scu crew database - email:talking points 081016 v0.05
TRANSCRIPT
2016
Alumni Contact Templates and Scripts
ADVANCED DATA ENTRY
KARLSEN TERMINI
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
SCU Crew Database – Email Talking Points 080516 v0.04 3
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:
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
SCU Crew Database – Email Talking Points 080516 v0.04 4
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
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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.
SCU Crew Database – Email Talking Points 080516 v0.04 6
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
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.
.
SCU Crew Database – Email Talking Points 080516 v0.04 8
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]