TABLE OF CONTENTS
WELCOME FROM THE DIRECTOR ..................................................................................................................... 2
OVERVIEW………. ................................................................................................................................................. 3
CHAPTER ONE: MISSION STATEMENT ............................................................................................................ 4
CHAPTER TWO: CHAPTER ORGANIZATION .................................................................................................... 5
CHAPTER THREE: FINANCE ................................................................................................................................ 7
CHAPTER FOUR: COMMUNICATIONS............................................................................................................... 8
CHAPTER FIVE: CHAPTER EVENTS ................................................................................................................... 9
CHAPTER SIX: AWARDS & RECOGNITION ................................................................................................... 10
APPENDIX I: MODEL CHAPTER BYLAWS ...................................................................................................... 11
APPENDIX II: VOLUNTEER CONFIDENTIALITY RELEASE AGREEMENT .............................................. 13
APPENDIX III: SAMPLE ALUMNI CHAPTER INTEREST SURVEY ............................................................. 14
APPENDIX IV: FHSU CHAPTER ANNUAL CALENDAR................................................................................ 15
APPENDIX V: GENERAL GUIDELINES FOR EVENT PLANNING ................................................................ 16
APPENDIX VI: FHSU CHAPTER MEETING PLANNING CHECKLIST .......................................................... 19
APPENDIX VII: FHSU CHAPTER EVENT INVITATION ORDER FORM ....................................................... 21
APPENDIX VIII: FHSU CHAPTER ATTENDANCE ROSTER .......................................................................... 22
APPENDIX IX: REIMBURSEMENT REQUEST FORM .................................................................................... 23
APPENDIX X: SUMMARY OF MEETINGS & ACTIVITIES FORM ................................................................. 24
APPENDIX XI: ACTIVE CHAPTER LIST ........................................................................................................... 25
APPENDIX XII: FHSU ALUMNI . . . WHERE ARE THEY NOW? ................................................................... 26
APPENDIX XIII: ALUMNI ASSOCIATION BOARD OF DIRECTORS ............................................................ 28
APPENDIX XIV: ALUMNI ASSOCIATION STAFF .......................................................................................... 35
APPENDIX XV: ALUMNI BOARD OF DIRECTORS COMMITTEE ASSIGNMENTS .................................. 36
APPENDIX XVI: FHSU ORGANIZATIONAL CHART ..................................................................................... 37
APPENDIX XVII: IMPORTANT CAMPUS CONTACTS................................................................................... 38
APPENDIX XVIII: CHAPTER AWARD GUIDELINES ..................................................................................... 38
NOTES……………................................................................................................................................................. 43
WELCOME FROM THE DIRECTOR
Dear Alumni Chapter Volunteers,
On behalf of the Fort Hays State University Alumni Board of Directors, thank you for your willingness to
serve your alma mater in a Tiger chapter leadership role. We know and understand that free time for volunteer
service is oftentimes limited, and we value your loyalty and support. We invite all FHSU alumni and friends
to participate in the events and activities that provide opportunities to network with fellow Tigers, unite
alumni and friends, and enhance awareness of FHSU.
The Alumni Association recognizes that an alumnus is most likely to be interested in and loyal to the
school/college, academic department he or she studied in or the organizations he or she belonged to as a
student. Through chapters, we have structured the Association to provide communications, affiliation, and
funding mechanisms to facilitate connections to the University within a primary interest group. Official
chapter affiliation with the Alumni Association comes with many advantages and privileges, including but not
limited to the following:
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Database support
Membership acquisition and fulfillment services
Accounting and financial services
Communications support
Funding support through Association dues revenue and programmatic underwriting
Student recruitment assistance
This handbook will serve as a guide to better understand our mission, expectations, and the advantages of
chapter affiliation. Together we pledge to help Fort Hays State to become an outstanding institution. More
importantly, we’re here to help. Working together, we can strengthen the bond our alumni have with Fort
Hays State University. We hope you find suggestions that will help you make your chapter a sustainable
success, and that you will share your ideas and suggestions with us.
Your enthusiasm for and dedication to Fort Hays State are invaluable. Thank you for the important work you
are doing to advance your alma mater. Our team looks forward to working with you.
In the Tiger spirit,
Debra Prideaux ’86, ’92, Executive Director
Alumni and Governmental Relations
Page 2
OVERVIEW
The Fort Hays State University Chapter Manual is designed to assist you in planning and carrying out chapter
programs and activities. It also will help you become more familiar with the responsibilities and duties of
your office, as well as those of other chapter officers. This manual is designed to facilitate working together to
create a smoothly functioning chapter.
Recognizing a need to communicate on a regular basis at the “grass roots” level, chapters can keep alumni
and friends informed about programs and needs of Fort Hays State University and offer local benefits and
networking opportunities to alumni within a chapter’s service area. The interest that you stimulate, the service
you provide, and the information you collect and disseminate help the University, the community, and the
chapter members.
Because the chapter is a volunteer organization, and the time you and other members can spend may be
limited, it is extremely important that officers carry their share of the responsibility. Each affinity chair will be
asked to report not only to the Chapter President, but also to the Executive Alumni Board. Such entity will be
available to encourage and provide input and resources to the officers of each chapter as they strive to create a
successful, enduring chapter.
Thank you in advance for your continued support and dedication to Fort Hays State University and the
Alumni Association!
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CHAPTER ONE: MISSION STATEMENT
The mission of FHSU alumni chapters is to encourage the organized effort of all alumni living throughout the
world to become more knowledgeable and active in the life of Fort Hays State University. Keeping alumni
educated, informed, and interested in activities and developments on FHSU’s campus is one of the best ways
to engage alumni and friends with the University. An informed and supportive constituency is vital to
carrying out the mission of the University. The alumni chapter provides opportunities for the University to
communicate its achievements, service, and future direction to its members so that they can achieve the
following:
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Further the values, interests, and programs of the University, its alumni, and the Alumni Association
Build a network of informed alumni, students, and parents who are connected to each other
Foster a continuing relationship with students so that some day they will play an active role as alumni
Influence outstanding high school and transfer students to select FHSU, facilitating new student
recruitment efforts so that the University will continue to grow and remain strong
Provide career-related guidance and networking support for young alumni upon graduation from the
University
Instill a sense of community and pride in all alumni, students, parents, and friends to further promote
the bonds shared by all
Support the University financially
Page 4
CHAPTER TWO: CHAPTER ORGANIZATION
Alumni chapters are organized in specific geographic regions of the United States and abroad as needed.
Alumni wishing to establish a chapter in their area should contact the FHSU Alumni Office for information,
alumni@fhsu.edu, (785) 628-4430 (local), (888) 351-3591 (toll-free).
GETTING STARTED
To form a new chapter, follow these steps:
 The Alumni Office will identify alumni in your chapter area and share a roster with those interested in
organizing or re-establishing an alumni chapter.
 The Alumni Office can send an electronic survey to area alumni and friends of the University to
determine the level of interest in a new chapter and to identify those willing to participate.
 A member of the alumni staff will assist in hosting the first chapter event. This liaison will attend the
initial meeting to share programming ideas and to help recruit the executive committee.
 Once the executive committee has been recruited, hold a meeting to begin the event-planning process.
At this meeting, officers should be elected to coordinate the work of the executive committee.
 The executive committee will work with the Alumni Office to host successful chapter events.
CHAPTER LEADER DUTIES
1. Adopt bylaws (See Appendix I for a model Chapter Bylaws.)
2. Provide Alumni Office with events dates and details preferably 18 weeks, but no later than 12 weeks,
prior to the event date
3. Host at least one of the following events annually (in addition to a student recruitment event for new
students):
a. Educational
b. Community Service
c. Social/Cultural
CHAPTER LEADER EXPECTATIONS
1. The Alumni Office will provide support (e.g. invitations, coordination, registration support, etc.) for
up to two chapter events each year. Beyond this, the Alumni Office will continue to support events by
posting them on the online Alumni Calendar of events and the chapter home page, should the chapter
not have a Web administrator to do so.
2. For certain events where invitations/brochures are needed, the Alumni Office will work with its
chapter development associate to create marketing materials and coordinate mailings; the Alumni
Office will cover postage.
3. For other chapter activities (e.g. athletic events, pub nights, etc) the information will be released
electronically through e-mail, social media and the electronic events calendar.
4. The Alumni Office will provide support for the design, printing and mailing or emailing of invitations
and electronic newsletters. Email is the preferred method of communication.
5. The Alumni Office will offer suggestions for faculty, administrators, or athletic representatives to
serve as featured speakers for chapter events, as well as make the arrangements and cover the cost of
speaker’s transportation, meals, and, if necessary, overnight accommodations.
