Board Development
The purpose of a volunteer board
The alumni board, whether it is the corporate IUAA Board of Managers or a local board in your own community, is a critical part of the overall support structure that sustains our world-class university. Here are the primary responsibilities for your board, adapted from Ten Basic Responsibilities of Nonprofit Boards by Richard T. Ingram (BoardSource®2009):
1. Determine mission and purposes.
Using the IUAA’s Organizational Plan as a guide, develop your own board goals and mission.
2. Ensure effective planning.
Set a schedule of activities so volunteers know what to expect.
3. Monitor and strengthen programs and services.
Plan great programs and then evaluate their effectiveness using the tools IUAA has put in place.
4. Protect assets and provide financial oversight.
Work with your executive staff or liaison to follow compliance and reporting procedures.
5. Build a competent board.
Recruit the best and brightest talent for your community based on goals and outcomes you want to achieve.
6. Ensure legal and ethical integrity.
Follow federal and local laws and comply with IU’s and IUAA’s Code of Ethics.
7. Build and enhance IUAA’s public standing.
Represent the very best of IU in all your interactions, and perpetuate the good work of the Alumni Association by sharing your story.
Job descriptions
As a member of the board’s executive leadership team, it is expected that the president would understand and be familiar with the IUAA strategic plan, the mission, priorities, values, and policies of the organization.
Specific tasks/responsibilities:
- Presides over and facilitates all meetings and/or conference calls
- Determines the goals and objectives for each meeting
- Prepares and shares an agenda and materials prior to meetings
- Delegates roles and responsibilities to the board and/or committee members
- Assumes responsibility for the group’s progress
- Actively participates in training, webinars, and conferences offered by the IU Alumni Association
- Ensures that projects and tasks of the group are completed in an effective and timely manner
- Attends events and programs sponsored and/or hosted by the group or designates a substitute to attend in his/her place
- Solicits input from the other board members
- Attends to phone or email communications in a timely manner
- Reads materials relevant to the organization’s efforts
Time commitment
The president’s role requires approximately three to four hours of work weekly that is focused on the goals and priorities of your specific alumni community. The time may vary from month-to-month depending on the frequency of activities of the group.
Additional IUAA engagement opportunities
The IUAA offers additional opportunities for our alumni volunteer leaders to participate in training, provide feedback, and connect with other alumni volunteers. Time commitments vary from as little as a few minutes to as much as a two-day conference. We host an annual Alumni Leaders Weekend every June and periodic virtual training programs throughout the year. There is also an Alumni Leader Facebook group that provides a forum for idea-sharing and moderated discussions among volunteer leaders. We expect our volunteer leaders to actively participate in as many of these opportunities as possible.
Some characteristics of a successful president
This is not a comprehensive list:
- Responsible
- Adaptable
- Collaborative
- Decisive
- Responsive
- Team-oriented
- Trustworthy
- Reliable
- Objective
- Fair
- Goal-oriented
- Motivational
As a member of the board’s executive leadership team, it is expected that the vice president would understand and be familiar with the IUAA strategic plan, the mission, priorities, values, and policies of the organization. In many communities, the vice president, explicitly or implicitly, is the president-elect.
Specific tasks and responsibilities
This is not a comprehensive list. Other tasks and responsibilities may apply.
- Participates in meetings and/or conference calls; attends to phone or email communications; reads materials relevant to the organization’s efforts
- Acts as president when the president is absent
- Serves as a member of the executive leadership team
- Assists the president with his or her specific tasks and responsibilities
- Manages special areas of responsibility, such as chairing a sub-committee or leading a particular initiative (i.e.: special events, board recruitment, etc.)
- Solicits input from the board members
Time commitment
This role requires approximately one to two hours of work weekly that is focused on the goals and priorities of your specific alumni community. The time may vary from month-to-month depending on the frequency of activities of the group and/or requests by the president.
Additional IUAA engagement opportunities
The IUAA offers additional opportunities for our alumni volunteer leaders to participate in training, provide feedback, and connect with other alumni volunteers. Time commitments vary from as little as a few minutes to as much as a two-day conference.
We host an annual Alumni Leaders Weekend every June and periodic virtual training programs throughout the year. There is an Alumni Leader Facebook page that provides a forum for idea-sharing and moderated discussions among volunteer leaders. We expect our volunteer leaders to actively participate in as many of these opportunities as possible.
Some characteristics of a successful vice president
This is not a comprehensive list:
- Responsible
- Adaptable
- Collaborative
- Organized
- Decisive
- Goal-oriented
- Team-oriented
- Fair
- Trustworthy
- Reliable
- Objective
- Productive
As a member of the board’s executive leadership team, it is expected that the treasurer would understand and be familiar with the IUAA strategic plan, the mission, priorities, values, and policies of the organization.
