Committee Member Responsibilities
All members of the HCD Committee must fully understand the purpose and process behind HCD so they can answer host questions and field inquiries as needed. Each HCD Committee member serves as a host liaison to a small number of hosts.
- Committee members will attend two meetings either in Charlottesville or by conference call, one at the start of the event cycle and one after the event. The rest of the work can be done by e-mail or phone
- Staff will randomly assign hosts to a host liaison. Hosts are encouraged to contact their liaison (not the alumni office) if they have general questions or need to talk through the expectations.
- Soon after the confirmation letter is mailed, the host liaison will contact their host(s) and co-hosts for the first time.
- Shortly after invitation lists are mailed, HCD Committee members will again contact each of their assigned hosts.
- Three weeks prior to HCD, committee members should begin considering “fall-back” plans in the event of low acceptance numbers at specific parties. Parties held near each other could be consolidated/combined if the hosts agree. Liaisons will need to help make those connections.
- Two weeks prior to HCD, each host liaison will contact the hosts for a third time to determine attendance/invitation responses. Liaisons will communicate the anticipated guest count at each party to the alumni office so that packages can be customized before mailing. If possible, committee members may be asked to help pack the party boxes and deliver some to hosts when convenient.
- Within two weeks after HCD, each host liaison will contact their assigned hosts a final time by phone to debrief.
- Within two weeks after HCD, each host liaison will personalize and mail a thank-you note to each host and co-host. Notecards will be provided to the committee members for this purpose.
The chair of this committee is an officer of the Alumni Council (one of the Alumni Engagement Coordinators). Duties include:
- Recruit members for the HCD Committee. Ideal size may be approximately 10 members, although the size may vary year to year.
- Schedule and organize two meetings of the HCD Committee (May or June and October or November). School of Nursing staff will assist with this.
- Ensure each committee member has what they need for their role (Chair to make phone calls or send emails to each HCD Committee member in early July).