About the Alumni Association

Alumni Association - Guidelines for Operations

An Alumni Association is another major group within the alumni membership whose activities and functions differ from those of other alumni-related groups. Whereas a House Corporation maintains the physical assets and insurance needs of a chapter house, and an Alumni Advisory Board advises the undergraduate chapter operations in addition to the High Pi, Alumni Associations are more specifically related to the alumni themselves. The typical Alumni Association serves the following needs:

Assisting the chapter High Rho (Alumni Secretary) in his responsibilities.
Maintaining alumni communications and records via newsletters, mailings, directories, etc.
Sponsoring alumni events and activities.
Implementing and controlling alumni fund raisers and annual giving programs, and managing alumni funds.
Sponsoring scholarships and fraternity-related fellowships for undergraduate members.

Therefore, the primary objective of an Alumni Association is to increase the participation and interest level among the chapter's alumni by building communication links and hosting gatherings.

In organizing an Alumni Association, one must first assume that a significant number of alumni share a number of interests:

A desire to continue the friendships developed while in school.
An interest in the status of the undergraduate chapter.
A general interest in his college, higher education and fraternities in general.
A desire to see and visit friends within the Fraternity on special occasions.

If these conditions are present, then the opportunity is right to build an Alumni Association which will assist in contributing to the ongoing fraternal experience for those members who have graduated.

ORGANIZATION

The Grand High Zeta has the ability to issue charters to alumni organizations at its pleasure. However, a charter is no longer necessary for the successful operation of an Alumni Association, and the issuing of alumni organization charters is no longer common. Whether chartered or not, Alumni Associations are held accountable to those Fraternity Laws which apply and to its own set of by-laws. It is not necessary, however, to be incorporated.

The Alumni Association officers - President, Vice-President, Secretary, Treasurer, the High Pi, High Rho Liaison, and the High Rho - deal primarily with the association's main functions of communication, fund-raising and the planning of alumni events. Other members of the Alumni Association should include two or three undergraduate members and other alumni officers whose responsibilities are related to individual association activities.

The officers should consist of a reasonably diverse representation of alumni, from different generations to represent viewpoints of all interests, to attract alumni from all generations of the chapter, and to help train future leadership. Listed below are the suggested job descriptions of each of the recommended officers of the Alumni Association.

President

Serves as the liaison between the Alumni Association and the House Corporation, Alumni Advisory Board and the undergraduate chapter.
Delegates Alumni Association activities to the Alumni Association's officers.
Oversees communication to alumni of all association activities.
Serves as the liaison to the Grand High Zeta and the General Fraternity Headquarters.
Oversees Alumni Association's funds and assets.
Coordinates all alumni fund raising events, activities and efforts. Organizes an annual or semi-annual large-scale alumni event.
Chairs meetings of the Alumni Association.

Vice President

Oversees all alumni communications including newsletters and mailings.
Oversees the planning and implementation of small-scale, periodic alumni events (ie: luncheons, ball games, golf outings, dinners, etc.).
Assists in maintaining updated alumni records and other data.
Assumes the responsibility of the President in his absence.

Secretary

Takes and maintains minutes of all Alumni Association and Executive Committee meetings.
Maintains and updates alumni records.
Oversees the recording, printing and distribution of an alumni directory.

Treasurer

Manages the receipt and disbursement of funds.
Prepares an annual financial statement.

High Pi

Serves as a liaison between the undergraduate chapter and the Alumni Association.

High Rho Liaison

Serves as an alumni advisor to the High Rho and his area of programming.
Assists the High Rho in establishing time frames for alumni newsletters and events.
Assists in coordinating joint chapter and Alumni Association newsletters and events with the High Rho.

High Rho

Serves as a liaison between the undergraduate chapter and the Alumni Association.
Maintains time frames for the planning and implementation of chapter-alumni newsletters and events.
Implements a majority of the chapter-alumni newsletters.
Assists in planning annual or semi-annual, large-scale alumni events and small-scale events.
Follows other responsibilities as chapter High Rho.