6. The Alumni Office will take reservations and collect monies for chapter events. Registration is
available through the Association’s website http://goforthaysstate.com.
7. Table decorations and name tags are available for use at all chapter events. Additional decorations are
available to be checked out from the Alumni Office on a first come, first served basis.
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CHAPTER BOARD OF DIRECTORS
The basic framework of the Chapter consists of a Board of Directors, which coordinates all events and
activities of the Chapter in cooperation with the Alumni Office. The chapter’s Alumni Office liaison will act
as an ex-officio member of the Board. The list of officers below, apart from the Presidential positions, is
intended to be used as a guideline. Each Board should feel free to remove or create offices to reflect the
chapter’s interest and intent.
CHAPTER PRESIDENT – represents the chapter as the official spokesperson; presides at all area chapter
and officer meetings, oversees responsibilities of all volunteers, guides the chapter’s calendar of activities,
and serves as the primary liaison with the Alumni Office. The president works to increase membership and
participation. He/She keeps an up-to-date chapter log of past actions/events, tips for doing things effectively,
and sample letters and forms.
VICE PRESIDENT – presides in the absence of the President, handles arrangements for executive
committee meetings, and assists in the timetable for chapter meeting details.
SECRETARY – maintains the chapter’s records; keeps minutes of all meetings and sends reports on
meetings to the Alumni Office. The Secretary advises the Alumni Office of all address, email, and phone
changes for alumni, as well as any changes in the slate of officers and its Board of Directors.
TREASURER – maintains financial records for the chapter; provides the Alumni Office with an annual
report of financial matters; and works with Alumni Office to pay payments.
ALUMNI ADMISSIONS REPRESENTATIVE – assists in organizing any events that involve recruiting
prospective FHSU students; assists in organizing welcoming event for new students and parents each
summer; seeks financial support and attendance for Student Recognition Programs; contributes to Tiger
Scholar Awards program.
COMMUNICATIONS COORDINATOR (OR REPRESENTATIVE) – coordinates with the Alumni
Office staff to maintain and update the chapter’s web page while also utilizing publications, the Internet, and
other media as appropriate to communicate with various constituents.
COMMUNITY SERVICE COORDINATOR (OR REPRESENTATIVE) – organizes community service
events in the Chapter area. These events may be individual community-specific functions or may be planned
in conjunction with other alumni chapters.
LEGISLATIVE ADVOCATE – works in support of the Office of Governmental Relations to organize
alumni support for FHSU in the Kansas legislature. Legislative education and advocacy by alumni through
grassroots networks can strengthen state support. Alumni legislative advocates help FHSU fight for fair
appropriation and other important university goals.
YOUNG ALUMNI ACTIVITIES COORDINATOR – develops and chairs events specifically targeting
alumni who graduated within the past 15 years; maintains visibility at young alumni functions or locates
executive member to attend.
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CHAPTER THREE: FINANCE
OVERVIEW
The Alumni Office will be responsible for each chapter’s finances.
DUES STRUCTURE
Alumni chapters do not charge dues. Chapters are encouraged to charge individuals to attend events or secure
donations in order to cover the cost of events.
CHECK REQUESTS AND REIMBURSEMENTS
Original receipts must be submitted with all requests for reimbursement. The person or chapter requesting
reimbursement should attach an explanation of how and when the expense was incurred on chapter business,
along with a reimbursement request form. (Appendix VIII)
CONTRACTS
When contracts are required, the document is subject to review by the Alumni Office. To avoid personal
liability, chapter leaders should have all contracts issued to the FHSU Alumni Office and signed by the
Director of Alumni and Governmental Relations; otherwise, insurance and liability concerns are the
responsibility of the chapter.
Chapter leaders should make every attempt to obtain a competitive price for services and merchandise when
working with new and established vendors alike. Pre-approval by the Alumni Office must be secured before
negotiations are entered.
FUND-RAISING/DONATIONS
All fund-raising activities, including scholarship donation drives, must be coordinated through the Alumni
Office. Chapter members will work with their alumni contact, who will, if necessary, contact the Foundation
staff to set up necessary meetings. The chapter should involve the executive committee in any fund-raising
activities. Likewise, if an individual wishes to make a gift to the University in conjunction with a chapter
event, he/she should contact the alumni liaison to discuss details.
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CHAPTER FOUR: COMMUNICATIONS
PRINT COMMUNICATIONS
Allow at least twelve weeks before the actual date of an event to secure invitations and other printed
materials.
EMAIL COMMUNICATIONS
Email blasts will be prepared in conjunction with the Alumni Office allowing at least two to three weeks prior
to the email release date.
OTHER ELECTRONIC COMMUNCIATIONS
Web Page Updates - The chapter secretary or other designated officer has the responsibility for keeping the
chapter’s home page, housed on http://goforthaysstate.com, current with information on officers, upcoming
events, and reports on past events.
Photos – We encourage chapters to take digital photos at events and submit to Alumni Office for possible use
on the chapter web page, social media websites, and other alumni communications.
Roster Requests – Chapter leaders may request a list of alumni and friends living in the chapter area. Lists are
for official chapter use and should be kept confidential. No use for private, commercial or political mailings
is allowed. Unauthorized use may violate privacy rights and is strictly prohibited. Lists will not be provided
until a confidentiality form is signed and returned to the Alumni Office. Any and all changes to the listing
should be directed to the Alumni Office Database Manager.
Social Media – The Alumni Office will establish a Facebook page for each chapter. At least one chapter
member will be given administrative rights to the page. Contact the Alumni Office prior to establishing a
presence on any other social media site to ensure that University and Alumni Association guidelines are being
followed. The Alumni Association will set up additional social media sites for chapter use so that the sites are
owned by the Association. Assigned chapter officers will be given administrative rights on chapter social
media sites.
COMMUNICATION WITH OTHER CHAPTER LEADERS
Presidents’ Council – Chapter presidents or designated officers are invited to join the Presidents’ Council.
This group speaks monthly via conference call to discuss the happenings across the chapter system, to answer
questions and to provide feedback from other leaders as well as Alumni board members and staff. The call is
hosted by the chair of the Alumni board’s Chapter Development Committee. Calls are currently scheduled for
the third Monday of the month at 11 a.m. Contact the Alumni office if you would like to participate in these
calls.
ListServ – An e-mail listserv has been established to allow chapter leaders to ask questions of each other and
staff at their convenience. Any e-mail sent through this service is available to all members of the listserv and
is also archived for members’ future reference. Contact the Alumni office if you would like to participate in
the listserv.
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CHAPTER FIVE: CHAPTER EVENTS
Programs offered by a chapter depend on the number of alumni within a reasonable proximity to chapter
activities. Smaller or less established chapters may successfully host 2-4 events a year. The larger, more
established chapters may host as many as 8-10 events a year.
TYPES OF EVENTS
The most successful chapters have discovered the best type of calendar is one offering a variety of events.
Some alumni prefer participating in social events, some desire educational programs, some prefer to
participate in community service projects, and some want to participate in the entire spectrum.
The following are examples of different types of chapter activities:
 Gatherings with faculty/administrators or coaches as featured speakers
 Tailgates at FHSU athletic events, on-campus or at an away game
 Holiday receptions
 Events targeted to raise scholarship funds
 Welcoming events for new students or senior sendoffs
 On-campus alumni visits to students
 College nights and high school visitations
 Family-oriented picnics
 Wine-tasting parties
 Young alumni events (networking, pub nights, athletic events, interviewing/career sessions, etc.)
 Monthly luncheon (featuring alumni or faculty speakers)
 Networking events (possibly professional and/or social)
To be as effective as possible in planning, the event chairperson should establish a calendar of events with the
approval of the executive council every six months to ensure sufficient planning time so that events are not
concentrated in one period of the year. With a strong group of volunteers, these events are fairly simple to
plan and execute.
ONLINE EVENT RESERVATIONS AND COLLECTION OF FEES
The Alumni Office provides a secured online registration process for use by all chapter registrants. For
details, contact the alumni database manager.
STATEMENT OF LIQUOR LIABILITY
Chapters serving alcohol at an event must be in compliance with all state regulations concerning the service
and consumption of liquor. When working with caterers, ensure that they are properly licensed to serve
alcohol.
The liability for a person or alumni chapter serving alcohol to someone who is intoxicated and has an
accident, injuring themselves or others, can be highly detrimental to the University and the Alumni
Association. Often, the place/institution/person who last served liquor to that individual is liable. For that
reason, all alumni chapter events must have certified personnel who are instructed to refuse to serve alcohol to
anyone they deem intoxicated. Stay attuned to the liquor laws in your community when serving alcohol at an
event.
