alumni chapter or affinity group charter application package · jackson state university national...

JACKSON STATE UNIVERSITY NATIONAL ALUMNI ASSOCIATION, INC.

Alumni Chapter or Affinity Group Charter Application Package

1 Revision Date: June 9, 2015

ALUMNI CHAPTER OR AFFINITY GROUP

CHARTER APPLICATION PACKAGE

Table of Contents

Mission Statement ......................................................................................................................................... 2

Vision ............................................................................................................................................................ 2

Core Values ................................................................................................................................................... 2

How to Start a Chapter .................................................................................................................................. 2

Detailed Checklist ......................................................................................................................................... 3

Petition To Establish A Recoginized Alumni Chapter Or Affinity Group ................................................... 6

New Alumni Chapter Or Affinity Group Charter Application ..................................................................... 7

Charter Member Contact Form ..................................................................................................................... 9

Definitions................................................................................................................................................... 10

Checklist ..................................................................................................................................................... 10

Charter Requirements ................................................................................................................................. 11

Sample Chapter Report Form ..................................................................................................................... 12

Sample Chapter Installation Program ......................................................................................................... 14

Sample News Release ................................................................................................................................. 15

Sample Chapter Bylaws .............................................................................................................................. 16




MISSION STATEMENT

The mission of The Jackson State University National Alumni Association, Inc. (JSUNAA) is to support

and advance the interest of the University.

VISION

Our vision is that all alumni are inspired and empowered to commit and connect to the University.

CORE VALUES

Advocacy: We are leaders in advancing the quality and stature of Jackson State University. We

encourage volunteer and philanthropic support of the University.

Education: We value students and are dedicated to their support and development. We believe in

lifelong learning.

Diversity: We value and engage diverse Jackson State University constituents.

Community: We create and foster open communication between all Jackson State University

stakeholders (alumni, students, faculty/staff, friends and supporters) to build and maintain strong

relationships.

Service: We are committed to improving our local communities through community service

involvement.

Interdependence: Led by self-governed volunteers, we are the voice of Jackson State University alumni.

Innovation: We are entrepreneurial; we are actively seeking to identify and create new opportunities.

Excellence: We commit to the highest quality in all our endeavors (honesty, integrity, and

accountability).

HOW TO START A CHAPTER OR AFFINITY GROUP

So you’re interested in starting an Alumni Chapter or Affinity Group? The purpose of an Alumni Chapter

or Affinity Group is to foster a spirit of loyalty and to promote the general welfare of JSUNAA and the

University. The Alumni Chapter or Affinity Group exists to support the parent organization’s goals, and

to strengthen the ties between alumni, the University, the community, and the parent organization.

There are several steps in starting an Alumni Chapter or Affinity Group for The Jackson State University

National Alumni Association, Inc.




DETAILED CHECKLIST

ACTION RESPONSIBLE

PARTY

1. CONTACT THE NATIONAL OFFICE Interested Group

Contact the Department of Alumni and Constituency Relations (DACR) at Jackson

State University, P.O. Box 17820, Jackson, MS 39217 (601.979.2281) to express your

interest in serving as a contact person for a particular area.

a) DACR will provide the Interest Group with a list of alumni in the specified

geographical area, a Charter Application Package and the name of the assigned

Regional Vice President (RVP).

b) The Contact Person for the Interest Group will work with DACR and the RVP to

coordinate the application process and an informational meeting. Documents are also available online at www.jsunaa.org and www.jsums.edu/alumni

2. DETERMINE FEASIBILITY Interested Group

It is important to determine the need for an Alumni Chapter or Affinity Group in your

area. Additionally, be sure to determine that there are a sufficient number of members

and potential members to support the formal structure of an Alumni Chapter or

Affinity Group (at least 10, preferably more).

a) Establish proposed boundaries of the new chapter. Keep in mind: Travel time to

meetings and proximity of other chapters.

b) Determine current membership in your area by asking the national office for a

printout of members within the proposed boundaries.

c) Determine potential membership by collecting the name and contact information

of individuals who might be interested in joining the Alumni Chapter and Affinity

Group.

3. ORGANIZE INFORMATIONAL MEETING Interested Group

Invite Alumni to an informal gathering to determine interest and possible leadership in

the proposed Alumni Chapter or Affinity Group. This is a great time to ask

individuals to pay membership dues if they have not already done so. The Department

of Alumni and Constituency Relations (DACR) will send materials including

membership applications for this event upon request.

4. UNDERSTAND REQUIREMENTS Interested Group

The Alumni Chapter or Affinity Group shall coordinate activities throughout the

year that focus on supporting the University’s continued success through student

recruitment, alumni retention and expansion, financial support, public relations

and community outreach.

