How To Start An Alumni Association

Then you're interested in starting an Alumni Association? The purpose of an association is to foster a spirit of loyalty and to promote the general welfare of your system. Alumni associations exist to back up the parent organization'southward goals, and to strengthen the ties betwixt alumni, the community, and the parent organization.

What are the Initial Requirements to starting an Alumni Association?

The two initial requirements to kickoff or re-activate an alumni association are:

• The enthusiasm and willingness of several individuals who are willing to take on the organizational initiative and sustain information technology.
• The interest of a reasonable nucleus of alumni and friends of the organisation to participate in the association's activities.

Who Should Take on the Leadership Function of an Alumni Association?

In addition to existence an alumnus/ae of the system (or an employee), the leader of an alumni association should as well have the post-obit characteristics:

• Willingness to work with the University
• Willingness to contribute time
• Enthusiasm
• Power to motivate and engage alumni

When necessary, and if available, the Development and Alumni Relations office can aid with the selection of a leader. (The leader could be i person, or a committee — size can vary by organisation.)

Formal or Informal Alumni Association?

An association can be a formal organization with officers, a fix of objectives, subscriptions, a newsletter, and mayhap — though not necessarily — a constitution. In that location is no standard constitution for associations. Indeed, many operate very effectively without one. In some countries, however, in that location are legal requirements to register a constitution, the grade and content of which are decided past the association itself.

In areas where alumni concentrations are relatively small, an informal association nominally led past one or two individuals might gather socially from time to time. Whether or non the association is formally structured, the cardinal to success is the ability of its leaders to motivate others to join in.

Besides associations (formal or informal), some people choose to serve only as a Contact Point for alumni or prospective students who wish to learn more about the system and to hear from someone'due south personal feel.

Proposed Organizational Structure for Alumni Associations

Informal: One person should be designated the clan's central point of contact and a few people willing to help with the organization of the association need to exist identified. The contact would be in regular communication with the parent organization and would exist responsible for circulating the details of events and other pregnant arrangement news to the alumni via eastward-post lists or at meetings.

Formal: Download a PDF of Proposed Organizational Structure for Formal Associations.

Steps to Creating an Alumni Association

Step 1 – Grade an Involvement Group

• Meet informally with alums to obtain names
• Use the existing alumni system
• Obtain a geographic listing of members from your headquarters office
• Phone and personally meet with alums
• Directly ask for their participation in starting the clan

Step 2 – 1st Communication

• A letter should be mailed (or a message sent) to all alumni, introducing them to the leader, requesting them to update their contact information, and inquiring if in that location are whatsoever interested volunteers for the committee
• Write a letter to the alumni who brand up your interest group

Stride 3 – Getting Organized

A coming together should be convened of interested alumni to agree upon the association's objectives and form a commission. A sample calendar might include:

• Call to order
• Introductions
• Review general concepts and goals of the Alumni/Alumnae Association
• Outline Alumni/Alumnae Clan functions
  • A. Communication (newsletters, mailings, directories, etc.)
  • B. Activities
  • C. Fund raising
  • D. Scholarships and fellowships
  • Eastward. Assistance in Alumni/Alumnae coordinator programming
• Place brusque and long term needs
• Constitute projected expenditures and dues structure
• Solicit areas of involvement and capabilities
• Nomination and election of Alumni/Alumnae Clan officers
• Engagement of a committee to draw up the by-laws or organizational outline
• Engagement of other committees and delegation of responsibilities (communications, recognition, events, recruiting, etc.)
• Prepare appointment, time and location for follow-upwardly meeting
• Adjourn

Footstep 4 – Set By-Laws

Have a committee prepare by-laws for adoption at the next coming together. The adopted past-laws need to be sent to the fraternity/sorority headquarters for the chapter-alumni/alumnae files.

Sample Outline of Alumni/Alumnae Association Past-Laws:

• Objectives
• Membership
• Officers; duties and powers of officers
• Regular committees; duties and functions of committees
• Meetings and programs; general timing of meetings
• Dues; members to clan, control of funds
• Scholarship and fellowship funds, control and operation
• Advice – regular; content and timing of newsletters
• Major activities and work projects; chapter help, social functions, traditionally-sponsored events

Footstep 5 – The Follow-Up Coming together or Effect

A launch event should exist organized with broad appeal to concenter as many alumni as possible, preferably when a senior administrator of the organisation is available to nourish.

• This meeting is crucial. If the alumni can encounter results, they will continue to serve on the Alumni Association.
• Other alums and new contacts who could not attend the offset coming together should receive invitations through the mail.
• The Association by-laws should exist adopted at this meeting as well. It is likewise of import that the affiliate officers nourish this meeting.
• The meeting should serve to orientate first-time alumni attendees.

Step six – Financing an Alumni/Alumnae Clan

The question of financing tin be a major obstruction for a new Alumni/Alumnae Association.

Generally, finances for an Alumni/Alumnae Association can exist provided in iii different ways:

• By an annual dues program for Clan members
• By contributions received by alums for a specific Association program
• Past a combination of the above methods

Other financial considerations:

• Capital Fund Raising Campaigns
• Clan-Sponsored Scholarships

And Don't Forget . . .

Communications:

• Newsletters
• Postcards/Flyers (to promote special events – ballgames, golf game outings, etc.)
• Association Directory
• Telephone
• Spider web:  online alumni community, social networks (eastward.g. Facebook, Twitter), electronic mail blasting

Recordkeeping:

• Keep authentic records
• Maintain a database of alumni names, addresses, contact details, and more
• Take photos of key events and milestones

Events:

• Association Meetings
• Monthly Luncheons/Dinners
• Special occasions (Homecoming, Founders Day, etc.)
• Other outings (chapter work day, philanthropies, holiday receptions, etc.)

Eliminate Misconceptions

• "I used to be a _______." (membership doesn't expire when you lot graduate – it's designed to terminal a lifetime)
• "I don't have time." (we're all volunteers)
• "I won't know anybody." (members from other eras can help by welcoming newcomers)
• "All they desire is my money." (the main try needs to show that coin'southward not the primary business)

Content adapted from Lambda Chi Blastoff Fraternity, and Boston Academy Office of International Alumni Programs

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Source: http://alumnichannel.com/blog/how-to-create-an-alumni-association/

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