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CHAPTER SIX: AWARDS & RECOGNITION
OUTSTANDING ALUMNI CHAPTER OF THE YEAR AWARD
Alumni chapters are essential for connecting Fort Hays State University alumni to each other and the
University. This award recognizes the outstanding achievements of a chapter in support of the FHSU Alumni
Association and the University. Established in 2010, this award is based upon a chapter’s activities in a
calendar year.
CHAPTER VOLUNTEER OF THE YEAR AWARD
The Volunteer of the Year award, established in 2010, is given to those alumni and friends who, through their
dedicated and voluntary efforts to support the programs and mission of Fort Hays State University, express
their gratitude to the University and ensure its enlarging impact on our community and future generations of
students through work at the Chapter level. The recipient of the Volunteer of the Year Award must be a paid
member of the FHSU Alumni Association.
Nomination forms and criteria for both of these awards will be sent to chapter presidents by January 31 of
each year and are due by March 1. Recipients will be announced in April and will be honored at a special
recognition event during the annual Alumni Board of Directors meeting in June.
CHAPTER-LEVEL AWARDS
We encourage chapters to develop their own awards programs. Consult the chapter development associate for
guidance.
PREVIOUS AWARD RECIPIENTS
OUTSTANDING CHAPTER OF THE YEAR
2012 Central Kansas/Reno County Tiger Chapter
2011 Capital Area Chapter
CHAPTER VOLUNTEER OF THE YEAR
2012 Kim Carlson ‘81, Kansas City Area Chapter (KCAC)
2011 Lea Ann Curtis ’76, ‘82, Capital Area Chapter
Page 10
APPENDIX I: MODEL CHAPTER BYLAWS
“Name of Chapter”
of the
Fort Hays State University Alumni Association
Chapter Bylaws
ARTICLE 1 – NAME
The name of the organization shall be the
“Name of Chapter”
chapter, hereinafter referred to as the Chapter.
Fort Hays State University Alumni
ARTICLE 2 – PURPOSE
The purpose of the Chapter shall be to foster a spirit of loyalty and friendship among alumni, students,
parents, and friends of the University, through the coordination of student recruitment, educational, cultural
and social activities, and community service, in an effort to advance the best interest of Fort Hays State
University and its constituents.
ARTICLE 3 – MEMBERSHIP
Membership shall consist of those alumni, students, parents, and friends of the University who reside and/or
receive mail in the
“Name of Chapter”
Chapter area.
ARTICLE 4 – ALUMNI ASSOCIATION
A member of the alumni staff shall serve as the Chapter’s Alumni Office liaison, adviser, and consultant,
providing recommendations to the chapter on past, present, and future activities, and as executor by accepting
responsibility for the timely production and distribution (within the control of the Alumni Office) of all
promotional materials.
ARTICLE 5 – OFFICERS/EXECUTIVE COMMITTEE
Section 1. The business of the chapter shall be managed by its Officers/Executive Committee in accordance
with the bylaws of the Fort Hays State University Alumni Association.
Section 2. Nominations for the Officers/Executive Committee shall be made by an appointed subcommittee
and by self-nominations from members. The subcommittee shall prepare the slate of candidates. Elections
shall be by majority votes of the chapter members present at the annual chapter event.
Section 3. Ex-officio Officers/Executive Committee members shall consist of the immediate past president
and other representatives as designated by the president. Term of office shall be two years.
Section 4. A chapter officer or Executive Committee member may be removed when sufficient cause exists
for such removal. The Executive Committee, in consultation with its alumni office/liaison, shall adopt such
rules for replacing officers and committee members as it may at its discretion considered necessary for the
best interests of the chapter.
Section 5. Vacancies in the Executive Committee shall be filled by a majority vote of the Executive
Committee at the next committee meeting.
10/15/13
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Section 6. The Executive Committee will determine a set location, time, and date for regular meetings with a
least eight weeks’ notice according to the convenience of the majority of officers.
ARTICLE 6 – FINANCES
Contributions may be sought from chapter members as established by the chapter’s executive committee.
Financial feasibility of each activity shall be a major consideration of the chapter’s executive committee.
_________________________________________
Chapter Council President
_________________________________________
Date
_________________________________________
FHSU Executive Alumni Director
_________________________________________
Date
10/15/13
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APPENDIX II: VOLUNTEER CONFIDENTIALITY RELEASE
AGREEMENT
FORT HAYS STATE UNIVERSITY ALUMNI ASSOCIATION
VOLUNTEER CONFIDENTIALITY RELEASE AGREEMENT
INTRODUCTION
The Alumni Association and Fort Hays State University are committed to the legal and ethical collection and
use of information in the pursuit of legitimate institutional goals. We shall support and further the individual's
fundamental right to privacy. Records about individuals and organizations are confidential and are to be used
only to further the mission of the institution and not for purposes of solicitation by any person or entity
outside of the University or Alumni Association.
AGREEMENT
I acknowledge that in the course of my volunteer activities during my “Name of Duty and Chapter” I may
have access to documents, data, or other information, some or all of which may be confidential and/or
privileged from disclosure whether or not labeled or identified as such. Therefore, except as required by my
activities, I shall not, either during or after my association with the FHSU Alumni Association or Fort Hays
State University directly or indirectly use, publish, discuss, disseminate or otherwise disclose any confidential
or privileged information to any third party, or use for personal gain, or political, commercial or other nonapproved purposes any information acquired in the course of my activities without prior written consent of the
FHSU Alumni Association.
Finally, I acknowledge that I have read and understand the FHSU Alumni Association and Fort Hays State
University Confidentiality Statement as outlined above and agree to abide by it.
_________________________________________
Volunteer Name
_________________________________________
Date
_________________________________________
Chapter Council President
_________________________________________
Date
_________________________________________
FHSU Alumni Database Manager
_________________________________________
Date
_________________________________________
FHSU Executive Alumni Director
_________________________________________
Date
10/15/13
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APPENDIX III: SAMPLE ALUMNI CHAPTER INTEREST
SURVEY
_______________________________________________ Alumni Chapter
Interest Survey for Alumni, Parents, and Friends of the College
___ Yes, I would like to support the ______________________ Chapter
Name___________________________________________________________________________________
Class/affiliation___________________________________________________________________________
Address_________________________________________________________________________________
City, State, ZIP___________________________________________________________________________
Preferred email___________________________________________________________________________
Daytime phone _____________________________ Evening phone _________________________________
_____ I am interested in planning events.
______ I am willing to serve as an event chairperson.
______ I am willing to open my home for a chapter event.
______ I belong to a club or organization that has a facility that the chapter might use
(please name): _______________________________________________________________
I would like to see the following types of events offered in the future (please list):
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
____________________________________________________________________________________
Send completed form to:
Fort Hays State University Alumni Office
Robbins Center - One Tiger Place
Hays, KS 67601-3767
FAX: (785) 628-4191
Questions? Please feel free to contact:
____________________________________
____________________________________
10/15/13
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APPENDIX IV: FHSU CHAPTER ANNUAL CALENDAR
Name of Chapter: ____________________________
President: ___________________________________
TO:
FHSU Chapter Presidents
FROM:
FHSU Alumni Office
Robbins Center-One Tiger Place
Hays, KS 67601-3767
Phone: (785) 628-4430
FAX: (785) 628-4191
alumni@fhsu.edu
Description of Event
1.
PLANNED EVENTS:
2.
POSSIBLE EVENTS:
3.
MAILINGS:
4.
COMMENTS/SPECIAL REQUESTS:
Projected Date
10/15/13
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APPENDIX V: GENERAL GUIDELINES FOR EVENT PLANNING
To ensure that the event runs as smoothly as possible, the event chairperson should outline every
stage of the planning process.
DAY AND DATE
 Consult the chapter’s calendar to make sure the event does not conflict with other activities.
 Check your standard calendar for possible conflicts with national or religious holidays.
 Local calendars will be of help in screening for desirable dates as they may include private
and public school vacations, events of other organizations, and local athletic events.
 Check FHSU’s academic calendar to see if students will be able to attend.
TIME
 Time is the next most important factor besides the date.
 Chapters located in larger cities must accommodate travel time before or after rush hours.
PLACE
 Location is often the key to a successful event.
 Remember to check if the location (or space) is accessible to meet the needs of all alumni. Parking
also should be considered, given the varying ages of alumni who may or may not be able to attend.
 A central location is advisable. Your Alumni Office liaison will be able to plot your
membership on a map and help you determine the best area for a venue.
 If you are in a large metropolitan area, it is wise to alternate locations in the city every year if
the event is an annual occurrence.
 Keep your eyes open for alternative venues to keep costs down.
