UT Arlington Alumni Association Chapter Leadership Handbook

2013

V O L U N T E E R L E A D E R S H I P

H A N D B O O K

TABLE OF CONTENTS

Role & Purpose ______________________________________________________________________________6

Mission and Vision _________________________________________________________________________6

Brief History of the Alumni Association ________________________________________________________6

Programs, Services and Benefits of Membership _________________________________________________6

Programs _________________________________________________________________________________________ 6

Services __________________________________________________________________________________________ 6

Benefits __________________________________________________________________________________________ 6

Chapters & Membership ______________________________________________________________________8

Purpose of Alumni Groups ___________________________________________________________________8

Types of Alumni Groups _____________________________________________________________________8

Chapters _________________________________________________________________________________________ 8

Professional Groups ________________________________________________________________________________ 8

Special Interest Groups _____________________________________________________________________________ 8

Chapter Tier System __________________________________________________________________________9

Chapter Leadership _________________________________________________________________________ 10

Membership ____________________________________________________________________________ 11

Suggested Executive Board ________________________________________________________________ 11

President ________________________________________________________________________________________ 11

Past President ____________________________________________________________________________________ 11

Vice President or President-Elect _____________________________________________________________________ 11

Secretary / Treasurer ______________________________________________________________________________ 12

Vice President for Membership / Marketing ____________________________________________________________ 12

Committees / Special Projects _______________________________________________________________________ 12

Future Leader Development _______________________________________________________________ 13

Funding / Dues __________________________________________________________________________ 13

PR / Communciations & Branding _____________________________________________________________ 13

Official Name of the Constituent Group/Chapter_______________________________________________ 14

Logos and Group Identity _________________________________________________________________ 14

rev 3.13 Online Documents: www.utaalumni.org/chapterleadership 1

Alumni Association Communication Channels _________________________________________________ 14

Constituent Group/Chapter Website ________________________________________________________ 14

Printed Collateral ________________________________________________________________________ 15

Marketing Materials _____________________________________________________________________ 15

Group/Chapter Finances ____________________________________________________________________ 15

Chapter Payment / Reimbursement Procedures _______________________________________________ 15

Disbursements / Payments _________________________________________________________________________ 15

Corporate Credit Card _____________________________________________________________________________ 15

Corporate Check __________________________________________________________________________________ 16

Reimbursement to Chapter Officers __________________________________________________________________ 16

Expense Request Policies ___________________________________________________________________________ 16

Completing the Expense Request Form ________________________________________________________________ 16

Financial Reporting ______________________________________________________________________ 17

Donations ______________________________________________________________________________ 17

Chapter Programming ______________________________________________________________________ 17

Planning _______________________________________________________________________________ 17

Annual Calendar of Events _________________________________________________________________ 17

Scheduling _____________________________________________________________________________ 18

Suggested Events ________________________________________________________________________ 18

Venue Suggestions _______________________________________________________________________ 18

Programming Budget _____________________________________________________________________ 19

Post-Event Follow-Up ____________________________________________________________________ 19

Chapter Awards and Recognition _____________________________________________________________ 19

Chapter of the Year ______________________________________________________________________ 20

President's Award _______________________________________________________________________ 20

Rookie Chapter Award ____________________________________________________________________ 20

Most Improved Chapter Award _____________________________________________________________ 20

Maverick Service Chapter Award ___________________________________________________________ 20

Special Program Award ___________________________________________________________________ 20


Chapter Reviews and Awarding Process ______________________________________________________ 20

Responsibilities of Constituent Groups/Chapters _________________________________________________ 21

Chapter “To Do” List / important dates ______________________________________________________ 21

Responsibilities of the Alumni Association ______________________________________________________ 21

Association Support ________________________________________________________________________ 22

UT Arlington Alumni Association Staff _________________________________________________________ 22


Dear UT Arlington Alumni Chapter Volunteer,

It’s a great time to be a Maverick! We at the Alumni Association want to thank you for your interest in working with us to establish a UT Arlington Alumni Chapter in your area. Your role as a volunteer with your alumni chapter is an important one.

Without your passion, dedication, vision and hard work, UT Arlington Alumni Chapter events would not happen. An alumni chapter, in effect, becomes “UT Arlington” in its community, so the interest you stimulate and the information you collect and share provides a vital and exciting link to the school so many Mavericks love — UT Arlington!

Coordinating UT Arlington Alumni Chapters across Texas and the country is one of the most important and visible functions of the Alumni Association, but it’s the work of volunteers like you on the local level that assure a successful event.

With that in mind, the staff of the UT Arlington Alumni Association wants to do as much as it can to support UT Arlington Alumni Clubs and their volunteers. Part of that support includes this handbook, which offers guidance and answers basic questions about the role of the Alumni Association and chapters. It is not an absolute guide, however. That would be too limiting in scope. Instead, we encourage volunteers to use their creative abilities to develop unique, successful club events. The only limitation is your imagination. And, as always, we are here to help.

Go Mavs!


