Chapter Operations

Beginning an Alumni Chapter

Charter Application

A new chapter must submit an alumni charter application form to be considered for a BYU Alumni Chapter Charter. (Chapter Leader Training – Chapter Start up)

Charter Granting

The alumni chapter directors will review the alumni charter application forms and accept or deny a BYU Alumni Chapter Charter to new chapters

Charter Renewal

The alumni chapter directors will review the alumni charter application forms and accept or deny a BYU Alumni Chapter Charter to new chapters. Alumni chapter charter renewal will happen automatically as chapters submit the annual chapter event reports due at the end of August each year. These reports will be studied to verify that each chapter is meeting the chapter performance standards (True Blue Chapters).

Charter Maintenance

Compliant alumni chapters, those meeting the chapter performance standards, are recognized as regional organizations of BYU Alumni.

  • Compliant chapters will receive the full service and support of the alumni staff.
  • Compliant chapters are eligible to receive incentives offered by BYU Alumni

Charter Suspension

Non-compliant alumni chapters, those not meeting the chapter performance standards, will have their chapter charter suspended.

  • Non-compliant chapters will receive limited service from alumni staff.

Charter Withdrawal

Chapters that remain non-compliant will have their chapter charter withdrawn.

  • Non-compliant chapters must reapply for a charter to be recognized as a BYU alumni chapter.

 

Best Practices of BYU Alumni Chapters

Establishing a Good Chapter Board

A strong and supportive chapter board or chapter leadership committee is essential to the long-term health of a chapter. Members of this board understand the Spirit of the Y and have a passion for supporting BYU. They are willing to engage and take lead roles in connecting alumni. They identify others with passion by asking, “Who gets things done?” and then get them involved in the chapter. They also find representatives from various stakes in the area to ensure coverage of the entire chapter.

Make a Chapter Plan

How will your chapter work with local Church leaders? How can you assist those leaders in meeting the needs and desires of local wards and stakes? How will your chapter connect alumni to the university and reignite the feeling of the Spirit of the Y? What part will your chapter play in fulfilling BYU’s divine mission?

Engage Volunteers

Who are the engaged alumni in your chapter? Develop a network of interested people and finding volunteers can be as easy as putting out a word-of-mouth request. The alumni association can provide lists of alumni in the area. From this list the affinity index and giving codes can be one marker for possible volunteers. Once a potential volunteer is identified, a direct invitation from the person they will be answering to is appropriate. Before extending the invitation, resolve the following questions:

  • What responsibility will they be given?
  • Who is this responsibility going to benefit?
  • Why is this important enough to ask them to take this responsibility?
  • How much time will be required to complete this responsibility?

Communication

Communication with alumni is critical. Alumni begin to see the chapter as a relevant entity as they receive regular communication from the chapter. This also leads to finding new people to get involved.

Email communication can be effective. Chapters can send a broadcast email to their chapter whenever they have a relevant message to share. Chapters are encouraged to increase the coverage of email addresses in their area by contacting the individuals without email address on their alumni lists and sharing that information with BYU. Keeping records current is essential to creating links and continuing links between alumni and the university.

LDS Church Recognition

Alumni chapter recognition from LDS Church leaders must be earned by each chapter in their own area. Each chapter should endeavor to discover the concerns and desires of the local church leaders and provide a way to meet those concerns.

Regular Board Meetings

A regular set of scheduled meetings is important for a well-functioning chapter. Regular meetings serve to solidify the board and allow the brainstorming of new ideas. Formal, working meetings are the norm, but informal board meetings at someone’s home or yard are encouraged.

Dynamic Leadership

Chapter leaders should work closely with successors for a period of time to provide training and transition into new board positions. Chapter boards are strengthened as former chapter leaders continue to serve in the chapter but in more supporting positions. Prior experiences help them serve well while allowing the new leaders to focus on their current responsibilities.

Small Events

Themes can be assigned to “small events” and a hosting couple assigned to invite the participants. Participants should consist of known alumni as well as alumni new to the area or unknown to the hosting couple. Non-alumni community members can also be included. Here are a few ideas of event themes:

  • BYU memories night
  • “How we met at BYU” dinner
  • Gatherings for a game-watch party
  • Service activity such as writing letters to local BYU students including personal feelings and experiences while attending BYU
  • Write letters to servicemen, or, have a small group invite over a family whose spouse is serving oversees
  • Share inspirational BYU videos

The emphasis of these small activities is to build lifelong connections and relationships.