The Alumni Chapter or Affinity Group shall plan at least 8 meetings per year in

addition to its various activities and events.

The Alumni Chapter or Affinity Group President (or designee) shall attend each

regular meeting held by the Board of Directors in accordance with Article VII,

Section 5 of the JSUNAA Constitution.

The Alumni Chapter or Affinity Group shall submit an annual report detailing its

activities for the year.




5. IDENTIFY POTENTIAL MEMBERSHIP

Select a minimum of ten (10) JSUNAA financially-active members to start the

Alumni Chapter or Affinity Group. Membership shall be renewed annually to

remain active in JSUNAA, Inc.

a) If persons identified are not already financially active members, each member is

required to pay $50 annual alumni dues to gain active status in the Alumni

Association at the national level.

b) Upon receipt of membership dues, the Association will issue the appropriate

membership cards. The Alumni Chapter or Affinity Group may establish its own

local dues requirements.

c) Until final approval of the Charter, the new members will be considered

“Members-At-Large”.

Interested Group

6. ELECT LEADERSHIP Interested Group

Elect the following officers based on the JSUNAA Constitution:

1. President

2. 1st Vice President

3. 2nd Vice President

4. Treasurer

5. Financial Secretary

6. Secretary

7. Assistant Secretary Appointed officers may include the Parliamentarian, Sergeant at Arms, Chaplain,

Reporter, Fundraising Chair, Student Recruitment Chair and other committee

chairpersons as deemed necessary.

7. COMPLETE CHARTER APPLICATION PACKAGE Interested Group

a) Petition To Establish A Recognized Alumni Chapter Or Affinity Group (p 6)

b) Charter Application (p 7-8)

c) Officer/Charter Members Contact Form (p 9)

d) Alumni Chapter or Affinity Group Bylaws

8. SUBMIT CHARTER APPLICATION PACKAGE AND FEES Interested Group

Complete Charter Application Package and return to DACR with a copy to the

appropriate Regional Vice President and the Chapter President of the nearest Alumni

Chapter.

a) Submit membership application and payment (or proof of payment) for all Charter

members.

b) Submit payment for $200 for the Alumni Chapter or Affinity Group which is

required to be submitted with the group’s application for Charter: $100 for

national assessment; and $100 for regional assessment.

c) Make checks or money orders for assessments and membership payable to the

Jackson State University National Alumni Association, Inc., and mail payment,

along with completed Charter Application Package, to the Department of Alumni

and Constituency Relations, Jackson State University, P.O. Box 17820, Jackson,

MS 39217. Note:

Affinity Group application packages shall be forwarded to the Mississippi Regional Vice

President. A copy to the Chapter President is not required.

Alumni Chapter Application Packages shall be forwarded to the appropriate Regional

Vice-Present by the DACR, based on Geographical Location.




9. REVIEW PROCESS FOR CHARTER APPLICATION PACKAGE JSUNAA

Acknowledge receipt of Charter Application Package via written communication to

the designated lead of the Interest Group.

Regional Vice

President

Review proposed bylaws and advise the Regional Vice President of necessary

corrections required for final approval.

Const. and Bylaws

Committee

Present Request to Charter New Alumni Chapter or Affinity Group to the

JSUNAA Board of Directors for review at either the next Fall Council Meeting or the

Mid-Winter Council Meeting (whichever comes first).

Regional Vice

President

Vote to approve or disapprove New Charter at Council Meeting. The RVP will advise

the interested group of any adverse conditions for the charter, if disapproved and

advise the DACR Staff of the action taken.

Board of Directors

Send Letter of Approval or Disapproval to the Interest Group contact person with

copy to the JSUNAA Board of Directors. The letter shall include a copy of the

complete Charter Application Package.

If approved, the new members will then be placed in the appropriate membership

category. If disapproved, the members will be considered “Members-At-Large”. If approved, the Contact Person for the Interest Group will work with DACR and the

RVP to determine a mutually agreeable installation date and time. (Installations have

been held in libraries, churches, community centers, schools, restaurants or hotels

where the atmosphere is conducive to the ceremony.)

Regional Vice

President

10. CONDUCT CHAPTER INSTALLATION CEREMONY ALL




PETITION TO ESTABLISH A RECOGINIZED ALUMNI CHAPTER OR

AFFINITY GROUP

Date:

To: Jackson State University National Alumni Association, Inc. and

Jackson State University Department of Alumni and Constituency Relations

Re: Petition to Establish a Recognized Alumni Chapter or Affinity Group (check one)

We, the undersigned members in good standing of the Jackson State University National Alumni

Association, Inc., do hereby petition as witnessed by the signatures attached, the JSUNAA Board of

Directors to constitute an Alumni Chapter or Affinity Group of this Association, which will include the

following defined area to further the interests of members consistent with the purpose and objectives of

the Society.

