Specific Plan of Action: Alumni Relations and Extension Services Committee (Daniel Devela)
Hey, guys! Tumatakbo ako for the position of up_ame's Alumni Relations and Extension Services Committee head AY 2011-2012. Nasa ilalim ng cut ang aking Specific Plan of Action for ARESCOM. Please read, tapos iwan na lang kayo ng comments (screened sila) kung may tanong kayo or may gusto kayong linawin. Comment lang din for suggestions!
Thanks!
UNIVERSITY OF THE PHILIPPINES ANIME MANGA ENTHUSIASTS
ELECTIONS 2011
SPECIFIC PLAN OF ACTION
Alumni Relations and Extension Services Committee
As prescribed by the UP AME Committee on Elections (COMELEC) of 2011, I, Roberto Daniel C. Devela, current Documentations Committee (DOCCOM) member, former member of ARESCOM (2007-2010), hereby present my Specific Plan of Action as candidate for the position of Alumni Relations and Extension Services Committee Head for the Academic Year 2011-2012.
Article IV Section 6 of the UP AME Constitution of 2004 states that the Alumni Relations and Extension Services Committee (ARESCOM) is tasked with the following duties:
a. Maintain contact with all alumni and update them on all organization activities;
b. Handle solicitations from the alumni in coordination with the Finance Committee (FINCOM);
c. Manage and maintain the official website/s, mailing list/s, and all other alternative forms of media of the organization. The introduction of a new medium is subject to the approval of the GA.
Once elected, I shall conscientiously uphold these duties to the best of my abilities in handling the organization’s most important assets in connecting UP AME and its members to their roots, as well as the world beyond the organization. In order to fulfill these duties as mandated in the constitution, I present my plans for AY 2011-2012.
I. Committee Reorientation and Organization
The committee operates on the interaction between the people within and outside the organization. In order to carry out the committee’s duties properly, the following items shall be implemented to strengthen the committee’s foundation and the bond between its members.
A. ARESCOM Training, Team Building and Planning
ARESCOM shall dedicate a day for team building, training and planning once members (and newly inducted members) are drafted into the committee at the beginning of each semester. The intimate event shall be held to orient/re-orient new and old members with the committee’s duties and responsibilities, to plan the committee’s schedule and to assign each committee member their tasks for the entire semester.
B. ARESCOM Organizational Setup
During my years in the committee, each ARESCOM member was assigned an account to maintain for the semester and alumni liaison duties were divided among all ARESCOM members. Problems have risen from this setup since members were sometimes found unavailable and unable to perform tasks concerning their accounts, and the committee head and OIC are left to do the tasks themselves instead.
A different setup for the committee shall be proposed wherein ARESCOM members shall be divided into the following 2 or 3 teams, according to their own preferences, strengths and availability.
SETUP A
This setup retains the equal division of contacts for alumni relations, while ARESCOM members are divided into two extension services teams.
1. Information and Publicity (UP AME mailing lists, website, LiveJournal)
• Handle all official UP AME mailing list operations. This includes moderating the mailing lists, sending updates, uploading files, posting polls, etc.
• Manage and update the content of the official website.
• Handle all online publicity operations, including uploading of publicity templates to the LiveJournal, dissemination of information among the members regarding publicity, etc.
2. Networking and Media (Facebook, Friendster, Multiply, Photobucket, Deviantart, forums)
• Maintain the Facebook and Friendster accounts, the social networking arms of the committee. This includes regular updates and responding to inquiries in both accounts.
• Upload media (photos and videos) through the Multiply, Photobucket and DeviantArt accounts.
• Moderate the forums. This includes keeping the official forums active and free from unwanted spam, welcoming new members, promoting the forums, etc.
SETUP B
This setup divides the committee members into three teams. Alumni relations is integrated into one of the teams in order to avoid confusion by assigning select members to interact with the alumni.
1. Information and Alumni Liaison (UP AME mailing lists, website)
• Members assigned to this team shall handle all the official UP AME mailing lists (i.e. moderate, send updates, upload files, post polls, etc.), manage the official website’s content, and contact the alumni whenever necessary.
2. Networking and Publicity (Facebook, Friendster, LiveJournal, forums)
• Members of the Networking and Publicity team shall be tasked to handle the social networking accounts of the organization and all online publicity concerning org activities. They shall be assigned to maintain the Facebook, Friendster and LiveJournal accounts and moderate the organization’s official forum.
