Setting up the STI Alumni Association Chapter
SETTING UP THE STI ALUMNI ASSOCIATION
LOCAL CHAPTER
(SCHOOL LEVEL)
General Policies
Each STI school must support the STI Alumni Association through its STI Alumni
Association local chapters to effectively maintain active relations with its alumni.
The Alumni & Placement Adviser (APA), together with the Deputy/School Administrator
(D/SA), shall be responsible for the creation of the STI Alumni Association chapter at the
school level.
Rationale of the STI Alumni Association Local Chapter
The STI Alumni Association, Inc. (STIAA, Inc.) is duly registered at the Securities and
Exchange Commission as a non-stock, non-profit organization with the mission to connect,
inform, and serve diverse STI’s alumni and friends through strong leadership, dynamic
programs, and effective communication. With an average of nine thousand (9,000) students
graduating from STI in a school year, it is almost impossible for STIAA, Inc. to effectively
maintain active relations with every alumnus. Thus, the only way for STIAA Inc. to achieve
its mission is to create local chapters at the school level who would directly keep in touch
with their local alumni.
The creation of the STIAA chapters eliminates the redundancy of registering the local alumni
organization at the Securities and Exchange Commission (SEC) since the STIAA, Inc. is
already in the records of SEC. All qualified alumni chapters will be granted recognition by
STIAA, Inc. and can assume legal identity to handle financial transactions and other
corporate matters.
Organizational Setup of the STI Alumni Association Network
STIAA, Inc.
Headquarters
STIAA, Inc.
Executive Director
STIAA Local Chapter
Chapter Officers
The STIAA, Inc. Headquarters through the Executive Director provides overall direction and
management of all the STIAA chapters in the achievement of its vision and mission.
Setting up the STI Alumni Association Chapter
Relationship of the STIAA, Inc. Headquarters to the STIAA Local
Chapters
Student
Development and
Placement Services
STI Headquarters
Alumni and
Placement Office
STI School
STIAA, Inc.
Headquarters
STIAA Local Chapter
Board of
Trustees
Alumni
The diagram above illustrates the relationship of the Student Development and Placement
Services Office – STI HQ to the STI Alumni Association, Inc. and its counterparts at the
school level. The Student Development and Placement Services Office manages the affairs of
the Association in relation to all STI schools.
Board of Trustees (BOT)
The Board of Trustees consists of five (5) members who are STI alumni themselves and duly
elected by the Association members who shall serve for two (2) years or until their successors
have been duly elected. It is headed by the Chairman of the Board.
Functions
1. Approves all major plans of the Association
2. Serves as advisers on the various programs and services offered by the Association
3. Acts as the custodian of the alumni fund in collaboration with the Student
Development and Placement Services Office
4. Represents the STI Alumni Association in all communications to all its constituents
and the public.
Setting up the STI Alumni Association Chapter
Responsibilities of the STI Alumni Association HQ Office
The following are the major responsibilities of the STIAA HQ:
1. Formulates strategic goals and plans of the Association in collaboration with the BOT
and the local alumni & placement offices.
2. Formulates the policies governing members of the STI Alumni Association which
include the setting up of the local alumni & placement offices.
3. Prepares and monitors the annual budget of STIAA, Inc.
4. Prepares and submits government mandated reports.
5. Develops and maintains the alumni database and generates all reports requested by both
internal and external clients.
6. Develops, administers, and continuously improves alumni benefits and services through
the local alumni & placement offices.
7. Promotes the plans and projects of the Association through the local alumni & placement
offices.
8. Facilitates in the regular meeting of the Board of Trustees.
9. Conducts the election of the members of the Board of Trustees.
10. Performs all other alumni related functions.
Organizational Chart of the STIAA Chapter
President
Vice President
Secretary
Treasurer
Sergeant-at-Arms
Responsibilities of the STI Alumni Association Chapter Officers
1. President
Oversees functioning and progress of the alumni chapter as a whole in coordination
with the Alumni & Placement adviser of the school where the chapter is attached;
presides at local chapter meetings; represents the local chapter in regional meetings
such as conferences or conventions; and approves all fund disbursements
2. Vice-President
Presides at local chapter meetings and represents the local chapter when the President
is unavailable; oversees all committees, and is ex-officio member of each; He/she
may also be the social/activities coordinator; The Vice President may approve all fund
disbursements in the absence of the President.