Proposed

Chapter or

Group Name

Purpose or

Area of

Interest

Alumni Chapter

To the best of my knowledge, this geographical area-of-interest is not currently addressed

by any existing JSUNAA Alumni Chapter (additional supporting data may be attached)

Affinity Group

To the best of my knowledge, this subject area-of-interest is not currently addressed by

any existing JSUNAA Alumni Chapter (additional supporting data may be attached)

President Signature Printed Name Elected Position

First Vice President Signature Printed Name Elected Position

Second Vice President Signature Printed Name Elected Position

Treasurer Signature Printed Name Elected Position

Financial Secretary Signature Printed Name Elected Position

Secretary Signature Printed Name Elected Position

Assistant Secretary Signature Printed Name Elected Position

Signature Printed Name Charter Member






NEW ALUMNI CHAPTER OR AFFINITY GROUP CHARTER

APPLICATION

Please complete all pertinent fields and submit application to the DACR in the Department of Alumni and

Constituency Relations and to the appropriate Regional Vice-President (RVP). The information provided

will be reviewed by the RVP and the DACR for completeness and approval.

If approved, the applicant will be notified by their RVP and the initiation of the Chapter Charter will

commence.

Applicant Information:

Name of Person Coordinating Chapter Development: ______________________ Class Year: (Or Years Attended)

Current JSUNAA Position (if applicable):

Address: _____________________________________________________________________________

City State Zip

Phone: (Home): (Cell):

E-Mail

New Chapter Information:

Proposed Name of Chapter:

Address (if applicable):

City State Zip

For Office Use Only By the Department of Alumni and Constituency Relations

Date Application Received: _________________________________

Action Required:

Confirm active membership status of charter members.

Mail signed application (with all signatures) to the applicant, JSUNAA President, and RVP.

Process chapter charter to be presented during the Installation/Chartering Ceremony.

Draft the program in working with the JSUNAA President, RVP, and Chapter Contact Person.

Install new chapter officers during Installation/Chartering Ceremony.

Proposed Chapter Installation Place, Date and Time:

Place:

Date:

Time:




Proposed Alumni Chapters should complete all questions below. Proposed Affinity Groups

shall complete questions 1-4 only.

1. State your reasons for applying for this Charter.

Use additional pages if necessary (250 word maximum)

2. How does JSUNAA benefit from this Charter?


3. How many alumni have been identified to support this new Charter?


4. Is there currently an Alumni chapter or Affinity Group representing this area?

If so, how close (miles) is the proposed chapter to the existing chapter? (Alumni Chapter only)


5. What communication has there been between the existing chapter and the proposed chapter

and what was the outcome of that communication?


6. What geographic areas would the new chapter service and will there be overlap with existing

chapter in the area?


________________________________________________ ____________________________

Applicant’s Signature Date

If the request to charter is approved, the following signatures are required:

________________________________________________ ____________________________

President or Executive Director, JSUNAA, Inc. Date

________________________________________________ _____________________________

Regional Vice-President Date




CHARTER MEMBER CONTACT FORM

The following membership form shall be completed in its entirety for every charter member of the

Alumni Chapter or Affinity Group. This form shall accompany all mailed membership payments.

MEMBERSHIP APPLICATION

Member Information

*Name:

*Email Address: *Phone:

*Current address:

*City: *State: *ZIP Code: *Country:

*Hometown:

School information

*Major: *Year Graduated:

Major: Year Graduated:

Major: Year Graduated:

Employment Information

*Current employer:

Employer address:

City: State: ZIP Code:

Country:

Business Phone: Fax:

Membership information J Number (if known):

*Circle the Membership Type Requested:

Regular: $50 Associate: $50

Regular Life: $500 White Life: $1,000 Blue Life: $1,500 Blue and White Life: $2,000 True Blue and White Life: $5,000

*Local Chapter Affiliation:

Signature

I authorize the verification of the information provided on this form.

Signature of applicant: Date:

This form may be completed electronically at

http://www.jsunaa.org/get-connected/join-today/




DEFINITIONS

Alumni Chapters Chapters are created by Jackson State University alumni and friends in specific geographic areas to share

their pride and to meet other Jacksonians living in their area. Chapters are official recognized and

approved local governing entities that operate under the JSUNAA Constitution and Bylaws in the

respective geographical regions.

Sample Alumni Chapters

Chicago Area Chapter

Greater Washington, DC Area Chapter

Houston Area Chapter

Jackson-Hinds Chapter

Los Angeles Chapter

Metro Atlanta Chapter

Affinity Groups An affinity group is a group formed by Jackson State University alumni and friends around a shared

interest or common goal. Affinity Groups are official recognized and approved local governing entities

that operate under the JSUNAA Constitution and Bylaws in the respective area of interest.

