Proposal
Integrated Alumni Relations Program Modelg g
North Carolina Agricultural and Technical State University
North Carolina Agricultural and Technical State University
Proposal
To transition the Alumni Association and Office of Alumni Affairs to an Integrated Alumni Relations Program
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North Carolina Agricultural and Technical State University
Program Summary
To integrate both the Alumni Association and Office of Alumni Affairs functions into a comprehensive program that will produce common success by creating a thorough understanding at the University level the importance of the role of alumni relations and the ability of Alumni Association to make itself relevant all every part of the University and the broader alumni membership
To understand what alumni need and want in their relations with our alma mater and to connect alumni programming more closely to institutional priorities
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North Carolina Agricultural and Technical State University
Current Alumni Association Organizational Structure
President & CEO
Business Manager Board of DirectorsChapters (47 in 15 states & District of
Columbia
7-Officers, 7-GARs, 7-AGRs, Executive Director, University Representative & 3-Ex-Offico Group
Directors
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North Carolina Agricultural and Technical State University
Current Office of Alumni Affairs Organizational Structure
Vice Chancellor for University Advancement
Director of Alumni Affairs
Staff
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Staff
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North Carolina Agricultural and Technical State University
Why The Need For Change?
For the Alumni Association:» Lack of interest and involvement» No pipeline for future leaders
Both Organizations:» Apathy» Tenure of staff and volunteers
» Key volunteer vacancies» The cultural, spiritual and philosophical
breakdown of “Aggie Pride”» Lack of financial resources
For the University:
becoming ineffective» Lack of defined roles» Political climate» Failure to adapt to cultural &
generational changes For the University:
» Lack of effective organizational structure» Inaccurate, inaccessible and incomplete
alumni database» Failure of faculty and staff to engage with
g g» Others profiting off the A&T brand» Lack of comprehensive
communication strategy» Broken structure, relationships
and trustFailure of faculty and staff to engage with the various chapters and/or alumni when traveling
and trust
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North Carolina Agricultural and Technical State University
Our Five Bold Steps
1. Restructure Alumni Association & Office of Alumni Affairs Staff
2. Unify under a single mission
3. Define roles & strategic responsibilities
4. Integrated Strategic Plan
5 Rebuild trust between Alumni Association & Office of5. Rebuild trust between Alumni Association & Office of Alumni Affairs
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North Carolina Agricultural and Technical State University
Key Benefits Eliminate wasting of time and
resources by duplicating efforts
Improve customer service by positioning the office on camp s as
Holds staff and volunteers mutually accountable for the success of the program by identifying and measuring results on mutuallypositioning the office on campus as
the central repository of alumni information
Employ professional staff with the
measuring results on mutually agreed upon metrics
Provide alumni with concierge services to navigate the complexity
necessary expertise to manage a non-profit, lead strategic planning efforts and manage the day-to-day operations
of a large University
Be built upon a shared vision and strategic plan that has been developed by representative p
Utilize the talents, skills and expertise of volunteers in a manner that maximizes their volunteer experience
p y pcommittee of stakeholders
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experience
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North Carolina Agricultural and Technical State University
Opportunities for Alumni
To reconnect with fellow graduates, University staff and
Recognition, promotion and utilization of our professional g , y
to support our alma mater in a meaningful way
For career development
pskills, experience, status and knowledge
Access to a global alumni through lifelong learning (post graduate study, short courses offered by Professional and C ti i Ed ti t )
community where membership provides unique benefits and services
Continuing Education, etc), access to business networks, mentoring programs and employment opportunities
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employment opportunities
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North Carolina Agricultural and Technical State University
Opportunities for the University
Support for the University’s Seeking feedback and advice recruitment, marketing and philanthropic initiatives
Increasing the profile of the
to develop a more effective and mutually beneficial relationships with industry,
t d th idUniversity both locally, nationally and globally as a leader in education, business, engineering and research
government and the wider community and to ensure relevance of curriculum and researchengineering and research
Enriching and supporting the student experience
research
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North Carolina Agricultural and Technical State University
Statement of Work
Communicate proposed Review and update all integrated alumni relation program to stakeholders
Get support, buy-in and
governance documents, i.e., constitution and bylaws, memorandum of
d t di tapproval of proposed integrated alumni relations program
Implement ne integrated
understanding, etc.
