Alumni Chapter Resources

Goals and Purposes of Alumni Chapters

Chapters of the George Mason University Alumni Association are nonpartisan, nondiscriminatory divisions of the Alumni Association, organized to work for the advancement of the University and its mission. These chapters are established by alumni who are interested in developing activities and programs that promote and enhance the image of the University. Alumni chapters may be formed along academic, geographic, or special-interest lines, although they need not be restricted to one of these categories. The following list of objectives shall be used in developing individual alumni chapter goals.

1. Establish goals and alumni chapter projects that will strengthen ties between members, the alumni chapter, and its surrounding community to the University.

Download Chocolate Chips for Chapters, a helpful 3-page guide on publicizing chapter activity and building alumni involvement.

2. Support activities of the University that focus on the advancement of its programs.
3. Unite those persons who are interested in the accomplishments and future progress of George Mason University.
4. Offer alumni the opportunity to participate in alumni chapters or University projects.
5. Develop a supporting body of alumni leaders who may serve in additional capacities on the Alumni Association Board of Directors.
6. Welcome new alumni to the area by cultivating friends and contacts who will assist them in becoming a part of the community.
7. Recognize outstanding alumni for their service to the University and their communities, as well as herald their professional achievements.
8. Assist in recruiting qualified students by encouraging the interest of students and their parents in the University.
9. Serve as ambassadors of George Mason University in furthering its interests within their communities.
10. Serve as career mentors or offer internships to current George Mason University students.
11. Promote fellowship among the membership of the alumni chapter.

How to Start an Alumni Chapter

Chapters of the Alumni Association have been forming since the mid-1970s. Some have been highly successful and continue to be a strong influence on the Association. Others have metamorphosed into organizations with different purposes. Others have receded quietly until they are out of sight. We hope this handbook will start you on the right path to full success.

What is a chapter?
A chapter is a way for alumni with similar backgrounds, interests or geographic location to share their interests in their George Mason experience in order to create a unique bond. The first step in the process is to make sure that you have a coalescing focus for a chapter, and that you have others who will be interested in joining you in creating a chapter. You will need at least 12 alumni who share an interest in a chapter, share goals, and have a strong commitment to forming and sustaining a chapter.

Once you decide that you, and-equally as important-others, have similar interests, there are some recognized steps to follow that will help you along the way.

Leadership
Identify leaders who can take the initiative and are willing to shepherd the group to its goal.

Purpose
Leaders should begin by helping the group to formulate and define a meaningful purpose for the chapter. Describe the most important goals in terms that other potential members will understand and value.

Affiliation
Chapters are most successful when they are affiliated with a school, department, affinity group, or other university group (affiliated university partner). Once you have aligned with a particular university partner, identify a stakeholder or liaison and cultivate connections within the affiliated university group. Develop a set of goals that can be shared by the chapter members and its affiliated group.

Communication
With your university partner and your Alumni Affairs staff liaison, identify methods for communicating with your members and with your affiliated university group. Develop mutual communications links, such as a web site, newsletter, or even a telephone tree if the group is small, so that activities and important events can be shared. Regular communication is an essential way to keep chapter members engaged. Communication need not be frequent, but should be consistent-at a minimum, quarterly. Mechanisms should be developed that encourage members to communicate with one another, as well.

Advocacy
A chapter can be a powerful tool for supporting the University. Discuss opportunities for advocacy on behalf of your affiliated group with your sponsor and the chapter members, and identify ways in which the chapter can be active on their behalf.

Goals and Activities
A chapter will thrive if it has well defined goals and group activities that will draw members. Work with the affiliated university partner to define the goals that are most important. It's often helpful to focus on short-term and long-term goals. Select group activities that will support the goals that are most important to the chapter and the affiliated university partner.

Current students can be a good source of help for the activities themselves, as well as potential future chapter members. The school or department can usually provide assistance in promoting your activities to the students.

The chapter is an opportunity for members to network with other potential chapter members during the sponsored activities. Networking can also be a way to find others who may be interested in participating in a chapter-others you may not even know are Mason alumni.

Activities can also offer professional development and skill building in communication, leadership, and organizational techniques that are often not available anywhere else.

