Tool Kit for Leaders

Club Leaders Tool Kit

This toolkit is designed to help you, our valued Carolina Club leaders, to manage your local Carolina Clubs more effectively while providing you with the latest information on available resources and services.

NOTE:  Beginning 9/22/15, all clubs must follow a new policy for handling credit card payments at club events.  The new policy is necessary for the GAA to remain PCI compliant.    Click here to read the memo detailing the new policy for handling credit card payments at club events.   The link to this same memo, along with a related memo (still applicable) for handling on site payments at clubs events, can also be found in the Handbook for Club Leaders tab below.

Scholarship Fundraising Kit

Click Here for the Scholarship Fundraising Kit PDF

The Carolina Clubs Scholarship Fundraising Kit provides examples and templates for materials that can be used in the fundraising process for your club. This is meant to be a companion piece to the fundraising section of the Club Leader Handbook.

Broadcast Email Explanation and Calendar

2024 Club marketing send dates and deadlines

All text is due by 11:59 p.m. (EST) on the stated day.

What is a broadcast email?
Broadcast emails are sent from the GAA to all alumni and friends living in your club area. You provide the GAA with text and we create the email, gather the addresses and send on the scheduled date. The emails should include catchy summaries of updates and upcoming events that link to your club’s Alumni Spaces websites for more details. There is no cost to sending a broadcast email, but please keep in mind that not everyone receives broadcast emails.

Why doesn’t everyone receive them?
We typically have email addresses for around 80 percent of alumni in any given area. Also, everyone has the option of opting out of receiving emails from the GAA and some alumni have done so. Further, collecting and entering email addresses is not a perfect science, we sometimes have bad/old email addresses that bounce the messages that we send.

How do I get a broadcast email scheduled?
To request a broadcast email, fill out the online request form with your desired send date and the email content. You will receive a copy of your request via email each time you fill out the form. All content must be sent in via this form by the content deadline. A Broadcast Content Submission Checklist has been provided to ensure you have all necessary items to submit a request. If there are any questions or clarifications needed after you send in your request, a GAA staff member will email you.

How often can our club send a broadcast email?
We schedule two dates each month to send broadcast emails to each club area. We recommend that clubs send broadcast emails once per month, but two emails per month can be scheduled by request.

Why are there only two dates each month?
There is one calendar in which all broadcast emails generated from the University are scheduled. In the past, we were able to accommodate requests as they came in, but with the increasing use of email broadcasts around the campus, we realized that we had to schedule them further and further in advance. We moved to two dates for each month to make it easier for us and you to plan your email marketing.

Is it possible to send on a date not included on the calendar?
It’s possible, but extremely unlikely. Squeezing in an email outside of the regular dates has become extremely difficult as there are many campus departments that schedule to send emails. Often, if we do squeeze an email onto the calendar it will be sent on the weekend. That’s not a large problem, but many of the email addresses we have on file are business email addresses. It’s far easier for a broadcast to get lost in a mass of other emails over the weekend, so we will always encourage you to stick to the scheduled dates.

Club Leaders on Facebook

Join your fellow Carolina Club leaders on our Facebook group.

How to Start a Club

If there is no club listed for your area and you would like to start one, take a moment to read the information on this page.

Alumni Spaces Club Website Tips

First and foremost, if there is an issue that you are experiencing with your site, please email for the fastest and most technical response.

Otherwise, here are a few helpful links to refresher videos that can help you add an event, a news update or a new volunteer to your site.

How to add a new Volunteer:

How to add a News Update:

How to add an Activity or Event:

A Helpful Document with additional tips and tricks from the GAA:


Opt-in Email List Training

This video will show you how to use the Carolina Alumni’s opt-in email tool.

To get your email list set up, email us at

Point of Contact

Trey Wilson '22
Coordinator of Alumni Clubs
read my bio

A Tar Heel born and bred from Winston-Salem, N.C, Trey works as the coordinator of alumni clubs where he helps bring alumni together and foster the Carolina spirit in every city, state and country that alumni find themselves in. When he’s not in the office, you can find him spending time with his girlfriend, Katie (also a UNC ‘22 alumnae), attending or watching virtually any sporting event, playing golf, spending time outside or eating at any number of the amazing local restaurants in the Triangle area.