Regional Representative Program Support Guide

EXPECTATIONS

• Plan and host 2 events per year – preferably one in the fall and one in the spring

• Participate in one hour monthly calls from Sept. – June. Calls are scheduled for the 3rd Thursday of each month from 9-10pm ET. If you can’t participate on the call, we ask that you designate a substitute and/or submit your regional updates in advance to president@bulac.org

• Draft a brief write-up post events with pictures to send to the BULAC VP of Communications by emailing to communications@bulac.org

• Maintain contact with your regional BULAC E-board representative

• Apply for unity funding when applicable and entertain cost-effective ideas for events including nominal fees for alumni

• Provide a general timeline of events by September 18th

COMMUNICATIONS

VP of Communications, Christian Martell (point of contact) communications@bulac.org

• Regional Emails

  • To advertise your events by email, please send me the event details or any graphics/flyers you may have and I will email them to BULAC members in your area through our BULAC listserv powered by YMLP

• Regional Facebook Pages

  • In order to establish a greater online presence, each region will have it’s own Facebook page managed directly by the regional reps in that area

  • Please email me directly, so I can give you (or the correct people) access to the region’s page.

  • Make sure to include a picture and short blurb that can be used on the BULAC (national) page when you fill out your post-event form for Programs/Finance.

• National Calendar

  • We will be keeping an ongoing BULAC calendar. Please make sure you email me directly with dates/times/locations of your upcoming events/meetings even if you are not applying for funding or filling out an event report

  • The calendar will be available on the main BULAC FB page, as well as our website (eventually)

• National Newsletter, The BULAC Brief

  • emailed quarterly (Sept, Dec, April, and June)

  • can include: regional highlights, upcoming events, update from College Hill, alumni, faculty, staff, or current student spotlights, an article by a board member, and links for them to connect with us online

• Annual Report

  • At the end of the Fiscal Year, BULAC will put out an annual report highlighting our accomplishments.

  • Sections include: finances, philanthropy, regions, online engagement, by the numbers and a message from the BULAC president or the board

• National Twitter

  • encourage your members to follow us and to tweet @bulac.brownu when publicizing/attending events

• National LinkedIn

  • encourage members to join our new LinkedIn group and use it as a platform to encourage leadership development of Latino alumni by posting job openings, ways to volunteer, workshop/conference/webinar info, and other great professional opportunities (keep the social info on FB please!)

• BULAC Website with Regional Pages

  • BULAC will always have a website managed by Brown directly, however, we are in the process of creating a more dynamic website for BULAC to manage directly with the help of Daniel Prada ‘12

  • Look for this new development soon. It will have separate pages for each regional hub to be able to promote/advertise their events and list the contacts in that area

FINANCE

VP of Finance, Emily Rodriguez (point of contact), Contact Info: finance@bulac.org

Regional Budgets

• BULAC chapters eligible for Unity funds will be eligible for $350 in BULAC funds for the year (Boston, DC, Los Angeles, NYC, Providence, and San Francisco). All other BULAC chapters will be eligible for $500 in funding for the year (Chicago, Miami, and San Diego) with the caveat that proposals not submitted on time will drop to $350 in eligible funding .

• We understand that the budgets we are providing for programming are limited, but we ask that you brainstorm regionally and discuss ways in which you can tap into resources or fundraise. Many of our BULAC chapters are eligible for Unity Funds and we ask that you take advantage of this resource. We will be putting together a list of affinity group leaders and Brown club representatives you can collaborate with and access these funds.

• A huge push and goal for us this year will be to increase the amount of funds we raise at BULAC sponsored events. We encourage you to discuss and set nominal fees that can be charged at events to help cover event/programming costs.

Applying for Funds and Deferment

• We ask that regional representatives complete the attached Program Funding Application by Thursday, November 14, 2013 to Emily Rodriguez for fall events.
• It is critical that we evenly disperse our programming and spending throughout the year. We encourage you to hold at least one event in the fall and one in the spring (events can be centered around service, capacity/member building, or serve as opportunities to simply connect regionally). Regions will continue to have the option to defer their fall funding for the spring. The application for Spring events will be due December 13, 2013 to Emily Rodriguez.

• If you are not sure of the event specifics we ask that you still complete an application with a general idea for the type of events you would like to hold and have that application as a placeholder. Once the details are confirmed you can send an updated application.

• The BULAC board along with Alumni Relations will screen the application and determine whether the event falls within the objectives and goals of BULAC for the year.

• Once your event is approved the funding will be disbursed to regional representatives (It is the responsibility of the regional representative to inform the VP of Finance who the check should be made out to). We ask that you put in a check request at least 2 1/2 weeks in advance of the event to ensure timely delivery.

• Lastly, all regional representatives will be asked to complete a short debrief report about the event that will be submitted to Valerie Cordeiro (Alumni Relations Program Assistant- Valerie_Cordeiro@brown.edu). The report can be found at the end of the Program Funding Application.

 Unity Funds

As mentioned above we are encouraging BULAC groups in NYC, Boston, Los Angeles, Providence, San Francisco and DC to apply for Unity Funds this year. Please note that there are exceptions and regions not otherwise listed may be able to receive funding, i.e. Chicago and Miami.

The Unity Fund is a new source of financial support offered by the Brown Alumni Association (BAA) and the Office of Alumni Relations. Sponsored by the Multicultural Alumni Committee (MAC) of the BAA Board of Governors, the Unity Fund’s goal is to create opportunities for alumni to reconnect with each other and with Brown through programs that embrace diversity.

The Unity Fund creates opportunities for affinity groups and clubs to:

• Access additional funding

• Partner with other alumni groups

• Offer innovative programming

• Reach untapped segments of the community

Applying for Funding

• The affinity group (BULAC) must partner with the local Brown Club and one other MAC Affinity group to form a partnership and apply for the funding jointly. (The application will be emailed as soon as it is made available by the Alumni Association)

• Rather than make one-time requests for maximum funding to support a single event, alumni groups are encouraged to make several smaller requests spread over the course of the year to support different configurations of alumni club and affinity group partnerships.

FY2013-2014 Funding Levels and Application Deadlines

* This timeline is based on the 2012-2013 schedule and will be updated as soon as we receive 2013-2014 information from the Alumni Association.

 For more information visit: http://alumni.brown.edu/volunteer/compass/affinity/UnityFund.html#Applying

PROGRAMS

VP of Programs, Julio Reyes, Contact Info: programs@bulac.org

ADOPT-A-REGION

As part of BULAC’s commitment to enhance outreach, each BULAC board member member will “adopt a region” (or more). This will allow board members to build a relationship with regional representatives and vice versa in order to augment support. This should include, at minimum, a monthly check-in by the respective board member (in whatever form works best for all parties) with the regional representative(s) to better assist them with alumni event planning and share with them what is going on with BULAC nationally.

This program is an  integral part of BULAC success and growth in its service to the Latino alumni community.

2013-2014 Board Regional Assignments

Boston: Emily

Chicago: Alyse & Christian

DC: Dania

LA: Julio

Miami: Alyse & Christian

NY: Alyse & Dania

PVD: Emily & Julio

SD: Emily

SF: Dania