CLUB AND AFFILIATE URVIVAL GUIDE

CLUB AND AFFILIATE SURVIVAL GUIDE PAGE 1 of 31

THE UNIVERSITY OF SCRANTON ALUMNI SOCIETY

CLUB AND AFFILIATE SURVIVAL GUIDE

CLUB AND AFFILIATE SURVIVAL GUIDE PAGE 2 of 31

SURVIVIAL GUIDE TABLE OF CONTENTS

1. Introduction – Purpose of Survival Guide

2. Overview of Alumni Society A. Purpose of Alumni Society B. What is a Club? C. What is an Affiliate? D. Club Bylaws (see Attachment 1) E. Board Constitution & Bylaws (see Attachment 2)

3. Club/Affiliate Expectations

A. Developing Leaders 4. Leading a Club or Affiliate

5. Categories of Activities

A. Four Corners Model B. Sample Activities

6. Meeting and Event Planning

A. Budget (see Attachment 3 for Budget forms) B. Collaboration with the University (see Attachment 4 for Event Planning Form) C. Marketing D. How to Run an Effective Meeting E. Logistics before, during, and after

CLUB AND AFFILIATE SURVIVAL GUIDE PAGE 3 OF 31

SECTION 1: INTRODUCTION – PURPOSE OF SURVIVAL GUIDE

Pride, Passion, Promise. A cornerstone to the University's commitment to excellence is its Alumni. By identifying, building and promoting leadership within the University and the Alumni Society, we, as a community, enhance the image of the University as an institution where excellence lives. Strong leadership builds and provides spiritual, social and financial resources. As Alumni, we continually seek to identify individuals that embrace the Jesuit value of "Men and Women for Others" to serve and promote the interests of the University and its Alumni, thereby strengthening our University community.

The following guide is designed to serve as a resource for The University of Scranton Alumni Clubs and Affiliates. This practical information is intended to ensure a minimum standard of quality in all Alumni Club and Affiliate activities while fostering and developing leadership among the participants. In addition, The University of Scranton Alumni Society seeks to empower the Clubs and Affiliates with greater responsibility, authority, and accountability for their operation and function.


SECTION 2: OVERVIEW OF THE ALUMNI SOCIETY

A. Purpose of the Alumni Society The purpose of The University of Scranton Alumni Society is to foster and perpetuate communication among alumni, to promote and encourage continued dialogue between Alumni and the University Community; to seek and to obtain for the University, financial and other support as may aid in the proper advancement of its goals; to host alumni functions; to refer qualified and worthy prospective students to the University; to promote the interests of The University of Scranton by calling attention to its merits as a place of learning; to assist the placement of graduates and fellow alumni by working with and supporting the corresponding efforts of the University; to collect and preserve materials of University history; and to honor distinguished students, faculty and alumni and their accomplishments. B. Purpose of the Alumni Board of Governors The Board of Governors is responsible for setting the goals for alumni activities and insuring that the membership is directed toward them. The officers of the Board carry out the directions of the Board, which sets policy for the Alumni Society, reviews progress, and suggests its future course. In addition to the standing Executive and Nominating Committees, the Board has established additional committees to assist with its goals. Club presidents, who are ex-officio members of the Board, carry out organizational policy on the regional level; the University staff supports and serves the Society in its efforts. The Alumni Board of Governors meet quarterly with the President of the Alumni Society presiding. C. What is a Club? The Alumni Society sponsors Clubs that represent formed groups of alumni that are created based upon a specific alumni population in a geographical area. Any alumnus or alumna of The University of Scranton is welcome to attend a Club meeting or event. D. What is an Affiliate? The Alumni Society includes associations formed by alumni who have studied or graduated in a specific field. The Affiliates primarily sponsor activities related to the specific professional field which is the core of the group. As of 2006, there are four Affiliates: the Medical Alumni Council, Masters of Health Administration Council, Nursing Alumni Council and the Order of the Golden Grads.

• The Medical Alumni Council, (MAC), is an affiliate of The University of Scranton Alumni Society and was established in February, 1994. Its purpose is to foster


interactions between health professions alumni and to provide career assistance to students and graduates of the University's Health Professions Organization. The MAC sponsors several events open to students including the annual spring lecture, a fall reception with medical alumni, and a Medical Symposium, at which students and graduates can present research data. The MAC also has compiled and made available to students a Health Professions Alumni Directory which lists alumni who are willing and able to offer career advice or clinical experience to Scranton students.

• The Masters of Health Administration (MHA) Council alumni remain a vital part of the MHA program, creating an important professional network. Alumni serve as external mentors, preceptors, guest lecturers, and co-sponsors for a local health care symposium. They are a constant source of information, advice and support for students.

