CHAPTER HANDBOOK ALUMNI ASSOCIATION

Columbia Southern University
25326 Canal Road
P.O. Box 3110
Orange Beach, AL 36561
(251) 981-3771 Fax (251) 981-3815

CHAPTER HANDBOOK

(Strategies and Guidelines for a Successful Chapter)

Alumni Chapter General Objectives

(Priority Items to be accomplished)

Leadership and organization structure
- Elect and designate officers and committee chairpersons.
- Implement term limits, can be set for President, President –Elect, variable
for other offices.
- Create, submit and follow an annual plan
- Create a succession plan to permit a smooth transition from officer to
officer, year to year.
Opportunities for fellowship and social/learning programs
- Provide programs of a social, informative and educational nature serving a
wide variety of members interests.
-Provide business-networking opportunities among alumni.
-Attempt to maximize area alumni participation
Active Involvement and participation by alumni
- Identify alumni to serve as chapter leaders and volunteers.
- Attract alumni through creative programming to attend chapter activities
and actively assist with worthwhile projects.
Actively assist with student recruitment
- Support ongoing University recruitment activities.
- Encourage applications from well- qualified students.
- Generate ideas on marketing University programs.
Regular communications and public relations
- Communicate regularly with alumni staff and university (e.g. email
address updates).
- Communicate regularly with area alumni.
- Increase public awareness of the University
Encouragement of alumni contributions to support Alumni Association and the university
- Encourage contributions designated for operating support for Alumni
Programs and Services.
- Encourage support for scholarships for area students.
- Plan one or two major events each year to attract support for chapter
activities and scholarships.
Instill a joy for serving and helping others to achieve chapter
objectives; create a “happy” positive environment
- Maintain a positive and “we can do it” attitude; anything is possible.

LEADERSHIP

(A Key Element for Success)

How to Maintain a Strong and Active Chapter!

Select capable, committed and dedicated leaders.
Insure leaders have ample time to initiate, plan and promote a variety of chapter activities that will appeal to varied alumni interests.
Choose people who can work well with others, who are friendly and sociable.
Select leaders who are enthusiastic, creative and have administrative skills.
Actively recruit and bring new leaders into the chapter, generate excitement and interest with new people.
Nominate qualified and committed people during elections.
Nominating committees should choose people who verify their willingness to serve if elected by the chapter.
Make sure officers, committee members and all chapter members clearly understand their responsibilities, follow-up on meetings and conversations to verify actions or information.
Maintain a file of past activities of officers and committee chairs for new chapter leaders to model after.
Continually bring new members into the chapter and actively involve them from the start.
Contact the Alumni Association or University liaison when you need assistance.

What are Qualities of Dynamic Chapter Leadership?

Always challenge the status quo.
Thrive on change and positive improvement.
Are creative, take calculated risks, search for new ideas, recognize and support others ideas.
Develop and inspire a shared vision by involving others in creating a vision- leaders know their associates, speak their language and can effectively articulate a common vision.
Seek to empower others to take positive action. Leaders support others to take initiative, responsibility and accountability for their actions.
Believe in people, enlist trust and practice teamwork in accomplishing chapter objectives.
Are problem preventors first: as well as problem solvers.
Provide individuals with opportunities to speak up and voice their thoughts and ideas, positive or negative, they accept criticism graciously.
Accept personal mistakes and others shortcomings or errors.
Show they genuinely care for people.
Recognizes and celebrates the accomplishments and contributions of individual or group members.
Develops visible signs of encouragement to reinforce chapter coworkers.
Always leads by positive example, earns respect by using consistent words and actions.
Be prepared for the unexpected; expect the unexpected to happen.
Practice honesty, are competent, forward- thinking and inspiring.

Strategies for Attracting New Graduates to Chapter Activities

Recent graduates are an important investment in the future leadership of your chapter. This should be a priority for each chapter. Contact the Alumni University liaison for a list of recent graduates in your area. Here are some suggestions to assist the chapter in recruiting recent graduates for active membership:

Contact each new graduate and extend a personal invitation to participate in the chapter. If possible, this contact should be made by an active chapter member in person; however this can be done by email, letter and/or phone call.
Encourage new members to get involved in student recruitment.
Establish a separate committee comprised of recent graduates to plan activities of interest to the group.
A “welcome wagon” (the chapter contributes small inexpensive gifts to the new graduates) to welcome new graduates into the chapter. Hold a special gathering of recent graduates in your area. Plan an exciting and “good” activity that will set the tone for involvement by recent graduates.
Create positions on committees for new graduates, example: assistants to Chairpersons.

