Club, CORP & Group Volunteers

Smith clubs, affinity groups and special interest groups around the world host a variety of events—receptions, book clubs, community service projects, museum visits—that provide opportunities to connect with the college, alums, faculty and students. In addition, the Committee on Regional Participation (CORP) is a dedicated committee of volunteers who engage with alums and solicit support of the college on a regional basis. Whether you’re looking for a long-term commitment, to help plan a get-together in your area or to share your story with local students, here’s how to get involved. We are deeply grateful for your commitment of time, effort and energy.

Planning Events & Programs

Planning An Event

Clubs and groups engage in events that enhance the alum connection with the college and each other. Programs may vary in an effort to provide meaningful experiences for folks with different interests. Examples include:

  • organizing a book club
  • sending care packages to students
  • engaging in community service
  • creating theme-based sub-groups for investing, cooking, knitting and crafts, walking/hiking
  • social events such as bowling, after work meet-ups, game night (including Smithopoly!) and museum and sports outings
  • organizing a panel of alums with similar fields of interest or expertise, such as folks in science, law, education, the arts, or health and wellness
  • celebrating Smith traditions such as Mountain Day, Julia Child Day, Christmas Vespers, Cromwell Day and Rally Day

Publicizing Your Event

Does your club or group have an event you want to publicize? Contact the Office of Alumnae Relations and Development at alumclub@smith.edu for support. 

For tips to increase event attendance and membership, see Communications.

Insurance coverage for all club events is provided under the college’s liability policy. See Volunteer Resources for more information.

For more ideas, see Additional Resources for Clubs & Groups. We encourage you to connect with fellow club leaders for advice and brainstorming on ideas and best practices. The Office of Alumnae Relations and Development staff can offer you support in planning a program.

Book clubs are a wonderful way to reinvigorate your club’s membership and keep alums regularly engaged. Smith book clubs have sprung up globally. See Communications for ideas on boosting attendance and celebrating diversity.

Smith College values its alums and provides many tools to help them connect to one another and to the college, whether in person or virtually, as individuals, or as volunteer-led affinity groups and clubs. The college does not govern alum groups nor prescribe content for groups’ events. The selection of a book or other program content by an alum group or club does not imply an endorsement by Smith College or the Alumnae Association of Smith College.

Starting a Book Club

Smith club presidents often find that book clubs attract alums who don’t traditionally affiliate with their Smith clubs but are interested in continuing their education and connection to the college. Book clubs require a few basic ingredients.

A Good Book

It’s best to let the point person choose the group’s first book and have participants come to the first meeting with their suggestions. Paperbacks are a good first choice for affordability and portability. Independent booksellers sometimes offer book club discounts.

A Little Time

It is standard practice to have a month to read a selection. Meetings should go for about an hour and a half, with the first hour devoted to discussion and the last half-hour for socializing.

A Regular Schedule and a Bit of Publicity

After the book list has been created, mail it to participants and include it in the club’s newsletter and web page announcements. Rotate locations and discussion leaders.

Prompting Questions

It’s good to have a few prepared questions to prompt discussion. Book publishers often offer discussion guides.

Three Willing Volunteers

The Point Person: This volunteer will field calls from interested members and maintain the book club membership list, book list and location schedule.

Book Discussion Leader: This volunteer position will rotate through the book club. This person will prepare questions and a short biography of the author.

Hostess: This position rotates and should not be either the point person or the discussion leader.

The Perfect Spot

Consider holding your event at a local library at the same time as their “Young Reader’s Circle” or other “Read Aloud” programs. This will allow mothers of small children to attend without arranging for child care. As a bonus, this will also reinforce the love of reading in the next generation.

Reading Suggestions

For ideas, browse current and past selections for entering students, read a faculty book and check out alumnae books featured in WordSmith and the Smith Alumnae Quarterly. The Gate also regularly feature the latest books from faculty and alumnae. Submit your group’s reading list suggestions to alumclub@smith.edu.

Stay connected to current students from your area by sending end-of-semester care packages to them. Students often send warm expressions of appreciation for receiving a box of homemade baked goods, gift certificates for local businesses, cards and other goodies, like warm socks for the winter. Here are some helpful guidelines to follow if your club wants to send care packages.

Timing

Care packages/gifts should arrive at least seven days before the last day of classes to ensure ample time for delivery and pick-up by students. See the Academic Calendar. Please check with your post office to allow enough time for delivery and be sure to use packaging that prevents damage during shipping.

