alumni_lookup

Champion Portal — Language & Voice Style Guide

Version: 1.0
Last Updated: January 2026
Purpose: Ensure consistent, warm, inviting communication across the Champion Portal
Based on: Alumni Champions Verbal Style Guide (Belmont Advancement Services)

⚠️ REQUIRED REFERENCE: Consult this guide when writing ANY user-facing copy in the Champion Portal, including:

Button labels, empty states, error messages

Email subject lines and body copy

Flash messages and confirmations

Help text and tooltips

Page titles and descriptions

Introduction & Thesis
Our Tone
Messaging Pillars
Role-Specific Language
Key Terms & Vocabulary
Inclusive Language Principles
Writing Best Practices
Context-Specific Guidelines
Words to Avoid
Examples

1. Introduction & Thesis

This guide helps us communicate with one voice marked by hospitality and a sense of possibility. Every message should make alumni feel seen and empowered to show up for others—no matter their role, location, or season of life.

Thesis Statement

Alumni Champions are Bruins who foster belonging in the alumni community by offering connection, engagement, and support.

Secondary Statement

They host events, mentor others, share stories, and encourage generosity.

Who We Serve

Audience	Description
PRIMARY	Belmont alumni who want to stay connected and give back
SECONDARY	Graduating seniors transitioning to alumni status
NOT	Prospective students (that’s Admissions)

2. Our Tone

When Communicating with Prospective Champions

Principle	What It Means
Invitational	We speak as hosts, not recruiters. Our goal is to foster belonging, not drive up numbers. True community is built one invitation at a time.
Illustrative	We paint vivid pictures of what being a Champion looks like—sharing stories, making introductions, hosting gatherings, or simply cheering on a fellow alum. We help people see themselves in the role.
Empowering	We emphasize agency and flexibility. There’s no single way to show up. We celebrate the unique strengths each person brings and invite them to help shape what comes next.

When Communicating with Current Champions

Principle	What It Means
Invested	Champions have said “Put me in, coach!” We can’t expect them to show up for fellow alumni if we don’t first show up for them.
Informative	Champions want to know more about Belmont, alumni events, and how they can get involved. Be specific and intentional in what you share.
Inspiring	Belmont alumni do incredible things. Remind Champions what it means to be a Bruin so they can remind others in the same way.

Tone Shortcuts

Context	Tone
Success messages	Celebratory! 🎉 (“You did it!”, “Welcome!”)
Error messages	Helpful, not blaming (“Let’s try that again”, “Something went wrong on our end”)
Empty states	Encouraging, suggest action (“No messages yet—start a conversation!”)
Onboarding	Friendly guide, not bureaucrat (“Let’s get you set up”)
Confirmations	Warm and clear (“Got it!”, “You’re all set”)

3. Messaging Pillars

Belonging

At its core, the Alumni Champions program is about giving every Bruin a seat at the table.

Use when: Welcoming new Champions, describing the community, empty states

Action

Small, concrete steps—introductions, shared stories, a willingness to show up—have the power to ripple outward and create real change.

Use when: Calls to action, encouraging engagement, celebrating contributions

Accessibility

Life is unpredictable, and so are the ways people can contribute. Alumni Champions is designed to meet alumni where they are, offering a spectrum of ways to get involved.

Use when: Describing roles, explaining flexibility, reducing pressure

Celebration

Everyday wins deserve celebration just as much as headline moments. Sharing each other’s stories reminds us of the amazing ways Belmont alumni shape and serve their communities.

Use when: Recognizing contributions, sharing stories, thank you messages

4. Role-Specific Language

Community Builder

Keywords: Belonging, Hospitality

“You bring Bruins together and create spaces of belonging.”
“Host a meetup, welcome new grads, plan a gathering.”
“You help alumni feel at home, wherever they are.”

Connection Advisor

Keywords: Guidance, Opportunity

“You open doors and make introductions.”
“You help Bruins grow by connecting people and resources.”
“Share job leads, offer career advice, and make the right connections at the right time.”

