Mission

Mission Statement

NEAR endeavors to strengthen the ability of small, selective, private, national liberal arts colleges located in New England and New York to implement successful and innovative alumni relations programs through shared information and networking. NEAR relies on the expertise and involvement of its volunteer members for the management and execution of its annual conference, collaborative alumni events, and related activities in pursuit of advancement of the profession.

Membership Objectives

NEAR is a volunteer-driven organization. As such, each member institution is expected to actively participate in the NEAR organization each year. Active participation includes serving as a session panelist or presenter at the conference; facilitating a session, activity or event at the conference; compiling surveys or the directory; serving on the planning team; assisting with the organization of the conference through a recruitment of a speaker, providing the publicity, or hosting; or performing other duties required for the planning and execution of the conference or other NEAR functions and activities. Inactive, non-participant member institutions (for two consecutive years) will be considered for dismissal from the NEAR.

Criteria and Rationale

The objective of NEAR originates from occasional, informal, collaborative gatherings of the alumni relations professionals from Bates, Bowdoin, and Colby. These founding members of NEAR created the annual conference in 1999 with the objective of creating a community of practice by having an "intimate" number of like institutions join in an inexpensive setting to focus on and share topics concerning alumni relations. Consequently, the following membership criteria were established:

Institutional Type: Small, selective, private, national liberal arts colleges located in New England and New York.
Institutional Size: 1,000-3,000 undergraduate students.
Alumni Population: 15,000-45,000
Endowment size: $150,000,000 or more.
Members: Alumni Relations professionals
Attendance: Each member institution must be represented at each conference. Any one institution may miss attendance for one year. Any institution not in attendance for two consecutive years will be considered for dismissal from NEAR allowing the opportunity for a new institution to gain membership.

Membership Limits: 16 institutions

Membership Objectives
NEAR is a volunteer-driven organization. As such, each member institution is expected to actively participate in the NEAR organization each year. Active participation includes serving as a session panelist or presenter at the conference; facilitating a session, activity or event at the conference; compiling surveys or the directory; serving on the planning team; assisting with the organization of the conference through a recruitment of a speaker, providing the publicity, or hosting; or performing other duties required for the planning and execution of the conference or other NEAR functions and activities. Inactive, non-participant member institutions (for two consecutive years) will be considered for dismissal from the NEAR.

Confidentiality
Members are required to maintain confidentiality regarding propriety information.
These guidelines will be reviewed as necessary at the annual meetings of directors. Changes may be made with a simple majority of the vote of the directors in attendance.

A quorum is defined as those member schools in attendance at any given directors meetings.

Conference Objectives
The objective of the conference is to provide a two- or three-day summers gathering during which member institutions are expected to participate in preparation and presentation of topics of interest, facilitate discussion and focus groups, and assist in organizing and implementing other various sessions and events.
The conference should endeavor to provide meaningful content at a reasonable cost so that it remains accessible and affordable for three professionals to attend from each member institution. The conference’s format is intended to be informal and collaborative in nature; active participation is strongly encouraged.

The success of the conference is accomplished, in large part, by the intimate size of NEAR. Thus, membership is limited to 16 institutions. The conference is limited to no more than 45 participants. Directors are strongly encouraged to attend. Traditionally, participant costs have fallen in the range of $250 to $350, including housing. The Planning Team will attempt to organize the conference in a college setting in a geographically central location.

Host Institution
The host institution, with the support and assistance of other members of the Planning Team, is responsible for the logistics of the conference. Including, but not limited to: budget, meals, registration, lodging, scheduling rooms and meeting areas, and evening recreational facilities and events.

Attendance Guidelines
The attendance goal of the conference is to keep attendance to no more than 48 participants. Each member institution is permitted to register 3 administrators including the director (or acting director) plus two staff members (16 member institutions x 3 professionals = 48 participants). The host institution may include additional staff members at its discretion based on space availability.

Registration Guidelines

At the Conference Planning Meeting, team members will confirm and solidify the dates and location of the following year’s conference.
Recruitment for speakers will occur during the winter when possible.
A save-the-date e-mail is generally sent in December.
Pre-registration is generally completed in March.
Registration is generally completed in May.

Planning Team

Chair

Past Chair, Ex- Officio

Conference Chair

Conference Host

Reports Coordinator

Goals and Objectives

A five-member planning team provides resources, structure, planning, and operation of annual conference and identifies trends and topics in higher education as they relate to alumni relations. Members of the planning team meet once/twice a year, usually in Boston/ New York City, to schedule and set the agenda for the conference, identify speakers and volunteers, and develop recruitment and organizational plans for the summer conference. The planning team addresses other NEAR business opportunities and needs as they arise (i.e.- career networking sessions or director’s meetings).

Positions and Responsibilities

Chair

Coordinates planning team and conference planning.
Coordinates directors’ meetings on at least an annual basis (suggested timing – day before or after the summer conference and during the annual planning meeting).
Oversees stewardship of guest institutions and institutional membership.
Oversees development of the conference agenda.
Term: 1 year, renewable for one additional term.

Past Chair, Ex-Officio

Serves as an advisor and provides counsel as appropriate.
Coordinates planning team membership, recruitment and succession.

Conference Host

Arranges for logistics of conference including housing, meals, and meeting sites.
Distributes pre-conference publicity and announcements.
Sends and collects registration materials.
Maintains financial records for the conference.
Term: 1 year, renewable for one additional term.

Conference Chair

Assumes the position of the Chair when the term of the current chair is completed.
Coordinates the identification, recruitment and management of volunteers (member institution presenters, guest speakers etc.)
Records meeting notes, assists with planning team communications, agendas, and meeting arrangements.
Term: 1 year, renewable for one additional term.

Reports Coordinator

Compiles and distributes annual membership directory distributed at the conference.
Compiles and distributes the annual salary survey distributed at the conference.
Compiles and distributes the annual survey.
Term: 2 years, renewable for one additional term.

Planning Team Membership
The terms for any one individual on the planning team may not exceed four consecutive years. Exceptions may be considered to extend any one term for one additional year. The Conference Chair shall serve in this position for one or two years with the expectation of becoming the Chair. Re-entry to the Planning Team is allowed after a one-year hiatus. Chair should remain on the team for one year following expiration of term.

Leadership History

2003-04
Chair                                  Wendy Hopkins, Williams
Past Chair                           None
Conference Chair                 Carrie Cadwell, Smith
Conference Host                  Robin Summers, Colgate
Reports Coordinator             Jon Hysell, Hamilton

2004-05
Chair                                   Carrie Cadwell, Smith
Past Chair                           Wendy Hopkins, Williams
Conference Chair                 Bridget McShane, Connecticut
Conference Host                  Pat Lichtenberg, Vassar
Reports Coordinator             Jon Hysell, Hamilton

2005-06
Chair                                 Carrie Cadwell Brown, Smith
Past Chair                          Carrie Cadwell Brown, Smith
Conference Chair                 Bridget McShane, Connecticut
Conference Host                  Amherst College
Reports Coordinator              Jon Hysell, Hamilton

2006-07
Chair                                   Bridget McShane, Connecticut
Past Chair                           Carrie Cadwell Brown, Smith
Conference Chair                 Robin Summers, Colgate
Conference Host                  Margaret Viens, Colby
Reports Coordinator             Jon Hysell, Hamilton