Setting up the STI Alumni Association Chapter
3. Secretary
Takes and keeps minutes of chapter meetings, conducts all official correspondence of
the chapter; maintains official records and files at the Alumni & Placement Office;
Signs and submits all documents as may be required by government offices and the
STIAA, Inc. Headquarters; The Secretary may check all fund disbursements in the
absence of the Treasurer.
4. Treasurer
Prepares the annual budget of the local chapter; Checks all fund disbursements
5. Sergeant-at-Arms
Notifies all members of the local chapter of meetings, events, and activities and
encourages their active attendance; Takes care of the logistical concerns during
regular meetings such as venue, video equipment, computers, food, as the case may
be.
Responsibilities of the local Alumni & Placement Office
The Alumni & Placement Office at the school level is the local counterpart of the Student
Development and Placement Services, STI Headquarters. The Office is headed by an Alumni
& Placement Adviser (APA) who will report directly to the school’s Deputy/School
Administrator.
The Alumni & Placement Adviser assists the local Chapter Officers in the preparation,
facilitation, planning and implementation of plans and programs of the local chapter in
coordination with the STIAA HQ. This includes the following:
1.
2.
3.
4.
5.
Assists the local chapter officers in the preparation of their budget.
Assists the chapter officers in opening a bank account for the local chapter.
Acts as a custodian of the chapter fund and gives an account of its use.
Solicits alumni feedback on a regular basis.
Disseminates and promotes the STI Alumni Association’s plans and projects to both
the alumni and the graduating students.
6. Maintains the alumni database at the local level.
7. Submits the mandated reports to STIAA HQ Office on alumni related matters.
8. Attends meetings and/or trainings designed for them by the STIAA HQ Office
9. Attends all local chapter meetings
10. Performs other duties and functions of alumni relations concerns at the local level.
Setting up the STI Alumni Association Chapter
Steps for Chapter Recognition
Action
Responsible
1. Creation of the local alumni & placement office and/or the
STI school
designation of the Alumni & Placement Adviser
2. Call for the election of officers
STI school
3. Induction of the elected officers by the Deputy/School
STI school
Administrator
Local Chapter/
4. Submission of the requirements for Chapter Recognition
STI school
5. Recognition of the local chapter and issuance of a Board
STIAA HQ
Resolution from the Board of Trustees
Local chapter /
6. Opening of bank account
STI school
Requirements for Chapter Recognition
The following must be submitted to STIAA HQ Office by the school’s Alumni &
Placement Office:
1. Letter of petition signed by the Chapter Officers, Alumni & Placement Adviser, and
the Deputy/School Administrator (D/SA)
2. List of Chapter Officers with the attached comprehensive resume of each officer
3. Certification of Oath of Office (of Chapter Officers) by the (D/SA)
4. Minutes of the Meeting (Election and first meeting of officers). See Agenda for the
First Meeting of the newly organized STIAA Chapter.
5. Plans and Programs for the fiscal year
6. Group email address (example: stiaa_vietnam@yahoogroups.com) – maybe created
using yahoo, hotmail, or any existing egroup account. Refer to yahoo or hotmail on
how to create one for the group. The email address of the STIAA HQ Office
alumni@stihq.net shall automatically be part of the electronic group.
7. Alumni membership fees (for current and all past due accounts)
Agenda for the First Meeting of the newly organized STIAA Chapter
1. Monthly meeting, venue and time – the officers must decide on a regular meeting
schedule which includes the time and venue. An acceptable frequency for the meeting
is twice a month, or every other week as a start. This may be reduced to once a month
as soon as the chapter operation has been stabilized.