 

Chapter Positions

Keys to an Active, Dynamic Chapter

  • Capable leaders who are passionate about supporting BYU and have the desire and time to work. One person cannot, and should not, do it all.
  • Chapter leaders who recruit other alumni who also have a passion for supporting BYU. All who express interest should be involved.
  • Volunteers who take service seriously so that events are successful.
  • Task-specific committees with alumni who fulfill assignments without constant guidance.

Required Positions

1. Chapter Chair

Option Co-chairs – serve with spouse when possible
Length of Term 2 – 4 years
Time Involvement 10 – 15 hours per month
Qualifications
  • Have a passion for BYU and current issues, trends, and events pertaining to BYU and the local community
  • Donate annually to BYU
  • Ability to delegate and involve a diverse group of people
  • Flexibility and willingness to work in collaboration with entities of BYU
Responsibilities
  • Represent BYU in the local area and maintain contact with the alumni staff
  • Schedule and preside over all meetings of chapter leadership
  • Recruit/appoint volunteers to leadership positions
  • Delegate responsibilities to volunteers
  • Attend the annual BYU Alumni Chapter Conference
  • Assist in raising money for local chapter replenishment grant fund
  • Supervise business affairs of the chapter to ensure its financial wellness
  • Help select and train your successor
  • Prepare/submit annual activity report, due August 30 of each year

 

2. Chapter Vice Chair - Director of Chapter Connections/Celebrations

Option Co-chairs – serve with spouse when possible
Length of Term 1 – 2 years

Time Involvement

5 – 10 hours per month
Responsibilities
  • Have a passion for giving to BYU and donate annually
  • Oversee the Chapter Connections Committee’s efforts to greet and engage with attendees at all chapter events.
  • Perform duties of the chair in his/her absence
  • Assist the chair with organization of all chapter activities
  • Act as liaison to any BYU constituent groups in chapter area
  • In charge of Alumni Engagement, Celebrations and Recognition
  • Find and motivate BYU Alumni
  • Communicate with BYU Alumni Office events and celebrations
  • Help secretary/treasurer maintain a list of those attending events
  • Help select and train successor

 

3. Chapter Vice Chair - Director of Social Media / Marketing

Option Co-chairs – serve with spouse when possible
Length of Term 1 – 2 years
Time Involvement 5 – 10 hours per month
Responsibilities
  • Have a passion for giving to BYU and donate annually
  • Provide the BYU Alumni Staff with email or flier information 8 to 10 weeks prior to any event date.
  • Social Media. Update all SM channels to promote events and inform local Alumni.
  • Work with Chapter Chair and Vice Chair of Connections/Celebrations to find local Alumni and ways to celebrate and recognize them.
  • Promotion. Post all events, good news, gatherings, service on SM channels. Make sure the BYU web site has links under chapter map
  • Celebration … Help find ways to celebrate committee members and local alumni.

 

4.Secretary and/or Treasurer

Option Can be separate positions
Length of Term 1 – 2 years
Time Involvement 3 – 6 hours per month
Responsibilities
  • Have a passion for giving to BYU and donate annually
  • Oversee financial plans and reporting of all chapter activities and projects
  • Prepare and send minutes from Chapter Leadership Meetings to committee members and the BYU Alumni staff immediately following each meeting
  • Notify chapter leadership of meeting times and dates
  • Maintain an accurate list of those attending events
  • Maintain all financial records for the chapter including receiving all chapter income and paying all chapter bills
  • Prepare/submit roster of chapter leadership report, due August 30 each year and whenever changes in chapter leadership occur
  • Prepare/submit the annual financial report, due January 30 of each year

 

 

Highly Recommended Positions

Activites Coordinator(s)

