Glossary

@cal

The online community of Cal alumni and members of CAA. Find the community and update your information at cal.berkeley.edu.

Active Members

Individuals who consistently attend meetings, events and functions as well as volunteer and correspond with the Alumni Chapter regularly.

Alumni Chapter Leaders Email List

Every alumni chapter president is required to be on this email list to receive updates from CAA. Additional chapter leaders may also join the email list by contacting your Alumni Chapter Advisor.

Alumni Chapter Leadership Conference

The summer meeting of alumni chapter leaders held in Berkeley.

Alumni House Rental

(alumni.berkeley.edu/rentals) CAA rents the Alumni House for events, parties, social gatherings, conferences and community functions. CAA will cover some costs of the set up / clean up done by CAA event staff — please contact your Alumni Chapter Advisor for additional details. Your Alumni Chapter will be responsible for any other fees such as linens, catering, decorations, etc.

Banner

One custom banner will be provided for each chapter throughout their tenure in the program - after three years of successfully meeting the charter responsibilities. Should the banner be lost or destroyed, CAA can facilitate making a new banner, but the chapter will pay for it.

Blog

Blog is short for “web log” which is usually an online presence maintained by an individual with regular entries of commentary, descriptions of events, or other material such as graphics or video. The ability of readers to leave comments in an interactive format is an important part of many blogs.

Board of Directors, Cal Alumni Association

(alumni.berkeley.edu/board) The governing body of the membership of the Cal Alumni Association. Each board member serves a three-year term and is selected to engage in the Policy Governance work of the Association.

Bulk Mailing

The United States Postal Service (USPS) is able to send mail at a less expensive and slower rate to qualified nonprofit organizations such as CAA. Chartered alumni chapters have the ability to use CAA’s permit for their mailings. See the “Bulk Mailing” section on Page 17.

CADS—Cal Advancement Data System

CADS is the official University database for the UC Berkeley campus containing records for people and organizations associated with UC Berkeley, including alumni, donors, prospective donors, faculty, parents, corporations, foundations, and members of the Cal Alumni Association. Your Alumni Chapter Advisor will use it to fulfill your data requests.

CADS ID

Every person and organization in the CADS database has a unique CADS ID number. Associating the correct CADS ID with each of your members in your own database will facilitate updates to CADS, resulting in future data pulls to be more accurate.

Call To Action

A “Call to Action” is calling out specifically what you would like the user to do: Sign up for your alumni chapter communications, attend an event, volunteer, etc.

Co-sponsorship of Events

Alumni Chapters may wish to co-sponsor certain Berkeley events in their area. When partnering with CAA or the campus, the Alumni Chapter will be listed as a co-sponsor and be involved in the event planning process.

Color Formula

UC Berkeley and CAA use particular colors for their logos. Please visit ombo.berkeley.edu or alumni.berkeley.edu/identity for specifics.

Convio

CAA has partnered with Convio, a third-party website and email host, to provide the benefits outlined in this manual. You can find more information about this company at convio.com.

Data Management Protocol Agreement (DMPA)

CAA is bound by campus policy and by state and federal laws regarding data use and privacy. Given the sensitive nature of data, Alumni Chapters are required to sign and adhere to an agreement defining the management and protection of CAA-provided data. CAA is committed to ensuring that the data we provide is used appropriately.

Dissolution / De-charter

An Alumni Chapter can decide at any time to dissolve and terminate their relationship with CAA. CAA reserves the right to de-charter an Alumni Chapter at their discretion. Chapters that do not meet the responsibilities stated in this Alumni Chapters Manual will be de-chartered.

Event Liability Coverage

Starting on January 1, 2011, all alumni chapter leaders have to individually enter their own alumni chapter events through the Marsh Connections website. Marsh is the company CAA contracts with for our event liability insurance. The “Event Liability Insurance How-To” is available for download here

Alumni Chapter Leaders Site

CAA hosts a site where Alumni Chapter leaders can access internal documents and stay up-to-date about deadlines and resources available for chartered Alumni Chapters.

FERPA

The Family Educational Rights and Privacy Act (FERPA) is a Federal Law enacted in 1974 that protects the privacy of student education records and contact information.

Key Events (Alumni Chapter Advisor Attendance)

All alumni chapters can request Alumni Chapter Advisors or other CAA Staff to attend key events that reach a wide range of constituents. Staff will need at least three months lead time to prepare arrangements for the trip. If you request the attendance of a CAA Board or senior staff member, please work with your Alumni Chapter Advisor to prepare a briefing document in advance.

Membership Roster

Chapters will submit a complete listing of all members (both active and passive) of your Alumni Chapter so CAA can code your members in the CADS database and update the University’s information. Please include CADS IDs if you have them. To be considered a “member” of your chapter, the person must have opted into your mailing list, signed up for your Facebook group, attended an alumni chapter event, or have expressed interest in some manner of your chapter. These lists are due to your advisor in March of each year.

Online Alumni Communities (OAC)

(http://alumni.berkeley.edu/community/alumni-chapters/start-an-alumni-chapter) Alumni wishing to connect with fellow alumni in their regional area or area of special interest but who do not wish to become a CAA chartered alumni chapter can form an Online Alumni Community (OAC). These communities do not receive benefits as outlined in this manual. If interested, contact CAA’s Alumni Chapters Staff at chapters@alumni.berkeley.edu for more information.

Opt-Out Language

If you choose to send an email blast not through CAA’s email blast tool, the following text must be included at the bottom of every email message:

“You are receiving this email because we thought you might be interested in our alumni chapter, an official entity under the Cal Alumni Association (CAA). If you would like to be opted out of future email communications, either from our alumni chapter, the Cal Alumni Association or the University of California, Berkeley, please reply to this email with “Unsubscribe” in the subject line and specify which list you’d like to be removed from. Please note that if you do this, you will no longer receive any email communications from the chapter(s) you specify and will not be notified about upcoming events or opportunities for involvement.”

Preliminary Inquiry

In regards to requesting a speaker for your event, a preliminary inquiry should be sent first before a formal ask. You can send several preliminary inquires at one time. Information included should be: several date options, proposed location (city name), approximate number of participants, profile of the audience, structure of event (lunch, dinner, reception, etc.), length of speech and reimbursement options. The correspondence is meant to gauge their interest.

University Policy on Non-Discrimination

The Cal Alumni Association in accordance with the University of California, and in accordance with applicable federal and state law and University policy, prohibits discrimination, including harassment, on the basis of race, color, national origin, religion, sex, disability, age, medical condition (cancer related), ancestry, marital status, citizenship, sexual orientation or status as a Vietnam-era veteran or special disabled veteran. This non-discrimination policy covers admission, access and treatment in University programs and activities including but limited to the Cal Alumni Association reserving the right to not recognize chapters who apply for Alumni Chapter status who violate the terms set forth above.