Alumni Association Guidelines

Alumni Relations Office

Guidelines for alumni chapters of the Richmond Alumni Association

Introduction

Since the first AA graduates in 1974, the first BA graduates in 1980 and the first MBA graduates in 1993, Richmond has been working with its Alumni all over the world. We now wish to launch an Alumni Relations Programme to strengthen the relationships with and among all our graduates, former students and friends. The University counts more than 4,000 alumni in its files in 100 countries and each year the numbers grow by several hundred.

Located in the Kensington campus, the Alumni Relations Office is seeking to establish an active Alumni Association world wide. To this end, local Alumni Chapters will be established in areas where large populations of Richmond alumni live and work. The backbone of this network will be dedicated individual alumni who give their time locally to support and promote Richmond and its alumni.

Leadership of local groups will be carried out by alumni volunteers from the area in liaison with the Alumni Relations Office in London. Events and activities will be held to develop the personal and professional networking among alumni friends and colleagues and to promote and represent Richmond, The American International University in London.

Richmond alumni chapters and their members will accomplish two important aims. First, to strengthen professional and personal networks and links among alumni; and second, to support the University by helping to advise and recruit prospective students, serving as contacts for careers advice and general information and supporting and promoting the University generally.

The following guidelines provide information and support for Richmond Alumni who wish to set up and run an alumni chapter in their geographic region or local area. As this is collaborative work, and this structure will develop, input from alumni groups is important in order that this document reflects working structures and practices.

We look forward to working together.

Deirdre Simpson
Director of Alumni Relations and Assistant to the President for External Relations

The Alumni Relations Office
7-17 Ansdell Street
London W8 5BN

Tel: (+44) 020 7368 8468/9
Fax:(+44) 020 7938 2757
E-mail: alumni@richmond.ac.uk

How to begin an Alumni Chapter

To set up a local alumni group, the following important ingredients are needed:

• The enthusiasm, willingness and commitment of several individuals who will promote the idea to other alumni, liaise with the Alumni Relations Office, and organize and sustain this idea.
• A reasonable number of alumni in the geographic area, enough to participate in activities and events organized by the group.
• An interest in Richmond and in assisting to develop the University.
• A local Alumni Leadership Committee is to start planning activities to build a chapter.

I - The Set Up

A local chapter or group can have a formal or an informal set-up, depending on the size of the alumni population in the area that the group will serve.

The formal set up will include:

• a committee of officers to perform designated duties,
• a formal or informal membership,
• a regular and publicised set of events/meetings shared with the London Alumni Relations Office to assist in publicising these events
• a written description of how to proceed or a constitution as appropriate to the laws of the country and locality where the group is based..

The leaders of the local group will need to check with the local laws of their country to determine whether a constitution is required for registering the group and the style of written procedures or constitution that should be followed.

II - Steps to Start a Chapter

We have identified 8 steps to start a local Alumni Chapter:

• Interested alumni contact the Alumni Relations Office to obtain a copy of these guidelines and to discuss the formation of a Local Alumni Leadership Committee with the London office.
• Together with Alumni Relations, local alumni volunteer to serve on LALC.
• Event(s) is/are planned for local alumni.
• The Alumni Relations Office can assist in promoting the idea of a local group by sending a questionnaire to local alumni to determine the level of interest in events. The results will be shared with the Local Alumni Leadership Committee.
• Alumni volunteers are identified to assist with organizing and leading the group.
• A meeting of all these interested alumni should be convened to agree on the objectives of the chapter and to form a leadership committee.
• A written agreement or constitution is drawn up as appropriate, and a copy is held in the Alumni Relations Office in London.
• A launch event is organized, to appeal to as many alumni as possible. Enough lead time is given to the London office for planning all events in order that announcements are printed and mailed and put onto the web site, and so that other alumni visiting the area are able to participate.

III - Chapter Leadership (Local Alumni Leadership Committee)

Throughout the existence of a local alumni group, strong leadership will be needed to promote and develop the organization and its events. The decision as to the number and types of leadership roles will depend on the number of local alumni and type of events to be planned. It is also important that there be a process of renewal and change built in among the leadership in order to avoid burn out. We recommend set terms of committee membership or office holders for each position, and that these terms be no shorter than 2 years and no longer than 4 terms renewable for one additional 8 year term.

