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JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
1 Revision Date: June 9, 2015
ALUMNI CHAPTER OR AFFINITY GROUP
CHARTER APPLICATION PACKAGE
Table of Contents
Mission Statement ......................................................................................................................................... 2
Vision ............................................................................................................................................................ 2
Core Values ................................................................................................................................................... 2
How to Start a Chapter .................................................................................................................................. 2
Detailed Checklist ......................................................................................................................................... 3
Petition To Establish A Recoginized Alumni Chapter Or Affinity Group ................................................... 6
New Alumni Chapter Or Affinity Group Charter Application ..................................................................... 7
Charter Member Contact Form ..................................................................................................................... 9
Definitions................................................................................................................................................... 10
Checklist ..................................................................................................................................................... 10
Charter Requirements ................................................................................................................................. 11
Sample Chapter Report Form ..................................................................................................................... 12
Sample Chapter Installation Program ......................................................................................................... 14
Sample News Release ................................................................................................................................. 15
Sample Chapter Bylaws .............................................................................................................................. 16
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
2 Revision Date: June 9, 2015
MISSION STATEMENT
The mission of The Jackson State University National Alumni Association, Inc. (JSUNAA) is to support
and advance the interest of the University.
VISION
Our vision is that all alumni are inspired and empowered to commit and connect to the University.
CORE VALUES
Advocacy: We are leaders in advancing the quality and stature of Jackson State University. We
encourage volunteer and philanthropic support of the University.
Education: We value students and are dedicated to their support and development. We believe in
lifelong learning.
Diversity: We value and engage diverse Jackson State University constituents.
Community: We create and foster open communication between all Jackson State University
stakeholders (alumni, students, faculty/staff, friends and supporters) to build and maintain strong
relationships.
Service: We are committed to improving our local communities through community service
involvement.
Interdependence: Led by self-governed volunteers, we are the voice of Jackson State University alumni.
Innovation: We are entrepreneurial; we are actively seeking to identify and create new opportunities.
Excellence: We commit to the highest quality in all our endeavors (honesty, integrity, and
accountability).
HOW TO START A CHAPTER OR AFFINITY GROUP
So you’re interested in starting an Alumni Chapter or Affinity Group? The purpose of an Alumni Chapter
or Affinity Group is to foster a spirit of loyalty and to promote the general welfare of JSUNAA and the
University. The Alumni Chapter or Affinity Group exists to support the parent organization’s goals, and
to strengthen the ties between alumni, the University, the community, and the parent organization.
There are several steps in starting an Alumni Chapter or Affinity Group for The Jackson State University
National Alumni Association, Inc.
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
3 Revision Date: June 9, 2015
DETAILED CHECKLIST
ACTION RESPONSIBLE
PARTY
1. CONTACT THE NATIONAL OFFICE Interested Group
Contact the Department of Alumni and Constituency Relations (DACR) at Jackson
State University, P.O. Box 17820, Jackson, MS 39217 (601.979.2281) to express your
interest in serving as a contact person for a particular area.
a) DACR will provide the Interest Group with a list of alumni in the specified
geographical area, a Charter Application Package and the name of the assigned
Regional Vice President (RVP).
b) The Contact Person for the Interest Group will work with DACR and the RVP to
coordinate the application process and an informational meeting. Documents are also available online at www.jsunaa.org and www.jsums.edu/alumni
2. DETERMINE FEASIBILITY Interested Group
It is important to determine the need for an Alumni Chapter or Affinity Group in your
area. Additionally, be sure to determine that there are a sufficient number of members
and potential members to support the formal structure of an Alumni Chapter or
Affinity Group (at least 10, preferably more).
a) Establish proposed boundaries of the new chapter. Keep in mind: Travel time to
meetings and proximity of other chapters.
b) Determine current membership in your area by asking the national office for a
printout of members within the proposed boundaries.
c) Determine potential membership by collecting the name and contact information
of individuals who might be interested in joining the Alumni Chapter and Affinity
Group.
3. ORGANIZE INFORMATIONAL MEETING Interested Group
Invite Alumni to an informal gathering to determine interest and possible leadership in
the proposed Alumni Chapter or Affinity Group. This is a great time to ask
individuals to pay membership dues if they have not already done so. The Department
of Alumni and Constituency Relations (DACR) will send materials including
membership applications for this event upon request.
4. UNDERSTAND REQUIREMENTS Interested Group
The Alumni Chapter or Affinity Group shall coordinate activities throughout the
year that focus on supporting the University’s continued success through student
recruitment, alumni retention and expansion, financial support, public relations
and community outreach.
The Alumni Chapter or Affinity Group shall plan at least 8 meetings per year in
addition to its various activities and events.
The Alumni Chapter or Affinity Group President (or designee) shall attend each
regular meeting held by the Board of Directors in accordance with Article VII,
Section 5 of the JSUNAA Constitution.
