Class Officers’ Responsibilities

Class Officers’ Responsibilities

Class officers are elected for five-year terms and serve from one reunion until the next. Want to volunteer for your class? Contact Lisa Ireland of our Nominating Committee if you want to learn more or volunteer. (click here)

For more information, read the Class Officer Handbook ( click here to open pdf)

President

• Oversees new officers and ensures continuity from previous officers
• Leads development and implementation of five-year plan for the class
• Maintains regular contact with the class board and makes decisions about class activities
• Works with the communications coordinator on class outreach and communications plan
• Approves budget and bills for payment
• Leads class reunion planning
• Writes at least one class letter and calls class board meetings
• Attends a reunion planning workshop prior to Reunion
• Presides over the reunion class meeting and presents the class history at the Association’s formal reunion meeting
• Informs the Association of class honorariums and invites them to the class social hour and dinner
• Works with head class agent and Advancement Office as needed and helps to foster a positive fundraising environment
• Appoints Nominating Committee chair and selects two other members
• Delivers final class officer slate to the Association by Sunday of Reunion, notifies all newly elected officers, and helps with the transition of records and the treasury
• Writes a letter to the class after Reunion to thank reunion organizers and announce the new class board

Vice President

• Fulfill duties as assigned by the president (duties should be outlined by class board prior to soliciting candidates for position)
• Works closely with president and may assume presidential role as necessary
• May chair Reunion, organize and promote mini-reunions, and write class letters

Reunion Chair

• Attends the Reunion Planning Workshop 8 months prior to Reunion
• Organizes the class’s reunion, with assistance from the president and reunion committee
• Appoints the reunion committee chairs, outlines their duties and responsibilities, consults with them frequently, follows up on plans, and makes deadlines clear
• Serves as the primary contact to Alumnae Association staff
• Writes or co-writes two reunion class letters—due in October and February
• Develops the reunion budget with assistance of the treasurer, class board, and reunion committee

Secretary

The secretary/scribe position may be combined or split, depending on the class.

• Preserves class records, keeps minutes of board and class meetings, and retains meeting minutes book
• Supervises the collection and storage of all permanent class records and memorabilia, except for the records kept by the scribe, class agent, and treasurer (contact Archives & Special Collections at the College for advice)
• Assists the executive committee with the preparation of letters and publications
• Occasionally assists the president and reunion chair, as requested, in preparing a letter to the class

Scribe

• Gathers, verifies, and prepares class news items, which are forwarded to the Alumnae Quarterly class notes editor four times a year. See the Scribe’s Guide.
• Maintains a file of classmate correspondence and news
• Coordinates with president and communications coordinator to solicit news and accomplishments from classmates
• Notifies Alumnae Information Services of classmate address changes
• Notifies Alumnae Information Services of the death of a classmate and arranges for the publication of a tribute. News of a death must be verified by a dated newspaper clipping and/or a letter from a relative. A personal tribute by a classmate who knew the deceased is desirable, but the scribe may also opt to contact a family member for a tribute.
• Appoints regional assistants, as necessary, to relay news from different regions

Treasurer

• Maintains permanent, accurate records of all class funds, and transfers them to her successor at the end of her term
• Establishes and maintains bank account. See treasury guidelines.
• Completes and submits an Annual Financial Report (Form C) to the Alumnae Association by July 31 each year
• Collects dues authorized by the class. (A minimum of $35.00 for every five-year period is recommended, although many classes ask $35 to $75 for a five-year period.)
• Records and promptly deposits all receipts
• Promptly pays all bills approved by the class president (approval may be indicated via email, attached to the paid bill, and filed)
• Reconciles bank statements on a monthly basis
• Sends financial reports to the president at least every six months (format should match the Annual Financial Report)
• Attends class board meetings or provides written accounting reports
• Transfers the treasury and records to the new class treasurer by September 15 following Reunion
• Schedules meeting with new treasurer to update her on the state of the class treasury
• Has books reviewed by another class officer or someone appointed by the president at least once every five years. See treasury guidelines.
• Arranges to have sufficient reserve funds available preceding Reunion, so that bills may be paid promptly for expenses incurred before reunion fees are paid
• Deposits all checks for class fees and pays all reunion bills
• Brings the class checkbook to Reunion to reimburse volunteers as needed
• Settles balance due to the Alumnae Association immediately after receipt of bills
• Reports on reunion finances to the class president and the incoming class treasurer by August following Reunion

Class Communications/ Web Coordinator

• Creates, maintains, and updates the class website and/or other class social media channels (may require a co-coordinator depending on volume)
• Works with other class officers, and the Association as needed, to market upcoming events and activities to classmates
• Attends class board meetings
• Aims to increase engagement and communication among class members
• Possesses basic skills/knowledge of photography, photo editing, web design and maintenance, and/or social media

Head Class Agent

• Reports to MHC Advancement Office
• Responsible for class fundraising goal to The Mount Holyoke Fund each year
• Motivates and manages team of class agents, Cornerstone callers, and reunion gift callers
• Appoints planned giving chair in consultation with the Advancement Office after 20th reunion

Nominating Committee

• Nominating Committee consists of five members: three elected by the membership at Reunion and two appointed by the president
• The president appoints the chair (recommended to be one of the three elected members)
• Nominating Committee selects candidates for elected class officers and submits official slate for class elections
• Chair contacts all committee members, makes assignments of positions to be filled, sets up timeline, and prepares slate for distribution to class prior to Reunion
• Chair sets up a conference call no later than early fall of the reunion cycle to start the process