The previous job descriptions can serve as guidelines. Although the general responsibilities of the officers should be outlined in the by-laws, responsibilities can change depending on the needs and activities of the Alumni Association and the variety of alumni involved. Other Alumni Association members can coordinate specific functions such as individual events, the newsletter, Alumni Association recruitment, mailing, printing, phone-a-thon, homecoming, etc.

Also defined in the by-laws would be the term of service for each officer. It is suggested that every officer, except the High Rho and other undergraduates, serve two year terms.

GETTING OFF THE GROUND

Implementing an Alumni Association can be a rather simple process, but it does require planning and coordination to be successful. The following is a suggested step-by-step process to forming an association.

Step 1 - Form an Interest Group

All it takes is one man to get an Alumni Association started - one alumnus to recruit two or three of his friends and brothers, and so on. An alumni interest group can start with just a half-dozen alumni as the nucleus who understand the benefits of an Alumni Association and who want to make it a positive experience. Additionally, names and contacts of Fraternity alumni in the area can be obtained by using the following approaches:

Meet informally with alumni to obtain names of other brothers who may be interested in serving on the Alumni Association.~ Events like homecoming and other alumni gatherings are excellent opportunities to make initial contact.
Use the existing alumni organization, typically the House Corporation, to gain the interest and support of influential chapter alumni. Ask for the House Corporation's feedback and support. Request suggested names of charter members of the association. Keep in mind that the Alumni Association should remain as a separate group from the House Corporation since their responsibilities differ; however, members of the House Corporation still can serve on the Alumni Association.
Obtain a geographic listing from the Office of Administration of members of Lambda Chi Alpha living near the chapter. A single phone call or letter gets things started. Remember, some of the most active and interested alumni living in the area may be too far away from their initiating chapter to be involved. Members from other chapters may be interested in continuing their fraternal experience by attending alumni functions and assisting the local chapter.
Telephone and personally meet with alumni in the area to discuss the proposals of the Alumni Association. Most members have difficulty rejecting personal and sincere contact. Directly ask for their participation in starting the association.

Step 2 - First Special Mailing

Write a letter to the alumni who make up your interest group. This letter should request that they attend an initial organizational meeting. Establish a date, time and location for the meeting, and mail the letters at least 4 weeks before. Include response post cards or self-addressed, stamped reply envelopes. Follow up your letter with a personal telephone call a few days before the meeting to confirm attendance.

Step 3 - The Organizational Meeting

By this time the alumni interest groups attendance has been confirmed. This first meeting should not be held at the chapter house, but instead can take place in a campus building or other office. The meeting should be run by one alumnus, and typically this person will be the President of the Alumni Association. An agenda for the meeting needs to be prepared.

Sample Agenda for First Alumni Association Meeting

Call to order.
Introductions.
Review general concepts and goals of the Alumni Association. (as discussed on page 1)
Outline Alumni Association functions.

A. Communication (newsletters, mailings, directories, etc.).

B. Activities.

C. Fund raising.

D. Undergraduate scholarships and fellowships.

E. Assistance in High Rho programming.

Identify areas of short and long term needs.
Establish projected expenditures and dues structure.
Solicit areas of interest and capabilities.
Nomination and election of Alumni Association officers.
Appointment of a committee to draw up the by-laws or organizational outline.
Appointment of other committees and delegation of responsibilities.
Set date, time and location for follow-up meeting.
Adjourn.

After the main topics have been covered, ask the alumni if they are willing to make a commitment to serve on the Alumni Association. It is important to get solid commitments or refusals before the meeting adjourns. Schedule the next meeting of the Alumni Association (probably within the next month) at this meeting.

If the alumni are enthusiastic enough, plans can be made for the first general mailing, dues structure and an association event. Time frames for each activity need to be established and responsibilities delegated.