• The mission of the Nursing Alumni Council is to foster the development of professional nurses through communication intended to guide and support them. Its goal is to advocate nursing for The University of Scranton by promoting a positive image of this field. The Council unites with fellow alumni to form a network from which they draw strength and guidance in this ever changing field. The council supports and encourages the further enrichment and development of its members while seeking to honor distinguished students, faculty, and alumni for their accomplishments and contributions to health care. The Nursing Alumni Council works with the University to actively recruit potential students for its nursing programs.

• The Golden Grads affiliate of the Alumni Society is composed of all post-50 year graduates of the University. Each year, members of the 50th Anniversary Class are informally inducted into the Order of the Golden Grads. The Golden Grads affiliate strives to insure that class reunions do not stop at the 50th. The Golden Grads Committee meets occasionally to plan the annual Reunion, to welcome members of the 50th anniversary class into the Order and to consider other projects suggested by the Alumni Society.

E. Club Bylaws See Attachment 1 for Sample Club Bylaws. F. Constitution and Bylaws of the Alumni Society See Attachment 2 for Constitution and Bylaws.


SECTION 3: CLUB/AFFILIATE EXPECTATIONS It is expected that the Clubs and Affiliates will operate in accordance with the mission of The University of Scranton. Additional expectations include:

• Establish core group by identifying leadership for the group • Collaborate with the University’s Office of Alumni Relations • Hold meetings at least two times a year • Sponsor activities that fall within the Four Corners Model (see Section 4 below)

SECTION 4: LEADING A CLUB OR AFFILIATE Suggested officer positions for each Club/Affiliate are: President; Vice President; Secretary; and Treasurer. Officers are expected to attend Club/Affiliate meetings and participate in as many Club/Affiliate-sponsored activities as possible. Ideally, one officer should be present at all Club/Affiliate events/activities. President’s Role:

• Convene and facilitate Club/Affiliate meetings • Represent Club/Affiliate at quarterly Alumni Board meetings • Actively recruit members for core group • “Mentor” and train Vice President in preparation for him/her to move to President

position Vice President’s Role:

• Assume responsibility of President when he/she is not available • Assist President in coordination of meetings (location, food, etc.) • Update Club information on club Web site • Oversee marketing materials for Club/Affiliate

Secretary’s Role:

• Prepare minutes from meetings and distribute to core group and Alumni Office • Maintain documented records of Club

Treasurer’s Role:

• Manage finances of Club/Affiliate • Prepare quarterly financial report of Club • Communicate with University for financial needs and requests

All of the officers should be continually recruiting alumni to be members of a core group who regularly attend meetings and plan events.


SECTION 5: CATEGORIES OF ACTIVITIES A. ALUMNI CLUB MODEL

OBJECTIVE To provide consistent framework for the development and operation of Alumni Clubs of The University of Scranton. FOUR CORNERS MODEL FOR ALUMNI CLUBS Alumni Clubs are established for the common goal of furthering the Scranton identity and maintaining alumni connections (relationships). Every alumni club has a unique character, with varying needs and expectations. The Alumni Club Model provides a framework for clubs to assess the level of activity and types of events to appeal to a broad alumni base. The Alumni Club model categorizes club events and activities into four categories or ‘corners’ which provide the foundation for the ongoing work and development of clubs. New alumni clubs typically begin with social activities while more established clubs engage across three or four corners.

1. Social Social events may be simple gatherings of alumni designed to foster connections and informal networking. Events may include a sporting event, art gallery showing, wine-tasting, traditional holiday parties or business card exchange. Events may vary based on the target audience ranging from young alumni to more a senior population. 2. Networking Specifically focusing on career development and professional networking, events may include career-specific roundtables, fireside chats, admissions events, panel discussions, internship opportunities, and networking breakfasts. They are designed to foster professional connections in a particular career and/or industry. Events may benefit prospective students and parents, current students, young alumni, career changers, and/or alumni who have relocated to a new community. Networking events may directly benefit current University students by providing internship or job opportunities. 3. Spiritual Spiritual and community events are intended to connect alumni in faith and fellowship. These events are rooted in the Jesuit tradition of “men and women for others” and include service projects and volunteerism in local communities. Spiritual events may include organizing an alumni mass or conducting a full-fledged retreat for deeper spiritual reflection. 4. Community Community events are targeted fundraising events to aid a specific cause – e.g. regional club treasury, scholarship, Presidents Business Council, etc.


LEVELS OF DISTINCTION The Alumni Society values the service and commitment of all of its club leaders and volunteers. The levels of distinction identified below provide a way to gauge the progression and vitality of clubs based on the number and types of activities that clubs undertake throughout the year.