3. Media (Multiply, Photobucket, DeviantArt)
• Members of the Media Team shall be tasked to maintain and manage the Multiply, Photobucket and DeviantArt accounts. This includes responding to messages sent through Multiply and DA, uploading official photos taken by the Documentations Committee, uploading official publicity materials, and all other tasks concerning their accounts.
SETUP C
This setup divides the committee into four teams. Unlike the previous setup, teams shall concentrate on alumni interaction and website maintenance separately. Handling of the UP AME mailing lists shall be integrated into the Social Networking Team, and Publicity shall be integrated into the Media Team.
1. Alumni Liaison
• Members of this team shall maintain contact with all the official alumni of the organization, updating them on all the organization's events, and handling all alumni-related tasks like contacting them regarding the renewal of alumni association membership, moderating the alumni mailing list, conducting polls, etc.
2. Webteam
• Members of this team shall handle the official website and all of its content and features, including the to be proposed online alumni association form, the online library, etc.
3. Information and Networking
• This team shall focus on interaction and serve as the main communication division of the committee by handling the official UP AME mailing lists, the social networking accounts (Facebook and Friendster) and the official forums.
4. Publicity and Media
• This team shall handle the organization’s main online advertising account, the LiveJournal account, and all other media-related accounts such as Photobucket, Multiply and DeviantArt. Official organization graphics shall be uploaded to the appropriate accounts.
II. Committee Activities
A. Alumni Relations
1. Annual Alumni Roster Update
• Alumni Association Application Forms shall be distributed to members who graduated during the previous year.
• Alumni shall be individually contacted if they should like to renew their AA membership and update their contact information.
• Renewing Alumni Association members shall be encouraged to invite non-AA alumni who also want to help and participate in org activities.
2. Monthly Mailing List Updates and Kami To Ki
• A monthly digest of the organization’s various activities shall be sent to the alumni mailing list by the end of each month.
• In cooperation with the Documentations Committee, a copy of the organization’s official publication shall be sent to the alumni for every release.
3. Alumni Buddy System
• Following the success of the 2010 application period’s Buddy Week activities, alumni shall again be asked to volunteer as the incoming batch’s Alumni Buddies.
• ARESCOM shall try to work out a way to provide incentives for alumni who should wish to participate, such as discounts or other perks.
• If their schedules would permit it, ARESCOM members shall be invited to accompany the alumni buddies during their dates to help the applicants in getting to know the alumni.
4. Alumni Pledges
• In cooperation with the Finance Committee, Alumni Pledge sheets shall be distributed before an event that needs help (financial or otherwise) from the alumni. A solicitation letter similar to the one FairComm 2010 used for AME Track 10 shall suffice.
5. Alumni Identification and Privilege Card
• New alumni association applicants shall be issued their own identification cards. These cards shall give the alumni free entrance to UP AME’s official events such as film showings, symposia, fairs, etc. and in cooperation with the Marketing Committee, entitle them to perks and discounts from partner establishments.
6. Annual Alumni Gathering
• A gathering shall be held within the year to maintain the firm bond between the members and the alumni - this event may either be another (simpler) homecoming, the organization’s annual Christmas Party (to be spearheaded by ARESCOM with the Membership Committee), the UP AME Sports Fest, or some other activity to be suggested by the members. The event’s format shall be voted upon by the General Assembly.
7. Proposed Projects and Activities with members of the Alumni Association
• Leadership Seminar and Career Talk with the Alumni
- Alumni (former execom, project heads, etc.) shall be invited to give talks on AME membership and leadership in an activity to be spearheaded by the Executive Committee.
- Alumni from different fields shall be specifically invited to participate and share inspirational anecdotes about their chosen careers and how the skills they gained from joining UP AME helped them learn more about life.
• Catch-up/Kwentuhan Sessions
- Alumni involvement in the official UP AME forums shall be encouraged by inviting them to different forum topics where they can share news about themselves or their fellow alumni, provide (nonfinancial) help or advice to members in need, etc.
• Fund-raising and socio-civic activities
- In coordination with the Marketing Committee, alumni associated with organizations and foundations may help in providing UP AME more social relevance by inviting them to spearhead fund-raising activities for different causes like blood drives, etc.
B. Extension Services
1. Official Website (http://up-ame.org)
• The introduction of the website as ARESCOM’s main medium and UP AME’s central information resource shall be another priority next year. It shall feature links to all the other ARESCOM accounts, regular updates about the organization’s upcoming events, articles from the official publication, information about the organization (contact information, EXECOM, Committees, etc.), the UP AME forums and a feedback form regarding the organization’s events to be filled by our patrons.