UT ARLINGTON ALUMNI ASSOCIATION

The purpose of the UT Arlington Alumni Association is to actively engage alumni in the life of the University. The establishment of regional chapters throughout the country has enabled alumni to remain close to their alma mater despite the geographical separation. The Alumni Association is committed to this national perspective in its service to alumni, and believes this handbook will be helpful to alumni volunteers as they establish and maintain UT Arlington alumni chapters throughout the country, and eventually the world.

Currently there are more than 150,000 addressable alumni located worldwide.

Alabama 434 Kentucky 253 North Dakota 48

Alaska 95 Louisiana 650 Ohio 688

Arizona 1,011 Maine 71 Oklahoma 1,330

Arkansas 710 Maryland 748 Oregon 523

California 5,251 Massachusetts 546 Pennsylvania 662

Colorado 1,744 Michigan 558 Rhode Island 43

Connecticut 243 Minnesota 414 South Carolina 333

Delaware 70 Mississippi 211 South Dakota 50

District of Columbia 111 Missouri 679 Tennessee 753

Florida 1,983 Montana 104 Texas 125,095

Georgia 1,276 Nebraska 143 Utah 214

Hawaii 121 Nevada 275 Vermont 41

Idaho 130 New Hampshire 127 Virginia 1,474

Illinois 1,118 New Jersey 735 Washington 1,303

Indiana 363 New Mexico 640 West Virginia 58

Iowa 197 New York 950 Wisconsin 332

Kansas 446 North Carolina 914 Wyoming 57


ROLE & PURPOSE

MISSION AND VISION

The mission of the University of Texas at Arlington Alumni Association is to establish and promote lasting, supportive relationships among students, alumni, the University and the community. The vision is to be the most influential force in creating strong advocates and a lasting legacy for UT Arlington.

BRIEF HISTORY OF THE ALUMNI ASSOCIATION

The UT Arlington Alumni Association is a non-profit service organization dedicated to the appreciation and support of The University of Texas at Arlington.

A lifetime of service. In 1968, the 501(c)(3) organization was established by Paul Kautz, Jr., Frank Knight, Wayne Coble, Bobby Lane and James Cribbs. This organization was established to reconnect alumni not only from UT Arlington, but UT Arlington’s prior academic entities - North Texas Agricultural College and Arlington State College. Since then, more than 120,000 students have graduated from UT Arlington, and the UT Arlington Alumni Association remains their lifelong link to the campus.

PROGRAMS, SERVICES AND BENEFITS OF MEMBERSHIP

The UT Arlington Alumni Association is your “Connection for Life.” Membership keeps alumni connected to their alma mater and makes the University stronger.

PROGRAMS

Distinguished Alumni Gala Alumni Chapter Program Alumni Receptions Student Scholarships Commencement Speakers Student Alumni Association Oozeball Tournament Homecoming Events Student Alumni Association Graduation Flowers

SERVICES

Hertz Rental Car Discount Program Community Service

Liberty Mutual Insurance Products Long Term and Term Life Insurance

Career Development Service Short-Term Medical Insurance

UT Arlington License Plate Programs Discounted Dental Plans

University Center Discount Just Stick It! Address Decals

Kaplan Test Prep Discount Alumni Merchandise

BENEFITS

• UT Arlington Alumni Membership Card and Window Decal • UT Arlington Magazine (three times annually)


http://www.uta.edu/publications/utamagazine/

• The Alumni E-Newsletter – Out of the Blue • UT Arlington MavWire E-Newsletter • University Club Privileges • Library Privileges – Show your Alumni Membership Card to receive a Free Library Card, which

allows you to check out up to 5 books for 3 weeks • Parking Hangtag (for members not currently enrolled in classes) – Eligible for 1 year – Can be

renewed with renewed membership • Bookstore – Merchandise Discount (excluding on-line purchases) – Not eligible on Textbooks or

Computer Software • Maverick Activities Center – $375 per year, $190 for 6 months, $95 for 3 months • Discount on UT Arlington Planetarium Shows • Discounts on most Continuing Education Courses, Seminars and Conferences • Discount to UT Arlington Special Events—sign up at www.utatickets.com and receive special alumni

member prices for upcoming concerts, comedians, lectures and other special events at UT Arlington. • Studio Movie Grill – Discount on Movie Tickets • Alumni Networking Opportunities More information about becoming an Alumni Association member may be obtained by visiting the UT Arlington Alumni Association website at utaalumni.org or (817) 272-2594.


http://utaalumni.org/s/1379/index.aspx?sid=1379&gid=1&pgid=385

http://www.uta.edu/ucomm/internalcommunications/mavwire/subscribe.php

http://www.campusdish.com/en-US/CSSW/UnivTexasArlington/Locations/TheUniversityClub.htm

http://www.uta.edu/library/

http://www.uta.bkstr.com/

http://www.uta.edu/campusrec/index.php?option=com_content&task=view&id=19&Itemid=33

http://www.uta.edu/planetarium/shows/

http://www.uta.edu/ced/

http://www.utatickets.com/

CHAPTERS & MEMBERSHIP

A Constituent Group is a group of former students who share a common interest. The establishment of an Alumni Constituent Group or Alumni Chapter is an excellent way to strengthen links between alumni.

