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
1.
Alumni
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
globe.
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
·
Communication management
·
Event Management
·
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
·
Meet informally
·
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.
1.5 Organization
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
·
Introductions
·
Review general concepts and goals
of the Alumni Association
·
Outline Alumni Association
functions
Communication (newsletters, mailings, directories, etc.)
Activities
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
·
Annual subscription
·
Establish projected expenditures
and dues structure (for education, research, institution)
·
Solicit areas of interest and
capabilities
·
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,
etc.)
·
Set date, time and location for
follow-up meeting
1.6
By-Laws
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
By-Laws:
·
Objectives
·
Membership
·
Officers; duties and powers of
officers
·
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
events.
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
Association.
·
Other alums and new contacts who
could not attend the first meeting should receive invitations through the
mail.
·
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.
1.8 Financing
Generally, finances for an
Alumni/Alumnae Association can be provided in three different ways:
·
By an annual dues program for
Association members
·
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
methods
Other financial considerations:
·
Capital Fund Raising Campaigns by
fixing their BRICKS in the University
public places (Auditorium, conference rooms, senate hall, and other
public
places)
(Platinum brick rate 100,000/-, Gold brick rate 50,000/-, White Gold
brick rate 30000/-, Silver brick
rate 20000 and brass brick
rate 10000)
Strategic Planning for the Major Alumni
Organization
1.
Objective Setting for alumni event in the University
2.
Identification of High Profile Alumni/ Wealthy
3.
Alumni Communication including 1st, 2nd
and final Communication
4.
Production of Final Report
5.
Social media management to reach and engage alumni
6.
Election of Alumni Council
7.
Alumni Associations, formal informal and their
engagement in conducting major alumni function
MESSAGE FROM VICE CHANCELLOR
VISION
To engage the Gomalian’s global community to support and advance the
University's excellence both during the studies and after the degree award.
MISSION
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
voice.
OBJECTIVES
1. Engage
Establish a market-oriented approach to support alumni and integral
relationships throughout their lives, with emphasis on early lifespan
engagement
2. Partner
Drive University and community partnership through an integrated
approach to build and strengthen the University
3. Advocate
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
4. Innovate
Build a unique, industry best-practice innovation team that positions
the Alumni Association at the forefront of technology and alumni programming
5. Communicate
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
6. Manage
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
work
CORE VALUES
The Gomal University Alumni Association is committed to excellence in
all its activities and is dedicated to the following core values:
Loyalty
– Pride in and commitment to the future that we are creating together as an
alumni community and honoring our history, traditions and achievements.
Integrity
– Transparency and ethical behavior in all of our interactions.
Diversity
– Recognizing and valuing differences and seeking alternative perspectives
and inclusiveness in all that we do.
Innovation
– Striving to be an industry leader in alumni relations through a creative
and transformational business model.
Continuous Improvement
– Pursuit of excellence through agility and responsiveness
to stakeholders and the environment.
Dr Muhammad Sarwar
Vice Chancellor
Proposed
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.
1.
Patron:
(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.
2.
President:
Duties include:
o
Presiding at all
meetings of the association and committee.
o
Agenda setting and
ensuring it to community.
o
Representing the
alumni in its dealings with other organizations or people
outside the University.
3.
Vice-President: Duties include:
·
Performing the
duties of President in his or her absence and assisting as
needed.
·
The committee may
wish to consider designating this post later as President.
4.
General
Secretary: (will always be from
the parent institute)
Duties include:
o
Responsibility for
all correspondence and recording of minutes of meetings,
communicating them to each committee member and from the
Office.
o
Preparing agendas
for meetings in consultation with the President.
o
Ensuring that
notices of meetings are sent to association members as
required.
5.
Joint
Secretary: Duties include:
·
Shared
Responsibility for all correspondence and recording of
minutes of meetings, communicating them to each committee
members.
·
Preparing agendas
for meetings in consultation with the Secretary.
6.
Treasurer:
Duties include:
o
Responsibility for
the finances of the association, for maintaining accurate
records and for preparing an annual statement of the
association’s accounts.
o
Setting up systems
to deal with the association’s finances.
o
Overseeing annual
membership subscriptions if applicable in conjunction with
the Membership Secretary.
7.
Membership
Secretary: Duties include:
o
Maintaining
records of association members and liaising with the Office
of Alumni Programs for data exchange.
o
Devising and
implementing strategies for increasing membership and
participation.
8.
Event’s
Organizer: Duties include:
o
Suggesting
possible activities and events to the committee,
investigating costs and venues.
o
Responsibility for
event planning and coordination.
9.
Communications Officer: Duties
include:
·
Writing and
editing the association’s newsletter and/or other means of
communicating with the membership.
·
University alumni
press releases in local media.
·
Making use of
other available communication channels (e.g. links with
Alumni website).
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Dr.Muhammad Akhlaq.
General Secretary,
Alumni
Email:
alumni@gu.edu.pk
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