THE UNIVERSITY OFCHICAGO 8 EECOEDFebruary 29, 1980 ISSN 0362-4706 An Official Publication Volume XIV, Number 1CONTENTSREPORT OF THE AD HOC COMMISSION ON ALUMNI AFFAIRSTHE UNIVERSITY OF CHICAGOFOUNDED BY JOHN D. ROCKEFELLER1 Copyright 1980 by The University of Chicago. All rights reserved.THE UNIVERSITY OF CHICAGO RECORDREPORT OF THE AD HOC COMMISSIONON ALUMNI AFFAIRSTo: Hanna Holborn Gray, PresidentFrom: Arthur W. Schultz, Chairmanof the CommissionI am pleased to submit the report of the ad hocCommission on Alumni Affairs at the Universityof Chicago. The report is the product of our deliberations over the past six months and reflectsextensive consultation with alumni, especially theCabinet of the Alumni Association.We conclude from our study that the pattern ofUniversity support for alumni affairs has been uneven over the years. We believe improvement canbe made with relatively little effort and expense;we offer a set of specific recommendations whichcover all aspects of alumni affairs.Our conversations with alumni convince us thatthere is a great deal of interest in and willingnessto work for the University. We believe there areseveral ways, especially in making the Universitybetter known, that alumni can be of assistance.What is needed is an organizational structure capable of applying alumni energy to those purposes.We realize it will take time to build the organization, but we believe it is worth the effort. Weoffer our report as a modest beginning. We thankyou for giving us the opportunity to serve theUniversity of Chicago.IntroductionThe Ad Hoc Commission on Alumni Affairs, convened at the request of President Hanna H. Gray,met for the first time on February 15, 1979. (Appendix A is a copy of the president's letter toCommission members.) At this meeting, the president reviewed her charge to the group, indicating that the commission would be asked to propose a restatement of the general principles andpurposes of the University's alumni affairs pro gram. Among the specific topics she asked thegroup to consider were: (1) the objectives of theAlumni Association and the activities and effect oflocal alumni clubs; (2) the involvement of alumniin recruiting applicants to the University and particularly to the College; (3) the adequacy of theUniversity's communication with alumni; and (4)the relationship of the Alumni Association to theUniversity's fund-raising activity.Under the chairmanship of Arthur W. Schultz,the commission divided itself into eight subcommittees to work in the following areas: (1) theorganization and purpose of the Alumni Association, especially the Cabinet and the ExecutiveCommittee of the Cabinet; (2) housekeeping, particularly how alumni records are kept, how alumniare defined, and what internal administrative procedures are followed; (3) finances, including therelationship of the Alumni Association and thealumni affairs program to fund raising and a cost-benefit analysis of funds expended on otheralumni activities; (4) the role of alumni in recruiting students for both the College and the graduatedepartments (including the notion of "class identity" in the College); (5) alumni communications,particularly the University of Chicago Magazine;.(6) alumni programs, including Reunion, awards,and local events; (7) the relationship of the AlumniAssociation and the University's alumni affairsprogram to alumni programs and procedures inthe four largest professional schools; and (8) therelationship of the Alumni Association and theUniversity's alumni affairs program to thegraduate divisions and departments.The commission held its second meeting onApril 18 and 19. The subcommittee reports hadbeen distributed before this meeting and were discussed thoroughly at the meeting by the members.These reports are summarized in the appendixesand, together with the informal and formal sur-1veys of selected alumni carried out by the commission members, constitute the factual materialavailable to the commission.1The third meeting of the Ad Hoc Commissionon Alumni Affairs was held on May 31 and June 1 .A final subcommittee report was presented as wasa special report on the College. These reports arealso summarized in the appendixes.The final meeting of the commission was heldon July 25. At this meeting, a draft of the commission's final report was discussed and receivedpreliminary approval by the members.The work of the commission represents themost systematic review of the University ofChicago's alumni affairs program undertaken inrecent years. The commission's report comes at atime when private universities as a group mustdepend more and more on their alumni to form acadre of supporters of private higher education,supporters who will interpret the private university to the public at large and be helpful in times ofpolitical and economic uncertainty. For its part,the University of Chicago recognizes the need fora strong and effective alumni affairs program, aprogram quite apart from fund raising and onewhich generates interest in and communicationwith the University by the alumni body.The commission is convinced that the University of Chicago is deepening its understanding ofthe alumni's importance in maintaining the qualityof the University. In this connection, the commission recalls Robert Maynard Hutchins' s statementthat if the alumni of a university do notmaintain it — in thought and in action — there is noreason why anybody else should.But the commission recognizes too that theUniversity must create a healthy and nourishingrelationship with its alumni if they, in turn, are tosupport the University. If there is not this sustaining relationship, a significant proportion of thealumni body will remain out of touch with theUniversity.The Ad Hoc Commission on Alumni Affairsunderstands that for many years and for manydifferent reasons the University of Chicago hasnot maintained as strong and consistent a relationship with its alumni as it should have done.While this report does not attempt to explainspecifically what the problems have been, it does1. One of the formal surveys undertaken was a letter questionnaire mailed to over 9,000 alumni in various parts of thecountry asking them specific questions about the University ofChicago Magazine. outline quite specifically what the problems arenow and what the commission thinks can be doneabout them.The last part of this report contains a plan andtimetable for the carrying out of the commission'srecommendations. The commission is naturallyconcerned with the pace of this fulfillment, but itis even more concerned that the thought and intention behind the fulfillment be clear. Althoughthe commission strongly endorses quick and thorough action on its proposals, it also believes thatthe University should review its alumni affairsprogram again, soon; it should not wait anotherfifteen years.Finally, the commission hopes that its studyand the consequent recommendations can be afoundation for a much stronger University alumniaffairs program and a catalyst in the long processof building and rebuilding relationships betweenthe University of Chicago and its 88,000 registeredalumni.General AssessmentAfter considerable research and analysis, thecommission believes that the University's alumniaffairs programs, as currently administered by theAlumni Association and the alumni affairs staffsof the Medical School, the Law School, theSchool of Social Service Administration, and theGraduate School of Business, serve a number ofvery useful purposes. For example:• The University of Chicago Magazine reachesover 90,000 alumni, current students, and parents.• In 1978-79, the Alumni Association alone presented sixty-six programs in twenty-five citiesthroughout the United States and abroad. Sevenof these programs were receptions for PresidentGray attended by over 2,000 alumni friends.• Also in 1978-79, the Alumni Association presented eleven programs in the Chicago metropolitan area, including the annual Reunion.Four of these programs were receptions for President Gray attended by over 1,200 alumni andfriends.• The Alumni Schools Committee program, administered by the Alumni Association in cooperation with the Office of College Admissions, hasthirty-three active committees throughout thecountry with almost 1,000 members and another250 alumni who serve as independent interviewersin areas where no Alumni Schools Committeesexist.• The alumni affairs staffs of the four professionalschools continue to sponsor a number of programs2each year aad are having increasing success ininvolving their respective alumni in activities ofthe schools.• The fund-raising efforts of all the alumni groupsattract more and more volunteers every year; in1978-79, 1,600 volunteers worked for the generalalumni fund alone.• Alumni records are vastly superior to those thatexisted five years ago.Despite these evidences of success, there hasbeen an uneven understanding of general alumniaffairs at the University of Chicago over theyears. This has resulted in uncertain fiscal, organizational, and moral support from the University. The commission believes that the University's relations with alumni and alumni programsand activities can be strengthened. Among thespecific opportunities for improvement identifiedby the commission are the following:• The procedures for chartering and organizinglocal University of Chicago Clubs are looselydefined. Many of the local clubs and associationshave little direct connection to or representationon the Cabinet of the University of ChicagoAlumni Association. The development of procedures for chartering and organizing clubs (including a club for the Chicago metropolitan area) andthe official representation of these clubs on theNational Alumni Cabinet could provide importantorganizational structures for improved coordination and , communication among these groupsthemselves and with the Alumni Association.• The Alumni Schools Committees in many areasremain loosely organized. No national AlumniSchools Committee exists to provide guidanceand coordination for local committees. The development of procedures for identifying and appointing Alumni Schools Committee leaders andthe formation of an Alumni Schools CommitteeNational Board could improve communicationand coordination on the local and the nationallevels.• While the Alumni Schools Committee programhas had many significant accomplishments, inadequate communication with the Alumni SchoolsCommittee groups remains a problem. Much ofthis problem can be addressed through the AlumniSchools Committee Newsletter and the holding ofregular workshops for the training of AlumniSchools Committee leaders and volunteers.• There has been insufficient coordination ofalumni activities among the University's professional schools, the graduate departments, theCollege, and the Alumni Association. Procedures should be developed for identifying alumni bytheir graduate departments, and for working withthe graduate departments, the College, and thealumni associations of the professional schools insponsoring programs and activities and for coordinating alumni activities on the local level.• Alumni programming in some areas lacks asense of direction and is often inappropriate foreither current students or alumni under forty. Acomprehensive approach to the planning of morethematic and vital programs can be developed andcommunication between the University and thelocal alumni leaders vis-a-vis programming can beimproved. Programs should also be planned forcurrent students which will help prepare them tobecome more thoughtful and active alumni.• The University of Chicago Magazine ismediocre and is characterized by a lack of informative news about the University, inadequatefinancing, and an irregular publication schedule.The magazine is the main vehicle of communication between the University and its alumni; itshould be greatly improved in all of these areas.• Information about alumni that is availablethrough University records is often unreliable, inadequate, and difficult to get on a timely basis. Astudy of the present alumni records system shouldbe undertaken to assess possible ways of improving record-keeping and information retrieval.• Because the relationship between the University and the Alumni Association has changed overthe last several years and because of the nature ofsome of the commission's recommendations, theconstitution of the Alumni Association will require revision.The commission recognizes that there are atpresent a large number of Chicago alumni activelyinvolved in programming activities, in recruitingstudents, and in raising funds. Their efforts havebeen immensely helpful to the University. Butthey serve only to emphasize the University'sgreat potential for significantly increasing thenumber of active alumni and the number andquality of alumni programs and activities.Analysis of Problems andRecommendationsA. Organization and Purpose of the Alumni Association in the Larger Context of University AlumniAffairsThe present statement of the purpose of theAlumni Association, contained in the constitutionand bylaws of the association, reads as follows:3The purpose of the Alumni Association shall beto establish, encourage, and maintain a mutually beneficial relationship between the University of Chicago and its alumni.