Role & Duties
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What is a class secretary?
Class secretaries serve in order to provide a continuing connection among classmates as well as maintain an active dialog between alumni and the Phillips Academy & Abbot Academy community at large.
Secretaries are obligated to contribute written notes for each installment of Andover –The Magazine of Phillips Academy (formerly The Andover Bulletin). These notes may consist of any pertinent developments in the lives of classmates and their immediate families or related alumni. The notes may include milestones such as marriages, births and career as well as any contributions from classmates in the form of anecdotes, perspective or editorial on subjects both related and unrelated to the Academy. Secretaries are not limited to publishing only that information submitted directly by classmates but may relate any relevant information or anecdote they are made aware of within the bounds of good discretion. Secretaries are not required to seek permission from individual classmates to publish anecdotes about them but must limit such reporting to the factual and inoffensive. It is the stated purpose of the secretaries to relate the news and contributions of the class so that all may better know the circumstances of their fellow alumni. Secretaries must make a concerted effort to correspond with any and all members of the class as well as solicit information from classmates on those members they have not successfully reached. The use of social media is encouraged.
Contact ListSecretaries must actively maintain a list by which to contact classmates electronically, by phone or by mail. The contact list should include any nicknames commonly used for classmates. If the secretaries wish to use such nicknames in the notes they must be included in the contact list. Classmates for whom records are inaccurate or do not exist must be noted and such information related to the Office of Alumni Affairs. Class lists will be furnished to successive secretaries by prior serving secretaries and the Office of Alumni Affairs.
News from the AcademyClass secretaries may be called upon to disseminate information or announcements from Phillips Academy to classmates via the means detailed in the contact list or by social media. Class secretaries may at their own discretion relate news of the Academy or alumni outside of the publication of the notes as they see fit.
TenureEach class will elect a minimum of two and a maximum of three Secretaries to serve a five year term. Elections will take place on campus at the time of the five year class reunion. New secretaries may be nominated by any member of the class and confirmed by simple majority vote. Retiring secretaries are responsible for conducting the election of their successors and relating the results to the Office of Alumni Affairs. A good effort should be made to conduct the election when a good portion of the class is present such as at dinner on Saturday night. Secretaries should remind classmates of the election prior to reunion and encourage nominations. Secretaries may be nominated to and serve repeat terms indefinitely. It is the responsibility of the secretaries to determine how to share the duties of their appointment. Secretaries may elect to collaborate, take turn or act as a primary, secondary etc. If secretaries fail to submit notes for two successive issues of Andover or four issues over the period of their tenure replacement secretaries will be solicited by the Office of Alumni Affairs.
- Develop Class Secretaries Website and related resources
- Understand how technology is changing the role of class secretaries
- Strategize how to use new technologies to foster communication between and engagement among class secretaries, classmates, and the Academy
- Update Class Information Databases
Long Term Goals
- Engage Class Secretaries with the new website and related resources
- Develop LINC Database project to maintain and actively update Class Information Databases
- Introduce an expanded role for Class Secretaries as “Class Ambassadors” to help alumni maintain a more active engagement with the Academy
Projects, Requests, & Tasks
Expanding Roles for Andover Class Secretaries
In an effort to serve the larger Phillips Academy and Abbott Academy alumni communities it is suggested that the roles of the class secretaries be expanded beyond the submission of notes to ‘Andover’ magazine to incorporate duties as a liaison between the classes and the Academy.
The voice of Andover and Abbott
The distribution of class notes through media outside of the printed ‘Bulletin’ is now encouraged by the Office of Alumni Affairs and this connection to and dialog with classmates via email, social networks and other outlets provides the best opportunity to foster a closer connection among the classes and the Academy. It is proposed that the Office of Alumni Affairs establish a means and protocol by which information about regional activities and development on Andover Hill be disseminated by the class secretaries via these alternative technology channels.
A system should be established that distinguishes between alerts that are deemed most important or essential such as the opening of new school infrastructure or the death of a long time faculty member and items of more passing interest such as the accomplishments of a particularly alumnus or mention of the Academy in popular publication. The first category of notices would obligate the class secretaries to relay the information while the second would fall under their discretion to pass on as they see fit.
The class secretary as a regional recruiter
Class secretaries are often more accurately aware of the activities, affinities and locations of their classmates then the larger institutions of the Academy and as such may be able to assist in increasing participation in regional activities or national initiatives by directly contacting those alumni who are in the areas where Andover and Abbott events are being held or who may have an interest in the particular endeavor. The utmost sensitivity should be employed in contacting classmates to encourage their participation in affinity groups based on race, gender, sexual orientation or other demographics.