Record Book Chair Handbook
Creating a Class Record Book
- Introduction
- Recommended Timeline
- Step-By-Step Record Book Process
- Best Practices for Communications
Introduction
Thank you for taking on this role to keep your classmates connected. Reunion celebration years offer a chance to reflect on life’s milestones and changes that have occurred since Commencement. While many Wellesley bonds are maintained on social media and in-person, if your class chooses to produce one, a Record Book is another way to catch up.
From information gathering to design and selecting an electronic or print format, there are many steps involved in the Record Book process. This handbook provides resources to help you with planning, including vendor information. Your class can decide what options work best for your budget, time, and interest level. There are no requirements and many possibilities.
Recommended Timeline
☐ September/October (year before Reunion) – Select Record Book chair/committee
☐ November (year before Reunion) – Decide if your class will do a Record Book and what format it will be (print or electronic). Discuss Record Book finances with your class treasurer. Obtain estimates from different vendors.
☐ November (year before Reunion) – Email your classmates to make them aware of the process and intended timeframe and ask them to update their contact information with the College (alum.wellesley.edu then go to "update your profile).
☐ December (year before Reunion) – Mail/email your Record Book letter and questionnaire, opening the personal submissions period. Send a follow-up letter, postcard and/or emails.
☐ January (Reunion year) – Close your data collection period and begin your Record Book compilation.
☐ February - March (Reunion year) – Compile/design your Record Book. Decide whether to print additional copies for sale/distribution.
☐ April 1- May (Reunion year) – Print/post your Record Book and distribute it to classmates. For print books, please send three copies to the WCAA, and if the book is electronic, please share the link with the WCAA. Decide whether to print additional copies for distribution at Reunion in May.
Step-By-Step Record Book Process
1. Select a Record Book Chair
-
A committee is optional but recommended for milestone books (10th, 25th, 50th)
2. Decide What Kind of Book You Want to Create
-
Printed paper copy
-
Electronic - made available online, can be password-protected and is a sustainable option!
3. Decide Who Will Receive the Record Book
Options include:
-
Charging classmates individually for a printed book
-
Buying books for all classmates using class funds
-
Offering free online access to all classmates
4. Collect Your Classmates’ Data
-
Try to choose one primary method to collect data (Google Form, PDFs, Word, etc.) to simplify the process. Note: the Record Book chair will need a Gmail account in order to create a Google Form, but users do not need a Gmail account to submit information.
-
Outreach/Promotion:
-
Work with your class officers to streamline Reunion communications
-
Understand what method works best for your class: social media posts, emails, newsletters
-
-
Personal pages: Personal pages usually include standard fill-in-the-blank questions on top (address, job/profession, hobbies, etc.) and a space for classmates to express, in text and in photos, how their lives have changed since the last Reunion. Create custom questions that may elicit meaningful responses:
-
If not for Wellesley, I never would have…
-
What is your strongest memory from Wellesley?
-
What did Wellesley teach you?
-
What has given you the most joy in life?
-
What’s next for you?
This is a project unique to your class, and questions can be tailored to be about your time on campus and your current stage of life. Since Record Book compilation is handled entirely by each class, the Alumnae Association does not have a template of questions to ask.
-
Additional Elements: A Google folder will be shared with the Record Book chair with the following items in November (fall before your Reunion):
-
Class list including contactable classmates*
-
Deceased list
-
Lost list
-
List of classmates who have asked not to be contacted by the College (names only)
-
Letter from the President of the College (will not be available until February of your Reunion year)
-
Link to WCAA Flickr album for campus photos
* Lists will not include email addresses —please see the Best Practices for Communication section for more details.
-
Optional Elements Provided by the Record Book Chair:
-
Letter from the class president, Reunion chair(s), and/or Record Book chair(s)
-
A “Wellesley Reminiscence” section (contact Archives at 781.283.2128 or archives@wellesley.edu for old class photos, Wellesley News articles, or Legenda pieces)
-
An “In Memoriam” section written by classmates and/or friends
5. Choose a Design Vendor and Pricing
-
Self-designed: This is a cost-effective option as long as someone on the committee is comfortable taking on the project. Experience with a layout program such as Adobe InDesign is helpful to create a print book. Programs such as Microsoft Word and PowerPoint can also be used if you are planning an online version that can be posted to your class website as a PDF.