The Alumni Chapter or Affinity Group shall submit an annual report detailing its
activities for the year.
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
4 Revision Date: June 9, 2015
5. IDENTIFY POTENTIAL MEMBERSHIP
Select a minimum of ten (10) JSUNAA financially-active members to start the
Alumni Chapter or Affinity Group. Membership shall be renewed annually to
remain active in JSUNAA, Inc.
a) If persons identified are not already financially active members, each member is
required to pay $50 annual alumni dues to gain active status in the Alumni
Association at the national level.
b) Upon receipt of membership dues, the Association will issue the appropriate
membership cards. The Alumni Chapter or Affinity Group may establish its own
local dues requirements.
c) Until final approval of the Charter, the new members will be considered
“Members-At-Large”.
Interested Group
6. ELECT LEADERSHIP Interested Group
Elect the following officers based on the JSUNAA Constitution:
1. President
2. 1st Vice President
3. 2nd Vice President
4. Treasurer
5. Financial Secretary
6. Secretary
7. Assistant Secretary Appointed officers may include the Parliamentarian, Sergeant at Arms, Chaplain,
Reporter, Fundraising Chair, Student Recruitment Chair and other committee
chairpersons as deemed necessary.
7. COMPLETE CHARTER APPLICATION PACKAGE Interested Group
a) Petition To Establish A Recognized Alumni Chapter Or Affinity Group (p 6)
b) Charter Application (p 7-8)
c) Officer/Charter Members Contact Form (p 9)
d) Alumni Chapter or Affinity Group Bylaws
8. SUBMIT CHARTER APPLICATION PACKAGE AND FEES Interested Group
Complete Charter Application Package and return to DACR with a copy to the
appropriate Regional Vice President and the Chapter President of the nearest Alumni
Chapter.
a) Submit membership application and payment (or proof of payment) for all Charter
members.
b) Submit payment for $200 for the Alumni Chapter or Affinity Group which is
required to be submitted with the group’s application for Charter: $100 for
national assessment; and $100 for regional assessment.
c) Make checks or money orders for assessments and membership payable to the
Jackson State University National Alumni Association, Inc., and mail payment,
along with completed Charter Application Package, to the Department of Alumni
and Constituency Relations, Jackson State University, P.O. Box 17820, Jackson,
MS 39217. Note:
Affinity Group application packages shall be forwarded to the Mississippi Regional Vice
President. A copy to the Chapter President is not required.
Alumni Chapter Application Packages shall be forwarded to the appropriate Regional
Vice-Present by the DACR, based on Geographical Location.
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
5 Revision Date: June 9, 2015
9. REVIEW PROCESS FOR CHARTER APPLICATION PACKAGE JSUNAA
Acknowledge receipt of Charter Application Package via written communication to
the designated lead of the Interest Group.
Regional Vice
President
Review proposed bylaws and advise the Regional Vice President of necessary
corrections required for final approval.
Const. and Bylaws
Committee
Present Request to Charter New Alumni Chapter or Affinity Group to the
JSUNAA Board of Directors for review at either the next Fall Council Meeting or the
Mid-Winter Council Meeting (whichever comes first).
Regional Vice
President
Vote to approve or disapprove New Charter at Council Meeting. The RVP will advise
the interested group of any adverse conditions for the charter, if disapproved and
advise the DACR Staff of the action taken.
Board of Directors
Send Letter of Approval or Disapproval to the Interest Group contact person with
copy to the JSUNAA Board of Directors. The letter shall include a copy of the
complete Charter Application Package.
If approved, the new members will then be placed in the appropriate membership
category. If disapproved, the members will be considered “Members-At-Large”. If approved, the Contact Person for the Interest Group will work with DACR and the
RVP to determine a mutually agreeable installation date and time. (Installations have
been held in libraries, churches, community centers, schools, restaurants or hotels
where the atmosphere is conducive to the ceremony.)
Regional Vice
President
10. CONDUCT CHAPTER INSTALLATION CEREMONY ALL
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
6 Revision Date: June 9, 2015
PETITION TO ESTABLISH A RECOGINIZED ALUMNI CHAPTER OR
AFFINITY GROUP
Date:
To: Jackson State University National Alumni Association, Inc. and
Jackson State University Department of Alumni and Constituency Relations
Re: Petition to Establish a Recognized Alumni Chapter or Affinity Group (check one)
We, the undersigned members in good standing of the Jackson State University National Alumni
Association, Inc., do hereby petition as witnessed by the signatures attached, the JSUNAA Board of
Directors to constitute an Alumni Chapter or Affinity Group of this Association, which will include the
following defined area to further the interests of members consistent with the purpose and objectives of
the Society.
