The Porter High School Alumni Association needs YOUR HELP!!
We are looking for individuals who are willing to start an Alumni Association, if you are interested, please contact:
Porter High School
Roles of an Alumni Association:
1. We are dedicated to working with PHS and the local community to build rapport & enthusiasm.
2. We are ready to motivate & engage alumni.
3. We support our current senior class with events.
4. We build relationships with local businesses and PHS.
5. We create, promote, and lead our class reunions.
Steps to Creating an Alumni Association
Step 1 – Form an Interest Group
- Meet informally with alums to obtain names
- Obtain a geographic listing of members from your headquarters office
- Telephone and personally meet with alums
- Directly ask for their participation in starting the association
Step 2 – 1st Communication
- A letter should be mailed (or a message sent) to all alumni, introducing them to the leader, requesting them to update their contact information, and inquiring if there are any interested volunteers for the committee
- Write a letter to the alumni who make up your interest group
Step 3 – Getting Organized
A meeting should be convened of interested alumni to agree upon the association’s objectives and form a committee. A sample agenda might include:
- Call to order
- Review general concepts and goals of the Alumni/Alumnae Association
- Outline Alumni/Alumnae Association functions
- A. Communication (newsletters, mailings, directories, etc.)
- B. Activities
- C. Fund raising
- D. Scholarships and fellowships
- E. Assistance in Alumni/Alumnae coordinator programming
- Identify short and long term needs
- Establish projected expenditures and dues structure
- Solicit areas of interest and capabilities
- Nomination and election of Alumni/Alumnae Association officers
- Appointment of a committee to draw up the by-laws or organizational outline
- Appointment of other committees and delegation of responsibilities (communications, recognition, events, recruiting, etc.)
- Set date, time and location for follow-up meeting
Step 4 – Prepare By-Laws
Have a committee prepare by-laws for adoption at the next meeting. The adopted by-laws need to be sent to the fraternity/sorority headquarters for the chapter-alumni/alumnae files.
Sample Outline of Alumni/Alumnae Association By-Laws:
- Officers; duties and powers of officers
- Regular committees; duties and functions of committees
- Meetings and programs; general timing of meetings
- Members to association, control of funds
- Scholarship and fellowship funds, control and operation
- Communication – regular; content and timing of newsletters
- Major activities and work projects; chapter assistance, social functions, traditionally-sponsored events
Step 5 – The Follow-Up Meeting or Event
A launch event should be organized with broad appeal to attract as many alumni as possible, preferably when a senior administrator of the organization is available to attend.
- This meeting is crucial. If the alumni can see results, they will continue to serve on the Alumni Association.
- Other alums and new contacts who could not attend the first meeting should receive invitations through the mail.
- The Association by-laws should be adopted at this meeting as well. It is also important that the chapter officers attend this meeting.
- The meeting should serve to orientate first-time alumni attendees.
Step 6 – Financing an Alumni/Alumnae Association
The question of financing can be a major obstacle for a new Alumni/Alumnae Association.
Generally, finances for an Alumni/Alumnae Association can be provided in three different ways:
- By an annual dues program for Association members
- By contributions received by alums for a specific Association program
- By a combination of the above methods
Other financial considerations:
- Capital Fund Raising Campaigns
- Association-Sponsored Scholarships
And Don’t Forget . . .
- Postcards/Flyers (to promote special events – ballgames, golf outings, etc.)
- Association Directory
- Web: social networks (e.g. Facebook, Twitter), e-mail blasting
- Keep accurate records
- Maintain a database of alumni names, addresses, contact details, and more
- Take photos of key events and milestones
- Association Meetings
- Monthly Luncheons/Dinners
- Special occasions (Homecoming, Founders Day, etc.)
- Other outings (chapter work day, philanthropies, holiday receptions, etc.)
- “I used to be a _______.” (membership doesn’t expire when you graduate – it’s designed to last a lifetime)
- “I don’t have time.” (we’re all volunteers)
- “I won’t know anybody.” (members from other eras can help by welcoming newcomers)
- “All they want is my money.” (the main effort needs to show that money’s not the primary concern)