Alumni

They leave the school. They keep the record.

A former student is the same person Kestrel knew for thirteen years, so the development office starts with everything it needs: the name, the family, the house and the year they left.

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At a glance

Kestrel keeps a school’s former students on the record they had as students, and gives the development office its alumni association, reunions, an alumni portal and the foundation’s gifts on that same record.

One record, for life

The leaving year is worked out from the enrolment, and a former student’s own word wins.

The association

Chapters and committees, office bearers with their dates, and meetings with notices, minutes and resolutions.

Reunions

Invite a year, house or campus, sell tickets, seat the tables, print the badges and tick guests in.

Their own portal

Former students see their details, invitations, giving and memberships, and choose what the directory shows.

Questions schools ask

What happens to a student’s record when they leave?

It stays theirs. A former student is the same person Kestrel knew at school, so their name, contact details and leaving year come with them, and the development office records what they share from then on.

How is a former student’s year worked out?

From their enrolment. When a former student tells the school they belong to a different year, their word wins.

Who receives alumni invitations?

Adults with an open consent to hear from the development office. A class representative can draft an invitation for their year in the portal, and the office reads and sends it.

What does a former student see in the portal?

Their alumni details, their invitations, their giving and their memberships. A member of the association’s council also sees the council’s meetings and papers.

Does Kestrel keep the foundation’s gifts?

Yes. Gifts, pledges, recurring gifts and bequests are recorded against the same person, with a numbered tax receipt for each gift to a deductible fund. The ledger stays in the school’s finance system, which Kestrel posts the totals to.

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The same record, after they leave.

When a student’s enrolment ends, they become a former student on the record they already have. Kestrel works out the year they left from the enrolment. When a former student tells the school they belong to a different year, their word wins.

What they tell youEach detail a former student shares, such as where they work, is kept with where it came from. When it stops being true it is closed, and the record keeps what they said before.

Finding themThe finder lists former students and past parents as at any day, beside current families, on the same screen.

The ones to reach againOne list gathers the former students the office has lost touch with, by leaving year, with what failed and since when: a bounced email, a failed number, returned mail or no address at all.

The association and its meetings.

The association of former students, its chapters and its committees are kept in Kestrel, each with its roles, such as president, held by a person from a first day to a last day.

MeetingsA notice that is sent, an agenda, who attended, and the minutes and resolutions, filed with each meeting.

The councilA member of the association’s council reads its meetings and papers in the portal.

MembersEach association lists its members, and a member sees their memberships in the portal.

Reunions, from the invitation to the door.

The office plans a reunion, a function or a meeting, with its venue and its places, and invites a leaving year, a house, a campus or an activity. Invitations go to adults with an open consent to hear from the development office, and each answer is recorded on the event.

TicketsTicket types, who has bought one, a waiting list and refunds, recorded by the office.

On the nightThe tables and who sits at each, a name badge for every guest, and the caterer’s list with each guest and their table, ready to print.

At the doorA volunteer sees one event’s guest list by name and ticks each guest in. They read no contact detail and no ticket code.

Class representativesA former student drafts an invitation for their year in the portal. The office reads it and sends it.

What a former student sees.

A former student who signs in to the portal sees their alumni details, their invitations, their giving and their memberships.

The directoryOpt in. A former student lists themselves and chooses what shows beside their name. A listing shows no contact detail.

Finding their way backA former student the school has lost touch with signs up on a public alumni form the school designs, and is recorded with the year they say they belong to and how they can be reached.

Their preferencesWhat they hear about, and how, is theirs to set in the portal.

The foundation, on the same record.

A school’s foundation keeps its givers on the same records: a former student, a parent, a grandparent or a past parent. Gifts, pledges, recurring gifts and bequests are recorded against the person, in a fund and, where it answers one, an appeal.

ReceiptsA numbered tax receipt for each gift to a deductible fund, in the receiving entity’s own sequence. A receipt issued in error is cancelled with a reason and replaced under the next number, and both stay on the record.

The ledgerStays in the school’s finance system. Each fund names its ledger account, and Kestrel posts the totals to it.

For the boardCampaigns and appeals with their goals, grants with their reporting dates, and the totals the foundation board reads.

Bring your next reunion.

Start with the eight-minute film. Then, if you’d like, forty minutes with us on your former students and your association.

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