PURPOSE OF ALUMNI GROUPS

Constituent groups/chapters help actively engage alumni in the life of the University and enable alumni to remain close to their alma mater despite geographical separation. Alumni groups/chapters would not exist without volunteers! Volunteer leadership and passion is what keeps people coming back, and we are so excited you have decided to join the life line for your alma mater. Constituent groups/chapters assist in interpreting the needs of their fellow alumni and establishing support through relations with the Alumni Association and the University.

TYPES OF ALUMNI GROUPS

CHAPTERS

Alumni chapters are formal groups charted in geographical regions for alumni to connect with each other. Activities vary by area but often include happy hours or watch parties, scholarship fundraising and career networking. All alumni are encouraged to get involved with local alums in their area. New chapters can be formed at any time.

PROFESSIONAL GROUPS

Professional alumni groups provide a means for alumni to reconnect with friends and colleagues within their professional & academic careers. The activities and programming of the alumni societies vary but often include mentoring programs between current students and alumni and networking events for alumni and students.

SPECIAL INTEREST GROUPS

Special interest groups provide a means for alumni to reconnect with friends and colleagues with similar backgrounds and educational interests. The activities and programming of these alumni societies offer very similar programming to chapters including mentoring programs between current students and alumni and networking events for alumni and students.

OBJECTIVES OF ALUMNI CONSTITUENT GROUPS / CHAPTERS

All alumni organizations of the UT Arlington Alumni Association fall under the general jurisdiction of the UT Arlington Alumni Association and university policies. Through each individual group’s bylaws, each chapter is charged with meeting the following objectives. Once organized, the main goal of every alumni chapter is to become a viable organization, which enhances the image of the university and its alumni.


CHAPTER TIER SYSTEM

Alumni Chapter Level Qualifications

Maverick Spirit Trail Blazing Chapter

Leadership Structure

President Required Required Required

Vice President / President – Elect Required Required

Secretary / Treasurer Required Required

Vice President for Membership / Marketing Required Required

Young Alumni Chair Required Suggested

Special Events Chair Required Suggested

Minimum of 6 on leadership team Required No Minimum No Minimum

Programs & Events

Minimum Annual Expectation 4 2 – One event

must include the Alumni Picnic and one of the other 3

required Maverick Spirit

events

1

Community Service Project 1

Alumni Picnic 1

Young Alumni Event 1

Scholarship Fundraiser 1

Quarterly Planning Team Meetings 4 2 1

Alumni Membership

Alumni Association membership annual goal

5% increase from previous year or maintain 20% of chapter population

2.5% increase from previous year or maintain 20% of chapter population

1% increase from previous year

UT Arlington Alumni Association Support

Printing & Postage Two annual mailings One annual mailing One annual mailing

University Speaker Two annually One annually One annually

Chapter Banner / Display 2 1 n/a

Chapter business cards 250 / year 100 / year n/a

Event in a box (door prizes, nametags, décor) One per year free replenishment

One per year free replenishment

One per year

Staff member presence in chapter area Maximum of 6 times per year

Once a quarter One time per year


CHAPTER LEADERSHIP

We greatly appreciate the time that you offer to the Association and its mission. Membership in the Association is the key to communicating and providing services to our alumni. The Association is a non-profit organization that raises revenue through membership dues; therefore, in order to continue reaching out to our alumni, we expect each constituent group/chapter to help in the recruitment of new members to the Association.

It is not a requirement that you be a graduate of UT Arlington. We only ask that you have a strong passion and dedication towards UT Arlington and your constituent group/chapter. It takes a group of individuals to keep an alumni group going – one person cannot carry the load by themselves.

Leaders are asked to:

• Serve as an ambassador for UT Arlington and the Association in your area • Organize, plan, and execute activities • Recruit other area alumni to be active in the Association

Chapters should conduct themselves in a manner consistent with the goals and mission of UT Arlington. The purpose of the Chapter shall be to cultivate enthusiasm and foster a mutually beneficial relationship among alumni and their alma mater. The Chapter serves to increase alumni participation and increase awareness in the region of the progress and needs of the University.

It is suggested that each Chapter Executive Board shall:

Serve a maximum of two-year terms in accordance with Chapter Bylaws. (See appendix)

The board shall have a team of executive officers based on chapter tier, in order of priority, beginning with the three core positions (which are the first three positions listed below):

1. President or Co-presidents 2. Vice President (President-Elect) 3. Secretary / Treasurer 4. Membership / Marketing 5. Coordinators of Special Programs

• Special Events • Young Alumni

• Hold elections for the Chapter president every other year by June 1st • Hold at least quarterly executive board meetings • Propose a preliminary annual calendar of events to the Alumni Association by June 1st of the preceding year for

advanced planning and distribution of funding • Submit preliminary Event Proposal Forms with the proposed calendar • Budget events on a "break-even" basis and seek sponsors as needed to reduce costs • Submit a Post-Event Report within one week, including a final attendance list, receipts (if applicable), and

photos to the Alumni Association • Submit an Annual Report, by the second Monday in January, for evaluation and application to Chapter of the

Year Award - announced at Alumni Picnic (April) • Participate and support Alumni Association scholarship programs • Communicate on a regular basis with the Alumni Association regarding Chapter budgeting and programming • Participate on quarterly conference call workshops/ meetings of for all Chapter leaders (Chapter Leadership

Council).


