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Tools for Affiliated Group Leaders

Affiliated Group Organizational Guidelines
I. Definition of an Affiliated Group

Any group of 100 or more Dartmouth alumni who share a common bond based on self-identified information that they are members of a group of historically under-represented alumni (i.e., Black alumni, Native American alumni, Asian and Pacific alumni, Latino alumni and Gay, Lesbian, Bisexual and Transgender alumni, etc.) and who desire to affiliate with each other as a sub-group of the Association of Alumni.

II . Rationale

  1. To strengthen and improve the connections between Dartmouth College and her historically underrepresented alumni. 
  2. To provide additional opportunities for historically under-represented alumni to connect with each other.
  3. To identify and promote alumni leadership from historically under-represented alumni. 
  4. To increase alumni participation in College sponsored events.
  5. To increase alumni participation in philanthropy to Dartmouth College. 
  6. To increase opportunities for alumni to mentor historically under-represented undergraduate students.
  7. To engage the resources the historically under-represented alumni bring to the Dartmouth community. 
  8. To recruit students from historically under-represented groups to apply to Dartmouth.

III. Oversight  

1. The Vice President for Alumni Relations shall establish an Advisory Committee on Alumni Diversity.

2. The Advisory Committee is charged with reviewing the Affiliated Alumni Groups annually and making recommendations to the Vice President.

3. The committee's responsibilities shall include:

  • Review applications from new groups requesting Affiliated Alumni Group status and inform Vice President when requirements are met.
  • Review of the annual report from each recognized Affiliated Alumni Group to establish that it is fulfilling its mission and operating within the prescribed Alumni Relations guidelines and/or policies.
  • Recommend (with just cause) that the Vice President of Alumni Relations derecognize any established Affiliated Alumni Group that is not fulfilling its mission or operating within the prescribed Alumni Relations guidelines and/or policies.

IV. Initial Requirements for Recognition as an Affiliated Alumni Group

  1. Membership potential shall be large enough to sustain leadership and programs—eligible alumni base shall be no less than 100.
  2. Provide list of names, classes, and current addresses of all alumni eligible for affiliation.
  3. Present an initial list of officers who have agreed to two-year commitment to ensure continuity during development.
  4. Write a mission statement and bylaws and have these ratified by membership.
  5. Appoint an officer to work as liaison with Assistant Director of Alumni Diversity.
  6. Assistant Director of Alumni Diversity and the executive or steering committee of the Affiliated Alumni Group will have a minimum of four conference calls and/or meetings per year set up by the Alumni Relations Office.
  7. Plan and execute a kick-off event for the group.
  8. A two-year probation period is required during which each group must prove its viability. An annual report must be submitted for two consecutive years including: membership roster, summary of activities for the past year, a strategic plan of action for the coming year, a business plan and a financial report.
  9. Affiliated Alumni Group must maintain or increase membership during the two-year probationary period.
  10. At the end of the two-year probationary period, official recognition will be granted at the discretion of the Vice President of Alumni Relations when all requirements have been met.
V.  Requirements for Ongoing Officially Recognized Affiliated Groups
  1. Affiliated Alumni Groups must be independent and self-sustaining organizations. Limited financial and administrative support will be provided by the Alumni Relations Office as described below. 
  2. Establish a dues structure and set up internal organizational structure to manage the collection of dues. 
  3. Carry out a membership drive and provide Alumni Relations Office with an annual membership list. 
  4. Hold an annual meeting. Plan a minimum of one event per year. 
  5. Establish a website adhering to the web policies of Dartmouth College. 
  6. Write and prepare camera-ready copy for a minimum of one newsletter per year. 
  7. Apply for 501c3 status and file annual tax statement.

VI. Support from Alumni Relations for Affiliated Alumni Groups

In conjunction with the diversity initiatives established by Dartmouth College, support for Affiliated Alumni Groups will be provided as follows:

1. Development of codes in the alumni database to identify membership.

2. Provision of database to produce mailing labels for all mailings.

3. Budget to underwrite cost of one newsletter per year.

4. Alumni Relations staff assistance:

  • Help Affiliated Alumni Group obtain individual 501c3 organizational status and lend support for annual tax filing.
  • Set up conference calls or make arrangements for regular meetings of the executive committee. Alumni Relations staff will participate in these calls and/or meetings.
  • Reserve all locations for on campus events, help with logistics, menus, etc. and provide administrative support during events.
  • Offer the opportunity to purchase liability insurance and/or crime insurance at a pro-rated cost through the Alumni Association group policy.
  • Make arrangements for printing of newsletters, invitations and dues solicitations.
  • Offer the opportunity to establish a listserv for each Affiliated Alumni Group with the understanding that it will be maintained by the Affiliated Alumni Group.

5. Each Affiliated Alumni Group will design and maintain its own web site adhering to the web policies of Dartmouth College. The site will be hosted on the Alumni Relations server and located on the Affiliated Alumni Groups page.

6. Under special circumstances, funding for one-time events or outreach programs may be available upon request from the Alumni Relations Office. 

7. Alumni Relations staff will work with these Affiliated Groups to guide them through the process of applying to the Executive Committee of the Alumni Council for representation on the Alumni Council. Vice President of Alumni Relations will verify for Alumni Council that the Affiliated Group has the officially recognized status to apply for representation.

 Revised: March 2, 2011