Sample Affinity Groups

Sonic Boom Alumni Association

JSU Alumni Players Association

The Alumni Chapter or Affinity Group:

Creates a medium through which alumni can reconnect with each other around shared

experiences, interests or geographical location;

Increases opportunities for alumni to get involved and meet other JSU alumni;

Promotes leadership;

Fosters a sense of community within the alumni population; and

Provides financial contributions to the University.

CHECKLIST

ACTION RESPONSIBLE PARTY

1. Contact The National Office Interested Group

2. Determine Feasibility Interested Group/DACR

3. Organize Informational Meeting Interested Group

4. Understand Requirements Interested Group

5. Identify Potential Membership Interested Group/DACR

6. Elect Leadership Interested Group

7. Complete Charter Application Package Interested Group

8. Submit Charter Application Package And Fees Interested Group

9. Review Process For Charter Application Package JSUNAA

10. Conduct Chapter Installation Ceremony ALL




CHARTER REQUIREMENTS

The Alumni Chapter or Affinity Group will be required to operate under the authority of the JSU National

Alumni Association, Inc. Each Alumni Chapter or Affinity Group will be required to participate in and

support the activities of JSUNAA, Inc., in its relationship to Jackson State University. In order to

maintain a charter and remain in compliance, the Alumni Chapter or Affinity Group shall fulfill the

following obligations:

1. Submit a complete Annual Report by June 30 of each year, indicating all activities, events,

membership, and financial statement.

2. Submit list of current officers with each Annual Report.

3. Submit annual assessments to JSUNNA with each Annual Report.

4. Hold monthly meetings (at least 8 per year) at which business is transacted.

5. Elect biennially (in every odd year), a president, first vice president, second vice president, secretary,

assistant secretary, treasurer, financial secretary and appoint other officers and committee chairs, as

needed, including a parliamentarian, student recruiter, public relations representative, etc. All officers

and chairpersons shall be financial members of the National Alumni Association, Inc. and the local

chapter.

6. The Alumni Chapter or Affinity Group President or other designee shall attend the required annual

meetings of the JSU National Alumni Association, Inc.

7. The governing documents of local chapters shall not be in conflict with the Charter, the Constitution,

or the By-Laws of JSUNAA, Inc., and shall be submitted to the Regional Vice President for approval

by the Board of Directors.

8. Any chapter that fails to comply with this section shall be in conflict and will not be recognized as

duly chartered with the JSU National Alumni Association, Inc.




SAMPLE CHAPTER REPORT FORM

Reporting Period: July 1, 2014 - June 30, 2015 (This form can be submitted electronically at www.jsunaa.org/annual-chapter-report-form/)

As a stipulation of chapter compliance, the National Alumni Association, Inc. requires a fiscal year-end

report from all alumni chapters and affinity groups. The report is due in the Department of Alumni and

Constituency Relations by Wednesday, July 15, 2015.

Please complete the following: You may include additional information about fundraising, community/public

relations, and student recruitment on a separate document, if needed.

Name of Chapter:

Chapter President:

Chapter Mailing Address:

Phone: Fax:

E-mail:

Website:

SUMMARY OF ACTIVITIES

Membership

Total number of National alumni members (include national Life Members plus Regular

national members (who have paid this year); do not include members paying only local chapter

dues. Use the membership data provided by the national office.)

Total number of local chapter members not paying national alumni dues

Approximate number of identified alumni in local area

Communication 1. Method of communication with alumni (check all that apply)

a. _____ E-mail, web site

b. _____ Telephone

c. _____ Newsletter

d. _____ Letters via U. S. mail

e. _____ Monthly, bi-monthly, or quarterly meetings

f. _____ Media (radio, television, and newspaper)

2. Enhancements

a. _____ Calendar of events developed and disseminated

b. _____Strategic plan developed and disseminated

c. _____ Chapter directory published and disseminated

Major Activities Held During This Reporting Period (Add Additional Pages If Needed.)

1. Fundraising (any efforts that are used to raise funds for JSU)

a. Event A

b. Event B

2. Community Involvement/Public Relations (Involvement in community or public relation

activities; these activities can be in collaboration with other organizations)

a. Event A

b. Event B

3. Student Recruitment (activities used to recruit students to attend JSU)

a. Event A

b. Event B




Student Recruitment Activities

Number of student recruitment sessions (high schools, churches, etc.)

Number of students participating in recruitment sessions who actually came by your

recruitment efforts/table

Number of students brought to University for recruitment purposes

Number of student receptions held

Public Relations Media coverage of events (specify)

Special projects (specify)

Partnerships with community organizations, HBCU’s, businesses (specify)

Community outreach (specify)

Financial Contributions

$ 100 Chapter assessment

$ 100 Regional assessment

$

Scholarships/Book Awards to individual students not going through the JSU

Development Center or Fellows Foundation.