Specific tasks/responsibilities
- Manages the alumni community’s funds and the alumni board’s actions as they relate to the board’s financial responsibilities and accounts
- Works directly with IUAA staff members to develop financial reports and to comply with financial best practices for the organization
- Ensures that appropriate and accurate financial reports are made available to the board
- Plans and/or participates in meetings and/or conference calls and gives financial report at board meetings
- Submits required financial reports to the IUAA in a timely manner (if applicable)
- Ensures sound management of alumni community’s cash and investments (if applicable)
Time commitment
This role requires approximately two to four hours of work monthly. The time may vary from month-to-month depending on the frequency of activities of the group and/or requests by the president.
Additional IUAA engagement opportunities
The IUAA offers additional opportunities for our alumni volunteer leaders to participate in training, provide feedback, and connect with other alumni volunteers. Time commitments vary from as little as a few minutes to as much as a two-day conference.
We host an annual Alumni Leaders Weekend every June and periodic virtual training programs throughout the year. There is an Alumni Leader Facebook page that provides a forum for idea-sharing and moderated discussions among volunteer leaders. We expect our volunteer leaders to actively participate in as many of these opportunities as possible.
Some characteristics of a successful treasurer
This is not a comprehensive list:
- Responsible
- Trustworthy
- Detail-oriented
- Observant
- Decisive
- Goal-oriented
- Team-oriented
- Self-Disciplined
- Reliable
- Fair
- Adaptable
- Productive
As a member of the board’s executive leadership team, it is expected that the secretary/communications chairperson would understand and be familiar with the IUAA strategic plan, the mission, priorities, values, and policies of the organization. In some cases, the secretary also serves as the communications chairperson; however, these may be separate positions as well. If separate, the communications chairperson may not be a member of the executive leadership team.
Specific tasks and responsibilities—secretary
- Responsible for ensuring that accurate minutes of meetings are recorded and approved. The content of the minutes may vary by community; however, the minimum requirements are as follows:
- Date, time, location of meeting
- List of those present (both in-person and remotely) and absent
- List of items discussed
- List of reports presented
- Text of motions presented, and a description of how the motions were handled
- Distributes minutes to the board members approximately two weeks after the meeting and again prior to the next meeting
Specific tasks and responsibilities—communications chairperson
- Responsible for sending regular e-communications via Constant Contact to respective membership informing them of upcoming events and activities, news and information about your alumni community
- Collects, formats, and edits news and articles from board members and other sources
- Ensures that communication via the alumni community’s social media platforms is updated regularly and remains current
Time commitment
A secretary/communications chairperson requires approximately four to five hours of work monthly. The time may vary depending on the number of meetings or conference calls scheduled, the frequency of events and programs that require email announcements, the frequency of e-newsletter distribution, and the alumni community’s social media presence.
Some characteristics of a successful secretary
This is not a comprehensive list:
- Responsible
- Adaptable
- Observant
- Detail-oriented
- Decisive
- Goal-oriented
- Team-oriented
- Self-disciplined
- Trustworthy
- Reliable
- Fair
Some characteristics of a successful communications chairperson
This is not a comprehensive list:
- Responsive
- Adaptable
- Observant
- Detail-oriented
- Decisive
- Reliable
- Team-oriented
- Trustworthy
- Fair
- Self-disciplined
- Creative
It is expected that the at-large member would understand and be familiar with the IUAA strategic plan, the mission, priorities, values, and policies of the organization.
Specific tasks/responsibilities
- Participates in meetings and/or conference calls; attends to phone or email communications; reads materials relevant to the organization’s efforts
- Assists in the planning of programs and experiences that are consistent with the alumni community’s and the IUAA’s, mission, priorities, values, and goals
- Monitors and evaluates program and experiences’ success and effectiveness using the outcome measures of increased revenue, participation, and/or satisfaction
- Actively participates in alumni community events and programs
- Serves as an ambassador for the respective alumni community and the IUAA
- Assists in the recruitment and orientation of new board and committee members
- May serve as the lead on specific assigned tasks and/or committees
Time commitment
A board member position requires approximately two to three hours of work monthly. The time may vary from month-to-month depending on the frequency of activities of the group and/or requests by the president.
Additional IUAA engagement opportunities
The IUAA offers additional opportunities for our alumni volunteer leaders to participate in training, provide feedback, and connect with other alumni volunteers. Time commitments vary from as little as a few minutes to as much as a two-day conference. We host an annual Alumni Leaders Weekend every June and periodic virtual training programs throughout the year. There is an Alumni Leader Facebook page that provides a forum for idea-sharing and moderated discussions among volunteer leaders. We expect our volunteer leaders to actively participate in as many of these opportunities as possible.
Some characteristics of a successful at-large member:
- Responsible
- Adaptable
- Collaborative
- Organized
- Reliable
- Goal-oriented
- Team-oriented
- Productive
- Trustworthy
- Independent
- Decisive
- Fair