(Article II)The commission concludes that this statement isstill appropriate and valid.The University's alumni affairs program, however, does not fully reflect or advance that purpose. Further, there appears to be a decreasedunderstanding by the alumni of the work of theAlumni Association. Many University alumniseem to have no sense of membership in theAlumni Association.There is only sporadic coordination betweenthe central Alumni Association and the alumni associations of four of the University's professionalschools— Law, Business, Medicine, and SocialService Administration — which have their ownoffices and staffs. Although the activities of theseoffices have not detracted from the work of theAlumni Association, there have been missed opportunities for joint effort which could havestrengthened both the central and the individualorganizations. The coordination between thealumni activities of these four professionalschools and the work of the Alumni Associationmust be improved.The principal national alumni body, theCabinet, has no clear purpose. There is no strongnetwork of active local clubs: at present fewerthan ten University of Chicago Clubs are formallyorganized and active. Relationships between localgroups and the national alumni organization areweak. The constitution of the Alumni Associationis out of date and needs revision.Because of such organizational weaknesses, theprocess of cultivating and supporting larger numbers of alumni leaders has become unduly difficult. In fact, given the absence of functional organization and purpose in alumni affairs, thecommission believes that it is only the strength ofthe University as an educational and research institution that has produced the number of generous leaders it does have and that the Universityhas been extraordinarily fortunate to have theseleaders.This organizational weakness is particularlyevident in the Chicago metropolitan area. Over24,000 of the University's 88,000 registeredalumni reside in greater Chicago, but no organizedUniversity of Chicago Club exists there. Consequently, the Chicago area is characterized by alack of consistent leadership, programming, andother alumni activities. The commission concludes that thestrengthening of organization and purpose both ofthe Alumni Association and the broader University alumni affairs program will provide the basison which to build a more vital relationship withalumni.Recommendations:1 . That the coordination of alumni functions ofthe University include a unified approach toalumni by the professional staff of the Universitydepartments responsible for fund raising, recruitment, and alumni affairs programming, includingthe staffs of the professional school alumni associations.2. That the University officer responsible foralumni affairs appoint a working committee onUniversity alumni affairs to be chaired by theexecutive director of University Alumni Affairs.This committee will neither make policy nor directly intervene in any existing alumni affairs program but will coordinate the activities of the professional school alumni associations, the AnnualFund of the Office of Development, the AlumniSchools Committee staff of the Office of CollegeAdmissions, and the University alumni association. A representative from each of these staffs,designated by the appropriate dean or Universityofficer will be a member of this committee.3. That the statement in the constitution andbylaws explaining the organization and purpose ofthe Alumni Association be published, preferablyin the University of Chicago Magazine. Thisstatement will make clear the definition of thealumnus/alumna and will emphasize that anyonewho has ever attended the University of Chicagoas a student and any former faculty are eligible foralumni status.4. That the Alumni Cabinet be restructured togive it more functional responsibility and greaterlocal representation; that it be recognized as theprimary working representative body of the University alumni. The Cabinet should consist of appropriate representation from alumni-at-large,presidents of the University of Chicago Clubs, theAlumni Schools Committee National Board, theNational Alumni Fund Board, professional schoolalumni bodies, the University of ChicagoGraduate Society, and the College Alumni Societyof the University of Chicago. (The creation andpurpose of the Alumni Schools Committee National Board, the University of Chicago GraduateSociety, and the College Alumni Society of theUniversity of Chicago are described later in thisreport.)5. That the National Alumni Cabinet be desig-4nated as the representational leadership of theUniversity of Chicago alumni and be designatedas the official channel of communication for representing the views of the alumni to the Universityand the University to its alumni; and that representation on the National Alumni Cabinet shouldreflect the differing sizes of local alumni bodies.6. That, through a reactivation or rewriting ofthe constitution of the Alumni Association, theNational Alumni Cabinet have its powers, purposes, and responsibilities clearly defined andaffirmed.7. That the Executive Committee of the National Alumni Cabinet have the widest possiblegeographical representation.8. That the local University of Chicago alumniorganizations be called the University of ChicagoClub or the University of Chicago Alumni Association of And that each club or association be organized and chartered. The organizational plan and charter recommended by thecommission, while not binding in any way, areuseful organizational models and can be helpful tothose alumni groups which wish to organize andcharter their members and activities. Charters willbe approved by the Executive Committee of theCabinet.9. That special emphasis be given to theChicago metropolitan area and its 24,000 alumniand that an active University of Chicago Club beformed.10. That the president of the Alumni Association, the Executive Committee of the NationalAlumni Cabinet, the University officer responsible for alumni affairs, and the president ofthe University meet at least annually to discussalumni relations.B. Alumni Records and Information ResourcesThe commission discovered that, although theUniversity records system has been improved,there are still problems with it; the informationthat is available to Alumni Association records viathe University computer services is often unreliable, inadequate, and difficult to obtain on atimely basis. The transmittal of information toalumni leaders and volunteers continues to be amajor difficulty because of the inaccuracy of theinformation transmitted as well as the time it takesto reach the leaders and volunteers.Recommendations:1. That the University purchase or lease aminicomputer and a number of cathode-ray tube(CRT) terminals and printers to be used forAlumni Association and Annual Fund (Office of Development) records and any other areas thatuse alumni information in order to facilitate updating of and information retrieval from alumnirecords; that this minicomputer be controlled bythe Alumni Association.2. That a study be undertaken to determinewhat information should be included in alumnirecords and the feasibility of automating alumnirecords.3. That alumni records be coordinated with thenew Student Information System now being instituted.C. Alumni Association Finances and BudgetIn reviewing the finances and budget of theAlumni Association, the commission was awareof the constraints on the overall Universitybudget. In framing its specific recommendations,it sought first a more intensive and purposefulutilization of resources presently allocated toalumni programs by the University. The net effecton the University budget of all the recommendations contained in this report, therefore,should be modest.A confidential multiyear financial analysis of theAlumni Association budget requested by thecommission will be submitted to the president ofthe University as part of this report. Althoughfurther study will be needed, the commissionreached consensus on three recommendations.Recommendations :1. That the Alumni Association continue itspolicy of requiring no national dues.2. That local University of Chicago Clubs beself-supporting whenever possible.3. That the Alumni Association continue to befunded by the University.D. Alumni Recruitment of Applicants to the Collegeof the University of ChicagoThe Alumni Schools Committee program hasbecome increasingly successful in involvingalumni in the recruitment of applicants to theCollege. The commission identified specific ways,however, in which the process could be madeeven more effective.Until recently, the membership of the AlumniSchools Committees received inadequate information about educational programs and assistance at the University. As a result, they have beenunable completely and accurately to advise potential applicants to the College. Communicationamong the Alumni Schools Committees themselves has also been inconsistent, and there havebeen problems of communication at times be-5tween the Alumni Association and the Office ofCollege Admissions. The commission believesthat the new Alumni Schools Committee NationalNewsletter, published by the Alumni Associationin cooperation with the Office of College Admissions, will solve many of these specific communication problems. This newsletter, the first issue ofwhich appeared in late August 1979, will be published at least four times a year and is intended asa direct line of communication from the University to the committees and to the several hundredindividual alumni who work in this area.The absence of a national Alumni SchoolsCommittee body restricts useful communicationamong committees. And there yet exists no formalrelationship between the Alumni Schools Com^mittees and the National Cabinet. Both of theseproblems need to be addressed.Continuous efforts are necessary to developand to nurture leadership in Alumni SchoolsCommittees across the country. What the leadersshould do, how they should do it, and how theleaders are chosen are all questions that could beanswered at least partially by the creation of anational Alumni Schools Committee organization.Even on a local basis some organizational problems seem to remain; there is no formal mechanism, for example, for appointing the local chairmen of Alumni Schools Committees.The level of professional staff effort devoted tothe Alumni Schools Committee program shouldbe increased. One full-time professional in theAlumni Association and one half-time professional in the Office of College Admissions arenot enough to manage efficiently and carefullysuch a crucial University program.Recommendations:1 . That the Alumni Schools Committee National Newsletter be published on a regular basisand sent to all Alumni Schools Committee leadersand volunteers. Written and published jointly bythe Alumni Association and the Office of CollegeAdmissions, the newsletter should be a source ofuseful information to volunteers involved in recruiting applicants to the College.2. That a regular series of national workshopsfor Alumni Schools Committee leaders be instituted to inform and train Alumni SchoolsCommittee leaders and volunteers.3. That job descriptions be developed forAlumni Schools Committee leaders and volunteers.4. That competent individuals be appointed tofill leadership positions.5. That an Alumni Schools Committee National Board be formed and that this board:a) have its chairperson and vice-chairpersonsappointed by the president of the Alumni Association;b) have Office of College Admissions representation;c) be represented on the National Alumni Cabinet.6. That the Alumni Schools Committee National Board have as its purposes:a) the recruitment of more applicants to theCollege of the University of Chicago;b) improved communications between theUniversity and Alumni Schools Committeeleaders and volunteers and among local AlumniSchools Committees;c) the more effective operation of local committees;d) a greater functional relationship betweenAlumni Schools Committee leaders and volunteers and the National Alumni Cabinet.7. That sufficient logistical support be madeavailable for the work of the Alumni SchoolsCommittee programs, including procedures forthe early identification of outstanding applicantsto the College and a new reporting system.8. That sufficient professional staff be providedfor the Alumni Schools Committee program, bothin the Alumni Association and the Office of College Admissions.9. That further study be given to the establishment of a program analogous to the AlumniSchools Committee program for recruiting applicants to the graduate divisions and professionalschools.E. Alumni Publications, Particularly the Universityof Chicago MagazineAlumni publications constituted another area ofconcern for the commission, in particular the University of Chicago Magazine. Although the commission did not spend as much time examiningother University alumni publications as it did themagazine, it did conclude that there is little, ifany, coordination or unity of purpose among thevarious University alumni publications. Thecommission also discovered that some of the University alumni publications, especially those forprofessional school alumni, fail to take sufficientaccount of the University as a whole and, in somecases, demonstrate only a weak editorial recognition of University alumni and alumni news.The commission believes that the University ofChicago Magazine lacks distinction and suffersfrom a number of unflattering characteristics:poor communication with readers and little or no6inclusion of reader response; no clear and consistent character; uneven content; an absence ofsignificant news about the University and itsalumni; irregular publication schedule; inadequatefinancing.Much of the information about and reaction tothe magazine was gathered from the severalthousand alumni surveyed by the commission'sSubcommittee on Communications.Recommendations :1. That the University of Chicago Magazine becontinued on a more regular and frequent basis.2. That an alumni-faculty advisory committeeon alumni publications be appointed by the president of the University, its alumni members to berecommended by the president of the Alumni Association.3. That a new editor-director of alumni publications be hired before any recommendations onalumni publications/communications are implemented, but that the following suggestions beconsidered:a) that the format of the University of ChicagoMagazine be changed to include:— more current and specific news about theUniversity, including the reporting of controversial issues on campus with the conflictingpositions clearly presented;— more reader response, including more lettersfrom alumni placed in a prominent position ineach issue;— more materials for and by students andalumni;— the re-establishment of the link between theAlumni Association and the University ofChicago Magazine, this relationship to be reflected in the masthead.b) that any significant changes in the format ofthe magazine be discussed with the alumni faculty advisory committee before their adoption;c) that ways be tested to reduce "waste" circulation;d) that requests be made for voluntary subscriptions;e) that subscriptions to the alumni publicationsof the professional schools at the University beoffered to general alumni.4. That tasteful and appropriate advertising bereintroduced into the University of Chicago Magazine.F. Alumni Programs, including Reunion andAlumni CollegeThe commission believes that programming forUniversity alumni functions has lacked any com prehensive purpose. There is an unclear sense ofdirection and objectives; programs are frequentlyeither uninteresting or disorganized or both; theyhave a poor record in relating to under-fortyalumni; there is a marked absence of programs forcurrent students — programs that could preparethem to become thoughtful and active alumni;communication is inadequate between localleaders and the Alumni Association program professional staff as to what should be done where aswell as how and when.A major problem has been the irregular qualityof and the frequent turnover in the program staffof the Alumni Association. This has, in part, beena result of the general lack of direction and objectives in alumni affairs programs. In turn, it hasserved to increase a certain aimlessness aboutprogramming. The program staff of the AlumniAssociation numbers only one full-time professional, one half-time professional, and onefull-time clerical assistant. The commission is notsuggesting that the number of staff is as importantas its quality, but it does believe that this staff isnot adequate for the alumni affairs program of amajor university with 88,000 registered alumni.The annual Reunion suffers from low attendance when