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‘To develop life long mutually beneficial relationships with
our alumni and supporters’
The office of development and alumni relations is committed to this
aim which forms part of the University strategy document, available to
view in full here:
http://www.southampton.ac.uk/strategy/
Alumni volunteering is integral to achieving mutually beneficial life
long relationships. We can only achieve this by working in partnership
with our alumni community.
Many volunteer roles benefit students directly, helping them to
enhance their employability and understanding of the direction they
would like to take after graduation. Other volunteer roles provide
crucial support to the University professional services and facilities.
Volunteer activity can also positively influence student
recruitment to Southampton through alumni sharing their own
experience of studying here with prospective students and parents.
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Who volunteers? Volunteering - the act of freely offering to do something or offering help -is a fundamental part of society. In 2009/10, 41% of adults volunteered formally through a club, group or scheme and 62% volunteered informally by giving unpaid help to an unrelated individual1. Volunteers also contributed an estimated £22.7 billion to the UK economy. The alumni relations team welcome all alumni who are interested in volunteering, wherever you might be or however long it is since you graduated. What are the benefits?
Voluntary work can offer an array of benefits, not just for the benefi-ciaries but for the volunteers themselves; it can enhance volunteers’ CVs with practical experience and a demonstrable example of their commitment and reliability, it can enable the development of a range of transferable skills and it can also give volunteers a sense of having contributed something worthwhile to their local community or further afield as part of the organisation they are involved with. Volunteering at Southampton allows you to do both—supporting students and the University community on a local level contributes to-wards the work being done by the University on a larger scale with the ethos of ‘Changing the world’.
Volunteering at Southampton
The alumni volunteering programme at the University of Southampton offers a multitude of ways for alumni to give the ‘gift of time’ to their University. From enhancing the student experience and the employability of graduates to supporting the Nuffield theatre and student societies to offering professional services and skills to the Uni-versity to aid development or even advise future strategy.
There are many different ways to get involved, which will be explained in further detail in this handbook, and volunteers needn’t commit to anything long term if they aren’t sure how much time they will have – we have schemes which run throughout the academic year in addition to a variety of one-off events and short term projects. If alumni would like to volunteer but can’t find the right role to suit their availability or interests then we are always happy to receive sugges-tions for new initiatives.
1 Institute for volunteering research http://www.ivr.org.uk/ivr-volunteering-stats
2 In 2007/8, The UK Civil Society Almanac 2009
http://www.ncvo-vol.org.uk/uploadedFiles/NCVO/What_we_do/Research/Almanac/
NCVOCivilSocietyAlmanac2009Summary.pdf
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Full details of current opportunities can be found on our website
http://www.southampton.ac.uk/alumni/volunteering/.
Volunteer roles generally fall into the following categories:
Career destinations schemes—this includes mentoring,
appearing on a career panel, giving a careers talk or
representing your company at a career fair
Student recruitment—the University holds open days in July
and September annually
Community based volunteering—at the Nuffield Theatre or
through the Community Volunteering programme
International volunteering—this can include running
international alumni branches, working with the Malaysia
campus, being an alumni representative for your area and
more
Outreach office schemes and events—such as events with
school students and sixth formers looking at Higher Education
Student engagement events—often in conjunction with the
Students’ Union, previous opportunities have included radio
interviews with the student radio station and speaking at the
student publications conference
Student recruitment—including open days and fairs both in
the UK and internationally, as well as conversion and pre-
departure events with our international students
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Becoming an alumni volunteer is easy, all you need to do is follow these
simple steps:
1. Have a look at our website and the ‘Volunteer Roles’ page of this
handbook to decide which role or type of volunteering is of interest
to you.
2. Fill out our volunteer interest form here:
http://www.southampton.ac.uk/alumni/volunteering/
alumni_volunteer_form.html
Or contact [email protected] to let us know you’d like to
volunteer.
3. We will add you to our volunteering mailing list and direct you to the
contact who manages the role you are interested in. Depending on
the type of role you are looking for you may need to apply or wait for
applications to open at the appropriate point in the academic year. If
you are interested in a general area of volunteering then we will let
you know whenever something comes up that you might want to get
involved in via email and social media.
4. Get volunteering!
5. Tell us how it’s going and share your experiences to encourage other
alumni to get involved.
