Ways to Get Involved
The Potomac community thrives thanks to the support of alumni volunteers. Whether raising funds for their alma mater, planning Reunions or organizing social and educational events, our alumni are creative, connected and committed. While all graduates automatically become members of the Alumni Association, those who wish to become more involved may choose from a variety of volunteer opportunities. There are several ways to get involved:
- Alumni Governing Council
- Class Agent
- Class Correspondent
- Regional Representative
- Class Reunion Chair
- Summer Jobs and Internships
Each Council Member is responsible for actively participating in the work of the AGC and the life of the school. The AGC and its’ members will develop programs that will benefit and engage the entire alumni community. Each member is expected to affirm and strive to fulfill the performance expectations outlined below.
Council Member, Alumni Governing Council: Position Description/Essential Functions, Duties and Responsibilities: Council members accomplish their functions through regular meetings and by establishing a committee structure that is appropriate to the size of the organization. Council members are to arrive at meetings prepared and ready to engage in thoughtful dialogue.
- Believe in and be an active advocate and ambassador for the values, mission, and vision of The Potomac School Alumni Governing Council.
- Work with fellow AGC members to fulfill the obligations of council membership.
- Behave in ways that clearly contribute to the effective operations of the AGC:
- Focus on the good of the organization and group, not on a personal agenda.
- Support council’s decisions once they are made.
- Participate in an honest appraisal of one's own performance and that of the council.
- Regularly attend council and committee meetings in accordance with the absenteeism policy.
- Prepare for these meetings by reviewing materials and bringing the materials to meetings.
- If unable to attend, notify the board or committee chair 24 hours in advance.
- Be prepared to contribute approximately 2- 4 hours per month toward board service which includes:
- Attending six - eight council meetings from September through May (2 hours).
- Chair and/or participate on at least 1 committee (2 hours).
- Attend Reunion Weekend events and activities (5- 8 hours).
- Reading materials, preparing for meetings (1 hour).
- Attending events at the school, off campus, assisting with fundraising and other ambassador tasks as needed (1-2 hours).
- Keep informed about the alumni community and its issues by reviewing materials, participating in discussions, and asking strategic questions.
- Actively participate in one or more fundraising event(s) annually.
- Give an Annual Fund contribution and support the Potomac School at a level that is personally meaningful.
- Edit and approve Annual Fund solicitation letter drafted by the Development Office.
- Make an Annual Fund contribution, preferably as early in the giving year as possible.
- Participate in one night of phonathons, scheduled throughout the year. If not local, make calls from your own location as coordinated between the Potomac Development Office and you.
- Recruit a classmate to participate in phonathons.
- Reach out to classmates through email, Facebook and phone calls to encourage participation in the Annual Fund.
- Follow up throughout the year, as needed.
- Gathering news from your classmates and report it accurately
- Gathering class news (and photos) and prepare class notes for Fall and Spring issue of The Term.
- Submitting columns in a timely fashion
- Attempting to make personal contact with, and publish at least one news item about, every member of your class.
- Providing updated contact information for your classmates throughout the year.
Send all Notes to email@example.com.
There is no single right way to get in touch with your classmates. Class Correspondents have traditionally used a number of means in order to get news from their classmates. Methods including phone calls, emails, social media and/or post cards (please save your receipts for reimbursement) have been employed to contact classmates. We have found that email and social media are increasingly popular methods because of their efficiency and availability.
- We do know that no matter what method one chooses, persistence is the most important aspect to good news gathering. A good column can be a catalyst for more classmates to provide information about themselves. Regardless of your method, please ask your classmates to submit photographs or digital media!
As a key correspondent to many alumni, you can help play a vital role in keeping our alumni records up-to-date. We share your class list through Google Docs to make it easier to reach out to your classmates. When reaching out to your classmates, please confirm their contact information.
- If there is a change of email, address or cell number, please make the update in the shared document and highlight your changes so that next time you are collecting class notes we can provide you with the most up-to-date information or email the change to firstname.lastname@example.org.
- PLEASE compile all notes in Microsoft Word or within the body of your email. Send to email@example.com.
- CONSIDER time lag. Notes will run a couple of months after you submit them, so be mindful of tense.
- PLEASE communicate with your classmates that photos taken from a traditional camera are preferred.
- Phone cameras typically do not provide a resolution high enough for publication printing. Photos must be submitted in a jpeg file format, with a minimum of 300 DPI. If the photo is not of print quality, we will not be able to include it in the Term.
- PLEASE caption photos with names, date, location, and any other pertinent information.
Thank you again for your leadership. These guidelines are designed to assist you with your important role as a Class Correspondent. Please continue to have fun with your position; it’s a great way to keep in touch with your classmates. Should you have any questions about these guidelines, or anything at all, please feel free to call Laura Miller at 703-749.6356.
- Work with the Director of Alumni Relations, to ensure a successful Reunion Weekend for your class and to encourage and support annual giving among your classmates.
- Work with Alumni Office to recruit Class Reunion Volunteers as needed.
- Maintain communication (email, Facebook, LinkedIn, mail) with your class throughout the year about Reunion activities. The Alumni Office will provide drafts for all types of communications that you can customize.
- Help locate “lost” classmates by providing the Alumni Office with mail and email information.
- Attend Reunion festivities. At the events on campus, Potomac takes care of staffing and activities. Your only job is to catch up with classmates and enjoy yourself.
- Contribute promptly to the Reunion Class Gift.
- Sign the Reunion Giving letter (drafted and mailed by Potomac) as well as email/mail the final giving request in June following Reunion (drafted and coordinated by Potomac).
- Coordinate Saturday night off-campus celebrations plus any additional class events or items created in conjunction with Reunion.
- After Reunion, provide your insight, quotes, pictures, and especially memories of the weekend and your Saturday off-campus celebration.