COST
 General rule of thumb is that each function should pay for itself. Keep the cost of the event as
reasonable as possible, as cost can be a factor when alumni decide whether to attend.
 Price breaks can be given to younger alumni or those with family to encourage their participation.
 Be clear when hosting a telecast party, for example, if the alumni are responsible for their own
refreshments at the establishment where the event is held.
 In planning a luncheon or dinner meeting, be sure to get an estimate of all costs – rooms, services,
menu, beverages, parking, etc.
 Make arrangements for an itemized bill to ensure reimbursement.
ANNOUNCING THE EVENT
 Use printed invitations for more formal events. The Alumni Office will handle all requests and would
appreciate a minimum of three months for preparation and mailing invitations. See following
guidelines for ideal timing.
 Email blasts can be used as the means of communications for events. The Alumni Office can send
email blasts for chapters if given two weeks’ notice.
 The Alumni Office strongly recommends against the use of the Facebook Events function as a means
of collecting RSVPs; however, we encourage announcements through Facebook or other social media
venues.
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GENERAL GUIDELINES FOR EVENT PLANNING (cont’d)
HOW TO PLAN A SUCCESSFUL EVENT: 20-WEEK PLANNING GUIDE
20 Weeks before…..the executive committee should meet or otherwise communicate to confirm
the date, time, and location of the event. Reservation of the location should be made. Determine how the
alumni, parents, and friends will be invited. Note the time that it will take to have materials printed and
mailed.
18 Weeks before...finalize information for the invitation. Request the print job for invitations to formal events
or emails for less formal events from the Alumni Office.
12 Weeks before…have invitations printed and mailed first class, or bulk rate if applicable, through the
Alumni Office.
6 Weeks before…hold an executive committee follow-up meeting, possibly by conference call. Make sure
everything is running smoothly and solve any problems that may have occurred.
5 Weeks before...prepare program for event. If a college representative will be speaking, obtain a biography
from the Alumni Office and arrange for a chapter representative to serve as emcee.
4 Weeks before…check in with executive committee to ensure details are running smoothly. Confirm speaker
details (don’t forget hotel arrangements, transportation, etc.).
3 Weeks before…organize a phone or email tree to contact those who have not made their reservations.
Prepare publicity for local media, if applicable. Send registration (RSVPs) list to the Alumni Office and
request nametags.
Day of Event…arrive early to attend to details and greet arriving guests. Set out name badges. Have members
of the executive committee mingle with guests before program begins. Complete registration list noting walkups and no-shows.
After the Event…take care of payments. Write event report (keep copy of invitations, paper
trail of planning, guest list, etc.) and submit to Alumni Office liaison. Send thank you notes to all involved.
HELPFUL HINTS THAT MAKE A DIFFERENCE
 If the event has a speaker, acknowledge the speaker’s acceptance of invitation to visit chapter.
 Keep your introductory remarks brief. Your audience will appreciate a certain amount of background
information, but will not like being deterred from the purpose of the gathering.
 It is a courtesy to handle chapter business after the speaker has concluded his or her presentation.
 Use name badges whenever possible to jog hazy recollections and encourage new acquaintances.
 Plan early – tentative dates should be made a year in advance when possible.
 Keep the Alumni Office informed of upcoming chapter events as soon as they are scheduled.
MATERIALS CHECKLIST
 FHSU banner or table drop for wall or table; podium or lectern with microphone and light
 Biographical sketch of guest speaker and/or head table guests
 Registration table - guest register/sign-in roster, pen, pencils, masking tape, etc.
 Printed and blank name badges; Small container in which back of name badges can be discarded
Page 17
GENERAL GUIDELINES FOR EVENT PLANNING (cont’d)
THE GUEST LIST
The type of event will determine whom you should include on the guest list. Obviously, some events are
geared towards specific alumni constituencies (i.e., young alumni). Send invitations no later than twelve
weeks prior to the event. Include on your guest list members from as many segments of your constituency as
possible. Consider inviting the following:
 Alumni parents, alumni relatives, and non-alumni friends
 Alumni from other chapters or those who are not specifically within the geographic boundaries of the
chapter
 Current and/or admitted students and their parents
 Alumni Board of Directors members in the area
A phone or email committee can be helpful for increasing alumni participation, as printed or email invitations
are often put aside and then forgotten. Prior to the event, members of a phone or email committee should
contact those who have not yet made reservations to attend. A little extra effort goes a long way.
PROMOTING YOUR EVENT
It is essential that you have someone on the event committee in charge of promotion and publicity. This
person should be able to communicate details about the event to as many alumni and friends in the
community as possible. Consider the following successful methods:
 Make announcements at chapter meetings.
 Email “save-the-date” notices to chapter members. Make sure you include a link to the chapter home
page for details.
 Send mailings to chapter alumni, parents, and friends of the University. Make sure you include a
phone number and email address for questions about the events.
 Telephone or email reminders are often the most effective way. Personal contact shows people that
you are making a special effort to invite them.
 Active chapters know a good, regularly mailed chapter electronic newsletter will bolster every aspect
of chapter life. Announce events. Once the date is set, communicate it to your chapter members as
soon as possible. Make sure to include a link to the chapter’s home page.
 Your chapter’s home page can be a quick and easy way to keep your members up-to-date on chapter
news and events. Plus, the Alumni Office will post the event on the University’s online alumni
calendar of events, FHSU-TigerTalk, daily email news service, and RSS feed. Many chapters include
these topics in their sites:
 Events/News
 Contact information (e.g., a list of officers with phone number/email addresses)
 Links (back to the University’s web site and the Alumni Office website)
 Information on how to register for the Alumni Tiger Online Community.
 Provide the Alumni Office an article about your event for the e-newsletter FHSUTigerTalk and FHSU-Magazine. Digital photographs (at least 300 dpi) also may be
submitted.
PHONE OR EMAIL TREES
 Need to get some news out quickly? Want to remind people to reply to an invitation? Try a phone or
email tree. All you need are some volunteers who will help you contact chapter members and share
your information. Typically, each volunteer contacts 5 to 10 members.
 The size of your chapter determines how many volunteers you need.
Page 18
APPENDIX VI: FHSU CHAPTER MEETING PLANNING
CHECKLIST
Meeting date: __________________________ Type of event: ______________________________________
Location: ________________________________________________________________________________
________________________________________________________________________________________
Meeting Time(s): Social hour _____ Game _____ Lecture _____ Dinner ______ Other _________________
Expected Attendance: ________________
MEETING COSTS
____ Room Rental
____ Equipment Rental
____ Meal/hors d’oeuvres/beverages
____ Per Person Charge
____ Bartender
____ Service Charge
____ Tax & Tip
____ Miscellaneous (guests, decorations)
FOOD/BEVERAGE
Caterer’s deadline for reservation count: _______________________________________________________
Percentage that caterer prepares beyond guaranteed total for late registrants: ___________________________
Type and quantity of beverages available: ______________________________________________________
Menu: __________________________________________________________________________________
________________________________________________________________________________________
INVITATIONS/RESERVATIONS
Reservations should be mailed to:_____________________________________________________________
________________________________________________________________________________________
Telephone: Home (
) __________________________ Business (
) __________________________
Reservation deadline: ______________________________________________________________________
Invitations should be mailed to:
____ Area alumni
____ Parents of incoming students
____ Current students
____ Parents of current students
____ Incoming students
____ Other
LOCAL PUBLICITY (newspaper, radio, television, telephone, social media):________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
10/15/13
Page 19
FHSU CHAPTER MEETING PLANNING CHECKLIST (cont’d)
GUEST SPEAKER
Speaker’s Name and Title: __________________________________________________________________
Speaker’s Topic: ___________________________________ Speaker’s Bio secured?___________________
Speaker’s Telephone: Home (
) _____________________ Business (
) ________________________
Hotel Accommodations: ____________________________________________________________________
Transportation: ___________________________________________________________________________
Who will introduce the Speaker?: ____________________________________________________________
EVENT SITE ARRANGEMENTS
Room Capacity: __________________________________________________________________________
Equipment Needed:
____ Lectern
____Pointer
____ PA System
____Chalkboard
____ Projector/Screen
____ VCR
____ Remote Switch
____ Other
Who will staff registration table?: ____________________________________________________________
Handicapped accessible? Special needs? _______________________________________________________
Amount of petty cash needed for walk-ins: _____________________________________________________
Registration Material:
____ Reservation List
____MSOE Brochures
____ Name Tags
____ Felt-Tip Pens
____ Masking Tape
____ Wastebasket
____ Other _______________________________
MEETING FORMAT
Who will emcee? ____________________________________________________________________
Suggestions for meeting format: ____ Welcome and announcements
Meeting follow-up:
____ Introduction of guest speaker
____ Acknowledgments
____ Closing remarks
____ Chapter business
____ Other____________________
____ Thank you letters written
____ Bills paid
____ Evaluation form returned to Alumni Office
10/15/13
Page 20
APPENDIX VII: FHSU CHAPTER EVENT INVITATION ORDER
FORM
Complete this form or attach your own version of an invitation, which includes the following information, and
mail or fax:
FHSU Alumni Office
Robbins Center – One Tiger Place
Hays, KS 67601-3767
Phone: (785) 628-4430
FAX: (785) 628-4191
It is necessary to submit this information preferably 18 weeks, but no later than 12 weeks, prior to your event.