Proposed
Chapter or
Group Name
Purpose or
Area of
Interest
Alumni Chapter
To the best of my knowledge, this geographical area-of-interest is not currently addressed
by any existing JSUNAA Alumni Chapter (additional supporting data may be attached)
Affinity Group
To the best of my knowledge, this subject area-of-interest is not currently addressed by
any existing JSUNAA Alumni Chapter (additional supporting data may be attached)
President Signature Printed Name Elected Position
First Vice President Signature Printed Name Elected Position
Second Vice President Signature Printed Name Elected Position
Treasurer Signature Printed Name Elected Position
Financial Secretary Signature Printed Name Elected Position
Secretary Signature Printed Name Elected Position
Assistant Secretary Signature Printed Name Elected Position
Signature Printed Name Charter Member
Signature Printed Name Charter Member
Signature Printed Name Charter Member
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
7 Revision Date: June 9, 2015
NEW ALUMNI CHAPTER OR AFFINITY GROUP CHARTER
APPLICATION
Please complete all pertinent fields and submit application to the DACR in the Department of Alumni and
Constituency Relations and to the appropriate Regional Vice-President (RVP). The information provided
will be reviewed by the RVP and the DACR for completeness and approval.
If approved, the applicant will be notified by their RVP and the initiation of the Chapter Charter will
commence.
Applicant Information:
Name of Person Coordinating Chapter Development: ______________________ Class Year: (Or Years Attended)
Current JSUNAA Position (if applicable):
Address: _____________________________________________________________________________
City State Zip
Phone: (Home): (Cell):
New Chapter Information:
Proposed Name of Chapter:
Address (if applicable):
City State Zip
For Office Use Only By the Department of Alumni and Constituency Relations
Date Application Received: _________________________________
Action Required:
Confirm active membership status of charter members.
Mail signed application (with all signatures) to the applicant, JSUNAA President, and RVP.
Process chapter charter to be presented during the Installation/Chartering Ceremony.
Draft the program in working with the JSUNAA President, RVP, and Chapter Contact Person.
Install new chapter officers during Installation/Chartering Ceremony.
Proposed Chapter Installation Place, Date and Time:
Place:
Date:
Time:
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
8 Revision Date: June 9, 2015
Proposed Alumni Chapters should complete all questions below. Proposed Affinity Groups
shall complete questions 1-4 only.
1. State your reasons for applying for this Charter.
Use additional pages if necessary (250 word maximum)
2. How does JSUNAA benefit from this Charter?
Use additional pages if necessary (250 word maximum)
3. How many alumni have been identified to support this new Charter?
Use additional pages if necessary (250 word maximum)
4. Is there currently an Alumni chapter or Affinity Group representing this area?
If so, how close (miles) is the proposed chapter to the existing chapter? (Alumni Chapter only)
Use additional pages if necessary (250 word maximum)
5. What communication has there been between the existing chapter and the proposed chapter
and what was the outcome of that communication?
Use additional pages if necessary (250 word maximum)
6. What geographic areas would the new chapter service and will there be overlap with existing
chapter in the area?
Use additional pages if necessary (250 word maximum)
________________________________________________ ____________________________
Applicant’s Signature Date
If the request to charter is approved, the following signatures are required:
________________________________________________ ____________________________
President or Executive Director, JSUNAA, Inc. Date
________________________________________________ _____________________________
Regional Vice-President Date
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
9 Revision Date: June 9, 2015
CHARTER MEMBER CONTACT FORM
The following membership form shall be completed in its entirety for every charter member of the
Alumni Chapter or Affinity Group. This form shall accompany all mailed membership payments.
MEMBERSHIP APPLICATION
Member Information
*Name:
*Email Address: *Phone:
*Current address:
*City: *State: *ZIP Code: *Country:
*Hometown:
School information
*Major: *Year Graduated:
Major: Year Graduated:
Major: Year Graduated:
Employment Information
*Current employer:
Employer address:
City: State: ZIP Code:
Country:
Business Phone: Fax:
Membership information J Number (if known):
*Circle the Membership Type Requested:
Regular: $50 Associate: $50
Regular Life: $500 White Life: $1,000 Blue Life: $1,500 Blue and White Life: $2,000 True Blue and White Life: $5,000
*Local Chapter Affiliation:
Signature
I authorize the verification of the information provided on this form.
Signature of applicant: Date:
This form may be completed electronically at
http://www.jsunaa.org/get-connected/join-today/
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
10 Revision Date: June 9, 2015
DEFINITIONS
Alumni Chapters Chapters are created by Jackson State University alumni and friends in specific geographic areas to share
their pride and to meet other Jacksonians living in their area. Chapters are official recognized and
approved local governing entities that operate under the JSUNAA Constitution and Bylaws in the
respective geographical regions.
Sample Alumni Chapters
Chicago Area Chapter
Greater Washington, DC Area Chapter
Houston Area Chapter
Jackson-Hinds Chapter
Los Angeles Chapter
Metro Atlanta Chapter
Affinity Groups An affinity group is a group formed by Jackson State University alumni and friends around a shared
interest or common goal. Affinity Groups are official recognized and approved local governing entities
that operate under the JSUNAA Constitution and Bylaws in the respective area of interest.
