alumni tracking system
Alpha Delta Phi
Alumni Association Handbook
August 1st, 2006
Revision History
All changes or revisions to this document should be noted and tracked below.
Revision Number
Date of Revision
Description of Revision
Author
1.0
August 4, 2006
First Draft
Brian Davis, VIR’99
2.0
August 8, 2006
Revisions of first two sections
Jon Vick, HAM’64
3.0
August 20, 2006
Example By-Laws and Articles of Incorporation added
Ken Growney, COR ‘82
4.0
August 20, 2006
1832 Club fundraising vehicle added and minor revisions
Brian Davis, VIR ‘99
5.0
August 23, 2006
Websites as part of communications program information added
Brian Davis, VIR ‘99
Table of Contents
INTRODUCTION 4
BUILDING THE BOARD OF TRUSTEES 6
ORGANIZING THE BOARD 8
Alumni Communications Program 10
FUNDRAISING 15
Mailings to the Alumni for Fund Solicitation 17
Annual Report 17
Mailings from the Undergraduate Chapter 17
Alumni Activities 18
Class Agent Organization 18
The 1832 Club 18
Other Programs 19
Conclusion 19
Managing the Relationship with the Chapter 20
Establishing Continuity 21
Goals 22
Responsibility 22
Positive Counseling Feedback 23
Why Bylaws are Important 25
Tips 25
Sample Chapter Bylaws 26
Overview 30
Suggested Judicial Procedure 31
Hazing 32
Sexual Abuse and Harassment 32
Fire, Health and Safety 33
Education 33
Abusive Behavior 33
High Risk Events 33
Property Management 33
Transportation 33
Relationships with Other Organizations 41
Officer and Chapter Retreats 48
Additional Support for the Alumni Association Chairman 56
Appendix A: Effective Goal Setting 57
Appendix B: Important Dates from the International Office 59
Appendix C: Contact Information 60
Appendix D: Example Articles of Incorporation 61
Appendix E: Example By-Laws 63
INTRODUCTION
The heart of a strong alumni organization is a small group of dedicated men who make the
Alumni Association Handbook
August 1st, 2006
Revision History
All changes or revisions to this document should be noted and tracked below.
Revision Number
Date of Revision
Description of Revision
Author
1.0
August 4, 2006
First Draft
Brian Davis, VIR’99
2.0
August 8, 2006
Revisions of first two sections
Jon Vick, HAM’64
3.0
August 20, 2006
Example By-Laws and Articles of Incorporation added
Ken Growney, COR ‘82
4.0
August 20, 2006
1832 Club fundraising vehicle added and minor revisions
Brian Davis, VIR ‘99
5.0
August 23, 2006
Websites as part of communications program information added
Brian Davis, VIR ‘99
Table of Contents
INTRODUCTION 4
BUILDING THE BOARD OF TRUSTEES 6
ORGANIZING THE BOARD 8
Alumni Communications Program 10
FUNDRAISING 15
Mailings to the Alumni for Fund Solicitation 17
Annual Report 17
Mailings from the Undergraduate Chapter 17
Alumni Activities 18
Class Agent Organization 18
The 1832 Club 18
Other Programs 19
Conclusion 19
Managing the Relationship with the Chapter 20
Establishing Continuity 21
Goals 22
Responsibility 22
Positive Counseling Feedback 23
Why Bylaws are Important 25
Tips 25
Sample Chapter Bylaws 26
Overview 30
Suggested Judicial Procedure 31
Hazing 32
Sexual Abuse and Harassment 32
Fire, Health and Safety 33
Education 33
Abusive Behavior 33
High Risk Events 33
Property Management 33
Transportation 33
Relationships with Other Organizations 41
Officer and Chapter Retreats 48
Additional Support for the Alumni Association Chairman 56
Appendix A: Effective Goal Setting 57
Appendix B: Important Dates from the International Office 59
Appendix C: Contact Information 60
Appendix D: Example Articles of Incorporation 61
Appendix E: Example By-Laws 63
INTRODUCTION
The heart of a strong alumni organization is a small group of dedicated men who make the