2. Schedule of the first planning session (plans for the current and the next fiscal year, if
the formation of the chapter is past half the current fiscal year). The agenda of the
planning session will be as follows:
a. Plans and Programs, Budget - for the current fiscal year ( If the formation of the
chapter is past half the current fiscal year, the next fiscal year must already be
included in the planning session) . Plans must include activities to support the
mission of the STI Alumni Association at the school level.
b. Setting up of the alumni database
Setting up the STI Alumni Association Chapter
c. Gathering of success stories
3. Setting up of an electronic group or chapter website to facilitate communication
4. Opening of chapter’s bank account
Steps in Opening a Bank Account
1. Present the Board Resolution (Proof that the local alumni association has been
recognized as a chapter – see Steps for Recognition no. 5) along with the SEC
certificate of registration, articles of incorporation and by-laws to the bank where the
account will be opened. Board Resolution, copies of SEC certificate of registration,
articles of incorporation and by-laws shall be provided by STIAA HQ.
2. Accomplish the new accounts form and the signature cards.
3. Deposit the required minimum amount to open the account.
Chapter Account Disbursements
1. The following are the signatories for all disbursements:
a. (D/SA), and
b. Chapter President
2. Refer to the school’s policies in Financial Management for requests for cash
advances, reimbursements, checks preparation, and other financial transactions.
3. The Alumni and Placement Adviser is responsible for the safekeeping and
organization of all financial documents and shall be subjected to the school’s audit
policies.
Rules governing a chapter
The following are the rules and/or guidelines governing the chapter recognition:
1. The charter of any alumni chapter which commits any of the following may be
revoked:
a. Non-payment of alumni fees or any other obligations for a period of one fiscal year.
b. Non-attendance to official meetings, conventions, events for which the chapter has
been invited without justifiable cause.
c. Non-performance of its functions as they have set in their annual plans for two
consecutive fiscal years.
d. Commission of acts that unduly harm the reputation of the chapter and the STIAA,
Inc. to the local community and the general public.
e. Non-submission of the annual financial reports of the chapter within the stipulated
period.
2. The title of each alumni chapter shall contain the name of the branch of its mother
STI School. For example: STI Alumni Association – Angeles Chapter
3. The alumni chapter may use the alumni logo provided it will observe the following
provisions:
a. The alumni logo should not be edited or distorted
b. The alumni logo should not be used in outline form
c. The alumni logo should not be used in a sentence
d. The alumni logo should not be placed on a printed background.
e. Do not put anything on top of the alumni logo
Setting up the STI Alumni Association Chapter
4.
5.
6.
7.
8.
f. Do not put the alumni logo above printed background
g. Do not put effects on the alumni logo
h. Do put the name of your local chapter below the alumni logo
At least once a year, each alumni chapter shall hold an election of officers.
In the event a vacancy occurs, either by non-performance of duty or incapacity, such
vacancy shall be filled by a special election at the next regular meeting of the chapter
or at a special meeting called for this purpose.
The annual financial reports must be prepared and submitted by the chapter to
STIAA, Inc. Headquarters not later than 2 months after the end of the fiscal year.
All financial records of the chapter are subject to audit by the authorized
representative of the STIAA, Inc. Headquarters.
To ensure that each alumni batch is represented, each graduating batch must have an
elected set of officers. The election must be done on or before the final exams for
graduating students. The alumni batch officers consist of the President, Vice
President, Secretary, and Treasurer. These set of officers must be present or duly
represented during the annual election of officers of the local alumni association.
The basic duties of the batch officers are:
a. President – Oversees functioning and progress of the alumni batch as a whole in
coordination with the local alumni association officers. He/she presides at batch
meetings, if any; represents the alumni batch in all chapter meetings
b. Vice President - Presides at batch meetings and represents the batch in chapter
meetings when the President cannot
c. Secretary – Keeps an updated directory of all the alumni in their batch; Takes and
keeps all the minutes of the meeting of the batch officers; may be tasked to
moderate an electronic group such as Yahoo! Group to facilitate communication
among the batch members; represents the batch in all local chapter meetings if the
President and Vice President cannot
d. Treasurer - Prepares a financial report of all collection of funds (if any) from
alumni
batch
members;
Ensures
that
all
funds
collected
and disbursed are properly accounted for and reported to the local alumni
association treasurer
Setting up the STI Alumni Association Chapter
Proforma Letter of Petition for Chapter Recognition
<Date>
The Chairman of the Board of Trustees
STI Alumni Association, Inc.