Sample Affinity Groups
Sonic Boom Alumni Association
JSU Alumni Players Association
The Alumni Chapter or Affinity Group:
Creates a medium through which alumni can reconnect with each other around shared
experiences, interests or geographical location;
Increases opportunities for alumni to get involved and meet other JSU alumni;
Promotes leadership;
Fosters a sense of community within the alumni population; and
Provides financial contributions to the University.
CHECKLIST
ACTION RESPONSIBLE PARTY
1. Contact The National Office Interested Group
2. Determine Feasibility Interested Group/DACR
3. Organize Informational Meeting Interested Group
4. Understand Requirements Interested Group
5. Identify Potential Membership Interested Group/DACR
6. Elect Leadership Interested Group
7. Complete Charter Application Package Interested Group
8. Submit Charter Application Package And Fees Interested Group
9. Review Process For Charter Application Package JSUNAA
10. Conduct Chapter Installation Ceremony ALL
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
11 Revision Date: June 9, 2015
CHARTER REQUIREMENTS
The Alumni Chapter or Affinity Group will be required to operate under the authority of the JSU National
Alumni Association, Inc. Each Alumni Chapter or Affinity Group will be required to participate in and
support the activities of JSUNAA, Inc., in its relationship to Jackson State University. In order to
maintain a charter and remain in compliance, the Alumni Chapter or Affinity Group shall fulfill the
following obligations:
1. Submit a complete Annual Report by June 30 of each year, indicating all activities, events,
membership, and financial statement.
2. Submit list of current officers with each Annual Report.
3. Submit annual assessments to JSUNNA with each Annual Report.
4. Hold monthly meetings (at least 8 per year) at which business is transacted.
5. Elect biennially (in every odd year), a president, first vice president, second vice president, secretary,
assistant secretary, treasurer, financial secretary and appoint other officers and committee chairs, as
needed, including a parliamentarian, student recruiter, public relations representative, etc. All officers
and chairpersons shall be financial members of the National Alumni Association, Inc. and the local
chapter.
6. The Alumni Chapter or Affinity Group President or other designee shall attend the required annual
meetings of the JSU National Alumni Association, Inc.
7. The governing documents of local chapters shall not be in conflict with the Charter, the Constitution,
or the By-Laws of JSUNAA, Inc., and shall be submitted to the Regional Vice President for approval
by the Board of Directors.
8. Any chapter that fails to comply with this section shall be in conflict and will not be recognized as
duly chartered with the JSU National Alumni Association, Inc.
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
12 Revision Date: June 9, 2015
SAMPLE CHAPTER REPORT FORM
Reporting Period: July 1, 2014 - June 30, 2015 (This form can be submitted electronically at www.jsunaa.org/annual-chapter-report-form/)
As a stipulation of chapter compliance, the National Alumni Association, Inc. requires a fiscal year-end
report from all alumni chapters and affinity groups. The report is due in the Department of Alumni and
Constituency Relations by Wednesday, July 15, 2015.
Please complete the following: You may include additional information about fundraising, community/public
relations, and student recruitment on a separate document, if needed.
Name of Chapter:
Chapter President:
Chapter Mailing Address:
Phone: Fax:
E-mail:
Website:
SUMMARY OF ACTIVITIES
Membership
Total number of National alumni members (include national Life Members plus Regular
national members (who have paid this year); do not include members paying only local chapter
dues. Use the membership data provided by the national office.)
Total number of local chapter members not paying national alumni dues
Approximate number of identified alumni in local area
Communication 1. Method of communication with alumni (check all that apply)
a. _____ E-mail, web site
b. _____ Telephone
c. _____ Newsletter
d. _____ Letters via U. S. mail
e. _____ Monthly, bi-monthly, or quarterly meetings
f. _____ Media (radio, television, and newspaper)
2. Enhancements
a. _____ Calendar of events developed and disseminated
b. _____Strategic plan developed and disseminated
c. _____ Chapter directory published and disseminated
Major Activities Held During This Reporting Period (Add Additional Pages If Needed.)
1. Fundraising (any efforts that are used to raise funds for JSU)
a. Event A
b. Event B
2. Community Involvement/Public Relations (Involvement in community or public relation
activities; these activities can be in collaboration with other organizations)
a. Event A
b. Event B
3. Student Recruitment (activities used to recruit students to attend JSU)
a. Event A
b. Event B
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
13 Revision Date: June 9, 2015
Student Recruitment Activities
Number of student recruitment sessions (high schools, churches, etc.)
