ORGANIZE A SOCIETY
Alumni societies promote the interests and welfare of Ohio State and the Alumni Association. They provide a direct communications link between Ohio State and its alumni, enhance the university's presence in the community, provide social and educational opportunities for alumni, encourage various alumni activities in the community, and enhance scholarships for current students.
Issues to Consider
Forming a new Alumni Society is a challenging but rewarding experience that you'll draw on for years to come. Here are some questions to ask yourself and the other volunteers to help determine the direction of the organization.
1. What will be the mission of this organization? How will it best serve Ohio State and your particular constituencies?
2. What types of activities will your group be involved in to support the society's mission (educational, community service, university related, etc.)?
3. How do you plan to communicate with your potential membership?
4. How will the society support itself financially (dues, donations, etc.)?
5. Can your alumni be identified readily in the university's database?
6. Are there between five and eight local alumni who are willing to serve as officers and/or board members?
7. How do you plan to recruit new members?
8. Five years from now, what will be your society's accomplishments and your role in them?
How to Organize or Reorganize an Alumni Society
Call Our Office
Contact the Alumni Society Office at (614) 292-2938. We have suggestions on how to proceed to save you time and energy. The alumni database can provide lists of alumni in your area of interest as a starting point.
New Society Requirements
The society must file a constitution with the Alumni Association. The constitution will then be approved by the Alumni Association’s Board of Directors. (A sample constitution is available for your use).
The society must have a critical mass and consist of a population that is measurable and trackable by University resources (i.e., rosters, database, major, etc.).
The society should not duplicate any current alumni society.
The society must have a corresponding student organization that is registered with the University.
The society must have a faculty or staff person who will sponsor the society and is associated with the current college/department/special interest student group.
The society must have a minimum of two meetings a year. One must be a membership meeting inviting all members of the society and the other can be held at your discretion.
All officers of the society must be members in good standing of the Ohio State University Alumni Association, Inc.
Sponsor a tailgate/event at a sporting event other than football, if you plan on requesting tickets for Reunion Weekend.
Interest groups will be placed on a two year probationary period (starting with the election of officers) before you can submit your constitution to the OSUAA Board of Directors for approval.
Organize
Conduct organizational meetings and establish a board of governors. The Alumni Society Office will help facilitate the planning discussions. Initially, a core group of alumni will gather to elect the society's board of governors. We recommend a group of 11-15 board members with rotating terms. From this group, choose committee chairs. For the first year, this board will serve as a planning committee as well. This will set the foundation for future society programming.
Approve a Constitution
Approve your constitution and bylaws. After careful examination of the proposed society constitution and bylaws, the society should make any necessary amendments and formally adopt them with a two-thirds majority vote. Upon adoption, the constitution and bylaws will be presented to the Alumni Association board of directors for approval.
Schedule Board Meetings
Schedule regular board meetings. If possible, the Alumni Association will be represented when the society board conducts its business meetings. We suggest the board meet at least four times a year to facilitate planning. Meetings allow for a consistent exchange of ideas among alumni and the Alumni Association.
Delegate
Delegate responsibilities. Once the board is elected, assign committee chairs and place volunteers on those committees. During the first year, the board should draft a society plan to instruct committees in their role within the society.
Finances
Each alumni society is to be financially self-sufficient. All events should have the cost built into the event’s registration fee or subsidized by a private supporter. If you would like assistance in estimating your event cost, contact the Alumni Society office.
The society should establish its own checking account. To do this, a volunteer must complete a form called an “SS-4", or an Application for an Employer Identification Number. The SS-4 is available through the Alumni Society Office, major post offices, courthouses and the IRS. Once the form is completed, you can mail, phone or fax it in to the IRS.
Having a checking account of this type also implies your tax-filing status as 501-C4. This status does not permit any tax exemptions for the alumni society and is the preferred status by the university and the alumni association to keep fundraising centralized inside the university. Being 501-C4 means a simple reporting to the IRS once a year. Then there is a more involved reporting process and the alumni association can assist you with any necessary preparations.
The Alumni Association can help your society become financially established. A long-term goal of the society should be to support its own activities and have a savings account balance equal to 12 months’ expenses. This will help insulate your society from any membership fluctuations and keep the society running smoothly.
Ask for Help
Ask for Alumni Society Office support. The society president will maintain contact with the Alumni Society Office and seek support for activities on a regular basis.
