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Wampler Hall

Chapter Leader Administration


Chapter Expectations  |  Resources  |  Leadership Roles  |  Election Process  |  Leadership Transition

Chapter expectations

Chapter expectations are measured through our Chapter Scorecards. If you have questions about these expectations, please contact your OAR liaison. DOWNLOAD AN EXAMPLE SCORECARD.

Additionally, all alumni groups agree to:

  • Promote a positive image of James Madison University
  • Enhance the relationship between alumni, students, parents and the university
  • Report to and work with Office of Alumni Relations (OAR) in a timely and effective manner
  • Update OAR on newly acquired alumni email addresses at least once a year (July)
  • Include Associate Director for Chapter and Volunteer Management and Chapter Coordinator on all group print and electronic communication including emails, listservs, invitations, newsletters, etc.
  • NOT collect dues or donations without prior consent from the OAR
  • NOT open any bank accounts in the name of the group or hold funds within a personal account

Chapter resources

Chapters receive the following resources from the Office of Alumni Relations:

  • Website
  • Listserv
  • Conference call lines
  • Event speakers
  • Liability insurance
  • Event paraphernalia
  • Leadership training (Madison Alumni Conference, Chapter Leader Conference Calls, etc.)

Additionally, The Office of Alumni Relations agrees to:

  • Guide in the development of the group
  • Provide staff assistance and attendance at events/programs, as appropriate and/or requested
  • Assist in planning and implementation of desired programs
  • Provide chapter with university updates

Chapter maintenance: Leadership roles

All leadership roles are expected to be a positive role model for the university at all times, including (but not limited to) events and meetings.

The President shall
  • Represent and serve as a responsible and positive steward of James Madison University.
  • Serve as a liaison to the OAR, maintaining at least monthly communication with your contact.
  • Preside over all executive board meetings and general chapter meetings. 
  • Facilitate necessary planning and coordination for all events, meetings and functions of the chapter.
  • Establish strategic vision and annual goals for the chapter by actively engaging the executive board, chapter members and OAR.
  • Keep executive board and chapter members informed of general Alumni Association events and encourage participation in chapter and university activities. 
  • Ensure all Alumni Association and university policies are upheld by chapter.
  • Attend annual Madison Alumni Conference.
  • Complete and submit annual report, calendar and award nominations to the OAR.
  • Serve as immediate past-president to transition the leadership role to the president-elect upon completion of term.
  • Encourage, motivate and seek out potential chapter members and leaders to actively volunteer with the chapter and/or participate in chapter events.
President-elect shall:
  • Represent and serve as a responsible and positive steward of James Madison University.
  • Perform the duties of the president in his/her absence.
  • Actively assist the president and all officers and chairs as needed.
  • Attend all executive board meetings.
  • Assist the President in creating the annual report and calendar.
  • Serve as treasurer:
  • Record all financial transactions for the chapter
  • Submit annual budget to OAR
  • Submit pre-event budget report (if no special events chair)
  • Submit and/or approve all chapter reimbursements
  • Direct chapter (with scholarship chair) in determining scholarship awards and process with consultation of OAR.
  • Assume role of president at end of annual term.
Vice President of Outreach & Volunteer Management shall:
  • Represent and serve as a responsible and positive steward of James Madison University.
  • Build membership through direct emails.
  • Welcome new members to chapter and serves as hallmark of local chapter.
  • Recruit volunteers to work events (with leadership of special events chair).
  • Work with the Assistant Director of Chapter and Volunteer Management to support the Alumni Admissions Recruiting Network (AARN) by recruiting local volunteers for college fairs (Appendix C).
  • Attend executive board meetings.
  • Maintain current list of local alumni and active chapter volunteers.

