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Handbook for Club Leaders living abroad
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Georgetown University Alumni Association
Alumni Club Handbook - International
Dear Fellow International Alumni Leader,
Georgetown University is seeking to consolidate it worldwide alumni network. The Board of
Governors of the Alumni Association (GUAA) has a clear set of goals to achieve this objective. A
committee of the board, the Alumni Club Committee, is disseminating the first ever international
version of its “Alumni Club Handbook,” designed to help new clubs develop and thrive worldwide.
Additionally, this handbook may also help well established international clubs better understand
their relationship to the University and to GUAA.
We hope you will benefit from these guidelines. And please remember we welcome your comments
and/or feedback so that we may continuously update and improve this handbook.
Please stay engaged! In the near future, we will launch an internet forum of “Best Club Practices –
International,” so that all of the international clubs may benefit from other Hoya talent worldwide!
Sincerely,
Jenny Cosco C’03
Vice Chair, Alumni Club Committee – International Outreach Initiative
Ismael González de Diego B’86
Vice Chair, Alumni Club Committee – International Outreach Initiative
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Your staff liaison at the Office of Advancement in DC is:
Gail Griffith, F'72; S'81, Director of Regional Programs, Training and Development
Alumni Relations, Office of Advancement
2115 Wisconsin Avenue, NW, Suite 500, Washington, DC 20007
Phone: 202 687 0050
Email: [email protected]
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TABLE OF CONTENTS
Georgetown University Alumni Association (GUAA)
Overview Board of Governors Alumni Cub Committee
Understanding International Club Peculiarities
Starting a New Club
When & How to Start a Club Charter Application & Bylaws Confidentiality Agreements (for alumni database handling) Club Dues Tax exemption and opening a bank account (International) Event Types
Club Organization
Executive Board (minimum requirements): President, Vice President, Treasurer & Secretary
Other Leadership Positions: Events Chair,
Communications Chair /Webmaster Young Alumni Chair
Community Service Chair Athletics Chair
Membership Chair Election Process
Responsibilities of the Club
Contact Information Membership Finances Events and Programming
Web sites/E-communications Club Compliance
Benefits Provided by GUAA and Office of Advancement
Alumni Lists Mailings& Communications Leadership Training
Appendices:
GUAA Bylaws (Alumni Clubs Art. XIII) Club Bylaws Template (Sample) Acceptable Use Policy Confidentiality Agreement
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Georgetown University Alumni Association (GUAA)
Georgetown alumni are a global community, representing all 50 states and Puerto
Rico domestically, and more than 150 countries worldwide. The Georgetown
University Alumni Association (GUAA) fosters and perpetuates lifelong relationships
among alumni and between alumni and the university. Its mission is to connect and
reconnect alumni through effective communication and meaningful experiences to
generate multifaceted support for Georgetown.
Founded in 1881, the alumni association has grown to include more than 140,000
living alumni from four campuses (Main Campus, the Medical Center, the Law
Center, and SFS – Qatar). Alumni who participate in association programs are part of
an established network that keeps friends in touch with each other and with the
university and helps create social, service, intellectual, and career opportunities
around the world
Board of Governors (BOG)
The Board of Governors is the leadership body of the Georgetown University Alumni
Association. The BOG oversees the formation of clubs and regulates their compliance
with GUAA practices. Governors of the BOG are elected by a vote of alumni and
appointed by the GUAA President. These volunteers represent the alumni by
providing direction to the alumni relations programs of the university and advising
the university’s president and board of directors on matters of importance to alumni.
The Board of Governors meets several times each year. Its officers include a president,
vice presidents representing each of the schools of the university, a parliamentarian,
and a treasurer. The leadership serves a two-year term.
Alumni Club Committee (ACC)
The Alumni Club Committee is the advisory board for all club business and
initiatives, and the conduit for information about Georgetown to its regional
communities throughout the country and the world. Members are appointed or
elected to a two-year term. The ACC undertakes periodic reviews of club compliance
and its chair delegates to subcommittees oversight of club functions such as awards,
communications, career services, social service programming, and international
initiatives. In the fall of 2010, a new International Club Initiative (ICI) was
introduced as subcommittee to help launch an active social network of GU alumni
worldwide. Some of its immediate goals include the launch of this international club
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handbook, mentoring new clubs, helping with the organization of international
events and also helping GU faculty contact local clubs before international travel.
Understanding International Club Peculiarities
Each club is different but they all require engagement, effort and continuity.
Additionally, international clubs have the additional hardship of distance and –
generally- lower alumni populations. The former, however, should no longer be a
disadvantage thanks to current information technology.
All international clubs can benefit from the University´s and the GUAA´s
commitment to support an international alumni network with plentiful activity: be it
social events, educational events, institutional events or charity drives. Please
remember that the Jesuit principles of education and “men and women for others”
have always been “global” values.
Thanks to your global leadership, now more than ever!
Starting a New Club
When and How to Start a Club
Thank you for your interest in organizing a Georgetown Club in your area! The
Alumni Club Program provides an excellent way for alumni to maintain their
connection to each other and to the university around the world. Each year,
Georgetown Clubs plan hundreds of events, from happy hours to faculty lectures,
providing our alumni, parents, students, and friends with unique opportunities for
camaraderie and intellectual stimulation.
As the first step in the process, you should thoroughly review this Alumni
Club Handbook, which explains the benefits provided to each club by the
Office of Advancement, as well as the partnership the University undertakes
with each club. Each region is assigned a liaison from the alumni relations
office. New clubs will be guided through the process by the staff liaison. Email
[email protected] for more information. Your email will be
answered by a staff liaison.
After you review this guide, we recommend that you plan a low-key
organizing event, such as happy hour. We can help you by identifying alumni
in your area and sending an email blast announcement.
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The organizing event is a chance to gauge interest in the formation of a club
and recruit other alumni to volunteer to take leadership roles with the club.
Bear in mind that a robust alumni network is critical to the success of a club.
GUAA By-Laws state that in order to secure a club charter, the club must have
no fewer than 25 active members. However, this requirement is generally
relaxed for international clubs as it may be a challenge to find a large number
of alumni in your area. In lieu of numbers, it is more important to muster
strong volunteer engagement, contributing to the club’s robustness and the
leadership continuity sought by GUAA By-Laws.