Step 4 - Prepare By-Laws

Have a committee prepare by-laws for adoption at the next meeting, or put a resolution in writing setting forth an organizational plan outlining the government, operation procedure and policies, and principal activities to be traditionally sponsored each year. The adopted by-laws need to be sent to the Office of Administration for the chapter-alumni files. Such by-laws or outlines, whether for the newly formed or established association, will serve many useful purposes. Sample Outline of Alumni 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, fraternal events traditionally sponsored.

Step 5 - The Follow-Up Meeting

This meeting is crucial. If the alumni can see results, they will continue to serve on the Alumni Association. Prior to the follow-up meeting, the association President should make phone calls to confirm attendance and follow up on any initial plans of the Alumni Association. In addition, other alumni and new contacts who could not attend the first meeting should receive invitations through the mail. The Alumni Association by-laws should be adopted at this meeting as well.

It is also important that the chapter High Rho and other High Zeta officers attend this meeting. The undergraduate officers should openly know of the objectives and functions of the Alumni Association and how it relates to the undergraduate chapter and its alumni.

The meeting should serve to orientate first-time alumni attenders. The status of the business addressed in the original association meeting should be covered, and follow-up as necessary.

Additionally, location and times should be established for monthly Alumni Association luncheons or dinners. Traditionally, luncheons have worked the best - the first Tuesday of every month at 12:30 p.m. at the Ponderosa Restaurant, for example. These meals are a time to have social contact with new alumni and association members, and to discuss small business items and committee work. The association may also look into scheduling monthly meals at the chapter house if the conditions are favorable.

After these steps, the Alumni Association should be well on its way. Certainly, there may be a number of small quirks which will need to be straightened out early such as establishing consistent meeting times and monthly gatherings. Yet, in the majority of cases where Alumni Associations do not succeed in their operations, they do so soon after the association has first started. After the formation and the first few meetings, organization and communication become important to the success of the Alumni Association.

FINANCING AN ALUMNI ASSOCIATION

The question of financing can be a major obstacle for a new Alumni Association. Typically Alumni Association funds are used for postage and stationary; to contribute to the chapter-alumni newsletter, alumni directory publication and mailing; to help offset costs at alumni social events; and to contribute to a scholarship fund. In most cases where an undergraduate chapter does not consistently compile a publication for its alumni, or does so on a limited scale and quality, the reason given is lack of funds. This problem has compounded in recent years with increasing printing and postage costs and more alumni members.

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

By an annual alumni dues program for Alumni Association members.
By contributions received by alumni for a specific Alumni Association program.
By a combination of the above methods.

Most Alumni Associations will sponsor an annual mailing to all alumni of the chapter and other Lambda Chi Alpha alumni in the area which solicits the renewal of membership on the Alumni Association. Contingent upon association membership are annual dues. $25.00 or $30.00 annual dues per alumnus is a good starting point. Other options are providing lesser dues for recent graduates, and a special recognition society of alumni who contribute significantly - over $100, for example.

At any time when annual dues are requested, alumni must be made aware that any contributions are not deductible as charitable donations for federal or state income tax purposes. In addition, the mailing should indicate to whom to make the check payable, as well as asking for address up-dates and information for future newsletters. If possible, provide a stamped, return envelope.

Contributions made to specific Alumni Association programs would typically be for scholarship and fellowship funds or chapter house improvements. A special mailing should be utilized to kick-off the program. Individual thank you's should be sent to all alumni contributing, and recognition should be given in each following publication to alumni.

The Alumni Association's checking account for normal operational spending must require that two signatures appear on all association checks and other financial accounts. An interest bearing savings account may be maintained for special programs. An annual financial report is to be prepared by the association Treasurer and submitted to the Alumni Association. In following Fraternity Law, no funds of any alumni organization of Lambda Chi Alpha may be used for the purchase of alcoholic beverages.

