What are the Initial Requirements to Starting an Alumni Association?
The two initial requirements to start 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 it.
- The interest of a reasonable nucleus of alumni and friends of the University to participate in the association's activities.
Who Should Take on the Leadership Role of an Alumni Association?
In addition to being an alumnus/ae of the University, the leader of an alumni association should also have the following characteristics:
- Willingness to work with the University
- Willingness to contribute time
- Enthusiasm
- Ability to motivate and engage alumni
When necessary, the Development and Alumni Relations office will help with the selection of a leader. (The leader could be one person, or a committee — size can vary by country.)
Formal or Informal Alumni Association?
An association can be a formal organization with officers, a set of objectives, subscriptions, a newsletter, and perhaps — though not necessarily — a constitution. There is no standard constitution for associations. Indeed, many operate very effectively without one. In some countries, however, there are legal requirements to register a constitution, the form and content of which are decided by the association itself (an example can be forwarded to you).
In areas where alumni concentrations are relatively small, an informal association nominally led by one or two individuals might gather socially from time to time. Whether or not the association is formally structured, the key to success is the ability of its leaders to motivate others to join in.
Besides associations (formal or informal), some people choose to serve simply as a Contact Point for alumni or prospective students who wish to learn more about the University and to hear from someone's personal experience.
Procedures for Starting an International Alumni Association
- Once the initial requirements are met and a leader has been established, the interested person should contact the Office of International Alumni Programs to discuss the organization of an alumni association.
- Market research will be conducted on the alumni in that area via available data and with an online survey tailored to the alumni of that region by the Office of International Alumni Programs.
- A letter will be mailed to all alumni in that region, introducing them to the leader in that area, requesting them to update their contact information, and inquiring if there are any interested volunteers for the committee.
- A meeting should be convened of interested alumni to agree upon the association's objectives and form a committee.
- A launch event should be organized with broad appeal to attract as many alumni as possible, preferably when a senior member of the University is available to attend.
Proposed Organizational Structure for Informal Associations
One person should be designated the association's key point of contact and a few people willing to help with the organization of the association need to be identified. The contact would be in regular communication with the Office of International Alumni Programs and would be responsible for circulating the details of events and other significant University news to the alumni of that region via e-mail lists or at meetings.
Download a pdf version of the Proposed Organizational Structure for Formal Associations*.
*This file can be viewed using Adobe Acrobat. If you need the free Acrobat Reader, please visit Adobe Systems, Inc.