compared with the amount of moneyspent on the activity. Part of the problem may bethe serious shortage of guest accommodations oncampus and in Hyde Park.The commission also recognizes the curiousnature of Alumni College in that it is an event runexclusively by the professional staff of the Centerfor Continuing Education, a unit of the Universitythat has no direct or formal relationship witheither the Alumni Association or Universityalumni affairs.Recommendations :1. That an "operating plan" for Alumni Association programs be developed on a yearly basis,with special attention given to:a) self-supporting programs;b) programs which are more carefully plannedand executed and more thematic;c) major programs in selected cities with theinvolvement of University central administration, deans, faculty, and students;d) coordination and cooperation with the programs of the Office of Development as well aswith the alumni affairs offices of the Universityprofessional schools.2. That a series of programs be instituted tocommunicate with students as future alumni.3. That on the basis of a thorough study of pastalumni reunions by the professional staff of the7Alumni Association, and in consultation withalumni leaders and the Implementation Committee of the Ad Hoc Commission on Alumni Affairs,an experimental program be developed for theReunion. The purpose of the experiment would beto help the University create a Reunion that preserves the more important symbolic and historicalcharacter of such an occasion while at the sametime creating a Reunion that is attractive, effective, and successful.4. That Alumni College become part of theAlumni Association's program and that its formand content be thoroughly studied to determinewhether such an event is valuable as a majoralumni program.5. That the program activity of the Alumni Association be enlarged to include job counseling byalumni for current University students on and off _campus. These programs would be established incooperation with the University Office of CareerCounseling and Placement.6. That the program staff of the Alumni Association be adequate to carry on the above-mentionedrecommendations and be upgraded professionallyif necessary.G. The Relationship of the Alumni Association tothe Professional SchoolsFour of the University's professional schools —Business, Law, Medicine, and Social ServiceAdministration — have long had alumni affairsoffices and staffs. The commission recognizesthese offices and staffs and endorses their work.The programs are strong in most cases and, whilemore alumni leaders are needed, those who dolead the professional school alumni groups arestrong and dependable. Problems exist, however,with the failure of these professional schoolalumni affairs activities to be effectively coordinated with the activities of the Alumni Association. In the past, for example, there has been nocalendar of the activities of the various alumniaffairs staffs with the result that the professionalschools did not know what the Alumni Association was planning and vice versa. In an attempt tosolve this problem of scheduling and coordination, the commission makes several suggestions.Recommendations :1. That the Alumni Association draw on the resources and experience of the alumni affairs staffsof four of the University's professionalschools — Business, Law, Medicine, and SocialService Administration — even as these schoolsmaintain their autonomy in alumni relations. 2. That the publications of professional schoolsmore prominently display and build upon theiraffiliation with the University of Chicago.3. That a working committee on UniversityAlumni Affairs be formed and chaired by theexecutive director of University Alumni Affairs tocoordinate the activities of the four professionalschool alumni affairs offices — and any other University professional school alumni staff — with theactivities of the Alumni Association.4. That representatives from the professionalstaffs of all the alumni affairs offices, designatedby the appropriate dean, be members of thiscommittee on University Alumni Affairs.H. The Relationship of the Alumni Association tothe Graduate DepartmentsOf special concern to the commission was theUniversity's lack of organized contact withalumni of the graduate departments. Although occasional publications, such as the Department ofHistory's 1979 Newsletter, are obviously invaluable in maintaining contact with departmentalalumni and sustaining their awareness of the University, there is no formal mechanism throughwhich the relationships of alumni with their respective departments can routinely be cultivated.On the basis of research and study completed bysome of its members, the commission concludesthat regular communication between alumni andthe graduate departments from which they received their degrees can be most valuable. Thecommission feels that there is a need to have regular, informative, and thoughtful contact withalumni specifically as graduates of the departments and not merely as members of theAlumni Association.Recommendations:1. That a Chicago Graduate Society (University of Chicago Graduate Society for GraduateAlumni in Science and the Humanities) be formedunder the auspices of the Alumni Association andthat additional and focused communications withstudents and graduates be channeled through thedepartments.2. That an Alumni Association staff member beassigned to staff the Chicago Graduate Society.I. The Relationship of the Alumni Association to theCollegeWith graduates of the College, too, the commission recognizes the need to create some kind ofalumni organization that will specifically renewand sustain the identification and involvement8with the University through the College. Over32,000 alumni are graduates of the College. Thecommission concludes that it is important for theUniversity to offer specific services and activitiesfor these graduates over and above the generalactivities of the Alumni Association.Recommendations :1. That a College Alumni Society of the University of Chicago be formed under the auspicesof the Alumni Association to work with the College in improving communications with studentsand graduates.2. That an Alumni Association staff member beassigned to staff the College Alumni Society.Concluding Note:In urging the creation of a University of ChicagoGraduate Society and College Alumni Society, thecommission weighed the implications of its recommendations for the University as a whole.Opinions will differ about the merit of these recommendations, and the commission's Implementation Committee will welcome full discussions within the University of Chicago community.Suggestions for ImplementationThe commission recognizes that the implementation of its recommendations will fall primarily onthe professional staff of the Alumni Associationand on alumni volunteer leaders. It suggests,nevertheless, the appointment of an Implementation Committee, its members to be drawn from thecommission and appointed by the president of theUniversity. It would be impractical for the commission as a whole to meet after its report hasbeen completed, but a small group of commissionmembers can be a valuable source of informationand experience and can help to resolve issues thatemerge during the implementation period.The University's response to the commission'srecommendations will come as part of the University Alumni Affairs operating plan presently beingdeveloped for consideration by the Universityadministration. The alumni implementation willcome as part of a series of meetings with nationalleaders (including the National Alumni Cabinetand its Executive Committee), local leaders andofficers of University of Chicago Clubs, and several written communications which will appear inthe University of Chicago Magazine.From the implementation suggestions listedbelow, the commission drew two general conclusions: — more purposeful and more complete job descriptions should be written for alumni affairsprofessional staff;— a more professional staff is needed rather thana larger staff; to hire and retain such professionals,the University should be prepared to pay more.A confidential financial report has been prepared for the president of the University whichanalyzes the Alumni Affairs budgets of the last several years and which will provide considerabledetail on the general University expenditures inAlumni Affairs.Specific suggestions:A. Programs1. The appointment of another full-time program director — in lieu of the present half-time assistant program director — to work primarily withthe 24,000 Chicago-area alumni and the University of Chicago Club of Chicago that is to beestablished.2. The appointment of a program assistant towork with the two program directors. This position would replace the present position of secretary.B. Alumni Schools Committees1 . The appointment of the present coordinatorof Alumni Schools Committees to director ofAlumni Schools Committees.2. The appointment of a full-time secretary/assistant to the director of Alumni Schools Committees.C. Alumni RecordsThe full implementation of the recommendedchanges which emerge from the Cambridge Research Associates' study on University alumnirecords.D. Associate Director of University Alumni Affairs1. The appointment of an assistant forGraduate Alumni Affairs who works under thesupervision of the associate director of UniversityAlumni Affairs.2. The appointment of an assistant for CollegeAlumni Affairs who works under the supervisionof the associate director of University AlumniAffairs.3. The appointment of an administrative assistant to the associate director of University AlumniAffairs. This position would replace the presentposition of secretary.E. Interim fundsThat money be available — beyond the operatingbudget — for new projects and programs that mayoccur during the implementation period and that9are suggested as experiments by the Implementation Committee.F. The University of Chicago MagazineThat the budget for the University of ChicagoMagazine be enlarged to provide for all the recommendations made by the commission.Finally, the commission recommends that theimplementation timetable be determined by theImplementation Committee in consultation withthe professional staff of the Alumni Associationand the national and local alumni volunteer leaders.APPENDIXESA. PRESIDENT HANNA GRAYS LETTEROF CHARGES TO COMMISSIONMEMBERSTo: Members of the Ad Hoc Commission on AlumniAffairsFrom: Hanna H. Gray, PresidentFebruary 14, 1979During the last several months, I have had anumber of conversations with members of theAlumni Cabinet and individual alumni, withundergraduate and graduate students, with members of the University faculty, administration andwith trustees. On the basis of these conversationsand of my own thoughts and observations, I believe that this is a good time for the University ofChicago to review its relationship with its 86,000Alumni. Therefore I have appointed an ad hocCommission on Alumni Affairs to be chaired byArthur Schultz. Several of my colleaguessuggested that I ask you to serve on this group; Iwould be most pleased and grateful if you would.The commission will be asked to propose a restatement of the general principles and purposesof the University's alumni program. Among thespecific topics I should like the group to study are:the objectives and effect of local alumni clubs, theinvolvement of alumni in recruiting applicants forthe College, the adequacy of communication withalumni, and the relationship of the Alumni Association to the University's fund-raising activity.The commission will meet at least four times inaddition to its organizational meeting on February15 before submitting a report in June. JonathanFanton, Vice-President for Academic Resourcesand Institutional Planning, is available to give youfurther details about the work of the commission. I hope very much that you will agree to participate in this study which will lay the groundworkfor the University's alumni programs in the yearsahead.B. COMMISSION ROSTERMr. Arthur W. Schultz, X'41, A.B.'67, ChairmanFoote, Cone, and Belding Communications, Inc.Chicago, IllinoisMr. Edward L. Anderson, Jr., Ph.B.'46, S.M.'49Tweedy, Browne & KnappNew York, New YorkMr. Walter J. Blum, A.B.'39, J.D.'41Law SchoolThe University of ChicagoChicago, IllinoisMr. Charles W. Boand, LL.B.'33, M.B.A.'57Wilson and McllvaineChicago, IllinoisMr. Robert D. Fitzgerald, M.B.A.'60Harris Trust & Savings BankChicago, IllinoisDr. Lucy Ann Geiselman, Ph.D. '65University of California Medical CenterBerkeley, CaliforniaMrs. Juana Sinclair Harper (Mrs. Stanley T.),A.B.74Chicago, IllinoisMr. Michael Klowden, A.B.'67Morgan, Lewis & Bockius, Counselors at LawLos Angeles, CaliforniaMr. C. William Kontos, A.B.'47, A.M.'48U.S. Department of State, Sinai Support MissionWashington, D.C.Sister Candida Lund, Ph.D. '63President, Rosary CollegeRiver Forest, IllinoisMs. Janel M. MuellerDepartment of EnglishThe University of ChicagoChicago, IllinoisMr. Charles D. O'Connell, A.M. '47Vice-President and Dean of StudentsThe University of ChicagoChicago, IllinoisMr. Edward W. Rosenheim, Jr., A.B.'39,A.M.'46, Ph.D.'5310Department of EnglishThe University of ChicagoChicago, IllinoisMr. David N. SchrammDepartment of Astronomy and AstrophysicsThe University of ChicagoChicago, IllinoisMr. Daniel C. Smith, A.B.'38, J.D.'40FMC CorporationChicago, IllinoisEx OfficioMr. Jonathan F. FantonVice-President for Academic Resources andInstitutional PlanningThe University of ChicagoChicago, IllinoisStaffMr. Peter Kountz, Executive Director of University Alumni AffairsMiss Ruth Halloran, Associate Director of University Alumni AffairsMiss Nanci Nowicki, Project Assistant, AlumniAffairs Study CommissionMiss Mary Knutsen, Administrative and ResearchAssistant to the Executive DirectorC. HISTORY OF THE UNIVERSITY OFCHICAGO ALUMNI ASSOCIATIONThe original University of Chicago (the "Old University") was founded in 1856 and lasted for thirtyyears. It had acute financial problems most of itslife and finally went out of existence for economicreasons. When the "new" University wascreated, largely through the gifts of John D.Rockefeller, alumni of the Old University wereleaders in supporting it.The first meeting of the University of ChicagoAlumni Association was held on February 22,1892, less than six months after the new University opened its doors. The association wasestablished by graduates of the Old University ofChicago, fewer than 300 in number, whose degrees had been recognized by the new Board ofTrustees.Purpose. The purpose of the organization wasoriginally stated as "[t]he promotion of the social,educational, and general literary interest of itsmembers and of their Alma Mater." In 1907, thepurpose was redefined: "To advance the interests, influence, and efficiency of the University of Chicago; to promote acquaintance among thegraduates, and to strengthen the connection between the alumni and their Alma Mater by variouspublications, meetings, and other means." Formany years, the