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Alumni Club Leaders

Guidelines for Starting and Maintaining an Alumni Club

Approved by the Alumni Association Board of Governors on June 3, 2008

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Geographic Alumni Clubs
Alumni Regional Volunteers

Alumni Club Leader Resources

Geographic Alumni Clubs

Alumni Clubs promote the interests of Drexel University and its alumni in local communities by generating positive visibility and resources for the university; connecting alumni to Drexel, its students and each other; providing local programming and networking opportunities for area alumni; serving as local ambassadors for admissions activities; and identifying and developing future alumni leaders. These guidelines have been developed to help alumni clubs get started and to help alumni club leaders maintain active organizations.

How to Start and Maintain an Alumni Club

  • Contact the Office of Alumni Relations ( or 1-888-DU-GRADS)
    An Alumni Relations staff member will guide you through the organizational process and will serve as your liaison as your club grows.

  • Review the Alumni Demographic Report and an Alumni Survey
    The Office of Alumni Relations will provide you with a demographic report of alumni in your geographic region and will work with you to develop an interest survey to be sent to alumni in your area by the Alumni Office. The demographic report and the survey results will help your club to determine the scope of programs that interest alumni in your area and therefore have the greatest potential for success.

  • Recruit Volunteers
    Although all you need to start a club is one volunteer – the club leader, our experience indicates that a steering committee structure is most effective in building an active club. There is no limit to the number of volunteers who can serve on the steering committee. However, it is recommended that you recruit at least five alumni who are willing to accept a leadership role. All club leaders must read and sign the Alumni Association’s "Volunteer Code of Conduct, Confidentiality and Conflicts of Interest" policy.
  • Toolkit Resources:
    HOW TO: Recruit Volunteers and Steering Committee Members
    TIP: Leadership Structure
    TIP: Roles and Responsibilities of Club Leaders

  • Plan Club Leadership Meetings
    Each club is required to host a minimum of two planning meetings each year. The number of planning meetings will depend on the size of your club and the number of events in your region.
  • Toolkit Resources:
    HOW TO: Develop an Annual Plan

  • Plan Regional Events
    Planning and sponsoring a series of events will develop strong relationships with alumni, students, parents and/or friends of Drexel living in your area and will generate positive visibility and/or resources for the university. Clubs are encouraged to create a program that is suitable to the needs of the region. There is no limit to the number of events that your club can host; however, each club is required to host at least two events per year. All event ideas should be discussed with your Alumni Relations contact before planning begins in order to ensure that finances and lead time are sufficient to support the event. Opportunities may also arise during the year for your club to co-host events with the Office of Alumni Relations.
  • Toolkit Resources:
    HOW TO: Plan a Successful Alumni Event
    TIP: Club Activity Ideas

  • Update and Manage the Club Web Page
    Beginning in early 2009, each alumni club will be provided with a web page that will be fully integrated into the Alumni Office’s web site. The club’s web page will include space to publicize events, report news and upload photos as well as templates for online event registration, membership dues collection, nametags, registration lists, broadcast email and e-newsletters. A designated club leader will be granted administrative access in order to update your web page and use the templates. Training will be provided for your designated club leader.
  • Toolkit Resources:
    Coming Soon: Currently, updates to club web sites must be made by the Alumni Relations Office. Contact your alumni club liaison to coordinate this effort.

  • Report Club Activity
    Keeping records of club events will assist in the planning of future events. A set of tools and forms are provided to allow club leaders to easily keep and submit records. Submit the minutes of club leadership meetings to your Alumni Relations contact within one week following the meeting. Submit your event summary along with the registration list within one week following your event and be sure to include any information or address updates provided by alumni. Submit the names of active club leaders and other club volunteers on an annual basis.
  • Toolkit Resources:
    FORM: Event Summary

  • Communicate with Volunteers and the Office of Alumni Relations
    As club leader, you will act as liaison between your Alumni Relations contact and your club volunteers. The club leadership will help craft the mass emails and web site content used to promote your events. The Alumni Office will send mass emails on the club’s behalf and will centrally manage and update the database of area alumni.