We also recommend the following executive positions where chapters have the membership to support a larger executive board:

Service & Scholarship Chair shall:
  • Represent and serve as a responsible and positive steward of James Madison University.
  • Organize and encourage service opportunities for chapter.
  • Create list of planned service events for the year.
  • Create opportunities to raise awareness of JMU service and local scholarship.
  • Interact with JMU’s Center for Service Learning to create events and continuity with undergraduate programming.
Special Events Chair shall:
  • Represent and serve as a responsible and positive steward of James Madison University.
  • Create social opportunities for chapter.
  • Ensure all risk management and university policies are followed at alumni events.
Professional Development Chair shall:
  • Represent and serve as a responsible and positive steward of James Madison University.
  • Create opportunities for career networking.
  • Invite and coordinate guest speakers (JMU staff, admin., local experts, etc) at chapter events by completing Speaker Request form (Appendix A.4).
The Giving Chair shall:
  • Represent and serve as a responsible and positive steward of James Madison University. 
  • Serve as a liaison to the Office of Annual Giving, maintaining at least monthly communication with your contact.
  • Make a personal gift to JMU.
  • Facilitate inclusion of JMU giving message in all chapter electronic communications (email/social media) by ensuring the Web and Communications Chair has all information needed.
  • Keep executive board and chapter members informed of relevant giving information as it relates to alumni giving participation at JMU.  
  • Communicate at least monthly with Giving Chairs of four other alumni chapters 
  • Attend annual Madison Alumni Conference. 
  • Ensure the chapter is armed with the tools and knowledge necessary to include a giving component at all programming efforts (gift cards, giving signage, etc). 
  • Encourage, motivate and seek out potential chapter members and leaders to actively give to JMU.

Chapter maintenance: Election Process

All Alumni Chapters must complete an annual election process.  Alumni Chapter elections coincide with the university’s calendar which begins July 1 each year and concludes June 30 of the following year (example: calendar begins July 1, 2010 and runs through June 30, 2011).

January

Overview of the election procedure.  Solicitation for an Elections Chair and appointment of Elections Chair.

February
  • Elections Chair announces nominations for President-Elect for the FY term will be accepted at the March meeting. Include announcement in all marketing for March meeting.
  • All executive board and chairs should provide a brief description and overview of their position to educate members at-large at the general chapter meeting.
March

Election Chair accepts nominations for President-Elect.  If necessary, elections process will be explained again.

April
  • Elections process is explained again.  
  • Elections are held.  
  • Solicitation for interested volunteers to fill VP and Committee Chair positions will be made.
May
  • President appoints VPs for the FY.  
  • President, President-Elect and VPs will consider all interested persons for Committee Chair positions and make appointments.
June
  • President, President-Elect and VPs will confirm selected Committee Chairs for FY08.
  • Another solicitation for volunteers will be made for any open positions.
  • Organizational positions for FY08 will be formally announced and reported to OAR.
July

New executive board holds first planning meeting

This timeline and process should be tailored to the chapter.  The only requirement is that elections are completed and results are submitted to the OAR no later than July 1 each year.  Chapters not completing elections by this date will result in loss of 501(c)(3) status and annual funding from the Alumni Association.

Helpful Suggestions for Election Process:
  • Utilize available email and Web sites to communicate and facilitate elections.
  • Use a secret ballot for elections.  Voice votes can discourage new or shy volunteers.
  • Schedule time in chapter meeting agendas for elections and discussion.  Elections should not be an afterthought.
  • Encourage volunteers to try new things.  Positions should not be maintained by the same person just because nobody else wants to do it.
  • Utilize an elections chair to coordinate and manage the process.  No member of the executive board, excluding Committee Chairs, may serve as the elections chair.

Leadership Transition

Chapter leadership traditionally faces a lot of turnover.  As James Madison said, “Knowledge will forever govern ignorance; and a people who mean to be their own governors must arm themselves with the power which knowledge gives.”  Arm chapter volunteers with this knowledge.  Here are some tips to ensure a smooth transition:

  • Schedule your executive board leadership meeting in July when planning your annual calendar. This will keep both outgoing and incoming officers aware of the expectation of meeting to exchange information.
  • Document everything! Take notes, keep receipts, print emails, create electronic files, take pictures, etc. to ensure that all information is passed along for best practices.
  • Use the event registration and evaluation forms to ensure all key activities and information for your chapter are archived properly for your reference. Both the chapter and OAR should maintain a copy of all event request forms.
  • Make an effort! Transition plans are only as good as the level of effort dedicated to training and knowledge-sharing with new officers. To avoid reinventing the wheel each year, a positive transition process is essential. 

The most critical element in transition planning and development is the understanding that what you are doing is not a downplaying of your personal achievements as a chapter leader, but rather a sign to volunteers and the alumni base that James Madison University and its affiliates provide a single, consistent message of unity and strength.  The first and last person we touch at every event can ultimately determine the future of James Madison University. 


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