Chapter: ________________________________________________________________________________
Chapter President: ________________________________________________________________________
Phone: (H) _______________ (W) _____________
Description of Event: ______________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
Date: ______________ Time:______________ Cost:________________ RSVP Date: __________________
Location of Event: (include address, directions/map if needed) _____________________________________
________________________________________________________________________________________
What does the price include? (e.g. cash or open bar, hors d’oeuvres, meal, menu) ______________________
________________________________________________________________________________________
Make checks payable to: ____________________________________________________________________
Can you pay at the door? _____ Yes _____ No
Mail checks/reservation forms to: ____________________________________________________________
________________________________________________________________________________________
Person to whom questions may be directed: ____________________________________________________
Phone: (H) ______________ (W) ______________
Speaker/entertainment/program: (attach a descriptive paragraph) ___________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
Additional chapter information: (e.g. dates of future events to be included on invitation)__________________
________________________________________________________________________________________
________________________________________________________________________________________
10/15/13
Page 21
APPENDIX VIII: FHSU CHAPTER ATTENDANCE ROSTER
Chapter: _______________________________________________
Event: _________________________________________________
Date: __________________________________________________
Name
Class Year
Address/Phone
Email
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
10/15/13
Page 22
APPENDIX IX: REIMBURSEMENT REQUEST FORM
ISSUE CHECK TO (include original receipts):
Name: __________________________________________________________________________________
Address 1: _______________________________________________________________________________
Address 2: _______________________________________________________________________________
City: _________________________________ State: ________________________ ZIP: ________________
Requested by: _________________________________________
Amount: _____________________________________________
BUSINESS PURPOSE
Event Name: ______________________________________________________________________
Event Date: ________________________
Items: ____________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
Additional Information (if necessary): _________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________
Signature
________________________________________
Date
10/15/13
Page 23
APPENDIX X: SUMMARY OF MEETINGS & ACTIVITIES FORM
Alumni Chapter Annual Report
Fort Hays State University Alumni Association
Deadline: March 1
An annual report is required to maintain status as a chapter of the Fort Hays State University Alumni
Association. Information provided should cover the period between January 1 and December 31.
Name Of Chapter:_____________________________________________________________________
Date: _______________________________________________________________________________
Person Completing This Report: _________________________________________________________
CHAPTER PROFILE
1. Please list the names of alumni who are active members of your executive committee and indicate
leadership positions held. (Please attach a roster if additional space is needed.)
2. Please describe the transition plan (if any) in place for your chapter leadership. Please describe the
overall health of your chapter. Are there any special challenges it faces?
3. Does your chapter have written by-laws?
Yes or No
a. If yes, please attach a copy to this report.
CHAPTER ACTIVITIES
1. List each event held during the past fiscal year (July 1-June 30). It is important to include the date and
approximate attendance at each chapter event. (Please attach a separate sheet if more space is
needed.)
2. Which event did you feel was the most successful? Why?
3. Do you have any questions, comments, suggestions, or concerns that you want to share regarding the
Alumni Office and what it can do to support the chapter?
Please complete this form and return it to the Alumni Office:
Fort Hays State University Alumni Office
Robbins Center – One Tiger Place
Hays, KS 67601-3767
alumni@fhsu.edu
FAX: (785) 628-4191
10/15/13
Page 24
APPENDIX XI: ACTIVE CHAPTER LIST
•
Northwest Kansas - Primary coverage area - Colby/Hoxie/Goodland
Includes Cheyenne, Rawlins, Decatur, Sherman, Thomas, Sheridan, Wallace, Logan, and
Gove Counties
•
Southwest Kansas – Primary coverage area – Garden City
Includes Greeley, Wichita, Scott, Lane, Hamilton, Kearny, Finney, and Gray Counties
•
Norvan Harris – Primary coverage area – Liberal
Includes Seward, Stanton, Grant, Haskell, Morton and Stevens Counties.
•
North Central Kansas – Primary Coverage area – Phillipsburg/Hill City
Includes Norton, Phillips, Smith, Jewell, Republic, Washington, Graham, Rooks, Osborne, Mitchell,
Cloud and Clay Counties.
•
Post Rock – Primary coverage area – Hays and Russell
Includes Trego, Ellis, Russell, Ness, Rush and Barton Counties
•
Boothill – Primary coverage area – Dodge City
Includes Hodgeman, Pawnee, Stafford, Ford, Edwards, Kiowa, Pratt, Clark, Commanche and Barber
Counties.
•
Flint Hills – Primary coverage area – Manhattan
Includes Marshall, Nemaha, Geary, Riley. Pottawatomie and Wabaunsee Counties
•
Smoky Valley – Primary coverage area - Salina
Includes Lincoln, Ottawa, Dickinson, Ellsworth, Saline, Morris, Marion, and Chase Counties
•
Central Kansas – Primary coverage area – Hutchinson/McPherson
Includes Reno, Stafford, Rice and McPherson Counties
•
South Central – Primary coverage area - Wichita
Includes Harvey, Butler, Kingman, Sedgwick, Harper, Sumner, and Cowley Counties
•
Capital – Primary coverage area – Topeka
Includes Lyon, Osage, Shawnee, Douglas and Coffey Counties
•
KCAC (Kansas City Area) – Primary Coverage area – Kansas City
Includes Brown, Doniphan, Jackson, Atchison, Leavenworth, Wyandotte, Johnson, Miami, Anderson,
Linn, Allen, and Bourbon Counties in Kansas, Buchannan, Cass, Clay, Jackson and Platte Counties in
Missouri
OUT-OF-STATE CHAPTER DESCRIPTIVE LIST
•
•
•
•
California – Primary coverage areas – San Francisco and San Diego
Colorado - Primary coverage area – Denver/Front Range
Oklahoma – Primary coverage area – Tulsa and Oklahoma City
Texas – Primary coverage areas – Dallas and Houston
Page 25
APPENDIX XII: FHSU ALUMNI . . . WHERE ARE THEY NOW?