While number of club members vary widely, it’s reasonable to expect that 2-
10% of the alumni population will join the club. For instance, if there are 800
alumni in your area, you could reasonably expect approximately 40 members.
Generally, in order to be viable, a club needs at least 20-25 active members
who are alumni of the University.
After your initial event, follow-up with the staff liaison. If you determine that
there is enough interest among the alumni in your area or country to support
the creation of a club, the staff liaison will walk you through the charter
process, written by-laws, and the elections of club officers.
Charter Application and By-Laws: First, a charter application needs to be completed,
and a hard copy returned to the University, along with a copy of the Alumni Club By-
Laws. A Charter Application can be found in the appendices of this handbook. If you
have questions related to the charter application, please contact the staff clubs liaison,
who will guide you through the process.
Elections: As part of the application process, you will be required to elect a 1)
president, 2) vice president, 3) treasurer, and 4) secretary. The size of your leadership
team will depend on the size and activity level of your club. Larger clubs may also
elect to have membership chairs, communications/website chairs, events chairs or
young alumni chairs.
The goal is to ensure that responsibilities are shared and that no one volunteer is
over-taxed with the work of the club. Establishing a roster of leaders also ensures
that the club is sustainable should one or more of its leaders depart the region.
An alumnus or alumna is defined as anyone who has spent two or more semesters on campus. “Friends”
of the club may be individuals who have attended a non-degree granting program of the university or
parents of current or past students. Faculty and staff may join as “Friends” of the club. Friends are non-
voting members.
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Details of the roles and responsibilities of club officers are outlined under the section
titled, “Club Organization” on page seven.
Completed applications will be reviewed and approved by the Alumni Club
Committee of the Board of Governors during one of their leadership weekends.
These take place in the fall, winter, and at the John Carroll Weekend each April.
Once your application is received and approved, you will receive an official
notification letter that you should keep on file. Additionally, you will receive
instructions and guidance for the next steps in the process. If at any point you have
questions or concerns, please contact the staff liaison, who will be happy to assist you.
Confidentiality Agreements: So that you can reach all of the alumni in your region,
we will furnish you with demographic data about alumni in your region. Before we
are able to turn over information about the alumni to you, we will require a signed
confidentiality agreement (which we will furnish), attesting that use of the
proprietary data (email addresses, home addresses, etc.) will be used for the stated
purpose of conducting GUAA/club business only. Once we have received
confidentiality agreement from you and any other designated club leaders, we will
provide you a list of alumni in your region, along with their contact information.
Club Dues: Nearly all of the club’s funds will come from membership dues, and it is
up to your club to determine how much you will charge. We urge, however, that you
offer free membership to new graduates (1-2 years out) and reduced dues to recent
ones (3-5). The younger alumni are the lifeblood of the clubs and enlisting their
participation early on guarantees the club’s sustainability.
Most clubs charge between $20 –$50 per year for regular membership. Additionally,
some clubs set sponsorship levels, which may includes extra benefits, such as special
recognition at club events. Dues paid to an alumni club do not count and are not to
be construed as a donation to the University. Most clubs use dues for the financing of
internal and community service activities.
Although in the past, the Alumni Relations staff has worked with club leadership to
produce paper membership mailings, we are moving to green mailings by the end of
2011. We will work with clubs to capture email addresses for alumni in their region
so that going forward all communications, including dues mailings can be handled
electronically.
Tax-exempt status and opening bank account: International Clubs are subject to local
tax-exemption laws in the jurisdiction where they are formed. We recommend that
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you formally register as a legal tax-exempt association (if possible) so that you may
open a bank account to handle club funds. These responsibilities normally fall to the
President and the Treasurer and in most cases the bank account will require these
officers’ signatures. Having an established bank account will help club in contracting
and organizing events.
Event types: Once you are up and running as a fully sanctioned club, you will work
with the staff liaison that supports the clubs in your region. He or she will be your
resource and contact at the University. Your liaison is available to guide you through
the process of everything from helping you put together a membership mailing to
training on managing your club’s section of the Alumni Relations website. We also
offer strategies to increase your membership through innovative programming and
guide you to best practices in volunteer management.
Typical events that clubs host include: social functions/happy hours or networking
events, visiting faculty and alumni lectures, game watches, new student send-offs, and
community service events. Please stay “connected” to the international clubs
initiative to stay current with regional events on offer by continent. Your club may
also bid on hosting and organizing a John Carroll Weekend, generally held outside
the U.S. every 5 years.
Club Organization
Every Georgetown club is unique and has different needs, goals, and activity levels,
but the fundamental organizing principle is to offer a forum for connecting alumni of
the University in ways that offer social, cultural, or intellectual engagement. It is the
goal of the Alumni Relations team to help each club maximize its resources, and
attract and engage a broad base of alumni parents and friends of the University.
Regardless of size, having strong and well-defined leadership is a key component of
successful clubs.
Leadership Positions
The size of your leadership team will be dependent on the size and activity level of
your club. Regardless of size, there are four positions that the Alumni Relations
requires that all clubs to adopt; these include a President, Vice President, Treasurer
and Secretary. Descriptions of these positions are below. The goal is to ensure that
responsibilities are shared, so that no one volunteer is overly burdened with the
work. Larger or very active clubs should consider including additional leaders on
their board, allowing them to expand their programming and outreach.
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Alumni Club Leadership Positions (also known as an “executive board”):
President
Vice President
Treasurer
Secretary
Other Key Leadership Positions:
Events Chair
Young Alumni Chair
Community Service Chair
Athletics Chair
Communications/Web site Chair
Membership Chair
Responsibilities of the Executive Board
President
1. Serves as Georgetown University’s representative to her/his alumni club.
2. Serves as the main contact for interested alumni in the local area.
3. Runs Executive Board Meetings, held at least once a quarter via conference
call or meeting. Many times these meetings are held once a month on a
specific day at a set time (for example, the first Friday or third Thursday of
each month).
4. Communicates with her/his club’s Alumni Relations staff liaison at least
once a month to discuss issues and to keep current on Georgetown
happenings and to share with us what’s going on with the club.
5. Plans and runs an Annual Meeting each year.
6. Appoints committee chairs (if applicable) and assists with committee
member selection (if needed).
