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Steps To Creating An Alumni Association

The steps to creating an alumni association are: 1) form an interest group by contacting alumni, 2) send a first communication letter to update contact information and recruit volunteers, 3) hold an organizing meeting to agree on objectives and form committees, 4) have a committee prepare by-laws for adoption, and 5) hold a follow-up launch event to attract more alumni and adopt the by-laws officially. Financing options include annual dues, specific program contributions, and a combination of the two, along with potential capital campaigns and scholarships.

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278 views2 pages

Steps To Creating An Alumni Association

The steps to creating an alumni association are: 1) form an interest group by contacting alumni, 2) send a first communication letter to update contact information and recruit volunteers, 3) hold an organizing meeting to agree on objectives and form committees, 4) have a committee prepare by-laws for adoption, and 5) hold a follow-up launch event to attract more alumni and adopt the by-laws officially. Financing options include annual dues, specific program contributions, and a combination of the two, along with potential capital campaigns and scholarships.

Uploaded by

Phong Lê Đình
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Steps to Creating an Alumni Association

Step 1 – Form an Interest Group

 Meet informally with alums to obtain names


 Use the existing alumni organization
 Obtain a geographic listing of members from your headquarters office
 Telephone and personally meet with alums
 Directly ask for their participation in starting the association

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 there are
any interested volunteers for the committee
 Write a letter to the alumni who make up your interest group

Step 3 – Getting Organized

A meeting should be convened of interested alumni to agree upon the association’s objectives
and form a committee. A sample agenda might include:

 Call to order
 Introductions
 Review general concepts and goals of the Alumni/Alumnae Association
 Outline Alumni/Alumnae Association functions
 A. Communication (newsletters, mailings, directories, etc.)
 B. Activities
 C. Fund raising
 D. Scholarships and fellowships
 E. Assistance in Alumni/Alumnae coordinator programming
 Identify short and long term needs
 Establish projected expenditures and dues structure
 Solicit areas of interest and capabilities
 Nomination and election of Alumni/Alumnae Association officers
 Appointment of a committee to draw up the by-laws or organizational outline
 Appointment of other committees and delegation of responsibilities (communications,
recognition, events, recruiting, etc.)
 Set date, time and location for follow-up meeting
 Adjourn

Step 4 – Prepare By-Laws

Have a committee prepare by-laws for adoption at the next meeting. The adopted by-laws need
to be sent to the fraternity/sorority headquarters for the chapter-alumni/alumnae files.
Sample Outline of Alumni/Alumnae Association By-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 association, control of funds
 Scholarship and fellowship funds, control and operation
 Communication – regular; content and timing of newsletters
 Major activities and work projects; chapter assistance, social functions, traditionally-
sponsored events

Step 5 – The Follow-Up Meeting or Event

A launch event should be organized with broad appeal to attract as many alumni as possible,
preferably when a senior administrator of the organization is available to attend.

 This meeting is crucial. If the alumni can see results, they will continue to serve on the
Alumni Association.
 Other alums and new contacts who could not attend the first meeting should receive
invitations through the mail.
 The Association by-laws should be adopted at this meeting as well. It is also important
that the chapter officers attend this meeting.
 The meeting should serve to orientate first-time alumni attendees.

Step 6 – Financing an Alumni/Alumnae Association

The question of financing can be a major obstacle for a new Alumni/Alumnae Association.

Generally, finances for an Alumni/Alumnae Association can be provided in three different ways:

 By an annual dues program for Association members


 By contributions received by alums for a specific Association program
 By a combination of the above methods

Other financial considerations:

 Capital Fund Raising Campaigns


 Association-Sponsored Scholarships

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