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A global community
You can volunteer by getting involved with the running of one of our alumni
branches. If you enjoyed being on a committee during your time at Southampton
or would like to be part of one now and help to connect local alumni then this is a
great opportunity for you.
Our network of alumni branches support our aim of ‘developing lifelong mutually
beneficial relationships with our alumni and supporters’ in a multitude of ways:
Strengthening ties between the University and the alumni community and
facilitating meaningful life long relationships
Enabling alumni to develop their own networks, benefiting them both
socially and in their professional development
Keeping in touch with friends and the University
Enabling alumni around the UK and internationally to enjoy being an active
member of the Southampton alumni community
Supporting the University in its aim to become a top 50 University
internationally by being ambassadors for Southampton, supporting
student recruitment and the student experience
Where are our current branches?
We have alumni in 180 countries across the world and branches both in the UK
and internationally. To see where our branches are located and to find contact
information for the branch co-ordinators see our website:
http://www.southampton.ac.uk/alumni/alumnicommunity/branchprofiles.html
International alumni representatives
International alumni representatives perform similar duties to branch co-
ordinators but on a smaller scale in areas or countries where there are fewer
alumni, alumni are sparsely distributed across a large area or the main branch is
based some distance away.
Representatives act as a point of contact for alumni, students or prospective
students and provide contact details to go on our website. They can organise
informal events and help local alumni to connect with one another and they often
support our international officers with student recruitment activities.
If there are no branches or representatives in your area and you would like to
establish one then contact us at [email protected].
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Roles and responsibilities of the Alumni Relations team:
The Alumni Relations team supports alumni branches in a variety of
ways, many of which are listed below. Please check with the Alumni
Relations Officer—Volunteers and Student Engagement for the
specific resources available for your branch. The Alumni Relations
team shall:
Provide assistance and advice for planning events and
recruiting local volunteers.
Plan, market, and execute any University-led events occurring
in conjunction with branches.
Help promote events: pay for postage and printing of branch
mailings where possible (email is preferable), broadcast e-mails
to all alumni living in the region, and post branch events on the
alumni website calendar.
Provide support with producing event supplies—templates for
registration lists and name badges.
Provide local demographics to regional contacts or presidents
for planning purposes.
Send regular communications to branch contacts updating them
on University news (which can be disseminated to the branch)
Help with sourcing speakers for branch events and where
possible visit the branches as part of planned international
activity.
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Roles and responsibilities of alumni branches
Branch co-ordinators shall:
Welcome all members of the University community to
participate in programs and opportunities.
Hold all events in facilities that are accessible, and where all
are welcome on an equal basis.
Elect or appoint a president and officers on a regular,
transparent basis, and ensure that all officers act as positive
ambassadors of the University and act in the interests of it;
require that the club president is an alumnus or alumna.
Keep the Alumni Relations team updated with branch activity
so that we can talk about the branch to alumni, colleagues and
in recruitment activity.
Promote events by informing the office of development and
alumni relations of any alumni-led events which can be added
to the website calendar, social media and other channels.
Adhere to the branding guidelines and approved usage of the
University of Southampton’s name, logo, and other
trademarks.
Seek approval from the Office of Alumni Relations liaison
prior to contacting faculty members. Copy the Alumni Rela-
tions team in on all correspondence with the faculty.
Encourage officers and members to be good University citizens
and maintain good standing by helping to advance the aims of
the University, the Office of Development and Alumni
Relations and the alumni branch.
Maintain open channels of communication with the Alumni
Relations team and to respond promptly to inquiries from
alumni.
They must also be aware of the following:
The University will only formally recognise and publish the
details of one association per area.
Associations are not entitled to fundraise without the
University’s approval—we’re very happy to support this but
please check with us first.
The University of Southampton will not fund alumni branches
– branches may wish to consider how they will fund activities
and whether to charge alumni a subscription fee.
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For full guidelines, correspondence templates and event ideas please
see the alumni led events pack on our website—contact
[email protected] for a copy.
Suggested Events for Your Branch
Here are some suggestions for events you could run with your
branch:
A lunch or dinner (this could be formal with a speaker, black
tie dress code or perhaps followed by dancing, or an informal
meal in a local restaurant)
Meeting for drinks (you could reserve an area of a bar if you’re
expecting lots of attendees)
A quiz or games night
Country walks, picnics and BBQs
Karaoke, talent contest, musical group
Adventurous pursuits - a day out or even a weekend trip
Support you local community - help with local regeneration
projects or volunteer
Support student recruitment - contact the alumni relations
office for more information about how you can help with this
Keeping costs down
If you’re looking to keep event costs low then here are some ideas
you could consider:
Someone’s garden— have a barbeque or drinks party in the
garden. Guests could even bring along food or drinks to avoid
catering costs.
