More than 60 Ohio State alumni societies allow alumni to serve the university based on their individual interests and experiences by college, department, student organization, or special interest.
Alumni society activities include service projects, reunions, student recruitment, social events, awarding scholarships, mentoring, networking, and professional development.
Important Society Dates
HOW DO I...
Start a new group?
Contact Craig Little, Director of Alumni Societies. The society office can provide lists of alumni in your area of interest as a starting point. Special interest alumni societies need to make sure that a constituent code has been created for their group. Contact ADIS at (614) 292-8306 or e-mail Kay Baker .
Conduct organizational meetings/establish 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 board of governors. We recommend a group of 12 board members with rotating terms. From this group, committee chairs will be chosen. For the first year, this board will also serve as a planning committee. This will set the foundation for future society programming.
Approve constitution and bylaws
After careful examination for 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 Ohio State University Alumni Association, Inc. Board of Directors for approval after the society meets the chartering requirements.
#1 SAMPLE CONSTITUTION - Colleges and Departments
#2 SAMPLE CONSTITUTION - Special Interest Groups
Schedule regular board meetings
If possible, the Alumni Association will be represented when the society board conducts its business meetings. It is suggested that the board meet at least four times a year to facilitate planning; monthly meetings may be necessary during the first year. Meetings allow for a consistent exchange of ideas between alumni and the Alumni Association.
Delegate responsibilities
Once the board is elected, committee chairs should be assigned and alumni volunteers placed in those committees. In the initial year of the society, the board should draft a society plan to instruct committees of their role within the society.
The society president will maintain contact with the alumni society office and seek support for activities on a regular basis.
Request a list of constituents?
Contact Heidi Glanzman.
Conduct an interest survey?
Whether your society is organizing or branching out with new programs, it is important to know something about the your alumni. We suggest periodic surveys for the alumni in your constituency. Consider questions about possible programs, volunteer interests and talents. Limit the survey to five questions and encourage additional comments or suggestions. Surveys can be conducted at meetings, through a mailing, via your listserv or using on-line service like Zoomerang.
Recruit members?
There are many creative ways to market your group.
● Hold a kick-off event and distribute membership applications.
● Use the Association’s print and mail services to send postcards advertising the benefits of membership in your group.
● Create a member-pricing level for your events.
● Start a Web site and use PayPal or similar service to collect membership dues.
● Ask current members to participate in a membership-recruitment contest.
Recruit volunteers?
Relationships are key in recruiting and retaining volunteers. Get to know your members and personally ask them to become volunteers. Find out what contribution a volunteer wishes to make and match their skills and interests to tasks. Create opportunities for volunteers to make meaningful contributions like supporting a worthwhile cause.
● Make volunteering easy.
● Clearly define volunteer leadership roles and projects and be flexible. Have short-term commitments related to a task, not a title.
● Concentrate on good “followership;" the expectation is that most members will share the workload.
● Create a climate of participation. Instead of asking an individual to do all the work, develop small teams to encourage collaboration.
● Involve as many individuals as possible.
● Value your volunteers.
● Be flexible. Your volunteers will bring different opinions and ways of doing things. Be willing to do things in a slightly different way.
● Acknowledge volunteer contributions by saying thank you often and in front of their peers.
● Communicate the importance of their contributions and how they fit into the big picture of a successful organization.
● Be a great leader.
● Be realistic about what you have the time and ability to do.
● Delegate tasks.
● Make sure volunteers understand their responsibilities and rely on them.
● Involve volunteers in decision-making.
● Set no more than three attainable goals per year.
● Celebrate with the membership once goals have been accomplished.
● Have fewer board meetings and make them shorter. Assign a facilitator to make sure the meeting follows the agenda. Try to keep meetings to an hour.
Organize my board?
The ideal alumni society board would consist of 12 people, with staggered terms lasting three years. At minimum want the following officers: president, vice president/president elect, secretary, treasurer and immediate past president. The remaining seven board members would serve as committee chairs or members-at-large.
Seek alumni who have strong leadership background, event planning skills, financial and investment experience, who are diverse, and represent as many different disciplines within your society.
Additionally you will want at least one student representative. Colleges, departments, and schools could also have the dean, faculty members, development officer, and campus liaison serve on the board.
When you form committees, seek alumni who are not currently on the board. It allows for more participation and can give you another way to find potential new board members.
Contact the alumni society office for further information and to look at the sample constitution.
#1 SAMPLE CONSTITUTION - Colleges and Departments
#2 SAMPLE CONSTITUTION - Special Interest Groups
Provide the association with an updated list of officers?
E-mail Heidi Glanzman with the results of your election.
Get chartered?
In order to receive a charter your group must:
● have a full board of govenors (minimum of eight);
● be in existence for a minimum of two years;
● have evidence of consistent and stable programming; be financially stable;
● provide evidence of future leaders in that new volunteers have been actively working on committees to replace board members;
● submit a constitution to the OSUAA board for approval
● submit a complete list of dues-paying members if applicable;
● give evidence of alumni programming and programming that includes current students.