constitution and bylaws of theassociation have provided that "[t]he purpose ofthe Association shall be to establish, encourage,and maintain a mutually beneficial relationshipbetween the University of Chicago and itsalumni."Membership. It appears that in the early yearsonly alumni with degrees were considered members of the association. The criteria for membership have changed over the years, and the currentconstitution reads: "All persons who have attended the University as students, or who haveserved as members of its faculty, and are nolonger in residence as such, shall be consideredalumni and shall automatically be members of theAssociation."Alumni records now list 85,914 living alumni;more than 24,000 of these live in the Chicago area.Unofficial estimates are that there are as many as250,000 unregistered alumni — individuals who atone time or another attended the University butdid not receive a degree.Structure. Several alumni associations representing various academic schools and divisions withinthe University were created in the 1890s and1900s. In 1909 an Alumni Council was created,which gave representation to the numerousalumni associations and became the main vehiclefor coordinated alumni activities. These activitiesincluded establishing alumni records, publishingthe University of Chicago Magazine, coordinatingprograms for Chicago area alumni, developing andnurturing alumni clubs across the country, andconducting an annual reunion week on campus.The Alumni Council was dominated by theCollege Alumni Association until a major reorganization was undertaken in 1941 . At that time,both the present University of Chicago AlumniAssociation and the Alumni Foundation (now theAlumni Fund) were established.The governing body of the association has beencalled the cabinet since the 1941 reorganization.In addition to its officers — a president, one ormore vice-presidents, a secretary, and atreasurer — the cabinet includes not fewer than 40or more than 150 members. Terms of membershipare three years, on a staggered basis so that one-third of the members are elected each year. Thecabinet is national in scope and holds at least oneannual meeting. Nominees for service on thecabinet are sought from the general alumni bodyand the University community. The executive11committee (composed of the president, the vice-presidents, and not fewer than five or more thantwelve cabinet members) selects from among thecandidates proposed by a nominating committeethe persons to serve as members of the cabinet.Alumni Foundation/Fund. Following the FiftiethAnniversary Alumni Gift Campaign, the AlumniFoundation was established as the division of theassociation responsible for conducting all fund-raising activities of the University. The foundation was originally administered by a board of directors consisting of twenty-one Chicago-areaalumni appointed to three-year terms by the chancellor or president, with the approval of thecabinet.At the recommendation of the executive committee, the Alumni Foundation was renamed theAlumni Fund in 1963. At that time, the Universityrequested that administration of the fund be takenover by the Development Office.Clubs and Regional Representatives. The ChicagoAlumni Club, organized in 1898, was the forerunner of many alumni clubs that quickly dotted themap. It was formed "for all men who are alumnior former students of the University of Chicago."A few months later the Chicago Alumnae Clubwas formed "to hold together Chicago alumnaefor social purposes and to keep them in touch withthe University." Although the Chicago groupshave not been very active in recent years, thereare now more than fifty variously organizedalumni groups around the country and overseas.One of the principal ways the association maintains contact with these groups is by overseeingthe arrangements for local programs. These programs vary in kind and are coordinated by theassociation staff.Regional representatives were established inNew York City and Los Angeles in 1955, and,subsequently, in San Francisco and Washington,D.C. Each regional representative reported to thedirector of the Alumni Association and was responsible for overseeing programming, fund raising, and student recruitment. The associationbudgeted these operations until 1967, at whichtime the Campaign for Chicago budget coveredexpenses for expanded regional operations. Latein 1967, direction, reporting, and budgeting wereturned over to the Development Office.Publications. In 1907, the alumni undertook thepublication of a journal; the first number of theChicago Alumni Magazine appeared in March ofthat year following a meeting at which it had beenvoted that the publication "shall be owned exclusively by the Association and both its business and editorial policy shall be directed by a Board ofControl appointed by the Association." Eighteenmonths later the name of the publication waschanged to the University of Chicago Magazine.Frequency of publication was nine times a year,on an academic year basis; copies were sent freeto all dues-paying alumni. With the July- August1968 issue, the magazine appeared five times ayear. It became quarterly with the Summer 1974issue. Since 1969, it has been sent free of charge toall alumni.In February 1935, the first issue of the AlumniBulletin appeared. The Bulletin was designed tomeet the need for a publication that would reachall alumni, not just dues-paying members.Budgeted by the University and edited by theAlumni Association, the Bulletin was publishedquarterly "to keep the alumni informed of majorevents in University and alumni circles." In 1948the Bulletin was renamed Tower Topics. Publication ceased in 1964, and the Bulletin was, in effect,replaced by Chicago Today, published for a fewyears by the University of Chicago for friends ofthe University, including alumni.Private Maroon was a twelve-page newsletteredited by the association and sent free to alumniand alumnae in the armed services during WorldWar II. It was issued every five weeks and had acirculation of 5,000.Finances. For more than forty years, the AlumniAssociation was almost entirely self-supporting.Except for providing office space and a small allowance for record-keeping, the University gavevery little financial support to the alumni programfor many years. Dues paid annually by membersof the association were the major source of theassociation's independent income. (A paid membership program was initiated in 1893 and terminated in 1967.) The next largest source was theincome from the endowment fund created by thecapitalization of life membership payments — thecapital fund now contains about $366,000. Thesemonies are owned by the association but held bythe University and carried in its Consolidated Investment Merger by the terms of a 1952 agreement.Activities. Maintenance of alumni records hasbeen and continues to be a major function of theAlumni Association, with all data processedthrough its records department. An estimated98,000 changes and additions of data are processed annually, including 45,000 changes of address.The range of alumni activities has broadenedover the years. A national Alumni Awards Pro-12gram was instituted by the association at the timeof the Fiftieth Anniversary Celebration. TheHowell Murray Student Awards were first presented in 1960 to recognize graduating Collegestudents who had made outstanding contributionsto the extra curriculum. At present, thirty-threeAlumni Schools Committees provide invaluableservices to the Admissions Office in helping torecruit students.The Alumni Association strives to maintaincontact with and to provide services for all alumnias well as students.D. FACTUAL SUMMARIES OF SUBCOMMITTEE INVESTIGATIONSA. Organization and Purpose1. Purpose. The University of Chicago AlumniAssociation, founded in 1892, is presently an unincorporated voluntary association whose purpose, according to the current constitution andbylaws, is as follows:The purpose of the Association shall be toestablish, encourage, and maintain a mutuallybeneficial relationship between The Universityof Chicago and its Alumni. (Article II)2. Scope. The University of Chicago Alumni Association embraces all alumni of the University,including those of the College, the divisions, andthe professional schools. Membership in theAlumni Association is inclusive of all those persons defined as alumni by the current constitutionand bylaws:All persons who have attended the Universityas students, or who have served as members ofits faculty, and are no longer in residence assuch, shall be considered alumni and shall automatically be members of the Association.(Article IV, Section 1)The names of 85,914 living alumni are currentlyincluded in the Alumni Association files. Thistotal includes approximately 5,370 non-graduatesand 400 former faculty. Records and proceduresare operative which automatically enter anygraduating student into the active files, but non-degree students and past faculty are entered intothe active files only on specific request. It isestimated that there are probably 250,000 or moresuch alumni who are not listed in Alumni Association records. 3. Relationship of the University of ChicagoAlumni Association to the Four ProfessionalSchool Alumni Associations . Alumni of four of theprofessional schools are members of both theUniversity of Chicago Alumni Association and thealumni associations which serve these four professional schools:The Law School since 1907,The Medical School since 1934 and active since1944,The School of Social Service Administrationsince 1951,The Graduate School of Business since 1958.These alumni associations are separate and distinct from the University of Chicago Alumni Association, having their own organization, purpose,publications, and activities. These programs onlyoccasionally overlap Alumni Association activities on the local level.Presidents of each of the four professionalschool alumni associations serve as ex officiomembers of the University of Chicago Alumni Association Cabinet (described below).No distinct alumni associations exist to servethe Divinity School, the Graduate Library School,the graduate divisions or departments, or theCollege.4. Relationship of the Alumni Association to theUniversity of Chicago. Historically, the University of Chicago Alumni Association has been aseparate organization of alumni and has not beenan integral part of the University of Chicago. Formany years it was a limited, dues-paying, self-supporting organization. Solicitation of life memberships resulted in a capital fund which is presently valued at approximately $366,000. This fundis owned by the University Alumni Associationbut held by the University in its Consolidated Investment Merger by the terms of a 1952 agreementwith the University. Dues for membership in theUniversity of Chicago Alumni Association werediscontinued in 1967, and in 1969 paid subscriptions to the University of Chicago Magazinewere also discontinued.The University of Chicago Alumni Associationis presently funded by the University of Chicago,except for the income from the life membershipcapital fund which now supplements the annualbudget by about $28,000 per year. The ExecutiveDirector and Associate Director of Alumni Affairsand the staff of the Alumni Association are employees of the University of Chicago. The directoralso serves as a member of the Alumni Association Cabinet.135. The Cabinet. The current constitution andbylaws provide that the cabinet shall be the governing body of the Alumni Association.Membership. Members of the cabinet areelected by the Executive Committee of theCabinet from nominees proposed by the CabinetNominating Committee for the Cabinet and appointed by the president of the association withthe approval of the executive committee. TheCabinet Nominating Committee is charged withproposing nominees representing the broad spectrum of the total alumni body, including alumni ofall the professional schools, graduate divisions,and the College, and the geographical distributionof alumni.The constitution provides that the cabinet shallconsist of not fewer than 40 nor more than 150members. The term of a member is three years,and terms are staggered so that one-third of themembers are to be elected each year. Service onthe cabinet is limited to two consecutive terms(six years), but after an absence of one year aformer member is eligible for reelection.Other members of the cabinet include the Director of Alumni Affairs and, ex officio, the presidents of each of the professional school associations, the president of the Alumni Fund, and representatives from the Executive Program Club,the Graduate Library School, and the DivinitySchool.The cabinet presently consists of seventy votingmembers, including the Director of Alumni Affairs. Election of new members was temporarilysuspended in the autumn of 1978 in view of theongoing commission study. Terms of all currentmembers expire in the autumn of 1981.Meetings and Officers. The cabinet is requiredto hold at least one meeting each year. The meeting is designed to include discussions and tourswhich will enable the cabinet members tofamiliarize themselves with the current state ofthe University. The customary procedure hasbeen to hold an annual meeting in the autumn ofthe year shortly after the beginning of the autumnquarter.Any ten members of the cabinet constitute aquorum for the transaction of any business germane to the purposes of the association. At itsmeeting in odd-numbered years the cabinet electsofficers of the association for two-year terms fromamong nominees proposed by the OfficersNominating Committee (appointed by the president of the association) and nominations fromthe floor. The officers elected in these odd-numbered years include: president, one or more vice-presidents, secretary, treasurer, and anynecessary assistants to the secretary or treasurer.The offices of secretary and treasurer may be heldby the same person, and the director of AlumniAffairs may serve in either or both suchcapacities.The president of the association is the chiefexecutive officer and presides at all meetings ofthe cabinet.Executive Committee. The Executive Committee of the Association consists of the president,the vice-presidents, and not fewer than five ormore than twelve members of the Cabinet. Between meetings of the Cabinet, the ExecutiveCommittee exercises the full powers of the Cabinet except that it may not amend the constitution and bylaws. The constitution currently provides that the Executive Committee shall beresponsible for the annual budget and for its coordination with the University's annual appropriation. The budget is prepared by the director ofAlumni Affairs and presented to the ExecutiveCommittee for its final approval in advance of thedate it is to go into effect.By tradition, the Executive Committee of theCabinet meets at least quarterly. Eight of the ninecurrent members of the Executive Committee areresidents of the Chicago area.6. Committees of the University of ChicagoAlumni Association. The