Engagement Guidelines

Guidelines for Engaging Vassar Alums and Parents in College or AAVC Programming

Vassar College (through various offices and student organizations) and the Alumnae/i Association of Vassar College (through regional clubs, reunions, and affinity programs) engage thousands of alums and parents each year in support of the Vassar community. These alums and parents graciously volunteer their time and expertise as mentors, speakers, panelists, moderators, hosts, facilitators, and more. The college is grateful for their service and would be unable to offer such programming without their help. 

The college is committed to fostering partnerships with students, college employees, and alum volunteers that produce transparent communications, thoughtful advance planning, and appropriate recognition for alums and parent participation in all Vassar-related programs.

Following are our guidelines: 

Planning and Outreach

Advance planning and coordination (which varies from 4-6 weeks to a year depending on the ask and the individual being asked) is strongly encouraged before inviting alums and parents to participate in programming. There are many tools through which students, employees and alums can access contact information for alums and parents (the Alum Directory, personal networks, LinkedIn, etc.). Both Jannette Swanson (jaswanson@vassar.edu, career-related programs) and Willa Vincitore ’92 (wvincitore@vassar.edu, non-career programs) are available to assist with these tools/coordination (and obtaining contact information). 

Vassar alums and parents volunteer for the college all the time. Please coordinate in advance with the offices of Career Education or Engagement to avoid duplication of effort, reduce burnout and fatigue (on the part of volunteers), and also illustrate that the college as a whole works collaboratively to respect their time and expertise. These offices can also help you craft your outreach to promote successful outcomes, recognition, and gratitude for their service.

Reimbursement

If the sponsoring organization or department is in a position to offer reimbursement or a subsidy to alums and parent volunteers for travel, meals, and lodging, we encourage this practice. The amount of reimbursement or subsidy should be clearly communicated in advance when the invitation is issued. If the sponsoring department is not in a position to offer reimbursement or subsidy, this should be made clear up front.

Note: Some alums and parents are able to cover these expenses themselves, while others cannot participate without support. Clear communication about what the organization is able to reimburse is a best-practice. Our offices can help craft communications that express this respectfully and transparently.

Contracts/Fees/Honoraria

Unless the sponsoring organization is contracting with an alum or parent’s business to offer a specific product or service (beyond sharing expertise as a mentor or speaker), Vassar and the Alumnae/i Association (AAVC) do not pay speaking fees or honoraria to alums and parents (this practice is consistent with Vassar’s peer institutions). 

Occasionally, exceptions are warranted (such as trainings, workshops, performances, commissioned art installations, etc.). For questions related to exceptions, write to: alumengagement@vassar.edu.

Note: While academic departments are encouraged to follow these guidelines, alums and parent participation in academic programs is at the discretion of academic departments, in conjunction with the Dean of the Faculty Office. 

Inviting Alums and Parents to Attend Events

(when they are not featured guests/speakers)

This is also a wonderful way to include community members in Vassar activities. The Office of Advancement can help distribute invitations, but 4-6 weeks advance notice is required to allow sufficient time for distribution and collection of RSVPs. If you are interested in inviting alums or parents to participate in your events (virtual or in person), please contact alumengagement@vassar.edu.