Number of students participating in recruitment sessions who actually came by your
recruitment efforts/table
Number of students brought to University for recruitment purposes
Number of student receptions held
Public Relations Media coverage of events (specify)
Special projects (specify)
Partnerships with community organizations, HBCU’s, businesses (specify)
Community outreach (specify)
Financial Contributions
$ 100 Chapter assessment
$ 100 Regional assessment
$
Scholarships/Book Awards to individual students not going through the JSU
Development Center or Fellows Foundation.
$ Financial contributions to programs
$ Funds sent to Fellows Foundation or JSU Development Office
$
Individual donations made by members of your Chapter to the University and/or
association
$ Total cash contributions
$ In kind contributions to the University:
$ In kind contributions to the Association:
$ Total all contributions
Please attach any copies of documentation of all contributions: (Letters to the Office of Development,
Department of Alumni and Constituency Relations or to the Fellows Foundation)
$ Balance brought forward
$ Balance brought forward
(This amount should include operational expenses only, as outlined in Article 9 of the By-Laws. Excess
amount shall be donated to the University or the Association. Please submit a copy of your year-end
financial report and bank statement(s).)
Report Submitted by:
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
14 Revision Date: June 9, 2015
SAMPLE CHAPTER INSTALLATION PROGRAM
Produced by the Department of Alumni and Constituency Relations (upon request) in Collaboration with
the Chapter Contact Person
Name of New Alumni Chapter Here
Chartering and Installation Ceremony
Time
Date
Location
City, State
Program
Welcome Regional Vice President, JSUNAA, Inc.
Invocation Chapter Member
Introductions Regional Board Member JSUNAA, Inc.
Installation of Officers/Presentation of Charter President, JSUNAA, Inc.
Chapter Challenge JSUNAA President or RVP
Accepting the Challenge New Alumni Chapter President
Jackson State University Campaign Overview Director of Alumni and Constituency
Relations
Closing Remarks /Benediction President, JSUNAA, Inc.
Alma Mater…………………Jackson Fair………..…………....Pawley-Hall
Jackson fair, Jackson Dear
Thee I love, my dear old College home
Thee I love wherever I may roam
Jackson fair, Jackson dear.
Jackson fair, Jackson dear
Thee I love thy colors rich and bright
Thee I love, the blue and the white
Jackson fair, Jackson dear.
Refrain
Hail, hail to thee, Yes, hail to thee;
Hail to the College of my heart,
Hail, hail to thee, Yes, hail to thee;
Hail to the College of my heart.
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
15 Revision Date: June 9, 2015
SAMPLE NEWS RELEASE
To Be Sent on JSUNAA Letterhead
July 1, 2015
FOR IMMEDIATE RELEASE
For more information, contact:
[Contact Person], [REGION] Regional Vice President
email@jsunaa.org
Alumni to Charter New Chapter of the
Jackson State University National Alumni Association, Inc.
(City, State) - The [LOCAL CHAPTER NAME] Chapter will be chartered as an official chapter of the
Jackson State University National Alumni Association, Inc. on DATE at TIME.
[NAME], [Title], will conduct the chartering ceremony at [LOCATION] located at [ADDRESS] in
[CITY, STATE].
Approval for the [LOCAL CHAPTER NAME] was granted by the JSU Coordinator of Alumni Chapters,
Mrs. LaToya Moore and the JSUNAA [REGION] Regional Vice President.
The mission of The Jackson State University National Alumni Association, Inc. is to participate as a
partner with the University and support the University's continued success through student recruitment,
alumni retention and expansion, financial support, public relations and community outreach.
Officers to be installed are:
President
1st Vice President
2nd Vice President
Treasurer
Financial Secretary
Secretary
Assistant Secretary
Appointed officers may include the Parliamentarian, Sergeant at Arms, Chaplain, Reporter, Fundraising Chair,
Student Recruitment Chair and other committee chairpersons as deemed necessary.
Following the chartering ceremony, a reception will be held at same location.
Local alumni and other supporters are invited to attend.
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
16 Revision Date: June 9, 2015
SAMPLE CHAPTER BYLAWS
PREAMBLE
We, the graduates and former students of Jackson State University, in order to perpetuate the memories of
university life, and to provide a medium by which the interests of the university may be promoted, do
ordain and establish this constitution.
ARTICLE I: NAME
The name of this organization shall be the
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
[LOCAL CHAPTER NAME]
ARTICLE II: PURPOSE
To provide an opportunity whereby the alumni of Jackson State University, Jackson, Mississippi, may
come together for the purpose of promoting and continuing their interest in supporting and furthering the
progress and best interest of said university, to perform and engage in such charitable activities and acts
as may be provided for in the constitution of this Chapter, to bind the alumni of the university, in the
[Metropolitan Area Name]area, into a united fellowship working together for the common purpose and
advancement of the university.
ARTICLE III: MEMBERSHIP
SECTION I: Classes of Membership
Classes of membership are Regular, Associate, and Life.
