The Class Executive Committee includes the class President, Reunion Chair, Treasurer, Secretary, and Web Chair/Digital Media Coordinator, and The Smith Fund position of Fund Team Coordinator. Members of the Executive Committee are expected to meet regularly and communicate important class business to classmates as necessary. Class officers are elected every five years during Reunion. See the following appointment descriptions.
Term: 5 years
Appointments: Nominating Committtee Chair (approximately two years before Reunion)
Contact: Director for Reunions, Classes, and Clubs; Office Coordinator/Budget Liaison
As class president, you provide leadership to class officers and class members. You communicate regularly with officers to ensure that they are fulfilling their responsibilities, ensure that the class maintains a website and/or presence on social media, and you may appoint assistants for any and all projects.
- Send at least one newsletter per year to your class (preferably electronically, but may be print). In the year preceding Reunion, you may want to send up to three newsletters.
- Arrange an annual meeting with class officers (the Executive Committee), either at a mutually convenient location or via conference call.
- Maintain regular and ongoing contact with the Executive Committee.
- Work with the Office of Alumnae Relations to send broadcast emails to the class as appropriate, driving classmates to the class website and/or social media outlets, and encouraging them to utilize Smith’s online sources for current information.
- Preside at the class meeting that marks the end of your term, held during Reunion.
- Participate in virtual and in-person training offered by the Office of Alumnae Relations.
- Attend Reunion.
- In case of a resignation or vacancy, consult with the Executive Committee to appoint someone who can fill an unexpired term. If a class officer cannot or does not fulfill their responsibilities, it is the responsibility of the President, in cooperation with the Office of Alumnae Relations, to determine an appropriate course of action.
- Maintain contact with the Reunion Chairs during the planning and scheduling of Reunion events.
- Consult with Reunion Chairs regarding appointment of mini-Reunion Chairs.
- Keep records of important class literature, communications with class officers and class members, and correspondence of note involving the Office of Alumnae Relations. These files must be passed on to the succeeding president.
- Make an annual gift to The Smith Fund.
- At the conclusion of your term, transfer all files and records to your successor, and send any pertinent information to Smith College Archives.
Nominating Committee Chair (approximately two years before Reunion)
Class Reunion Chair
Term: 5 years
Appointments: House Representatives, Program/Activity Chair, Headquarters Chair, Parade Chair
Contact: Assistant Director for Reunions, Classes and Clubs
Other Possible Reunion Committee Chairs: Mini-Reunion Chair
The OAR recommends two Reunion co‐chairs. The Reunion chairs appoint classmates to committees, coordinate the work involved and work closely with the OAR staff. The Reunion Planning Guide includes detailed information about the job responsibilities; it is distributed 18 months prior to Reunion and is available in the Tools for Reunion Planners.
- Identify and recruit classmates for the Reunion committee
- Plan Reunion schedule/programming for the class and coordinate the development of a Reunion theme and graphics
- Oversee the Reunion budget (in cooperation with the class treasurer)
- Act as the principal source of Reunion information and submit Reunion updates to class officers for inclusion in class communications
- Participate in training offered by the OAR throughout the term and specifically 18 months prior to Reunion
- Attend the Reunion of the preceding class as an observer one year before Reunion
- Complete a post‐Reunion report to be shared with the current and succeeding Reunion chair(s) and the OAR
- Maintain all planning records, including Reunion mailings, newsletters, emails, theme ideas, vendors, lists of committee members, etc., to pass on to succeeding chairs
Term: 5 years
Contact: Associate Editor, Smith Alumnae Quarterly
The class secretary is responsible for submitting a class notes column four times a year for the “Alumnae Lives” section of the Smith Alumnae Quarterly (SAQ).
- Write a class notes column for the SAQ and submit it by the required deadlines
- Communicate with the associate editor by phone and email as needed
- Report any changes in a classmate’s contact information to the records department
Term: 5 years
Contact: Office Coordinator
The class Treasurer is a member of the class’s Executive Committee. The class Treasurer is responsible for the fiscal management of the class treasury, including the collection of dues and maintenance of all financial records. As most classes know, the Office of Alumnae Relations is bringing the class treasuries in-house, with classes still having control of their funds. In the future, expenses will be authorized by the class Treasurer or President and handled internally (whenever possible) at the college.