Suggestions

Shipping

  • Label perishable items and consider necessary shipment time.
  • Put the student name and box number on each package.
  • Include the sender’s name, club name and email/mailing address. (Many students send thank-you notes.)
  • Email Mail Services to notify them of your shipment. In the subject line put “Smith Club Mailing.” Please do not send notifications to students. Mail Services will send notifications to students via email. All gift bags must be sealed, and it’s best to send them in uniform packaging. Please include:
    • Name of club
    • Number of pieces being sent
    • List of recipients and box numbers

Mail to: Smith College, Mail Services, 100 Elm Street, Northampton, MA 01063

If you are overseas, consider sending gift cards or certificates to local shops or ordering care packages from a local Northampton business to avoid items becoming spoiled or packages getting delayed. It will also save on shipping costs.

Help make a difference in your community by volunteering. Community service projects can be fun and rewarding ways to connect with alumnae who might enjoy giving back more than attending other club events. They also enhance Smith’s reputation in local communities. Alumnae can be asked to suggest an organization that might be willing to organize a club’s volunteer time.

Choosing a Project

  • Short-term or one-time projects are more likely than long-term commitments to attract volunteers.
  • A program whose mission is to support women and girls or college access might be especially attractive.
  • Projects that include partners and kids might appeal to alumnae with families (inquire about a minimum age for children).
  • Community service groups or book groups might complement a project with a book that focuses on service, such as Mountains Beyond Mountains, by Tracy Kidder, or The American Way to Change: How National Service & Volunteers are Transforming America, by Shirley Sagawa ’83.

Ideas

Food Banks

Some clubs volunteer one or more times a year at food banks, where they sort or pack canned or fresh food for soup kitchens, shelters, families, schools or day-care centers. A day’s work can begin with a brunch or end with drinks to provide social time. Food donations can be requested at other club events.

Dress for Success

Dress for Success has affiliates around the country to which club members can donate clothing for use by disadvantaged female job-seekers.

Habitat for Humanity

Projects may include home building, trail clearing, knitting for homeless women or delivering cards made by school children to hospital patients.

Title I Schools

Since 1989, the Washington, D.C., club has had relationships with a Title I elementary school (majority low-income students) where 20 or more volunteers tutor individuals or read aloud to a class, helping to grow grade-level readers by the end of third grade. Alumnae are invited to bring school supplies to the club’s annual tea.

On the Rise

The Cambridge, MA, club has an ongoing relationship with On the Rise, a program for homeless women. They have collected socks and other necessities for clients; they invite donations at any club event. They also gathered 450 books in one month to create a library for this women’s shelter.

Girls Schools

Look for opportunities to collaborate with or co-sponsor an event with a girls’ school, with a group that benefits women or girls, or with an organization related to the subject area of a faculty speaker. These events also offer the opportunity to share admission materials with high school girls.

Sponsor Events & Lectures

An innovative example of an event comes from the Maine club, which co-sponsored a faculty lecture by Tom Litwin, the former director of the Clark Science Center at Smith, with Coastal Studies for Girls, a semester school for sophomores from around the country with an interest in marine science and leadership. His presentation, held at a public expeditionary learning high school in Portland where an alumna teaches science, was on climate change in the Bering Sea.

Faculty Speakers

The Faculty Speaker program is a long-standing tradition utilized by many clubs to engage with Smithies locally. These presentations bring Smithies together and provide the opportunity for alums to participate in lifelong learning. The Office of Alumnae Relations and Development partners with regional Smith clubs to provide financial and marketing support so alums can engage with faculty.

Contact alumclub@smith.edu with any questions.

Request a Faculty Speaker

Clubs should expect to:

  • Gather the largest audience possible by committing to and utilizing at least three outreach methods in a coordinated and timely manner (email, website update, social media post, print mailing, word of mouth or personalized individual connection).
    • We suggest a target audience of 50 participants and invite you to contact our office if you need support gathering participants.
  • Share your marketing plan and any published materials with the Office of Alumnae Relations and Development.
    • If clubs use their own marketing email system, Smith will also share out a promotional email to the region to ensure all alums receive the notification.
  • Provide a list of participants, both registered and attended, with the Office of Alumnae Relations and Development.
  • Survey event attendees.
    • The Office of Alumnae Relations and Development will provide a survey tool for all clubs to utilize.
  • Complete a post-event survey, recapping the event and overall experience.
  • Welcome additional Smith staff that may attend this event.
    • These staff may be available to assist on the day of the event with any welcoming tasks.

