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 (alumni@drexel.edu 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
Policies
Alumni Clubs must operate within specified parameters set by Drexel University and the Drexel
University Alumni Association. These include:
- Collecting updated address and biographical information from event attendees and providing it to the Office of Alumni Relations.
- Conducting only university-approved fundraising efforts if solicitations are made in the name of Drexel University.
- Operating on a self-sufficient basis: i.e. selecting leadership, conducting meetings,
planning programs and events, staffing programs and events.
- 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.
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.
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