7. Attends Leadership Weekend (optional but highly recommended).
8. Assists in selection of successor and trains new president.
Vice President
1. Shadows President to learn all aspects of leadership position.
2. Runs Executive Meetings if President is unable to attend.
3. Serves as a contact for interested alumni in the local area.
4. In smaller clubs where there is no membership chair, coordinates the
membership drive and follows up with membership requests. Works with
the other executive board members to recruit and sustain membership.
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5. Similarly, if there is no events chair, the vice president compiles and sends
the club’s events calendar to the designated Alumni Relations staff liaison.
6. Takes on one or two primary responsibilities of interest in the club. For
example, if the club does not appoint recommended chair positions, then
the VP can plan a community service event, happy hour or networking
event.
7. Assists in selection of successor.
8. Attends Leadership Weekend (optional).
Treasurer
1. Maintains club bank account for club financial transactions, and makes
sure there are two current signatures on file for checking account.
Additionally, the treasurer communicates the location of the account and
signatories on the account to the Alumni Relations representative.
2. Accepts all payments and makes all disbursements for club business.
3. Responsible for receiving the dues collections.
4. Prepares financial reports for executive board meetings and for the annual
report, and shares this information with the Alumni Relations liaison.
5. Tracks bills sent from Alumni Relations and pays them in a timely manner.
6. Staffs registration table at a club event if money needs to be collected.
7. Assists in selection and training of successor.
Secretary
1. Takes minutes at all executive board meetings and all club meetings, and
distributes meetings to executive board.
2. Sends minutes of meetings to liaison at Georgetown University within a
month after meeting.
3. Staffs registration table at club events and sends sign in sheets to liaison at
Georgetown University with one (1) month of an event.
4. Tracks annual membership roster and sends it to Alumni Relations liaison
for annual compliance reporting.
5. Assists in all club leadership communication, including email
communications and maintaining the club website.
6. Assists in selection and training of successor.
Responsibilities for Recommended Leadership Positions
It is up to the Executive Leadership to decide if the club needs and wants to appoint
these positions. This decision may largely be based on the availability and interest of
volunteers in your area. Each of these positions will serve on the Executive Board
and will report on activities at executive leadership meetings.
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Events Chair
1. Plans and coordinates all club events with help from executive leadership.
2. Works with the President and Treasurer to establish pricing for events,
keeping in mind all expenses incurred (including mailing and invitation
creation costs).
3. Works with the Alumni Relations liaison to create an event timeline,
including when to send invitations, and other communications.
4. Creates invitations to be sent to alumni.
5. Sends event information to Web site chair to send out to local alumni.
6. Assists in selection and training successor
Communications Chair /Webmaster
1. Responsible for learning how to use the alumni club website at
alumni.georgetown.edu for creating and updating the club website on at
least a quarterly basis.
2. Responsible for sending out e-mail invitations and updates to local alumni
through website.
3. Works with the executive leadership in creating and sending out any other
forms of communication.
4. Assists in selection and training of successor.
Young Alumni Chair
1. Plan activities and events geared specifically toward alumni who have
graduated in the past five years.
2. Collects contact information at young alumni events to ensure contact
information is up to date.
3. Creates invitations and e-mails for young alumni events.
4. Works with Events Chair to ensure smooth event.
5. Assists in selection and training of successor
Community Service Chair
1. In concert with Alumni Relations staff, plan and executive at least one
community service event for the club per year.
2. Assists in selection and training of successor
Athletics Chair
1. Plans events centered on Georgetown sporting events.
2. Working with the Hoyas Unlimited staff, keeps track of occasions when
Georgetown teams are playing in your area.
3. Assists in the selection and training of successor.
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Membership Chair
1. Collects all membership forms and keeps the main club roster.
2. Make sure that she/he sends this roster to the staff liaison at Georgetown
on an annual basis. This list should be sent to within three months of the
annual dues mailing.
3. Works with the other board members to increase membership.
4. Responsible for updating list and sending to Georgetown in a timely
manner.
5. Assists in selection and training of successor.
Elections and Leadership Transition
In order to cultivate new leadership and relationships within a club, the Alumni
Relations team encourages all clubs to hold elections on a regular basis. Although it is
up to the club to set the schedule, it is recommended that clubs set term limits for
leadership positions of no more than five (5) years. Likewise, there are different ways
to manage leadership transition. Below are two examples of transition styles.
Regardless of how a club chooses to proceed, we ask that election dates and results be
shared with your Alumni Relations liaison in a timely manner.
Stair Step Elections:
Stair step elections typically are more effective in larger areas. These are
effective because the entire leadership board is not rolled over at one time and
a club leaders with at least one year of experience remains on the board at all
times. This model is set up so that committee members “roll” up in leadership
positions. For example: The Club of Metro New York has set up a system
whereby club officers move up through the ranks. Additionally, they have
created two co-president positions that, elected on alternating years, ensuring
that there is always an experienced co-president on board.
Open Elections with Advisory Board:
Unlike the stair step election model, there is no standard progression in the
leadership track. It is suggested that when a club leader completes her/his
term, that the leader remain on the board as an advisor. This provides an
additional voice of experience, while allowing new volunteers a leadership
opportunity.
Club Responsibilities
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Contact Information Mailing Address – Each club should maintain a mailing address for all club
correspondence. Clubs may choose to maintain a P.O. Box established
exclusively for club use; or a member of the board may choose to use his or her
address. A club may not use the address for the Office of Advancement unless
authorized by an appropriate staff member.
Phone – Though not mandatory, it is recommended that clubs maintain a
phone line or pager with voice mail capability for club use. Again, this may be
a separate line, or a member of the board may choose to offer their own.
E-mail – Each club should maintain at least one e-mail address to be publicized
on all correspondence.
Membership Each club will be solely responsible for the processing of membership
applications, including:
Membership Forms/Lists
Information received via membership/dues forms should be entered by the
club into an Excel spreadsheet, including name, Georgetown University
School Year (GUSY), address, telephone numbers, e-mail, and the date the
member was entered into the list (membership start date).
Dues Collection
1. Every club should maintain a bank account in the club’s name. Monies
made payable to the club shall not, under any circumstances, be deposited
into a personal bank account.
2. All dues payments are to be collected and handled by the club treasurer.
The dues forms are then given to the club secretary for the purposes of
tracking membership.