With 130 clubs worldwide, not all clubs will receive a faculty speaker every year. Requests for speakers will be evaluated based on the following criteria:

  • The availability of faculty members and funding
  • Date of the club’s last college-sponsored faculty speaker event
  • The club’s demonstrated ability and plans to gather the largest possible Smith-connected audience
  • Club leadership’s participation in volunteer meetings and engagement with the college

How do these updates benefit my club and fellow volunteers?
The following updates are intended to provide a streamlined request process, removing some time-intensive responsibilities from the plates of volunteers. A faculty solicitation, managed by the Office of Alumnae Relations and Development, will provide more speaker possibilities for clubs, including a variety of speakers from new and cutting edge to the iconic. Our office will then match club requests to available faculty speakers, eliminating significant groundwork that ordinarily would be undertaken by volunteers.

Since clubs are paired with available faculty, volunteers can submit a rough concept for a speaker event that can take shape once an appropriate match is made. Alternatively, if clubs have a very specific idea and a particular person in mind with their request, we will already know whether or not that person is available to travel. Utilizing the speaker request form will save clubs lost time if we know in advance that a faculty member is unavailable and can suggest an alternative possibility.

This updated process accompanied by the support of the Assistant Director of Regional Volunteer Engagement makes planning a faculty speaker event more accessible to a club that might not have thought it had the volunteer resources to do it. The resulting event will stimulate new interest in the club.

How does it work?
Utilizing a Google Form, club volunteers will request a speaker for either the Fall/Winter (November through February) or Spring/Summer period (March through August). You may submit a request at any time. Requests made before the review window begins will receive priority. You should anticipate hearing from staff with an update on your request approximately 10 business days after the review window opens.

Who pays for the faculty member’s travel expenses?
The Office of Alumnae Relations and Development will cover travel expenses for faculty speakers. Clubs are responsible for any costs associated with the event, these may include a rental fee, food and beverages, or print materials.

Where can I find the program guidelines and evaluation criteria?
Guidelines and evaluation criteria can be found in the Club Volunteer Toolkit, as well as the Alumnae Relations website.

Where can I find out which faculty members are available?
When you submit your request, we will let you know which faculty member is available to travel to your location. We do not provide a list of available faculty members. Faculty availability fluctuates, and publishing a list would create an opportunity for outdated information to be in circulation. For this reason, we encourage you to list a topic area you are interested in hearing about. Smith has 295 professors in more than 50 academic departments and programs. Rest assured we can help match you with an available professor with expertise in your preferred interest area.

I already know who I want to ask—can I just email that professor/administrator directly?
In order to support faculty in managing their time, to ensure equitable access to faculty and to best manage our budget for travel, all requests need to be made through our office. It’s possible that your preferred faculty member is unavailable—but by making the request through our office we can help you think about other options.

What happens if my request is deferred?
If your request is deferred your club will be notified via the email you listed on the request form. Your club is still eligible for a faculty speaker in the coming travel period, but it is not guaranteed a speaker during that period.

If my faculty speaker request is deferred, can I submit a different request?
If your request is deferred, you are welcome to submit a new request for a different topic or speaker. Clubs may not have more than one in-person faculty speaker per academic year.

We’d like to hold a faculty speaker event, but we are a smaller club and don’t think we can get 50 alums to attend. Can we still apply?
Yes! We recognize that alum population density in certain regions is different than in others and we’ll take that into consideration when reviewing your request. The target of 50 participants is intended to create a substantial audience, and is not a requirement. Participants can come from your local and neighboring Smith communities. Invitations for faculty speaker events can extend to current students, parents of current students and all alums in your local area. You may want to consider connecting with nearby Smith or Seven Sisters Clubs for a broader audience.

Can we connect virtually with faculty members?
Yes! Our office will continue to sponsor virtual faculty speaker programs for all clubs. Regardless of whether or not your club has utilized an in-person faculty lecture, they will be able to participate in one of the virtual programs.

What should we expect from the virtual faculty lectures?
The Office of Alumnae Relations and Development will continue to offer virtual faculty speaker programs throughout the academic year. These events are open to all clubs, and interested clubs must register to reserve a spot for their members at the event. The virtual events will have a faculty member lecture, as well as a live Q&A. Virtual lectures will end with breakout rooms for each club in attendance so you can have a private space to connect with your local Smithies.