MEMBERSHIP

Membership to a Chapter shall consist of all individuals with an interest in the welfare of UT Arlington, including but not limited to alumni, parents, friends and students who reside and receive mail in the region. Local Chapter membership fees are set by each chapter and members must be dues-paying members of the Alumni Association to be a part of a local Chapter.

SUGGESTED EXECUTIVE BOARD

Each Chapter shall be led by a president and vice president. The most important role of the Chapter Officers is to cultivate enthusiasm and build participation in the region.

The Chapter Officers shall serve a two-year term and actively recruit potential leadership to ensure seamless transition of their position and continuity in Chapter functions and responsibilities. A succession and transitional plan should be laid out by each Chapter Officer Board. Chapter executive officers and corresponding responsibilities include, in order of priorities, beginning with the three core positions:

PRESIDENT

• Must be a dues paying member of the Alumni Association and Chapter • Help identify and cultivate alumni leaders and contacts in your area • Serves as primary contact with the Alumni Association • Serves as an ex-officio member of all chapter committees • Collaborates with officers and the Alumni Association to establish board meeting agendas and presides

over all chapter meetings • Works with officers to establish the chapter's objectives for the year and works toward long-term goals • Oversees activities and delegates responsibilities to officers and committees • Assists the Vice Presidents with committee member selections • Attends annual Chapter Leadership Conference or appoints another officer to represent the chapter • Instructs successor on the duties of the president

PAST PRESIDENT

• Must be a dues paying member of the Alumni Association and Chapter • Serves in an advisory role to the President • Serves as an ex-officio member of the Membership Development Committee • Participates as a life member of the Chapter Presidents' Council • Assists in training the incoming President

VICE PRESIDENT OR PRESIDENT-ELECT

• Must be a dues paying member of the Alumni Association and Chapter • Performs the duties of the President in his/her absence • Assists the President in meeting the chapter's objectives for the year and setting long-term goals • Responsible for getting list of events / programs on the Alumni Association calendar of events


• Work with other officers and committee to learn group/chapter operations • Responsible for compiling financial information and event evaluations for the annual report • Succeeds the president

SECRETARY / TREASURER

• Must be a dues paying member of the Alumni Association and Chapter • Maintains communication with Alumni Association accountant • Establish a budget for the group’s/chapter’s yearly activity to be approved by the group/chapter • Attend executive committee meetings • Take the minutes of all meetings and activities • Send out notices of meetings and group/chapter activities with the cooperation of the Alumni Association

VICE PRESIDENT FOR MEMBERSHIP / MARKETING

• Must be a dues paying member of the Alumni Association and Chapter • Facilitate growth and active membership through programs and communication • Attend executive committee meetings • Provide all details of events and programs to the Alumni liaison for promotion • Submit photographs and details of event follow-up to the Alumni liaison for additional promotion in

Alumni publications, Facebook and group/chapter website. • Responsible for maintaining the chapter alumni database (including information related to interests) and

reporting updates to the Alumni Association in a timely manner • Ensures officers and committee members strategically outreach to recruit new alumni by personal phone

calls and/or accompanying to chapter events • Submits requests for chapter-related articles to the Alumni Association for the Out of the Blue monthly e-

newsletter

COMMITTEES / SPECIAL PROJECTS

Special Events – plans and implements group / chapter programming outside of meetings Young Alumni – welcomes recent graduates to the area; organizes events geared to their interests, ensures their representation on the board and in committees.

Chapter executive committees and corresponding responsibilities include:

Special Events Committee • Develops annual calendar of events, proposes budget, and supervises all event charges with guidance

and support from officers and committees • Submits content for each event to the Alumni Association in a timely manner • Assigns officers and committee members as points of contact for each chapter event • The Events Committee is responsible for the overall success of event • Assists the executive leadership to staff events and greet guests at registration; and coordinates all

chapter functions with the help from executive officers • Submits photos, attendance list and post-event report to the Membership / Marketing officer for

submission to the Association


• All tasks that fall under the optional programs will be absorbed by this committee until there is sufficient membership or interest to support the program

Young Alumni Committee • Assists the executive leadership to design young alumni geared activities for each chapter event that

highlights the importance of continuous involvement with the chapter and the Alumni Association • Assist the Special Events Committee to recruit new alumni in the region by developing processes for

increasing overall attendance at events; increasing awareness and establishing a presence of the chapter and University in the region.

FUTURE LEADER DEVELOPMENT

The key to successful leader development is to groom future leaders gradually. An active constituent group/chapter can go dormant very easily if there is not a good base of future leaders. Many groups/chapters have one person or a small handful of alumni who do all of the work. Those people can burn out easily or move.