A bar or pub—if your group is not too large and you would like
an informal gathering, why not get together in your favourite
pub? You could hire a function room or use their bar, but we
would recommend that you let them know you’re coming.
Your workplace—if you work for a large firm that has a
meeting or function rooms, you might consider asking if you
could use them. If the event is for alumni in the same
profession as yourself, your firm might be keen to assist with
such a networking opportunity!
A restaurant—depending on the size of your party you could
book a large table and let your guests pay their own bills, or
you could enquire about a set menu or special offers for larger
bookings. If you have a large group it might be possible to
negotiate a discount or special deal.
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You can contact us at:
Email: [email protected]
Telephone: +442380 592747
For specific volunteering or branch enquiries please contact
Chloë Eastburn at [email protected]
To speak to the events teams please contact
You can also view our website for more information:
www.southampton.ac.uk/alumni
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Branch co-ordinators to sign
and return to alumni
relations office
The University of Southampton will not pass details of alumni to branch volunteers
without express permission from the individual. However, alumni are able to con-
tact branch volunteers with their information for the branch volunteers to hold.
The Branch volunteers will update the University of Southampton every six months
with the contact details of those alumni connecting with the Branch. The Branch
volunteers should look to make contact with alumni registered with them at least
once every year. Every three years the branch volunteer will ask their contacts to
update their details with them to confirm alumni are happy for the branch to con-
tinue to hold their information.
The branch volunteers hold the information in order to keep interested alumni
updated with news, events and activities within the country or area. It should not
be used for any purpose un-related to the University of Southampton business. At
the time of sharing information with the Branch Volunteer, alumni should be asked
consent for sharing their information with other members of the branch. Only by
agreeing to this should their contact information be visible to other branch mem-
bers.
Branch volunteers should sign the declaration below confirming that the data
received from alumni will only be used for University of Southampton business and
for three years before refreshing.
Data protection statement
The University will not share alumni data with branch contacts unless explicit con-
sent is given. All data held at the University is in accordance to the University’s
notification with the Information Commissioner:
1998 Data Protection Act
All data is securely held in the University Alumni and Development Office and will
be treated confidentially and with sensitivity for the benefit of the University of
Southampton and its members. The data is available to our international offices,
colleges, faculties, academic and administrative departments, recognised alumni
societies, sports and other clubs associated with the University, and to agents con-
tracted by the University for particular alumni-related projects. Data is used for a
full range of alumni activities, including the sending of University publications, the
promotion of benefits and services available to alumni, notification of alumni
events and of programmes involving academic and administrative departments.
Data may also be used in fundraising programmes, which might include an element
of direct marketing. Under the terms of the 1998 Data Protect Act you have the
right to object to the use of your data for any of the above purposes. If you would
prefer us not to use your information in this way, please contact the Alumni Office
on 02380 592747 or email us at [email protected].
Name……………………………………………………………………
Branch………………………………………………………………….
Date………………………………………………………………………
I have read and understood the data agreement and will adhere to the
guidelines laid out above when handling data relating to the branch.
Signed …………………………………………………………………..
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You can use this template to
design your own branch
membership forms, or contact
the alumni relations office to
receive an amendable copy of
this form. We require as much
of this personal information as
possible in order to identify
records on our database so
please try to encourage
members to complete the form
as fully as possible.
The data protection
information and confirmation
of understanding must be
included in any membership
forms you produce.
If your branch charges a
membership fee please include
details of this and a brief
description of the services
included in this fee.
NAME
SURNAME
DATE OF BIRTH
ADDRESS
CITY POSTCODE
TELEPHONE
YEAR OF GRADUATION DEGREE TITLE
BRANCH YOU WISH TO JOIN
I have read and understood the data protection and sharing policies on page
13 and am aware that the branch co-ordinator will hold any data I give them for 3
years, updating the University with this information every 6 months and will
contact me at least once per year (please tick to confirm)
(If applicable) I enclose the annual membership fee of £……… and I
understand that this entitles me to the following: (insert relevant details)
Signed
Date
COUNTRY