumni ask questions and you are unsure of
the answer. There are also a number of resources that will keep you informed, including Duke
Magazine, regional websites, Duke Today (http://today.duke.edu/) and The Chronicle
(http://www.dukechronicle.com/section/news/).
This manual was designed to make it easier for volunteers to connect with Duke in meaningful
ways. It is a dynamic document that is meant to evolve as the needs of our volunteers change.
We want to hear from you about ways that we can make it better. If you have comments or
questions, please contact us at XXXXXXXXX. Thanks for all that you for Duke!
Duke Alumni Association Organization Chart (January 2015)