It is important to have some continuity to the leadership in the group/chapter. Every group/chapter should have, in addition to a president, a president-elect and if possible, utilize an immediate past president. This teaches the president-elect about the job and how the group/chapter works. It also provides an invaluable resource in having the immediate past president available to answer questions and give insight on group/chapter activities. In addition, this system helps the acting/current president in that some of the responsibilities can be delegated to the vice president/president-elect.

One of the best ways to develop future leaders is by getting alumni involved gradually as a member or a chair of a committee. The person can then move up in the hierarchy or structure of group/chapter officers. With the committee system, a person can be involved without being immediately thrust into a major leadership role.

FUNDING / DUES

Dues will be a minimum of $10, added on to the Alumni Association dues of $45. The dues can only be collected and processed by the Alumni Association, either in person, through the mail, or through the website. All dues payments to groups/chapters must be made payable to the UT Arlington Alumni Association in order for them to be processed. The individual making the payment may specify in the memo portion of the check the name of the group/chapter he or she is joining. The group/chapter dues will then be allocated to the group’s/chapter’s account when received. Dues make up the chapter’s operating budget.

PR / COMMUNCIATIONS & BRANDING

Since the Alumni Association’s founding, alumni volunteers have played an integral role in shaping the direction of the University by serving as advocates of their alma mater and supporting current students and enhancing their academic experience.

Each constituent group/chapter has its own character, but all connect alumni to UT Arlington. Individual groups cultivate relationships with local students, and provide fellowship and fun for their members.

The Alumni Association will assist group/chapter officers in promoting their events through member mailings, mass emails and use of the Alumni Association’s communication channels.


OFFICIAL NAME OF THE CONSTITUENT GROUP/CHAPTER

Individual constituent groups/chapters choose the name for their organization. All names have final approval from the Alumni Association. The use of “association” is not permitted in a group/chapter name.

LOGOS AND GROUP IDENTITY

The Association will design and provide a logo for each constituent group/chapter under guidelines set by The University of Texas at Arlington.

ALUMNI ASSOCIATION COMMUNICATION CHANNELS

We will coordinate publicizing your event in Alumni Association communication channels including:

• UT Arlington Magazine (distributed four times per year)

• “Out of the Blue” e-mail newsletter (distributed monthly)

• “Chapter Connections” e-mail newsletter (distributed monthly)

• utaalumni.org (Alumni Association website)

• Alumni Association Facebook and Twitter pages

CONSTITUENT GROUP/CHAPTER WEBSITE

Constituent groups/chapters are encouraged to utilize their individual web pages on the Alumni Association website. Each organization will have a unique URL such as: utaalumni.org/architecture.

Each chapter is strongly encouraged to maintain an accurate and up-to-date web presence. Each chapter receives a free website hosted through the UT Arlington Alumni Association. All chapter websites can be accessed from the “Alumni Chapter” page of the UT Arlington Alumni Association website. Chapter websites will contain a welcome message from the group/chapter and can include other content such as an individual group/chapter calendar, a listing of group/chapter officers and their contact information, group/chapter photo albums and links of interest for group/chapter members. Your webpage will be maintained by a communications staff member at the Association – any addition or change will need to be submitted to your staff liaison.

Content must be created by the chapter, but content will be posted and updated through the UT Arlington Alumni Association office. To streamline the chapter website process for everyone, here are a few guidelines and best practices for using and updating your chapter website.

• To create a chapter website, begin by completing the Chapter Website Information Form, which can be found online at www.utaalumni.org/chapterleadership

• All content for the chapter website pages must be created by the chapter president or other designated officer(s), as this allows for creativity and individuality for each chapter. Please note the UT Arlington Alumni Association office does not create the content.

• When submitting information for creation or updates, including text, pictures, and documents (i.e. - chapter newsletters, invitations, etc.) please send in an electronic format. Word documents will be saved as a PDF, uploaded to the server and linked appropriately.


• Also, when submitting information, the documents and text must be in a “post-ready” format meaning text should be checked for spelling and grammatical errors before submitting to have the chapter website updated.

• Designating one person/officer to submit updates will also allow for less confusion among the chapter officers as to who will submit information and consistency in communicating with the UT Arlington Alumni Association office.

• Having an up-to-date website is the responsibility of the chapter. Once events are passed, they can/need to be removed from the Chapter Events page, but the designated chapter representative must communicate with the UT Arlington Alumni Association office representative so updates can be made in timely manner.

Please submit all chapter website updates to Jennifer Wilson at [email protected]. Jennifer can also be reached by phone at (817) 272-2594 for any questions.

PRINTED COLLATERAL

Any printed materials such as invitations, programs or other collateral must be submitted to the Alumni Association for review and approval before printing to ensure it is in compliance with The University of Texas at Arlington Branding and Identity Guidelines.