SECTION II: Regular Member
Anyone upon whom the university has conferred a degree or any former student, receiving 6 credit hours,
who desires to pledge allegiance and support to Jackson State University and who has paid his/her annual
national and local membership dues may become a regular member.
SECTION III: Associate Member
Associate members shall consist of former students receiving 5 credit hours or less and those persons who
have not matriculated at the university but, who desire to pledge their allegiance and support to Jackson
State University and who have paid his/her national and local annual Dues. An associate member cannot
hold an elected office unless no regular member is available to hold an office.
SECTION IV: Life Member
Life members shall be those members who have been active in the affairs of the [LOCAL CHAPTER
NAME] Chapter and the JSU National Alumni Association. Applications for life membership shall be
filed through the [LOCAL CHAPTER NAME] Chapter.
SECTION V: Membership Fees
Local membership dues of the [LOCAL CHAPTER NAME] Chapter will be assessed in accordance with
guidelines set by the Executive Committee, the Jackson State University National Alumni Association
[REGION] Region and approved by the [LOCAL CHAPTER NAME] Chapter members. National
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
17 Revision Date: June 9, 2015
membership dues of the [LOCAL CHAPTER NAME] Chapter will be assessed in accordance with
guidelines set by the Jackson State University National Alumni Association Executive Board and all
national alumni members.
ARTICLE IV: OFFICERS
SECTION I
The principal officers of this Chapter shall consist of President, First-Vice President, Second-Vice
President, Secretary, Assistant Secretary, and Treasurer. The appointed officers of this Chapter shall
consist of Chaplain and Parliamentarian.
SECTION II
Each officer shall be a regular or life member in good standing of The [LOCAL CHAPTER NAME]
Chapter and the National Alumni Association.
SECTION III:
The [LOCAL CHAPTER NAME] Chapter officers shall be elected every two (2) years. The election shall
be held in odd-numbered years.
SECTION IV:
The Immediate Past President of the Chapter shall serve as an ex-officio officer and voting member of the
Executive Committee. The Immediate Past President will serve in an advisory capacity on standing
committees of choice and will have voting privileges on all matters coming before the Executive
Committee.
ARTICLE V: EXECUTIVE COMMITTEE
SECTION I
The Executive Committee shall consist of all principal officers of the [LOCAL CHAPTER NAME]
Chapter, Immediate Past President, and appointed officers of the [LOCAL CHAPTER NAME] Chapter.
The principal and ex-officio officers of the Chapter shall be voting members of the Executive
Committee. The presiding officer shall remain impartial in the public voting process unless his or her
vote will affect the result.
SECTION II
The Executive Committee shall meet on a regular basis, monthly or quarterly. The President shall
designate the hour and place of said meetings. The President shall provide a schedule of all executive
meetings at the beginning of the fiscal year.
SECTION III
Called meetings of the Executive Committee may be announced by the President when required to
conduct the business of the [LOCAL CHAPTER NAME] Chapter, provided notice of time and place of
said meetings is given to each member at least [five] days in advance.
SECTION IV
Discussion for official action(s) of the Executive Committee shall require a majority vote by said
committee.
JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.
Alumni Chapter or Affinity Group Charter Application Package
18 Revision Date: June 9, 2015
SECTION V
In order for the Executive Committee to conduct business, a quorum of three (3) principal officers shall
be required.
SECTION VI
All principal officers shall attend at least 10 Executive Committee meetings or regular meetings per fiscal
year. If this requirement is not met, his/her position will automatically expire and become open for
replacement. If an Executive Committee member misses 5 consecutive meetings, the Executive
Committee shall send him/her a letter advising him/her that if he/she does not attend the next board or
regular meeting, he/she will no longer be able to serve in that position.
SECTION VII
Fiscal Responsibly: The Executive Committee is required to vote on all financial policies and obligations
of the Chapter. The proposed annual budget will be the governing document for all financial actions of the
Chapter. All officers and members of the Chapter in positions of fiscal responsibility shall strictly adhere
to the approved budget. Any proposed changes in the approved budget shall be presented by the Budget
Committee; then submitted to the Executive Board and the general body for final approval.
ARTICLE VI: CHAPTER MEETINGS
SECTION I: Regular Meetings
The [LOCAL CHAPTER NAME] Chapter shall meet monthly at a time and place determined by the
Executive Committee.
SECTION II: Call Meetings
Call meetings of the [LOCAL CHAPTER NAME] Chapter may be requested by The President, Executive
Committee, or a quorum of the financially Active members. All financially active members shall be
notified, by e-mail, telephone, or U.S. mail.
SECTION III: Quorum
Quorum consists of at least five (5) members in good financial standing with the Chapter
SECTION IV: Conference Calls
The chair of any committee, including Executive, Standing and Special Committees, may host a
meeting via conference call provided that all members participating in the call can hear each other at
the same time. Standard parliamentary rules apply for the meeting.
