Volunteer Handbook Chicago Affinity Group Supplement Revised March 2012
Chicago Affinity Groups comprise alumni, students, parents, and friends who wish to actively engage with each other around a central unifying purpose or interest. In addition to traditional points of connection (region, reunion, etc.), the University recognizes alumni also affiliate in other ways, including: industry or professional interest shared identity shared University experience (recognized student organizations, athletics, house system, etc.) The Chicago Affinity Groups are meant to encourage these affiliations.
Structure and Leadership The structure of individual Affinity Groups is flexible and should be determined by the alumni involved in managing existing groups or forming new ones. Ideally, Affinity Groups will be national (or international) in scope, while engaging volunteers who oversee Affinity Group activities at a local level. More active Groups may choose to engage more volunteers as needed. E ach Group should craft, within the Group by-laws, an orderly, transparent process for developing leadership and transitioning as terms expire. Only alumni may serve in Group leadership roles. L eaders must agree to work under the auspices of the governance provided by the Alumni Board of Governors and will agree to participate in training and other volunteer leadership opportunities on a periodic basis. A general model for Affinity Group leadership structure is as follows:
Leadership Roles Board of Directors or Steering Committee Comprised of key alumni volunteers who represent local chapters of an Affinity Group or who specialize in a specific aspect of Affinity Group governance (treasurer, webmaster, etc.) The Board may be organized into specific committees (membership, events and program execution, fundraising, etc.) and/or specific officer positions (secretary, program chair, etc.) The Board will be responsible for creating by-laws and managing the Affinity Group s activities under these by-laws To remain an active Affinity Group, the Board should seek to hold a minimum of four meetings per year President or Steering Committee Chair An Affinity Group President or Chair provides strategic leadership for the Group and maintains primary contact with the Affinity Group s Alumni Association liaison The President should be responsible for convening board meetings and ensuring the submission of annual reports The Presidency of an Affinity Group may be shared or sub-divided into President and Vice-President positions to allow for division of labor and smooth succession planning
Frequently Asked Questions Does the Alumni Association fund CAG events? Generally speaking, the Affinity Groups do not receive funding for activities and initiatives. Please contact your Alumni Association liaison if you have a special request for funding. How long is the term of a board or committee member? The commitment length on the board or committee is determined by the by-laws for each Affinity Group. How often are meetings held? The Affinity Group may choose to meet monthly or bimonthly (every other month). Are committee members expected to attend all meetings, either by phone or in person? If you can not attend for any reason, as a courtesy, you are expected to let the other members know that you will not be in attendance. Will a staff liaison be at our Affinity Group event? Due to the fact that each staff liaison supports multiple affinity groups, it s not possible to attend all events. How are Affinity Groups different from Regional Clubs? Regional clubs are based on geographical location and include all alumni, parents, and friends in that area. Affinity Groups require members to self-select for membership based on a shared identity or interest.
Fundraising Best Practices i. Affinity Groups engaging in fundraising are encouraged to adopt the following process. Please note; responsible party is in parentheses. ii. Work with group leadership to determine fundraising concept: targeted alumni population, cause for which money is to be raised, approximate goals, timeline. (group leaders initiated, work with staff) iii. Recruit volunteers to execute fundraising goals, clarify responsibilities and expectations. (group leaders) iv. Prepare general case for support/ messaging. (fundraising volunteers) v. Choose and plan avenues of appeal based on goals, map out needed steps for each, and begin preparing materials as necessary. Some options listed below. (fundraising volunteers, work with staff) 1. Print collateral for physical distribution at events or mailing: flyers, donation envelopes. 2. Web presence. 3. Email. Options to consider: quarterly blasts? E nd of calendar and fiscal years? 4. In person: peer-to-peer solicitation, event announcements vi. Assuming some peer solicitation will be conducted, screen target population and make solicitation plans as needed. (staff)