constitution and bylawsof the Association permit the president of the Association to appoint one or more of the followingcommittees:FinanceAlumni AwardsProgramsSchoolsPublicationsFor many years the only committee appointedby the president of the Alumni Association hasbeen the twelve-member Alumni Awards Committee. The Finance Committee has been unnecessary with the advent of the funding of theAssociation's activities primarily by the University. The Alumni Association staff and CollegeAdmissions Office have taken over the appointment of the Schools Committees, and the staff ofthe Alumni Office has assumed responsibility forAlumni Programs and Alumni Publications.7. The Relationship of the University Alumni Association and Local University of Chicago Clubs.There are currently fifty-five listed University ofChicago clubs in the United States and abroad. Of14these clubs, nine are known to be active, and sixhave written to indicate that they are relativelyactive with potential for more activity, while tenclub leaders have indicated that their clubs arecompletely inactive. Eleven clubs have existingconstitutions or specified organizational structures that are known, although seven of theseclubs are currently inactive. There is currently nonational organization of the clubs, no procedurefor officially chartering and organizing a club, andno official representation of the clubs in thecabinet.Cooperation between the Alumni Associationand the local clubs for mailings, programming,and organizational guidelines is now largely contingent upon the initiative of the local club leaders. Alumni Association professional staff assistin the planning of programs and preparation andsending of mailings for local clubs at the request ofthe local clubs.Four cities — New York, Los Angeles, Washington, D.C., and San Francisco — have regionalrepresentatives hired and supervised by the Officeof Development and charged primarily with coordinating and fund-raising activities in connectionwith the Alumni Fund.8. Fund Raising among the Alumni of the University of Chicago. Article X of the constitution andbylaws of the University Alumni Associationplaces responsibility for all fund-raising activitiesamong alumni of the University outside the province of the University Alumni Association and inthe hands of the Alumni Fund, a separate organization governed by a board of directors appointedby the president of the University and administered through the Office of Development.B. Housekeeping: Records MaMttemiainiceThe three main elements in the basic recordsmaintained on alumni by the Alumni Associationare: (1) the Prospect Data Card (PDC) File, (2) theBiographical File, and (3) the Biographical FileJackets.1. Prospect Data Card (PDC) File. The ProspectData Card file is a by-product of the computerGIFTS system, which was designed to providegift information and fund-raising data to the Development Office. The GIFTS system becamefully implemented in December 1972 and is currently under the jurisdiction of the Comptroller'sOffice.While the University's Data Center is responsible for GIFTS data control and system management, the Alumni Association provides allinput for the nominative changes made for alumniin the file: name, address, status, profession, degrees, and other identifying data. The Alumni Association's Prospect Data Card file serves as thecentral card system for effecting these informationchanges. A complete set of computer printedcards is maintained in geographical order. Theycontain name, address, class year, degree, maidenname, marital status, ID number, mail codes, occupation, cumulative gift record from 1969 forward, and, in some instances, telephone numbers.There is currently no system for distinguishingalumni by their departments or divisions.All data for the entire alumni body, regardlessof who initiates them or the point at which theycome in contact with the University, are processedthrough the Alumni Association Records Department, including preparation of standard encodedforms used to keypunch changes at the Data Center for computer tapes. Approximately 98,000changes and additions a year are initiated by theAlumni Association alone. Since all input into thecomputer is done at the Data Center by a smallnumber of key punch operators, however, there isa very long turnaround time involved in the updating and/or inquiry of the computer records. Itcan presently take one to two months to get records updated or information retrieved.The original GIFTS plan was to be three-phased: first, the nominative data (provided by theAlumni Association); second, the gift record information (from the Office of Development, theTreasurer's Office, and other principal users); andthird, other useful data, for example, degrees fromother institutions, student activities while on cam-put, next of kin, persons who would always knowan alumnus' s address. The third phase, except forsome student activities, was not incorporated intothe system. The Alumni Association's biographical file is currently the only source of that information.2. Biographical File. The biographical file is theone complete master file of all alumni. It containsabout 120,000 records on cards contained in largerotating card trays housed on the first floor of theAlumni Association house. The file is alphabeticaland includes all graduates, living or dead, plusapproximately 5,000 non-graduates. The cardscontain information on past and current addresses(business and residence); degrees and class years;date of previous membership or subscription; biographical information on occupations, communityactivities, and awards; publications; fraternity and15club associations; undergraduate activities; external national associations, for example, Who'sWho, Nobel Prize, etc.; degrees from otherschools; and names of people who will alwaysknow the address of the alumnus. Marriedalumnae are cross-filed under maiden names.This is the only available file for quick, visualreference and is used on a constant daily basis bythe association staff and others. It is the onlysource of "activity" data on alumni and the onlysource for tracing lost alumni through names andaddresses of persons always able to contact thealumnus and for recording degrees from otheruniversities and colleges.3. Biographical File Jackets. A file of biographical file jackets, now numbering about 5,500, ismaintained in alphabetical order. The jacketscontain clippings, correspondence and otherdocuments, and an increasing range of additionalinformation on alumni leaders and prospectivealumni leaders. Corresponding dossier cards arefiled in geographical order.This file contains information on activities ofcurrent and potential alumni leaders nationwidewhich is not available through the automated taperecord.Other files include:Questionnaire file: all questionnaires returnedby alumni since 1955.Special Resource file- names and addresses on612 top alumni leaders who receive special mailings from the Alumni Association.Awards file: a card file containing the names ofthe 879 alumni who have received Alumni Association Medals, Citations or Professional Achievement Awards.Communicators file: a file containing information on about 1,725 alumni in the field of communications.Permanent, Temporary Tab, and Remove files:correspondence or other documentation fromalumni who have asked that their names be temporarily or permanently removed from the files orfrom the mailing lists.C. Recruitment of Students: The Alumni SchoolsCommittees1. Organization and Purpose. The AlumniSchools Committee was established in 1966 as astanding committee charged with developing andcarrying out effective vehicles through whichalumni might support the work of the CollegeAdmissions Office. In 1968 the establishment of aschools committee was approved for any city where numbers and interest might justify it toidentify outstanding high school and junior collegestudents, to inform them of the educational programs and financial assistance opportunities at theUniversity of Chicago, and to encourage them toconsider the University in their educational plans.There are currently thirty-three committeeswhich have been formed in thirty-two major metropolitan areas involving almost 1,000 activealumni volunteers. Another 250 alumni serve asindependent interviewers in areas where noalumni schools committees exist. The committeesare composed entirely of volunteers and membership in the committee is automatic for anyalumnus who volunteers, regardless of whethervolunteers are alumni of the College. (A possible20 percent of the present schools committeemembers are not alumni of the College.) There iscurrently no single or consistent model for structuring or appointing leadership of local alumnischools committees and no national organizationof the alumni schools committees. The alumnischools committees are jointly administeredthrough the College Admissions Office and theAlumni Association with one full-time professional in the Alumni Association and one half-time professional in the Office of College Admissions.2. Programs. The operational functions of thealumni schools committees include College Daysand Nights, interviewing, individual follow-up onprospective students, sponsoring parties, and information sessions for students and their parents.The activities range in format from an informalparty to a sample class taught by a member of thefaculty to a symposium on private liberal arts education. Forty-four such programs were held in1977-78 involving fifteen hundred potential College students. Additionally, prospective studentsand their parents are invited to local alumni groupprograms that feature faculty speakers.3. Communications and Training. There is currently no regular publication for Alumni SchoolsCommittees and no designated or active trainingor program for ASC members.4. Relation to Graduate Divisions and Departments and Professional School Alumni Association Student Recruitment. The Alumni SchoolsCommittees have little or no relationship to recruiting needs in the graduate departments or divisions and little or no coordination with professional school alumni association recruitmentorganizers on the local level.16D. Communications1. All Communications to Alumni. The principalvehicle of communication between the Universityof Chicago Alumni Association and its membership is the University of Chicago Magazine. Othercommunications sent to alumni include programand reunion announcements and information;mailings from the Alumni Fund office which include an annual letter from the University president, a newsletter, and additional selectivemailings about events or projects of special interest; the Bulletins produced by the Public Information Office which is sent to selected alumni andothers; and occasional Alumni Association mailing of the Maroon to alumni.Additionally, each of the professional schoolalumni associations publishes and distributesmaterial to its alumni members.2. The University of Chicago Magazine. TheUniversity of Chicago Magazine is a quarterlymagazine with between thirty-two and forty-eightpages which has an average circulation of 80,000.The circulation fluctuates because of the absencefrom campus of students during the summerquarter. The magazine is distributed or mailedfree of charge to the following persons: (1) approximately 7,500 students in residence on campus or in the Hyde Park area; (2) all parents ofundergraduates, numbering about 2,200; (3) 230selected newspapers and periodicals and about 40alumni publications on an exchange basis; and (4)the alumni.Character of the Magazine. The University ofChicago Magazine is currently printed on low-cost stock, including the cover, with a single-colorcover and limited amounts of artwork and photography. The present masthead of the magazinereads, "The University of Chicago Magazine,Published quarterly Spring, Summer, Autumn andWinter by The University of Chicago."A comparative study was undertaken analyzingone issue of the University of Chicago Magazineand examples of alumni magazines from ten othermajor private educational institutions in terms ofissues per year, subscription charges, number ofpages, content of articles, and several other variables. In terms of the broad categories of subjectmatter, the University of Chicago Magazine wasfound to be very close to the average distributionof articles having to do with campus hard news,alumni hard news, campus features, alumni features, articles related to the school, and articlesunrelated to the school. The University ofChicago Magazine may be characterized by rela tively fewer articles written by alumni or by faculty.Questionnaire. Early in May, a questionnaireon possible improvements in the magazine wassent to 9,146 alumni in zip codes hand selected toprovide the greatest possible representation ofalumni. Responses were requested to the following questions: 1) Should there be substantial improvement in the University of Chicago Magazine? 2) Should an additional publication whichmight appear alternately with the magazine and beless expensively produced be added to reportprimarily on events and activities at the University and among alumni? 3) How would you respond to solicitation for voluntary contributionsfor the support of the publications program? 4)What are your views on returning to the formerpractice of accepting advertising? 5) What additional suggestions or comments do you have? Thisletter was also sent to over fifty members of thefaculty. Responses to this questionnaire are currently being collected and tabulated.Costs. Costs per issue of the University ofChicago Magazine vary according to the differingtotal pages and circulation for each issue. Thebudget for the magazine in the 1978-79 fiscal yearwas $69,300, which included costs for paper,composition, printing and binding, postage, computer labeling, art and photography, and miscellaneous production expenses. Salaries for aneditor and assistant editor are drawn from a separate sector of the Alumni Association budget.3. Other University of Chicago Alumni Magazines. Four professional schools — Medicine, Law,Business, and Social Service Administration— also publish alumni magazines. Alumni ofthese schools thus receive both the University ofChicago Magazine and the alumni publicationsfrom their respective professional schools. Thepublications of the professional school alumniorganizations are produced and distributed completely independently, and often bear little explicitrecognition of affiliation with the Universityof Chicago as a whole.