Option
  • Specific event coordinators (varies according to event)
  • Student Send-off Coordinator
  • Performing Arts Coordinator
  • Community Service Coordinator
  • Continuing Education or Speaker Coordinator
  • Annual Tailgate or BBQ Coordinator
  • Etc
Length of Term 1 – 2 years (or event-specific)
Time Involvement Varies, 3 – 5 hours per month (varies according to event)
Responsibilities
  • Have a passion for giving to BYU and donate annually
  • Organize the planning/implementation of events
  • Ensure the event fosters a feeling of the Spirit of the Y among alumni, friends, and community members
  • Select the location of the event
  • Establish a “breakeven price” for the event with help of the chapter chair and treasurer (keep in mind the cost of postage, etc.)
  • Develop effective publicity for the event with members of chapter leadership
  • Have complete promotional information for publicity fliers 8 to 10 weeks prior to any activity
  • Aid the Secretary and Chapter Chair in submitting event report updates immediately following each event
  • Recruit additional volunteers

 

Fund Raising Coordinator

Length of Term 1 – 2 years (or campaign-specific)
Time Involvement Varies, 2 – 4 hours per month
Responsibilities
  • Have a passion for giving to BYU and donate annually
  • Educate alumni about significance of contributing to BYU
  • Learn how to use the on-line fundraising resources.
  • Set chapter-specific fundraising goals that the chapter (board/committee) would like to achieve. The following categories may help select potential goals:
    • Chapter Replenishment Grant enhancement
    • Number of alumni donating to BYU from the chapter
    • Amount of money donated to BYU from the chapter
    • Number of potential leadership donors referred
  • Organize and carry out fundraising efforts to accomplish goals
  • Communicate with the BYU Alumni staff and LDS Philanthropies as necessary

 

Replenishment Grant Coordinator

Length of Term 1 – 2 years
Time Involvement Varies, 2 – 4 hours per month, more as grants are awarded
Responsibilities
  • Have a passion for giving to BYU and donate annually
  • Coordinate advertising of chapter replenishment grants
  • Generate awareness of replenishment grant availability on-line.
  • Consult with activities committees and Annual Giving regarding fund-raising efforts.
  • Organize a selection committee of approximately five people to review applications and make a final decision regarding chapter replenishment grant awards.
  • Maintain contact with grant recipients.

 

Emeritus Alumni Representative

Length of Term Open
Time Involvement Varies, as events require
Responsibilities
  • Have a passion for BYU and donate annually
  • Be an active part of the local alumni chapter by serving on the chapter board
  • Identify and become acquainted with the emeriti population within the chapter
  • Maintain a communication network with the emeriti population through the EmeriTimes newsletter and calendaring of chapter events
  • Meet with new BYU students during the chapter’s annual back-to-school event. Help establish and strengthen BYU traditions with The College Song and sharing personal Spirit of the Y experiences to foster that feeling among students
  • When appropriate, plan an event with chapter leadership that could include everyone, but highlight the emeriti population within the chapter
  • Work with the chapter to coordinate an emeriti mentoring effort with current and newly graduated students, akin to the BYU Connect program (for information about BYU Connect, visit http://connect.byu.edu)
  • Maintain contact with the Emeriti Alumni president

 

Young Alumni Coordinator

Length of Term 2-4 years
Time Involvement 3-10 hours per month
Responsibilities
  • Have a passion for BYU and donate annually
  • Attend chapter board meetings
  • Plan and co-ordinate at least one activity per year for outreach to young alumni
  • Help select and train a successor
  • Provide alumni chapter chair with information on young alumni activity for the annual report at the end of each year
  • Work in tandem with the Chapter Connector

 

Constituent Society Positions

  • Management Society chapter president
  • Law Society chapter president
  • Cougar Club representative
  • BYU-Idaho
  • BYU-Hawaii
  • Other BYU-affiliated organizations as they become known

 

Volunteers

Why People Volunteer

  • They were asked to volunteer
  • To feel needed and gain a sense of fulfillment
  • To see children, neighbors or relatives benefit
  • Religious reasons or a passion for the cause
  • To gain experience that might help in a job search
  • To meet new people and get networking opportunities

Recruiting Volunteers

  • Do not assume that people are too busy. Sometimes busy people like to be busy.
  • Be a friend and make sure they are welcomed.
  • Do not belittle the job or make it sound too easy.
  • Give the job a name, define a time frame, provide guidance and relay expectations.
  • Make sure the task is achievable and the goal is obtainable. Do not add to the responsibilities during the job.
  • Tell people what they will do, how long they are expected to do it, and who will benefit.
  • People work for people, not things. Always recruit volunteers on the basis of the service to people, not the needs of the chapter.
  • Remember that you are not trying to force them into volunteering, so never use guilt.