ASSISTING THE HIGH RHO

Where a chapter's alumni program is inferior, alumni are lacking to provide the continuity necessary to monitor a successful program. In too many cases, the High Rho is visualized as an entry level office in the chapter, and a younger member is elected who is unable to manage the office effectively, or is unable to get the necessary support from the chapter to make the alumni program a priority. In addition, most chapters elect a new High Rho every year. Therefore, an Alumni Association plays an important role in providing continuity in the chapter's alumni program from year-to-year. An Alumni Association can also build accountability so that the chapter is giving the proper attention to its alumni program.

It should be noted that a chapter-alumni program which issues newsletters to its alumni at least twice each year, hosts alumni events and organizes other alumni related programming is the primary responsibility of the undergraduate chapter. Therefore, an Alumni Association should not "take over" the chapter's responsibilities, but instead, should assist and help monitor the chapter's alumni program through the High Rho.

There are two primary areas where an Alumni Association can assist a High Rho with alumni events and newsletters: evaluation and planning.

In evaluating alumni events, the following questions should be addressed:

Is it an alumni or undergraduate event?
What is the reason for alumni being there?
As an alumnus, would the event be enjoyable?
As an alumnus, why would I not attend?

These questions help to remind the High Rho that the event is primarily alumni focused and puts him in the perspective as an alumnus. The final question, "Why would I not attend?" brings up answers, when addressed, which can improve alumni participation. Typically alumni do not attend alumni events because they cannot or do not want to bring their wives and children, because they were not notified far enough in advance of the event, because they think they will not know anyone at the event, or because it is too far to travel. With the exception of being too far to travel, the Alumni Association can assist in combating the other objections by making certain wives and children are welcome, the event is publicized well in advance, and alumni are notified of the significant brothers who will be in attendance.

In the planning of alumni events, an Alumni Association should take the role of sponsoring the mailings, approving promotional materials, and overseeing the scheduling of the event and mailings. Keeping in mind that alumni respond better to alumni, the Alumni Association should initiate and sign all correspondence, and must receive reservation money for the event. The Alumni Association should also co-sign any contracts and assist the High Rho with contacts of other services needed such as a golf course or banquet hall.

In overseeing the scheduling and time-line of the alumni event, the Alumni Association should make sure that the event is published well in advance, at least 6 weeks before. Therefore, the letter or newsletter which will publicize the event must be completed well in advance, and should account for two to three weeks for bulk mailing.

In evaluating chapter-alumni newsletters, the following questions should be addressed:

Is the publication for the alumni or undergraduates?
What do alumni want to read about?
What articles are of special interest to alumni?
Is the timing and quality of the newsletter adequate?

Again, an Alumni Association can assist in providing an alumni perspective which a High Rho naturally lacks. The general policy for chapter-alumni newsletters is 80% of the publication should be alumni orientated, while only 20% should be undergraduate orientated.

The Alumni Association should provide contact assistance in obtaining newsletter information from other alumni, writing articles, and assisting in locating reasonable printers. Most Alumni Associations will provide major funding assistance, and will assist in keeping the address records updated.

Finally, to avoid the grave mistake of not publishing a newsletter at all, the Alumni Association should take to role of organizing a time frame for the newsletter with the High Rho and following up periodically on all progress.

ALUMNI ASSOCIATION EVENTS

Along with Alumni Association communications, events which an Alumni Association sponsors are the major functions of an Alumni Association. Events are where the social ties of the Fraternity's alumni are allowed to continue. Typically, there are a number of different activities which an Alumni Association either coordinates itself or assists with the chapter. These alumni events include: Alumni Association meetings, monthly luncheons, and other activities like homecoming, anniversaries, golf outings and banquets.

Alumni Association Meetings

Formal Alumni Association meetings should be held as outlined in the by-laws. Meetings where strictly Alumni Association business is discussed should be held twice a year. An Alumni Association in its infant stage, however, should have business meetings more frequently.

