Regional Chapters
Getting Involved
Established Chapters
Alumni volunteers who express interest in getting involved with, or establishing, reorganizing, or evaluating a chapter/club should contact the Alumni Office. The office can provide a variety of services and guidance, including current membership rosters with names and addresses of alumni in a specific region.
Once volunteers have consulted the alumni office, they are encouraged to call a meeting of constituents to organize their group. Appoint a steering committee or some other form of governance for your group.
Overview
Purpose
Pacific’s chapters program helps raise the profile of the University in our local and national areas through development of academic programs and community service. They nurture alumni through career networking, social and cultural event, and friendships. They support students and the University through scholarship fund raising, career networking, and admissions work.
Definition
We call regionally represented clubs “regional chapters”. These organizations are defined by geographic boundaries and are composed of former students and friends of the University who live within the designated geographic area. Each chapter is led by a volunteer board (and in some cases by an individual contact) that works with the Alumni Office to plan, implement, and evaluate chapter programs and activities.
Red Letter Chapters
These chapters are governed by bylaws and have a leadership board to help administer the program. These programs must have a minimum of seven volunteers. The boards will have access to alumni lists, receive funding for mailings and events, and will have regular and consistent contact with the alumni office. It is recommended that these boards meet quarterly and organize at least three events per year, submit regular meeting minutes, and submit a one-page event report on each activity that is completed. Clear leadership roles and working committees will be established to serve local constituents as well as to provide support for the University. Board presidents (or chairs) will become de facto members of the Alumni Association’s executive council – and will be encouraged to attend the annual retreat and meetings of the council. They will also receive minutes from council meetings. Finally, board members will be invited to the bi-annual Alumni Leadership Conference.
Chartered Chapters
These chapters are led by a planning committee with at least three alumni volunteers. These volunteers have access to alumni lists, receive funding for mailings and events, and have regular and consistent contact with the alumni office. It is recommended that these chapters organize one to two events per year and submit a one-page event report on each activity that is completed. Volunteers will receive minutes from executive council meetings to keep them apprised of what is going on at the University and within the Alumni Association. They will also be invited to participate in the bi-annual Alumni Leadership Conference.
Spirit Chapters
These chapters are led primarily by staff with one or two local contacts. These chapters may have up to one event per year – which may coincide with travel by a University administrator or faculty member. Active volunteers will be invited to participate in the bi-annual Alumni Leadership Conference.
Regional Chapter Model
Red Letter |
Chartered |
Spirit |
||||
|---|---|---|---|---|---|---|
Recommended no. of alumni in chapter region |
|
600 + |
|
200 to 599 |
|
Two to 199 |
Documentation |
|
Bylaws |
|
Memo of understanding with volunteers that spells out duties and expectations |
|
None |
Volunteer Structure |
|
Board of directors and committees; chapter must have a minimum of seven leaders |
|
Planning committee with at lease three alumni |
|
One or more local contacts |
Budget |
|
Money for bulk rate postage and printing; approx. $100 for supplies and up to $350 for miscellaneous needs. The Alumni office pays for one additional mailing per year. Volunteers control the budget; the staff monitors their spending. |
|
Money for bulk rate postage and printing; approx. $25 for supplies. Alumni office controls budget. |
|
Money for bulk rate postage and printing. Alumni office controls budget. |
Who handles event details |
|
Mostly volunteers in consultation with alumni office |
|
Volunteers and staff work together closely |
|
Mostly staff |
No. of events/ |
|
Three to four |
|
One to two |
|
Zero to one |
No. volunteer meetings per year |
|
Four |
|
One to two |
|
None |