Digital Ambassador

Keywords: Storytelling, Celebration

“You amplify stories and keep the community visible.”
“Spotlight alumni wins, post throwbacks, and share Belmont events.”
“You make sure Bruins are seen and celebrated online.”

Giving Advocate

Keywords: Generosity, Gratitude

“You inspire generosity and make giving back accessible.”
“Share impact stories, invite others to give, celebrate donors.”
“You help others see how they can make a difference.”

5. Key Terms & Vocabulary

Official Terms

Term	Definition	Usage
Champion	A verified member of the Alumni Champions community	“Welcome, Champion!”
Bruin	Any Belmont alum (informal, friendly)	“Connect with fellow Bruins”
Alumni Champions	The program/community name	“Join Alumni Champions”
Champion Portal	The website/platform	“Sign in to the Champion Portal”

Preferred Phrasing

Instead of…	Say…
“prospective students”	“fellow Bruins” or “alumni”
“users”	“Champions” or “you”
“submit”	“share” or “send”
“request”	“reach out” or “ask”
“network” (verb)	“connect”
“utilize”	“use”
“facilitate”	“help” or “make possible”
“leverage”	“use” or “build on”

Warm Alternatives

Cold/Corporate	Warm/Human
“User authenticated successfully”	“Welcome back, Jane!”
“Profile incomplete”	“Almost there!”
“No results found”	“We couldn’t find anyone matching that search”
“Error: Invalid input”	“That doesn’t look quite right—mind trying again?”
“Action required”	“One quick thing before we continue”
“Processing”	“Working on it…”
“Contact support”	“We’re here to help”

6. Inclusive Language Principles

Use “we” and “us” to promote unity and togetherness
Avoid jargon, acronyms, or insider language unless necessary
Always invite participation — never assume or prescribe
Recognize and honor the diversity of alumni experiences
Be mindful of accessibility:
- Short sentences
- Clear calls to action
- Alternative text for images
- Readable font sizes

Pronoun Guidance

When referring to a Champion generically, use “you” or “they”
Avoid gendered assumptions
The portal displays the Champion’s preferred first name

7. Writing Best Practices

Do

✅ Use active voice. “We’re hosting a meetup” vs. “A meetup will be hosted”
✅ Favor stories over statistics. Numbers are fine, but stories stick
✅ End with a call to action. “Join us,” “Share your story,” “Reach out to a fellow Bruin”
✅ Celebrate, don’t pressure. “We’re grateful for every gift” vs. “We need your donation now”
✅ Proofread for tone. Does it sound like a friend, not a corporation?
✅ Keep it brief. Respect people’s time
✅ Be specific. “Tuesday at 6pm” vs. “soon”

Don’t

❌ Don’t use all caps for emphasis (use bold instead)
❌ Don’t pile on exclamation points!!! (one is enough)
❌ Don’t use passive-aggressive language (“As previously stated…”)
❌ Don’t assume knowledge (“As you know…”)
❌ Don’t create urgency artificially (“Act now!” “Limited time!”)

8. Context-Specific Guidelines

Button Labels

Instead of…	Say…
Submit	Share / Send / Save
Cancel	Never mind / Go back
Delete	Remove
Contact	Say Hello / Reach Out
View Profile	See Profile
Learn More	Find Out More

Empty States

Empty states should encourage action, not shame users:

Bad	Good
“No messages.”	“Your inbox is empty—start a conversation!”
“No Champions found.”	“No Champions in Portland yet—could you be the first?”
“No events.”	“No events scheduled. Want to host one?”
“Profile incomplete.”	“Add a photo to help others recognize you”

Community Eligibility Copy

When explaining who a community is for, use invitational language that affirms shared identity without gatekeeping:

Open Communities (district, college, major, affinity, industry):

A community for Bruins connected to {Community Name}.
Request to join to connect with others who share that Belmont experience.

Private Communities (closed, invitation-only):

A private community for Bruins connected to {Community Name}.
Request to join and we'll help confirm your connection.