3. The club treasurer should communicate to his or her Alumni Relations
Liaison the location of the account, the signatories on the account, and the
opening and ending balance each fiscal year.
Finances Clubs are solely responsible for maintaining their own finances, including
payment of invoices, balance sheets, and budgets. Alumni Relations cannot, in
any way, provide financial services to or handle any money for any club, but we
can provide tools for budgeting and reporting. Finances must be tracked from July
1 – June 30 each year; clubs adhere to the same fiscal year as the University.
Web sites and E-communications
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All clubs will are strongly encouraged to maintain a website, provided by
Georgetown University Alumni Association as a function of Georgetown Alumni Online (http://alumni.georgetown.edu/), from which they are able to send their
own e-communications announcing events, meetings, elections, etc. This site
should be updated at least once a quarter. For more information on creating and
maintaining a website, or for instructions on sending out blast emails via
Georgetown Alumni Online, please contact your alumni relations liaison.
Events and Programming Planning – Clubs are responsible for identifying relevant and appropriate
events for their market. Your alumni relations liaison can provide advice,
suggestions, and best practices as seen by other clubs. Events should be
planned to cover all costs; the University is not in a position to provide
funding for events. The collection of dues and fees charged for events is the
basis for the club’s revenue.
We encourage you to work with your alumni relations liaisons in order to seek
their advice on budgets, locations, and event pricing. Your liaison can also
provide you demographic information about your market. This information
can help you as you consider different types of events to plan. For example, if
the majority of alumni in your area are older, hosting happy hours to the
exclusion of other types of events will probably not draw a crowd. You might
consider hosting a visiting faculty for a lecture or plan a mass & brunch. Game
watches and networking events are particularly popular with a younger
demographic and community service projects resonate with all age groups.
Invitations and Marketing – While the club determines the content for
invitations, e-mail blasts, and website promotion of its events, the Alumni
Relations team is happy to review your communications. We can also help by
sending out invitations from our office, but as of the beginning of FY 2012, the
Office of Alumni Relations will no longer send paper mailings free of charge.
If you wish to continue to mail to some or all of your membership, it will be
the responsibility to cover the cost out of club revenues and you will be billed
by the University for the mailing. (If you are mailing more than 500 paper
pieces, you may qualify for the University’s non-profit rate.)
We encourage clubs to garner email addresses for your membership and to
utilize the online communication tools available through Georgetown Alumni
Online. Your alumni relations liaison can walk you through these processes.
Examples of invitations can be found in the appendix.
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We ask that clubs to provide us with the list of persons who r.s.v.p. and attend
the event. It is essential that you share these lists with the alumni relations
team so we can collect updated information and get a sense of who’s interested
and engaged to help support you better on an on-going basis. And please note,
if you are planning to host an event for a faculty members or University
administrator, invitations and email communications must be approved by the
alumni relations liaison prior to sending,
R.s.v.p./Event Attendance Lists – Clubs should maintain r.s.v.p. and
attendance lists for each event sponsored by the club. The list should include
the name and GU School and Year (if applicable) for each individual. An
example of an attendance list can be found on in the toolkit.
Payments – Clubs are responsible for collecting and processing payments for
their own events, although the Office of Advancement is updating and
implementing a new IT tool, which may enable clubs to make payments via
the online system in the near future.
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Club Compliance
The Alumni Club Committee is undertaking a review of club compliance to ensure
that each club has a valid charter on file with the Office of Alumni Relations and that
the Club by-laws are up to date. This is required to ensure that clubs and their
leadership are covered by the insurance liability policy of the Alumni Association.
Club legitimacy also entitles you to the services provided by Alumni Relations staff.
In addition to a current charter and by-laws, in order to be fully compliant each club
must submit a copy of their annual membership roster. Clubs must adhere to the
financial reporting requirements at the end of each fiscal year. (Your alumni relations
team will send appropriate forms to be completed and help guide you through the
financial reporting process.) GUAA Bylaws stipulate that the Board of Governors is
authorized to add other requirements for compliance as it deems necessary.
Additionally, GUAA Bylaws Article XII Section 5 states that the Board of Governors
or its duly authorized representative (Office of Advancement) has the right to
withhold any and all services to a club, until such time that the club is fully
compliant. Such services include staff support, website and email blast privileges, and
access to programs provided by the University (i.e. Faculty Alumni Speakers Program
and Student Send-Off kits). In extreme circumstances, the Board of Governors, or its
representative, may suspend or revoke a club’s charter, resulting in the closure of a
club. Additionally, if good cause is shown, a club leader or leaders may be removed
from their positions.
Benefits Provided by the Alumni Association (GUAA) and the
Alumni Relations (AR) Office
The Alumni Relations team provides a number of services to regional clubs designed
to enhance the clubs’ abilities to engage local alumni. By developing a strong
partnership the Alumni Relations staff works with you to create successful
programming and serves as resource for the clubs. Below are the services provided
by the Alumni Relations team.
Alumni Rosters
Your Alumni Relations liaison can provide you club with key information about your
region. Our demographic analysis provides you with some statistics on the make-up
of your alumni and parent population, including school, age- range, extent of e-mail
penetration, and mailing address penetration. You may find this useful when trying
to determine target populations within your market or membership strategies.
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Once the leadership of a club has signed the confidentiality agreement, we are able to
provide lists of alumni, parents, and friends in your region. We can also provide you
with mailing labels should you need to do a paper mailing to a specific group (e.g.,
incoming and new students, etc.). Please note that as of July 1, 2011, Alumni
Relations will no longer facilitate and fund paper mailings. Should a club wish to
continue the practice of paper mailings to reach alumni without email addresses, we
will facilitate a third class mailing using the University’s non-profit rate and charge
the club for postage accrued.
Club Web sites & Communication
GUAA provides each club with a website as a function of Georgetown Alumni Online
(alumni.georgetown.edu). This website allows the club to post events, photos, contact
information, membership information, etc, as well as manage e-communications.
Each club will be responsible for maintaining its website. We can offer instructions
on how to create and maintain your website, as well how to send blast emails to your
constituents.
The official webpage of the University will be updated early 2011. In addition to the
official alumni.georgetown.edu web platform, we encourage local clubs to explore
other platforms such as Facebook Groups, Linked In, Google sites, and other social
media. The Alumni Association is devoted to making international alumni
networking a success. As the network of international alumni continues to expand,
we will offer a Best Practices Web Forum from time to time, so that clubs may profit
from their shared experiences.
