¶ Role Overview
The Alumni Engagement Officer is responsible for enriching our MSA’s personal connection with alumni and the Bay Area’s community of young Muslim professionals. This officer will be tasked with proactively scheduling meetings with alumni, taking note of their current professional engagements, collecting feedback regarding how alumni programming could be improved and updating our alumni database. The Alumni Engagement Officer may also invite alumni to on-campus networking events, plan reunions, and share fundraisers with our Muslim graduates.
¶ Tasks
- Sending out 20 personal emails every week to alumni with invitations to one-on-one calls
- Meeting with an average of 5 alumni (virtual and/or in person) every week
- Collecting relevant information and feedback and updating contacts database
- Updating alumni with event details and opportunities according to their individual interests
- Completing the Alumni Engagement Officer Report at the end of the semester
¶ Getting Familiar with Hubspot
Hubspot is our online contact management service. Follow these steps to setup your account to view all our alumni contacts.
¶ Setup
- Accept your invite (in your email inbox) and log into hubspot.com
- Under the Contacts tab on the top left, select Contacts
- On the left side panel, select All saved filters
- Hover over Alumni, click Options, click Add to favorites
- Click Alumni on the left under Contacts
Our database contains sensitive information. Please respect our contacts' privacy and only use this information as instructed.
¶ Contact Columns
Now that you can view our alumni contacts page in Hubspot, let's go over the different columns and information that you see. By scrolling the contact table that you see horizontally, you'll be able to view the following attributes.
| Column Name | Explanation |
|---|---|
| Name | Self-explanatory |
| Contact Owner | Alumni engagement officer that was assigned to reach out and communicate with this contact |
| Graduation Date | Self-explanatory |
| Alumni Level | Expressed level of invovlement with MSA as an alumni |
| Donor Level (Monthly) or (One Time) | Amount of money alumni has donated in the past (updated by the treasurer) |
| Involvement Level | Past level of involvment with MSA as a student |
| Company Name | Self-explanatory |
| Job Title | Self-explanatory |
| Industry | Self-explanatory |
| Major | Self-explanatory |
| Self-explanatory | |
| Phone number | Self-explanatory |
| Preferred Form of Contact | Preferred way alumni would like to be contacted |
| Gender | Self-explanatory |
| Ethncity | Self-explanatory |
| City | City where the alumni is currently living |
In addition to any other information the MSA is interested in collecting from alumni during any given semester, Alumni Engagement Officers should take care to keep these attributes updated.
¶ Making Contact & Scheduling Calls
Once you've set yourself up with Hubspot, you'll be ready to start contacting our alumni.
¶ Prioritization
Our alumni database contains hundreds of contacts. It is therefore important that we have a prioritization strategy in mind before we begin reaching out. Hubspot allows you to easily sort contacts by a number of attributes.
For example...
- You may want to start off by reaching out to alumni who have donated in the past and will therefore sort by the
Donor Levelcolumns. - You may want to reach out to alumni who have had some time to establish themselves and will therefore sort by the
Graduation Datecolumn. - You may want to reach out to alumni who are local and will therefore sort by the
Citycolumn.
To sort by a contact property, click on the property name in the column header. Have a prioritization strategy in mind and begin by reaching out to alumni who meet the criteria. Then work your way down the list every week.
¶ Claiming Ownership
To avoid confusion between alumni engagement officers, make sure to start off by claiming ownership of the contacts you plan on reaching out to so that another alumni engagement officer does not double book the same contact.
Do this by clicking on Unassigned in the Contact Owner column next to the name of the alumni. In the popup window, select your name.
¶ Reaching Out
Once you've become the owner of a contact, you can begin reaching out to them. You are free to use your best judgement regarding the platform you choose to reach out.
Depending on the contact, you may choose to send an email, text, Facebook message, or linkedin message. In all cases however, you must log your interaction. This will allow alumni engagement officers to easily follow up with your alumni after your term.
¶ Sending Emails
- Click on the contact's name from the list of contacts. This will take you to the contact's information page.
- In the center panel, click on Emails and then Create Email
If this is the first time using this feature, Hubspot will ask you to link your email account. The emails you send from Hubspot will look as though you sent them from your personal inbox. After sending out the first email from Hubspot to a contact, you may reply back to emails through your personal inbox or through Hubspot. All emails will be automatically tracked and recorded under the contact's name.