I have additional questions, who can I talk to about them?
Please reach out to Emily Fitzgerald, Assistant Director of Regional Volunteer Engagement, with any additional questions. Emily can be reached at ELFitzgerald@smith.edu or 413-585-2040.

Scholarship Fundraisers

Fundraising for Smith College was historically one of the primary purposes of Smith clubs and has been an important and appreciated source of financial support for the college. Alums have always been passionate about supporting Smith scholarships, and alum groups and clubs have been doing innovative, effective fundraisers for the cause. There are a variety of ways in which you can help young women enjoy the benefits of a Smith education. 

To add your club fundraiser idea to this page, please email alumclub@smith.edu.

S’mints

The Smith College Club of the North Shore offers S’mints—handmade dark chocolates imprinted with an image of the Grécourt Gates. Available in original peppermint crunch and orange crunch.

Desk Calendars

For decades, the Smith College Club of Milwaukee has sold desk calendars across the state.

Enstrom’s Toffee

The Smith College Club of Colorado offers Enstrom’s gourmet toffee each holiday season. The almond-chocolate toffee is a wonderful treat!

Smith Aprons

The Smith College Club of Southeastern Connecticut created a wonderful red apron with “Smith Cooks” written on the front.

Tote Bags

The Smith College Club of Fairfield County created a nautical-inspired canvas tote bag with “Smith College” printed on it.

Pecans for scholarships started in 1951 with the Smith College Club of Westchester County and has since become an annual fundraising tradition for numerous clubs across the country. Typically sold during the late fall, the pecans now come in a variety of flavors, including chocolate-covered and cinnamon-glazed. The following clubs sell pecans, and many will ship.

New England

Smith College Club of Belmont | Smith College Club of Cape Cod | Smith College Club of Franklin County | Smith College Club West of Boston | Smith College Club of Greenwich-Stamford | Smith College Club of Southeastern Connecticut | Smith College Club of Southeastern Massachusetts | Smith College Club of Maine

New Jersey

Princeton Area Smith College Club | Watchung Hills Smith Club

Pennsylvania

Pittsburgh Smith College Club

Washington

Smith College Club of Washington, D.C.

New York

Smith College Club of New York City | Smith College Club of Schenectady | Westchester Smith College Club

Florida

Smith College Club of the Treasure Coast

Indiana

Smith College Club of Indianapolis

Ohio

Smith College Club of Cincinnati | Smith College Club of Akron | Smith College Club of Columbus

Club Officer Roles

Smith clubs are geographically based alum communities that serve to connect Smithies to one another and to the college. There are more than 100 Smith clubs worldwide, varying in size and scope depending on their region. Each club is led by an executive board of officers. These roles can vary by club but often include a president, vice president, program chair, treasurer and secretary. We invite you to join this important part of the Smith community! Whether you are interested in an officer role or helping out with programs from time to time, there are many different ways to be involved. Connect with your local club board to learn more about how you can deepen your Smith connections and be an ambassador for the college right where you live.

Term: Varies by club

Contact: alumclub@smith.edu

Responsibilities:

  • Presides at all official meetings
  • Maintains regular contact with executive committee members to receive updates
  • Keeps records of important publications and communications with officers, members and the Office of Alumnae Relations and Development
  • In consultation with the executive committee, the president is empowered to appoint someone to fill a vacancy/resignation 
  • Attends club leadership meetings run by the Office of Alumnae Relations and Development and mentors new and prospective volunteers

Term: Varies by club

Contact: alumclub@smith.edu

Responsibilities:

  • Acts for the president if the president is unable to fulfill their responsibilities
  • Acts as program chair and organizes, plans and schedules events, including serving as the primary source for event information
  • Oversees events budget
  • Selects committees to help organize various events as needed
  • Coordinates with the alumnae admissions coordinator to plan events for prospective students

Term: Varies by club

Contact: alumclub@smith.edu

Responsibilities:

  • Sets financial guidelines for the management of funds and ensures that the guidelines are ratified by the officers
  • Sets the dues rate for the organization, in conjunction with other officers, and solicits dues on a regular schedule
  • Pays all authorized bills and volunteer reimbursements efficiently and ensures that the club has a firm financial base to launch annual programs
  • Submits an annual financial report to the president, club members and the Office of Alumnae Relations and Development annually
  • Follows rules regarding disclosure of the group’s financial status, in accordance with laws governing tax-exempt status