ARTICLE VII: ELECTIONS/TERM
SECTION I: Election of Principal Officers
The officers of the [LOCAL CHAPTER NAME] Chapter shall hold office for two years. The term of
office shall expire on the 30th day of June of the election year.
SECTION II: Mode of Election
In odd-numbered years, at the January meeting, the President shall solicit nominations from the floor for
offices or vacancies to be filled and shall ascertain the willingness of the nominees to serve. The
nominees shall be financially active members.
At the February meeting, the nominees shall be given the opportunity to address the members.
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At the March meeting, the membership will vote employing the Secret ballot process. In the event of a tie,
a successive ballot will be taken for the position in question until one of the nominees is elected. The
nominee receiving the highest number of votes is duly elected to the said position.
Newly elected officers shall be financially active for the next year by the April meeting. Officers shall be
installed at the June Meeting and shall take office on the first day of July following the election
SECTION III: Eligibility for Voting
Only members who are in good financial standing shall be eligible to cast a ballot. Voting members shall
be in good financial standing, at the national and local level, before the election process begins in January.
SECTION IV: Terms
The principal officers shall be elected in accordance with the provisions of the Constitution and shall
serve for a two-year term. The appointed officers shall serve for a two-year term consistent with the
president. Officers are limited to serving two, two-year terms.
ARTICLE VII: COMMITTEES
SECTION I
The President, with the consent of the Executive Committee, shall appoint such Standing Committees as
deemed appropriate, and such special committees as may be deemed necessary. They shall perform such
duties as may be authorized by the Executive Committee.
SECTION II
The committees of the Chapter shall be designated as Standing Committees and Special Committees. The
President shall appoint the Chair of each Standing Committee and Special Committee. The Vice
Presidents shall oversee the operations of each Standing Committee.
SECTION III
The Standing Committees shall be the following:
1. Alumni Affairs
2. Campus Activities
3. Community Service
4. Fundraising
5. Membership
6. Public Relations
7. Student Recruitment
SECTION IV
Special Committees are those committees deemed necessary to carry out special projects or programs for
the Chapter for a definite time period. Such committees may be established only by a majority vote of the
Executive Committee. The Special Committees shall include but are not limited to:
1. Nominations & Elections
2. Constitution & Bylaws 3. Budget
SECTION V
The First Vice President shall oversee the operations of the following committees:
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a) Alumni Affairs
i) The Alumni Affairs Committee is responsible for creating an open line of communication
between the local chapter and the national association. This committee shall disseminate
information from the national association in a timely manner and ensure that the local chapter
is aware of all pertinent national business.
b) Campus Activities
i) The Campus Activities Committee is responsible for creating an open line of communication
between the local chapter and the university. This committee shall disseminate information
from the university in a timely manner and ensure that the local chapter is aware of all
pertinent university events and announcements.
c) Community Service
i) The Community Outreach Committee is responsible for creating and coordinating outreach
efforts to enhance and to strengthen the ties between the Chapter and community. The
committee meets as necessary according to the outreach event schedule.
ii) Goals:
(1) To use University ideals to promote community growth and enrichment by exercising our
political and economic powers.
(2) To support JSU and its students in any community endeavor it undertakes.
d) Fundraising
i) To include marquee event and other major fundraisers. Upon completion of activity planning
by each committee, proposed budgets are created to cover to cost of the upcoming year’s
activities. Upon acceptance, the Fundraising Committee is responsible for planning and
implementation of activities to generate funds to meet the Chapter’s need and commitments.
All committees are required to submit proposed budget by the end of April of the current year
for the next year’s operations.
ii) Goals:
(1) To assist the Treasurer in the development of the annual operating budget for the
[LOCAL CHAPTER NAME] Chapter based on the proposed budgetary input from each
Standing Committee.
(2) To sponsor various fund raising projects and activities to implement both short term and
long range goals of CHAPTER and secure the necessary funds to finance the activities of
the chapter.
(3) To design and implement fundraising campaigns that promotes 100% active member
participation.
e) Public Relations
i) The Public Relations Committee is responsible for all public relations and internal
communications, including the monthly newsletter and website. Public relations
responsibilities will include assisting other committees in publicizing various events. The
committee meets as necessary according to publication deadlines.
ii) Goals:
(1) To distribute information of importance to CHAPTER members, members of JSU and
the community via phone calls, email, and the CHAPTER website.
(2) To provide a communications network for the membership by publishing an on-line
newsletter.
(3) To publicize on-going CHAPTER activities and special events.
(4) To provide graphic support services such as designing promotional flyers, posters,
stationery, pamphlets, and agendas for seminars, bulletins and various programs at the
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request of the committee chairperson.
(5) To launch promotional campaigns for Chapter events such as
(a) Press releases and media advisories
(b) Radio and news promotion.