Fundraising Best Practices cont d vii. Significant and managed prospects, those targeted for large asks: get clearance from URMs, assign solicitations to lead fundraising volunteers, share call sheets. (staff) viii. Affinity group leaders and volunteers should be solicited. (fundraising volunteers and group leaders) ix. List of remaining potential donors can be shared for less formal peer solicitation. (staff and fundraising volunteers) x. L aunch campaign. (fundraising volunteers, with staff support as planned) xi. Finalize goals, volunteer outreach tasks, etc. 1. Announce launch of campaign via appropriate means 2. Start peer solicitations: finalize assignments, conduct basic training, distribute needed info to volunteers. xii. Keep campaign moving: 1. Report progress towards goals: overall (dollar amounts raised and participation), progress on individual assigned solicitations. (staff) 2. Follow up with fundraising volunteers regularly to check on progress, make sure that they are carrying out solicitations. (fundraising volunteer leaders)
Fundraising Best Practices cont d 3. Consider doing further email blasts to galvanize action among donors and volunteer solicitors. (staff+ leadership) 4. Stewardship/follow up: ask volunteers to thank those who give. (fundraising volunteers) xiii. Wrap up campaign: 1. Increase urgency on volunteers to make solicitations. (fundraising volunteer leaders) 2. Closing email appeals. (staff) 3. More frequent reporting as key deadlines approach. (staff)
Sample By-Laws Affinity groups are not required to use the following sample by-laws; however, all by-laws must be reviewed by the Alumni Association prior to filing. ARTICLE I: NAME The name of this organization is the (INSERT GROUP NAME). ARTICLE II: MISSION STATEMENT The common purpose of University of Chicago alumni clubs and organizations is to provide opportunities for alumni, parents, and friends of the University of Chicago to meet to serve as its advocate, articulating the role and direction of the University; to encourage intellectual enrichment and professional growth through forums and presentations; and to elevate the stature of the University through (INSERT GROUP NAME) programming. ARTICLE III: MEMBERSHIP Alumni, parents, and friends of the University of Chicago shall be eligible for membership. ARTICLE IV: OFFICERS OF THE CLUB Section 1 - Officers The officers of the club shall include but not be limited to: President, Vice President, Secretary, and Program Chair. This board of directors may elect other officers from time to time. Section 2 Duties The duties of the officers shall be those duties and powers usually incident to their respective offices and as detailed in the University of Chicago Alumni Volunteer Handbook. Section 3 Qualifications a) All officers must be in good standing at the time of their election and at all times during their tenure. b) The members nominated to serve as president of the club shall be limited to those members who have already served at least one term as an officer.
Sample By-Laws Section 4 Term of Office The term shall be (INSE RT NUMBE R) years. Officers shall not serve more than two consecutive terms in any office. Each officer shall help identify his/her successor during the second year of his/her term. Section 5 Election of Officers The officers shall be elected at the Annual Meeting by a majority vote of the members present and voting. ARTICLE V: BOARD OF DIRECTORS Section 1 Members and Qualifications The board shall consist of the officers of the group, the immediate past president, members-at-large (number to be determined by club), and contacts from various University programs and initiatives. Section 2 Duties The duties of the board shall be to manage the operation and activities of the group in accordance with the Mission Statement, the University of Chicago Alumni Volunteer Handbook, and the University of Chicago Alumni Association s bylaws, including but not limited to: a) Holding a minimum of four meetings per year. b) Coordinating a minimum of six events per year. c) Electing officers and directors to fill vacancies during the club year. d) E lecting additional directors during the year as may be deemed appropriate. ARTICLE VI: COMMITTEES The board of directors may appoint committees that include members in good standing who are neither directors nor officers. Such committees have authority to work on behalf of the club for those activities that have been specifically delegated to the committee by the board of directors and approved by the Alumni Association. ARTICLE VII: DISTRIBUTION OF ASSETS In the event that the group shall cease active operation, all assets of the group shall be given to the Alumni Association.
Sample By-Laws ARTICLE VIII: FISCAL YEAR The fiscal year of the group shall begin on July 1 of each year. ARTICLE IX: AMENDMENTS The bylaws may be adopted, repealed, or amended, in whole or in part, at any time, by the affirmative vote of two-thirds (66.7 percent) of the board of directors. ARTICLE X: ADHERENCE TO ALUMNI ASSOCIATION GUIDLINES These bylaws shall adhere to all existing Alumni Association guidelines. In the event that Alumni Association guidelines are amended or revised, these bylaws shall be reviewed for compliance and amended accordingly. Adopted this day of,. (INSERT AFFINITY GROUP NAME). By: President Secretary