$ Financial contributions to programs

$ Funds sent to Fellows Foundation or JSU Development Office

$

Individual donations made by members of your Chapter to the University and/or

association

$ Total cash contributions

$ In kind contributions to the University:

$ In kind contributions to the Association:

$ Total all contributions

Please attach any copies of documentation of all contributions: (Letters to the Office of Development,

Department of Alumni and Constituency Relations or to the Fellows Foundation)

$ Balance brought forward

$ Balance brought forward

(This amount should include operational expenses only, as outlined in Article 9 of the By-Laws. Excess

amount shall be donated to the University or the Association. Please submit a copy of your year-end

financial report and bank statement(s).)

Report Submitted by:




SAMPLE CHAPTER INSTALLATION PROGRAM

Produced by the Department of Alumni and Constituency Relations (upon request) in Collaboration with

the Chapter Contact Person

Name of New Alumni Chapter Here

Chartering and Installation Ceremony

Time

Date

Location

City, State

Program

Welcome Regional Vice President, JSUNAA, Inc.

Invocation Chapter Member

Introductions Regional Board Member JSUNAA, Inc.

Installation of Officers/Presentation of Charter President, JSUNAA, Inc.

Chapter Challenge JSUNAA President or RVP

Accepting the Challenge New Alumni Chapter President

Jackson State University Campaign Overview Director of Alumni and Constituency

Relations

Closing Remarks /Benediction President, JSUNAA, Inc.

Alma Mater…………………Jackson Fair………..…………....Pawley-Hall

Jackson fair, Jackson Dear

Thee I love, my dear old College home

Thee I love wherever I may roam

Jackson fair, Jackson dear.

Jackson fair, Jackson dear

Thee I love thy colors rich and bright

Thee I love, the blue and the white

Jackson fair, Jackson dear.

Refrain

Hail, hail to thee, Yes, hail to thee;

Hail to the College of my heart,

Hail, hail to thee, Yes, hail to thee;

Hail to the College of my heart.




SAMPLE NEWS RELEASE

To Be Sent on JSUNAA Letterhead

July 1, 2015

FOR IMMEDIATE RELEASE

For more information, contact:

[Contact Person], [REGION] Regional Vice President

[email protected]

Alumni to Charter New Chapter of the

Jackson State University National Alumni Association, Inc.

(City, State) - The [LOCAL CHAPTER NAME] Chapter will be chartered as an official chapter of the

Jackson State University National Alumni Association, Inc. on DATE at TIME.

[NAME], [Title], will conduct the chartering ceremony at [LOCATION] located at [ADDRESS] in

[CITY, STATE].

Approval for the [LOCAL CHAPTER NAME] was granted by the JSU Coordinator of Alumni Chapters,

Mrs. LaToya Moore and the JSUNAA [REGION] Regional Vice President.

The mission of The Jackson State University National Alumni Association, Inc. is to participate as a

partner with the University and support the University's continued success through student recruitment,

alumni retention and expansion, financial support, public relations and community outreach.

Officers to be installed are:

President

1st Vice President

2nd Vice President

Treasurer

Financial Secretary

Secretary

Assistant Secretary

Appointed officers may include the Parliamentarian, Sergeant at Arms, Chaplain, Reporter, Fundraising Chair,

Student Recruitment Chair and other committee chairpersons as deemed necessary.

Following the chartering ceremony, a reception will be held at same location.

Local alumni and other supporters are invited to attend.




SAMPLE CHAPTER BYLAWS

PREAMBLE

We, the graduates and former students of Jackson State University, in order to perpetuate the memories of

university life, and to provide a medium by which the interests of the university may be promoted, do

ordain and establish this constitution.

ARTICLE I: NAME

The name of this organization shall be the


[LOCAL CHAPTER NAME]

ARTICLE II: PURPOSE

To provide an opportunity whereby the alumni of Jackson State University, Jackson, Mississippi, may

come together for the purpose of promoting and continuing their interest in supporting and furthering the

progress and best interest of said university, to perform and engage in such charitable activities and acts

as may be provided for in the constitution of this Chapter, to bind the alumni of the university, in the

[Metropolitan Area Name]area, into a united fellowship working together for the common purpose and

advancement of the university.

ARTICLE III: MEMBERSHIP

SECTION I: Classes of Membership

Classes of membership are Regular, Associate, and Life.

SECTION II: Regular Member

Anyone upon whom the university has conferred a degree or any former student, receiving 6 credit hours,

who desires to pledge allegiance and support to Jackson State University and who has paid his/her annual

national and local membership dues may become a regular member.