The Committee Set Up

• Current ALC’s have started by alumni volunteering to the Alumni Relations Office their willingness to serve on such a committee.
• Current committees have a minimum of three members and a maximum of 10 members. The number of people in each committee depends on the size of the alumni body in the area—the larger the number of alumni, the larger the committee may be. It is important that there be a large enough number of members in order to share the work and responsibility for planning and executing events.
• The members of the ALC represent different graduating classes in order to ensure that varied interests are considered in planning events. Where possible, having men and women from different professions on the committee is also a good idea.
• The committee members serve a 2 year minimum term, and are able to renew their term for up to four terms or eight years. It is hoped that there will be a mixture of new and continuously serving members in order to help with continuity and leadership development within the committee.
• The timing for setting up the leadership structure of each local ALC may vary according to local conditions. When it is most suitable, a committee Chair should be elected by the members of the committee. Others positions would be decided in a similar way. (See Guidelines for Alumni Chapters.)
• Notes or Minutes of each meeting should be taken so that there is a record of decisions and actions taken. In the early stages of a local Alumni Leadership Committee, it is a good idea to work closely with the Alumni Relations Office in London for support—e.g. informing of dates of meetings and all events, copying the Notes/Minutes, sending news for publication.

The Alumni Relations Office works closely with each ALC and is responsible to ensure that rules and regulations about data and university policies apply.

Leadership Roles

The number and type of elected roles will depend entirely on the size and needs of the local group. These officers will constitute the Chapter Committee. To carry out the business of the Chapter, the Alumni Relations Office suggests an organisational structure with some or all of the following roles:

Chair or co chair - to preside over all meetings of the local association and the executive committee, to set the agenda, to monitor events planned and monies collected; to liaise with the Alumni Relations Office in London; to represent the chapter to people outside it; to oversee other officers and committee work.

Vice-chair - to perform the duties of Chair in his/her absence and assisting the Chair
asneeded; this position could be a Chair elect for a smooth leadership transition and for providing opportunities to develop volunteers.

Secretary - recording minutes of all meetings and communicating them to each committee member; to arrange venues as needed; to publicize events and visits from Richmond personnel; to handle all correspondence, and notices of meetings; to liaise with local media if there is no Communication Coordinator. (This role could be combined with that of Treasurer).

Treasurer - to keep all financial accounts of monies raised for events or fundraising; to keep accurate records and prepare periodic and annual statements of the chapter’s accounts. (This role could combine with that of Secretary or Vice Chair).

Communications/Volunteer Coordinator - to work with the London Alumni Relations Office to seek alumni to serve as Annual Fund representatives and Newsletter reporters/representatives; to liaise about the University newsletter; to report local individual alumni as well as chapter news; to coordinate reunions; to make use of other available communication channels for the local alumni chapter; to provide publicity or coverage in the local media about local chapter and relevant university matters. Membership and Events Officer—to maintain records of chapter members and liaise with Alumni Relations office; to implement strategies for increasing membership; to suggest and arrange venues for events; to plan and coordinate events.

The Alumni Relations Office suggests a minimum of three leadership positions combining as appropriate, the work needed to run a local group effectively

IV - Alumni Information

Details of alumni worldwide are kept on an alumni database held in the Alumni Relations Office in London. This information is made available according to the UK Data Protection Act and for the limited purposes of conducting University and alumni business. The alumni database exists to enable the promotion of closer links between the University and its alumni through publications, website, events, local alumni chapters, links with University and academic departments.

Specifically the university will use alumni information to

• Promote links between the university and the alumni through publications and events
• Promote alumni and university activities such as careers, recruitment, departmental programmes.
• Permit local alumni chapters to notify alumni of events and plans
• Canvass for financial and non-financial support for the university

V - UK Data Protection Act

The UK Data Protection Act 1998 legislates the sharing of data with alumni groups and includes the following:

• Data Protection statements must be written on forms requesting information from alumni and must describe the purposes for which alumni details are kept
• Alumni must be given the opportunity to request non disclosure of all or some of their data for the specified purposes
• Confidentiality agreements must operate in which those receiving data guarantee not to disclose it to third parties.

All alumni leaders of chapters must understand and adhere to the permitted uses of the alumni data as proscribed by the UK Data Protection Act 1998 & 2000.

The London Alumni Office is restricted in its ability to provide personal data on alumni to local alumni groups. In the case of transfer to international agencies and groups, the law specifies that those agencies/groups must use the data in keeping with the UK law, not the local law. All alumni groups that use data the University has sent them must abide by the spirit of the UK Data Protection Act. It is suggested therefore, that only address, phone and e-mail details are retained locally in databases.

See Appendix for the University policy on sharing alumni database with alumni groups.

VI - Updating Alumni Data

The London Alumni Relations Office is the main repository of alumni data and as such, looks to local groups to assist with updating this information in compliance with the UK Data Protection Act.