Term: Varies by club

Contact: alumclub@smith.edu

Responsibilities:

  • Designs programming that appeals to young alums and works to boost young alum membership
  • Acts as a liaison between young alums and the executive board

Term: Varies by club

Contact: Admissions Office, Lia Brassord

Responsibilities:

  • Contacts students whose names appear on inquiry and search cards
  • Offers interviews to all applicants and encourages acceptances
  • Conducts special recruiting programs for prospective applicants
  • Attends college fairs and high school programs
  • Assists an admissions traveler visiting her area

Term: Varies by club

Contact: alumclub@smith.edu

Responsibilities:

  • Works on the newsletter
  • Maintains the website and social media presence

Term: Varies by club

Contact: alumclub@smith.edu

Responsibilities:

  • Keeps a permanent record of minutes of all organization and executive committee meetings
  • Keeps a complete, up-to-date membership list (if no membership chair is elected)
  • Notifies members (or all area alums) of the year’s programs and meetings
  • Reports all changes of address to the records department
  • Forwards appropriate materials to the Office of Alumnae Relations and Development and/or the Smith College Archives

Term: Varies by club

Contact: alumclub@smith.edu

Responsibilities:

  • Calls for nominations
  • Determines the slate; depending on organization bylaws, a single or double slate election process is required
  • Contacts nominees and sends position descriptions
  • Submits the slate to the organization’s president and the Office of Alumnae Relations and Development; the slate should be published in the final newsletter
  • Ensures that the slate is voted on at the annual meeting or by mail-in ballot


Committee on Regional Participation (CORP) Volunteer Roles

CORP volunteers connect with fellow alums and solicit support of the college on a regional basis.

Term: 3 years

Contact: Emily Fitzgerald, Associate Director for Strategic Fundraising Initiatives; ELFitzgerald@smith.edu or 413-585-2698

Responsibilities:

  • Connect with, solicit and thank assigned prospects
  • Act as ambassadors by sharing information about priorities and initiatives at Smith
  • Promote the importance of participation
  • Serve as role models through your own philanthropic commitment to Smith, including an annual gift to The Smith Fund

Tools and Resources for Clubs & Groups

Not every club has bylaws. Above all, bylaws should state that the club is organized to further the well-being of Smith College and operates exclusively for educational and charitable purposes.

In furthering the well-being of the college, the organization should keep in mind such goals as:

  • Fostering a spirit of friendship among graduates and former students
  • Extending the aims and achievements of the college
  • Promoting and encouraging communications between the college, the AASC and the organization
  • Delineating the primary responsibility of each officer position
  • Outlining the process for holding regular meetings of the club and of the executive committee

Organization bylaws should also indicate the following:

  • What constitutes a quorum
  • Processes for election of officers
  • Appointment and formation of a nominating committee
  • Provisions for setting the dues fee
  • Provisions for dissolution of the organization
  • The process for amending the bylaws

Organization bylaws must have a paragraph that prohibits inurement. All club officers must understand that failure to comply with the following five items will jeopardize the tax-exempt status of an organization:

  • No part of organization earnings may benefit any member, director, officer or other private individual.
  • The organization officers are authorized and empowered to pay reasonable compensation for services rendered.
  • No activities of the organization shall consist of carrying on propaganda, or otherwise attempting to influence legislation.
  • The organization cannot participate in or intervene in any campaign for public office.
  • Nothing in the bylaws could be read as authorizing or permitting the organization to operate other than exclusively for charitable or educational purposes within the regulations of tax-exempt 501c(3) status.

Organizations are asked to file any amended bylaws with the AASC.

July

  • Update your list of club volunteers on your website and send a copy to the AASC.
  • Schedule a meeting with the old and new board and follow the Transition Checklist.

August

  • Request a list of incoming students in your area. Host a student send-off party.
  • Plan programs for the year.
  • Send the AASC a calendar of events to be posted on the online events calendar.
  • Update your website with current information.

September & October

  • Plan news distribution to alums: broadcast email messages, club newsletters, class website and Facebook pages.
  • Send care packages to students.

November

  • Invite prospective and current students to a holiday party.

December

  • Donor services sends clubs an endowed fund report for scholarship fund mailing.

January

  • Invite current students to winter break events.
  • Connect with your Alumnae Admission Coordinator (AAC) about the Smith College Book Award Program.
  • Update your website.