Within GUAA, the Alumni Club Subcommittee (ACC) has launched an International
Club Initiative (ICI) led by two international governors. One of the principal
activities of this initiative is to convene regular conference calls, conduct webinars, or
circulate newsletters and publications to help develop international clubs and
consolidate volunteer Hoya networks worldwide.
Club Newsletter
Each month, the Alumni Relations staff communicates with club leaders, bringing
them information about new programs and announcements relevant to club activity.
Clubs may submit information regarding events and announcements by contacting
either the staff liaison, or by sending an email to: [email protected]
Insurance and Tax Information - International
Each club should investigate local tax laws governing launching a club as a non-profit
entity. International clubs are indemnified through GUAA’s liability insurance.
Effective July 1, 2005, the Alumni Association and all charted regional and
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international clubs are recognized as included entities under the University’s
insurance policies. Club officers are insured with respect to claims arising out of
operations and functions for or on behalf of the University.
Leadership Training
Each fall and winter, GUAA and Alumni Relations will provide leadership training to
club leaders during the Board of Governor Leadership Weekends. Information about
the timing of leadership weekends is sent to club leaders well in advance of the date.
During the weekend, we provide a forum to share best practices and solicit feedback
from club leaders. Throughout the weekend, club leaders are invited to sit in on the
open meetings of the Board of Governors, providing an opportunity to learn more
about the Alumni Association and its governing body. During the Winter Leadership
Weekend, the host city for John Carroll Weekend is selected.
Appendices
Charter Application
GUAA Bylaws (Alumni Clubs Art. XII)
Club Bylaws Template
Acceptable Use Policy
Confidentiality Agreement
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Georgetown University Alumni Association
Georgetown Club Charter Application
Location of Proposed Club:________________________________
Date:___________________
Applicant Name/GU School &
Year: ______________________________________________________
Proposed Role:
________________________________________________________________________
1. Background and Rationale
Please provide a summary of the background preparations and planning for this proposed club as well
as your rationale for this application.
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2. Club Executive Committee
Please provide the names, signatures, and contact information of alumni who have agreed to serve on
the club executive committee in the roles listed below:
President: ______________________________________________________________________________
Name (GUSY, if applicable) Signature
_________________________________________________________________________________________
Address
_________________________________________________________________________________________
Phone E-mail
Vice-President: _____________________________________________________________
Name (GUSY, if applicable) Signature
_________________________________________________________________________________________
Address
_________________________________________________________________________________________
Phone E-mail
Treasurer: _____________________________________________________________
Name (GUSY, if applicable) Signature
_________________________________________________________________________________________
Address
_________________________________________________________________________________________
Phone E-mail
Secretary: __________________________________________________________
Name (GUSY, if applicable) Signature
_________________________________________________________________________________________
Address
_________________________________________________________________________________________
Phone E-mail
3. Membership
Please provide the number of Georgetown constituents (including alumni, parents, and friends) in your
area. (If uncertain, please obtain a list from the Alumni Relations Staff. ________________
Please provide the number of members you reasonably expect to join. GU Alumni Association By-laws
stipulate that all recognized clubs should maintain a roster of at least 25 members.
____________________________
Please provide information about your proposed dues structure:
______________________________________________________________________________________
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4. Club Activities
Please provide a list of proposed events for the club in the coming months, as well as an estimated
budget and expected attendance for the event.
Date/Event Estimated Budget Expected Attendance
_________________________________ _____________ _________________
_________________________________ _____________ _________________
_________________________________ _____________ _________________
_________________________________ _____________ _________________
_________________________________ _____________ _________________
_________________________________ _____________ _________________
5. Club By-laws
Please attach a copy of the adopted by-laws and signed by all members of the club executive
committee. Note that any changes made to the template by-laws will require the formal approval of
the GUAA Board of Governors.
Date: __________________
Applicant’s Signature: _________________________
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Georgetown University Alumni Association
BYLAWS (Governing Alumni Clubs)
ARTICLE XII
Alumni Clubs
Section 1. The Association shall recognize all University Alumni Clubs duly
organized and chartered pursuant to the provisions of this Article of these bylaws.
Section 2. Each University Alumni Club accepting the conditions set forth by the
Board of Governors shall be chartered by the Association.
Section 3. In any local area in which there is an established University Alumni
Club or Clubs, no additional club or clubs of that area shall be chartered hereunder
without the written consent of the existing Club or Clubs of that area, with the
exception that, in the event the Board of Governors of the Association shall
determine that any such Club has withheld such consent unreasonably, then another
University Alumni Club or Clubs may be chartered in that area by action of the Board
of Governors of the Association. The boundary line of territory within which such
new Club may meet and from which it may obtain new members and within which it
shall perform its activities shall be clearly and specifically defined in its charter, and
new boundary lines for the original Club or Clubs within the area shall be defined
simultaneously.
Section 4. A University Alumni Club, after receiving its charter hereunder, may,
but is not required to, incorporate, subject to the approval of the Board of Governors,
only in the name designated in its charter and said Club must agree, as a condition
precedent to its incorporation, that as a corporation it will accept and abide by the
provisions of this Article XI as amended from time to time, and undertake to carry out
the conditions for chartering specified in the Club Manual promulgated by the
Association.
Section 5. Any University Alumni Club that fails to conform to any applicable
provisions of this Article XII may have its charter hereunder suspended or revoked by
the Association, acting through its Board of Governors or its duly authorized
representative. The Board or its duly authorized representative may take any or all
actions necessary to insure compliance with the terms of this Article XII. If any
University Alumni Club charter shall be suspended or revoked, the affected Club may
appeal the action of the Board of Governors in respect thereto to the next meeting of
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the Board of Governors, and the Board’s action thereon at such next meeting shall be
final and binding.
Section 6. Any University Alumni Club President, other officer or board member
may be removed for good cause shown by a vote of the Board of Governors, or the
Executive Committee of the Board of Governors, or a committee of the Board of
Governors duly appointed.
Section 7. The minimum members of any University Alumni Club shall be
twenty-five members. Conditions of membership in any University Alumni Club
may be determined by the Board of Governors.