1. Magis Magis level clubs host at least five to six events each calendar year across each of the four corners identified above. Magis clubs generally exist in larger metropolitan areas and have significant participation from alumni within a defined geographical region. Clubs raise funds independently to support at least 90% of the cost of planned activities. Clubs submit an annual budget to the Alumni Board requesting any additional monetary support. In addition, they require an established core group with regularly scheduled event planning meetings. 2. Ignatian Ignatian level clubs host three or more events each calendar year across at least two of the four corners. Ignatian clubs typically command strong participation from alumni within a defined geographical region. Ignatian Clubs raise roughly 75% of funds to support planned activities, and rely upon the Alumni Board for additional budgetary requests. The club is organized and run by a core group of dedicated alumni volunteers who meet periodically to plan events. 3. Xavier Xavier level clubs host one or two events each calendar year across one or more of the four corners. Xavier clubs reside in communities with a small population of alumni. Clubs typically rely on Alumni Board support to subsidize major events. Clubs rely on an evolving core group of dedicated alumni volunteers to plan events.

“You can take the alumni away from Scranton, but you cannot take the Scranton away from the alumni!”

B. SAMPLE CLUB ACTIVITIES

• Social Activities i. Holiday Party

ii. Breakfast with Santa iii. University or Professional Sports Event


• Networking Activities i. Business Card Exchange

ii. Career-Specific panels

• Spiritual Activities i. Communion Breakfast

ii. Retreat – one day or weekend

• Civic/Community i. Community service activity: park clean up, soup kitchen, Habitat for

Humanity ii. Participate in a walk-a-thon with Scranton shirts

iii. Participate in a voter registration campaign


SECTION 6: MEETING AND EVENT PLANNING A. Budget See Attachment 3: Budget Request sample forms. Note: Funding Request Form is located online at: www.scranton.edu/alumni. Click on ‘Clubs & Affiliates’ and then on the Funding Request Form at the bottom of the page. B. Collaboration with the University� After a Club/Affiliate decides to coordinate an event, the designated alumni who are responsible for coordinating the event should complete an Event Planning Form on the University Website. See Attachment 4 for sample Event Planning Form. Note: The Event Planning Form is located online at: www.scranton.edu/alumni. Click on ‘Clubs & Affiliates’ and then on the Event Planning Form at the bottom of the page. C. Marketing

Aside from updating Club/Affiliate information on the Web site, each Club/Affiliate may also consider printing a 6 month calendar of upcoming events. This list should be available at all meetings and events with the contact info for the officers of the Club/Affiliate. Use every event as an opportunity for recruiting.

Formulate a publicity plan for your event or meeting. These are some of the questions you should be asking:

• Who is the audience? What demographic? (Class year, age range, gender) • Is it important to have printed marketing materials (e.g. brochure or letter)? • Will there be enough interest if the event is advertised only via email? • When should the first advertising occur? When should follow up reminders

occur? The primary objective is to publicize the event, but secondary objectives should be considered: Are you trying to:

• inform, educate or entertain? • increase awareness of the Alumni Club/Affiliate? • build a base support for the University from a specific audience? • facilitate good community relations? • recruit new members to the Club/Affiliate?


D. How to Run an Effective Meeting

1. Prepare a clear agenda – add time limits to each item if possible (e.g. 9:00 – 9:15 Icebreaker).

2. Have a sign in sheet (normally for external meetings).

3. Always start the meeting on time (out of respect for those who arrived on time).

4. Facilitator should always introduce himself/herself.

5. Ask all participants to introduce themselves at the beginning of the meeting.

6. Review the agenda with participants at the beginning of the meeting. Ask if anyone wants to add anything to the agenda (or allow an item on the agenda called ‘Other’ for new topics).

7. If appropriate, ask each participant to state his/her expectation for the meeting and list each one on a piece of flip chart paper. At the end of the meeting, save time to review the list and see if all expectations have been met.

8. Review minutes from previous meeting at beginning of meeting; have typed minutes from each meeting.

9. Stay on task during the meeting and keep the meeting moving. It is alright to politely state that the group needs to move on to the next topic. If there is not enough time to discuss a topic, put it in the ‘Parking Lot’ for the next meeting. Tape a piece of flip chart paper on the wall and label it ‘Parking Lot.’ Write down any topics that need to be revisited.

10. End the meeting on time.

11. At the end of the meeting, make sure everyone knows the date of the next meeting.

E. Logistics Before, During, and After Before an event:

• Discuss what the goals and objectives are of the event.

• Start planning at least three months, and in many cases, a year ahead of time.

• Select a chair and members of the planning committee.

• Develop a master plan and set the event date; file an event planning form (EPF) with the Alumni Office a minimum of 60 days prior to the event. (See Event Planning Form.)

• Create a budget that is specific and includes revenue opportunities (sponsorship,


ticket sales, donations, and concession sales) as well as expenses (printing, permits, insurance, speakers, food, supplies, security, etc.)

• Check with the Office of Alumni Relations to see if any giveaways are available (e.g. hat, shirt, mugs).

• Hold a "tie down" meeting (via phone or in person) the day or week before the event. Distribute a schedule of events to each committee and be sure that roles are clear.