SECTION III: Associate Member

Associate members shall consist of former students receiving 5 credit hours or less and those persons who

have not matriculated at the university but, who desire to pledge their allegiance and support to Jackson

State University and who have paid his/her national and local annual Dues. An associate member cannot

hold an elected office unless no regular member is available to hold an office.

SECTION IV: Life Member

Life members shall be those members who have been active in the affairs of the [LOCAL CHAPTER

NAME] Chapter and the JSU National Alumni Association. Applications for life membership shall be

filed through the [LOCAL CHAPTER NAME] Chapter.

SECTION V: Membership Fees

Local membership dues of the [LOCAL CHAPTER NAME] Chapter will be assessed in accordance with

guidelines set by the Executive Committee, the Jackson State University National Alumni Association

[REGION] Region and approved by the [LOCAL CHAPTER NAME] Chapter members. National




membership dues of the [LOCAL CHAPTER NAME] Chapter will be assessed in accordance with

guidelines set by the Jackson State University National Alumni Association Executive Board and all

national alumni members.

ARTICLE IV: OFFICERS

SECTION I

The principal officers of this Chapter shall consist of President, First-Vice President, Second-Vice

President, Secretary, Assistant Secretary, and Treasurer. The appointed officers of this Chapter shall

consist of Chaplain and Parliamentarian.

SECTION II

Each officer shall be a regular or life member in good standing of The [LOCAL CHAPTER NAME]

Chapter and the National Alumni Association.

SECTION III:

The [LOCAL CHAPTER NAME] Chapter officers shall be elected every two (2) years. The election shall

be held in odd-numbered years.

SECTION IV:

The Immediate Past President of the Chapter shall serve as an ex-officio officer and voting member of the

Executive Committee. The Immediate Past President will serve in an advisory capacity on standing

committees of choice and will have voting privileges on all matters coming before the Executive

Committee.

ARTICLE V: EXECUTIVE COMMITTEE

SECTION I

The Executive Committee shall consist of all principal officers of the [LOCAL CHAPTER NAME]

Chapter, Immediate Past President, and appointed officers of the [LOCAL CHAPTER NAME] Chapter.

The principal and ex-officio officers of the Chapter shall be voting members of the Executive

Committee. The presiding officer shall remain impartial in the public voting process unless his or her

vote will affect the result.

SECTION II

The Executive Committee shall meet on a regular basis, monthly or quarterly. The President shall

designate the hour and place of said meetings. The President shall provide a schedule of all executive

meetings at the beginning of the fiscal year.

SECTION III

Called meetings of the Executive Committee may be announced by the President when required to

conduct the business of the [LOCAL CHAPTER NAME] Chapter, provided notice of time and place of

said meetings is given to each member at least [five] days in advance.

SECTION IV

Discussion for official action(s) of the Executive Committee shall require a majority vote by said

committee.




SECTION V

In order for the Executive Committee to conduct business, a quorum of three (3) principal officers shall

be required.

SECTION VI

All principal officers shall attend at least 10 Executive Committee meetings or regular meetings per fiscal

year. If this requirement is not met, his/her position will automatically expire and become open for

replacement. If an Executive Committee member misses 5 consecutive meetings, the Executive

Committee shall send him/her a letter advising him/her that if he/she does not attend the next board or

regular meeting, he/she will no longer be able to serve in that position.

SECTION VII

Fiscal Responsibly: The Executive Committee is required to vote on all financial policies and obligations

of the Chapter. The proposed annual budget will be the governing document for all financial actions of the

Chapter. All officers and members of the Chapter in positions of fiscal responsibility shall strictly adhere

to the approved budget. Any proposed changes in the approved budget shall be presented by the Budget

Committee; then submitted to the Executive Board and the general body for final approval.

ARTICLE VI: CHAPTER MEETINGS

SECTION I: Regular Meetings

The [LOCAL CHAPTER NAME] Chapter shall meet monthly at a time and place determined by the

Executive Committee.

SECTION II: Call Meetings

Call meetings of the [LOCAL CHAPTER NAME] Chapter may be requested by The President, Executive

Committee, or a quorum of the financially Active members. All financially active members shall be

notified, by e-mail, telephone, or U.S. mail.

SECTION III: Quorum

Quorum consists of at least five (5) members in good financial standing with the Chapter

SECTION IV: Conference Calls

The chair of any committee, including Executive, Standing and Special Committees, may host a

meeting via conference call provided that all members participating in the call can hear each other at

the same time. Standard parliamentary rules apply for the meeting.

ARTICLE VII: ELECTIONS/TERM

SECTION I: Election of Principal Officers

The officers of the [LOCAL CHAPTER NAME] Chapter shall hold office for two years. The term of

office shall expire on the 30th day of June of the election year.

