Charter Group Guidelines
What is a Chartered Alumni Group?
A Chartered Alumni Group is an alumni organization, led by volunteers, whose primary mission is to support Texas Woman’s University and its goals. Chartered Groups are structured, having by-laws, goals and a leadership structure. Chartered Groups may be formed around a common background, interest, academic field, ethnicity, etc. The mission of Chartered Alumni Groups must align with the mission of TWU. Alumni may be a member of as many Chartered Groups as they wish.
Responsibilities of the Chartered Group
- Complete the Chartering Form, agreeing to the terms and submitting by-laws and officer list. (by-laws should include a representative of the Office of Alumni Relations as ex-officio within the governing structure.) Following are the terms of agreement:
- Abide by TWU Policies and Procedures
- Create a non-dues paying membership program (can be donor based; may raise money for scholarships)
- Not to enter into merchandise or other third-party contracts using the alumni database (maintained by the Division of University Advancement) in which royalties are received by the group
- Each September 1, re-new the charter by submitting by-laws with any revision and a calendar of events for the year to the Office of Alumni Relations
- Be willing to elect a volunteer representative(s) to serve on Division of Advancement and other university committees as requested
- Should a Chartered Group wish to present scholarships to TWU students the scholarship requirements must be reviewed by the University Scholarship Office and the scholarship criteria posted within the university’s universal scholarship system.
- Should a Chartered Group wish to have sub-groups in their organization (for example, in other geographic locations), they may do so. The parent Charter Group will support the sub-groups. Sub groups must agree to abide by the Chartering Guidelines and the parent group’s By-laws.
- The Charter Group will create procedures to assure:
- That no educational records protected by the Family Educational Records and Privacy Act or other applicable privacy laws are disclosed; and
- That no educational records protected by the Family Educational Records and Privacy Act or other applicable privacy laws are disclosed to third persons by the Charter Group.
- The Charter Group and any of its members will treat all alumni information disclosed to them as confidential and will not use any data provided to create separate lists or databases.
- In an effort to limit the University’s exposure to liability, finances for the Charter Group will be maintained through the TWU Foundation and its business officers. The TWU Foundation (federal tax identification number 75-1292762) is a qualified charitable educational organization under Section 501(c)3, and also an organization described in Sections 509(a)(1) and 170(b)(1)(A)(vi) of the Internal Revenue Code.
Responsibilities of the Office of Alumni Relations
- The Office of Alumni Relations will appropriately assist Chartered Groups in reaching their goals in support of the University. This will include, but not be limited to:
- Access to the alumni database for event and activity mailings. The Office of Alumni Relations will prepare and distribute mailing/email correspondence on behalf of the Chartered Group.
- Access to University facilities for events and activities at no cost when applied for through the Office of Alumni Relations. The Office of Alumni Relations will provide support in handling event arrangements working with Charter Group volunteers on event requirements.
- Promotion of each group as an avenue for alumni involvement; promoted in Alumni Relations communications, on the website and in promotional pieces.
- Development and provision of training materials to alumni volunteers to enhance the leadership of the organization
- Assistance on posting scholarship requirements in the University scholarship system.
- Additional support as needed while working together on outreach projects and special events.
Formation of Chartered Groups
Some things to think about before starting the process are:
- What will be the specific purpose of this alumni group and how will it ultimately support TWU?
- Are there enough alumni in the category that you are suggesting? (Major, ethnicity, interest group, etc.) Can the members of the proposed group be easily identified in the alumni database so that contact can be made to inform them of the formation of the group?
- Is the first group of volunteers willing to do the paperwork? A Chartering form will need to be filled out. This is a simple form that is an application for approval as an affiliated alumni organization. Chartering also requires three organizers, a statement of purpose and a set of bylaws.
- How will the finances for the organization be handled? In an effort to limit the University’s exposure to liability, all finances for the Charter Group will be maintained through the TWU Foundation and its business officers. Outside bank accounts will not be necessary.
- How will the members of the group participate in the activities of the university as well as the organization?
- A Chartered Groups must be willing to elect a volunteer representative(s) to serve on Division of Advancement and other university committees as requested.