Dear Sir/Madam:
The STI Alumni Association of STI < branch name> would like to petition your office to
recognize our alumni chapter under the STI Alumni Association, Inc. The officers and
members of our chapter promise to abide by the Constitution and By laws of the STI Alumni
Association, Inc. in conformity to the Association’s vision and mission.
Enclosed are the following documents in compliance with the chapter recognition guidelines:
1. List of Local Chapter Officers
2. Brief resume of each local chapter officers
3. Minutes of the meeting (election of officers, first meeting of the local chapter officers)
4. Certificate of Oath of Office
5. Plans and programs for the fiscal year
Our chapter’s group email address is <
response on this petition.
>. Thank you and hoping for your favorable
Very truly yours,
President
Vice President
Secretary
(Signature over printed name)
(Signature over printed name)
(Signature over printed name)
Treasurer
Sergeant-at-Arms
(Signature over printed name)
(Signature over printed name)
Noted by:
Alumni & Placement Adviser
(Signature over printed name)
Deputy/SchoolAdministrator-STI<branch name>
(Signature over printed name)
Setting up the STI Alumni Association Chapter
Certificate of Oath of Office of the Chapter Officers
STI Alumni Association - <branch name> Chapter
This certifies that the following chapter officers:
<Name of President>
President
<Name of Vice President>
Vice President
<Name of Secretary>
Secretary
<Name of Treasurer>
Treasurer
<Name of Sergeant-at-Arms>
Sergeant-at-Arms
have taken their Oath of Office at the ___________________ on the ___ day of _________
two thousand and ______.
(Signature over printed name)
Deputy/School Administrator
STI<branch name>
Setting up the STI Alumni Association Chapter
Minutes of the Meeting
<Meeting Description or Title1>
<Date>
<Venue>
<Start time to end time>
PRESENT: <names of all persons present>
I. MINUTES ARISING FROM THE PREVIOUS MEETING:
<List down all matters/concerns discussed arising from minutes of the previous meeting,
follow-ups on previously discussed items or assigned tasks. This portion may be skipped if
this is the first meeting ever held or there were no discussions relating to the previous
minutes. >
II. HIGHLIGHTS OF THE MEETING:
<List down in bullet form brief yet descriptive points of discussion, including the persons
who presented the ideas>
III. ACTION POINTS
<List down all tasks or items that need to be done as discussed including the persons
responsible for each>
Prepared by:
(Signature over printed name)
Chapter Secretary
Noted by:
(Signature over printed name)
Alumni and Placement Adviser
Date:
1
Example: Weekly Chapter Officers Meeting, First Chapter Officers Meeting
Setting up the STI Alumni Association Chapter
List of Chapter Officers
FULL NAME
CHAPTER
DESIGNATION
PROGRAM
BATCH
COMPLETED
(YEAR OF
AT STI
GRADUATION)
IF EMPLOYED
PERMANENT
TELEPHONE /
EMAIL
WHAT
ADDRESS
MOBILE NOS.
ADDRESS
COMPANY /
DESIGNATION
President
Vice-President
Secretary
Treasurer
Sergeant-at-Arms
Prepared by:
Approved by:
(Signature over printed name)
(Signature over printed name)
Chapter Secretary
Deputy/School Administrator
Noted by:
(Signature over printed name)
Alumni and Placement Adviser
Date:
Setting up the STI Alumni Association Chapter
PLANS AND PROGRAMS <YEAR>
STI ALUMNI ASSOCIATION - <SCHOOL> CHAPTER
ACTIVITY/PROJECT
OBJECTIVE
Prepared by:
(Signature over printed name)
Chapter Secretary
Noted by:
(Signature over printed name)
Alumni and Placement Adviser
ACTION
PLAN
TARGET
DATE
PERSON'S/OFFICIAL'S IN
CHARGE
EXPECTED
OUTPUT
PROPOSED BUDGET