Each business meeting should limit itself to just the meeting, and should not conflict with an Alumni Association social activity. An agenda should be drawn up and handed out at the meetings, and in most cases, the agenda would include the Alumni Association's financial report, report of special projects or committees, an outline of upcoming association events and communications, and elections as indicated in the by-laws. A report of the undergraduate chapter situation should also be given. It is also best to have the date, time and location for the following meeting to be determined at the current association meeting.

Monthly Luncheons

Most Alumni Associations will sponsor monthly luncheons where the conditions for theses luncheons are favorable. Alumni Associations for chapters located outside of a large city may have to plan other types of events or can have gatherings in the city where most of its alumni are located.

First, a consistent date, time and location which is favorable to as many alumni as possible needs to be determined; i.e., the first Tuesday of each month between 11:30 a.m. and 12:30 p.m. at the Ponderosa Restaurant located at 16th and Maple. Of course, approval from the restaurant needs to be received. In any case, many restaurants have rooms which can be reserved for special groups. Arrangements should also be made with the restaurant on the procedures of ordering and payment of meals. It is suggested that each alumnus order and pay for his own meal.

The agenda at these luncheons should be fairly casual; most of time spent should be dedicated to interaction and networking. At some point, the Alumni Association President should make general announcements and welcome new attenders. Committees can also meet together do discuss special projects.

Another idea in substitute of the monthly luncheons is to have lunch or dinner at the chapter house if these conditions are available. The Alumni Association can contribute extra funds to the chapter to provide for the additional meals. In addition to getting the alumni over to the chapter house, this also provides the opportunity to interact with undergraduate members.

Regardless, the planning of monthly Alumni Association gatherings will need to take into account a certain amount of trial and error. Although an association may never get to plan an event which is best for everyone, by allowing for some experimentation, an Alumni Association can have regular gatherings which become habit for a large group of alumni members to attend.

Other Alumni Association Activities

There is a wide variety of Alumni Association events which fit into the "other" category. These events can be split into two categories: smaller types of events and major events. Examples of smaller types of events include:

Golf outing
Family picnic or barbecue
Outing to a sporting event (school or pro league)
Holiday reception
Alumni-active sporting event
Canoe trip or other outing
Chapter scholarship dinner
Chapter house work day
Sponsored chapter recruitment event
Tailgates or pre/post-game receptions
Civic activities (blood drive, aiding the handicapped, food drive, etc.)
Other events organized by the High Rho

Examples of major Alumni Association events, and thus ones which require more planning, include:

Homecoming weekend
Founder's Day or other banquet
Special anniversary
Holiday dinner-dance

Obviously, even the smaller events can turn into large, complicated gatherings. However, the keys to successful alumni events include advance planning and advance notification to alumni.

Most alumni have had experience in planning non-fraternity events, but if the Alumni Association is going to be coordinating the activity with the chapter, the following is a suggested outline of an Alumni Event Committee:

Alumni Association

Sponsors all mailings
Approves chapter promotional material
Oversees planning and scheduling of the event

High Rho

Coordinates chapter members and chapter responsibilities
Assists in preparing mailings
Oversees chapter alumni committee

Event Chairman

Oversees registration
Monitors budget

Communication Chairman

Coordinates mailings
Oversees phone campaign
Arranges bulk mail permits and labels
Plans program of events

Banquet Chairman

Handles banquet menu
Reserves the facility
Oversees room set-up and decorations
Takes care of awards and recognition
Arranges dance program

Hospitality Chairman

Handles hotel reservations
Arranges child care
Plans program for wives, children and guests
Coordinates welcome table and name tags
Confirms any guest speakers
Plans the reception
Arranges for photographers

Obviously the responsibilities will differ between each event, but the above mentioned committee gives an idea of the those responsibilities necessary for a large banquet type event. The next outline is that of a time frame for a major alumni event which involves a large group of alumni. Other alumni activities will differ, but nonetheless, planning and communication for any event should begin at least 4 months before hand. Again, to achieve maximum attendance it is important that alumni are informed, and reminded, of all alumni events well in advance.