The University, through the Alumni Relations Office, is the primary custodian of data on Richmond alumni. The goal of that office is to maintain the most current data as possible for the purposes of reporting University outcomes, publishing regular newsletters, assisting alumni to network professionally and personally with each other. Local alumni groups are able to help keep the central alumni database up to date by:

• Encouraging local alumni to send data changes and updates regularly to the Alumni Relations Office
• To ensure that all requests to add, delete or augment information are written and dated.
• To ensure that written permission to publish contact information is sought.

VII - Leadership Committee

In setting up and electing leaders for local chapters, it is important to keep in mind the following:

• The leadership should be representative and not be dominated by any one group—age, graduation class, gender, profession, locality, etc.
• No member of the leadership committee should benefit financially or personally from this position.
• The leadership will work together with the Alumni Relations Office in order to provide the best service to its members.
• The use of University logos and name is to be cleared before local publication
• Faculty and staff may visit the local area and may be available for a local event.
• Publicity before and information about the event afterwards should be sent to the London office for inclusion in relevant publications.
• University literature is available from the London office.

VIII - Goals of Local Chapter

While each group will reflect the interests relevant to the location and the membership, the following will assist in establishing over all goals for the chapter:

• To promote lasting ties between the alumni and Richmond.
• To provide local alumni with enjoyable social occasions, professional networking and intellectual stimulation.
• To create opportunities for volunteer activity to benefit both the individual and Richmond.
• To support Richmond’s objectives.
• To enhance and promote the awareness of Richmond in the local community.

IX - Local Events

The events planned should reflect the goals of the group, but some of the following suggestions may prove especially successful.

• Working with the University Admissions Office, host pre-departure meetings for new Richmond students and their families.
• Support recently returned alumni in terms of cultural re-entry and networking for work.
• Organise a talk when faculty or staff are visiting.
• Welcome newly arrived or relocated alumni to the region.
• Obtain discounts to local events and plan a social gathering before or after.
• Visit campus to meet the next set of graduates to discuss career matters.
• Sponsor local seminars and conferences on professional issues.
• Plan professional networking events to allow members to meet for job networking as well as business exchange and development.
• Plan social events suitable to local population: dinners, dances, wine tastings, receptions, trips, etc.

All events must be self financing and all costs covered by the participants’ payments including postage, room hire, publicity, photography, tips, etc. All costs must be covered locally. Any resulting profit could be used to finance future free events or be donated to the University, according to a formal and recorded decision by the committee members.

When planning an event specifically to raise funds for the University, it is imperative to work with the Alumni Relations Office and the President’s Office about the nature, purpose and timing of the event.

Bookings and pre payments are an essential part of planning an event.

With enough notification (2-3 months), the Alumni Relations can publicise events in the Newsletter to encourage other alumni living in other places to participate if business or personal needs take them to another location where an event is planned.

The Alumni Relations Office contact information is given on the cover page and introduction of these guidelines.

The Alumni Relations staff is available to support and advise alumni as appropriate in order to develop local groups and alumni networking worldwide. To assist local chapter leadership, an event planning guide is available through the Alumni Relations Office.

Appendix

University Policy on Sharing Alumni Date with Alumni Groups

The University, through the Alumni Relations Office, is the primary custodian of data on Richmond alumni. The goal of that office is to maintain the most current data as possible. Local alumni groups are able to help keep the central alumni database up to date by:

• Encouraging local alumni to send data changes and updates to the Alumni Relations Office
• To ensure that all requests to add, delete or augment information are written and dated. The London Alumni Relations Office is the main repository of alumni data and as such, looks to the local groups to assist with updating this information in compliance with the UK Act.

The London Alumni Office is currently restricted in its ability to provide personal data on alumni to local alumni groups. In the case of transfer to international agencies and groups, the law specifies that those agencies/groups must use the data in keeping with the UK law, not the local law. All alumni groups that use data the University has sent them must abide by the spirit of the UK Data Protection Act. It is suggested therefore, that only address, phone and e-mail details are retained locally in databases. As we have agreed, local alumni chapters agree not to use the data for any of the following purposes: charitable fundraising, distribution to third party agencies, marketing or sales. Each local group will be asked to sign an agreement adhering to these principles.

The publication of membership directories, whether by the university or local chapters, must have the explicit consent of each member in order to publish their information. Prior permission to allow details to be published by the Alumni Relations Office does not constitute consent for local publication. Local groups must obtain the consent directly and for the purpose of announced publications.

With the agreement of the London office of Alumni Relations, local alumni chapters represent the London office in their own countries. Such groups represent their membership only, not all Richmond alumni resident in the country.

Wherever possible the Alumni Relations Office will facilitate mailings to all alumni in a given country, especially for events involving the university’s staff or visits by such.

Link to this page: http://www.richmond.ac.uk/s/289.aspx