Finding Volunteers

Volunteers usually have to be recruited or searched out. Here are some simple tips on finding volunteers:

Determine why you need volunteers?
What activities will they perform and for how long?
How many people do you need?
Should they have special skills, qualifications or physical qualifications?
Create a plan for a short orientation, training and recognition for their efforts.
What are the benefits to the volunteer for their involvement?
If needed create a short job description clearly stating the useful job to be accomplished.
Use a person-to person appeal for talking with perspective volunteers; show them, if possible, what they will be involved in doing as a volunteer.

Executive Committee Meetings

Notice
Be sure to notify officers of the meeting time and place at least two weeks in advance. Reminder email, post cards or phone calls from the secretary will help insure good attendance.

Meeting Place
Select a convenient meeting location. Make sure it’s comfortable and conducive to good communication.

Time
A regular meeting time will enhance attendance (for example, meet first Tuesday of each month) Start the meeting on time and don’t penalize those who are punctual. Try to limit meeting to one hour.

Agenda
(What will be covered in the meeting)
Have a printed agenda available to distribute to all attendees at the beginning of the meeting.
Order of Business (recommended)
a. Roll call (Members in attendance)
b. Approval of minutes of previous meeting
c. Officer reports
d. Committee reports
e. Unfinished business
f. New Business
g. Comments or general discussion
h. Adjournment

Records
A complete and accurate record of all meetings should be taken by the Secretary, if absent by another person, typed and sent to all Executive Committee members and the Alumni Association.

Meeting Content
Meetings should serve a purpose, so be sure to review recently held events (how can things be improved?) and prepare for future activities. If there is little to discuss, brainstorm about involving more alumni, future events or expanding the chapter’s scope of activities.

Insuring a Smooth Transition from President to President Elect
The President should carry out the annual plan devised during the previous year. The President-Elect should spend the year developing the chapter annual plan and recruiting committee chairpersons for the upcoming year.

Programming and Fellowship Activities

Purpose
Chapter programs should promote fellowship and goodwill among alumni and friends of the University, provide information and education about the university and demonstrate and encourage University pride.

Helpful Hints
Here are some helpful ideas on chapter programming/ social activities:

Chapter events and activities should be financially self- supporting.
A minimum of two events per year is advisable, but chapters can hold programs as often as their member’s desire, monthly if necessary.
Annual plans submitted to the Alumni Association should include all events planned for the year. Chapter Annual Plans should be submitted by July I prior to the annual Alumni Association meeting held in conjunction with graduation.
Strong leadership is the key to every successful program or event.
Enthusiasm, quality planning and effective communication is required.
Distribute the responsibilities among several people, take care not too overload a few individuals.
Hold events in a variety of locations where food services and other facilities are available.
Include varied programs that appeal to as many alumni members as possible. Ask members for their ideas on programs they desire.

Event or Program Planning

Practical ideas on planning programs:

Proper planning insures successful programs. Committee planning with delegated responsibilities is best for larger events.
Decide on purpose of program. Will there be a speaker? Is the program for social purposes, recruitment or to raise money for scholarships?
Establish a specific date, time and purpose.
Determine menu and costs of program; set a break- even point. Make the event as affordable as possible for the members.
Provide Phone/Email Committee Chair with information on the program. Give them a deadline for making calls.
Choose greeters who will welcome guests and alumni as they arrive.
Make name cards when appropriate for tables or to wear on clothing so people can communicate more freely.
Arrive 30-45 minutes early to set up, decorate and check room lay out. Is everything in place? Does audio/ PowerPoint work?
Begin and end on time. Keep the program moving along on schedule.
Introduce officers, guests, newcomers and thank chapter volunteers
Evaluate the program. What went well? What could be improved?
Write thank-you notes to guests and helpful volunteers.

Other things to Consider:
Door prizes- given at end of program
Raffles- for local scholarships
Corporate sponsors- keep costs lower
Entertainment- local bands or disc jockeys
Printed programs
Decorations

List of Chapter Programming Ideas- use your creativity and imagination
(This list is to be used only as a guide)
Service to University- student recruitment
Receptions
Dinners
Luncheons
Breakfasts
Picnics
Boat Cruises
Happy Hours
Open House
Beach party
Day at the Races
Day at the Zoo
Hayrides
Dances
Theme Parties- Holiday (Chinese New Year, Christmas, TET, Hari Raya, July 4th),
Super Bowl, pool/beach parties
Food parties- Crab feast, clam bake, chili feast, Asian, Mexican, Italian, Greek,
German, Indian, African, Middle East feasts
Sports activities- Traditional sports or why not modify activities so everyone can
participate?
Bus trips- historical or cultural places
Cultural – Theatre, museums, historical sites
Professional development- financial or real estate seminar, travel program,
placement or job fair
Promotions- booths at festivals or community events- support
recruitment/scholarships
Community projects- Adopt- a Highway, book drives, blood donations, walk- a
thons

Sample agenda for Program/ Event

Welcome (introduce yourself, acknowledge newcomers)
Invocation (when appropriate)
Dinner
Introduction of special guests- remarks where appropriate
Chapter business
Introduction of speaker or program (by chapter president or other chapter
member)
Awarding of door prizes (if applicable)
Announcement of upcoming activities
Thank you- to speaker, volunteers and people attending
Adjournment

Creating and Writing A Workable Annual Plan

It’s very simple. Alumni chapters around the world that sponsor successful events
and programs BEGIN with GOOD, SOLID LONG RANGE PLANNING!