Page 26
Page 27
LIST OF ALUMNI LIVING ABROAD 2013
AMERICAN SAMOA
ANGOLA
ARABIAN GULF
AUSTRALIA
AUSTRIA
BAHAMAS
BANGLADESH
BRAZIL
BURUNDI
CAMBODIA
CANADA
CENTRAL AFRICAN REPUBLIC
CHINA
COLOMBIA
CYPRUS
CZECHOSLOVAKIA
DOMINICAN REPUBLIC
ECUADOR
EGYPT
FINLAND
FRANCE
GAMBIA
GERMANY
GREAT BRITAIN
GREECE
GUAM
HAITI
HONG KONG
HUNGARY
ICELAND
INDIA
INDONESIA
IRAN
IRELAND
JAMAICA
JAPAN
JORDAN
KENYA
9
2
1
11
3
2
2
4
1
1
136
3
7861
3
8
1
2
1
2
1
4
1
9
5
4
4
3
36
2
1
21
5
11
1
1
71
1
4
KUWAIT
LYBIA
MALAYSIA
MEXICO
MICRONESIA
MONACO
NETHERLANDS
NIGERIA
NORTH KOREA
NORTHERN MARIANA ISLANDS
PAKISTAN
PANAMA
PARAGUAY
PERU
PHILIPPINES
PORTUGAL
REPUBLIC OF SENEGAL
SAUDI ARABIA
SINGAPORE
SOUTH AFRICA
SOUTH KOREA
SPAIN
SWAZILAND
SWEDEN
SWITZERLAND
TAIWAN
TANZANIA
THAILAND
TRUST TERRITORY PACFIC
ISLANDS
TURKEY
TURKS & CAICOS ISLANDS
UNITED ARAB EMIRATES
UNITED KINGDOM
URUGUAY
VENEZUELA
VIRGIN ISLANDS (UK)
ZAIRE DEMOCRATIC REPUBLIC
TOTAL
2
1
6
6
3
1
5
104
4
2
2
2
4
3
5
1
1
20
3
5
19
5
1
2
3
199
4
148
2
4
1
2
1
1
5
3
1
8819
Page 28
APPENDIX XIII: ALUMNI ASSOCIATION BOARD OF DIRECTORS
FY 2013-14 Roster
EXECUTIVE COUNCIL
President
Marcella “Marcy” Aycock Ph. D. ’84 (Roy)
Home:
601 Austin Lane, Sedgwick, KS 67135 (316) 215-0024
Bus:
Director, Early College of Health Science Academy, Butler Community
College, Rose Hill Office: (316) 776-9429
Fax:
(316) 776-0114
E-mail:
marcellakaye@yahoo.com (preferred), maycock@butlercc.edu ,
Cell:
(316) 209-5848
Term:
2013-2017, 2009-2013
Vice President
Charles “Chuck” Sexson ’72 (Jennifer’74)
Home:
2930 SW Arvonia PL, Topeka, KS 66614 (785) 273-2681
Bus:
Director, Concealed Carry Licensing Unit, Office of Attorney General
Preferred: (785) 368-6316
Fax:
(785) 368-6468
E-mail:
Preferred: charles.sexson@ksag.org [Home: cwsexson@aol.com]
Cell:
(785) 633-9139
Term:
2013-2017, 2009-2013
Awards & Recognition Committee Chair
Stephanie Bannister ’92, Ph.D. (Grant ’93)
Home:
3616 Eastridge Circle, Manhattan, KS 66503 (785) 539-7163
Bus:
Associate Director of Housing, Kansas State University (785) 532-3791
Fax:
(785) 532-3793
E-mail:
sbann@ksu.edu
Cell:
(785) 313-1805
Terms:
2010 – 2014
Chapter Development Committee Chair
Dennis Spratt ’71 (Sharon)
Home:
5017 Keystone Ct, Lawrence, KS 66047 (785) 841-0375
Bus:
Vice President, Wealth Management Group of KC, Inc, (913) 649-4121
Fax:
(913) 648-7756
E-mail:
spratt@sunflower.com & dennis@wealthmangroup.com
Cell:
(785) 550-4766
Term:
2010-2014, 2006-2010
Finance and Operations Committee Chair
Daron Jamison ’03 (Heather)
Home:
2909 Indian Trail, Hays, KS 67601 (785) 650-9639
Bus:
Supervisor of Finance & Business Development, Nex-Tech Wireless, LLC,
(785) 621-3643
E-mail:
daronjamison@gmail.com
Cell:
(785) 650-9639
Term:
2010-2014, 2006-2010
Page 29
Membership/Marketing Committee Chair
Tracy Metzger ’96
Home:
519 East 41st, Hutchinson, KS 67502
Bus:
Vice President & Chief Technology Officer, Lowen Corporation (620) 665-2825
1111Airport Road, Hutchinson, KS 67501 (Preferred address)
Fax:
(620) 663-1429
E-mail:
tracym@lowen.com
Cell:
(620) 960-2172
Term:
2012-2016
Mary Martin, Ph.D ’91 (Mike’90) At-Large Member
Home:
1400 W. 45th St., Hays, KS 67601-1441, (785) 625-3682
Bus:
Associate Professor of Marketing, Fort Hays State University (785) 628-5877
E-mail:
mmartin@fhsu.edu
Cell:
(785) 650-7125
Term:
2011-2014
Diane Scott, Ph.D ’88, ’90 (Virgil ’81) At-Large Member
Home:
4657 Rabbit Mountain Rd, Broomfield, CO 80020 (720) 475-1085
Bus:
Self-employed, Consultant and Life Coach
Fax:
N/A
E-mail:
dmscott@comcast.net
Cell:
(303) 503-2624
Term:
2012-2016
BOARD MEMBERS (* indicates new member)
Jon Armstrong ’96, ’08 (Lynette ’94, ’09)
Home:
4403 Newton Circle, Hays, KS 67601 (785) 656-3416
Bus:
Assistant Director of Admissions/Transfer Coordinator, FHSU Office of
Admissions (785) 628-4020
Fax:
(800) 432-0248
E-mail:
jdarmstrong@fhsu.edu (preferred), strongarm_10@hotmail.com
Cell:
(785) 656-3416
Term:
2012-2015
Molly Aspan ’00 (Brian)
Home:
4317 S. Sandusky Ave, Tulsa, OK 74135 (918) 694-6970
Bus:
Attorney, Hall Estill (918) 594-0595 (preferred)
Fax:
(918) 594-0505
E-mail:
maspan@hallestill.com
Cell:
(918) 694-6970
Term:
2013-2017, 2009-2013
Marcella “Marcy” Aycock ’84 (Roy) President
Home:
601 Austin Lane, Sedgwick, KS 67135 (316) 215-0024
Bus:
Director, Early College of Health Science Academy, Butler Community
College, Rose Hill Office: (316) 776-9429
Fax:
(316) 776-0114
E-mail:
marcellakaye@yahoo.com (preferred), maycock@butlercc.edu
Cell:
(316) 209-5848
Term:
2013-2017, 2009-2013
Page 30
Stephanie Bannister ’92, Ph.D. (Grant ’93) Chair, Awards & Recognition
Home:
3616 Eastridge Circle, Manhattan, KS 66503 (785) 539-7163
Bus:
Associate Director of Housing, Kansas State University (785) 532-3791
Fax:
(785) 532-3793
E-mail:
sbann@ksu.edu
Cell:
(785) 313-1805
Terms:
2010 – 2014
Josh Biera ’92 (Jeanine ’93)
Home:
802 Davis, Garden City, KS 67846 (620) 271-9684
Bus:
Lieutenant, Kansas Highway Patrol, (620) 276-3201
Fax:
(620) 276-2386
E-mail:
jbiera331@att.net & jbiera@khp.ks.gov
Cell:
(620) 271-4992
Term:
2007-2011, 2011-2015
*Lea Ann Curtis ’76,’82 (Steve ’86)
Home:
5869 SW 24th Ter, Topeka, KS 66614 (785) 969-2502
Bus:
TRAC-7/AO-K Advisor, Washburn Institute of Technology
Fax:
(785) 273-7080
E-mail:
leaanncurtis@gmail.com
Cell:
(785) 969-2502
Term:
2013-2017
Monte Broeckelman ’92 (Gina)
Home:
904 Meadowlark Ln, Beloit, KS 67420
Bus:
Farmway Coop, Inc., (785) 738-0751, Cell (785) 534-2807
Fax:
(785) 738-9670
E-mail:
mbroeckelman@yahoo.com, mbroeckelman@farmwaycoop.com
Cell:
(620) 430-3945
Term:
2010 – 2014
Rich Dreiling ’69 (Bobbi ’70)
Home:
6824 Ayesbury Cir, Wichita, KS 67226 (316) 686-6410
Bus:
Retired
E-mail:
rdreiling@hotmail.com
Cell:
316-558-4644
Term:
2010 - 2014
*Chad Fowler ’99 (Stephanie ’99)
Home:
403 Chelsee Ct, Andale, KS 67001 (316) 214-3492
Bus:
Compliance Manager/Vice President, Wells Fargo (515) 344-8983
E-mail:
chadfowler@wellsfargo.com (preferred) fowlerce@q.com
Cell:
(316) 214-3492 (same as home)
Term:
2013-2017
*Eric Grospitch, Ed.D ’93,’97 (Michelle ’95,’01)
Home:
4800 W. 96th St, Overland Park, KS 66207 (913) 314-9798
Bus:
Dean of Students, University of Missouri Kansas City (816) 235-8955
Fax:
(816)235-6504
E-mail:
ericgrospitch@gmail.com; grospitche@umkc.edu
Cell:
913-314-9798
Term:
2013-2017
Page 31
*Mitchell Hall ’05 (Tavish ’06)
Home:
1103 North Anthony, Anthony, KS 67003 (620) 842-3532
Bus:
Owner, H2O Drilling, LLC, Hall Family Land and Cattle, LLC, (620) 840-1207
E-mail:
