Leadership / Committee Roles

The Chapter Chair's job is to lead, organize, and direct Chapter operations. They help fund grants, manage chapter finances, and invite alumni to stay connected to the spirit of the Y through service. It's the Chapter Chair's job to get people excited and invite them to join this committee.

1. Chapter Leadership— The job of a leader is one to follow and listen. The chapter chair changes plans when needed. They bring people together to plan events and solve problems. They also encourage the group. Notice each committee member's strengths and invite them into roles that match them. The best way to do this is to listen. Here are a few tips to get started.

   • Reach out to the Alumni Office for help to set up your local chapter and organize your committee.
   • Begin holding regular meetings
   • Begin planning activities and events. There are many things that you can do, and the Alumni Office and other chapters can help you get started
   • Check out our off-campus event calendar on Chapterpedia.
   • Talk to other chapters
   • Plan on attending the annual Chapter Training at BYU in the Fall!

2. Connect with Alumni— To gather a committee, first find people willing to join. The more you connect, the more you can lighten everyone's load. Accept any form of help. Sometimes, people are willing to help in other ways besides being on the committee. Here is a list of places one can look for to help as either a committee member or some other support.

   • Immediate friends
   • Referrals from others of BYU Alumni
   • BYU Sports enthusiasts
   • The alumni data list for your area. You may find someone you didn't know was BYU alumni who is willing to help.
   • Parents who have children attending or who attended BYU
   • People in your area who have given to BYU for many years. You can get this list from the Alumni Office.
   • Constituency group members in your area
   • People who attend your chapter events
3. Replenishment Grant— BYU Alumni strives to help students currently attending the university. As a chapter, you are trying to raise funds to provide support for students to make their path a little easier.
4. Signature Authority— Chapter chairs can sign for financial decisions.
5. Work with BYU Staff— The BYU Staff are here when you get lost. The chapter chair is the one who should be coordinating with the BYU staff for support. Reach out when you need help.
6. Speaker's Bureau— It's important to have a spokesperson for the area. Part of the chapter chair's responsibility is to be the spokesperson for the group.

Whenever planning anything, it's wise to have a backup plan. The chair elect steps in as chapter chair when a chapter chair leaves. This position revolves around supporting the current chapter chair and connection. This includes recruiting the next chapter chair-elect and chapter leadership.

1. Chapter Sustainability— Keep the chapter strong. Be ready to step in as a chapter chair when leaders leave. Help find people for roles like secretary and treasurer.
2. Connect with Students— Talk with students to learn their needs. Find ways your chapter can help, not only with replenishment grants. Share advice from alumni. Connect with students from your area or use BYU Connect.

3. Connect with Community—Learn which types of events your community wants to join. Invite people from different backgrounds to share ideas in your committees.

   1. Try to find committee members from other stakes.
   2. Look for liaisons in various wards.
   3. Talk with parents of students, sports fans, and other alumni. (Ask what activities they want to take part in.)
4. Coordinate with other reps of sister organizations— BYU isn't the only group that helps people. BYU-I, BYU-H, Ensign College, and the church can be good partners for activities. We are trying to build up a community that supports each other.

This position is best filled by someone organized. They coordinate events, keep track of the chapter plan, and remind members about meeting and event timelines.

1. Reporting System— Use a reporting system to review what went well about events and what can be improved. It helps everyone remain organized and stay on the same page.
2. Communications— This role helps promote good communication among the board.
3. Signature Authority— Secretaries can sign for financial decisions about the accounts.

This role fits someone you can trust. They should be willing to know about finances and will learn BYU's financial policies and guidelines. They keep a careful watch over finances to keep the chapter running.

1. Signature Authority— Treasurers can sign for financial decisions about the accounts.
2. Ensure Compliance with Finance and Fundraising Guidelines— The treasurer makes sure all accounts follow the BYU Alumni Chapter Finances & Fundraising guidelines. This is because the US chapters' finances fall under BYU's 501(c)(3) IRS status. This status lets BYU run educational activities without paying federal corporate income taxes on them. The treasurer can read more about the guidelines here.
3. Balance and Report— Because BYU is a nonprofit, chapters should break even. Ticket events should cover costs and earn a small surplus for replenishment grants.
4. Submit Annual Report— At the end of the year, each chapter submits a financial report showing all events and money raised. Details are on alumni tools.

• Ensure emails and communication get sent to alumni.
• Manages social media page.
• Recruit Social Media Contributors.
• Work with Stake representative. Recruit new or additional representatives, as needed.
• Work with chairs of other committees to promote events.

• Create and oversee at least 1 fundraiser per calendar year.
• Fundraisers may be virtual, a donation drive, or a physical event.

• Recruit a replenishment grant selection committee and replace committee members as needed.
• Remove applicants who do not meet the grant requirements or who turned in incomplete applications.
• Reorder remaining applicants from most to least credits. Then replace each name with a letter of the alphabet for a blind selection process.
• Submit revised applications to the committee.
• Submit committee decisions to the chapter chair.

• Find a service opportunity.
• Recruit and oversee the committee in planning events.
• Coordinate publicity with the BYU Provo office and chapter media specialist, if there is one.

(Can be split into more roles depending on the size of the events)

• Recruit Committee members as needed.
• Organize a student-to-alumni event.
• Keep track of the BYU Off-Campus Calendar for events happening in the area.
• Coordinate with Performing Arts, Athletics, or other organizations for events.