Engage in comprehensive strategic planning process
Implement new integrated alumni relations program organizational structure
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North Carolina Agricultural and Technical State University
Integrated Alumni Relations ProgramOrganizational Structure
Vice Chancellor for University Advancement
Assistant Vice Chancellor of Alumni Affairs/Executive Director of Alumni Association
Manager of First Impressions (Administrative/Management Assistant)
Director Alumni Communications
Director of Alumni Programs
Alumni Association Board of Directors
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North Carolina Agricultural and Technical State University
Integrated Alumni Relations ProgramOrganizational Structure
Assistant Vice Chancellor for Alumni Affairs/Executive Director of Alumni AssociationAssistant Vice Chancellor for Alumni Affairs/Executive Director of Alumni Association
Director of Alumni Communications Director of Alumni Programs
Event Marketing, Website, Newsletter &
Social Media
Signature Events, Awards Programs, Fundraising & Athletic Events
Assistant Director for Off
Assistant Director for On-Campus Programs
Social Media Assistant Director for Off-Campus Programs
Chapter Support, Alumni Admissions Program & Affi it /S i l I t t
Homecoming, Reunions & Student Programs
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& Affinity/Special Interest
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North Carolina Agricultural and Technical State University
Major Organizational Changes Elimination of the Executive
Director position as a part-time employee of the Alumni
Recreation of the Alumni Association’s Board of Directors (BOD)p y
Association
Creation of an Assistant Vice Chancellor for Alumni
( )» Currently the BOD consists of
24 individuals who are elected nationally with the exception of the Executive Director and the
Affairs/Executive Director of the Alumni Association position
Reorganization and hiring of
Immediate Past President» New BOD will also consist of 24
individuals• 12 for the current BOD• 12 new representativesadditional on-campus staff
Day-to-Day operations moved to on-campus staff
• 12 new representativeso 3 Representatives from NCA&T
Board of Trusteeso 3 Representatives from NCA&T
Board of Visitorso 2 Representatives from the
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pNCA&T AAF
o 4 Representatives from the Chancellor
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North Carolina Agricultural and Technical State University
Things That Will Not Change
The Association will maintain its separate 501(c)3 tax p ( )exempt status
The current assets of the Association will remain the t f th A i tiassets of the Association
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North Carolina Agricultural and Technical State University
Program Timetable
Description Start Date to Completion Date
Phase 1 Define Proposed Integrated Alumni Relations Program
April 2012 – January 2013
Phase 2 Tentatively setup new BOD February – March 2013
Phase 3 Communicate Proposal for Integrated Alumni Relations Program to all stakeholders
March 2013 – May 2013
Phase 4 Vote on approval of May 2013Integrated Alumni Relations Program
Phase 5 Implementation of Integrated Alumni Relations Program
July 2013
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North Carolina Agricultural and Technical State University
FAQs1. Why is the Alumni Association & the Office of Alumni Affairs
restructuring?The Alumni Association and the Office of Alumni Affairs are restructuring to b tt i th d f b th th Al i d th U i itbetter service the needs of both the Alumni and the University.
2. What is an integrated alumni relations program?The integrated alumni relations program is a partnership between the Office of Alumni Affairs and the Alumni Association. Clear roles and
ibiliti ill b d fi d h th d t d ti dresponsibilities will be defined, where the day-to-day operations and management will reside with the on-campus alumni staff and the fiduciary control, strategic planning and vision for the program will reside with the volunteer leadership (Alumni Association Board of Directors).
3 Is the Alumni Association going to dissolve?3. Is the Alumni Association going to dissolve?No, the Alumni Association will remain and maintain its separate 501(c)3 tax exempt status. The brand of the NCA&TSU Alumni Association will be preserved and our integrated alumni relations program will embrace and work under the Association/Advancement flag.
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g
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North Carolina Agricultural and Technical State University
FAQs4. How will chapters be affected?
Chapters will experience improved communications and professional support via direct on-campus support. The major day-to-day chapter operations will not be immediately impacted.
5. Will the membership be able to provide input or have a voice on this proposal?
The membership will vote to approve the proposal during the annualThe membership will vote to approve the proposal during the annual meeting. The membership’s feedback will be solicited and welcomed throughout the transition process and in the future.
6. What are the initial duties and responsibilities of the proposed new Board of Directors?of Directors?
(a) To elect the officers of the Board (b) Review and revise the all governance documents, i.e. Constititution and
By-Laws, etc.(c) Communicate the implementation plan to stakeholders (d) B d b i i h Ch
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(d) Broad base meeting with Chapters(e) Develop a comprehensive strategic planning process.
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North Carolina Agricultural and Technical State University
FAQs7. How will this proposal change impact the Annual Meeting?
This change will not impact the current fiscal year’s annual meeting.8. What is the implementation date for the proposed change?
The implementation date for the proposed change, pending membership approval will be July 1, 2013.
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North Carolina Agricultural and Technical State University
Endorsements
Board of Directors, North Carolina A&T State University , yAlumni Association
Board of Trustees, North Carolina A&T State University
Board of Visitors, North Carolina A&T State University
Aggie Athletic Foundation, North Carolina A&T State UniversityUniversity
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