mitchhall_13@yahoo.com
Cell:
(620) 840-1207
Term:
2013-2017
Daron Jamison ’03, ’03 (Heather) Chair, Finance & Operations
Home:
2909 Indian Trail, Hays, KS 67601 (785) 650-9639
Bus:
Supervisor of Finance & Business Development, Nex-Tech Wireless, LLC,
(785) 621-3643
E-mail:
daronjamison@gmail.com
Cell:
(785) 650-9639
Term:
2010-2014, 2006-2010
*Mike Koerner ’00, ’05 (Kearsten)
Home:
4500 Vista Drive, Hays, KS 67601 (785) 635-5454
Bus:
Operations/Systems Manager, Eagle Communications (785) 628-0467
E-mail:
mike.koerner@eaglecom.net
Cell:
(785) 635-5454
Term:
2013-2017
Mary Martin, Ph.D ’91 (Mike’90) At-large Member Executive Council
Home:
1400 W. 45th St., Hays, KS 67601-1441, (785) 625-3682
Bus:
Associate Professor of Marketing, Fort Hays State University (785) 628-5877
E-mail:
mmartin@fhsu.edu (preferred)
Cell:
(785) 650-7125
Term:
2011-2014
Tracy Metzger ’96
Home:
519 East 41st, Hutchinson, KS 67502
Bus:
Vice President & Chief Technology Officer, Lowen Corporation (620) 665-2825
1111Airport Road, Hutchinson, KS 67501 (Preferred address)
Fax:
(620) 663-1429
E-mail:
tracym@lowen.com
Cell:
(620) 960-2172
Term:
2012-2016
Kevin Moeder ’82 (Cheryl ’85)
Home:
PO Box 314, LaCrosse, KS 67548 (785) 222-2830
Bus:
Senior Vice-President/Regional Manager, Farmers Bank & Trust, LaCrosse,
(785) 222-2571
Fax:
(785) 222-3581
E-mail:
kmoeder@farmersbankna.com
Cell:
(785) 222-6032
Term:
2010-2014, 2006-2010
Denise Riedel ’86 (Charlie ’83)
Home:
9203 England, Overland Park, KS 66212-2934 (913) 385-3229
Bus:
Owner, Riedel Communications; Free Lance Consultant and Writer
E-mail:
riedelfive@yahoo.com
Cell:
(913) 209-2132
Term:
2011-2015
Page 32
*Ken Ruder’62 Ph.D. (Charlotte)
Home:
6450 Stone Creek Lane, Petersburg, KY 41080 (859) 689-0979
Bus:
Professor Emeritus, Southern Illinois University
E-mail:
ruderkf@netzero.net
Cell:
(513) 238-7502
Diane Scott, Ph.D ’88, ’90 (Virgil ’81)
Home:
4657 Rabbit Mountain Rd, Broomfield, CO 80020 (720) 475-1085
Bus:
Self-employed, Consultant and Life Coach
E-mail:
dmscott@comcast.net
Cell:
(303) 503-2624
Term:
2012-2016
Charles “Chuck” Sexson ’72 (Jennifer’74)
Home:
2930 SW Arvonia PL, Topeka, KS 66614 (785) 273-2681
Bus:
Director, Concealed Carry Licensing Unit, Office of Attorney General
Preferred: (785) 368-6316
Fax:
(785) 368-6468
E-mail:
Prefer to use both: charles.sexson@ksag.org [Home: cwsexson@aol.com]
Cell:
(785) 633-9139
Term:
2013-2017, 2009-2013
Dennis Spratt ’71 (Sharon) At-large Member Executive Council
Home:
5017 Keystone Ct, Lawrence, KS 66047 (785) 841-0375
Bus:
Vice President, Wealth Management Group of KC, Inc, (913) 649-4121
Fax:
(913) 648-7756
E-mail:
spratt@sunflower.com & dennis@wealthmangroup.com
Cell:
(785) 550-4766
Term:
2010-2014, 2006-2010
David “Dave” Voss ’80, ’82 (Melanie ’98)
Home:
1806 Harvey Ct., Colby, KS 67701-1518 (785) 462-7171
Bus:
Network Development Manager for Centene Corp. Sunflower State Health Plan
Fax:
(785) 462-7171
E-mail:
dgvoss@yahoo.com
Cell:
(785) 443-1000
Term:
2011-2015
Twilla Wanker ’57 (Darrell ’58) Half Century Club President
Home:
389 Peaceful Woods Trail, Holly Lake Ranch, TX 75765-7559 (903) 769-4610
E-mail:
tlw2@etex.net
Cell:
(903) 258-0362 (only in use when traveling)
Term:
2012-2014
Page 33
ALUMNI BOARD EX-OFFICIO MEMBERS ++
Tim Chapman ++ (Mona)
Home:
300 W. 23rd, Hays, KS (785) 313-4294
Bus:
President/CEO FHSU Foundation (785) 628-5620
Fax:
(785) 628-5625
E-mail:
tdchapman@fhsu.edu
Cell:
(785) 313-4294
Term:
Ex-officio member
Curtis Hammeke ’85, ’93 ++(Annette)
Home:
2902 Walnut, Hays, KS 67601 (785) 628-1834
Bus:
Director of Athletics, FHSU (785) 628-4050
Fax:
(785) 628-4383
E-mail:
chammeke@fhsu.edu
Cell:
(785) 635-0403
Term:
Ex-officio member
Edward Hammond, Ph.D. ++(Mary)
Home:
7 College Dr, Hays, KS 67601 (785) 628-4027
Bus:
President, FHSU (785) 628-4231
Fax:
(785) 628-4013
E-mail:
ehammond@fhsu.edu
Cell:
(785) 650-1804
Term:
Ex-officio member
Page 34
APPENDIX XIV: ALUMNI ASSOCIATION STAFF
FY 2013-14
Debra Prideaux ’86, ’92
Home:
1305 Agnes, Hays, KS 67601 (785) 623-7959
Bus:
Executive Director, Alumni & Governmental Relations, FHSU (785) 628-4430
Fax:
(785) 628-4191
E-mail:
dprideau@fhsu.edu
Cell:
(785) 365-6011
Charlene Nichols (Greg Weisenborn)
Home:
1302 W. 44th, Hays, KS 67601 (785) 650-0453
Bus:
Assistant Alumni Director, Alumni Association, FHSU (785) 628-4527
Fax:
(785) 628-4191
E-mail:
canichols5@fhsu.edu
Cell:
(813) 956-2628
Jeani Billinger ’72, ’83 (Rich ’73)
Home:
2513 Haney, Hays, KS 67601 (785) 628-3647
Bus:
Office Manager, Alumni Association, FHSU (785) 628-4422
Fax:
(785) 628-4191
E-mail:
jlbillinger@fhsu.edu
Cell:
(785) 259-0837
Lisa Lang (Tim ’79)
Home:
1102 Pinehurst, Hays, KS 67601 (785) 625-5243
Bus:
Accounting, Database Manager, Alumni Association, FHSU (785) 628-5576
Fax:
(785) 628-4191
E-mail:
llang@fhsu.edu
Cell:
(785) 650-7602
Suzanne Klaus ’02, ’08 (Bob)
Home:
1162 Munjor Rd., Hays, KS 67601 (785) 628-8879
Bus:
Chapter Development Associate, Alumni Association, FHSU (785) 628-5708
Fax:
(785) 628-4191
E-mail:
sklaus@fhsu.edu
Cell:
(785) 259-3806
Kindra Degenhardt ’10, ’10
Home:
1334 Lawrence Dr., Hays, KS 67601 (316) 299-9985
Bus:
Project Administrative Specialist, Alumni Association, FHSU (785) 628-4430
Fax:
(785) 628-4191
E-mail:
kddegenhardt@fhsu.edu
Cell:
(316) 299-9985
Page 35
APPENDIX XV:
FORT HAYS STATE UNIVERSITY ALUMNI ASSOCIATION
2013-14 Committee Assignments
Marcy Aycock, Ph.D.
Chuck Sexson
Stephanie Bannister, Ph.D.
Daron Jamison
Tracy Metzger
Dennis Spratt
Mary Martin, Ph. D.
Diane Scott, Ph.D.
Stephanie Bannister, Ph.D.
Dave Voss
Francine Hesterman
Diane Scott, Ph.D.
Chuck Sexson
Andy Stanton
Twilla Wanker
EXECUTIVE COUNCIL
President
Vice-president
Chair, Awards & Recognition
Chair, Finance & Operations
Chair, Membership & Marketing
Chair, Chapter Development
At-Large Member
At-Large Member
AWARDS & RECOGNITION
Chair
Vice Chair, Alumni Board Member
Foundation Representative, ex-officio
Alumni Board Member
Alumni Board Member
Community Alumni Representative
Half Century Club president
Dennis Spratt
Rich Dreiling
Lea Ann Curtis
Chad Fowler
Mike Koerner
CHAPTER DEVELOPMENT
Chair
Vice Chair, Alumni Board Member
Alumni Board Member
Alumni Board Member
Alumni Board Member
Daron Jamison
Monte Broeckelman
Mitch Hall
Kevin Moeder
Ken Ruder,Ph.D.
FINANCE & OPERATIONS
Chair
Vice Chair, Alumni Board Member
New Alumni Board Member
Alumni Board Member
Alumni Board Member
Tracy Metzger
Jon Armstrong
Molly Aspan
Josh Biera
Eric Grospitch, Ed.D.