MARKETING MATERIALS

We will be happy to design and send mailings for your group/chapter. However, if you choose to design the piece yourself, you must send an electronic version of the mailer for the Association to send out – it cannot be a PDF. It must be a workable version to allow for any proofing or updates that need to be made. We need specific information about your events (date, time, location, cost, etc.) three to six months in advance of the event. This allows time for proofing, printing, labeling and mailing your piece by bulk mail so it arrives in mailboxes about four weeks in advance of the event. Groups/chapters are allowed one “free” mailing per fiscal year. All marketing materials must be submitted for approval prior to distribution to ensure adherence to UT Arlington Branding & Identity Guidelines.

GROUP/CHAPTER FINANCES

CHAPTER PAYMENT / REIMBURSEMENT PROCEDURES

Although the Alumni Association grants chapters’ flexibility and authority over use of chapter funds, the Association’s auditors have specific requirements for the tracking of these expenditures and the approval process by which they are granted.

DISBURSEMENTS / PAYMENTS

Chapters requesting disbursement of funds via any of the following methods MUST have funds available in their account. Requests that will “overdraft” a chapter account will not be approved. Transactions over the amount of $500 will require signature by two (2) authorized chapter signers for approval.

CORPORATE CREDIT CARD


The Alumni Association maintains a corporate credit card for use by chapters to pay for expenses related to chapter activities. Contact the Alumni Association to arrange for payment of goods and services via the credit card to avoid charging chapter expenses on your personal credit card.

CORPORATE CHECK

The Alumni Association can process a check directly to a vendor for payment of goods and services related to chapter activities. Usually allow 7-14 business days for the vendor to receive your check (via USPS) once the proper paperwork is received by the Office of Alumni Relations. The check will be mailed directly to the vendor or held for pick up by a chapter officer (5 business days) if preferred to hand deliver directly. To request a check, get an official invoice from the vendor listing the amount and mailing address for payment and complete the Expense Request Form.

REIMBURSEMENT TO CHAPTER OFFICERS

If planning did not allow for expenses to be covered by one of the above two methods, the Alumni Association can reimburse a chapter officer who pays for the expense out of pocket. Please note that some expenses CANNOT be reimbursed to a chapter officer. (Please check with the Alumni Association before purchasing items.) Some payments must be paid directly to the individual vendor due to IRS policies. See Expense Request policies listed below.

EXPENSE REQUEST POLICIES

• The Alumni Association must be notified, in advance, of all events and associated activities and these events shall be listed on the Alumni Association master calendar. The Alumni Association reserves the right to deny reimbursement on any chapter expenditure related to an event or activity not appearing on the Association master calendar.

• Payment of all Hospitality related expenditures (food and beverages) must be accompanied by a list of attendees.

• Payments/Checks cut directly to individuals for payment of special services (i.e. entertainers, guest speakers, floral arranging, graphic artists, etc.) must be accompanied by a signed W-9 form. These types of payments cannot be reimbursed to chapter officers. Direct checks must be cut to the individual/vendor.

• If you are hosting an auction, raffle, collecting donations at an event, selling items, charging an additional fee above and beyond the price of the event for fundraising, etc., please contact the Alumni Association for special processing PRIOR to the event.

• All requests need to be made in a timely manner, not to exceed 45 days after the date of the event.

COMPLETING THE EXPENSE REQUEST FORM

1. Please type or print legibly. (Expense Request Form – found online at www.utaalumni.org/chapterleadership) 2. Attach the following to each request form:

a. Original receipts (reimbursement) or invoices (check request) b. Event flyer/ invitation /description of event c. List of attendees / or RSVP list d. W-9 form (if applicable)

3. Submit to: UT Arlington Alumni Association


Attn: Jennifer Wilson Box 19457 Arlington, Texas 76019

(You may fax to 817.272.2597, but original receipts and invoices must follow by mail) Questions? Contact Jennifer Wilson 817.272.2594 or [email protected]

FINANCIAL REPORTING

By the 15th day of the month, or as requested, the accountant for the UT Arlington Alumni Association will provide the financial reports for each group/chapter for the preceding month to the Secretary/Treasurer. These reports include the group/chapter balance sheet and profit/loss statement (P&L).

Each year, a budget should be prepared outlining the chapter’s planned activities for the year. This includes the costs and dues anticipated to be collected. The Association can assist you with this task.

DONATIONS

Groups/chapters are tax-exempt by virtue of their relationship with the Alumni Association, which is a 501(c)(3) tax-exempt organization. This means that any merchandise purchased by the group/chapter for group/chapter purposes is exempt from sales tax. If needed, a group/chapter may request the tax-exemption certificate from the accountant or group/chapter staff liaison.

Group/chapter donations are tax deductible. If an individual receives a personal benefit for his or her group/chapter contribution, such as a meal or item of value, its market value must be subtracted from the total contribution to determine how much of the contribution is tax-deductible. Any questions about this can be directed to the accountant of the Alumni Association.

CHAPTER PROGRAMMING

PLANNING

The Alumni Association is here to help make your group/chapter successful. Please inform the Alumni Association of your projected yearly activities by June 1st. The staff will use this list throughout the year for planning purposes. The Alumni Association must know of planned activities generally three to six months in advance to effectively promote your group/chapter events.