£. Programming and ClubsI. ProgramsA program may be defined as "a formallyplanned, scheduled, and publicized event aimed atan audience of University of Chicago alumni."Given this definition, it is possible to distinguishbroadly between on-campus and off-campus programming. On-campus alumni programs consist,17at the present time, of annual reunion, includingthe reunion luncheon and awards assembly, andAlumni College. Off-campus alumni programs areget-togethers, either one of a kind or parts of aseries, that range over a broad spectrum fromsoberly intellectual to lightheartedly social.Staffing: To a large extent, the current allocation of staffing at the Alumni Association reflectsthis basic division between on-campus and off-campus programming: there is a full-time position,that of a program director, who is charged witharranging off-campus programs outside of theChicago area and providing a variety of supportand coordinating services (including publicitymailings, bookkeeping, and financial arrangements); there is a half-time program assistant responsible for on-campus and Chicago-area programming; and there is a full-time secretary forprogram correspondence and records. In addition,there is a half-time position, that of Awards Coordinator, which is concerned with the research,editorial, and duplicating work and AwardsCommittee correspondence entailed by presentawards procedures.A. On-Campus Alumni Programs/. Annual Reunion. The Alumni Association Annual Reunion is now a two-day event, usually heldon a Friday and Saturday in May or June, thatincludes class banquets, workshops, and toursand is climaxed by the Saturday reunion luncheonand awards assembly. The Alumni Associationstaff sets up and works closely with class committees since personal contact from other classmembers has proved to be the one catalyst whichwill engender interest in a class reunion. Thealumni class that has always been centered uponand specially solicited to attend annual reunionremains the twenty-five-year class. In addition,Emeritus Club members (alumni who graduatedfifty years and more ago) remain active supportersof the Annual Reunion.In the past, there was a mid-year as well as anannual reunion; annual reunion itself used to lastmost of a week and represented a real mix of intellectual experience — for example, a seminar orpanel discussion with alumni and faculty participation, and social and nostalgic activities. However, in its current largely social format and induration and attendance levels, annual reunionnow represents a significant attenuation over earlier times.Because of costs, there are only selective mailings about annual reunion made to alumni outside the greater Chicago area. In addition, there aresevere limitations of space on campus and limitedcampus area accommodations for attendees of reunion.The Reunion Luncheon and Awards Assemblyare the climax of annual reunion. The awards assembly brings to yearly fruition the considerablelabors of the twelve-member Awards Committee,appointed by the president of the association,which is comprised of Alumni Association awardee s who serve staggered three-year terms and whoreview the credentials and biographical and professional information concerning the nominees foreach year and determine a list of awardees. Thereare three categories of Alumni Associationawards:The Alumni Medal: Founded in 1941 andawarded for extraordinary distinction in one'sfield of specialization and extraordinary serviceto society. To date, sixty-nine medals have beenawarded.The Alumni Citations: Established in 1941 tohonor those who have fulfilled the obligations oftheir education through creative citizenship andexemplary leadership in community servicewhich has benefited society and reflected creditupon the University. To date, 723 Alumni Citations have been awarded.The Professional Achievement Awards: Begunin 1967 to recognize those alumni whose attainments in their vocational fields have broughtdistinction to themselves, credit to the University, and real benefit to their fellow citizens.Eighty-seven Professional AchievementAwards have been granted to date.In addition to the Alumni Association awards,which are under the jurisdiction of the AwardsCommittee and which go preponderantly to non-recent alumni, there are the Howell MurrayAwards which recognize outstanding studentcontributions to the extracurricular life of theUniversity. Ten of these awards are made tograduating seniors yearly, and there is a singleyearly Class of 1914 Scholar Award.2. Alumni College. The current Alumni Collegeprogram is a week-long program of non-creditlectures, seminars, and special activities which isheld in July for an intended audience of alumni,although enrollment is not restricted to this group.Alumni College, in its present arrangement, hasbeen in existence since 1976. It is entirely ad-18ministered by the Extension Division; the AlumniAssociation pays only for mailings to alumni.The week-long session offers a mix of expertsfrom various fields which bear on each year's chosen theme: in 1976, "Technology and AmericanLife"; in 1977, "Life Cycle"; and in 1978, "Individual Rights and the Concept of Equality."Attendance figures for the Alumni College arenot high; there were forty-nine for the 1978 session, of whom thirty were alumni. This may berelated to the increasing cost to attendees for theprogram: in 1978, resident costs were $270 andnonresident costs were $195.Alumni College 1979 was cancelled for lack ofattendance.3. Additional On-campus and Chicago-area Programs. In 1978, there were, in addition to AlumniReunion and Alumni College, ten other Chicago-area programs for alumni, including four receptions for President Hanna Gray. These eventswere coordinated by the half-time Alumni Association Program Assistant for Chicago-area programming.B. Off-Campus Alumni ProgramsIn 1978-79, there were sixty-six programs intwenty-five cities outside of Chicago, includingseven receptions for President Gray. Except forthe receptions for President Gray, these programswere largely initiated by the local clubs themselves, with assistance in coordinating publicitybrochures and mailings, bookkeeping, and financial arrangements provided by the program director, the executive director, and the associatedirector of the association. Alumni programming,like other alumni efforts, fundamentally rests withvolunteers, the officers and other active membersof Alumni Clubs and alumni groups throughoutAmerica and in some foreign countries, with theassistance of the Alumni Association staff.Cities with Regional Representatives. In four ofthe largest alumni cities, New York, Washington,San Francisco, and Los Angeles, regional representatives hired and supervised by the Office ofDevelopment are charged with coordinating andfund raising in connection with the Alumni Fundand with spending a portion of their time on coordinating schools committees activities and assisting in programming for the city. These cities andChicago contain 47 percent of living alumni.Types of Programs. The nature of Chicago alumniprograms and those of comparable institutions inrecent years has overwhelmingly been the speaker-question type of event. Depending on theidentity of the speaker, the program functions inone or another way to put its alumni audience intocontact with the University. The closest contact isprovided when the speaker is a faculty member oradministrator, and this is the most common typeof program of non-local origin; the next closestcontact is provided by an alumni speaker. Still athird type of speaker program focuses on an aspect of the city in question, for example, Boston'sinformal luncheon discussion series, New York's"Meet Celeste Holm," "An Evening of Jazz withDick Hyman," and tours connected with theTutankhamen exhibit, the Pompeii exhibit, etc.By far the most significant series of programsnationwide currently has been the series of receptions for President Gray. Eleven such receptions have been held this year (four in theChicago area) and ten additional ones are plannedfor next year. The President Gray receptions haveenjoyed an extraordinary success by alumni programming standards.Attendance. The attendance yield on other alumniprogram events is low — if 5 percent of the alumniwho receive a mailing attend an event it is regarded as successful in ordinary terms. The receptions for Mrs. Gray have been an extraordinary and exciting exception to this generallow attendance.II. ClubsThere is currently a total of fifty-five University ofChicago alumni groups in the United States andabroad. In April of 1979 a questionnaire was sentto leaders of these alumni groups in each of fifty-three cities, fifty-one of them in the United States.This questionnaire inquired about the existence ofany constitution or specified organizationalstructure for the local alumni group and asked foran evaluation of the relative activity or inactivityof the local alumni group. By June 15, there was atotal of twenty-five responses, which yielded thefollowing information:Very Active Clubs. Chicago, and the four citieswith regional representatives — New York, Washington, D.C., San Francisco, and Los Angeles —are all active and all except Chicago have a constitution or specified organizational structure. Inaddition to these there are four active clubs thatresponded; of these, three — Northwest Indiana,Hong Kong, and Milwaukee — have a constitutionand/or specified organizational structure, andone — Boston — has no constitution or specifiedstructure.19Relatively Active Clubs with Potential for MoreActivity. Six clubs responded which are active tosome degree, though none has a constitution orspecified organizational structure. These clubs are:Albany, Newark, Clearwater/Tampa/SaintPetersburg, Springfield, Seattle, and West PalmBeach.Inactive Clubs. Ten club leaders responded thattheir local clubs were completely inactive. Ofthese, three have a constitution or specified organizational structure — Atlanta, Dallas, and Kansas City. Seven have no constitution or specifiedstructure — Madison, Omaha, Columbus, Orlando,Philadelphia, Providence, and Wilmington, Delaware.There is currently no consistent model for thechartering or organization of University ofChicago clubs, and no formal representation ofclub leadership on the cabinet.F. Relationships to Professional Schools1 . The Four Professional School Alumni Associations. Alumni of four of the professional schoolsare members of both the University of ChicagoAlumni Association and the alumni associationswhich serve these four professional schools:The Law School since 1907,The Medical School since 1934 and active since1944,The School of Social Service Administrationsince 1951,The Graduate School of Business since 1958.These alumni associations are separate and distinct from the University of Chicago Alumni Association, having their own organization and purpose and serving the special interests and needs oftheir members. The four associations are verysimilar in their activities and organization. Likethe larger University Alumni Association, theyput out an assortment of news publications, sponsor continuing education programs, arrange foralumni to return to campus for reunions or otherannual meetings, and keep a record of the whereabouts and achievements of their alumni. Unlikethe association, all are actively involved in fundraising. With the exception of the Law SchoolAlumni Association — where alumni activities anddevelopment form separate areas of responsibility — the staff members of these organizations are occupied both in fund raising and ingeneral alumni activities. Furthermore, in the areaof development especially, these associationswork very closely with the administrators of theirrespective schools. The identities of the professional school alumni associations are verystrongly tied to the professional schools rather than to the University as such; in none of the publications of these alumni associations, for instance, is there a strong explicit identification withthe University of Chicago as a whole.The Law School Alumni Association. Unlikethe other professional school alumni associations,the Law School Alumni Association is dividedinto two distinct parts: 1) Development and Records, and 2) Alumni Activities. There are currently 5,063 Law School alumni in the active filesand it is estimated that approximately 3,000 ofthese live in the Chicago area. There are alsotwenty-one regional chapters of the Law SchoolAlumni Association, each with an alumnus regional president whose name is printed with thoseof the other regional presidents on the Law SchoolAlumni Association letterhead. Publications ofthe Law School Alumni Association include thesemi-annual Law School Record, which containsan alumni notes section, and a series of occasionalpapers, which are reprints of scholarly papers orspeeches. Major programs include: the AnnualDinner, usually held in April and involving morethan 600 alumni, faculty, and friends; a receptionfor Law School alumni which hosts over 100people at the ALI luncheon in Washington inMay; a reception at the ABA annual meeting inAugust; and quinquennial reunions, often scheduled to coincide with the Annual Dinner in Apriland including a special affair for the fiftieth reunion class. The Law School has no separateawards program for their alumni.The Medical Alumni Association. The MedicalAlumni Association works closely with the Medical Development and Public Relations offices.There are 4,813 alumni of Pritzker and 1,752alumni of Rush up to 1942. The Medical AlumniAssociation does not devote itself exclusively tograduates of the Pritzker School of Medicine,however; doctors who interned or did residency atBillings are contacted, as are faculty members,M.S. or Ph.D. degree holders in biology, a widevariety of doctors in the Chicago area, and general"friends" of the medical center. There are no regional chapters, though the director of the Medical Alumni Association occasionally works withregional representatives in Los Angeles and SanFrancisco. Programming is specialized and isfocused around small receptions and cocktailparties held at the same times as major specialtyconferences. Reunions are quinquennial and arescheduled to coincide with the June graduationceremonies of the medical school. Approximatelytwenty graduates of each class return to campusfor activities which include an awards luncheon.There is quite a variety of publications; the gen-20eral interest newsletter and magazine are circulated to about 10,000 people, while the Universityof Chicago Children's News is sent out to justover 900 pediatricians.Social Service Administration Alumni Association. Administration of the SSA Alumni Association is the responsibility of the SSA Director ofAlumni Affairs, the Executive Secretary of theSSA Alumni Association, and a Board of Directors which meets five times a year. Administrativeactivities include both programming for alumniand operation of the Annual Fund Drive. SSA has6,163 alumni, of which about half are considered"active." There are thirty-two regional chaptersof the SSA Alumni Association, with the largestand most active chapter in Chicago. Programs include an alumni dinner which is held every autumn and features the presentation of awards todistinguished alumni, and a reunion luncheonwhich is held in the spring. The SSA Alumni Association Newsletter is published and sent toalumni twice a year.Graduate School of Business Alumni Association. The Graduate School of