The Alumni Tracker is a Web application and database that simplifies the administrative tasks of maintaining alumni information, keeping alumni informed of news and upcoming events, and planning reunions. Key features are the MIA solicitor, Nametag Generator, email utility, and alumni search tool.
How it works
Alumni contact information such as addresses, phone numbers and yearbook pictures are stored in a central Web database. Administrators can modify alumni data, add news and event alerts, and review/approve MIA sightings. After registering, alumni have access to modify their own contact information, upload recent images of themselves, and specify names or nicknames that should appear on nametag badges worn during reunions. Having the alumni information stored in a central database means that alumni association members no longer have to maintain separate spreadsheets, or email spreadsheets amongst one another.
The MIA solicitor tool allows registered alumni to report sightings of alumni that have lost touch with the association and are considered missing in action. Administrators must approve any sightings before they're publicly displayed on the Website. This feature lightens the administrative task of tracking down missing alumni by encouraging registered alumni to participate in locating them. Up to 3 different MIA alumni are randomly displayed in the left-hand column of every page on the Website. It's a great way to get active alumni involved in helping find missing fellow graduates.
Administrators can use the News and Events utility to keep active alumni informed of what's happening. News and event items can be pre-loaded to appear on a particular date, and are automatically archived after a short while. The five most-recent news and event items are shown on the 1st page of the Website, and users can browse older items simply by clicking a link.
The nametag generator is a quick and easy way to create badges that may be worn by alumni who attend reunions. Each nametag includes the graduate's yearbook picture, name, graduate year, and the name of the school. Nametags can be customized by adding a class logo, crest, or identifier. Registered alumni may change the name that appears on their badge or add a nickname they were commonly known as. The utility generates pdf files with 100 alumni badges at a time for easy printing. It can also be used to generate blank nametags (missing a picture and name, but including the class year, logo, and school name) for spouses that may accompany alumni to the reunion. Up to three different badge templates may be selected for standard-sized nametags that fit in 4"x8" (vertical) or 4"x3" (horizontal or vertical) badge holders. OVTG also provides printing and cutting services, if required (see below).
Administrators can email all alumni in one fell swoop to alert them of upcoming events, or keep them informed of changes in reunion dates or locations. An email may be quickly composed and sent with the click of a button. Administrators can also choose to email only other administrators, in case there's a need to inform them of important changes. Emails are addressed using the Bcc field so receipients cannot quickly accumulate a list of email addresses themselves.
Most alumni, when looking for services or professional assistance, probably will want to give preference to other alumni. This is where the alumni search utility shines. Registered alumni can search other alumni based on their profession(s) to quickly pinpoint those fellow graduates who provide the desired services. Never before has it been so easy to find the classmate who can provide the exact service you're looking for.
OVTG can assist alumni associations with printing reunion nametags, if necessary. After the closing date for nametag changes has passed, OVTG can create the nametag pdf's and print them in color on 110lb stock paper. We can then ship the uncut nametags directly to the association, or cut them first and then ship. Due to the length of time required for printing and shipping the nametags, administrators should allow at least two weeks for printing and shipping.
OVTG can also load alumni data and scan yearbook images for those alumni associations that don't have the time or resources to perform such tasks. Please see below for pricing.
Pricing
OVTG will license the use of the Alumni Tracker application to each graduating class for the following rates:
Up to 500 alumni - $500/year
500 - 1000 alumni - $750/year
over 1000 alumni - $1000/year
The licensing fee is paid annually and covers the following:
registration of a unique domain name for the graduating class (if required)
one year of Web hosting
one email address for each site administrator
one license to use the Alumni Tracker software
nightly backups of the alumni database
daily statistics on Website usage
There is a $250 setup fee that covers creating a look-and-feel for the Website, or for integrating an existing class Website with the Alumni Tracker application.
Additional services pricing
printing of reunion nametags, 4"x8" (2 nametags/page) - $1/page
printing of reunion nametags, 4"x3" (4 nametags/page) - $1.25/page
printing of reunion nametags, blank - $0.35/page
nametag cutting - $0.25/page
yearbook image scanning - $0.50/image
loading alumni data from a spreadsheet - $50/hour (negotiable)
Alumni contact information such as addresses, phone numbers and yearbook pictures are stored in a central Web database. Administrators can modify alumni data, add news and event alerts, and review/approve MIA sightings. After registering, alumni have access to modify their own contact information, upload recent images of themselves, and specify names or nicknames that should appear on nametag badges worn during reunions. Having the alumni information stored in a central database means that alumni association members no longer have to maintain separate spreadsheets, or email spreadsheets amongst one another.
The MIA solicitor tool allows registered alumni to report sightings of alumni that have lost touch with the association and are considered missing in action. Administrators must approve any sightings before they're publicly displayed on the Website. This feature lightens the administrative task of tracking down missing alumni by encouraging registered alumni to participate in locating them. Up to 3 different MIA alumni are randomly displayed in the left-hand column of every page on the Website. It's a great way to get active alumni involved in helping find missing fellow graduates.
Administrators can use the News and Events utility to keep active alumni informed of what's happening. News and event items can be pre-loaded to appear on a particular date, and are automatically archived after a short while. The five most-recent news and event items are shown on the 1st page of the Website, and users can browse older items simply by clicking a link.
The nametag generator is a quick and easy way to create badges that may be worn by alumni who attend reunions. Each nametag includes the graduate's yearbook picture, name, graduate year, and the name of the school. Nametags can be customized by adding a class logo, crest, or identifier. Registered alumni may change the name that appears on their badge or add a nickname they were commonly known as. The utility generates pdf files with 100 alumni badges at a time for easy printing. It can also be used to generate blank nametags (missing a picture and name, but including the class year, logo, and school name) for spouses that may accompany alumni to the reunion. Up to three different badge templates may be selected for standard-sized nametags that fit in 4"x8" (vertical) or 4"x3" (horizontal or vertical) badge holders. OVTG also provides printing and cutting services, if required 
Administrators can email all alumni in one fell swoop to alert them of upcoming events, or keep them informed of changes in reunion dates or locations. An email may be quickly composed and sent with the click of a button. Administrators can also choose to email only other administrators, in case there's a need to inform them of important changes. Emails are addressed using the Bcc field so receipients cannot quickly accumulate a list of email addresses themselves.
Most alumni, when looking for services or professional assistance, probably will want to give preference to other alumni. This is where the alumni search utility shines. Registered alumni can search other alumni based on their profession(s) to quickly pinpoint those fellow graduates who provide the desired services. Never before has it been so easy to find the classmate who can provide the exact service you're looking for.