ANNUAL CALENDAR OF EVENTS

The first step in event planning is putting together a calendar of events for the upcoming year. In developing your annual group/chapter calendar, the following points should be considered:

• Planning: To be successful, programs should be planned well in advance and should be related directly to the group’s/chapter’s objectives and the interests of area alumni.

• Scheduling: Space events as evenly as possible throughout the course of the year. This will not only provide adequate time for preparation, but will also ensure better attendance and participation. Planned activities as regular intervals throughout the year will serve to maintain growing alumni participation and interest.


• Balance: Try to plan group/chapter programs that appeal to the diversity of your group.

• Know Your People Power: How many people/hours are necessary to execute the event? Is this a reasonable expectation for your group/chapter volunteers?

• Program Calendar: A program calendar issued annually or semi-annually can serve as an effective means of informing local alumni of future events and activities. All event information needs to be submitted to the Alumni Association staff liaison. Please include the nature of the event, date, time, place, cost, contact person, and reservation information.

SCHEDULING

• Day and Date: Select a date, which is free of most conflicts, with Alumni Association events, the university calendar and the community calendar. Weekends have been successful event days in some areas, while week nights may be more popular in some metropolitan areas. Pick your date well in advance. Be sensitive to all religions and special days of celebration.

• Time: The time of your event is very important. Evening events or business luncheons with guest speakers in central city areas are popular.

• Venue: The place is usually related to the size of the group and the type of event. The place might also “make” the event — it may be an attraction in itself, such as an exclusive restaurant or historic building. It should be centrally located and easy to reach. Make sure there is plenty of space for the size of your group and consider whether or not you need a private space.

SUGGESTED EVENTS

There are a variety of events that can be hosted that will appeal to a diverse group of alumni such as:

• Alumni Association and university events o Alumni Happy Hours o Alumni Association annual picnic o UT Arlington sporting events o Maverick Speaker Series

• Networking luncheons • Theater event • Wine tasting • Museum visit • Professional sports games • Hospital service event • Greet the troops at the airport • Food bank volunteering • Family day at the zoo • Chili cook-off • Holiday party • Local city festivals

VENUE SUGGESTIONS


• University Facilities– This is a great opportunity to bring alumni back to campus. There are a variety of venues on campus to suit your event needs. (All rooms on campus must be booked by the Alumni Association liaison on behalf of the group/chapter in order to receive discount.)

• Alumni Association Patio

• University Center

• Planetarium

• College Park Center

• University Club – lower level of Davis Hall

• Maverick Activities Center

• Campus Art Galleries

• Restaurant /Bar and Grill • A Private Club — arranged through a member. • Alumni Homes — Alumni can open their homes to host an event. • Community Halls — many cities have rooms for meetings in civic chapter houses. • A Special Site — many cities have former mansions or historic buildings that are open for public

receptions; museums, civic centers, and botanical gardens are other good locations.

PROGRAMMING BUDGET

When planning chapter events, please consider the potential for cost-recovery; for example, event costs should be estimated as accurately as possible, with admission based on the estimated per person cost. A small additional amount may be added to the actual cost of the event to cover unexpected expenses. Ensure in advance that you have a firm commitment with the hosting restaurant or establishment. Make sure your chapter plans for the expenses of non-paying guests, such as a speaker or distinguished guests of honor.

POST-EVENT FOLLOW-UP

Following an event, take the time to evaluate and determine the effectiveness of the program and what can either be improved upon or done for the next one. Don’t forget to thank all volunteers, sponsors and speakers through hand-written thank-you notes. Additionally, submit any profit or new memberships to the Alumni Association.

More event planning resources are available from the UT Arlington Alumni Association or online at www.utaalumni.org/chapterleadership

CHAPTER AWARDS AND RECOGNITION

Through your leadership within the UT Arlington community, you will be recognized as a key volunteer and ambassador for the University in your local community.


http://www.utaalumni.org/chapterleadership

CHAPTER OF THE YEAR

Awarded to the premier Chapter of the year as voted on by peers.

PRESIDENT'S AWARD

Runner-up to Chapter of the Year.

ROOKIE CHAPTER AWARD

Outstanding Chapter in its first year of development.

MOST IMPROVED CHAPTER AWARD

Evaluated based on two-year comparison of growth and improvement.

MAVERICK SERVICE CHAPTER AWARD

In support and coordination with The Big Event, the Chapter that supports, promotes, and celebrates service.

SPECIAL PROGRAM AWARD

Awarded to the Chapter that executes the most successful event of the year.

CHAPTER REVIEWS AND AWARDING PROCESS

The Alumni Association will annually review the overall success and participation of chapters in alignment with the mission of the University.

Chapters are responsible for submitting an Annual Report by the second Monday in January as a means of self-evaluation, and application for the Chapter of the Year award and other award categories. Chapters may select which of the above award categories they want to be eligible for when submitting final applications.