Section 8. Any University Alumni Club shall be bound and shall adopt as part of
its articles of association or incorporation, charter, constitution, or local club bylaws
the following provisions:
“This University Alumni Club, as an affiliated member organization of
the Georgetown University Alumni Association, is organized
exclusively for charitable, religious, educational, and scientific
purposes, including for purposes such as the making of any distribution
to Georgetown University, as shall at the time qualify it as an exempt
organization under Section 501(c)(3) of the Internal Revenue Code of
1986, as amended (or corresponding provision of any future United
States Internal Revenue laws).
Further, upon the dissolution of any affiliated University Alumni Club,
the governing board of the University Alumni Club shall, after paying
or making provisions for the payment of the liabilities of said
University Alumni Club, dispose of all of the assets of the University
Alumni Club exclusively as the Board of Governors of the Association
shall direct for the purposes for the University Alumni Club or to
Georgetown University or other organizations affiliated with
Georgetown University organized and operated exclusively for
charitable, educational, religious or scientific purposes as shall at the
time qualify as an exempt organization under Section 501(c)(3) of the
Internal Revenue Code of 1986, as amended, (or the corresponding
provision of any future United States Internal Revenue laws), or, if the
Board of Governors of the Association has not so directed, then as the
governing board of said University Alumni Club shall determine. Any
such assets not so disposed of shall be disposed of by a court of
appropriate jurisdiction having supervision over nonprofit
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organizations in the county in which the principal office of the
University Alumni Club is located, exclusively for charitable,
educational, religious or scientific purposes or to such organizations, as
said court shall determine, which are organized and operated
exclusively for such purposes.”
* Emphasis added
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BY-LAWS (Sample)
THE GEORGETOWN CLUB OF ____________________
Article I: Name and Territorial Limits
Section 1. This organization shall be known as the Georgetown Club of
________________, hereinafter known as the Club.
Section 2. The territorial limits of the Club shall be confined to
the _____________.
Article II: Objectives
Section 1. The objectives of the Club shall be, in accordance with
the wishes of the Board of Governors of the Georgetown University
Alumni Association.
a. To advance the interests of Georgetown University;
b. To perpetuate and strengthen Georgetown
University friendships;
c. To preserve and draw together more closely the bonds of
fellowship among Georgetown University officers,
faculty, students, parents and alumni,
d. To promote the intellectual, temporal, spiritual and
social welfare of the general membership, and;
e. To serve the local community.
Article III: Membership
Section 1. There shall be the following classes of membership:
Members, Students, Parents, Friends of Georgetown and
Honorary Members.
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a. Members: Any individual who is a member of the
Georgetown University Alumni Association in
accordance with the bylaws of the Board of Governors of
the Georgetown University Alumni Association
provided, however, that each such Member resides or
engages in professional activity within the territorial
limits of the Club.
b. Students: Any individual who is duly enrolled as a
student at Georgetown University shall enjoy all the
privileges of Members, except voting and holding office
provided, however, that each such student resides or
engages in professional activity within the territorial
limits of the Club.
c. Parents: Any individual who is currently or has been a
parent of a student at Georgetown University shall enjoy
all the privileges of Members, provided, however, that
each such Parent resides or engages in professional
activity within the territorial limits of the Club.
d. Friends of Georgetown: Any individual who has
attended any non-degree program at Georgetown
University shall be eligible to become a Friend of
Georgetown; provided, however, that each such Friend
resides or engages in professional activity within the
territorial limits of the Club.
e. Honorary Members and Officers: The President and all
other Executive Officers and trustees of Georgetown
University, the members of the faculty and patrons shall
be eligible for election as Honorary Members and
Officers of the Club.
f. The President of the Club may, by unanimous vote of the
members present at a Business Meeting and with the
approval of the Executive Committee, appoint Honorary
Members and Officers, who shall enjoy all the privileges
of Members, except those of voting and holding officers.
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Article IV: Termination of Membership
Section 1. Any member may resign his membership by notifying the Secretary of
the Club in writing.
Section 2. Membership shall be automatically terminated whenever
a member ceases to reside or engage in professional
activity within the territorial limits of the Club.
Section 3. Any member may be suspended from membership by the Executive
Committee for substantial violation of the Bylaws or rules of the Club upon notice
and after an opportunity for hearing.
Article V: Executive Committee
Section 1. The governing body of the Club shall be the Executive Committee. Its
decisions can be overruled only by a two-thirds majority vote of the members
present at a Business Meeting.
Section 2. The Executive Committee shall include the President,
Vice President, Secretary, Treasurer, and all chairmen of
Standing Committees, whose terms shall be in
accordance with Article VI, Section 6.
Section 3. The Executive Committee of the Club shall meet bi-
monthly, at a time and place designated by
the President.
Section 4. Any three members of the Executive Committee shall
have the right to call a meeting of the Committee on two
weeks notice by writing to all members of the
Committee.
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Section 5. Any member of the Executive Committee who is not
present at fifty percent of the meetings of the Committee
without good cause shall be deemed to have resigned
from the Executive Committee.
Article VI: Officers and Duties
Section 1. The officers of the Club shall be the President, the Vice President, the
Secretary and the Treasurer.
Section 2. The President shall preside over all meetings, appoint all
committees, shall be Chairman of the Executive
Committee, and shall have such further duties as
ordinarily pertain to the office
of President.
Section 3. The Vice President shall assume the duties of the
President in his or her absence.
Section 4. The Secretary shall record all proceedings of meetings of
the Club and of meetings of the Executive Committee,
shall maintain a current roster of members, shall be
custodian of the records, shall file an Annual Report and
Financial year statement, and shall have such further
duties as ordinarily pertain to the office of Secretary.
Section 5. The Treasurer shall keep the books and accounts and
have custody of all funds of the Club. The Treasurer
shall render annual reports of the financial position of
the Club as directed by the President, attend to the
payment of all bills and obligations, deposit all funds of
the Club in the account of the Georgetown Club of
______ in a bank designated by the Executive
Committee, and have such further duties as ordinarily
pertain to the office of Treasurer.
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Section 6. All officers and members of the Executive Committee
shall be elected for a term of two years. Elections shall
take place in May of the election year. All members are
eligible for election to office. There shall be a transition
period of two months before the newly elected officers
assume office to ensure experience and continuity in all
offices of the Club.