Some key University events, such as Homecoming, Commencement and Convocations, and the Alumni Association's annual Celebration of Distinction, can provide venue for chapter activities that will highlight the chapter and its goals, as well as help to build membership.

The Final Stage
There are several important steps to be taken before formal recognition of the chapter can be given by the Alumni Association.

Submit the following to the Alumni Association, via the Office of Alumni Affairs, with a cover letter requesting formal recognition:

• Member roster
• Proposed chapter by-laws
• List of interim officers
• Preliminary activity plan

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How to Launch a Chapter

If you have followed the steps outlined above in "How to start a chapter," and you have received formal recognition from the George Mason University Alumni Association, then you are ready to launch your chapter. The Office of Alumni Affairs and your affiliated university partner will be able to assist you in getting off to a great start. Your founding members should also have a substantial role in getting your chapter off the ground.

First Steps

• Coordinate alumni communication efforts with affiliated partner
• Acquire affinity e-mail address from Office of Alumni Affairs
• Develop e-mail group or electronic mailing list
• Develop chapter web site and link to GMUAA web site
• Communicate to members your schedule for the first year
• Participate in events sponsored by the Alumni Association
• Plan an initial event or activity/develop a signature event

Set up communication vehicles and use them to make your big announcement and invite participation. Be sure to communicate first and foremost the value of being involved in your organization and how individuals can become involved.

Introducing a New Chapter

• E-mail group/list
• Chapter newsletter/letter/postcard
• Departmental/School newsletter
• Alumni Association web site
• Chapter web site
• Affiliated university web site
• Meetings/gatherings (chapter, University, GMUAA)
• MasonWire monthly e-newsletter
• Mason Spirit alumni magazine
• Electronic invitation

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How to Manage a Thriving Chapter

Maintain a communication strategy that is simple, consistent, and current.
Maintaining ongoing communication with chapter members, your affiliated partner, and students is critical to your success. All of the elements of success, including recruitment, retention, participation, leadership cultivation, recognition, and achieving your goals, rely on regular interaction between interested parties. Many communication vehicles exist and some are outlined in the previous section. The important point is that, once they are established, they must be maintained. Be sure to inform the Office of Alumni Affairs of your events and activities so that they can be published on the web site and, when appropriate, in the Mason Spirit and the MasonWire. Each chapter is assigned a staff liaison within the Office of Alumni Affairs. Chapter leaders should be in regular contact with their staff liaison to ensure that they are maximizing the use of all available resources.

Meetings
Chapter meetings will vary by chapter depending on the size and structure of your organization. Some chapters rely almost exclusively on virtual meetings, while others meet once a month. Some chapters will conduct their business in conjunction with other events or activities. In accordance with the Standing Rules of the GMUAA, chapters are required to have at least one business meeting each year. This annual meeting, usually held in May or June, gives your chapter the opportunity to approve the annual plan and budget and elect leadership for the next year. The fiscal and planning cycle for the Alumni Association and its chapters is July 1 through June 30. Annual plans and leadership rosters should be presented to your Alumni Affairs staff liaison by July 1 each year. Here are some additional tips for your annual meeting:

• Set meaningful and reasonable annual goals
• Develop a well balanced program that addresses diverse interests and plans to achieve set goals and objectives
• Determine tentative dates for meetings and communication
• Assign areas of responsibility
• Prepare to present your annual plan at the final Alumni Association Board of Directors meeting in June, and provide a copy of the plan to the Office of Alumni Affairs
• Communicate with members not in attendance regarding the plans made

In addition, chapter officers should communicate regularly to ensure that committees are accomplishing their goals and that the chapter is staying on course. Offer assistance to committees when necessary. Seek assistance from your Alumni Affairs liaison, other chapter presidents/board members, and your affiliated university partner when needed. We are all invested in your success.

Develop a membership recruitment, cultivation, and retention strategy.
Active members are the lifeblood of a healthy chapter. In order to attract and, ultimately, retain members, you must have a clearly articulated purpose and communicate it to potential and current members. The message should be clear that, by becoming involved in your chapter, they will make an important contribution to their alma mater and also establish connections that will enhance their personal and/or professional lives. Develop opportunities for members to get involved through committees, event planning, leadership opportunities, and/or projects with your affiliated university partner. You'll want to build strong relationships with your affiliated university partner to better understand its needs and goals and develop opportunities for alumni engagement. You'll also want to look for ways to engage current students and recent graduates. Your university partner can assist with this by connecting you to events, activities and volunteer opportunities that will give you access to students. The university is well served by bringing students, faculty, and alumni together. This interaction strengthens ties between the past, present, and future and helps students and recent graduates understand the value and responsibility of staying engaged with their alma mater.