- Pay/authorize payment of all authorized bills and volunteer reimbursements
- Ensure that the class has a firm financial base from which to launch a Reunion
- If the class chooses to collect dues (most classes rely solely upon revenue generated by Reunion registrations), solicit dues from class members.
- Assist the Reunion Chair in developing a Reunion budget — see sample and instructions in the Reunion Planning Guide
- Contact Alumnae Relations staff for a print out of your class’s treasury transactions as needed
- Submit an itemized financial statement to the class President for inclusion in any class communications as necessary
- Transfer financial information to the new Treasurer following Reunion
Class Web Chair/Digital Media Coordinator
Term: 5 years
Contact: Web Design Associate; Digital Coordinator
The class web chair is responsible for creating and maintaining the class website and/or the class presence on social media sites (Facebook, Twitter, etc.). The class web chair should be familiar with web development (Adobe Dreamweaver, Microsoft Frontpage), word processing (Microsoft Word) and digital photography.
- Create and maintain the class website, using either OAR templates or web development software; ensure that it is linked through the OAR website
- Share news of the class and college using social media
- Ensure the security of classmates’ personal information online and always obtain permissions before identifying classmates in a photo or document
- Serve as a Smith Fund social media ambassador to share news from the Smith Fund on the class website and/or via social media
Fund Team Coordinator
Term: 5 years
Contact: Smith Fund Staff Liaison
The Fund Team Coordinator is a class officer. She serves as the leader for the fund team and the link between the Smith Fund staff liaison and team members. She will work collaboratively with class officers and fund team members on common goals. The Fund Team Coordinator appeals directly to class officers and fund team members to ask for support, helps strategize ways to increase participation and dollars, and helps coordinate class fund outreach and communication.
- Work with Smith Fund staff to identify potential volunteers
- Recruit Smith Fund volunteers
- Represent The Smith Fund’s goals and objectives
- Coordinate the communication between the fund team and class officers
- Contact and establish a relationship with all fund team members and class officers
- Solicit class officers and fund team for gifts each fiscal year through reunion
- Follow up with an appreciative thank you when gifts are received
- Give consistently to The Smith Fund each year
Class President Appointment – Nominating Committee Chair
Term: 2 years
Appointed at least two years prior to Reunion, the Nominating Committee Chair is responsible for recruiting a slate of class officers who will be presented and voted on at Reunion. These alumnae will serve as the executive class officers for the next five years.
- Select a committee of three or four members
- Be familiar with the job descriptions of the various class officer positions and work with the committee to determine the most appropriate nominee for each position
- Be willing to contact and interview potential nominees
- Present a slate that reflects the diversity of the class and offers opportunities to new volunteers, as well as those who have volunteered in the past
The responsibility of the Class Nominating Committee is to field a slate of officers that will continue the business of the class for a five-year term. The committee should seek to broadly represent all class constituencies and choose individuals who are able to meet the responsibilities of the specific office.
- Once appointed, the Chair should select three or four classmates to serve on the Nominating Committee. These classmates should represent the class as a whole and be well acquainted with the entire class.
- The Office of Alumnae Relations, upon receiving the name of the Nominating Chair from the class President, can send a complete list of classmates with past and current alumnae volunteer positions, as well as job descriptions for all class officers, to the Nominating Chair.
- The Chair and committee may request nominations in the class newsletter.
- The Chair communicates with their committee to determine the slate.
- The Office of Alumnae Relations considers the Executive Committee of officers to be President, Reunion Chair, Secretary, Treasurer, Web Chair/Digital Media Coordinator, and elected/appointed Smith Fund volunteers.
- Potential nominees are contacted directly by a committee member and agree to have their names placed on the slate.
- The Nominating Committee member should send the position description to the nominee and ask that they carefully read the job responsibilities.
- Once completed, the Chair submits the slate to the class President and the Office of Alumnae Relations. The slate may be published in the class newsletter. If this is not possible, the slate must be posted at the Reunion headquarters.
- The slate is voted on at the Reunion class meeting.