Working Paper on Organization of Gomal
University Alumni and Event Management
NOTE: This working paper proposes the
organization, management and strategic implementation of plan to form,
assemble and conduct the alumni related activities in Gomal University, Dera
Ismail Khan, KP, Pakistan
Alumnus refers to a former pupil or student, of a
particular school, college or University, the plural is alumni. Any
individual who has successfully completed a degree or a full year of studies
is considered as an alumnus of Gomal University.
1.1 Formal Alumni
Formal alumni can be with objectives, officers,
newsletter and subscription. It may have a proper constitution. Under the
umbrella of the constitution formal and informal alumni associations can be
organized to facilitate communication of University to its alumni round the
1.2 Contact point
An official contact point, in form of an office or
under any other existing hierarchy shall be constituted and appointed. This
contact point shall be responsible of:
Organization of Alumni
Implementation of Alumni Program
Preparation of By-laws
Representation in official meet-ups
Management of formal and informal Alumni associations
Elections of Alumni council
Staffing, Reporting and Budgeting
Any other responsibility assigned by the Patron
1.3 Interest Group/Formal Alumni Association of
Gomal University Officials
In order to properly manage and organize the
alumni and its associations, Gomal University Alumni Administration shall
form an Interest Group for all phases of implementation. This particular
interest group shall
Explore and use existing alumni resources and
organizations, if any
Obtain and organize geographic listing of alumni under
office / contact point for alumni
Form a formal Alumni Association
Telephone and personally meet with alums
Arrange a meet-up of this Association
Conduct an Election of Alumni Association
1.4 First Communication
A letter should be mailed (or a
message sent) to all alumni, introducing them to the association, requesting
them to update their contact information, and inquiring if there are any
interested volunteers for the committee.
A meeting should be convened of
alumni to agree upon the association’s objectives and form a committee. A
sample agenda might include:
Call to order
Review general concepts and goals
of the Alumni Association
Outline Alumni Association
Communication (newsletters, mailings, directories, etc.)
Fund raising/collection of seed money
Scholarships and fellowships
Proper investment of the seed money
Assistance in Alumni/Alumnae coordinator programming
Identify short and long term needs
Establish projected expenditures
and dues structure (for education, research, institution)
Solicit areas of interest and
Nomination and election of
Alumni/Alumnae Association officers
Appointment of a committee to draw
up the by-laws or organizational outline
Appointment of other committees
and delegation of responsibilities (communications, recognition, events, recruiting,
Set date, time and location for
Have a committee prepare by-laws for
adoption at the next meeting. The adopted by-laws need to be sent to the
fraternity/sorority headquarters for the chapter-alumni files.
Sample Outline of Alumni Association
Officers; duties and powers of
Regular committees; duties and
functions of committees
Meetings and programs; general
timing of meetings
Dues; members to association,
control of funds
Scholarship and fellowship funds,
control and operation
Communication – regular; content
and timing of newsletters
Major activities and work
projects; chapter assistance, social functions, traditionally-sponsored
1.7 Follow up meeting or Event
A launch event should be organized
with broad appeal to attract as many alumni as possible, preferably when a
senior administrator of the organization is available to attend.
This meeting is crucial. If the
alumni can see results, they will continue to serve on the Alumni
Other alums and new contacts who
could not attend the first meeting should receive invitations through the
The Association by-laws should be
adopted at this meeting as well. It is also important that the chapter
officers attend this meeting.
The meeting should serve to
orientate first-time alumni attendees.