Membership Outreach
On an annual basis, reach out to the new Mason graduates connected to your affiliated partner, inviting its constituents to join your chapter. If you wish to mail letters to them, mailing labels can be provided by the Office of Alumni Affairs. This can also be accomplished through a chapter, department, or school newsletter. Chapter updates can be published in each of the three issues of the Mason Spirit (October, January, and May). Keep in mind that the submission deadlines precede the publication date by approximately two months.

At every chapter activity, provide a sign-up sheet (or other avenues for collecting information), allowing alumni who are not current members to receive information on how to join the alumni chapter and to collect updated information for alumni records. Notify the Office of Alumni Affairs whenever you receive updated contact information.

PLEASE NOTE: The university database is maintained by the GMU Foundation. All record updates, such as change of name, address, e-mail, telephone, or employment information, should be submitted to the Office of Alumni Affairs promptly so that they can updated in a timely manner.

You should also encourage alumni to register with the Online Directory to update their record. The Online Directory, MASONline, can be accessed from the Alumni Association web site. This resource will be much more useful with a high percentage of alumni registered.

Maintain a leadership development plan.
A chapter cannot thrive without strong leadership. But leaders will transition, and, therefore, you need an ongoing leadership development strategy to identify and cultivate new leaders to take the reins when leadership transitions occur-either due to organizational structures or life circumstances. A thriving chapter will have several individuals who share the leadership responsibilities as well as members in the wings who have been identified as potential future leaders. You'll need to continuously identify and cultivate members with interest and potential, and you can begin by laying the groundwork with current students and new members. Once leaders are identified, make sure that they know what is expected of them. Clarify your expectations of the time commitment so that they can make an informed decision regarding the level of their involvement. Let them know that you expect them to tell you if their ability to fulfill their responsibilities changes. Encourage the entire chapter membership to support the alumni chapter through their work on committees, but keep in mind that not all members will have interest in a leadership role, and you will also need active general members to keep your chapter healthy. A thriving chapter will have leaders, general active members, and those members who attend events sporadically or move in and out of the organization. You will need all three.

Establish traditions and continuity of goals.
Developing traditions or annual signature events is a great way to define your chapter and keep members engaged. When members can anticipate events, they are more likely to make plans to participate. Homecoming/Reunion Weekend, the Celebration of Distinction and Commencement and Convocations provide great opportunities to develop chapter traditions.

Planning
Allow sufficient time to plan in order to ensure maximum success with event coordination and promotion. If you are publicizing with a mailing and/or arranging for a speaker or special guest, you will need to allow additional time to plan your event.

Scheduling
Space your activities as evenly as possible throughout the course of the year, and take into account events sponsored by the GMUAA and your affiliated university partner, as well as holidays, when setting your dates. Planning activities throughout the year will serve to maintain continued membership interest.

BalanceConsider a variety of programs, including academic, social, recreational, professional, cultural, and service oriented, in order to provide a balanced program. Remember to tie into GMUAA, University, and other chapter events to maximize attendance and resources.

Site Selection
The location of the event is usually related to the size of the group and the type of event. The location might also "make the event." It may be an attraction itself, such as an exclusive club. It should be centrally located and easy to reach.

Site Suggestions:

• Johnson Center meeting rooms (Fairfax Campus)
• Mason Hall meeting rooms (Fairfax Campus)
• A private club arranged through a member
• Alumni homes
• Community halls
• Special locations, such as historic sites, museums, galleries, etc.
• Popular clubs or restaurants (ensure adequate space and privacy)

Value volunteer time, talents, and resources.
As a volunteer yourself, you understand the commitment it takes to choose to be involved in an organization outside of work and family responsibilities. Never take your volunteers for granted. They will be most engaged when they feel most useful and valued.

