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The Principal Class Aide will be the primary liaison between the Class Reunion Committee and the Military Academy. In performing this duty, the Principal Aide will report to the Director of Alumni Affairs in the Directorate of Academy Advancement (DAA). The Assistant Class Aides will work for the Principal Class Aide and perform such duties as delegated by the Principal Aide. This is a USMA-detailed extra duty and work performed is for the Military Academy and not the Association of Graduates. Class Aides must make arrangements to be excused from all other duties during the actual reunion period.
Class Aides will respond to all reasonable requests to support and assist the class in holding its reunion at West Point. Duties will vary widely based on the age of the reunion class members. Reunion classes with active duty members stationed at West Point will normally require less assistance than those older classes with no members stationed at, or living near, West Point. Generally speaking, the older the class, the greater the need is for assistance, especially during the execution of the reunion.
Prior to the reunion, Class Aides will be available only on a part-time basis for liaison and coordination activities, as their schedules permit. Class Aide duties will begin on a full-time basis with the first scheduled event of the reunion. During the period of the reunion, two USMA vans (requested by DAA) will be made available to class aides for the reunion period. These vans can be signed out for overnight dispatch
if kept at the off-post reunion hotel. If not kept off-post, they must be returned to the motor pool daily.
The Alumni Affairs Office is the principal point of contact at USMA for class aides. All facility reservations, USMA transportation requests, and requests for USCC support must go through this office. Don’t try to solve reunion problems without first checking with Alumni Affairs. They have many years of experience and have probably solved the problem in the past.
Normally, classes will have reserved hotels, contracted with bus companies, and reserved USMA facilities through DAA before the class aides are assigned. Aides need to review the reunion schedule and verify that all facilities and activities have, in fact, been locked in.
Class aides should not incur any personal expenses while performing their aide duties. Alumni Affairs will reimburse aides for any such expenses incurred. At the conclusion of the reunion, the Principal Aide should submit a memorandum to Alumni Affairs, itemizing any expenses incurred in the performance of class aide duties.
Class aides will not purchase or transport alcoholic beverages or transport reunion attendees to and from airports in government vans related to class reunions.
¤ PRE-REUNION DUTIES
Coordinate details of all on-post functions with the hosting activity (DCA, DCFA, Hotel Thayer, etc.). Coordinate for meals with the caterer or hosting activity. Provide USMA transportation requirements to DAA (authorized only for classes staying at Hotel Thayer. All others use commercial transportation). Make strip maps from USMA to off-post reunion hotel. Provide class reunion schedules and class reunion attendance rosters to DAA. Provide wheelchair requirements to DAA. Attend CPR training (spring reunions). Coordinate with bus company contracted for by the class. In conjunction with DAA, coordinate on-post bus movements and MP escorts with PMO. Coordinate with Chaplain and Band (bugler) for Class Memorial Services. Coordinate for audio-visual equipment with DOIM. Coordinate with AOG photographer (currently Academy Photo) to provide photographic coverage of reunion events. DAA will coordinate class photos after Review. Coordinate with DAA for cash boxes to assist in reunion registration (if needed). If the class needs a caterer (picnic, boat ride, etc.), coordinate with DAA for list of caterers (or see “CATERERS” ). Coordinate with DOIM for radios if not available thru DAA. Consider having a cell phone available at all times. Coordinate with class to have a room at reunion hotel assigned to class aides. Most hotels give complimentary rooms to classes. Recon the reunion hotel before the reunion to ensure that you are familiar with the location of all functions before reunion starts.
¤ DURING REUNION
On the day reunion starts (or earlier), pick up registration materials from DAA (e.g., parking passes, radios, aide armbands, class signs, information bulletins, tickets for alumni dinners and lunches sponsored by DAA, Graduate Guide (provided by the AOG). Pick up wheelchairs at DAA (if requested). Assist with registration. Sell tickets to alumni who did not purchase tickets to DAA-sponsored events in advance (Alumni Dinner Dance and Luncheon). Distribute tickets for DAA-sponsored events to alumni who purchased in advance and collect money for advance class sales of tickets. Report class attendance at DAA-sponsored events at time published by DAA. Escort and control movement of class to all class reunion events. Ask for stepstool for each van when you pick up vans at motor pool.
Uniform. Generally, Class B uniform is appropriate for wear while performing class aide duties. However, for reviews and the Alumni Luncheon in the spring, the Class A uniform is required. In coordination with the reunion chairman, civilian attire may be worn at class social events in the evening. Civilian attire is appropriate for the Alumni Dinner Dance.
¤ POST-REUNION
Turn in wheelchairs and funds to DAA on last day of reunion. Turn in aide armbands and radios to DAA within two days of last reunion day. Turn in after-action book with update within two weeks of end of reunion. Submit a memorandum request for reimbursement for any expenses incurred in the performance of class aide duties.
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