Adding the Extras

Depending on the type of Alumni Association activity, the following "extra" suggestions and ideas can be used to get the most out of an event:

Budget - Avoid over estimating the number of attenders by cutting off registration far enough in advance so that the attendance can be confirmed with the facility. Plan on last minute cancellations as well as late registrations.

Alcohol? - According to Fraternity policy, alcohol at all Alumni Association events must be handled in the same manner as undergraduate events. There can be no open bar or open access to alcohol or beer kegs at alumni events. Instead the events should have either a cash bar or "bring your own" policy. Be sure to let the alumni know in advance how alcohol will be handled.

Undergraduates - Be sure that all chapter members are aware of the event and expectations of attendance and participation are clearly presented.

Contact Local Hotels - Get special rates, and list in the mailings.

Wives and Older Alumni - If wives and children are welcome, make sure they know it. Plan non-athletic activities for other alumni and families such as an open chapter house, campus tour, school art gallery tour, shopping trip, pool party, museum trip, etc.

Child Care - Arrange to have the undergraduates or a sorority help with keeping any children entertained.

School Alumni Office - Inquire to what services are available such as mailing labels, use of phones and school facilities. For a major banquet, invite a representative of the institution to speak on the future of fraternities at the school.

Guest Book and Name Tags - This allows for better recognition of participants, address up-dates, and listing of attenders in next newsletter to increase interest in future events. Arrange to have a welcome committee to supervise registration, signing the guest book, pinning on name-tags, handing out programs and football tickets, etc.

Photographer - Plan to have a group picture of all alumni attending to include in future publications. Make all pictures black and white.

Alumni Awards - Give out recognition for fraternity service, community leadership, oldest member present and possibly humorous awards.

Follow Banquet Etiquette - Make use of a head table, speakers and program.

Evaluate for the Next Time - Consider everything from the promotion of the event to the facilities used.

Feature Article for the Next Newsletter - Include the names and years of the attenders to help increase visibility for future events. Begin here to promote the next Alumni Association activity.

Thanks - Publicly and privately thank all alumni who have helped. Send hand written thank you's to special alumni.

ALUMNI ASSOCIATION FUND RAISING

The topics of basic Alumni Association financing and annual dues programs have been previously addressed in the section titled "Financing an Alumni Association." However, some Alumni Associations may seek to embark on a large scale fund raising campaign, and this would require more organization and communication on behalf of the alumni.

Alumni groups interested in conducting a capital fund raising campaign should contact the Executive Director of the Educational Foundation at the Fraternity's Headquarters. Material concerning capital fund raising for local chapter alumni organizations is available from this office. This material includes information that will help you to correctly organize your fund raising efforts. It is important to remember that a poorly planned fund raiser can do more long term harm than good.

ALUMNI ASSOCIATION SPONSORED SCHOLARSHIPS

Probably the most significant contribution an Alumni Association can give is to assist in the development of the chapter's undergraduate members. Providing fellowships and scholarships are means of accomplishing this goal, and all Alumni Associations are encouraged to participate in this endeavour.

In developing Alumni Association sponsored scholarships, an Alumni Association must first determine the financial needs which coincide with the scholarship's goals. A suggested starting point is $10,000 to be given out over five years. These financial resources should be placed in an interest bearing account specifically for the scholarship fund.

How scholarships are to be distributed is the determination of the Alumni Association. The specifics for each scholarship must be clearly presented in writing. These specifics should include the following for each scholarship:

The scholarship amount given.
When it is to be presented.
To whom it is designated.
For what purpose.
The eligibility and qualifications.
The composition of the judging committee.

Suggested designations for scholarships and fellowships include those for undergraduate members in financial need, members in a designated area of study and for members to attend leadership training events like Conclaves, General Assemblies and Leadership Seminars. One Alumni Association, for example, budgets up to $1000 annually to send additional undergraduates to General Assemblies and leadership Seminars. $100 is available for any member to help offset expenses for up to 10 members wanting to go.

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