Recognition
A thriving chapter will recognize the efforts of volunteers and leaders regularly. This can be accomplished in many ways, from sending a quick e-mail or writing a note to more formal public recognition at events. It is best to create a culture within the chapter that encourages members to say thanks and recognize contributions and accomplishments.

Volunteers want to feel valued and know that their time is being spent in a meaningful and productive way. The time and commitment of volunteers should never be taken for granted.

Scholarships and Awards
Chapters are encouraged to present scholarships and or alumni/student recognition awards at the annual Celebration of Distinction, held each April. This is a wonderful opportunity to recognize exceptional volunteers, alumni, faculty, and students and be recognized as an active chapter within the university community. It is recommended that each chapter form a committee to provide logistical arrangements for the selection process and coordinate this activity with your affiliated partner and the Office of Alumni Affairs. The following outlines a recommended timeline:

• October: form a committee
• November: contact affiliated university partner and Alumni Affairs to arrange logistics
• January/February: conduct selection process
• Mid-February: notify recipient and provide Alumni Affairs with recipient's bio
• Mid-April: present the award/scholarship to the recipient at the annual Celebration of Distinction

Make it fun! Make it meaningful! Make a difference!
Your members have many time commitments and responsibilities. In order to have a thriving chapter, your members have to choose to commit their time to your events and activities. They are much more likely to do this if they expect to have fun and they know that they are making a difference.

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Roles and Responsibilities

GMUAA chapters are a vital part of the Association because they demonstrate a visible sign of interest in alumni. Chapters are official divisions of the Association and, as such, are subject to the following roles and responsibilities:

• Conform to the Standing Rules of the GMUAA. The Standing Rules govern the affairs of the Association. It is important that all chapters conform to the Standing Rules to ensure continuity in the operations of the Association and adherence to the mission of the Association.
• Chapter president must represent the chapter at all GMUAA full board meetings and fulfill responsibilities as a board member of the GMUAA.
• Participate in GMUAA annual leadership development workshop. This annual workshop will help all GMUAA board members develop their leadership skills and share resources for strengthening individual chapters.
• Ensure chapter's participation in Homecoming, Celebration of Distinction, and Commencement/Convocation activities. Chapter participation will help strengthen awareness of the individual chapters and of the Association at these signature events.
• Advocate for George Mason University, the GMUAA, and affiliated university partner. Because chapters serve as ambassadors of George Mason University and the Association, the interests of the University, GMUAA, and the chapter's affiliated unit should be furthered within the chapter communities.
• Develop a future plan. Chapter viability will be sustained if a future plan is developed to support the mission of the chapter. This plan will be helpful in recruiting members, scheduling activities, balancing duties among the leadership, and projecting programming costs, if applicable.

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Chapter Resources

Who can help-and how?

Office of Alumni Affairs

• Source of information for University updates
• Help with identifying key faculty members or departmental liaisons
• Help communicating with members and potential members using communication vehicles such as MasonWire, Mason Spirit, and the alumni web site
• Contact for access to information in university database
• Liaison to GMU Foundation/Development for fundraising projects
• Advice on chapter operations, event planning, recruitment efforts, etc.
• Assistance with mailings and communication efforts

Alumni Association

• Source of funding
• Co-sponsorship
• Name recognition and credibility
• Membership source (volunteers and leaders)
• Leadership
• Participation and support
• Chapter development workshop and leadership training
• Organizational structure and guiding policies
• Insurance (liability)
• Public relations and promotions

Alumni Chapters

• Co-sponsor events and programs
• Communications-sharing (announcements/newsletters)
• Source of ideas/expertise

Finances
Chapters are responsible for the financial management of funds associated with group activities. Chapters are expected to operate with fiscal prudence, and the treasurer should maintain supporting documentation for group expenditures, including Social Security numbers (or tax payer ID numbers) for vendors and all receipts.

Alumni Association Support
The George Mason University Alumni Association provides a modest stipend to each active chapter on an annual basis to help support operations and promote communication and events. Chapters are expected to seek additional funding to support their programs and activities through revenue generating events, gifts designated to the chapter, and other fundraising efforts. Maintaining a balance of at least $1,000 is recommended when feasible.

