Faculty & Staff Toolkit

We strive to engage strategically with our alumni to maintain a positive relationship. The Department of Alumni Relations manages several communication channels listed below, which may serve as valuable resources for you.

Monthly E-Newsletter: Reaching 22,000 alumni and community members, our newsletter features campus news, upcoming events, and volunteer opportunities. We welcome submissions and are happy to include program or department-specific information if relevant to the alumni audience.

The newsletter is distributed during the third week of each month. To have your content or event featured, please send the details to Alumni at Alumni@csustan.edu by the 5th of the previous month.

Email Broadcasts: If you need to communicate with a specific group of alumni—such as those from a particular major or college—please contact Alumni at Alumni@csustan.edu. We will work with you to target the right audience. Please note, we require at least 30 days' notice for email broadcasts.

Reporting: For each message sent, we track metrics such as the number of recipients, open rates, link clicks, bounced emails, and unsubscribe requests. A summary report will be provided one week after your message has been sent.

Social Media: Our Stan State Alumni accounts on Facebook, Instagram, Twitter, and LinkedIn are excellent platforms for sharing department news or event information with alumni. To have something posted, email Alumni@csustan.edu.

Event Calendars: You can access alumni event listings via the alumni website. To add an event to the alumni calendar, please email Alumni at Alumni@csustan.edu.

To effectively connect with our alumni, it's essential to maintain up-to-date contact information. The Office of University Advancement serves as the official repository for all alumni records. Throughout the year, we perform national updates on addresses, phone numbers, and emails to ensure data accuracy. Additionally, we regularly encourage alumni to update their information through various communications.

Next steps: When you communicate with students or alumni, be sure to include the "Update Your Contact Information" link. If you gather alumni contact details through a department, sports team, student club, or Greek organization, please email that information to the Department of Alumni Relations. University Advancement is the official office for keeping alumni records up to date. You can reach us at Alumni@csustan.edu.

Seeking Volunteers:

The Department of Alumni Relations maintains a list of alumni who have expressed interest in volunteering for various campus opportunities. If you’d like to share a volunteer opportunity with this group:

• Write an email as if you were addressing the alumni directly. Be sure to include all relevant details, such as logistics, contact information, and any links to further information if available. Send this email text along with any images to Alumni@csustan.edu with the subject line "Looking for Volunteers."
• If it’s not immediately clear from your email, please specify the type of volunteer opportunity (e.g., one-time vs. long-term, speaking/panel, event support, etc.) so we can reach the appropriate members.
• Our team will share your opportunity with the identified alumni within three business days.

Thank Volunteers:

Alumni volunteers contribute in many ways, from participating in committees and advisory boards to speaking on panels and serving as mentors. We want to help you express appreciation to these alumni for their valuable support. The Department of Alumni Relations can assist your department by:

• Offering a small token of appreciation for your alumni volunteers.
• Sending a post-event Thank You note on behalf of the Alumni Advisory Council.

The Department of Alumni Relations is a valuable partner and resource for organizing alumni events both on and off campus. We offer support by connecting you with relevant staff and promoting events directly to alumni. To ensure success, please plan ahead with six to eight weeks' notice for most events. The Department of Alumni Relations can collaborate with your department in the following ways:

• Event planning: Offering guidance on alumni event planning best practices
• Promotion: Featuring the event on the alumni webpage, in our monthly E-newsletter, and across our social media platforms
• Communication: Assisting with email invitations and correspondence
• Online registration: Setting up an online registration form and providing attendee lists.

Alumni visiting campus are a top priority! If alumni from your department are planning a visit, we are here to help with organizing their visit and extending a warm welcome. Should alumni attend your event, please send us a list of attendees at Alumni@csustan.edu so we can keep our alumni database current. As we develop alumni profiles, it’s important for campus partners to stay informed about the various ways alumni have been engaged with the University.  

The Department of Alumni Relations can support your department by:

• Verifying the alumnus/a's name and class year
• Providing a gift for the alumnus/a prior to their arrival 
• Issuing a one-day campus parking pass 
• Arranging a campus tour if requested

If you’re interested in involving alumni in your department or program through an advisory board, please inform the Department of Alumni Relations. We can assist with promoting the opportunity, updating their alumni records, and acknowledging their contributions.