Activate a Chapter
Activating an Alumni Chapter
ORGANIZATION OF ALUMNI CHAPTERS
Xavierites represent a diverse group of people that share the history and mission of Xavier University of Louisiana and St. Katharine Drexel. The varied personal and social needs of alumni make it difficult to suggest a universal model for all alumni chapters of Xavier University. However, a common goal and a universal spirit provide strong bases upon which to build appropriate chapter structures.
Ten or more Xaverites in any community, except in the New Orleans area, shall be sufficient to form an alumni club. Each alumni club shall have a Constitution and By-Laws that shall not conflict with that of the National Alumni Association of Xavier University (a copy can be secured from the Alumni Office). Modifications, however, can be made to suit the locale as well as other factors.
Leadership roles will be vested in an elected executive board that will consist of a President, Vice-President, Secretary, and Treasurer. Regular scheduled meetings to be determined by the membership must be held. An annual Signature event to contribute to the Xavier University Annual Fund should be organized. It is incumbent upon all clubs and groups to maintain a strong relationship with the Office of Alumni Relations and National Alumni Association and to foster the same goals, ideals, and values.
Defining Alumni Chapters
A Chapter consists of ten or more Xavierites in any community, except in the New Orleans area. The chapter will facilitate regular meetings, serve as a conduit to reengage alumni and contribute to the annual fund. Each alumni club must have a Constitution and By-Laws that shall not conflict with that of the National Alumni Association of Xavier University (a copy can be secured from the Alumni Office).
PURPOSE and OBJECTIVES
- To establish mutually beneficial relations between the University and its alumni:
- To encourage alumni giving and to seek the dedicated support of all alumni for the University’s total development.
- To reengage alumni with the University by fostering events/activities that allow alumni to give of their time and talents
- To foster ideals of Christian principles:
- To be ever mindful of the ethical and moral concepts upon which a Xavier education is based.
- To encourage friendly relationships among alumni in order to perpetuate the ideals of brotherly love.
FUNCTIONS OF THE ALUMNI CHAPTERS
- To design and promote social and cultural activities that will foster alumni solidarity.
- To promote interest in the university and offer support in all University endeavors.
- To contribute annually to the University’s Annual Fund Drive.
- To aid the University’s Admission Office in the identification of promising and outstanding students and to encourage the same to attend Xavier University.
- To encourage participation among alumni in Homecoming activities.
- To periodically send the Director of Alumni Relations news worthy events about alumni for inclusion in Xavier Gold or other official alumni publication (i.e. promotion, new and exciting jobs, advance study and/or grants, fellowship, the marriage of an alumnus/alumna, the death of an alumnus/alumna, etc.).
- To maintain an avid interest in the University’s development by keeping abreast of current activities and events that are occurring on campus, as well as being cognizant of the national political events that may affect the University’s well-being.
All graduates and former students of X.U., who are in good standing with the University, shall be eligible for membership in the association.
Any student who has matriculated at Xavier University and has withdrawn in good standing, after having completed a semester, shall become an Associate member of this Association upon graduation of the class in which one was enrolled, provided, however, that one shall make a contribution to the Association in an amount not less than specified in the By-Laws. Associate members shall be entitled to all right and privileges of members, except the holding of any office in the Association.
Activating an Alumni Chapter
An individual or group may organize a chapter. It is required to keep the Office of Alumni Relations informed of chapter plans and activities. This is mutually beneficial to both the chapter and the Alumni Office in order to better promote events. This information may also be passed along to alumni and friends calling the office inquiring about alumni activities in your respective area.
When forming a chapter, carefully consider your alumni population base. Although you might live in a large city or populated area, the actual number of Xavier University of Louisiana graduates may be quite small. Familiarize yourself with the procedures below as you begin forming your chapter:
- Identify alumnus/alumni that are willing to serve in an organizing capacity.
- Contact the Office of Alumni Relations to inform us of your intent.
- The Office of Alumni Relations will research the number of alumni in the geographical area. If the number is sufficient you may move forward in the creation of a chapter.
- The Office of Alumni Relations will mail postcards to all alumni in the area gauging their interest in joining an alumni chapter; if at least ten alumni respond the process can move forward.
- Locate an appropriate location and set the date and time for an interest meeting.
- Communicate the date, time, and location with the Alumni Office. The Director will facilitate a mailing to inform area alumni and may make plans to attend.
Maintaining the Momentum
- E-mail a thank you note to all participants; make sure to announce the first official meeting and the election of officers.
- Request that the Office of Alumni Relations mail postcards with the meeting time and date to alumni in the area (the postcard should indicate that elections will be held).
Prior to the first meeting
- Search for and secure a venue to host the first meeting
- Secure the availability of the National Alumni Association President and other Alumni Staff to attend.
- Request that the Office of Alumni Relations mail postcards with the meeting time and date to alumni in the area.
- Establish an agenda for the first meeting with the assistance of the National Alumni Association and Alumni staff.
- Create Name badges and sign-in sheets for the event.
- Finalize the room set-up, menu, and items for registration table (Xavier Information).
- Confirm travel arrangements for the National Alumni Association President and other Alumni Association and Alumni staff.
Items to bring to the meeting
- Name tags
- Sign-in sheets
- Information for registration table
Schedule a second meeting to devise the chapter’s constitution and by-laws.
Send a thank you e-mail to all alumni attending, announce the date and time of the next meeting, and provide information on chapter leadership.
Request that the Office of Alumni Relations mail postcards with the meeting time and date to alumni in the area (Chapters will be responsible for all other meeting announcements).
Ideas for the meet and greet event might include:
- Dinner/meal type event
- Potluck dinner at a local home, park, etc...
- After work cocktail social at a local establishment
Once you have interested alumni, plan an effective meeting built around organizing the new chapter. Ideas might include:
- Organization of group (by-laws, leadership)
- Mission Statement
- Potential activities (social, fundraising, etc.…)
- Planning for election of officers
- Financing the chapter
- Scholarship goals
- Sharing ideas
For further information please contact the Office of Alumni Relations at (504) 520-5131, (504) 520-6782 or via e-mail at firstname.lastname@example.org