In the event of a vacancy in any office, the President
shall have the power to fill such vacancy for the
unexpired term. In the event the office of President
becomes vacant, the Vice President shall succeed to that
office.
Section 7. Nomination for such election shall be made by the Executive
Committee. Further nominations may be made from the floor at the time of the
election by any member. Each member present shall be entitled to one vote. The
candidate who receives the largest number of the votes cast on the first ballot shall
be elected.
Article VII: Fiscal Year
Section 1. The Club’s fiscal year shall commence on July 1 and end
on June 30.
Article VIII: Business Meetings
Section 1. The Club shall hold a Business Meeting at least once a
year.
Section 2. Business Meetings may be called at any time on one
month’s notice in writing by the President or the
Executive Committee.
Section 3. Upon the written request for a special meeting by at least
ten (10) members in good standing, setting forth the
objectives and reasons therefore, it shall be the duty of
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the President to call a special meeting for the purpose
specified in such request.
Article IX: Affiliation with the Board of Governors of Georgetown
University’s Alumni Association
Section 1. The Club is authorized by the Governors of the Georgetown University
Alumni Association and shall cooperate with the Alumni Board of Governors and
its regional organizations.
Section 2. The Georgetown Club of ______ as an affiliated member
organization of the Georgetown University Alumni
Association is organized exclusively for charitable,
religious, educational and specific purposes, including for
such purposes, the making of any distribution to
Georgetown University and other organizations affiliated
with Georgetown University that qualify as exempt
organizations under section 501 (c) (3) of the Internal
Revenue Code of 1986 (or corresponding provision of
any future United States Internal Revenue Laws).
Further, upon the dissolution of the Club, the Executive
Committee shall, after paying or making provisions for
the payment of all of the liabilities of the Club, dispose of
all of the assets of the Club exclusively for the purposes
of the Club or Georgetown University or other
organizations affiliated with Georgetown University
organized and operated exclusively for charitable,
educational, religious or scientific purposes as shall at the
time qualify as an exempt organization or organizations
under Section 501 (C) (3) of the Internal Revenue Code
of 1986 (or corresponding provision of any future United
States Internal Revenue Law), as the Executive
Committee of the Club shall determine.
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Any such assets not so disposed of shall be disposed of by a court of
appropriate jurisdiction having supervision over non-profit organizations of the
county in which the principal office of the Club is then located exclusively for
charitable, educational, religious or scientific purposes or to such organization or
organizations, as said court shall determine, which are organized and operated
exclusively for such purposes.
Article X: Committees
Section 1. The Club shall have such committees as the Executive Committee
deems necessary to discharge its programs.
Article XI: Amendements
Section 1. The Bylaws may be amended only by a two-thirds vote of the Members
present and voting at a Business Meeting. Proposed amendments shall be filed with
the Secretary in writing, and a written resolution proposing such amendments shall
be introduced at a Business Meeting. Amendments shall not become a part of the
Bylaws until the same have been submitted to and approved by the Board of
Governors of the Georgetown University Alumni Association.
APPROVED AND RECOMMENDED BY THE EXECUTIVE COMMITTEE OF THE
GEORGETOWN CLUB OF ___________________ ON ____________ (date).
Signed:
_____________________________________ ______________________________
Name Role
_____________________________________ ______________________________
Name Role
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_____________________________________ ______________________________
Name Role
_____________________________________ ______________________________
Name Role
APPROVED BY AND DECLARED TO BE OPERATIVE BY THE GEORGETOWN
UNIVERSITY ALUMNI ASSOCIATION BOARD OF GOVERNORS OF ON
_____________(date).
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Georgetown University Alumni Association Acceptable Use
Policy
Summary
This policy defines the boundaries of "acceptable use"' of limited electronic resources,
specifically computers, networks, electronic mail services, and electronic information
resources of the Georgetown University Alumni Association (GUAA).
Founded in 1881, the alumni association strengthens alumni friendships and advances
Georgetown's interests by bringing together those who share its past, its present, and
its future. Georgetown Alumni Online is an online service consisting of the electronic
resources summarized above. It supports the mission of the alumni association and is
available to Georgetown alumni, faculty, students, staff, and registered guests. The
site's unsecured home page is available to the general public.
Purpose
Through the alumni association, alumni participate in an established network, keep
up with friends, communicate with each other about career and school experiences,
and become part of a family that will help them for the rest of their lives.
Georgetown Alumni Online supports the mission of the alumni association by helping
alumni to connect with one another. To remain eligible as users, alumni must
use their Georgetown Alumni Online accounts in ways that are in support of and
consistent with the objectives of the alumni association.
Mission
The alumni association provides Georgetown Alumni Online, an online community
of electronic services, to alumni as a way for them to communicate with each other.
The mission of Georgetown Alumni Online and its services is to foster and promote
alumni affinity with the university and with each other; bring alumni together to
advance the interests of the university and alumni association; provide alumni with
ongoing educational and intellectual opportunities; and promote alumni affinity by
school, class year, club, or special interest.
Policy
It is the policy of the alumni association to maintain an environment that promotes
ethical and responsible conduct in all online network activities. It shall be a violation
of this policy for any user to engage in any activity that does not conform to the
established purpose and general rules and policies of Georgetown Alumni Online.
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By using alumni association computing resources, users assume personal responsibility
for appropriate use of those resources and agree to comply with this and other
applicable university policies, as well as city, state, and federal laws and regulations.
The Georgetown University Alumni Association Acceptable Use Policy defines
penalties leading up to and including loss of system access. In addition, some activities
may lead to risk of legal liability, both civil and criminal.
Users of Georgetown Alumni Online are strongly encouraged to review and
understand the contents of this policy.
Alumni User Rights and Responsibilities
As an alumnus of Georgetown University and a user of Georgetown Alumni Online,
you have certain rights and responsibilities regarding the service's use. These
responsibilities include:
Respecting the rights and privacy of other users
Respecting the legal protection provided by copyright and licensing of data
and programs
Respecting the intended use of resources
Respecting the intended use of systems for electronic exchange, such as email
Respecting the security and integrity of the network
Adhering to all general university policies and procedures
The alumni association expects community members to exhibit the same level of
respect for others in this forum as in any other alumni association venue (such as at a
reunion event).
Electronic Privacy
The alumni association has the right to monitor and log any and all aspects of
Georgetown Alumni Online. While the alumni association is not responsible
for the content of bulletin boards, it does reserve the right to reorganize or
delete any postings or message boards and may at its discretion reassign a
topic's ownership.
