Welcome to our new class secretaries and thank you to those who are continuing.
We sincerely appreciate your time and effort on behalf of this program.
- January 20: deadline by which classmates should submit notes and photos to class secretaries
- February 3: deadline by which compiled class notes and all photos are due to CA from class secretaries
Instructions for Collecting Class Notes
Step 1 – Contacting Your Classmates
Please use the list that is sent to you from CA to contact your classmates. Please note this list is for your use only as class secretary; do not distribute this list as a directory to classmates.
- Write a personalized email to your classmates encouraging them to send in news to you by January 20. (Sample language is listed below.)
- If a classmate does not have an email address, try reaching out by phone, letter, or social media.
- Please don’t use information from Facebook profiles or status updates, or from other online or social networking sources, without asking permission from your classmate.
- Some alumnae/i hesitate to participate because they didn’t know what to say. Asking simple questions might encourage their participation: Where are you living? What are your hobbies/interests? Where have you traveled recently? What did you do to celebrate your birthday/anniversary/other milestone? Have you kept in touch with other CA alumnae/i?
Use the following instructions in your email to classmates:
- Send your news for class notes to [insert name and email address of class secretary here] by January 20. Class notes will be published in the spring issue of CA Magazine.
- Send your high resolution digital photos to firstname.lastname@example.org. Photos file size should be 1Mb or larger and sent as a JPEG. Label the photo file with your class year and name and identify all people in the photo, especially other alumnae/i.
- If you have updated contact information (address, phone, email, business), please email it to email@example.com.
Additional Instructions for Class Years Ending in 5 or 0:
- Save the date for our upcoming reunion: [June 5-7, 2020 for classes of 1950, 1955, 1960, 1965, 1970, 1975, 1980, 1985, 1990, 1995, 2000, 2005, 2010 and 2015]
- If you would like to nominate a classmate for the Joan Shaw Herman Distinguished Service Award, which is presented during Reunion Weekend in June, visit www.gordon-reece.com/jsh for more information.
After your initial contact with all your classmates, send a reminder email a week or so later with a deadline for a reply.
Step 2 – Editing Class Notes
- Space is limited in the class notes section of the magazine; please aim to make your total write-up about 500 words.
- Try to keep each entry concise — a couple of sentences per person if possible. Edit extensive notes, attempting to maintain the voice of the person who wrote it. You know your classmates best, so your editing is appreciated and trusted.
- Write in one continuous paragraph, placing people in alphabetical order by last name.
- Include first names, maiden names, and last names for alumnae/i. Use your class list to check the spelling of names, especially nicknames and maiden names.
- Boldface the names of all alumnae/i, even if they are mentioned more than once within the set of notes.
- Include the class year of any alumnae/i friends you mention who are not in your class.
- Put quotes around text copied from your classmate directly and please include the entire quote.
- Use the past tense if an event will have passed by our June publication. (Not “she plans to travel to London in April, but instead, “she traveled to London in April.”)
- Use these writing and editing guidelines as you write the class notes.
Step 3 – Sending Class Notes to Concord Academy
- If you are working with co-secretaries to collect notes, please combine your write-ups into one document before submitting it to CA.
- Send your write-up to firstname.lastname@example.org by February 3. Include your class year in the subject of your email.
Thank you for volunteering your time; you play an important role in keeping your classmates connected to each other and to Concord Academy.