How To Start Your Own Alumni Chapter

Establishing a Chapter

  • Before a chapter is established, the person interested in starting the chapter in that area will need to plan and hold an interest meeting. This event will help determine if there is adequate support for creating the chapter.
  • The assistant director of Alumni Engagement and Sustained Giving (who is in charge of chapters) will meet in person with those interested starting a chapter to review what will be expected of them to start and maintain a chartered chapter.
  • The assistant director of Alumni Engagement and Sustained Giving will provide help with the interest meeting event, as well as provide the promotional items to help increase interest in the future chapter.
  • The alumni interested in establishing a chapter need to locate other volunteers who would like to lead the chapter and secure the required number of signatures, depending on what tier the chapter will be (see above).
  • Once all alumni volunteers are in place, those interested in becoming chair or vice chair will need to send their resumes to the Office of Alumni Engagement and Sustained Giving. Then a leadership meeting will be held to elect the chair and vice chair.
  • Once the leaders are elected, then the kickoff chapter event will need to be held. An event proposal should be submitted to the assistant director of Alumni Engagement and Sustained Giving for approval. Once approved, planning needs to begin, and the assistant director of Alumni Engagement and Sustained Giving will help the chair and vice chair with that task. 
 

Alumni Chapter Types

Our alumni chapters are categorized in two tiers: large and small. These tiers depend on the population of the location in which the alumni want to start a chapter.

  Large Tier

For areas with a population of 5,000 alumni or more, it is necessary to secure 25-50 signatures on a petition. This petition will determine the status of the future chapter. All petitions must be submitted to the assistant director of Alumni Engagement and Sustained Giving.

Population
Depending on the area being targeted, the Office of Alumni Engagement and Sustained Giving will determine the appropriate mile radius for the alumni who can join the chapter.

Example: The Tampa Bay chapter has a 50-mile radius from the Tampa Education Center.

Annual Budget
Each large tier chapter has a budget of $10,000. This budget is used for hosting events each year, as well as covering costs for any promotional items and mailings, postage, invitations, etc. To keep the chapter up and running, there should be a minimum of 25 active members. 

  Small Tier

For areas with a population of 5,000 alumni or less, it is necessary to secure 10-12 signatures on a petition. This petition will determine the status of the future chapter. All petitions must be submitted to the assistant director of Alumni Engagement and Sustained Giving.

Population
Depending on the area being targeted, the Office of Alumni Engagement and Sustained Giving will determine the appropriate mile radius for the alumni who can join the chapter.

Example: The Tampa Bay chapter has a 50-mile radius from the Tampa Education Center.

Annual Budget
Each small tier chapter has a budget of $5,000. This budget is used for hosting events each year, as well as covering costs for any promotional items and mailings, postage, invitations, etc. To keep the chapter up and running, there should be a minimum of 10 active members. 

 

Alumni Chapter Leadership Roles

Each Alumni Chapter will be governed by a leadership committee. The committee is led by a chair and vice chair who will be elected in a majority vote by the leadership committee. Please note, the Office of Alumni Engagement and Sustained Giving has the authority to rescind officer status, if officers are not holding up to the expectations provided below.

 Chair

The chair will provide leadership and direction to the alumni chapter and will ensure that the chapter is meeting its responsibilities.
Term of office: One year, renewable (July 1 – June 30)

Responsibilities

  • Provide overall leadership and direction
  • Plan and preside at alumni chapter meetings and conference calls
  • Maintain regular contact with other members of the chapter leadership committee and serve as the contact person for questions and suggestions
  • Maintain regular contact with and provide periodic updates to the assistant director of Alumni Engagement and Sustained Giving
  • Prepare and submit a yearly plan and year-end report to the Office of Alumni Engagement and Sustained Giving
  • Serve as a liaison between the chapter and the Office of Alumni Engagement and Sustained Giving
  • Encourage participation from the leadership committee in all alumni events and service projects

 Vice Chair

The vice chair will assist the chair in his/her responsibilities and will support all chapter efforts.
Term of office: One year, renewable (July 1 – June 30)

Responsibilities

  • Assist chair and perform duties of the chair in his/her absence
  • Support event and activity planning efforts
  • Assist the chair in communicating with the office of Alumni Engagement and Sustained Giving
  • Help the chair with a yearly plan and year-end report
  • Encourage participation from the leadership committee in all alumni events and service projects

 Leadership Committee

Members of the leadership committee will assist the Chair and Vice Chair in supporting all chapter efforts.
Term of office: One year, renewable (July 1 – June 30)

Responsibilities

  • Promote and assist with events and service projects
  • Participate in scheduled committee meetings or conference calls. These meetings will happen four to six times per year (or more), which will include two programming/strategy meetings and will also serve the purpose of setting an agenda and plan the calendar of chapter activities.
  • Help organize events and prepare a yearly chapter plan
  • Attend all events, service projects, and committee meetings (required)

 Philanthropy Representative

Term of office: One year, renewable (July 1 – June 30)

Responsibilities

  • Retain the master list of Philanthropy volunteer opportunities
  • Create the calendar of volunteer opportunities for the alumni chapter fiscal year
  • Coordinate chapter volunteer events

 Communications and Social Media Representative

Term of office: One year, renewable (July 1 – June 30)

Responsibilities

  • Assist in communicating alumni news
  • Keep Facebook group and Instagram account current and fluid
  • Work with members on new ways to reach alumni
  • Coordinate and develop an ongoing marketing plan that engages a diverse group of alumni within the region
  • Post event photos to Facebook and Instagram accounts

 Membership Representative

Term of office: One year, renewable (July 1 – June 30)

Responsibilities

  • Chapter recruitment advocate
  • Increase membership in both the virtual and alumni chapter
  • Work with members on new ways to reach alumni
  • Work with Communications and Social Media Representative on promoting alumni chapter events
  • Manage membership requests via Facebook
 

Alumni Chapter Member Expectations

Saint Leo University’s Alumni Chapters were established to support and drive the Alumni Association’s mission to keep alumni connected for life. The Office of Alumni Engagement and Sustained Giving will rely on chapter leadership to be an example for fellow alumni and help achieve the following goals of the chapter’s program:

 Member Expectations

All chapter members are expected to:

  • Connect alumni with one another, encourage business networking opportunities, and resources to advance their interests
  • Support Saint Leo University’s mission through volunteerism and philanthropy
  • Represent Saint Leo University in your local communities
  • Demonstrate a commitment to the Alumni Association’s mission and work in partnership with the Office of Alumni Engagement and Sustained Giving to achieve the above goals.
  • Attend chapter events and service projects
  • Assist with promotion of the chapter on a local level
  • Allow the Office of Alumni Engagement and Sustained Giving to publish its name on appropriate chapter materials
  • Identify and recruit alumni to grow chapter membership
  • Provide updates and feedback to the assistant director of Alumni Engagement and Sustained Giving
  • Maintain professional and ethical conduct during all meetings and events of the chapter
  • Serve Saint Leo University as a whole through collaborations with cross-university partnerships