Generally, finances for an
Alumni/Alumnae Association can be provided in three different ways:
By an annual dues program for
By the fund specified for such
events in University
By contributions received by alums
for a specific Association program
By a combination of the above
Other financial considerations:
Capital Fund Raising Campaigns by
fixing their BRICKS in the University
public places (Auditorium, conference rooms, senate hall, and other
(Platinum brick rate 100,000/-, Gold brick rate 50,000/-, White Gold
brick rate 30000/-, Silver brick
rate 20000 and brass brick
Strategic Planning for the Major Alumni
Objective Setting for alumni event in the University
Identification of High Profile Alumni/ Wealthy
Alumni Communication including 1st, 2nd
and final Communication
Production of Final Report
Social media management to reach and engage alumni
Election of Alumni Council
Alumni Associations, formal informal and their
engagement in conducting major alumni function
MESSAGE FROM VICE CHANCELLOR
To engage the Gomalian’s global community to support and advance the
University's excellence both during the studies and after the degree award.
The Gomalian Alumni Association promotes an enduring essence of
belonging, pride and arrogance by linking alumni, students, and friends to
the prestigious Gomal University. The Alumni Association advocates for the
University and its alumni with a credible, independent, and collaborative
Establish a market-oriented approach to support alumni and integral
relationships throughout their lives, with emphasis on early lifespan
Drive University and community partnership through an integrated
approach to build and strengthen the University
Develop and promote the “next generation” of advocacy, which is aligned
and assimilated with the University’s goals for local, state, and federal
legislative and policy outcomes
Build a unique, industry best-practice innovation team that positions
the Alumni Association at the forefront of technology and alumni programming
Become the communications portal between alumni and the University to
deliver high-impact deliberate communications, news and information, and easy
access for lifelong alumni connectivity
Develop and manage a business and financial model that sets the
standard for “Alumni Associations
7. Great place to work
Develop a performance culture that attracts and retains the best
talent and makes the Gomal University Alumni Association a “best place” to
The Gomal University Alumni Association is committed to excellence in
all its activities and is dedicated to the following core values:
– Pride in and commitment to the future that we are creating together as an
alumni community and honoring our history, traditions and achievements.
– Transparency and ethical behavior in all of our interactions.
– Recognizing and valuing differences and seeking alternative perspectives
and inclusiveness in all that we do.
– Striving to be an industry leader in alumni relations through a creative
and transformational business model.
– Pursuit of excellence through agility and responsiveness
to stakeholders and the environment.
Dr Muhammad Sarwar
Organizational Structure of Alumni
Strong leadership is very important
for any formal or informal association under umbrella of alumni. A continual
process shall be adopted in scrutiny, selection and renewal among leadership
of alumni for better growth, vital progress and prosperous organization. The
number of committee members and elected officers vary depending on the size
and needs of the alumni membership. Following is the organization of proposed
Alumni Executive council. The following positions will be selected for first
three years (each year), while onward the positions will be filled by proper
election each year.
(The worthy Vice Chancellor)
An official or a
senior alumna/us or friend who can lend name and
Status to the
organization, as well as contacts. This person usually does
not attend committee meetings.
Presiding at all
meetings of the association and committee.
Agenda setting and
ensuring it to community.
alumni in its dealings with other organizations or people
outside the University.
Vice-President: Duties include:
duties of President in his or her absence and assisting as
The committee may
wish to consider designating this post later as President.
Secretary: (will always be from
the parent institute)
all correspondence and recording of minutes of meetings,
communicating them to each committee member and from the
for meetings in consultation with the President.
notices of meetings are sent to association members as
Secretary: Duties include:
Responsibility for all correspondence and recording of
minutes of meetings, communicating them to each committee
for meetings in consultation with the Secretary.
the finances of the association, for maintaining accurate
records and for preparing an annual statement of the
Setting up systems
to deal with the association’s finances.
membership subscriptions if applicable in conjunction with
the Membership Secretary.
Secretary: Duties include:
records of association members and liaising with the Office
of Alumni Programs for data exchange.
implementing strategies for increasing membership and
Organizer: Duties include:
possible activities and events to the committee,
investigating costs and venues.
event planning and coordination.
Communications Officer: Duties
editing the association’s newsletter and/or other means of
communicating with the membership.
press releases in local media.
Making use of
other available communication channels (e.g. links with