Maintain Active Chapter

Given the unpredictable nature of volunteer groups, maintaining an active alumni chapter can be a challenging endeavor at times. Despite these challenges, chapter leaders can facilitate a few simple action items each year to ensure greater success for their respective chapters.


Keep your chapter healthy by:

Click here for additional ways to Keep Your Chapter Healthy!

Chapter Bylaws and Mission Statement

All chapters of the IU Alumni Association must have a set of bylaws to help guide their volunteer leadership. Regardless of where the alumni chapter is located, most chapter bylaws follow a similar format and structure. Similarly, most alumni chapters adopt a mission statement which reflects the goals and overall vision of the Indiana University Alumni Association – Connecting Alumni. Serving IU.

Occasionally, chapter bylaws can become out-of-date as volunteers leadership changes. Consequently, a review of the bylaws on a regular basis may result in changes that allow the chapter to grow or redefine itself. For instance, your current chapter bylaws may require board members to serve a three-year term, or serve on a specific committee. Instead of mandating term limits and committee assignments, your bylaws might be rewritten so that volunteers can make short-term commitments (one-year or less) to various chapter related activities and projects, or simply allow volunteers to get involved with projects that interest them most (not areas mandated by the bylaws). These subtle changes may result in an increase of alumni volunteers.

Similarly, chapter mission statements should be kept up-to-date. It’s important that chapter volunteers have a shared vision for the activities, events, and goals associated with the chapter. Most alumni chapters adopt a mission statement which reflects the goals and overall vision of the Indiana University Alumni Association – Connecting Alumni. Serving IU.

Samples of chapter bylaws and mission statements.

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Volunteer Responsibilities

Remember! Make it easy for alumni to volunteer! Always try to be flexible and consider establishing short-term commitments for volunteers. Also, create a climate of participation and clearly define responsibilities.

Click here for specific responsibilities and leadership roles associated with most alumni chapters.

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Succession Plans

It’s important for current chapter volunteers to think about who will replace them after their volunteer service to a chapter is complete, or who will succeed them as the next chapter officer. Succession plans, whether formal or informal, are a great way for chapters to regularly consider who is next in line for a chapter leadership role. Again, some groups formally introduce succession plans into their bylaws (i.e. the vice president automatically succeeds the president), or the board talks about the group’s succession plan on a regular basis during business meetings. Either way, it’s important that active chapters regularly consider who from their volunteer base will lead the group in the future. In doing so, volunteers have an opportunity to prepare in advance for various leadership roles, and have the opportunity to attend chapter leadership training conferences hosted by the IU Alumni Association.

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Strategic Planning

Some alumni chapters have developed strategic plans for their respective groups. These plans often take into account current and future activities sponsored by a chapter; what the membership of a chapter wants in the way of events and activities; and how the chapter can attain various goals. Strategic plans are an excellent way for the chapter leadership to chart a successful course for a particular group.

For samples of different chapter strategic plans, click here.

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Actively Recruit New Volunteers!

Even though most IU alumni chapters have strong leadership, all chapters should continually seek additional volunteers to help them with their next activity or project. Many chapters send special mailings or e-mails each year seeking new volunteers. These communications are an excellent way for chapters to share their need for more volunteers, and more importantly, identify others who wish to get involved. Also, it’s important that current chapter volunteers regularly recruit new volunteers (to replace them as they retire from leadership positions). Remember, volunteers are the lifeblood of the chapter!

Here are some sample communications soliciting new chapter volunteers.
Sample Recruitment Letters

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Good Communication is Important!

Regular communication with chapter members is likely the most important component to the overall success of an alumni chapter. If your chapter has not already utilizing a chapter website, e-mail list, and or a series of regular postal mailings, the chapter should move quickly to create the following communication tools as well as a general communication plan:

Chapter website options and fees
Alumni chapters should establish a website to share information about events and activities, scholarship applications, or volunteer opportunities. The IU Alumni Association can assist the chapter in establishing a website utilizing the IUAA server.

Chapter e-mail options and fees
Alumni chapters should also take steps to send regular e-mails from the chapter regarding upcoming activities and news.

Chapter postal mailing examples and fees
Alumni chapters should attempt to send mailings regarding nearly all upcoming activities or publish a regular newsletter about upcoming events and past accomplishments. The Alumni Association can assist the chapter with all postal mailings.

Chapter Web Calendar

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Utilize the IUAA Chapters Network

With more than 100 alumni chapters worldwide, the IUAA Chapters Network can provide alumni chapter leaders an extensive network of mentors and staff members to assist you with new activity ideas or how to breathe new life into an existing chapter.

Click here for a list of veteran chapter volunteers who serve as mentors to new chapter leaders
OR
contact the IUAA chapters staff

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