How to Find Volunteers

  • Request a list of alumni that includes the affinity index. This index can help identify potential volunteers that may otherwise go unnoticed.
  • Look to non-alumni (friends of BYU) and parents of current students as potential volunteers.

 

Chapter Leadership Transition

The alumni chapter chairs are the backbone of BYU Alumni in their area. The chairs’ leadership and involvement are essential to the success of a chapter. When the time comes for a leadership change, please consider the following steps to make it a smooth process.

Duration of Assignment

A chapter chair serves a term of two to four years. This term can be shortened when circumstances deem it necessary. For the health of the chapter, this term should not be extended.

Selection of New Leader

  • The chapter should create a search committee, which then selects a candidate.
    • The Chapter Chair can be a part of this committee
    • Though the Vice Chair/Director of Chapter Connections is a logical choice, others should be considered
  • The candidate must meet the criteria outlined in the chapter chair job description.
  • The Committee verifies the willingness of the candidate to serve as Chair
  • A recommendation goes to the Alumni Board Chapter Director and the alumni staff.
  • After receiving Alumni Board approval, the new chapter chair is installed.

Training of New Leader

  • Chapter chair is responsible for training.
  • It is recommended that the candidate serve as the vice chair and works closely with the chapter chair.
  • It is recommended, though not required, that a new candidate attend the annual BYU Chapter Conference before taking over as chapter chair.
  • The candidate must be familiar with chapter finances and BYU Alumni reporting procedures. He or she must know how to plan and manage an event.

Turning Over the Reins

  • The announcement of a new chapter chair should be made in a public setting.
  • A new chapter leader should be appointed during a time of beginning and planning and not just before a big event.
  • The first responsibility of the new chapter chair is to honor and recognize the service of the previous chapter chair.
  • The former chapter chair should remain involved in a capacity that will help ease the transition.

 

BYU Alumni Activities Guidelines

These policies apply to all BYU Alumni entities, including Aspen Grove, chapters, and affinity groups.

Standards of Conduct

While participating in BYU Alumni activities, individuals shall abide by the generally accepted standards of The Church of Jesus Christ of Latter-day Saints as determined by BYU in its sole discretion. This includes abiding by high standards of moral character, chastity, modesty, honesty, respect for personal and property rights, obeying the laws of the land, and abstaining from alcohol, tobacco, tea, coffee and inappropriate use of drugs. (This statement should appear on advertising, tickets, programs, promotional materials, Website, emails, etc. related to the activity.)

Guidelines for Activities

BYU Alumni encourages activities that strengthen an alumnus’ or alumna’s ties with BYU and fellow alumni, promote supportive relationships with current students, provide opportunities to go forth to serve in local communities, and help BYU accomplish its objectives. Acceptable alumni-sponsored activities should support the mission of the university “to assist individuals in their quest for perfection and eternal life. . .” through “education that is spiritually strengthening, intellectually enlarging, character building, and leading to lifelong learning and service.”

Activities should have a clear BYU purpose, help promote the Spirit of the Y, and connect alumni for good. Activities should be as inclusive as possible so all alumni can participate, and family, friends, and neighbors where appropriate. Activities such as the following are suggested:

  • Reunions
  • Service projects (community, church, or BYU-oriented)
  • Career networking
  • Job fairs
  • Mentoring interns and recent grads
  • Recent-grad transition efforts
  • New-student send-off parties
  • Funding replenishment grants
  • Lectures, workshops, seminars
  • Tailgate parties
  • Hosting BYU performing arts groups or athletic teams
  • Firesides
  • Socials

Activities that have the potential of causing bodily injury or property damage, or that would be considered high risk, need written approval from the alumni relations office. Examples of activities that would require such approval include, but are not limited to, triathlons, marathons, white-water rafting, spelunking, rappelling, etc.

Activities that may exclude participants due to expense, marital status, age, physical ability, etc., should be reviewed with the alumni relations office.