• A complete site renovation is long overdue. The current layout has been in use for quite some time now, and our primary online publicity arm shall most benefit from a fresher look. A website content feedback form shall be distributed among the organization’s members during the summer to make way for a launch during the start of the first semester.
• Measures shall be taken to ensure that the organization maximizes the subscription to the host.
• The feasibility of the integration of the Alumni Association Application and Renewal form shall be checked.
• In cooperation with the Properties Committee Head, the online library shall be updated regularly (ideally, every month).
• Committee profiles and photo galleries shall be included in the “ABOUT THE ORG” section of the website.
2. Mailing Lists (upame, upame_tambayan, upame_apps, upame_alumni)
• Members assigned to the mailing lists shall regularly send updates regarding AME events.
• The semestral maintenance shall be held immediately once membership renewal forms have been handed out by the Membership Committee. Maintenance shall include removal of non-renewed members in the UP AME official mailing list (upame).
• Semestral maintenance shall also be implemented on the upame_apps and upame_tambayan ML in order to further screen the content distributed through the mailing lists. This includes the removal of all upame_apps members who are neither from ARESCOM nor from the Membership Committee.
• An official list of all committee MLs for the year (including adhoc committee MLs) shall be posted on the upame_tambayan home page for easier communication.
• A monthly digest of AME news and activities shall be sent to the UP AME Alumni ML.
3. Social Networking Accounts
• The retirement of the Friendster account shall be proposed, as the need for it has been minimal since the emergence of the UP AME Facebook page.
• As with the website, the official Facebook page shall be regularly updated with event information and articles.
4. Media Accounts
• A call for photos and artwork shall be announced at the start of the semester, where members who shall donate AME-related artwork or their own photo library of UP AME events shall be given incentives. UP AME artwork shall be uploaded on the DeviantArt account and AME event albums shall be posted on Facebook and Multiply.
5. Others
• Official and adhoc committee mailing lists shall be included in the “contact us” sections of all public extension accounts.
• Coordinate with the College of Arts and Letters web team to include UP AME’s information in the student organizations section of the CAL site.
For questions and clarifications, just leave a comment here (all comments are screened), send me an e-mail (flames4rent@yahoo.com), message me on Y!M (flames4rent), text or call my mobile (09165759366) or just approach me at the tambayan!
Thanks for reading!
Roberto Daniel C. Devela
UP AME Batch 2007 (Shemen)
Thanks!
UNIVERSITY OF THE PHILIPPINES ANIME MANGA ENTHUSIASTS
ELECTIONS 2011
SPECIFIC PLAN OF ACTION
Alumni Relations and Extension Services Committee
As prescribed by the UP AME Committee on Elections (COMELEC) of 2011, I, Roberto Daniel C. Devela, current Documentations Committee (DOCCOM) member, former member of ARESCOM (2007-2010), hereby present my Specific Plan of Action as candidate for the position of Alumni Relations and Extension Services Committee Head for the Academic Year 2011-2012.
Article IV Section 6 of the UP AME Constitution of 2004 states that the Alumni Relations and Extension Services Committee (ARESCOM) is tasked with the following duties:
a. Maintain contact with all alumni and update them on all organization activities;
b. Handle solicitations from the alumni in coordination with the Finance Committee (FINCOM);
c. Manage and maintain the official website/s, mailing list/s, and all other alternative forms of media of the organization. The introduction of a new medium is subject to the approval of the GA.
Once elected, I shall conscientiously uphold these duties to the best of my abilities in handling the organization’s most important assets in connecting UP AME and its members to their roots, as well as the world beyond the organization. In order to fulfill these duties as mandated in the constitution, I present my plans for AY 2011-2012.
I. Committee Reorientation and Organization
The committee operates on the interaction between the people within and outside the organization. In order to carry out the committee’s duties properly, the following items shall be implemented to strengthen the committee’s foundation and the bond between its members.
A. ARESCOM Training, Team Building and Planning
ARESCOM shall dedicate a day for team building, training and planning once members (and newly inducted members) are drafted into the committee at the beginning of each semester. The intimate event shall be held to orient/re-orient new and old members with the committee’s duties and responsibilities, to plan the committee’s schedule and to assign each committee member their tasks for the entire semester.
B. ARESCOM Organizational Setup
During my years in the committee, each ARESCOM member was assigned an account to maintain for the semester and alumni liaison duties were divided among all ARESCOM members. Problems have risen from this setup since members were sometimes found unavailable and unable to perform tasks concerning their accounts, and the committee head and OIC are left to do the tasks themselves instead.