February & March

  • Start planning succession.

April

  • Donor services sends clubs an endowed fund report for scholarship fund mailing.
  • Send care packages to students.

May

  • Elect officers. Submit the officers’ contact list to the OAR after election.

June

  • Plan a send-off party in collaboration with your AAC.
  • Reach out to new graduates moving to your area.
  • Submit annual and financial reports by July 1.
  • Determine if your club is required to fill out a tax return.

  • In planning events, consider the diversity of alums in regard to race, class, gender, sexuality, ethnicity, age, geography, ability, religion, single/partnered, etc. If a club can plan only one or two events per year, aim for the widest possible diversity of attendees at those events. If a club has the luxury of holding many events each year, it’s inevitable that some of those events will be more narrowly focused.
  • If possible, cover a variety of topics over each year. Suggestions include events based around art/cultural, theater/movies, food/wine, wellness/health, intellectual/literary, garden/outdoor, career/life-skills, financial planning, technology, entrepreneurship, college admissions planning, sports, local/city pride—walking tours, visiting landmarks and off-the-beaten path treasures.
  • Whenever appropriate, include news of the college and an appeal to support it financially.
  • If possible, always include enough time for socializing. Smithies love to meet and network with other Smithies.
  • Your group may want to choose a theme for each year’s series of events. Keep up with campus happenings that might translate into a theme.
  • Offer events at different price points, always making them as inclusive as possible.
  • If your club covers a wide geographical area or a large city, plan events in different areas. You’ll be more likely to see different faces.
  • Select the best date: take into account holidays, religious observances and conflicting local events.
  • Collaborate with other women’s colleges groups, Seven Sister alum groups and Ivy League groups.
  • Plan events around an alum’s exhibit, concert, lecture, workshop, performance or reading.
  • Create a special event to benefit student scholarships if your club awards scholarship monies, or to build awareness and support of The Smith Fund.
  • Smith in the Community: co-sponsor events with a local girls’ school, organization that supports women and girls, local college or university, or any community organization already planning to sponsor an event related to/focused on women and girls, education, or other issues of interest to alumnae.
  • Network with other club leaders through the Facebook group “Smith College Club Leadership.” Join other clubs’ Facebook pages. Check the Office of Alumnae Relations Events Calendar to see what other clubs are doing.
  • Keep up with two additional alumnae groups on Facebook:

Now that you are the leader of an alum club or group, we want to help you implement a smooth leadership transition. We’ve put together a checklist that both the incoming and outgoing leaders should review.

Checklist for Incoming Leaders

  • Set up a meeting with the outgoing leader to go over questions and topics
  • Collect club documents from the previous leader
  • Schedule a meeting of new and old board/leadership committee members
  • Review the available resources on the OAR Club Resources page
  • Schedule a call with the assistant director for alumnae engagement
  • Send a list of current club leaders so that the OAR has accurate records
  • Introduce yourself to alums via a newsletter, broadcast email and/or Facebook post

Helpful Discussion Topics

The following questions and topics are a guide to help you think about your new role. They may also help guide your discussion with your predecessor.

Overview of the Local Club
  • What is the club's mission?
  • How do your describe your club?
  • What's unique about alumnae in your area?
  • When was the last time alums were asked for programming ideas or to complete a survey?
Programming
  • Does the club have a flagship program, such as an annual event, a regular fundraiser or book club?
  • What are some of the club’s fundraising programs?
Goals
  • What are your goals as club leader?
  • What are the aspects of club leadership that you like? What aspects are more challenging?
Leadership & Governance
  • What is the structure of the board or leadership committee? What support is in place for you?
  • What do you think would be the ideal leadership structure?
  • What is the process for board or leadership development?
  • Check club bylaws. Is an all-club meeting required annually?
Communications
  • What is the most effective form of communication with club members?
  • When do you send club news?
  • What kind of information do you send in broadcast emails?
  • Who keeps the club’s website up-to-date?
  • Does the club have an email account and Facebook page? Who responds to emails and posts messages?
Challenges
  • What are the biggest hurdles (communication, volunteers, venues) you have?
  • What ideas do you have to overcome challenges?
  • What is your annual club timeline?
Finances
  • What are some best practices for money management?
  • Who can sign checks and access accounts?
  • How do you handle revenue, dues and expenses?
  • Does the club have a tax-exempt status?
  • Is your club a 501©(3)?
  • Does the club have any scholarship funds?
Resources
  • What are the resources and support from the OAR?
  • Where can you get a list of club leaders in your region?
  • Are there any past club leaders who could be a resource for you?
  • Are there any college trustees or AASC board members (current or past) in your area?
Important Club Documents
  • Bylaws (if any) and amendments
  • Determination letter, tax ID documents, EIN
  • Copy of past annual and financial reports (should be on file at the OAR)
  • Board/leadership meeting minutes
  • Club files history, newsletters, etc.
  • List of current board/leadership committee members with contact information and term dates
  • Electronic files and folders, with passwords if applicable
Schedule Meeting of New & Old
  • Send the agenda and assignments prior to the meeting
  • Review leaders’ and volunteers’ responsibilities
  • Review nominating/election process
  • Strategize for the coming year and set goals
  • Develop yearly budget

