scu crew database - email:talking points 081016 v0.05

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Page 1: SCU Crew Database - Email:Talking Points 081016 v0.05

2016

Alumni Contact Templates and Scripts

ADVANCED DATA ENTRY

KARLSEN TERMINI

Page 2: SCU Crew Database - Email:Talking Points 081016 v0.05

SCU Crew Database – Email Talking Points 080516 v0.04 2

EMAIL TEMPLATE – Researcher

Subject: SCU 2016 Rowing Career Connect – Follow Up

[NAME OF ALUMNI],

My name is [RESEARCHER NAME] reaching out to you on behalf of Karlsen Termini, 2016-17 SCU

Crew Co-Captain. I am following up with you today in regards to the “SCU 2016 Rowing Career Connect”

email we sent to you on 8/6/2016.

This email has been sent to you in an effort to schedule a brief conversation about your career history.

We understand that your time is precious and will make an effort to keep our calls brief, however we

welcome any extended conversation and career insight you wish to provide in addition to core career and

geographic information.

Please email us with 3 preferred dates/time windows for us to give you a call.

Please subject the email: RCC ALUMNI CALL REQUEST

You contact me at:

[PHONE NUMBER]

[EMAIL ADDRESS]

Thank you for being willing to support our effort to connect SCU rowers at all stages of career

development.

In service,

[RESEARCHER NAME]

Santa Clara University

[GRADUATION YEAR], (Expected)

[LINKEDIN LINK]

PS - As part of our preliminary data collection process, we have started a LinkedIn group which can be

accessed at the web address below:

https://www.linkedin.com/groups/7061791

[RESEARCHER NAME]

Santa Clara University

[GRADUATION YEAR], (Expected)

[SCU EMAIL]

[LINKEDIN LINK]

Division I Athletics

Oarsman

Men's Varsity Crew

Page 3: SCU Crew Database - Email:Talking Points 081016 v0.05

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EMAIL TEMPLATE - Salesforce

Subject: SCU 2016 Rowing Career Connect

[NAME OF ALUMNI],

My name is Karlsen Termini, 2016-17 SCU Crew Co-Captain. I am reaching out in regards to our team’s

effort to create a career focused data resource comprised of and for the use of all active rowers and

alumni. This project is being done on a volunteer basis with no solicitation or donation request.

At the 50th Anniversary Reunion in 2015, the active rowers were inspired by the depth and breadth of

career experience contained within our near 500 alumni. Starting June 2016, I, with the help of other

active rowers and alumni, began creating a data repository in Salesforce based on publicly available

alumni career information from LinkedIn, Facebook, and corporate website biographies.

Our service mission is to better connect rowing alumni and current rowers for 1:1 career discussions in a

more sophisticated and personalized manner than the traditional university resources available thru the

alumni organization and career center.

You may be contacted by a current rower or alumni as public data sources may lack some or all of your

career history.

This email has been sent to you in an effort to schedule a brief conversation about your career history.

We understand that your time is precious and will make an effort to keep our calls brief, however we

welcome any extended conversation and career insight you wish to provide in addition to core career and

geographic information.

Please email us with 3 preferred dates/time windows for us to give you a call.

Please title the email: RCC ALUMNI CALL REQUEST

Our email address for this project is:

[email protected]

Thank you for being willing to support our effort to connect SCU rowers of all stages of career

development.

In service,

[EMAIL SIGN OFF]

PS - As part of our preliminary data collection process, we have started a LinkedIn group which can be

accessed at the web address below:

https://www.linkedin.com/groups/7061791

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NAVIGATING CONTACT CALLING LIST

Navigating Contacts

Researchers will be using the “SCU Crew Database - Alumni Call List” to view contact list

Researchers will be assigned a block of graduation years to contact and obtain any missing information

from.