During an event:

• Set up registration table or central area where participants can check in. Be sure to have marketing materials about future club meetings or events available.

• Have name tags for the event planning committee and officers. After an event:

• If the event was a fundraiser, send a thank you to everyone who participated. Send photos if possible.

• Thank the committee.

• Conduct an evaluation at the end of the event (if possible – give an incentive for those to complete an evaluation before leaving) or give the opportunity after the event (via email). Sample questions for an evaluation include:

o What did you like about the event? o What would you change about the event? o Would you like to see this event repeated next year? o What other types of events would you like to see? o If you are interested in participating in the Club/Affiliate meetings and

planning events, please write your name and contact info.

• Take time to debrief the event at the next Club/Affiliate meeting. Discussion can focus on the following:

o Did the event fulfill its goals and objectives? Why or why not? o Identify what worked and what needs fine-tuning. o What items were missing on the checklist? o Was the event well attended? o Was informal and formal feedback about the event positive? o Given all that went into staging, was it worth doing?

• File a Post-Event From (PEF) with the Alumni Office within two weeks after the event.

o Note: The Post-Event Form is located online at: www.scranton.edu/alumni. Click on ‘Clubs & Affiliates’ and then on the Post-Event Form at the bottom of the page.


ATTACHMENT 1: Sample Club Bylaws

BYLAWS

Of the

Article I – Name

The name of the Club shall be the ____________________________________________

Article II – Membership All graduates of The University of Scranton and former students who have completed one year of a recognized program of study.

Article III – Purpose The purpose of the Club shall be:

• To host alumni functions. • To refer prospective students to the University Admissions Office. • To promote and encourage continued dialogue between alumni and the

University community. • To promote the interests of the University. • Others to be identified by the Club and approved by The Alumni Society Board

of Governors.

Article IV – Officers The officers of this Club shall be President, Vice President, Treasurer and Secretary, and such other officers, if any, as the Club with the concurrence of The Alumni Society Board of Governors from time to time may in its discretion elect or appoint. Officers shall be nominated by the Club with the concurrence of The Alumni Society Board of Governors. The Club may appoint a person to replace any officer removed for failure to carry out his/her responsibilities, death, or resignation.

Article V – Term of Office Each officer shall hold office for a term of years or until his or her respective successor is chosen.


Article VI – Club Meetings The Club shall meet [ ] times per year. Time and place of the meetings shall be designated by the quorum of officers. A quorum shall consist of at least three officers. No official business shall be conducted in the absence of a quorum. Invitations to the meetings should be sent to as many individuals as possible residing in the immediate meeting area site. Meetings should be posted on the Calendar of Events and Club Web site. Any action required to be taken at any meeting of the Club may be taken without a meeting if a majority of the officers’ consent thereto in writing, and such writing or writings are filed with the records of the meetings of the Club.

Article VII – Committees The president/officers may establish as many committees as may be necessary for the good of the operation of the Club.

Article IX – General Provisions

These bylaws shall be in force from the date of their adoption by the Board of Governors. Any amendments hereto shall be brought forward in writing and shall be approved by the Board of Governors. These bylaws shall be consistent with the Constitution of The University of Scranton Alumni Society. These bylaws may be amended at any meeting of the Board of Governors in which a quorum is present.


[SUGGESTED INPUT TO BYLAWS]

Club Activities

• Social functions • Business Card Exchanges • Community Services • Religious Activities (Mass, Retreats) • Recruiting and identifying prospective students • Athletic Events • Career Services • Other events/activities identified by the club

Recommended Meeting Schedule

• A minimum of two meetings per year, depending upon alumni geographic

population. • A committee working on a project will establish its own schedule based on need.

Term of Office

• Two year terms per position, not to exceed one additional term per position. • Any individual who completes two terms in an office may be nominated for

another office.


ATTACHMENT 2: Constitution and ByLaws of The University of Scranton Alumni Society

CONSTITUTION

The University of Scranton Alumni Society

PREAMBLE Whereas it is fitting that the alumni of The University of Scranton hold sentiments of gratitude and pride in their Alma Mater and loving interest in its welfare and progress; Whereas the best expression of these sentiments is the desire and effort on the part of alumni to participate in the development of our Alma Mater and its student and alumni communities; and Whereas involvement in so worthy a commitment will draw the bonds of friendship among alumni and between Alumni and the University even more firmly. Therefore be it resolved that we, the Alumni of The University of Scranton, have organized ourselves into an Alumni Society for the purposes before recited, and have adopted for its governance the following Constitution.

ARTICLE I – Name

This association shall be known as the Alumni Society of The University of Scranton.

ARTICLE II – Membership SECTION 1: There shall be two classes of membership: credited and honorary. SECTION 2: The credited membership shall include all graduates of The University of Scranton and former students who have completed one year of a degree program at The University of Scranton. SECTION 3: Honorary members shall include the Trustees, Faculty, Administration, and Professional Staff of The University of Scranton, recipients of honorary degrees, and such patrons and supporters of the University as may be recognized by the governing body of this Society. Honorary members shall be entitled to all privileges of the Society except the privilege of voting.


ARTICLE III – Purposes

The purposes of this Society shall be: (a) To foster and perpetuate communication among Alumni; (b) To promote and encourage continued dialogue between Alumni and The University Community; (c) To seek and to obtain for The University such financial and other support as may aid in the proper advancement of its goals; (d) To host Alumni functions; (e) To refer qualified and worthy prospective students to The University; (f) To promote the interest of The University of Scranton by calling attention to its merits as a place of learning; (g) To assist the placement of graduates and fellow Alumni by working with and supporting the corresponding efforts of The University; (h) To collect and preserve materials of University history; (i) To honor distinguished students, faculty, and Alumni and their accomplishments.

ARTICLE IV – The Board of Governors SECTION 1: (a) The governing body of this Society shall be the Board of Governors. (b) The Board of Governors (the "Board") shall also include four groups of representatives: (1) The Officers, elected by and from the Board as prescribed by Article V of this Constitution; (2) Twenty-four (24) Governors (inclusive of the Officers to be elected in accordance with Section 2 of this Article; (3) From The University administration, the Vice President for University Relations and the Associate Vice President for Alumni and Public Relations, the Chaplain and Director of Alumni Relations (or the closest corresponding successor officers as determined by the Board); and (4) AI; ex officio, non-voting members, the Presidents of such clubs as are sanctioned by the Board. (5) All voting members of the Board shall have one (1) vote. (c) The Board shall set policy for the Society, review the progress and activities of the Officers in executing such policy, shall seek the support of and coordinate with The University administration in advancing the work of the Board, and shall engage in such planning and research activities as may be necessary for the proper advancement of the above-recited purposes. SECTION 2: (a) Each of the twenty-four (24) Governors shall be elected for a term of three years by vote of the credited membership of this Society. Candidates may be nominated by any credited member of this Society including any member of the Board and may self-nominate. One third of the Governors shall stand for election each year such that there will exist staggered terms of office for the Governors. A Governor may serve consecutive terms of no more than two; provided, however, that the term on the Board of any Governor who is subsequently elected an Officer shall be extended as necessary to include the term of Office, and any subsequently remaining partial term on the Board may then be regarded as a vacancy and filled upon the next election of the Board. (b) The terms of office on the Board for the representatives of The University administration (Section I (at (3) of this Article) will be coextensive with the terms of their administrative positions at The University. (c) Upon any amendment to this Constitution, all members of the Board whose respective terms have not yet expired shall continue in office until the expiration of the term for which they were elected.] SECTION 3: Standing Committees - There shall be at least three standing committees of the Board, having not less than five (5) and no more than seven (7) members each, who shall


be nominated by the President for the concurrence of the Board. Standing committees shall convene at the call of the President or of a majority of the members of the committee. (a) The Executive Committee, of which the President shall be an ex officio member, is empowered to act on behalf of the Board on matters requiring action which cannot be deferred or when a meeting of the full Board is not practicable. At each meeting of the Board, the President shall report on all activities of the Executive Committee. (b) The Budget and Finance Committee is empowered to make or direct expenditures on behalf of the Board without specific prior Board approval up to the dollar limitations and pursuant to the guidelines established in the Bylaws. At each meeting of the Board, the Budget and Finance Committee shall report on its activities subsequent to the last prior report. (c) The Nominating Committee shall be reconstituted annually and shall not include any candidate for office in the next ensuing election. The Nominating Committee is charged with the responsibilities of: (i) Seeking out candidates for elective office on the Board and screening candidates to confirm a willingness to serve. Governors by the Society and Officers by the Board; and (ii) Conducting all elections. SECTION 4: Quorum - A simple majority of the voting members of the Board shall constitute a quorum.

ARTICLE V – The Officers SECTION 1: (a) The officers of the Society shall be a President; President-Elect, Vice President, Secretary and Treasurer, all of whom except the President are to be elected by and from the Board to serve for a period of two years or until their successors are elected. The President shall not have the right to succeed himself or herself (b) However, in order to utilize experience and knowledge as a valuable resource, the immediate past President shall also hold Office as such, the term of which will be for two years after the conclusion of service as President. In the event the Immediate Past President does not complete a term of office, there will be no replacement for the unexpired term. (c) In an election of officers, only candidates for President-Elect, Secretary, and Treasurer will appear on the ballot. SECTION 2: The President of the Alumni Society will: (a) Uphold the Constitution and Bylaws of this Society; (b) Plan and preside at all meetings of the Society and its Board; (c) Subject to the concurrence of the Board, appoint all committees, and ensure that these committees fulfill their functions; (d) Maintain communications between this Society and the administration of The University to insure harmony of purpose; (e) Represent the Alumni Society at official functions; (f) Seek and rely upon the assistance and support of The University Administration in fulfilling his responsibilities and the purposes of this Society. SECTION 3: The President-Elect will serve for the President when requested, and shall perform all the duties of the President in the absence of the President. At the expiration of the President's term of office, the President-Elect succeeds to the office of President. SECTION 4: The Vice President of the Society monitors, supports and oversees existing alumni clubs and affiliates and class activities promoting the growth of the Society through


the establishment of additional clubs as well as other responsibilities deemed appropriate by the Executive Committee. SECTION 5: The Secretary will take and maintain the minutes of all meetings of the Board. SECTION 6: It shall be the duty of the Treasurer, consistent with the directives of the Board: (a) to maintain the financial records of the Society; (b) to deposit funds; (c) to payout monies; (d) to make a report of the financial transactions of the Society at least once a year.

ARTICLE VI – Clubs

The Society encourages the establishment of clubs by alumni groups and will, in cooperation with The University Alumni Office, provide organizational and programmatic support to existing and proposed clubs. Clubs, having agreed to be subject to this Constitution and the authority of the Board hereunder, will be sanctioned by the Board and shall have representation thereon pursuant to Article IV; Section I hereof.

ARTICLE VII – Bylaws

The Board shall be authorized to promulgate its code of Bylaws and to amend the same from time to time by a majority vote of the members present at any meetings of the Board at which a quorum is present.

ARTICLE VIII – Budget SECTION 1: The Society will appropriately budget and expend such monies as become available to it, in light of its specific purposes and goals, as well as other general University purposes. SECTION 2. Budgetary Categories - Among the purposes for which monies may be budgeted are: (a) University programs and projects; (b) Support for Society Clubs; (c) A President's Fund In support of the individual goals of the University President, the Board may budget monies to a President's Fund to be applied at his discretion; (d) Board Operating Expenses; (e) Long Term Reserve - The Board may seek to build and maintain a reserve account in support of its longer term goals, to moderate revenue variability and like purposes; (f) Other projects and support The Board may elect to budget and expend monies consistent with its purposes, in support of groups and/or projects from both within and outside of the University community.


ARTICLE IX – Amendments

This Constitution shall be in force from the date of its adoption. Any amendments hereto shall be brought forward in writing and shall be approved by a two-thirds vote of the full Board. Votes under this Article may be cast by mail or telephone subject to such procedures as may be established by the Nominating Committee. As amended and approved by the Board, January 2002.

BYLAWS OF THE ALUMNI SOCIETY

ARTICLE I – Promulgation and Amendment

• SECTION 1. This code of Bylaws is promulgated pursuant to the authority vested in the Board of Governors (the "Board") by Article VII of the Constitution of the Alumni Society of The University of Scranton.

• SECTION 2. This code of Bylaws from time to time may be amended by a majority

vote of the members, at any meeting of the Board at which a quorum is present.

• SECTION 3: This code of Bylaws shall take effect and remain in force, consistent with the Constitution of the Alumni Society of The University of Scranton; if any provision herein is found to be inconsistent with the Constitution, such finding shall not render the other provisions invalid or unenforceable.

ARTICLE II – Board of Governors

• SECTION 1. The Board is charged with the responsibility of setting the goals for alumni activities and insuring that the membership is directed towards these ends.

• SECTION 2. The membership composition of the Board, as well as the powers,

duties, selection, and election of same, shall be as specified in Article IV the Constitution of the Alumni Society of The University of Scranton.

• SECTION 3. During the summer of each calendar year, the Nominating

Committee will, by way of the most practicable means, solicit from the membership nominees (including self-nominations) for election to the Board.

• SECTION 4. Elections for the Board will be held in the fall of each calendar year by

way of the distribution of ballots to the credited members of the Society according to the means deemed most practicable by the Nominating Committee.


• SECTION 5. Board members so elected will assume their seats at the first meeting of the next (ensuing) calendar year.

ARTICLE III – Officers

• SECTION 1. The Officers shall be elected every two years at the fall meeting of the Board and will serve in accordance with Article V of the Constitution of the Alumni Society of The University of Scranton.

• SECTION 2. (a) Any voting member of the Board may nominate a governor to be a

candidate for President-Elect, Secretary, or Treasurer. (b) Nominations of officer candidates may be submitted in writing prior to the date of the fall meeting. (c) A written nomination shall not be submitted without the proposed nominee's knowledge and acquiescence to be a candidate. (d) Self-nominations are permitted. (e) Nominations of officer candidates may be made from the floor at the fall meeting.