SECTION VI
The Second Vice President shall oversee the operations of the following committees:
a) Membership
i) The Membership Committee is responsible for creating and coordinating programs to recruit
new members and to retain the existing membership base.
ii) Goals:
(1) To increase and retain the membership of the [LOCAL CHAPTER NAME] Chapter with
Alumni who are willing to work diligently toward the betterment of the association.
(2) To work with the secretary, assistant secretary and public relations chair to establish a
comfortable mode of communication among CHAPTER members.
(3) To recognize special days in the lives of CHAPTER members, i.e. weddings, illnesses
and bereavements with a gift value not to exceed $100.
b) Student Recruitment
i) Goals: (1) To increase student enrollment at JSU.
(2) To participate in local student recruitment events/fairs (3) To create and maintain a database of potential JSU students and current students
attending JSU. To include local students in Chapter activities to build a rapport with
Alumni.
(4) To foster educational opportunities for our youth and ensure the security of
Historically Black Colleges and Universities.
ARTICLE VIII: OFFICERS & DUTIES
SECTION I: List of Officers
The officers of the [LOCAL CHAPTER NAME] Chapter shall consist of the following principal officers:
1. President
2. First Vice President
3. Second Vice President
4. Secretary
5. Assistant Secretary
6. Treasurer
The appointed officers of the Chapter shall consist of:
1. Chaplain
2. Parliamentarian
SECTION II: President
The President shall preside at all meetings of the Executive Committee and regular Chapter meetings,
including call Meetings. The President shall represent the Chapter when called upon by service and civic
organizations. The President may request call meetings as provided in the constitution and appoint such
Committees as deemed necessary. Travel expenses for the Office of President, or the president’s
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designee, will be reimbursed for mandatory Alumni meetings up to the amount of [$1,000.00] per fiscal
year.
SECTION III: First Vice President
The First Vice President shall preside in the absence of the President. The First Vice President shall
coordinate fund-raising activities and serve as the business manager for Chapter.
SECTION IV: Second Vice President
The Second Vice President shall preside in the absence of the President and the First Vice President. The
second vice President shall coordinate membership drives and student recruitment.
SECTION V: Secretary
The Secretary shall keep any permanent forms, complete and accurate records of all meetings of the
Chapter, shall receive and present to the Chapter all correspondence, and shall perform other duties as
assigned.
SECTION VI: Assistant Secretary
The Assistant Secretary shall assume the duties of the secretary in the absence of said officer and perform
the prescribed duties in a manner that will enhance the effectiveness of this Chapter. The Assistant
s ecretary shall prepare all correspondence (press releases, mailings, and voice mail) and perform other
duties as assigned.
SECTION VII: Treasurer
The Treasurer shall receive, record, and deposit all incoming monies of the Chapter. The Treasurer
shall record and make expenditures in keeping with the pledges, commitments and/or obligations of the
Chapter. The Treasurer shall present a written report at each meeting; copies of the report shall be
available for the membership. The records of the Treasurer shall be organized whereby timely reports
may be given when requested by the Executive Committee, President, or quorum of members present
at any meetings. Also, the Treasurer should Chair the Budget Committee and present a proposed
budget to the E xecutive B oard at the May board meeting for approval.
SECTION VIII: Chaplain
The Chaplain shall give prayer at meetings and functions. The Chaplain shall represent the Chapter in
religious matters when deemed necessary.
SECTION IX: Parliamentarian
The Parliamentarian shall see that rules are observed in all deliberations of the Chapter. Robert’s Rules of
Order shall govern in all cases.
SECTION X: Vacancies
In the event a vacancy shall occur in the office of President of the [LOCAL CHAPTER NAME] Chapter
by death, resignation, or recall, the First Vice President shall act as President during the unexpired term.
The Second Vice-President should move to 1st Vice-President. If more than six months, a special election
(un-expired term) will be held to fill a vacancy for 2nd Vice President, Treasurer or assistant secretary. In
the event a vacancy shall occur in the office of Secretary, the Assistant Secretary will become Secretary. If
an office becomes vacant with less than six months of service for 2nd Vice-President, Treasurer, or
Assistant Secretary, the President will recommend, for approval by the Executive Board, an individual to
fill the unexpired term. Please note when an officer fills an unexpired term, the officer may still hold the
office for 2 additional terms if elected.
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ARTICLE IX: REPORTS
Operating as a local affiliate under the auspices of the Jackson State University National Alumni
Association, Inc. and supporting the activities of the association in its relationship to The University,
requires the [LOCAL CHAPTER NAME] Chapter to file an Annual report with the Office of the xecutive
Director.
ARTICLE X: AMENDMENTS
This constitution may be amended at any regular meeting of the Chapter by a quorum provided that the
proposed change was submitted at the last regular meeting or presented from an Established constitution
committee. The Chapter’s constitution shall not conflict with the Constitution of the Jackson State
University National Alumni Association.
End of Document