Smith College Book Awards recognize outstanding young women in your communities. Awards are not only an excellent way to congratulate students on their academic and personal achievements, but they also increase Smith’s name recognition in high schools and encourage young women to consider Smith as their college of choice.

Smith clubs sponsor the awards and select the high schools. Recipients are chosen by school personnel. The books are awarded to high school sophomores or juniors, usually at a school’s awards assembly in the spring. Recipients receive a book selected by the organization. Smith clubs need only raise money for the purchase of the books presented at the award ceremony.

Each spring the Office of Admission sends a packet of information about book awards to Alumnae Admission Coordinators (AACs). The packet includes:

  • guidelines for contacting schools
  • a sample letter to send to schools
  • a list of books written by Smith College alums and faculty
  • a book awards recipients sheet

Please consult the admission office when establishing new book awards to avoid duplicating an award already given by another group. If your club is interested in sponsoring a book award, please contact your NAAC, AAC or the Office of Admission. Affinity groups interested in this program should work with a local Smith club to coordinate efforts.

Financial Records

Organization treasurers maintain the treasury for the duration of their term. The Office of Alumnae Relations recommends maintaining records on a computer accounting/spreadsheet system. For treasurers who do not have access to a computer, financial records must be maintained in accordance with standard accounting practices. Organization funds are to be used solely to benefit the organization.

Tips for Maintaining a Club Treasury

Caroline Carbaugh ’66, longtime treasurer of the Washington, D.C., club, shares the following tips:

  • Open or update a specified checking account; have several authorized signers, but one signature on a check is sufficient.
  • Develop a budget to control income and expenses and identify sources of income and categories for expenses.
  • Document all treasury transactions.
    • Record sources of income and amounts.
    • Always get copies of receipts and documentation.
    • Balance checkbook monthly and produce a monthly or periodic report with starting and ending balances.

Notes on Event Management

  • Track responses: name, address, number of reservations, amount of donations, amount paid, when received, when deposited.
  • Make deposits and pay all bills.
  • Provide information on tax-deductible amounts to attendees or donors.
  • Produce a final report for events, including the number of reservations, income, expenses, profits or losses.

Special Assistance for Club Treasurers

Finance professional Katie Naughton ’70 has served as treasurer for both the Smith College Club of New York City and the Smith College Club of Hampshire County. She is available for consultation on financial and tax issues. (Please note that up to five hours of consultation are covered by the college; additional time must be paid by the club.)

Bank Accounts

The treasurer should open a bank account in the name of the organization (not a personal account) as the principal signature authority with a second officer, usually the president, also having authority. To open a bank account, the treasurer will need its organization bylaws and the following:

  • Tax number (Employer Identification number (EIN) or Tax Payer Identification Number (TIN)). Go to www.irs.gov and click on the link to apply for an EIN online.
  • The organization’s 501c(3) or 501c(7) tax-exempt number, if applicable.

Setting & Collecting Dues

The treasurer solicits member dues on a regular schedule. It is the general practice to solicit dues in a newsletter, although an organization may also send a separate mailing to alums just for this purpose. The range of dues is $20 to $75 annually. The treasurer maintains records of dues received.

The AASC suggests the following basic guidelines:

  • Consider the size of your organization, the financial health of your treasury, and regular and projected expenditures when setting dues.
  • Include a personal note with clear instructions and details about the use of dues. Provide an addressed return envelope.
  • Offer discounts for members at events or for alums who pay dues prior to the beginning of the fiscal year.
  • Recognize alums who have paid dues in your newsletter.
  • Provide a complimentary copy of your club directory.