After all Annual Reports are submitted, the Alumni Association will review the information and provide the Chapter Presidents with copies of each submitted application for review. Each Chapter President, with the advice of the executive board, will evaluate all submitted applications and vote for the top three chapters, not including their own chapter. Votes must be cast by the 2nd week of February. The Alumni Association will tally the votes, and then select the top chapter for the Chapter of the Year Award. The Alumni Association staff will select the recipients for the remaining award categories.

The Chapter of the Year, and all other awards, will be announced during the annual Alumni & Friends Picnic.

Aside from the Chapter of the Year Award, the other awards categories may not be awarded each year if leadership does not feel there is a stand out chapter in each category.


RESPONSIBILITIES OF CONSTITUENT GROUPS/CHAPTERS

Both the constituent group/chapter and the Alumni Association will have certain responsibilities, but it should be recognized that a spirit of cooperation will be the key to success. Based on this cooperative relationship, the group and its leadership will have the following responsibilities:

• Conducting board meetings quarterly. Each group is required to conduct a minimum of one board meeting quarterly. This can be over the phone or in person.

• Sponsoring events. Each constituent group/chapter is required to host a minimum of one event each year for its general membership.

• Owning the constituent group/chapter. Each officer must take full responsibility for the duties required of his or her position within the Constituent group/chapter. Refer to this handbook for a listing of board member job descriptions.

• Planning and arranging annual events calendar. Each constituent group/chapter is responsible for setting their event calendar based on UT Arlington’s fiscal year (Sept. 1 – Aug. 31).

• Budgeting constituent group/chapter expenses. Each year a budget should be prepared outlining the group’s/chapter’s planned activities for the year. This includes the costs and funds anticipated to be collected. Please submit this to the Association staff liaison by June 1st each year.

CHAPTER “TO DO” LIST / IMPORTANT DATES

Annual Chapter Event Plan (September – August) Submit by June 1st

Chapter Leadership Roster with Preferred Contact info Submit by June 1st

Chapter Signature Card Submit by June 1st

Website Information Form update Submit by June 1st

Event & Communication Requests At least 60 days prior to event

Event Reports, Photos & Financial Requests Within 30 days after event

Chapter Annual Report (prior September – August) Submit by September 30th

RESPONSIBILITIES OF THE ALUMNI ASSOCIATION

UT Arlington Alumni Association is a non-profit service organization. The Alumni Association strives to be the most influential force in creating strong advocates and a lasting legacy for UT Arlington. The Association is governed by a volunteer board of directors that serve as the governing body and supported by a staff of six University employees. Alumni events, constituent groups/chapters and networking programs for current students represent some of the more targeted initiatives of the Alumni Association.

The Alumni Association will assist your Alumni Group, whenever possible, with any challenges it may have. In addition, the Alumni Association has several major functions and responsibilities designed to make the efforts of your constituent group/chapter more successful and rewarding.

Responsibilities of the Alumni Association include but are not limited to:


• Offering advice, direction, and resources for your constituent group/chapter. • Providing supplies and UT Arlington materials during the year, such as: nametags, event sign in

sheets and occasional items for door prizes, and other supplies. • Providing leadership education, training, and information through this training, handbook and

other forms of interaction and communication. • Designing, printing, and mailing an annual appeal can be handled by the Alumni Association, in

partnership with your constituent group’s/chapter’s board of directors. All materials must be received by the Alumni Association at least three to six months in advance of an event depending on the type of communication.

• Assisting with making arrangements for special faculty or staff speakers will be handled by the Alumni Association. If you would like to have one of your favorite professors or administrators from the University speak to your group, the Alumni Association will attempt to arrange the visit.

ASSOCIATION SUPPORT

It is the goal of the Association to help every constituent group/chapter be as successful as possible. To do this, the Association provides the following:

• A professional staff member to provide program support and advice • Individual webpages for each constituent group/chapter • Marketing on Alumni Association website, “Out of the Blue” monthly E-Newsletter and University

calendar • Chapter specific newsletters • Chapter leadership tools & resources • Programming materials – Maverick spirit items, Association program flyers, membership

applications, etc. • Emails to area alumni and friends • Access to faculty, staff, administrators and alumni for possible speakers at events • One free mailing to alumni in the constituent group/chapter area from the Association each year • Event-in-a-Box – UT Arlington Alumni table tents, Chapter Event Banner Stand, stickers, Association

program flyers, membership applications, etc. • Direct deposit of dues from each member payment received. (Amount based on chapter membership

price)

UT ARLINGTON ALUMNI ASSOCIATION STAFF

Lora Malone, Executive Director [email protected] Stephanie Thompson ‘97, Associate Director [email protected] Zack Kulesz, Assistant Director for Membership & Marketing [email protected] Jennifer Wilson, Assistant Director for Constituent Groups [email protected] Carmen Fisher ’09, Accountant [email protected] Rita Schlabach, Administrative Assistant [email protected]

Alumni Office 817.272.2594 Toll Free Number 800.687.8855 Fax 817.272.2597 Website www.utaalumni.org Email [email protected]


UT Arlington Alumni Association Chapter Leadership Handbook

Documents

Transcript of UT Arlington Alumni Association Chapter Leadership Handbook