Business AlumniAssociation works closely with GSB Development as well as overseeing publications and programming for its 15,065 living alumni. This figureincludes graduates of the Downtown ExtensionSchool, the Executive Program, Professional Option: Business, and campus M.B.A.'s andPh.D.'s. Of these, those who received theirM.B.A. from the Executive Program are the mostactive. There are also regional clubs in San Francisco, Los Angeles, New York, France, Belgium,and Germany. Major programs include the Business Forecast Luncheon in December and theManagement Conference in April. Attendance atboth events is high: nearly 2,000 alumni attendedlast year's Business Forecast Luncheon. TheBusiness School publishes two semiannual newspublications for "alumni and friends," which appear in alternate quarters— the magazine Issuesand Ideas and the tabloid Graduate School ofBusiness Chicago.2. Interaction of the Professional School AlumniAssociations and the University of ChicagoAlumni Association. The professional schoolalumni associations are autonomous organizationswith little or no interaction with the University ofChicago Alumni Association except in (1) the useof the GIFTS information system, (2) informalcommunications between the staffs regardingdates of reunions and programs and awards, and(3) occasional, infrequent interaction on the locallevel depending on the initiative and interest of the particular local alumni leadership. Presidents ofeach of the four professional school alumni associations also serve as ex officio members of theCabinet of the University of Chicago Alumni Association, as do representatives from the Executive Program Club, the Library School, and theDivinity School, and are invited in their ex officiocapacity to the annual meeting of the cabinet.The only area of real overlap between the University of Chicago Alumni Association and thefour professional school alumni associations is inthe area of records. The GIFTS computer systemis given information through the use of ProspectData Cards (PDC's) which are continuously revised as gifts are received. All data for the entirealumni body, regardless of where they originate,are processed through the Alumni AssociationRecords Department, which enters all changes ornew entries into the Alumni Association masterbiographical file and prepares standard encodedforms used to keypunch changes at the DataCenter for computer tapes.At present, the staff members of the variousalumni organizations are aware of each others'activities in programming, reunions, and awards,but there is no real communication between them,no official ties, and no joint sponsorship of programs or activities.The Alumni Association serves all University ofChicago alumni. Notices of the reception for President Hanna Gray in San Francisco, for instance,went to all University of Chicago alumni in theBay area. However, there is very little interactionon the local level between the planning, programs,and activities of the professional school alumniassociations and the planning and work of theUniversity of Chicago Alumni Association. Whatever interaction there may be is entirely contingent upon the individual interest and initiativeof particular local alumni leaders.Ad Hoc Committee on Alumni Affairs. An AdHoc Committee on Alumni Affairs was set up inthe autumn of 1978. The committee was chargedwith creating "official" channels of communication between the Alumni Association, the Development Office, Admissions, and the professionalschool alumni associations. These channels arestill not officially operating, and the committee isnow inactive.G. Relationships to Graduate Departments1. Scope. There are now 85,914 names of livingalumni included in the alumni files. This total includes about 5,370 nongraduates and 400 formerfaculty. Of the remainder, approximately 23,108have bachelors degrees only; 8,952 bachelors and21graduate degrees, and 48,084 graduate degreesonly.The majority of students who receive degreesfrom the University of Chicago are students in thegraduate or professional schools. While thenumber of students who have graduated from theCollege represents 27 percent of the total numberof degrees which have been awarded by the University, degrees granted in the graduate divisionsrepresent 29 percent of the total and degrees in theprofessional schools 43 percent of the total.2. Current Alumni Association Records and Relations to Graduate Departments. It is widely recognized that graduates of the professionalschools and the graduate divisions and departments seem to identify more with theirschools or departments than with any other organizational entity in the University. While morethan 75 percent of the professional school alumniare served by the alumni associations for theirparticular professional schools, the University ofChicago Alumni Association currently has noprocedures for identifying the departments or focussing on the special interests of the alumni ofthe graduate departments of the University. Thecurrent system of record-keeping, primarily theGIFTS system and the master biographical file,contains no procedures for identifying graduatesby their departments, and there are currently no official ties between any of the graduate departments and the University of Chicago AlumniAssociation.3. Present Departmental Relations to Alumni. Inthe spring of 1979 a questionnaire was sent out toeach of the graduate department chairmen askingthem about their records for and relations to departmental alumni. Five questions inquiredwhether: (1) records are kept of alumni whereabouts; (2) alumni are employed for recruiting; (3)alumni are appealed to for fund raising; (4) socialgatherings are held for alumni; and (5) the department would be interested in developing closer tiesto its alumni.An impressive majority of the departments —thirty-six of them — responded to the questionnaire. Thirty-one of the departments keep somekind of track of their alumni, though their files arenot coordinated with Alumni Association files orwith the GIFTS system and are often incompleteand out of date. Six departments definitely appealto their alumni for help in recruiting students,seven appeal for fund-raising help, and fourteenformally sponsor or have sponsored gatherings oftheir alumni at major professional meetings or elsewhere. Thirty of the thirty-six departments responded that they would be interested in developing closer ties with their alumni; only three expressed no interest or were uncertain about developing closer ties with their alumni.Examples of Departmental Letters to Alumni:Two examples of letters to alumni were studied bythe commission. One was written by the chairmanof the Department of Sociology to all alumni of thedepartment asking for aid in the recruitment ofstudents and giving a detailed updating of departmental programs and faculty. A second letterwas written by the faculty representative to thealumni of the Department of Geography informingthem of the Seventy-fifth Anniversary Reunionand enclosing a brochure which detailed changesand additions in departmental programs, courses,and faculty. (Copies of these letters are appendedto the O'Connell/Klowden report on the recruitment of students.)4. Comparison with Other Institutions. The organization of relations specific to graduate department alumni at Harvard is exemplified in theirAlumni Association for the Graduate School ofArts and Sciences. The letterhead carries the title"Harvard Graduate Society for Advanced Studyand Research, Alumni Association for theGraduate School of Arts and Sciences" followedby the name of the particular department and thename and title of the department chairman, andincludes a pre-printed form soliciting paid membership in the Harvard Graduate Society for Advanced Study and Research. Letters drafted bythe department chairmen giving recent information about the activities of the department, recentwork of department members, placement ofgraduate students, and appeals for recruitment orfund-raising help are sent on this letterhead to allalumni of the department.H. Relationship to College Alumni1. History. Alumni of the College were the primary focus of the earliest activities of the University of Chicago Alumni Association. While theAlumni Council was formed in 1909 to give representation to alumni from particular schools anddivisions within the University, the Alumni Council was dominated by the College Alumni Association until a reorganization in 1941. After the reorganization, and with the development of the increasingly autonomous alumni associations offour of the professional schools, College alumnibecame part of an agglomerated residue of divisional graduates and some professional schoolgraduates (Divinity and Library) which were22served as a group, despite their diverse interests,only by the Alumni Association of the University.2. The Special Nature of the College. Alumni ofthe College have proved over the years to be oneof the University's most loyal alumni groups.Much of the distinctiveness and tradition of theUniversity of Chicago is associated with the educational philosophy of and the place of the liberalarts in the College. However, there are currentlyno programs or procedures for identifying and appealing to the special interests and loyalties of theCollege alumni either in programming or in fundraising. Current fund-raising appeals to Collegealumni focus on needs for unrestricted funds — forexample, maintenance and fuel costs — rather thanon particular needs of the College like scholarshipfunds, funds for the athletic programs, and extraordinary funds for experiments in the curricula.Correlatively, programming which was once directed to the "Great Books" interests and loyalties of College alumni is no longer specialized toidentify and serve this distinctive group.E. STATISTICAL REPORTS: WHERE THE School Number % ofAlumni Count by Last or Highest Degree ReceivedThis information was gathered from a 331-pagecomputer print-out titled "Alumni Count by Lastor Highest Degree Received." The attached listswere typed in to to from the print-out dated December 14, 1978, with only one major change fromthe original — substitution of a major field's namefor its code number. This was done to facilitatereading the data without having repeatedly to consult the table of codes.Other than this major change from the original,some minor changes and considerations should benoted: Obvious errors in coding of majors (forexample, an A.B. in gastroenterology awarded inthe College) have been recorded as "Miscellaneous." Code 001, which is the code given to "General, Divisional, or No Field Specified," has beenrecorded in all cases as "General Studies." Andwhere the computer print-out has omitted majorcodes altogether, these omissions have been leftblank.Of the total 86,960 living alumni, 56,848, or 65percent, are male; 30,004, or 35 percent, female.The 108-person discrepancy can be accounted forby those who were not coded by sex.The number of graduates from each school andtheir percentage of the entire alumni count follow: Uncoded 710 .80Biological Sciences 2,474 3.00Business 15,065 17.00The College 23,414 27.00Committee on PublicPolicy Studies 9 .01Divinity School 2,663 3.00Education 2,398 2.80Humanities Division 6,563 7.50Interdivisional 1 —Law School 5,063 5.80Library Science 1,046 1.20Medical School 3,061 3.50Physical Sciences Division 4,786 5.50Rush Medical School 1,752 2.00Social Sciences Division 11,810 13.60Social Service Administration 6,163 7.0086,960 100.00Broken down among the College, the graduatedivisions (Biological Sciences, Humanities,Physical Sciences, and Social Sciences), and theprofessional schools (Business, Divinity, Education, Law, Library Science, Medicine, Rush, andSocial Service Administration), the numbers andpercentages are as follow:The CollegeGraduate DivisionsProfessional Schools Whole23,414 27.0025,633 29.0037,211 43.0086,258 99.00The percentage point which would bring the totalto 100 percent is accounted for by the .80 percentof the alumni population for whom codes are unavailable.When the schools in the graduate divisions andthose in the professional schools are consideredseparately but kept within their own majorcategories, the numbers and percentages are asfollow:%Biological Sciences 2,474 9.70Humanities 6,563 25.60Physical Sciences 4,786 18.70Social Sciences 11,810 46.0025,633 100.0023Number %ofWhole15,065 40.502,663 7.202,398 6.405,063 13.601,046 2.803,061 8.201,752 4.706,163 16.60Professional SchoolsBusinessDivinityEducationLawLibrary ScienceMedicineRushSocial Service Administration37,211 100.00The last numbers and percentages to be compared are those that reflect the ratios of females tomales. The overall numbers, as previouslymentioned, reflect that 35 percent of alumni arefemale; 65 percent, male.Statistics available for the College, the divisions,and the professional schools are shown below.Of the 86,960 living alumni, the largest numberhave graduated from the professional schools; thenext largest number from the graduate divisions;the smallest number from the College. Within theprofessional schools, most have graduated fromthe School of Business, followed by Social Service Administration, Law, Medicine, Divinity,Education, Rush, and Library Science. In the graduate divisions, the largest percentage havegraduated from the Social Sciences Division, followed by Humanities, Physical Sciences, andBiological Sciences.While the overall percentage of alumnae is 35percent and that of alumni is 65 percent, variations exist within categories and within subcategories. In the College, the percentages reflecta nearly equal distribution between men andwomen. While the overall percentages for thegraduate divisions are within two percentagepoints of the 35/65 University-wide percentages,as are those in the Biological Sciences and SocialSciences Divisions, great variations appear in theHumanities and Physical Sciences Divisions. Thepercentages for the Humanities approach an equalfemale/male distribution, but those for the Physical Sciences Division vary greatly from the norm.The percentages available for the professionalschools reflect a 25/75 female/male distribution ascompared to the 35/65 University-wide percentages. Again, there are variations within schools.The greatest departures from the 35/65 ratio occurin the Schools of Business, Law, and Medicine,and in Rush Medical School, in which the ratiosbecome 10 percent alumnae to 90 percent alumni.The Divinity School's statistics show 14 percentFemales MalesTotalNumber Percentage Number PercentageThe College 23,414 11,760 50.20 11,648 49.80Graduate DivisionsBiological Sciences 25,633 8,481 33.00 17,147 67.00Humanities 2,474 890 36.00 1,584 64.00Physical Sciences 4,786 572 12.00 4,212 88.00Social SciencesTotal 11,810 4,047 34.0033.00 7,762 60.0067.0025,633 8,481 17,147Professional SchoolsBusiness 15,065 1,331 9.00 13,733 91.00Divinity 2,663 375 14.00 2,287 86.00Education 2,398 1,632 68.00 764 32.00Law 5,063 448 9.00 4,615 91.00Library Science 1,046 670 64.00 375 36.00Medicine 3,061 310 10.00 2,748 90.00Rush 1,752 133 8.00 1,619 92.00SSATotal 6,613 4,551 74.0025.00 1,612 26.0075.0037,211 9,450 27,75324female graduates and 86 percent male graduates.The Schools of Education, Library Science, andSocial Service Administration reverse the 35/65distribution: Education — 68 percent female/32percent male; Library Science — 64 percentfemale/36 percent male; Social ServiceAdministration — 74 percent female/26 percentmale. The percentages for the School of SocialService Administration are reflective of the professional schools' percentage distribution and notof the University- wide percentage distribution.Where Alumni Are ConcentratedAlaskaArizonaArkansasCaliforniaColoradoConnecticutDelawareDistrict of ColumbiaFloridaGeorgiaHawaiiIdahoIllinoisIndianaIowaKansasKentuckyLouisianaMaineMarylandMassachusettsMichiganMinnesotaMississippiMissouriMontanaNebraskaNevadaNew HampshireNew JerseyNew MexicoNew York 709913098,4229571,1261621,1112,08455429413726,2451,9196545384002801871,7942,0482,0711,146117993183282901881,5243855,255 North CarolinaNorth DakotaOhioOklahomaOregonPennsylvaniaRhode IslandSouth CarolinaSouth DakotaTennesseeTexasUtahVermontVirginiaWashingtonWest VirginiaWisconsinWyomingPuerto RicoVirgin IslandsForeign CountriesTotal 796862,0223406061,8501801911155241,4832401721,4341,0431611,67865107213,79379,423Currently, there are 85,914 living alumni. Thediscrepancy in the totals is accounted for by"lost" alumni for whom we do not at the momenthave a current address, and by those who haveasked that they not hear from us at this time —6,491 in number.The "Big Five" areas break down as follows:California:Los Angeles Area 3,760San Francisco Area 3,167District of Columbia:Washington, D.C. Area 3,437Illinois:City of Chicago only 12,256Chicago Suburbs only 12,093Total Chicago AreaNew York:New York City Area 24,3495,45025HIccHOCC(/>CDOOoV. oo oI s co <W <Do "dLL 03O y 2>- O ft-H «</> j3UJ u>z3QUJ0)ooccQ. 