- Click Templates and select the
Initial Alumni Emailor theFollow-Up Emailtemplate- For
Initial Alumni Email, provide your [YEAR] and [MAJOR]
- For
- Quickly read the email to make sure all the information is correct and then click Send
- If the alumni responds back to the
Initial Alumni Emailand is not available for a call or does not respond back within a week, reply back to theInitial Alumni Emailwith theQuestionnaire Emailtemplate.
¶ Using Other Communication
Hubspot does not have other sections for social media messages. To log your communication, click on Notes in the center panel, then click Create Note.
¶ On the Phone
¶ Initial Call
If you are getting on a phone call with an alumni for the first time, follow these instructions.
¶ Phone Call Script
- Begin by introducing yourself and asking what they have been up to since graduating:
- Where is the alumni currently working?
- How was their transition after graduation?
- Transition to the purpose of the call:
- The MSA wants to establish a genuine relationship with alumni.
- We want to check in regularly, collect alumni feedback, and share relevant opportunities to help out.
- Ask if they have any ideas or suggestions for what they want to see in an alumni network:
- How can we best serve you as an alumni? What do you see our alumni network looking like (job connections, social events etc.)?
- Can we connect students with you for major / career advice?
- Would you also like to help out with events on the UC Berkeley campus?
- Ask if they have general feedback on their MSA experience:
- How involved were you in MSA? What did you enjoy/what can MSA improve on?
- Invite them to join any upcoming projects/events:
- Alumni-Student Mentorship Program: We have an Alumni-Student Mentorship program running. If you are interested we can designate you as a mentor. We'll send over a quick questionarre that will help us match students to the appropriate mentor based on need and experience. We will provide qualifying students with your contact information and they'll reach out to you informally. Is this something you would be interested in? If they say yes, let them know that you'll be emailing the questionnaire after the call and to please fill it out as soon as possible.
Previous Projects/Events
- Alumni-Student Mentorship Program: We have an Alumni-Student Mentorship program running. If you are interested we can designate you as a mentor. We'll send over a quick questionarre that will help us match students to the appropriate mentor based on need and experience. We will provide qualifying students with your contact information and they'll reach out to you informally. Is this something you would be interested in? If they say yes, let them know that you'll be emailing the questionnaire after the call and to please fill it out as soon as possible.
¶ After the Call
Immediately after your call ends and while information is still fresh on your mind, follow these instructions:
- Update any information that is different or new:
- Level of MSA Involvement (rating 1-5)
- Alumni Level (rating 1-3)
- Preferred Form of Contact
- Gender
- City
- Major
- Job title
- Company name
- Industry (you can extrapolate this from the company name)
You can fill out the above by clicking on the contact's name in Hubspot and then filling in the respective information in the fields in the left panel.
- You should also take notes on information or feedback the contact provides you with:
- Click on the Notes tab in the central panel of the contact's profile
- Click Create Note
- Add bullets on current life, past experience in MSA, and alumni network ideas
- Finally, if they said yes to joining the mentorship program, email them the questionnaire and ask them to fill it out as soon as they can.
¶ Follow-up Call
If you are reaching out to an alumni who has been contacted in the past, follow these instructions.
¶ Phone Call Script
- Before the call, review notes on Hubspot
- Ask them about things they brought up in the past call (if relevant)
- Let them know we’ve been discussing their ideas with MSA and AMPD Board.
- Invite them to join any upcoming projects/events
Previous Projects/Events
¶ After the Call
- Update any information that is different or new
- Level of MSA Involvement (rating 1-5)
- Alumni Level (rating 1-3)
- Preferred Form of Contact
- Gender
- City
- Major
- Job title
- Company name
- Industry (you can extrapolate this from the company name)
- If alumni provided any relevant information, create a new Note
¶ Advice from Previous AEOs
- If you’re not getting many responses, increase the number of people you contact per week
- Be flexible when scheduling phone call meetings
- Be persistent: If an alumni is willing to call or answer the questionnaire but did not respond back to your previous email/text message, follow up with them more than once
- Try to have the phone call meetings more like a conversation and less like an interview
- Have at least an hour of free time for the phone call meetings
- Start w/ individuals you know or have interacted w/ previously (due to your personal connection, they might be more likely to participate)
- Schedule your calls in blocks of time (ex: 1 hour = 3 calls) in order to efficiently fill in your schedule
- Do NOT be late for a meet-up or call, we are asking many of them to take out time from their own schedules
¶ Alumni Engagement Officer Report
By the end of the semester, all alumni engagement officers must work together to complete a report that summarizes their accomplishments including feedback from alumni and suggestions on how to improve the officer position. A template of this can be found here 
You may reference previous reports here:
