Forming a Club
A. Getting Started
1. Determine Parameters
The Office of Alumni Relations can assist in this. Zip codes or specialty area codes are typically used to define club boundaries. You must also take into consideration the location of other clubs in your state or other clubs similar to your interest area. It is likely you already know some people who are interested in getting your club off the ground. If there are other clubs in the same state or of similar interest, you should meet with the club leadership prior to forming your own group.
2. Establish Leadership/Organizational Meeting
The start-up meeting should consist of area alumni who have expressed interest in establishing a club in your area. A number of individuals may have already emerged as potential officers for the club, particularly a president. If so, this person could run this and the organizational group meeting. Depending on how many individuals attend, you may even identify potential leaders for the club’s Board of Directors and committee chair people. Most importantly you must discuss strategies and objectives for getting the club up and running. In particular, a date, time and location for the organizational group meeting should be selected. Be certain enough time is allowed for preparing an email blast (see email blast guidelines).
3. Schedule Organizational Group Meeting
All alumni within the established club parameters should be invited to this meeting. The structure may consist of a reception followed by a meeting. The leaders of the start-up meeting should run this meeting. Be sure to have a sign in sheet for people to provide addresses and phone numbers. A presentation of any potential officers and committee chairs should be made. A Board should be elected at this meeting. Strong and committed leadership is an essential key to a successful alumni club. Every club should include a minimum of four officers; president, vice president, secretary, and treasurer, whose duties are outlined below.
4. Identify Leaders
A strong alumni club depends on strong leadership. If a club is to be active and productive, it is the officers and board of directors who make it that way. Leadership in a club is an active job, directing, delegating, planning and using resources. The main activity of leadership is getting other people involved.
B. File a Club Charter or Club Registration
Each Tier 1 and Tier 2 Alumni Club of the Syracuse University Alumni Association is required to complete the Chartering and By-laws process before they are recognized as an official Alumni Club and allowed to operate as a division of the Alumni Association. The Charter will authorize each Alumni Club the use of the Syracuse University name, the Alumni Association’s tax ID number, and liability insurance. Becoming a Chartered Alumni Club also provides club officers and board members with general liability and directors and officers insurance. The University will not recognize or be responsible for liability coverage of club officers and board members of non-Chartered clubs. Additionally, Chartered Clubs are recognized by the IRS as charitable and educational organizations under section 501 (c)(3) of the Internal Revenue Code. This qualifies clubs for tax-deductible contributions from donors.
Each Alumni Club is expected to fulfill the following program standards to sustain its Charter membership.
Tier 1
Meetings/Board Matters
* Schedule a minimum of 4 Board meetings per year
* Submit yearly financial statements and club rosters
* Set term limits for all Board members
Events/Programming
* Host at least six events in a calendar year which should include…
* New Student Send-Off party
* New Graduate Party
* Annual dinner/luncheon
* Community Service Project in recognition of National Orange Day
* Promote Career and Professional Networking within the club and for current students
* Assist in the recruitment of new students
Tier 2
Meetings/Board Matters
* Schedule a minimum of 2 Board meetings per year
* Submit yearly financial statements and club rosters
* Set term limits for all Board members
Events/Programming
* Host at least four events in a calendar year which should include…
* New Student Send-Off party
* New Graduate Party
* Community Service Project in recognition of National Orange Day
* Promote Career and Professional Networking within the club and for current students
* Assist in the recruitment of new students
Tier 3
Meetings/Board Matters
* Have regular contact with the University to report on activity
Events/Programming
* Host at least two events in a calendar year
* New Student Send-Off party
* Community Service Project in recognition of National Orange Day
* Promote Career and Professional Networking within the club and for current students
* Assist in the recruitment of new students
C. Club By-laws