A different setup for the committee shall be proposed wherein ARESCOM members shall be divided into the following 2 or 3 teams, according to their own preferences, strengths and availability.
SETUP A
This setup retains the equal division of contacts for alumni relations, while ARESCOM members are divided into two extension services teams.
1. Information and Publicity (UP AME mailing lists, website, LiveJournal)
• Handle all official UP AME mailing list operations. This includes moderating the mailing lists, sending updates, uploading files, posting polls, etc.
• Manage and update the content of the official website.
• Handle all online publicity operations, including uploading of publicity templates to the LiveJournal, dissemination of information among the members regarding publicity, etc.
2. Networking and Media (Facebook, Friendster, Multiply, Photobucket, Deviantart, forums)
• Maintain the Facebook and Friendster accounts, the social networking arms of the committee. This includes regular updates and responding to inquiries in both accounts.
• Upload media (photos and videos) through the Multiply, Photobucket and DeviantArt accounts.
• Moderate the forums. This includes keeping the official forums active and free from unwanted spam, welcoming new members, promoting the forums, etc.
SETUP B
This setup divides the committee members into three teams. Alumni relations is integrated into one of the teams in order to avoid confusion by assigning select members to interact with the alumni.
1. Information and Alumni Liaison (UP AME mailing lists, website)
• Members assigned to this team shall handle all the official UP AME mailing lists (i.e. moderate, send updates, upload files, post polls, etc.), manage the official website’s content, and contact the alumni whenever necessary.
2. Networking and Publicity (Facebook, Friendster, LiveJournal, forums)
• Members of the Networking and Publicity team shall be tasked to handle the social networking accounts of the organization and all online publicity concerning org activities. They shall be assigned to maintain the Facebook, Friendster and LiveJournal accounts and moderate the organization’s official forum.
3. Media (Multiply, Photobucket, DeviantArt)
• Members of the Media Team shall be tasked to maintain and manage the Multiply, Photobucket and DeviantArt accounts. This includes responding to messages sent through Multiply and DA, uploading official photos taken by the Documentations Committee, uploading official publicity materials, and all other tasks concerning their accounts.
SETUP C
This setup divides the committee into four teams. Unlike the previous setup, teams shall concentrate on alumni interaction and website maintenance separately. Handling of the UP AME mailing lists shall be integrated into the Social Networking Team, and Publicity shall be integrated into the Media Team.
1. Alumni Liaison
• Members of this team shall maintain contact with all the official alumni of the organization, updating them on all the organization's events, and handling all alumni-related tasks like contacting them regarding the renewal of alumni association membership, moderating the alumni mailing list, conducting polls, etc.
2. Webteam
• Members of this team shall handle the official website and all of its content and features, including the to be proposed online alumni association form, the online library, etc.
3. Information and Networking
• This team shall focus on interaction and serve as the main communication division of the committee by handling the official UP AME mailing lists, the social networking accounts (Facebook and Friendster) and the official forums.
4. Publicity and Media
• This team shall handle the organization’s main online advertising account, the LiveJournal account, and all other media-related accounts such as Photobucket, Multiply and DeviantArt. Official organization graphics shall be uploaded to the appropriate accounts.
II. Committee Activities
A. Alumni Relations
1. Annual Alumni Roster Update
• Alumni Association Application Forms shall be distributed to members who graduated during the previous year.
• Alumni shall be individually contacted if they should like to renew their AA membership and update their contact information.
• Renewing Alumni Association members shall be encouraged to invite non-AA alumni who also want to help and participate in org activities.
2. Monthly Mailing List Updates and Kami To Ki
• A monthly digest of the organization’s various activities shall be sent to the alumni mailing list by the end of each month.
• In cooperation with the Documentations Committee, a copy of the organization’s official publication shall be sent to the alumni for every release.
3. Alumni Buddy System
• Following the success of the 2010 application period’s Buddy Week activities, alumni shall again be asked to volunteer as the incoming batch’s Alumni Buddies.
• ARESCOM shall try to work out a way to provide incentives for alumni who should wish to participate, such as discounts or other perks.
• If their schedules would permit it, ARESCOM members shall be invited to accompany the alumni buddies during their dates to help the applicants in getting to know the alumni.