Services provided through Georgetown Alumni Online have security measures
in place to protect the loss, misuse, and alteration of the information under its
control. While every effort is made to ensure the integrity and security of
Georgetown Alumni Online, we are unable to guarantee that such security
measures will prevent third-party hackers from illegally obtaining this
information.
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Users will be assigned account IDs and passwords for access to Georgetown
Alumni Online. Accounts are provided for the specific individual to whom
they have been assigned.
Acceptable Use
All use of Georgetown Alumni Online must be consistent with the mission of the
alumni association, and Georgetown Alumni Online accounts are to be used only by
the authorized owner of the account for the authorized purpose. The following
constitutes acceptable use of the Georgetown Alumni Online system:
Contact with other users of Georgetown Alumni Online in connection with
the objectives and mission of the alumni association
Any other administrative communications or activities that support and
further alumni association goals and objectives
Announcements of events that are in line with the objectives and mission of
Georgetown Alumni Online and the alumni association
Unacceptable Use
Use of Georgetown Alumni Online for commercial or for-profit purposes
Use of Georgetown Alumni Online for activities considered illegal or
fraudulent
Use of Georgetown Alumni Online to inaccurately imply endorsement,
approval, or sponsorship by Georgetown University (or any individual officer
of the university)
Use of Georgetown Alumni Online to send communications that can be
confused with official communications of Georgetown University or its
officers
Use of Georgetown Alumni Online to send communications that can be
confused with official communications of the alumni association or its officers
Use of Georgetown Alumni Online for mass mailings or spamming
Use of Georgetown Alumni Online for hate mail, harassment, discriminatory
remarks, or other anti-social activities
Dissemination or use of copyrighted material on Georgetown Alumni Online
without permission.
The intentional seeking of information on other users; the copying or
modifying of files, data, or passwords belonging to other users; or the
misrepresentation of other users
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Alteration of any computing or network components of Georgetown Alumni
Online without authorization or beyond one's level of authorization
Use of Georgetown Alumni Online in any way deemed inconsistent with the
goals and mission of the alumni association
Use of Georgetown Alumni Online for political, lobbying, and/or campaign
purposes
Applicable Laws/Liability
Personal Liability
Improper use of Georgetown Alumni Online may subject a user to personal civil
and/or criminal liability. By way of example, but not limitation, users must be aware
of the following:
Federal Copyright Law: U.S copyright law grants authors certain exclusive rights of
reproduction, adaptation, distribution, performance, display, attribution, and integrity
to their creations, including works of literature, photographs, music, software, film,
and video. Violations of copyright laws include, but are not limited to, the making of
unauthorized copies of any copyrighted material and the distributing of copyrighted
materials over computer networks or by other means.
Defamation: Individuals may seek civil remedies if they can show that they were
clearly identified as the subject of defamatory messages and suffered damage as a
consequence.
Federal Wire Fraud Law: Federal law prohibits the use of interstate communications
systems (phone, wire, radio, or television transmissions) to further an illegal scheme
or to defraud.
Enforcement
The alumni association will review activity that is alleged not to be in accordance
with the acceptable use policy for Georgetown Alumni Online. The alumni
association will deny further access to the secure portion of its website to those who
engage in practices judged to be in violation of the acceptable use policy. In addition,
the alumni association may deny access to the secure portion of Georgetown Alumni
Online to any individual at any time.
Where violations of this policy may be unlawful, the matter may be referred for
appropriate legal action.
Guidelines: Content and Maintenance
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Minimum Standards:
The alumni association does not review the content of affinity-group and club web
pages; this is the responsibility of the departments that publish them. However, the
content of any alumni association web page contributes to users' perceptions of the
entire alumni website. For this reason:
1. Information published on alumni websites should be as accurate and up-to-
date as possible.
2. Affinity-group and club leaders should publish only materials that they have
the capacity to maintain. Maintenance includes keeping the information on
each web page up to date and keeping the design and technology of a whole
website up to date.
3. Each affinity group or club should have a clearly understood process by which
designated individuals periodically review, maintain, and update the content
of the website(s).
4. Each affinity-group or club website should have a contact to which users can
send content corrections, updates, or questions. Contact information should be
published on the main page of the website.
Use of Georgetown Name or Branded Slogans
It is the responsibility of the user to ensure proper use of Georgetown's name in the
conduct of each affinity group or club's activities. The official Georgetown University
Alumni Association title and the name of the university are to be used only in ways
that do not state or imply the alumni association's endorsement of a non-alumni
association project or product.
Implied Consent
Individuals with access to Georgetown Alumni Online are responsible for the
appropriate use of the site and by their use agree to comply with all applicable
university and alumni association policies and regulations, and with all applicable
city, state, and federal laws and regulations, as well as with the acceptable use policies
of affiliated networks and systems.
37
Georgetown University Office of Advancement
Confidentially Agreement
I, [insert full name], of [insert address], have been requested by the Georgetown University Office of Advancement (“Georgetown”) to serve as a volunteer to assist in alumni engagement activities on behalf of my regional club. I understand that I may be given information by Georgetown about certain individuals and/or organizations in order to assist me in carrying out these volunteer activities. This may include, but is not limited to, information about the financial situations, giving potentials, and/or giving interests (“Confidential Information”) of current and/or prospective donors, including alumni/i.e. friends of Georgetown and/or other organizations. I further understand that in the course of my volunteer activities, I may be provided with, or may otherwise receive, additional confidential information about an alumnus/a, Georgetown friend, donor, giving prospect, and/or organization. I recognize that this confidential information may be provided to me orally, in print, electronically and/or digitally. I hereby agree that I will treat all such confidential information that I receive as non-public and will not provide any confidential information to any third-party unless I am specifically authorized in advance to do so in writing by [name of person/title/similar designation] of the Georgetown University Office of Advancement. I will use the confidential information only to further the advancement mission of Georgetown, and I will not use any such confidential information for personal and/or commercial purposes. I also agree that upon completion of my volunteer responsibilities, I either will destroy all such confidential information or, at the request of Georgetown, send all confidential information that I have received during the course of this volunteer activity to the Georgetown University Office of Advancement. _________________________________ Signature __________________________________ Date
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