• SECTION 3. (a) Only those voting members of the Board who are physically in

attendance at the fall meeting may participate in the election of the Officers. (b) In voting for President-Elect, Secretary, and Treasurer, the Board shall choose from those candidates nominated in writing prior to the day of the fall meeting, or from the floor on the day of the fall meeting. (c) If only one candidate receives the nomination for an office, he or she shall be deemed elected to said office without any balloting. (d) If two or more candidates are nominated for the same office, their names shall be placed on a written ballot.

• SECTION 4. (a) Whenever a written ballot is used in the selection of an Officer, the

winner shall be the candidate who receives a majority of the votes cast. (b) If no majority appears on the first ballot, any candidate who received the least number of votes cast shall be dropped from subsequent balloting. (c) As many ballots shall be taken as are required for the successful candidate to receive a majority of the votes cast.

ARTICLE IV – Board Meetings

• SECTION 1. Quorum – a majority of the full Board of Governors membership shall

constitute a quorum of the Board in order to conduct business at a regular and/or special meeting. No official business shall be conducted in the absence of a quorum.

• SECTION 2. The Board shall meet at times and places as designated by the

President and/or a majority of members of the Board and shall invite to its meetings the presidents of the Alumni clubs, or their representatives, as ex officio, non-voting members of the Board.

• SECTION 3. Invitations to attend Board meetings will be extended to University

officials and other persons whose presence may be desired from time to time.


• SECTION 4. Any member failing to attend two consecutive meetings of the Board of Governors may, at the discretion of the Board, be ordered to forfeit membership on the said Board by a majority vote of same.

• SECTION 5. The agenda for Board meetings may include, but need not be limited

to a Call to Order and Opening Prayer; an Approval of the MinUtes of the last meeting; the Treasurer's Report; any Committee Reports; Old Business; New Business; any reports from the Club Presidents; and, Adjournment.

• SECTION 6. Questions of parliamentary procedure at Board meetings shall be

governed by Roberts Rules of Order, to the extent that the same are consistent with the Constitution of the Alumni Society of The University of Scranton and this code of Bylaws.

ARTICLE V – Committees

• SECTION 1. Standing committees shall be those identified and described in Article IV; Section 3 of the Constitution of the Alumni Society of The University of Scranton, namely: (a) Executive Committee. (b) Budget and Finance Committee. (c) Nominating Committee.

• SECTION 2. The President and/or the Board may ordain and establish such other

and as many committees as may be needed for the good operation and order of the Alumni Society.

• SECTION 3. The President shall exercise authority existing under Article V; Section

2(b) of the Constitution of the Alumni Society of The University of Scranton to appoint all committees and ensure that these committees fulfill their functions.

• SECTION 4. Quorum - a simple majority of the members of a committee shall

constitute a quorum.

• SECTION 5. Any number of committee members may be named to form one or more subcommittees; a Board member may serve on more than one committee or sub-committee.

• SECTION 6. If necessary, members of the Executive Committee can vote by

telephone or mail. All actions of the Executive Committee shall be reported at the next regular meeting of the Board.

• SECTION 7. Constituted annually, the Nominating Committee shall be composed

of the President, four Governors chosen by the Board (none of whom are to be candidates in the forthcoming election), the University Vice President for Institutional Advancement, the Director of Alumni Relations, the Chaplain, and the Past President of the Alumni Society.


ARTICLE VI – Clubs

• SECTION 1. The establishment of clubs by alumni groups is encouraged, consistent with Article VI of the Constitution of the Alumni Society of The University of Scranton.

• SECTION 2. In the event a Club officer fails to fulfill the responsibilities of his or

her office, such officer may be removed at the discretion of the Board.

• SECTION 3. Replacement of any officer removed pursuant to Article V, Section 2 of these Bylaws shall be on an interim basis by the Board pending the ordinary selection processes of the Club.

ARTICLE VII – Budgetary Process

• SECTION 1. Authorization for a Budget and for Budgetary Categories exists by virtue of Article VIII of the Constitution of the Alumni Society of The University of Scranton.

• SECTION 2. The Alumni Society of The University of Scranton will operate on an

annual budget beginning January 1.

• SECTION 3. One month prior to the beginning of a fiscal term the Budget and Finance Committee shall convene and review all monetary receipts and unexpended monies during the past six months.

• SECTION 4. Following its review, the Budget and Finance Committee will then

establish what percentage of the funds is to be made available to each of the budgetary categories. Their final recommendations shall be voted upon by the Board at its next meeting.

• SECTION 5. If any circumstances requiring additional funds arise during the fiscal

term, the Budget and Finance Company may shift available monies to accommodate such need.

• SECTION 6. From time to time, the Board should choose a particular goal of The

University of Scranton, from a list submitted by "The University" to the Finance Committee for review. In its adoption the Board will work with the appropriate departments of The University, particular to the said goal, and through the year provide whatever support, financial and other, it can afford in order to help attain said goal.