6QxWoi<l> "d dGO Cd ^3» sg, 2Pi (4-1p<•2 c<l> g Ed^ • <uc «.- 5$ -S - uo xn << t3cd.2 g a «d% £ <a .Sw> g S9?d O *35 Oh P*- fti oO £ <D« 5'<u oP4 U<Do .2 o> g-g 66oU 8 8!x .a c«Q5 ?'Sa G(4-1 gg ^ a3 ^3 -p«) a r^ OoX!OCO'2a d „o a'5 °cd no S - ePh d d•a •£ -SJ2 z u< o *tt -od -3 5 C3<u d^ o dO -rt r60 •— -Scs ECJ ST »v.3 3 a a> O^ Ph, g a83 2S Phd w UJcc3OCCLUZCD<O<zozQUJ(/)O0.oOCd < CM S)^ go o «> .S.as » 1 8TheAlumniSchoolsCommittee NationalBoard PresidentUniversityofChicagoClub PresidentsAlumni Representatives at-largeH. PROPOSED CHARTER FOR UNIVERSITY OF CHICAGO CLUBSTHE UNIVERSITY OF CHICAGOCLUB OF CHARTERI. NAMEThe name of this organization shall be the University of Chicago Club of ,hereinafter called the Club.II. PURPOSEThe Club shall be organized as a nonprofit, unincorporated association and its purpose shall beto provide fellowship for the alumni and alumnaeof the University of Chicago, to foster interest inand disseminate information about the University,and to recruit applicants to, encourage enrollmentin, and raise money for the University.III. MEMBERSHIP1. Regular Members. Any person who hasbeen enrolled at any time as a student in goodstanding at the University of Chicago and any pastor present member of the University faculty maybecome a regular member of the Club by signifying in writing to the Club Secretary a desire tojoin.2. Associate Members. Parents of students attending the University and friends of the University or of alumni may, with election by the Boardof Directors of the Club, become associate members of the Club.3. Dues. Dues shall be determined by theBoard of Directors but shall not exceed $15.00 peryear.IV. DIRECTORS AND OFFICERS1. Board of Directors. The governing board ofthe Club shall be a Board of Directors consistingof not more than twenty-five members in goodstanding. The exact number of Board membersshall be determined locally, but shall include allofficers of the Club, representatives from theprofessional schools and the Alumni Fund, thePresident's Fund chairman, and at-large representation from the general membership. Ex-officiomembership shall include the retiring president ofthe club, with membership for two (2) years following the date of retirement from the office ofpresident, the Executive Director of UniversityAlumni Affairs, the President of the NationalAlumni Cabinet, the Alumni Schools Committee National Board Chairman, the Alumni Fund National Chairman and the Chairman of the Association of University of Chicago Club Presidents.2. Officers. The officers of the Club shall be aPresident, a President-Elect, a Vice-President —Programs, a Vice-President — Alumni Fund, aVice-President — Schools, a Secretary, and aTreasurer. No officer may hold the same office formore than two terms in succession.3. The President. The president shall be thechief executive officer of the Club and shall havesuch powers and duties as are usually exercisedby a president. S/he shall preside at meetings ofthe board of directors and of the membership ofthe Club. S/he shall have the power to call specialmeetings of the board of directors, the membership, and of any committee and to make appointments and fill vacancies, except appointments orvacancies for which provision is made elsewherein this constitution. The president shall be an exofficio member of all committees and shall havesuch other powers and duties as may be given tothe office at any regular or special meetings of theClub or of the Board of Directors.4. The President-Elect. In the absence of thepresident, the president-elect shall have the powers and duties of the president. In case of thedeath, resignation, or removal of the presidentduring her/his term of office, the president-electshall succeed to that office for the remainder ofthe term as well as for the following two (2) years.5. Vice-President — Programs. The vice-president— programs shall be chairman of theProgram Committee and in the absence of the president and president-elect shall have the powersand duties of the president.6. Vice-President — Alumni Fund. The vice-president — alumni fund shall be the chairman ofthe Alumni Fund Committee and in the absence ofthe president, of the president-elect, and of thevice-president — programs shall have the powersand duties of the president.7. Vice-President— Schools . The vice-president — schools shall be the chairman of theSchools Committee and in the absence of the president, the president-elect, the vice-president —programs, and the vice-president — alumni fundshall have the powers and duties of the president.8. Secretary. It shall be the duty of the secretary to give notice of all meetings of the membership and of the board of directors; to keep a complete and accurate permanent record of all proceedings of all meetings of the membership and ofthe board of directors; and to keep a membershipbook showing the name, residence and business27address, and classification of each member, thedate when each became a member, and the causeand date of termination, suspension, or expulsionof each; to keep a record of all other matters ofwhich a record is required by law or shall bedeemed advisable by the board of directors to bekept by the treasurer; under the direction of theboard of directors to take charge and preserve allrecords of the Club; and to perform the usualduties of a secretary. All records kept by the secretary shall be open at all times to the inspectionof all directors, and at all reasonable times shall beopen for the information of the regular membersof the Club. The secretary shall also perform fromtime to time all duties which may be required bythe board of directors. While the secretary shallhave the responsibility for faithfully carrying outthe duties assigned to that office, s/he shall, withthe consent of the board of directors, have theright to delegate their execution, under her/hissupervision, to others.9. Treasurer. The treasurer shall collect andtake charge of and, under the direction of theboard of directors, disburse all funds of the Club.S/he shall make a written report at each annualmembership meeting showing the amount ofmoney received and the amount disbursed sincethe last annual membership meeting and the assetsand liabilities of the Club. The treasurer shall keepregular accounts, which shall at all times be opento the inspection of all directors, and at all reasonable times open for the information of the regularmembers of the Club. While the treasurer shallhave the responsibility for faithfully carrying outthe duties assigned to that office, s/he shall, withthe consent of the board of directors, have theright to delegate their execution, under her/hissupervision, to others.V. MEETINGS1. Membership Meetings. A regular annualmembership meeting shall be held in the last weekof June or on any other date and at any place thatthe board of directors may specify. Special membership meetings may also be held at such timesand at such places as the board of directors maychoose. Notice of each regular annual membership meeting and of each special membershipmeeting shall be mailed to each member of theClub at least ten (10) days in advance of themeeting. Notice of the regular annual meetingshall contain the names of the members nominated for election to the board of directors by thenominating committee as described below. Notice of any special meeting shall specify the businessto be transacted at the meeting.Ten (10) regular members shall constitute aquorum of any membership meeting but a smallernumber may adjourn any meeting to a later time.Business at membership meetings shall be conducted in accordance with Robert's Rules ofOrder except to the extent that the board of directors adopts different rules of procedure.2. Board of Directors Meetings. A regular meeting of the board of directors shall be held withinfour (4) weeks after the annual membershipmeeting at a time determined by the board of directors. Notice of each regular meeting shall bemailed to each member of the board of directors atleast ten (10) days in advance of the meeting. Aspecial meeting of the board of directors may becalled at any time by the president or by any eight(8) directors. Notice of each special meeting shallbe mailed at least five (5) days before the date ofthe meeting and the notice shall specify the business to be transacted. Business at meetings of theboard of directors shall be conducted in accordance with Robert's Rules of Order except to theextent that the board of directors adopts differentrules of procedure.Except as otherwise specified in this charter,five (5) members of the board of directors shallconstitute a quorum, but a smaller number mayadjourn any meeting to a later time.VI. ELECTIONS AND VACANCIES1. Election of Officers. The officers of the Clubshall be elected by secret ballot at the annualmembership meeting which occurs in even-numbered years. The officers of the Club shall bea president, a president-elect, a vice-president —programs, a vice-president — alumni fund, a vice-president — schools, a secretary, and a treasurer.They shall be elected by a plurality vote of themembers present and voting and their terms ofoffice shall be two years, commencing with thedate of the membership meeting wherein they areelected.2. Election of Directors. All officers of the Clubwill automatically be members of the board of directors. Members of the board of directors fromthe general membership shall be elected by secretballot at the annual membership meeting whichoccurs in even-numbered years. They shall beelected by a plurality vote of the members presentand voting and their terms of office shall be twoyears, commencing with the date of the membership meeting wherein they are elected.283. Nominations. Not less than ninety (90) daysprior to the annual membership meeting held ineven-numbered years the president, with the approval of the board of directors, shall appoint anominating committee consisting of not fewerthan five regular members and such associatemembers as s/he deems appropriate. Not less thanforty-five (45) days prior to the membershipmeeting the nominating committee shall nominateat least one person for each office and for eachposition on the board of directors. The nominations of the nominating committee shall be submitted in writing to the secretary and shall be sentto the members together with the notice of themembership meeting. Additional nominationsmay be made in writing to the secretary or fromthe floor at the membership meeting.4. Vacancies. Officers and directors may resignat any time by sending a written notice of resignation to the secretary. The board of directors may,at any regular meeting or any special meetingcalled for that purpose, remove any officer or director by a two-thirds majority of all its members(excluding the person being voted upon), providedthat written notice to such person was sent byregistered mail to her/his last known address atleast ten days prior to the meeting. Vacanciescreated by the resignation, removal, death, ordisability of any officer or director shall be filledby the board of directors at its next succeedingregular meeting.VII. COMMITTEES1. Standing Committees. The standing committees of the Club shall be a Program Committee, anAlumni Fund Committee, and a Schools Committee. The respective vice-president and chairman of each standing committee shall appointmembers thereto.2. Ad Hoc Committees. The board of directorsshall create such additional committees as it deems advisable. The president shall appoint achairman and members to each such committee,subject to the concurrence of the board of directors.3. Program Committee. The Program Committeeshall be responsible for planning all programs ofthe Club. It shall organize a reception committeeto function before and after each membershipmeeting and to provide for the entertainment ofvisiting speakers and honored guests.4. Alumni Fund Committee. The Alumni FundCommittee shall be responsible for the planningand management of the Alumni Fund activities tobe held each year.5. Schools Committee. The Schools Committeeshall cooperate with the Alumni Association andthe various admissions offices of the University inencouraging and selecting students to attend theUniversity.VIII. FISCAL YEARThe fiscal year of the Club shall run from July 1through June 30.IX. AMENDMENTSThis constitution may be amended or repealed, ornew provisions thereto may be amended or repealed, or new provisions thereto may beadopted:(a) by a vote of a majority of all directors at anyregular or special meeting of the board of directors, subject to the power of the regularmembers to change or repeal this constitution;or(b) by the vote or written assent of a majority ofthe regular members of the Club entitled tovote; or(c) by the vote of a majority of a quorum at amembership meeting of the Club duly called forsuch purpose.THE UNIVERSITY OF CHICAGO RECORDVICE PRESIDENT FOR PUBLIC AFFAIRSRoom 200, Administration Building- o z-o I on* c 3DO P "TJ2 > -n W §,POSTAGAIDiO,ILLINTNO.31 *7o<3§1-* O m4* T- oCO 3 :,