Mary Martin, Ph.D.
Denise Riedel
MEMBERSHIP & MARKETING
Chair
Vice Chair, Alumni Board Member
Alumni Board Member
Alumni Board Member
Alumni Board Member
Alumni Board Member
Alumni Board Member
Page 36
APPENDIX XVI: FHSU ORGANIZATIONAL CHART
Page 37
APPENDIX XVII: IMPORTANT CAMPUS CONTACTS
Colleges/Department
Administration & Finance
Mike Barnett, Vice President
Alumni Office/Governmental Relations
Debra Prideaux, Director
Athletic Office
Curtis Hammeke, Director
College of Arts & Sciences
Dr. Paul Faber, Dean
College of Business & Leadership
Dr. Mark Bannister, Dean
College of Education & Technology
Dr. Robert Scott, Dean
College of Health & Human Performance
Dr. Jeff Briggs, Dean
Forsyth Library
John Ross, Director
Foundation
Tim Chapman, President & CEO
Graduate School
Dr. Tim Crowley, Dean
Asst Provost for Internationalization
Memorial Union
Edie McCracken, Director
Office of Admissions
Tricia Cline, Director
Registrar’s Office
Dr. Joey Linn, Registrar
Assoc V.P. of Student Affairs
President’s Office
Dr. Edward Hammond, President
Student Affairs
Dr. Tisa Mason, Vice President
Virtual College
Dennis King, Director
Phone
(785) 628-4251
(785) 628-4430
(888) 351-3591
(785) 628-4050
(785) 628-4234
(785) 628-5339
(785) 628-5866
(785) 628-5296
(785) 628-4431
(785) 628-5620
(785) 628-4236
(785) 628-5305
(785) 628-5666
(785) 628-4222
(785) 628-4231
(785) 628-4277
(785) 628-4291
Email
mbarnett@fhsu.edu
alumni@fhsu.edu
dprideaux@fhsu.edu
athletics@fhsu.edu
chammeke@fhsu.edu
cweigel@fhsu.edu
pfaber@fhsu.edu
gmlinek@fhsu.edu
markbannister@fhsu.edu
aswright@fhsu.edu
rfscott@fhsu.edu
tlrohr@fhsu.edu
jmbriggs@fhsu.edu
refserv@fhsu.edu
jross@fhsu.edu
ladougherty@fhsu.edu
tdchapman@fhsu.edu
gradschool@fhsu.edu
tcrowley@fhsu.edu
hlrohr@fhsu.edu
esmccracken@fhsu.edu
admissions@fhsu.edu
tcline@fhsu.edu
registrar@fhsu.edu
jlinn@fhsu.edu
kallen@fhsu.edu
ehammond@fhsu.edu
cgist@fhsu.edu
tamason@fhsu.edu
hsrebel@fhsu.edu
dking@fhsu.edu
Page 38
APPENDIX XVIII: CHAPTER AWARDS GUIDELINES
Chapter of the Year Award
I. Purpose
The Chapter of the Year Award was established to recognize the work of the Fort Hays State
University alumni chapters.
II. Basis of Selection
Alumni chapters are essential for connecting Fort Hays State University alumni to each other and the
University. This award recognizes the outstanding achievements of a chapter in support of the FHSU
Alumni Association and the University. The award will be based upon a chapter’s activities in a
calendar year.
III. Qualifications
A) Chapter nominations must be made by the executive board of the nominated chapter.
B) The award is open to all active alumni chapters. Winning chapters will not be eligible to receive
the award again for a period of three years. For example, a chapter that wins for work in 2013
would again be eligible in 2016.
C) Award is based upon activities and achievements within the chapter during the previous year.
IV. Selection and Duties of Award Committee:
A) The Awards & Recognition Committee will serve as the selection committee.
B) The Awards Committee Chair will preside at the meeting. The Executive Secretary will assist
with providing information on procedure.
C) Although the Committee has the final determination for designating the number of awards which
shall be bestowed in any year, the following guidelines are suggested:
1. In rating candidates, it is suggested that each Committee member considers the following
goals of the chapter system:
a) Alumni engagement
b) Support of the Alumni Association
c) Service involving both philanthropic activities and community betterment.
d) Student recruitment
e) Overall support of the University
2. Each member prior to the meeting should make a preliminary ranking of the chapters in
categories. If questions arise as to qualifications, overlapping categories, etc., please make a
note and bring it to the meeting.
Page 39
3. Final selection of the recipients will be made by tabulating the results of rankings in each
category after discussion by the committee.
D) The number of awards in any given year should not exceed two (2).
V. Other Committee Members:
A) Non-voting members:
1. Executive Director’s staff representatives will serve as ex-officio committee members.
2. At the discretion of the Committee, chapter representatives may be called upon to serve as
non-voting committee members.
VI. Miscellaneous Recommendations:
A) It shall be the obligation of the members of the Committee to be sure the spirit and specifications
of the award are followed, so that recipients are selected who will stand up under all award
criteria.
B) The selection of the Committee shall be final.
C) Nominations may be made to the Fort Hays State University Alumni Association, and must be
received by March 1 for recognition of accomplishments in the previous calendar year.
D) Nominations will be solicited from all active alumni chapters.
E) The nominating chapter will be responsible for preparing nomination materials.
VII. Notification, Announcement, and Presentation:
A) Honorees will be officially notified of the award by a letter jointly signed by the Executive
Director and the National President of the Alumni Association no later than April 30.
B) All honorees will be publicly announced at the same time in the FHSU Magazine publication,
FHSU-TigerTalk, alumni website and by a news release from the office of University Relations.
C) Presentation of the award will be made in conjunction with the Alumni Board of Directors annual
meeting in June.
Page 40
Chapter Volunteer of the Year Award
I. Purpose
The Volunteer of the Year Award was established to recognize the work of Fort Hays State
University alumni and friends throughout the alumni chapter system.
II. Basis of Selection
The Volunteer of the Year award is given to those alumni and friends who, through their dedicated
and voluntary efforts to support the programs and mission of Fort Hays State University, express their
gratitude to the University and insure its enlarging impact on our community and future generations
of students through work at the Chapter level.
III. Qualifications
A) Candidate nominations must be made and brought forth through the chapter system. Each active
chapter may submit only one candidate per year.
B) The award is open to alumni and friends of the university.
C) The recipient of the Volunteer of the Year Award must hold a paid membership in the FHSU
Alumni Association.
D) Award is based upon volunteer activities and achievements within the candidate’s chapter during
the previous year.
E) Alumni Board members and immediate family members will not be considered for this award
during their tenure on the Board. Nominations will be extended after their terms expire.
IV. Selection and Duties of Award Committee:
A) The Awards & Recognition Committee will serve as the selection committee.
B) The Awards Committee Chair will preside at the meeting. The Executive Secretary will assist
with providing information on procedure.
C) Although the Committee has the final determination for designating the number of awards which
shall be bestowed in any year, the following guidelines are suggested:
1. In rating candidates, it is suggested that each Committee member considers the following
goals of the chapter system:
a) Alumni engagement
b) Support of the Alumni Association
c) Service involving both philanthropic activities and community Betterment.
d) Student recruitment
e) Overall support of the University
Page 41
2. Each member, prior to the meeting, should make a preliminary ranking of the candidates in
categories. If questions arise as to qualifications, overlapping categories, etc., they will be
addressed by the committee.
3. Final selection of the recipients will be made by tabulating the results of rankings in each
category after discussion by the committee.
D)
The number of awards in any given year should not exceed two (2).
V. Other Committee Members:
A) Non-voting members:
1. Executive Director’s staff representatives will serve as ex-officio committee members.
2. At the discretion of the Committee, chapter representatives may be called upon to serve as
non-voting committee members.
VI. Miscellaneous Recommendations:
A) It shall be the obligation of the members of the Committee to be sure the spirit and specifications
of the award are followed, so that recipients are selected who will stand up under all award
criteria.
B) The selection of the Committee shall be final.
C) Nominations may be made to the Fort Hays State University Alumni Association, and must be
received by March 1 for recognition of accomplishments in the previous calendar year.
D) Nominations will be solicited from all active alumni chapters.
E) The nominating chapter will be responsible for preparing nomination materials.
VII. Notification, Announcement, and Presentation
A) Honorees will be officially notified of the award by a letter jointly signed by the Executive
Director and the National President of the Alumni Association no later than April 30.
B) All honorees will be publicly announced at the same time in the FHSU Magazine publication,
FHSU-TigerTalk, alumni website and by a news release from the office of University Relations.
C) Presentation of the award will be made in conjunction with the Alumni Board of Directors
meeting in June.
Page 42
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