Accessing Accounts
Chapters maintain their funds in the Foundation or the Office of Alumni Affairs. By using the GMU Alumni Association's accounts as a depository, chapters can be assured that their monies are maintained in an accurate and effective manner. Although the accounts are tracked in each of these on-campus offices, it is still the treasurer's responsibility to maintain a set of records, and the treasurer should know the status of the alumni chapter's accounts at all times. To access funds, please use the procedures outlined below.

Foundation & Alumni Affairs Accounts
To request a reimbursement: complete a voucher form, including the name, address, and Social Security number of the individual being reimbursed, attach a receipt and submit it to the Office of Alumni Affairs. GMU Foundation will mail the check to the individual being reimbursed.

Additional Funding Sources

Dues
Some chapters elect to collect dues from their members. If a chapter wishes to implement a dues program, it should take into consideration the time and effort involved in soliciting dues and tracking payments. An alternative to a dues program is encouraging members to make a gift to the University and designate it to the alumni chapter. Individuals making a gift to the chapter will receive tax credit and gift acknowledgement. Membership dues are not tax deductible and do not qualify as gifts to the university.

Fundraising
The Office of Alumni Affairs will help chapters coordinate with the University Development Office to organize fundraising efforts. All fundraising efforts must be coordinated with the Office of Alumni Affairs/Development.

Events can also generate funds if they are well planned and implemented. Newly established chapters are encouraged to begin with smaller events before embarking on broad scale fundraising events, such as golf tournaments. Self-funding events are another way to deliver programs and activities with limited resources. By building the cost of the event into the ticket price, the event pays for itself.

Mailings and access to data
The Office of Alumni Affairs can assist with mailings to your chapter members. Contact Alumni Affairs for information on obtaining mailing labels and other assistance. Funding may also be available.

Web site
The Alumni Association maintains a web presence on the University web site (alumni.gmu.edu). Chapters are encouraged to link their web sites to the Alumni Association's site to facilitate ease of access and increased membership. For assistance developing a chapter web site, consider consulting with other chapter presidents.

Publicity/Promotion
The Office of Alumni Affairs produces two ongoing publications: the Mason Spirit alumni magazine and the MasonWire monthly e-newsletter. The Mason Spirit is published three times per year, in the fall, winter, and spring. Space is reserved in each issue for chapter news and updates. Events planned well in advance can be promoted in the Spirit by contacting Andy Ackley at aackley@gmu.edu prior to each issue's deadline.

The MasonWire is sent out during the third week of each month. Submissions should be sent to Andy Ackley at aackley@gmu.edu by the end of the second week of the month. The event should be scheduled to occur at least two weeks after the Wire is distributed to ensure that interested alumni have enough lead time. The Alumni Association web site also lists upcoming events. Submissions for the web site can be sent to alumni@gmu.edu. There are a variety of additional ways to publicizing activities. Consider the following suggestions:

Newspapers
The Publicity/Communications Committee should become familiar with the staff of local and regional newspapers to ensure that notices of upcoming activities are sent to the right contact person. Notices should be factual, brief, and free of errors. Photographs may also serve to generate interest in activities. Include complete information.

Magazines
Many regions have magazines that set aside space for the announcement of upcoming community events.

Radio and Television
Many radio and television stations, both commercial and public, set aside time for public service announcements. This time might be available to chapters for announcing their upcoming activities.

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Measures of Success

The George Mason University Alumni Association is highly committed to the success of its chapters. The board of directors and the staff of the Office of Alumni Affairs are available to support, encourage, and assist chapter leaders as they strive to develop thriving alumni chapters. The GMUAA has established the following key measures that will help indicate the health and strength of each chapter:

• Strong communication links between chapter members, GMUAA, Alumni Affairs, the affiliated partner, and the University, including representation at GMUAA events and meetings.
• Participation in GMUAA signature events: Celebration of Distinction, Homecoming, and Commencement/Convocations.
• Strong leadership and demonstrated commitment to leadership development.
• Demonstrated commitment to outreach.

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Forms, Templates & More

These forms, links, and templates exist to assist chapters in their development and routine coordination of events, from planning to completion. All forms are in Adobe Reader (pdf) format. Adobe Reader can be downloaded at no cost.

• Check Reimbursement Request
• Chapter Event Summary
• George Mason University Administration Organizational Chart

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For more information, please call the Office of Alumni Affairs at (703) 993-8696.