Pylon Status Checklist
The Pylon Awards Checklist honors alumni chapters that exemplify Ut Prosim (That I May Serve) through exceptional engagement and impact. Chapters completing the checklist receive a donation to their scholarship fund, a signed Virginia Tech item, a certificate of achievement, and public recognition for their service.
Please note that completing the checklist does not maintain official volunteer group status. To remain active, chapters must host at least two different types of events (signature event or chapter-led) each year for two or more consecutive years.
All checklist activities must occur during the fiscal year, which runs July 1 through June 30. Specific requirements vary by chapter. Please see details below.
- Communicated with liaison monthly.
- Hosted regularly scheduled chapter meetings (quarterly at minimum).
- Submitted chapter meeting notes to the liaison within 15 business days of the meeting date.
- Submitted and signed Roles and Responsibilities Agreement (must be completed by June 30 for the next fiscal year).
- Submitted the annual plan for the next fiscal year (due June 30).
- Submitted event forms for hosted activities by designated deadlines (all activities).
- Submitted fiscal year financial report (due June 30).
- Utilized central Advancement registration process for all applicable events (all activities unless prior approval by liaison).
- Shared administrative access to social media platforms with liaison.
- Maintained social media engagement with at least one post every 15 days (i.e., share hosted events, Virginia Tech news, etc.).
- All volunteers completed onboarding with Advancement and signed associated forms (if applicable).
- At least five unique chapter representatives attended an Advancement-led training opportunity (i.e. Chapter Chat, Volunteer Leaders Meeting, or other opportunities).
- Participated in four Signature Programs (i.e., Welcome to the City, Game Watch Parties, The Big Event, Student Send-Offs, April 16 Remembrance).
- Hosted at least two other social events (can be combined with alumni donor event in support of Virginia Tech. This does not include Regional Events or Signature Programs).
- Hosted at least two fundraising events in support of Virginia Tech (donation or gift-on-event included with registration. This does not include Regional Events or Signature Programs).
- Complied with Policy 3400 for scholarship processes and awards (if applicable)
- Communicated with liaison quarterly.
- Hosted at least three chapter meetings (at minimum).
- Submitted chapter meeting notes to the liaison within 15 business days of the meeting date.
- Submitted and signed Roles and Responsibilities Agreement (must be completed by June 30 for the next fiscal year).
- Submitted updated volunteer contact information for the next fiscal year (due June 30).
- Submitted the annual plan for the next fiscal year (due June 30).
- Submitted event forms for hosted activities by designated deadlines (all activities).
- Submitted fiscal year financial report (due June 30).
- Utilized central Advancement registration process for all applicable events (all activities unless prior approval by liaison).
- Shared administrative access to social media platforms with liaison.
- Maintained social media engagement with at least one post every 30 days (i.e., shared hosted events, Virginia Tech News, etc.).
- All volunteers completed onboarding with Advancement and signed associated forms (if applicable).
- At least three chapter representatives attended an Advancement-led training opportunity (i.e. Chapter Chat, Volunteer Leaders Meeting, or other opportunities).
- Participated in three Signature Programs (i.e., Welcome to the City, Game-Watch Parties, The Big Event, Student Send-Offs, April 16 Remembrance).
- Hosted at least two other social events (can be combined with alumni donorship event in support of Virginia Tech. This does not include Regional Event or Signature Programs).
- Hosted at least one alumni donor event in support of Virginia Tech (donation or gift-on-event included with registration, This does not include Regional Events or Signature Programs).
- Participated in Giving Day.
- Complied with Policy 3400 for scholarship processes and awards (if applicable)
- Communicated with liaison as needed related to Signature Programming.
- Hosted a yearly planning meeting (at minimum).
- Submitted and signed Roles and Responsibilities Agreement (must be completed by June 30 for the next fiscal year).
- Submitted updated volunteer contact information for the next fiscal year (due June 30).
- Submitted the annual plan for the next fiscal year (due June 30).
- Submitted event forms for hosted activities by designated deadlines (all activities).
- Submitted fiscal year financial report (due June 30), if applicable.
- Utilized central Advancement registration process for all applicable events (all activities unless prior approval by liaison).
- Shared administrative access to social media platforms with liaison.
- Maintained social media engagement with at least one post every 60 days (i.e., shared hosted events, Virginia Tech News, etc.)
- All volunteers completed onboarding with Advancement and signed associated forms (if applicable).
- At least one representative attended an Advancement-led training opportunity (i.e. Chapter Chats, Volunteer Leaders Meeting, or other activities).
- Participated in two Signature Programs (i.e., Welcome to the City, Game-Watch Parties, The Big Event, Student Send-Offs, April 16 Remembrance).
- Participated in Giving Day.
- Complied with Policy 3400 for scholarship processes and awards (if applicable)