Ohio State University



Questions from the Live Symposium Virtual Kick-off?If we post that our game watch location will be having our game on,?but it?will not?be a club event, would the club have any risk.?What are all the other clubs doing??A club is probably better off just announcing that the venue will be showing the game and remind your members to order carry-out or delivery to support their local businesses. This will not necessarily stop someone from trying to hold you responsible. This is a decision the club or society would need to make.?All?the funds that our club raises for Scholarships has come from Club social gatherings, especially Football Watch Luncheons. With these not happening, what other options would you suggest?helping?raise local scholarship funds?There are three options to consider.? A mail solicitation, the text to donate program (available to clubs) and?the Ohio State-branded masks project where your members can select your club or society to be the benefactor.? Contact your REO or Society Liaison if you have any questions.??What is the status of the 2 virtual events on Voting and the Pro Football HOF tour???The Ohio State University Alumni Association is excited to offer a unique virtual experience for our alumni and friends. We have partnered with Magnolia Pictures to provide our alumni an opportunity to rent and view "John Lewis: Good Trouble" and participate in a virtual discussion on the themes of civil and voting rights as explored within the film.?From now until October 16,?you can rent the film for $12. For every rental, Magnolia Pictures will donate $5 to the Kirwan Institute at The Ohio State University. Those who rent and view the film are invited to a virtual discussion on civil and voting rights on October 21 at 6 p.m. EST with Kyle Strickland from the Kirwan Institute.? November 10, 2020, in partnership with the Alumni Club of Tuscarawas County, OSUAA will be hosting an Ohio State-focused virtual tour of the Pro Football Hall of Fame. This tour will focus on the tremendous contributions of NFL Hall of Famers who played their collegiate careers at Ohio State and will encompass a museum tour, artifacts from each player, clips of acceptance speeches, and a question-and-answer portion.? The Ohio State University Alumni Association will be subsidizing the cost and the price will be $20 per screen for alumni.???We are holding?game watches?but doing a sign in sheet that also has a COVID-19 release and waiver, that you cannot sue the OSUAA if you become ill by attending events.?All?our members are?anxiously awaiting the Nebraska kick off on 10/24 at noon, at Rule 3.?Does the waiver protect us??The waiver does not hurt, but it will not completely eliminate the risk. This decision is up to the club to pursue. It is a good idea to have a sign-in sheet where you are collecting names and email addresses in case of the need for contact tracing.?Our location for game watches is temporarily closed because of C-19.?We have?thought about maybe a half-time Zoom Meet-and-Greet session during games?to?engage those who typical?take part?in normal game watches but are viewing from home. Would this approach be considered a club event???Yes, this would be considered a club event. You can count this a Special Interest for Category 1. To qualify for reimbursement, the event must include 20 attendees and be promoted via Advancement Communications (request via Workfront) and the reimbursement request must be submitted within 30 days of the event.?San Diego had a local alumni artist who?sent?a design for the Mask initiative and the designer (or club) did not heard a response about the design being considered for sale by OSUAA. She is interested in donating the design.?At this time, groups are not permitted to sell face masks aside from the OSUAA coordinated mask fundraising project.??Our club will not be encouraging in-person gatherings for?game watches. If we get creative and do a virtual?game watch?party, would we be able to get credit toward?keeping?our Scarlet status by doing something like that??Game watches are NOT required to achieve Scarlet status for this year however, virtual Game watch parties can be a great way to engage group members during the game.??Also have any clubs adapted community service projects?to?remain safe re:?COVID-19?--such as food drives, for example, by each making their own donation to a food bank rather than having a?collection?site for alumni to bring foods to??We would encourage first reaching out to your local non-profit of choice to make sure that they have proper protocols in place for this type of project. Individual drop-off’s to food banks can be an option, be sure to reach out to your Society Liaison or REO to discuss how those projects can be virtually engaging to constituents.??What metric are you using to measure engagement??Metrics that we are using to measure engagement include the following: Total attendees, first time?attendees, lapsed?attendees and total events.??While virtual programming is great, many people are zoomed out because they are always on a screen.?How do you engage members and deal with this??Some other ways to safely engage alumni outside of a zoom meeting or webinar can include, the following: Sending a “We are thinking of you” note/card to your members, A Health and Wellness walking or jogging mileage log/competition, or a Social Media contest for members to post on their own time. Reach out to your REO or Society Liaison to discuss more ideas.??When does the podcast launch? Where do we find it??Here is the link to the “One Degree Greater” Podcast:?. It is also available on your phone on Apple Podcasts.??Is there a challenge with forwarding an email from OSUAA to our local?membership??If so,?what is?the solution??Individuals who receive emails from OSUAA can forward them to other members. We recommend touching base with your REO or Society Liaison before doing so, to follow proper “Unsubscribe” and “Do Not Contact” policies.??How soon can we promote the sale of the masks to support clubs??You can?begin?now.?Additional information can be found HERE.?In Sarasota we are following Gov. Ron Disantis?protocol?and having?game watches. We have had?game watches?at Captain Curt's. This is our 20th year for game watches at Captain Curt's. Captain?Curt’s?have?arranged?tables and chair according to Florida COVID-19 requirements. We?will?operate?on a reservation basis.?There?will be a greater to allow entry to our venue. All ticket sales will occur outside under a tent - just outside the indoor facilities.?Different states should handle game watches based on their individual state COVID-19 requirements. Do you not think that we should follow our State requirements??Yes, you should follow the health and safety guidelines issued by your state if you choose to host an in-person game watch event.??So,?we will get some sort of way to show a game through zoom or a way to log in??The streaming of the game through Zoom is not available.? We have limited zoom support on game days if you wish to host a meeting during the game or a trivia contest before the game or at halftime.??Is there a new REO for the southeast?and northeast?region??No, those positions have not been filled