Political Neutrality

BYU alumni are welcome and encouraged to engage in the political process as individuals. However, consistent with BYU’s Political Neutrality Policy, BYU alumni chapters, affinity groups, and other BYU entities should not participate or intervene in the political campaign of any political candidate or use any of the resources of the alumni association, including the name of the university or any mailing lists or member contact information, to support any candidate or position. This prohibition on participation and intervention extends to fundraising, campaign contributions, endorsements, invitations to speak, official communications (like emails or newsletters), and any other activities that favor or oppose a candidate or position. Alumni and affinity groups should seek approval from the alumni relations office before engaging in any political activity.

High Risk Events and Liability

When planning or organizing an event that may be considered “High Risk” such as; 5K’s, 10K’s, obstacle courses, rock climbing, climbing walls, river rafting, fitness activities, bounce houses, bull riding machines, travel, etc., please do the following.

  • Consider using/contracting with a third party vendor to provide/promote and or operate your event.
  • If using a third party vendor, insure that they have adequate liability insurance and that they will name your Chapter, BYU Alumni and BYU as co-insured parties.
  • If you have any questions regarding these issues, please call BYU Risk Management for clarification or assistance. 801 422- 4468 or risk_mgmt@byu.edu

 

Ideas for Chapter Activities

Education

  • Provide volunteers for a local literacy program.
  • “Adopt a school”- work with the principal and parent teacher organization to help provide needed materials, repairs or volunteers.
  • Offer tutoring services to secondary schools or workshops to Boys & Girls Clubs
  • Have young alumni who are home for the summer plan a back-to-school activity/freshman sendoff.
  • “Life-long Learning”- anything from small study groups to “Chapter Education Day”
  • Local tour or expedition
  • Sponsor a youth education fair to inform and encourage academic preparation among pre-high school youth and their parents. Use staff people from BYU, BYU-Idaho, LDS Institute and local schools

Sports Events

  • Sponsor a pre- or post-game party for local and out-of-town alumni.
  • Organize local participation to an athletic event via bus, car, plane, etc.
  • Sponsor TV satellite tailgate parties - invite alumni of other schools to participate.
  • Conduct BYU sports clinics in conjunction with local high school.
  • Fitness workshops

Fundraisers

  • Support a regional replenishment grant fund-raising campaign.
  • Sponsor a performance featuring a BYU performing group (Young Ambassadors, Folk Dancers, Vocal Point, etc.)
  • Annual BYU dinner dance
  • Party or picnic for alumni and their families
  • Founder’s Day dinners/activities in local area
  • Sponsor a golf tournament
  • 5K or 10K Run

Service

  • “Go forth to serve” according to community needs; provide service to effect positive changes.
  • “Christmas in April” is a national organization that oversees one-day housing repair programs in needy areas. April 25 is the target date for this event.
  • Take the members of a local home for the handicapped or elderly on a picnic.
  • Participate in planning or running local “Special Olympics”.
  • Volunteer at a local telethon phone bank: Children’s Miracle Network, PBS, for example.
  • Prepare and deliver a complete Thanksgiving Day meal to several needy families.
  • As an entrance fee to a major chapter event, have everyone bring a food item (or several) to be donated to a local food bank.
  • Volunteer as one-day coordinators to give others a break. Call hospitals, daycare centers, Meals on Wheels, shelters, food kitchens, etc., and arrange for chapter members to fill in for short-term shifts while the fulltimers get a vacation day.

Firesides/Education Lectures and Seminars

  • Events driven by a specific topic
  • Events driven by a specific personality
  • Speaker’s Bureau/Traveling Faculty

Employment

  • Job Fair – invite recruiters and representatives from local businesses to set up booths and discuss job opportunities.
  • Coordinate efforts with LDS Employment Services.
  • Employment workshops – local recruiters, human resource professionals and BYU career search professionals can teach the interested alumni job searching and interviewing strategies.
  • On-line career networking at http://alumnicareers.byu.edu

Miscellaneous

  • “Pie social” Chapter members buy tickets for the refreshments (pie!) They also get an evening of visiting with and listening to a BYU professor share experiences, research, travels, etc.
  • A touring caravan to historical locations sponsored by chapter alumni
  • Back-to-School dance
  • Pioneer Day picnic
  • Barbecue