Rules:

Always use “connected to” — not “for graduates of,” “for members of,” or “eligible for”
Never mention eligibility, requirements, review, approval, or staff
Use “Request to join” consistently — not “Join” for open vs “Request” for private
Keep the pattern identical across community types — only “private” varies

❌ Avoid	✅ Use
“This community is for Music Business graduates”	“A community for Bruins connected to Music Business”
“Eligibility based on your degree records”	(don’t mention it)
“Join request will be reviewed by staff”	“Request to join and we’ll help confirm your connection”
“You must meet requirements to join”	(don’t mention it)

Error Messages

Error messages should be helpful and human:

Bad	Good
“Invalid email format”	“That email doesn’t look quite right”
“Error 500”	“Something went wrong on our end. Try again?”
“Session expired”	“You’ve been signed out. Sign back in to continue”
“Validation failed”	“We couldn’t save that—check the highlighted fields”

Flash Messages

Type	Tone	Example
Success	Celebratory	“Profile updated! Looking good. ✨”
Info	Friendly	“Check your email to confirm your new address”
Warning	Helpful	“Your session will expire in 5 minutes”
Error	Supportive	“Something went wrong—we’re looking into it”

Email Subject Lines

Keep under 50 characters
Be specific about content
Use the recipient’s name when possible
Avoid spam trigger words (FREE, ACT NOW, etc.)

Bad	Good
“New message”	“Sarah sent you a message”
“Update”	“Your profile is almost complete”
“Important”	“Welcome to Alumni Champions, Jane!”

9. Words to Avoid

Never Use in Alumni-Facing Copy

Word/Phrase	Why	Alternative
“prospective students”	Wrong audience—we serve alumni	“fellow Bruins,” “alumni”
“users”	Impersonal	“Champions,” “you”
“utilize”	Corporate jargon	“use”
“leverage”	Corporate jargon	“use,” “build on”
“synergy”	Meaningless buzzword	Be specific about the benefit
“stakeholders”	Internal term	“community,” “Champions”
“deliverables”	Internal term	Be specific
“action items”	Internal term	“next steps,” “to-dos”

Use Sparingly

Word	When OK	Better Alternative
“network” (noun)	Describing LinkedIn, etc.	“community,” “connections”
“engage”	Activity metrics	“connect,” “participate”
“onboard”	Internal docs only	“get started,” “welcome”

10. Examples

Welcome Email (Good Example)

Subject: Welcome to Alumni Champions, Jane! 🎉

Hi Jane,

You're officially a Champion! We're so glad you're here.

Alumni Champions is built by Bruins, for Bruins—people like you who 
want to stay connected and help others do the same.

As a Connection Advisor, you'll have opportunities to:
- Share career advice with fellow alumni
- Make introductions that open doors
- Help Bruins find their next opportunity

Ready to explore? Sign in to the Champion Portal and see who's 
in your area.

Welcome to the community,
The Alumni Champions Team

Error Message (Good Example)

Hmm, we couldn't find anyone matching "John Smith" in Nashville.

Try:
• Double-checking the spelling
• Searching by a different city
• Browsing the full directory

Empty State (Good Example)

No Champions in your area yet.

You could be the first! Invite a fellow Bruin to join, 
or check out Champions in nearby cities.

[Invite Someone] [Browse Nearby]

Quick Reference Card

The 5 Questions Test

Before publishing any copy, ask:

Would I say this to a friend? (Warmth check)
Does it sound like Belmont? (Brand check)
Is there a clearer way to say this? (Clarity check)
Does it empower or pressure? (Tone check)
Is there a call to action? (Action check)

Tone in One Sentence

“We’re hosts welcoming you home, not salespeople closing a deal.”

Document	Purpose
DESIGN-GUIDELINES.md	Visual design standards
../JOBS-TO-BE-DONE.md	User motivations
Alumni Champions Verbal Style Guide	Original marketing guide (Advancement Services)

This document should evolve as we learn. Add examples that work, remove patterns that don’t.