Recordkeeping (Board Secretary)
The chapter’s board secretary is responsible for maintaining the records of the chapter, including:
- Membership and board meeting minutes and attendance tracking
- Ensuring that the required notice is given for membership and board meetings
- Membership lists
- All chapter books and records, except for the financial books
Records Management
In partnership with the UNLV Foundations, alumni relations operates and manages a comprehensive database of alumni records. This database, called The Raiser’s Edge, is utilized to manage alumni biographical information, association membership records, event management, volunteer tracking, gift processing and reconciliation, and marketing communication such as UNLV Magazine and Alumni News. It is the only database for alumni information. Should you need reports on your alumni, please contact Amy Bouchard.
Chapters in Good Standing
The board secretary and president will prepare the annual chapter-in-good standing report to the association.
Any chapter that fails to meet minimum standards shall be notified by the association’s board of directors that it is deficient and remedial action is required. The committee on chapters and clubs will meet with the chapter’s board of directors to discuss steps for remedial action and for monitoring chapter activity on a regular basis until minimum standards are achieved.
The association board of directors will withdraw the charter of any chapter that consistently fails to meet minimum standards.
In order to be considered in good standing, each chapter must demonstrate that it meets the following criteria at the end of each fiscal year (July 1 through June 30):
-
Bylaws
Each chapter will have a set of bylaws approved by the chapter board of directors and ratified by the association’s board of directors (see Templates for sample bylaws) and must operate within the bylaws.
-
Board of Directors
Each chapter will maintain a board with a minimum of five directors. Board members must be current dues-paying or lifetime members. The board must include subchapter and club representation on chapter board, with the president of any subchapter or chair of a club to have a seat on the chapter board.
Chapter president, or his or her designee, shall attend association’s board meetings and the annual retreat. The board and its officers must comply with association audits, legal requirements, and financial and communications policies as directed by the executive director of the association.
-
Board Meeting Minutes
The chapter shall hold a minimum of four chapter board meetings per year and coordinate the annual board meeting to be held before the association’s annual board meeting in February.
Each chapter board meeting time and place will be communicated with the association in advance of the meetings, and meeting minutes must be documented in compliance with Nevada Open Meeting Law.
-
Strategic Plan
Each chapter will provide a copy of its strategic plan, which will incorporate the association’s overall goals. The plan should cover: 1) chapter membership growth, 2) recent graduate membership strategy, 3) chapter community service, 4) chapter alumni and student mentorship, 5) continuing education, 6) alumni networking, 7) alumni socialization, and 8) other student interaction.
-
Events and Programs
Lead a minimum of five engagement activities per year, three of which will be in conjunction with pre-existing alumni association events — Homecoming Dinner, College Alumnus/a Awards, and Dinner With a Rebel.
-
Membership
The association’s membership marketing committee will establish membership goals in conjunction with the chapter.
-
Communication
The chapter board must facilitate communication to allow collaboration with the association, alumni relations, academic units, and other chapters. The chapter will follow policies regarding use of alumni data and chapter logos.
-
Evaluation of Chapter Activities
Each chapter, in conjunction with the association, will identify benchmarks covering activities of the chapter to maintain continuous quality improvement.