- Another option is to use an online vendor that offers templates on their platform that can be used to design the book. The WCAA has no affiliation or experience working with these companies, but has found the following options for you to explore:
blurb.com lulu.com printingcenterusa.com printivity.com
- Contract Designers: If you are looking for a lot of assistance with the design of your book, including custom layouts, the vendors below have worked on Record Books for other classes. Some vendors can also help with collecting the data, while others will need all raw content submitted in an organized manner that has been edited and proofread before layout can begin. Printing through these vendors is also an option, but you may wish to compare costs for print services.
Please reach out to the vendors directly to confirm availability and pricing for your project. You may also ask them for references. While these vendors are suggestions, you can hire any graphic designer you choose, and then select a print vendor (see #6 below).
-
Spectrum Print Plus
Paul Waxman
401.480.7011
paul@spectrumprintplus.com
-
Pica
Rob Dietz
207.338.1740, ext #5
rob@pica.is
www.pica.is
- Reunion Technologies
John Bruestle
609.924.0925 x302
john@reuniontechnologies.com
6. Choose a Print Vendor
If you are producing a hard copy book, here are some vendor options for printing:
-
Collegiate Press on Campus Printing Services*: please contact Rick Bourque at rbourque@wellesley.edu for pricing and scheduling. Books can be printed from a final press quality PDF that is supplied by the class record book chair.
Please note: The Wellesley Printing Office cannot support new Record Book projects after March 30th due to extensive commitments prior to Commencement and Reunion.
-
Spectrum Print Plus* can also assist with printing services, even if you design the book on your own, or with another graphic designer. If you use them for the design of your Record Book, it could offer cost savings to use them for printing as well.
-
FedEx Office Store
-
Online vendors - The WCAA has no affiliation or experience working with these companies, but has found the following options for you to explore:
blurb.com lulu.com printingcenterusa.com printivity.com
*These vendors can also take care of mailing the Record Books to classmates.
7. Decide on a Method of Distribution
-
Electronic Distribution: If you decide to distribute your Record Book electronically in addition to or in lieu of printing your book, the WCAA can make the PDF password-protected and available through your class website.
-
Online Sales: You can sell your Record Book on your class website, which gives classmates the opportunity to pay by credit card online. For a tutorial on setting up your Record Book for sale on your class site, please request assistance. Depending on the print vendor you choose, shipping of the books can be handled for you if you provide a mailing list of purchasers.
-
Reunion Distribution: We recommend distributing your books prior to Reunion so that classmates can enjoy them before meeting up with classmates on campus. Many alumnae are encouraged to attend when they receive their Record Book. If you do choose to distribute your Record Book at Reunion, make sure you have designated volunteers handling the process and clear instructions to determine how the books will be given out to those who have placed an order. Since some may have been mailed ahead of time, making sure books go to the right people is important. Please do not ask student workers to assist with the distribution of Record Books.
Best Practices for Communications
- Streamline Reunion communications with class officers, Reunion chairs, record book chairs, etc., into one email whenever possible to reduce the number of times your classmates are being messaged.
-
Always direct classmates to your class website Reunion page for information about class schedules, family activities, faculty lectures, accommodations, and much more.
-
Key Deadlines to include in all your communications:
-
Early March : Registration opens
-
Mid April: Reminder to register
-
May 1: Registration closes in one week and there is no onsite registration for meals or on- campus housing
-
Class Communications
Emails
-
Use your class website to email detailed class-specific information for Reunion: special events, record book information, etc.
-
Class web administrators should send out messages for your class. If you need assistance, please use this email request form and the WCAA will assist with the request.
Class website
-
Ensure your website has current content on the “Reunion” tab. Post a welcome letter, list of Reunion volunteers, and information about your class record book. If the class website chair needs help with this, request assistance.
WCAA Communications
Tentative WCAA Email Schedule
When planning your class communications, please review the tentative schedule of WCAA Reunion registration emails and avoid sending during the same weeks. Please note that this schedule is subject to change.
-
Late February: Registration opens early March; get ready!
-
Week of March 7 registration opens tomorrow
-
Week of March 28: reminder to register
-
April 6: One month left for registration
-
Week of April 24
-
May 1: One week left for registration
-
May 8: Registration closes today
Social Media
-
Follow the official WCAA social media channels: @wellesleyalums on Instagram, Facebook, Twitter. The WCAA will be posting Reunion ads from February through June. An efficient way to spread the word is to share our posts on your class pages.
-
Post the WCAA’s Reunion video to your class page.
-
Use #WellesleyReunion consistently.