SECTION II: Mode of Election

In odd-numbered years, at the January meeting, the President shall solicit nominations from the floor for

offices or vacancies to be filled and shall ascertain the willingness of the nominees to serve. The

nominees shall be financially active members.

At the February meeting, the nominees shall be given the opportunity to address the members.




At the March meeting, the membership will vote employing the Secret ballot process. In the event of a tie,

a successive ballot will be taken for the position in question until one of the nominees is elected. The

nominee receiving the highest number of votes is duly elected to the said position.

Newly elected officers shall be financially active for the next year by the April meeting. Officers shall be

installed at the June Meeting and shall take office on the first day of July following the election

SECTION III: Eligibility for Voting

Only members who are in good financial standing shall be eligible to cast a ballot. Voting members shall

be in good financial standing, at the national and local level, before the election process begins in January.

SECTION IV: Terms

The principal officers shall be elected in accordance with the provisions of the Constitution and shall

serve for a two-year term. The appointed officers shall serve for a two-year term consistent with the

president. Officers are limited to serving two, two-year terms.

ARTICLE VII: COMMITTEES

SECTION I

The President, with the consent of the Executive Committee, shall appoint such Standing Committees as

deemed appropriate, and such special committees as may be deemed necessary. They shall perform such

duties as may be authorized by the Executive Committee.

SECTION II

The committees of the Chapter shall be designated as Standing Committees and Special Committees. The

President shall appoint the Chair of each Standing Committee and Special Committee. The Vice

Presidents shall oversee the operations of each Standing Committee.

SECTION III

The Standing Committees shall be the following:

1. Alumni Affairs

2. Campus Activities

3. Community Service

4. Fundraising

5. Membership

6. Public Relations

7. Student Recruitment

SECTION IV

Special Committees are those committees deemed necessary to carry out special projects or programs for

the Chapter for a definite time period. Such committees may be established only by a majority vote of the

Executive Committee. The Special Committees shall include but are not limited to:

1. Nominations & Elections

2. Constitution & Bylaws 3. Budget

SECTION V

The First Vice President shall oversee the operations of the following committees:




a) Alumni Affairs

i) The Alumni Affairs Committee is responsible for creating an open line of communication

between the local chapter and the national association. This committee shall disseminate

information from the national association in a timely manner and ensure that the local chapter

is aware of all pertinent national business.

b) Campus Activities

i) The Campus Activities Committee is responsible for creating an open line of communication

between the local chapter and the university. This committee shall disseminate information

from the university in a timely manner and ensure that the local chapter is aware of all

pertinent university events and announcements.

c) Community Service

i) The Community Outreach Committee is responsible for creating and coordinating outreach

efforts to enhance and to strengthen the ties between the Chapter and community. The

committee meets as necessary according to the outreach event schedule.

ii) Goals:

(1) To use University ideals to promote community growth and enrichment by exercising our

political and economic powers.

(2) To support JSU and its students in any community endeavor it undertakes.

d) Fundraising

i) To include marquee event and other major fundraisers. Upon completion of activity planning

by each committee, proposed budgets are created to cover to cost of the upcoming year’s

activities. Upon acceptance, the Fundraising Committee is responsible for planning and

implementation of activities to generate funds to meet the Chapter’s need and commitments.

All committees are required to submit proposed budget by the end of April of the current year

for the next year’s operations.

ii) Goals:

(1) To assist the Treasurer in the development of the annual operating budget for the

[LOCAL CHAPTER NAME] Chapter based on the proposed budgetary input from each

Standing Committee.

(2) To sponsor various fund raising projects and activities to implement both short term and

long range goals of CHAPTER and secure the necessary funds to finance the activities of

the chapter.

(3) To design and implement fundraising campaigns that promotes 100% active member

participation.

e) Public Relations

i) The Public Relations Committee is responsible for all public relations and internal

communications, including the monthly newsletter and website. Public relations

responsibilities will include assisting other committees in publicizing various events. The

committee meets as necessary according to publication deadlines.

ii) Goals:

(1) To distribute information of importance to CHAPTER members, members of JSU and

the community via phone calls, email, and the CHAPTER website.

(2) To provide a communications network for the membership by publishing an on-line

newsletter.

(3) To publicize on-going CHAPTER activities and special events.

(4) To provide graphic support services such as designing promotional flyers, posters,

stationery, pamphlets, and agendas for seminars, bulletins and various programs at the




request of the committee chairperson.

(5) To launch promotional campaigns for Chapter events such as

(a) Press releases and media advisories

(b) Radio and news promotion.

