Alumni Officer Manual
Congratulations on being named as an officer of your alumni chapter. While there are some responsibilities that come with your position, I trust that you will find this to be a very enjoyable and rewarding experience.
This manual is designed to guide you as an officer of the chapter. With each officer having specific responsibilities and sharing the work load, you will find that your chapter operates much more efficiently. In this manual, we will review each officer’s responsibilities and some suggestions that you may want to incorporate into your office. You should also be aware that the Student and Alumni Engagement department (SAE) is available to you, as well as the president of the Alumni Association, should you need any assistance.
As an officer, you should make yourself familiar with the CSU ALUMNI ASSOCIATION and CHAPTER ARTICLES. This will be your governing guide and you were provided a copy with this manual, in addition they are available for viewing on the alumni website.
Email address: CSU has developed a specific email address for the three officers of the alumni club, which include their position and the name of the alumni club chapter. This provides consistency as officer positions change on a regular basis. It is recommended that you use this email address for alumni chapter business only and not personal emails. Upon completion of your term of office, this email address will be provided to your successor.
** Do not forget to add your new officer position to your LinkedIn profile as it illustrates your willingness to volunteer and also your skills as an officer on a board.
As President of the alumni chapter, you are the lead person in charge of making sure the alumni chapter operates properly and fulfills its goals for the year. Your goals may vary depending on several factors, such as the number of alumni club members, geographical size of your area, and projects that are already in the pipeline or have just been completed. However, there are some basic items that should be on your agenda for the year.
Executive Council Meeting: The Executive Council is made up of the officers of the alumni chapter. Prior to calling any general meeting of the alumni chapter, it is always a good idea for the officers to get together and get to know one another. This can be accomplished via phone or email but it is highly recommended that you do it in person, if possible. This initial meeting will be instrumental in charting the course of the alumni chapter for the ensuing year.
Goal Setting: As mentioned previously, your goals may vary but here are some that you may want to consider for your term in office.
Strive to ensure that being part of this alumni chapter is fun and rewarding for all members and officers. While this may sound elementary, it should always be a priority and a constant reminder that people will join and participate as long as it is enjoyable.
Recruit more members for the alumni chapter. Membership is the lifeblood of the chapter and the more members involved will equate to a more positive experience for everyone.
Hold a networking event. This is going to be the primary event that your fellow alumni will want to participate in as they get to know each other and share information on careers.
Identify mentors in your chapter that will volunteer to help undergraduates and provide the listing to the SAE department.
Provide feedback to SAE: Our goal in the SAE office is to provide you with the best alumni experience possible. We want to provide you with the tools and resources you need to be successful. The more information you can provide to us the better we can assist you.
The vice president has an extremely important function in the alumni chapter as they are responsible for the reporting of all committees. The committee structure is the most viable method of sharing the workload and being able to focus on specific tasks. The vice president will have direct communication with each committee chairperson and report to the executive council on the committees’ progress. You will most likely have two separate types of committees: “standing” committees, which function all year and “ad hoc” committees, which can be formed for a limited amount of time or until the project is completed.
Examples of your standing committees would be recruitment, annual networking event, and communications. Your ad hoc committees can be formed at any time as on an as needed basis.
The secretary will keep the minutes from meetings, which are held by the executive council and the chapter, and make them available to the chapter membership. The secretary will also be responsible for submitting an article to the CSU alumni publication, regarding the chapters’ activities and events. A membership roster will be maintained by the secretary of all alumni members in good standing and will be provided to the SAE department upon request. Some chapters may elect to have the secretary head the communications committee, which would be responsible for the chapter’s Facebook page, but that option is at the chapters’ discretion.