  • Communicate with Alumni
    Mass emails and invitations to area alumni promoting your events must be sent by the Office of Alumni Relations. However, personal phone calls and email from local alumni can be a very effective way to attract interest. Your Alumni Relations contact will work with you to provide a list of phone numbers and email addresses for individual contact as well as to develop a timeline for all communication.
  • Toolkit Resources:
    TIP: Publicity and Marketing

Budget and Finances

  • All club funds must be held in the custody of the Office of Alumni Relations. No outside bank accounts are permitted. Clubs are responsible for the financial management of funds associated with group activities and are expected to operate with fiscal prudence. Club leaders are not permitted to sign contracts with vendors or for event venues. All contacts must be reviewed by Drexel’s Legal Affairs Office and signed by a university official. A designated club leader should maintain supporting documentation for expenditures, including tax payer ID numbers for vendors and all receipts and invoices. Receipts and invoices should be submitted to your Alumni Relations contact as soon as possible to ensure timely payment to vendors and reimbursement to individuals. Your Alumni Relations contact will provide financial reports to your club quarterly or upon request.
  • Toolkit Resources:
    HOW TO: Manage Club Finances
    FORM: Club Deposit
    FORM: Personal Reimbursement

  • Club events should be self-funding. Event costs should be estimated as accurately as possible and you may wish to add a small amount to the actual cost of an event to cover unexpected expenses.
  • Toolkit Resources:
    TIP: Event Budgets

  • There are alumni who themselves or whose businesses are willing to help defray the costs of an event, fully underwrite the costs, or provide a meeting facility at no cost. These resources should be explored with your Alumni Relations contact and utilized whenever appropriate. Underwriters or contributors should be obtained in time to permit recognition in the event’s promotional materials. In-kind credit may also be available to those who give events and services to the club/university.
  • Toolkit Resources:
    HOW TO: Identify Sponsorship Opportunities

  • Your club may elect to collect dues from alumni residing in your geographic area. If your club wishes to implement a dues program, you should take into consideration the time and effort involved in soliciting dues. Funds collected from membership dues must be used to offset the costs of club events for all alumni. These funds cannot be used to support activities limited to the club leadership.
  • Toolkit Resources:
    HOW TO: Establish a Membership Dues Program

  • The Office of Alumni Relations and the Alumni Association have limited resources which may be used to offset a portion of the costs of club event. To be considered for these funds, your club should submit a proposed budget and outline of the event at least 12 weeks in advance. When considering funding proposals, the Alumni Office and the Alumni Association expect club events to meet the following criteria:
    • Provides opportunities to develop stronger relationships with alumni, parents, students and friends of Drexel University.
    • Furthers the strategic initiatives of the Alumni Association.
    • Furthers the strategic initiatives of the university with regard to student recruitment, co-op development and civic engagement.
    • Meets the academic, personal and/or professional needs of alumni.
  • Toolkit Resources:
    LINK: Alumni Constituent Organizations Grants Program

Alumni Clubs must operate within specified parameters set by Drexel University and the Drexel University Alumni Association. These include:

  1. Collecting updated address and biographical information from event attendees and providing it to the Office of Alumni Relations.

  2. Conducting only university-approved fundraising efforts if solicitations are made in the name of Drexel University.

  3. Operating on a self-sufficient basis: i.e. selecting leadership, conducting meetings, planning programs and events, staffing programs and events.

  4. Sponsoring events that are consistent with Drexel University and Drexel University Alumni Association policies and all laws and regulations of the United States or the individual states in which the Alumni Association and university do business.

All Club Leaders must read and sign the Alumni Association’s "Volunteer Code of Conduct, Confidentiality and Conflicts of Interest" policy.

Alumni Regional Volunteers

The success of the Drexel University Alumni Association depends on a network of volunteers serving in a variety of roles. Alumni Regional Volunteers provide guidance and logistical assistance to the Office of Alumni Relations in planning alumni events in geographic areas where Alumni Clubs do not exist.

Alumni Regional Volunteers serve in the following ways:

  • Agree to serve as a point of contact for alumni relocating to your area and students on coop in your area.

  • Provide advice and guidance to the Office of Alumni Relations regarding the types of alumni events that should be offered in your area, and the timing and location for these events.

  • Provide logistical support by investigating possible event venues and locations.

  • Help to promote events in your area by making personal phone calls or sending personal email.