The Porter High School Alumni Association needs YOUR HELP!!

 
 
We are looking for individuals who are willing to start an Alumni Association, if you are interested, please contact:
Jonathan Dutton
Porter High School
Student Council Sponsor
Senior Sponsor
281-577-5900  ext. 5656 or 5655 (1:30 - 4:00)
 
 
Roles of an Alumni Association:
1. We are dedicated to working with PHS and the local community to build rapport & enthusiasm.
2. We are ready to motivate & engage alumni.
3. We support our current senior class with events. 
4. We build relationships with local businesses and PHS.
5. We create, promote, and lead our class reunions. 
 
 
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Steps to Creating an Alumni Association

Step 1 – Form an Interest Group
  • Meet informally with alums to obtain names
  • Obtain a geographic listing of members from your headquarters office
  • Telephone and personally meet with alums
  • Directly ask for their participation in starting the association

Step 2 – 1st Communication

  • A letter should be mailed (or a message sent) to all alumni, introducing them to the leader, requesting them to update their contact information, and inquiring if there are any interested volunteers for the committee
  • Write a letter to the alumni who make up your interest group

Step 3 – Getting Organized

A meeting should be convened of interested 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/Alumnae Association
  • Outline Alumni/Alumnae Association functions
    • A. Communication (newsletters, mailings, directories, etc.)
    • B. Activities
    • C. Fund raising
    • D. Scholarships and fellowships
    • E. Assistance in Alumni/Alumnae coordinator programming
  • Identify short and long term needs
  • Establish projected expenditures and dues structure
  • 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
  • Adjourn

Step 4 – Prepare 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/alumnae files.

Sample Outline of Alumni/Alumnae 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
  • 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

Step 5 – The 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.

Step 6 – Financing an Alumni/Alumnae Association

The question of financing can be a major obstacle for a new Alumni/Alumnae Association.

Generally, finances for an Alumni/Alumnae Association can be provided in three different ways:

  • By an annual dues program for Association members
  • By contributions received by alums for a specific Association program
  • By a combination of the above methods

Other financial considerations:

  • Capital Fund Raising Campaigns
  • Association-Sponsored Scholarships

And Don’t Forget . . .

Communications:

  • Newsletters
  • Postcards/Flyers (to promote special events – ballgames, golf outings, etc.)
  • Association Directory
  • Telephone
  • Web:  social networks (e.g. Facebook, Twitter), e-mail blasting

Recordkeeping:

  • Keep accurate records
  • Maintain a database of alumni names, addresses, contact details, and more
  • Take photos of key events and milestones

Events:

  • Association Meetings
  • Monthly Luncheons/Dinners
  • Special occasions (Homecoming, Founders Day, etc.)
  • Other outings (chapter work day, philanthropies, holiday receptions, etc.)

Eliminate Misconceptions

  • “I used to be a _______.” (membership doesn’t expire when you graduate – it’s designed to last a lifetime)
  • “I don’t have time.” (we’re all volunteers)
  • “I won’t know anybody.” (members from other eras can help by welcoming newcomers)
  • “All they want is my money.” (the main effort needs to show that money’s not the primary concern)
 
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