To facilitate your work as a class correspondent, we've compiled some of the most frequently asked questions about this volunteer position.
Question: Where do I direct my questions?
Answer:
Alumni editor: Sara Thurber Marshall, smarshal@middlebury.edu or 802-443-5650 or fax 802-443-2071
College editor: Matt Jennings, mjenning@middlebury.edu or 802-443-5670 or fax 802-443-2071
When you visit Middlebury, our offices are located on Court Street (Route 7) on the second floor of the Old Courthouse, diagonally across the Route 7 traffic circle from the Middlebury Inn.
Q: When do class correspondents send in their class notes information?
A: You are welcome to send news for your column at ANY TIME. To make sure that your contributions are included in the most timely manner, remember that Middlebury Magazine is a quarterly publication and we must observe four strict deadlines for submission of material. Material received after the deadline will usually need to be held for a later issue. Deadlines are:
January 10 for the spring issue
April 1 for the summer issue
July 1 for the fall issue
October 1 for the winter issue Q: What's the best method for seeking news for my column?
A: As you know from your own experience, mass mailings are not very appealing. Avalanching your whole class with vague requests for news usually gets a poor response. The most successful method for gathering news is to contact classmates on an individual basis. It's also productive to ask some specific question that will inspire them to respond. Many class correspondents report that it's helpful to get on the holiday card lists of their classmates.
Q: What help can the College provide with news gathering?
A: Class news items are often contributed electronically. Information also arrives at the College via cards and letters from alums, newsclip services, press releases, telephone calls, death announcements, birth announcements, marriage announcements, address changes, etc. News gleaned from these sources goes directly into the appropriate class notes columns.
Q: What prompting will the class correspondent receive as a deadline approaches?
A: About two weeks before your deadline (deadlines are listed above), the class notes editor will send you (via e-mail if possible, otherwise via snail mail) a deadline reminder. Whenever possible, the correspondent will also be notified of any items requiring special attention, such as the death of a classmate.
Q: How can co-correspondents support each other in their volunteer work?
A: If you have a co-correspondent, stay in touch with each other periodically. Touch base to discuss thoughts about your previous column and ideas for your next column. What upcoming events should you cover and how might more classmates be enticed to contribute news? And make sure that you do not duplicate work by covering the same events, etc. Decide ahead of time how the work will be divided. You might alternate columns or you might each prefer to contribute news for every column. If two correspondents send news about the same classmate, the class notes editor will combine the two versions.
Q: What news is appropriate for class notes?
A: Please exclude the announcement of engagements and pregnancies. We don't use them in the Magazine. Wedding, birth, and adoption announcements are most welcome.
Avoid listing complete addresses (and phone numbers) in the interest of privacy. Using a city or geographical area is usually sufficient.
To make the best use of your space, it helps to select quotes from correspondence and paraphrase long items.
Avoid mentioning the same classmates in every column. Instead, set a goal of attempting to mention different classmates in every column during your term. Use your class list to keep score on classmates covered in the notes.
Hold off on personal opinions and editorializing. This material belongs in letters to the editor.
Q: What if I don't feel confident about writing a class notes column?
A: Some correspondents enjoy writing most of their columns from beginning to end. Many prefer to forward news items to the Magazine and have their columns woven together by the class notes editor. You needn't worry about mistakes in grammar, etc. Your material will be edited for you.
Q: What about submitting photographs?
A: Photographs of general interest to your classmates will normally appear on the College Web site, with access available by password. From time to time, space will be available in the Magazine for photos. If you send digital photos for possible use in the Magazine, please scan them in with at least 300 dpi. All photos should be accompanied with complete caption information (who, what, when, where, why). Wedding photos will appear in the Magazine, using them on the basis of chronological order (oldest wedding first).
Q: How will middleburymagazine.org be utilized for class notes?
A: Class notes are posted to middleburymagazine.org on a quarterly basis, in conjunction with the publication of each Magazine issue. However, you may notice that class notes in the on-line Magazine edition may be of longer form than in the printed edition. Due to the obvious constraints of a printed publication, your class notes are edited not only for clarity and style, but also for length. Class notes posted to middleburymagazine.org may contain literary material that encountered the editor's red pen in the printed version.
Q: What happens when there is really bad news?
A: In the event of a death in your class, you will need to know how the obituary procedure works. When the College receives notification of a death, a sympathy letter is sent by the alumni office to the next of kin. A newspaper obituary or other reliable source of information is used to prepare a concise memorial for the back of the Magazine. The appropriate class correspondent or correspondents are notified.
The Magazine obituary does not usually include activities at Middlebury or personal reminiscences. You might wish to include some of this material in your next class notes column.
Please notify Sara (802-443-5650) or send an e-mail if you should learn of the death of a classmate. Sending the newspaper obituary is also helpful.
Q: Why is there such a long lag time between my deadline and publication?
A: In a quarterly magazine, news can rarely be reported immediately after it happens. Instant reportage definitely cannot be expected in the class notes section of the magazine. With more than 70 class notes columns to be compiled, carefully checked, and edited in each issue, the time required is computed in weeks, not days. And even after some 40,000 words are compiled and corrected, the material has to go through a design process and made to fit the space precisely.
As you know, the Magazine functions with a very small staff, and most staff members also work on other publications. Your patience is greatly appreciated as we strive to keep your class notes the best in the world!