4. Alumni Pledges
• In cooperation with the Finance Committee, Alumni Pledge sheets shall be distributed before an event that needs help (financial or otherwise) from the alumni. A solicitation letter similar to the one FairComm 2010 used for AME Track 10 shall suffice.
5. Alumni Identification and Privilege Card
• New alumni association applicants shall be issued their own identification cards. These cards shall give the alumni free entrance to UP AME’s official events such as film showings, symposia, fairs, etc. and in cooperation with the Marketing Committee, entitle them to perks and discounts from partner establishments.
6. Annual Alumni Gathering
• A gathering shall be held within the year to maintain the firm bond between the members and the alumni - this event may either be another (simpler) homecoming, the organization’s annual Christmas Party (to be spearheaded by ARESCOM with the Membership Committee), the UP AME Sports Fest, or some other activity to be suggested by the members. The event’s format shall be voted upon by the General Assembly.
7. Proposed Projects and Activities with members of the Alumni Association
• Leadership Seminar and Career Talk with the Alumni
- Alumni (former execom, project heads, etc.) shall be invited to give talks on AME membership and leadership in an activity to be spearheaded by the Executive Committee.
- Alumni from different fields shall be specifically invited to participate and share inspirational anecdotes about their chosen careers and how the skills they gained from joining UP AME helped them learn more about life.
• Catch-up/Kwentuhan Sessions
- Alumni involvement in the official UP AME forums shall be encouraged by inviting them to different forum topics where they can share news about themselves or their fellow alumni, provide (nonfinancial) help or advice to members in need, etc.
• Fund-raising and socio-civic activities
- In coordination with the Marketing Committee, alumni associated with organizations and foundations may help in providing UP AME more social relevance by inviting them to spearhead fund-raising activities for different causes like blood drives, etc.
B. Extension Services
1. Official Website (http://up-ame.org)
• The introduction of the website as ARESCOM’s main medium and UP AME’s central information resource shall be another priority next year. It shall feature links to all the other ARESCOM accounts, regular updates about the organization’s upcoming events, articles from the official publication, information about the organization (contact information, EXECOM, Committees, etc.), the UP AME forums and a feedback form regarding the organization’s events to be filled by our patrons.
• A complete site renovation is long overdue. The current layout has been in use for quite some time now, and our primary online publicity arm shall most benefit from a fresher look. A website content feedback form shall be distributed among the organization’s members during the summer to make way for a launch during the start of the first semester.
• Measures shall be taken to ensure that the organization maximizes the subscription to the host.
• The feasibility of the integration of the Alumni Association Application and Renewal form shall be checked.
• In cooperation with the Properties Committee Head, the online library shall be updated regularly (ideally, every month).
• Committee profiles and photo galleries shall be included in the “ABOUT THE ORG” section of the website.
2. Mailing Lists (upame, upame_tambayan, upame_apps, upame_alumni)
• Members assigned to the mailing lists shall regularly send updates regarding AME events.
• The semestral maintenance shall be held immediately once membership renewal forms have been handed out by the Membership Committee. Maintenance shall include removal of non-renewed members in the UP AME official mailing list (upame).
• Semestral maintenance shall also be implemented on the upame_apps and upame_tambayan ML in order to further screen the content distributed through the mailing lists. This includes the removal of all upame_apps members who are neither from ARESCOM nor from the Membership Committee.
• An official list of all committee MLs for the year (including adhoc committee MLs) shall be posted on the upame_tambayan home page for easier communication.
• A monthly digest of AME news and activities shall be sent to the UP AME Alumni ML.
3. Social Networking Accounts
• The retirement of the Friendster account shall be proposed, as the need for it has been minimal since the emergence of the UP AME Facebook page.
• As with the website, the official Facebook page shall be regularly updated with event information and articles.
4. Media Accounts
• A call for photos and artwork shall be announced at the start of the semester, where members who shall donate AME-related artwork or their own photo library of UP AME events shall be given incentives. UP AME artwork shall be uploaded on the DeviantArt account and AME event albums shall be posted on Facebook and Multiply.
5. Others
• Official and adhoc committee mailing lists shall be included in the “contact us” sections of all public extension accounts.
• Coordinate with the College of Arts and Letters web team to include UP AME’s information in the student organizations section of the CAL site.
For questions and clarifications, just leave a comment here (all comments are screened), send me an e-mail (flames4rent@yahoo.com), message me on Y!M (flames4rent), text or call my mobile (09165759366) or just approach me at the tambayan!
Thanks for reading!
Roberto Daniel C. Devela
UP AME Batch 2007 (Shemen)