SECTION VI

The Second Vice President shall oversee the operations of the following committees:

a) Membership

i) The Membership Committee is responsible for creating and coordinating programs to recruit

new members and to retain the existing membership base.

ii) Goals:

(1) To increase and retain the membership of the [LOCAL CHAPTER NAME] Chapter with

Alumni who are willing to work diligently toward the betterment of the association.

(2) To work with the secretary, assistant secretary and public relations chair to establish a

comfortable mode of communication among CHAPTER members.

(3) To recognize special days in the lives of CHAPTER members, i.e. weddings, illnesses

and bereavements with a gift value not to exceed $100.

b) Student Recruitment

i) Goals: (1) To increase student enrollment at JSU.

(2) To participate in local student recruitment events/fairs (3) To create and maintain a database of potential JSU students and current students

attending JSU. To include local students in Chapter activities to build a rapport with

Alumni.

(4) To foster educational opportunities for our youth and ensure the security of

Historically Black Colleges and Universities.

ARTICLE VIII: OFFICERS & DUTIES

SECTION I: List of Officers

The officers of the [LOCAL CHAPTER NAME] Chapter shall consist of the following principal officers:

1. President

2. First Vice President

3. Second Vice President

4. Secretary

5. Assistant Secretary

6. Treasurer

The appointed officers of the Chapter shall consist of:

1. Chaplain

2. Parliamentarian

SECTION II: President

The President shall preside at all meetings of the Executive Committee and regular Chapter meetings,

including call Meetings. The President shall represent the Chapter when called upon by service and civic

organizations. The President may request call meetings as provided in the constitution and appoint such

Committees as deemed necessary. Travel expenses for the Office of President, or the president’s




designee, will be reimbursed for mandatory Alumni meetings up to the amount of [$1,000.00] per fiscal

year.

SECTION III: First Vice President

The First Vice President shall preside in the absence of the President. The First Vice President shall

coordinate fund-raising activities and serve as the business manager for Chapter.

SECTION IV: Second Vice President

The Second Vice President shall preside in the absence of the President and the First Vice President. The

second vice President shall coordinate membership drives and student recruitment.

SECTION V: Secretary

The Secretary shall keep any permanent forms, complete and accurate records of all meetings of the

Chapter, shall receive and present to the Chapter all correspondence, and shall perform other duties as

assigned.

SECTION VI: Assistant Secretary

The Assistant Secretary shall assume the duties of the secretary in the absence of said officer and perform

the prescribed duties in a manner that will enhance the effectiveness of this Chapter. The Assistant

s ecretary shall prepare all correspondence (press releases, mailings, and voice mail) and perform other

duties as assigned.

SECTION VII: Treasurer

The Treasurer shall receive, record, and deposit all incoming monies of the Chapter. The Treasurer

shall record and make expenditures in keeping with the pledges, commitments and/or obligations of the

Chapter. The Treasurer shall present a written report at each meeting; copies of the report shall be

available for the membership. The records of the Treasurer shall be organized whereby timely reports

may be given when requested by the Executive Committee, President, or quorum of members present

at any meetings. Also, the Treasurer should Chair the Budget Committee and present a proposed

budget to the E xecutive B oard at the May board meeting for approval.

SECTION VIII: Chaplain

The Chaplain shall give prayer at meetings and functions. The Chaplain shall represent the Chapter in

religious matters when deemed necessary.

SECTION IX: Parliamentarian

The Parliamentarian shall see that rules are observed in all deliberations of the Chapter. Robert’s Rules of

Order shall govern in all cases.

SECTION X: Vacancies

In the event a vacancy shall occur in the office of President of the [LOCAL CHAPTER NAME] Chapter

by death, resignation, or recall, the First Vice President shall act as President during the unexpired term.

The Second Vice-President should move to 1st Vice-President. If more than six months, a special election

(un-expired term) will be held to fill a vacancy for 2nd Vice President, Treasurer or assistant secretary. In

the event a vacancy shall occur in the office of Secretary, the Assistant Secretary will become Secretary. If

an office becomes vacant with less than six months of service for 2nd Vice-President, Treasurer, or

Assistant Secretary, the President will recommend, for approval by the Executive Board, an individual to

fill the unexpired term. Please note when an officer fills an unexpired term, the officer may still hold the

office for 2 additional terms if elected.




ARTICLE IX: REPORTS

Operating as a local affiliate under the auspices of the Jackson State University National Alumni

Association, Inc. and supporting the activities of the association in its relationship to The University,

requires the [LOCAL CHAPTER NAME] Chapter to file an Annual report with the Office of the xecutive

Director.

ARTICLE X: AMENDMENTS

This constitution may be amended at any regular meeting of the Chapter by a quorum provided that the

proposed change was submitted at the last regular meeting or presented from an Established constitution

committee. The Chapter’s constitution shall not conflict with the Constitution of the Jackson State

University National Alumni Association.

End of Document