The Executive Committee with the President’s leadership should devote sufficient
time during May and June to develop a complete yearly calendar of chapter
meetings, gatherings, programs and service projects.

Highlights of Annual Chapter Plans

Allow for a variety of activities that appeal to a broad range of alumni.
Plans specify dates, times, type of activity, estimated costs, special needs or arrangements, speakers, resources needed, university support sought, and are based on chapter goals and objectives
In line with Alumni Association and University values and objectives.
Should be realistic- fewer well- organized activities are better than numerous things put on the calendar to fill it.
Consider budgetary requirements carefully for all chapter activities, they must be self supporting
Emphasize programs that have been traditionally successful.
Take time to “brainstorm” and consider creative events and projects.
Scholarship promotions can be tied to one single event but should be an ongoing year- long project.
Socializing and fellowship is important- everyone enjoys a “fun” time. Service is more important and requires sufficient attention.

*Submit chapter Annual Plans to Alumni Association President with a copy to
University Alumni Liaison by July 1.

Chapter Evaluation and Recognition- Awards Program

The purpose of the annual evaluation is to assist the Alumni Association and the University to develop stronger local chapters. Chapters should keep in mind they are not competing with each other; the purpose of each chapter is to serve the local alumni, the Alumni Association and the University. Activities and programs sponsored by chapters must always reflect service and good will intent.

There are two levels of recognition a chapter may receive from the Alumni Association, the Chapter Achievement Award and the Outstanding Chapter Award. The Chapter Achievement Award recognizes those chapters who have met a minimum set of activities, programs and service. The Outstanding Chapter
Award recognizes those chapters who have met or exceeded a more extensive set of requirements.

Other significant annual awards presented for extraordinary chapter achievement include: Outstanding Event/ Activity Award, Outstanding Fund-raising Event/Activity Award, Outstanding New Member Plan Award, Outstanding Community Service Award and the Outstanding Alumni Recruitment Program Award.

Criteria for Chapter Awards

Criteria for Chapter Achievement Awards

Scholarships- making progress towards a scholarship program.
Leadership and Organization- submitting officer, chairperson rosters, submitting Annual Plan on time, developing future leadership.
Programming- providing opportunities for fellowship, planning a variety of interesting events/ activities, sponsoring community service events.
Communications- submitting program, meeting, financial and annual reports on time.
New Student Recruitment- actively participating in student recruitment activities, making congratulatory calls to students who have been

Criteria for Outstanding Chapter Awards

A. Scholarships- awarding scholarships to area students, sponsoring fund- raising events for scholarships, hosting scholarship banquets/ activities, making scholarship presentations.

B. Participation and Involvement- increasing attendance at events and activities.

C. Programming- actively sharing university information, sponsoring university speaker events, conducting unique well -attended events.

D. Communications- providing address updates, organizing email and phone networks, publicizing local events, establishing chapter web pages, maintaining regular contact with Alumni Association.

E. New Student Recruitment- recruits at least 25 new students who are admitted to the university.

Tax Issues

Tax Status
The Alumni Chapter is a non- profit organization and is not subject to Federal Income Taxes. The Chapter is not exempt from sales tax. Payments made by alumni to attend chapter programs are not tax deductible for alumni.

Tax ID Number
The chapter must obtain a Federal ID number before opening an account for the chapter treasury. The chapter may obtain a Tax ID number by filing IRS form SS- 4, Application for Employer Identification Number. Form SS-4 and the associated instructions are included in the Forms section of this Handbook.
When completing Form SS-4, section 8a: Type of entity, check the box beside“Other nonprofit organization” and (specify) Alumni Association Chapter.

Income Reporting
A chapter must file Form 990 or 990-EZ with the IRS only if gross revenue for the chapter exceeds or is expected to exceed $25,000 in three years out of any given five –year period.

Tax Liability
Generally, no tax need be paid unless the chapter is engaged in activities that produce “unrelated business income.” However, the chapter may be required to report its income under the circumstances outlined above. If you have any questions regarding tax issues for your chapter, contact the University Alumni
liaison.

Questions about Chapter Activities

If you have any questions about chapter activities or would like to start your own chapter, please contact Dr. Joe Wilkins, Vice President of University Advancement, at joe.wilkins@columbiasouthern.edu.