• SECTION 7. Recognizing the necessity of the individual clubs to maintain a fiscal

responsibility, and to operate their functions to avoid losses, at times it will be


necessary or desirable for a transaction of funds between the Alumni Society and the club as follows:

(a) In the event of a group of alumni petitioning to the Alumni Society to form a new club, the Board may vote to gift said club a sum of money for purposes of seeding.

(b) In the event a club finds itself in financial difficulties, leading to possible disruption in the functioning of said club, it will submit to the Alumni Society:

(a) the reasons leading to the financial difficulties. (b) copies of its prior years' bank statements. (c) formal request for a sum of money. (d) detailed plans for the use of such money, leading the club to a position of fiscal responsibility. The above material will be reviewed by the Budget and Finance Committee and a recommendation be made to the Board to gift and/or loan a sum of money to the said club. In the event a club holds a function that honors a particular event, milestone, or figure of The University of Scranton, it may request a partial subsidy from the Alumni Society as follows. It will submit to the Budget and Finance Committee:

(a) the reason for the particular function. (b) a formal request for a sum of money. (c) detailed plans for the use of such money in funding of said

event. o The above material will be reviewed by the Budget and Finance Committee

and a recommendation be made to the Board to gift and/or loan a sum of money to the said club. (d) For any monies disbursed pursuant to this Section, the Club shall be required to submit a Financial Disbursement Report (FOR) to the Treasurer of the Society within 45 days after the request has been granted or the event has taken place.

• SECTION 8. A President's Fund may be established to support the particular goals

of the President of The University of Scranton. Therefore, the Board may set monies aside every fiscal term to be used at the discretion of the President of the University.

• SECTION 9. Board Operating Expenses are authorized with the understanding that,

during the course of the year, the Board will incur operating expenses (flowers, minor gifts, meetings, et al). Therefore, it will budget monies for this said purpose.

• SECTION 10: Board Travel Expenses are authorized with the recognition that, from

time to time, it may be necessary and/or desirable for Board members to travel to certain clubs and/or certain functions and meetings. If a Board member wishes to be reimbursed for expenses relating to such travel, he or she must submit to the Budget and Finance Committee the following information prior to the anticipated expenditures; (a) the reason for the travel expenses. (b) anticipated costs member wishes to be reimbursed for. The above material will be reviewed by the Budget and Finance Committee who will be empowered to approve said request.


• SECTION 11. Long Term Savings are authorized since the Alumni Society acknowledges that it is fiscally responsible to set money aside to be used for special projects, gifts, or at a time when receipts do not meet its desired expenditures.

• SECTION 12. Miscellaneous Requests may be entertained and granted by the Board

since, from time to time, the Alumni Society will be presented with requests by various groups, associations, clubs, et al., both within and from outside The University of Scranton community, for funds. They must submit to the Budget and Finance Committee: (a) a formal request for a sum of money. (b) reason for this request. (c) history of what channels within The University of Scranton have been used for obtaining funds. The Budget and Finance Committee will review the proposal, and in keeping in mind the goals and purposes by which the Alumni Society has been formed, will make a recommendation to the Board to gift and/or loan a sum of money to the said group, unless the amount falls within the spending powers of the said Committee.

• SECTION 13. The Budget and Finance Committee shall be empowered to

authorize expenditures up to $2,500 without prior Board approval. At the next Board of Governors meeting the said Committee shall include any such expenditure in its report.


Attachment 3: University Funding Request Forms

The University of Scranton Alumni Society Club/Affiliate Budget Request

Club/Affiliate: 2005 Activities:

Event Alumni Society Contribution

1.

2.

3.

4.

Proposed 2006 Activities (Attach additional sheet if necessary):

No Changes from 2005 Submitted with changes below


1.

2.

3.

4.

By:

Name:

Title:

Date:

(To be completed by Alumni Society)

Approved as submitted Approved with changes below


Comments/Conditions

1.

2.

3.

4.


By:

Name:

Title:

Date: Instructions:

1. Insert organization name.

2. If the Alumni organization intends to sponsor the same events, then the representative checks the No Change box. Otherwise, provide the planned events the amount of the contribution that is being requested. If you intend to perform the same events as the prior year in addition to new event, similarly insert same as prior year in line 2, and list the new events beginning on line 2.

3. Filing deadline for this Club/Affiliate Budget Request is October 1.

4. All other events not listed on this form should be submitted using the Alumni Society Funding Request Form.


The University of Scranton Alumni Society Funding Request

Date: Requestor: NAME (yours): PHONE NUMBER/EMAIL: DEPARTMENT: CLUB: Amount: Event Date: Date Check Required: Event Type: Detailed Explanation (Include cost of event per person and the recommended price per person): Board Approval: Date: Email Approval( if necessary): Date: Date of Check: Check Number:


Attachment 4: Event Planning Form

CLUB AND AFFILIATE URVIVAL GUIDE

Documents

Transcript of CLUB AND AFFILIATE URVIVAL GUIDE