Delivering a rock-solid and consistent IU experience
The IUAA Chartered Alumni Communities Program (CACP) is a framework of operational standards and programs designed to support and develop a strong, vibrant culture of philanthropy which creates the best possible volunteer experience for all who love IU. This program identifies university needs and provides resources and training for volunteers to help them fulfill those needs in a fun and efficient manner.
The CACP is unique because its structure remains consistent, but the specific volunteer opportunities may change as university needs evolve. It consists of training and education – so our volunteers feel prepared to serve – and a selection of volunteer campaigns that they can choose from that provide needed support to IU and its alumni. All alumni volunteers, connected to an official group or as individual, can participate in each campaign to keep these opportunities as inclusive as possible.
Elements of the Chartered Alumni Communities Program
Charter requirements
Basic operational standards that each community completes annually to maintain charter status.
Core campaigns
Three key campaigns in which all chartered communities are required to participate.
Optional campaigns
Supplemental campaigns that communities may participate in to further engage alumni.
Charter requirements
Each community is required to meet basic operational requirements to maintain its charter. Think of the requirements as the nuts and bolts of managing a community. The IUAA charters the following types of communities:
- Affiliate communities: Groups that share a common bond of self-identity or experience. For example, IUAA charters the Latino Alumni Association for people who identify as Latino and the Marching Hundred Alumni Association for people who were part of the Marching Hundred marching band.
- Constituent communities: Constituent groups organize around the academic school or regional campus through which they matriculate. For example, The Media School Alumni Association.
- Geographic communities: These communities are defined by where alumni live. For example, the Chicago Chapter.
- All groups must create, submit, and follow an annual budget.
- All groups must have a working understanding of insurance coverage, the fiscal year structure, the dues allocation formula, and appropriate dues usage.
- All groups must comply with existing IUAA financial policies (signatory authority, contract authorizations, allocations funds usage, drawings, gaming, prizes, and awards, sponsorship, etc.
- All groups must meet reporting and training deadlines.
- Constituent societies must complete financial software training annually.
- Geographic chapters must complete training and maintain compliance with the bi-annual financial reporting process.
What happens if a group doesn't comply? If an alumni group does not complete financial reporting or training for two consecutive fiscal years, the balance of its account will be absorbed into an IUAA Alumni Communities fund and the group’s leadership will be removed. The IUAA will determine whether to recruit new leadership or dissolve the community.
- All groups must follow IU and IUAA brand standards by using approved marks, colors, and fonts provided by the IUAA.
- All chartered communities websites are provided by IUAA. Charter communities may not produce alternative sites.
- Affiliate group websites must be hosted by an IU unit, which may include the IUAA.
- All groups must comply with existing IU and IUAA branding, licensing, and marketing policies.
What happens if a group doesn't comply? If a group is out of compliance, a member of the IUAA staff will help direct it to resources and training. Groups have 30 days to comply. If that deadline is not met, the group will lose its financial support, and the IUAA will determine whether to recruit new leadership.
- All alumni volunteers who handle data are required to annually complete and comply with the Agreement for the Protection of Proprietary Information form.
- All groups must annually maintain and provide data for:
- alumni leadership/board member coding in Crimson Alumni Database
- group members (specifically for special-interest affiliate groups)
- All groups must actively collect current contact information for their members.
- All groups and their members must comply with existing IU and IUAA data policies. For example, data use, storage, access, etc.
What happens if a group doesn't comply? If data compliance is not maintained, access to data and information technology resources may be suspended or revoked; access to online material may be revoked. If an individual is an Indiana University employee, the individual’s employment may be terminated in accordance with any applicable policy. Further, the university may take disciplinary action in the case of a student; civil or criminal liability; or any combination of the above.
Core Campaigns
Core campaigns serve alumni and IU by assuring a consistent IU-branded experience, no matter where we live or how we identify with IU. The following current core campaigns outlined are three key programs that alumni can participate in to support IU and its students and alumni:
Scholarship Campaign
Volunteers can support scholarship by promoting scholarship availability and encouraging scholarship applications. Chartered alumni communities can support scholarships in four ways: Promoting scholarship availability, fundraising, encouraging scholarship application, and celebrating scholarship recipients. Learn more about Alumni Scholarships.
Welcome To Campaign
As IU alumni, we share a unique bond that connects us no matter where in the world we are. Whether recent graduates, new to the area, or just new to the group, it’s so important that we welcome new additions to our community. Making someone feel like they belong goes a long way in continuing their involvement. These “welcome to” events can be one-on-one interactions, longer networking events, or virtual “hellos” – whatever works best for your community or volunteers.
IU Day Campaign
IU Day is the world’s biggest IU celebration, but it’s also a day to reflect on the incredible memories you’ve made at this university. As we look toward IU’s future, we want to ensure that students in the years to come are able to enjoy the same incredible experience. That’s why we ask for your help in giving back to the place that gave us so many connections worth celebrating. Learn more about IU Day.
Go Above and Beyond
Optional campaigns are additional opportunities to help grow and enhance the IU volunteer experience. Some of the most popular programs include community service programs, watch parties, and career and professional development programs.
Training, Resources, Reporting, and Recognition
Training
Training is a key marker of success for chartered community leaders. IUAA offers a variety of training opportunities, such as the annual Alumni Leaders Conference, webcasts and online training, one-on-one coaching with staff liaisons, group conversations with other alumni leaders, as well as other IUAA staff expertise and support.
Resources
When a chartered community fulfills its charter requirements and moves to the core campaigns, IUAA offers additional resources. These range from virtual resources (like social media graphics and sample email or post copy) to physical resources (like banners, shirts, and event décor.)
Reporting
Tell your story! Group leaders are asked to complete a simple reporting template after each event to help track success. By following a reporting template, it’s easier to celebrate successes and identify ways to help. IUAA offers metrics for groups to track and a simple dashboard to measure progress:
- Participation How many people attended your event.
- Revenue Income generated by your group through sources like donations and event registrations.
- Satisfaction Check-in and survey your alumni following a campaign
Awards
Let’s celebrate! The Chartered Communities Recognition Program will acknowledge your group’s completion of the charter requirements and participation in the core campaigns.