yet due to the University’s hiring pause.??As far as game watches, how about if we promote the game watch locations (restaurants) will be airing the games and the "restaurants" invite you to watch the games, pick up food for?take-out, delivery (if applicable), social distance dine in (if applicable)....?If you want to promote your game watch location, here is some suggested verbiage -?While we are not hosting official game watch parties this season, VENUE NAME HERE will be featuring the Buckeyes starting on October 24. If you are in the neighborhood, please consider supporting this local business by ordering carry-out or delivery.????Will this session be available for replay? There are several team members in our club that could not attend due to work conflicts.?Yes, the recording of this session will be posted on the alumni groups’ web page with the Symposium Series information.?FWIW, DC is planning on sharing information with our members about how they can go watch games at our partner bars and asking members to patronize them through takeout + delivery, but we will hold no official in-person Game Days. We have heard back from the Big Ten Network that they cannot have any clubs broadcast any games via Zoom due to already existing licensing agreements. If anyone would like to hear more about DC’s plans for virtual Game Days throughout DC, Maryland, and Northern Virginia, please email me at?vp@.?Thank you for this information??Many of us older alums would like to be able to contribute money subject to our IRA RMD to Ohio State, avoiding tax on the contribution. Who should we talk to?get?the?information necessary??You can reach out to John Woods,?woods.715@osu.edu?who is with the Development office in Estate and Gift?Planning.??Will there be a wine offer again this year??Unfortunately,?there will not be a new?Oval Collection.? Wine is still available from last year?by going to this link - is the link to get past?virtual?events??All information about virtual program ideas and best practices can be found here do you recommend hosting event recordings? Setting up individual club YouTube channels??The OSUAA recommends that your club or society records each of your virtual events (when possible) as an additional engagement touchpoint with your alumni base.? This also provides an additional opportunity for your alumni audience to see what alumni group virtual engagement looks like so that they may consider attending in the future.? A YouTube channel for your club or society provides an additional social media platform for your group to engage your alumni audience.? If you utilize our services for the recording, we will post to Vimeo for you.??Will the Alumni Association help market the event to individuals that we would like to join our club but who are not currently members and the University may have their contact?information??Yes.?? One of the changes to our FY21 programming structure includes a requirement that?clubs?and societies market the event to all alumni in your constituency through the Alumni Association’s communication support to receive credit for hosting your event.?? Our communications staff is ready and happy to support your group through our communications platforms.??If the program is released as a recorded event, how do we know if it will count for an actual recordable event??Do we have to wait to see if 20 people actual watch it??If your club or society plans a virtual event and it is recorded, we would only need that 20-person minimum if they are requesting a reimbursement. If there is a reimbursement needed, your club or society would need participants to share that they watched the recording, as your group would need to confirm those names for the attendance sheet to qualify for reimbursement.How many Category 1 events are?needed?for Scarlet status??Also, do in-person events count (Golf Outing, Game Days, etc.)?Five Category 1 events must be hosted and reported to the OSUAA to qualify for Scarlet status (in addition to reporting 2 board meetings and hosting a scholarship fundraiser each year).? In-person events do count towards this certification, but we ask that you follow?all OSUAA guidance on in-person events?until further notice.??What was the rationale in?producing?marketing through OSUAA and 20 people for reimbursement??The rationale for this change in FY21 was two-fold.? Foremost, the budgetary impact caused by COVID-19 was severe, and the Alumni Association is committed to being great stewards of the financial resources afforded to the University and the Alumni Association through government support and our loyal donors.?? Secondly, the Alumni Association is committed to helping our clubs and societies reach a broader audience during this time.? By sending?communications?to your constituency through our communications team, your alumni group has the potential to engage more alumni, recruit more volunteers, promote a broader awareness of your alumni group, and help your group fundraise during this unprecedented time.??I was told that OSUAA does not want Clubs to hold in-person events but would not prohibit them.?Is that true??To?prioritize the health and safety of Buckeye Nation during the era of COVID-19, the University and the Alumni Association are asking our clubs and societies to host events virtually until further notice.? If your club or society strongly feels that the experience of the event cannot be replicated virtually, your group must discuss plans on how the event will adhere to?all OSUAA guidelines regarding in-person events?in addition to scheduling a call with your regional engagement officer or society liaison to discuss the event.?? Please do not promote any in-person events until you have formed a plan that meets in-person event guidelines or spoken with your regional engagement officer or society liaison.??Can you repeat the part about that an event counts with less than 20 but?does not?get reimbursed???On July 17, the following information was sent to all volunteers.? goal is to reach a broader audience and to think of a broader audience when planning ways to engage your alumni.?We also need to be good stewards of the funds being invested in clubs and societies.??If we?must?go through OSUAA to be reimbursed for an event, and?must?pay for the ADA which is about $200, not sure how it?helps?for the club to have an event especially as the amount reimbursed this year has also been reduced.?We understand the concern and encourage you to keep events to an hour.?You can also use your incentive money as a scarlet or gray alumni group to?offset?these extra costs.??Is it correct that if our club?takes part?in a virtual event?started?by another club, then our club needs 20 of our own?participants?to count as a C1 event for us???If?the marketing communication piece was sent by Advancement Communications and you fall short of the required 20?attendees, the event can still count towards your status.?If less than 20, you would not be able to seek?reimbursement.??Since Zoom has a time limit do you?supply?paid Zoom Logins for?these virtual events??Yes, when using our services, we use a licensed zoom account from the University.? ................
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