Listed in the GoogleSheet are the following:

Last Name, First Name

Email, Phone Number(s)

Graduation Year

Time Zone

o Be weary about when you are calling alumni given their current location

Time 1, 2, 3 – requested available times to call

o Alumni who responded to initial blast email set up 3 preferred times for researchers to

contact them

NOTES

o For wrong number

o Left voicemail (VM)

o Call back (Date/Time)

o Anything else that may be relevant

Key:

Highlighted contacts reached out to us and requested times for calling – contact them FIRST

Red contacts do not need to be called/updated – they asked to be removed from the list

Protocol:

Log your calls in the GoogleSheet

Update contact’s information in Salesforce

o Contact Completion Status – a field that indicates the status of the completeness of a

contact’s information.

Key for tracking progress

Set reminders in phone – when to follow up with contacts/meet call appointment time

Page 5: SCU Crew Database - Email:Talking Points 081016 v0.05

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PHONE TALKING POINTS

Objective

NEED TO HAVE

Update, confirm, or input current information, opportunities regarding

o Graduation Year (SCU)

o Current Region

o Contact Information (email, phone)

o Current Company

o Title

o Current Occupation

o Current Industry

o Hire Confirm/Mentor Confirm

GOOD TO HAVE

Initiate first call Answer Y/N

YES

Carry out Call

Notes (pg. 7)

NO

Leave a Voicemail

(pg.9)

Note the time and

date of you call in

the SCU Crew

Database - Alumni

Call List

In later calls, do not

leave a voicemail

and try at different

times of the day.

Note the time and

date of your call in

the SCU Crew

Database - Alumni

Call List

Send a personalized

email as a follow up

leaving your

personal contact

information.

Page 6: SCU Crew Database - Email:Talking Points 081016 v0.05

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Update, confirm, or input work history/hometown information regarding

o Past Occupations

o Past Industry

o Work History

o Home Town High School

o Home Town City/Region/State/Zip

ADDITIONAL CONTACT INFO – for alumni missing all contact information

If established contact with an alumna from same graduation span (within 4 years) of rower with

no contact information, inquire about the missing contact

o Ask to forward an email on your behalf (provided in EMAIL TEMPLATE - Researcher)

o OR ask for alumnus to refer you to missing contact with provided information

Loop contact back to you, the researcher

Even if it seems that an alumnus has all fields filled, contact them anyway to see if they might

know missing alumni information/whereabouts.

*Invite to them to LinkedIn Group – SCU Rowing Career Connect if they were not aware

**Only get Parent Info from current rowers/people you have rowed with

Call Notes

WHO: Team of volunteer active rowers and alumni

WHAT: Data resource of career information

WHY: Connect alumni and current rowers for career exploration/advancement

Q&A

Geographic Information

Present and past locations could connect our rowing alumni to regional industry networks.

o High school/home town

o Work

o Living arrangements

Provide a sounding board for prospective rowers and parents considering SCU as an option.

Donations

This project is fiscally sponsored under another non-profit which allows us limited access to

sophisticated industrial database technology at no cost.

At this time, we see no need for financial support for our efforts.

Data Access

At the request of rowers or alumni, a database curator will facilitate report generation and simple

introductions to willing participants.

Data Acquisition

LinkedIn

Facebook

Phone Interviews

Corporate biographies

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Contact Information

Kept private unless the owner agrees to share with a specific contact.

Networking Facilitation

1. Email [email protected]

2. An active rower/alumni will be assigned to monitor requests, execute simple research queries,

and facilitate requested connections between willing and interested parties.

.

Page 8: SCU Crew Database - Email:Talking Points 081016 v0.05

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VOICEMAIL SCRIPT

Hello [NAME OF ALUMNI]

My name is [NAME HERE] I’m currently an undergraduate [oarsman/alumni] at Santa Clara University.

This summer a team of current varsity rowers and alumni are building out a private data resource to better

connect rowing alumni and current team members to better facilitate career discussions and networking

opportunities.

We seek to better understand the roles alumni have played at their companies (ex. Sales, Marketing,

Engineering), and the industries alumni know best (i.e. Technology, Aerospace, Telecommunications,

Medicine)

I’m calling to schedule a brief conversation about your career history.

You should know that this project is being done on a volunteer basis with no solicitation or donation

request.

The best way to reach me is

[PHONE NUMBER]

[EMAIL ADDRESS]