Attraction and Retention Series
A focus on people and business
Alumni Toolkit
Issue 1
July 2009
1.
What is an Alumni Program?
Alumni Programs are a useful workforce planning option for agencies as they manage the
challenges posed by an ageing workforce. Developing strategies that focus on recruitment,
retention and workforce capability are important to ensure ongoing high quality service delivery.
An organisational Alumni Program can create ongoing linkages with retired and former employees
who have a strong affinity with the objectives of the agency as well as providing the agency with
avenues to support succession management strategies. Such programs promote the transfer of
skills, knowledge, and expertise and strengthen links for recruitment, capability development and
succession purposes.
This toolkit provides some general information to assist agencies establish an Alumni Program
within their agency or as part of a co-ordinated program across a wider group of agencies.
2.
What are the benefits of establishing an Alumni Program?
It is well understood that the public service faces recruitment and retention challenges as the
workforce ages and mobility increases. There is increasing competition for particular skill sets and
experience. The primary benefit for employers of providing an alumni is the ability to retain a
register of skilled employees for future business needs.
An Alumni Program can provide a useful means of developing an agency’s capabilities by:

Enhancing organisational development programs through involving the alumni in mentor
programs, coaching and other organisational capacity building programs

Promoting the organisation’s services, strategic vision and goals to alumni still working or
active within the service

Using the expertise and knowledge of former, experienced employees

Providing an additional mechanism to attract potential candidates for positions/specific
project work, via an alumni database

Ensuring that potential employees recruited back to the organisation have maintained a
high level of currency concerning service knowledge and issues

Retaining organisational / corporate knowledge and skills that will assist in delivering
business outcomes

Establishing a powerful marketing tool that will sustain and improve your agency’s image as
an innovative and competitive organisation with new and existing employees

Enhancing the culture of the agency by building and maintaining effective relationships with
employees, both past and present

Creating a source of new ideas and acquiring additional skills and experience from exemployees

Providing a system that supports effective succession management

Creating a flexible and responsive workforce

Tailoring approaches to working with the ageing workforce for mutual benefit

Enhancing current employees’ careers and professional development by building on their
existing skill base and improving corporate knowledge through mentoring programs with exemployees

Increasing employees industry and agency connection by helping to establish a powerful
network of business contacts
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
Providing both current and ex-employees an opportunity to network socially and
professionally with associates from similar regions and/or disciplines.
The primary benefit for employees of an Alumni is the ability to remain connected to their agency
when they leave knowing there is the possibility to earn an income in the future, while maintaining
the work-life balance they desire as they pursue other lifestyle commitments and opportunities.
2.1
Establishing an Alumni Program
Agencies should consider the full range of agency specific issues and priorities that will need to be
incorporated into and managed when establishing an alumni or similar program. Agencies also
retain responsibility for ensuring that any program operates consistently with existing policy and
employment legislation.
In gaining agency support for an Alumni Program:
2.2

Confirm the program’s goals and how the success of the program will be evaluated eg
recruitment numbers resulting from alumni or satisfaction and morale indicators

Obtain resources to establish a program – a person to organise events, prepare
communications, organise the logistics and to manage the database, for marketing and
promotion

Identify the program “owner/champion” or co-ordinator.
Features of the Alumni Program
In order to attract staff to join an Alumni Program – and to engage them – employers can offer a
range of tangible and intangible membership benefits, including:
Alumnus Club – all former staff to receive a regular newsletter. This opens up avenues for
maintaining contact and conveying agency information and social and work opportunities to exemployees.
Return to Work Pool – a listing of retirees or those who are working more flexibly and are
available to work for their former employer. Employees could nominate for this pool prior to retiring
or leaving the organisation.
Emergency response volunteering – this group could provide additional assistance during highresponse industry situations eg Fire Ant, Hendra Virus; Cyclone Larry.
Mentoring program – facilitated across the agency with employees at all levels, to share
experiences and knowledge.
3.
Specific procedures for the management of the Alumni
Program
Agencies are recommended to develop a human resource policy or procedures for establishing an
Alumni. Responding to requests for membership to the Alumni is made easier by having a policy
or position and processes in place to examine requests from employees. The development of
policy will also indicate to employees that the agency is formally supportive of alumni
arrangements. Any decisions made regarding approval of an Alumni arrangement should be
documented in writing and a copy provided to all eligible employees.
Successful implementation of Alumni schemes also requires that employers foster a culture that
enables workers to remain connected to work and pass on the corporate knowledge and
experience that they have spent many years accruing. Employers who wish to provide an Alumni
option to employees should ensure that policies in relation to its operation are implemented openly,
fairly and consistently.
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Consideration should also be given to how the success of the Alumni will be monitored and how
the performance of employee’s working with the agency through the Alumni will be assessed.
Please note: Employees in an Alumni arrangement are still required to meet the required standards
of performance relevant to their role.
Management procedures could include:

Registration processes which are open to all employees retiring or resigning from the
organisation. The registration process should also ensure that the alumni are clear about
the benefits of membership and that their expectations are appropriately managed.

Distributing information about job opportunities at the agency (the alumni network would be
a supplementary channel to standard public sector recruitment procedures).

Promoting appropriate short-term vacancies.

Facilitating participation in the agency’s mentoring program.
3.1
Alumni eligibility
While Alumni programs can offer employers a chance to re-employ quality staff, the reengagement success rate will always depend on how the initial separation was effected.
Alumni programs work best with employees who have left voluntarily. Generally, retiring or
resigning employees join an Alumni Program by registering for it. Joining an Alumni Program will
indicate that the former employee is interested in receiving information about agency activities and
job opportunities, including short-term vacancies.
3.2
Embed the Alumni Program processes

Link the registration process to other organisational exit processes such as surveys,
interviews or formal handovers

Configure the alumni database to link with other human resource databases in order to
maintain relevant records
3.3
Communicate the Alumni Program
In communicating the Alumni Program it is important to ensure that activities are aligned to the
organisational objectives and maximise support. For example you may wish to consider:

Consulting with line managers so that the program is aligned with organisational
requirements and the potential value to the agency is maximised

Internal communications to ensure all staff understand the purpose of the Alumni Program
such as newsletters, team briefings, information packs

Dedicated website information to build knowledge and links

Consultation and direct communications with those who have already left the organisation
so they have a full understanding of the benefits of joining the Alumni Program.
3.4
Monitor the effectiveness of the Alumni Program by establishing measurable targets
linked to key objectives for the program

Determine the measurements for success and how results will be analysed and used to
build on successes and minimise identified barriers to success

Obtain feedback from management, employees and alumni
3.5
Evaluate the effectiveness of the Alumni Program

After a pre-determined period of time, the program should be reviewed to consider its
overall impact and, if necessary, modify its operations
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
Evaluation techniques could include surveying managers and alumni; reviewing the
appropriateness of resourcing; cost benefit analysis; comparison with other alumni
programs benchmarks; and the Alumni program’s strategic alignment.
4.
How might an agency use an Alumni Program to fill a
short-term vacancy?
4.1
Employee eligibility
While joining an Alumni Program is voluntary, to be offered a position under the program it is
suggested that alumni members would:

Provide a resume of their experience, qualifications and details of referees

Demonstrate compliance with any mandatory checks that apply to the position/role being
offered eg Criminal History Check.
Please note: Individual circumstances could be considered on a case by case basis where a
former employee has been retired on a medical basis.
4.1.1 Gaining a position through the Alumni Program
Managers will need to balance a number of considerations if offering a project or temporary
position to an alumni including the benefits of providing existing staff members with developmental
opportunities. The Workforce Planning Toolkit and other resources provides managers with the
necessary tools to plan for the workforce they require to deliver their business outcomes.
Agencies should determine an appropriate internal selection process. Refer to the Recruitment
and Selection directive and guidelines for further advice.
4.1.2 Consistency with existing employment legislation
An Alumni Program can provide an additional means of accessing appropriately qualified people
but their employment must be consistent with all relevant legislation, statutory requirements and
public service and agency workforce policies and employment.
In recruiting former staff to fill short-term or temporary positions, agencies are bound by the Public
Service Act 2008, and the provisions as set out in the following directives, policies and guidelines:

Recruitment and Selection

Temporary Employment

Employment Security

Machinery of Government

Voluntary Early Retirement (VER)

Retrenchment

Engaging officers on fixed term contracts of employment

Employment Screening
In deciding whether a role is offered on a temporary or casual basis to an alumni, the agency
should consider the job role and the period of short-term employment or project work.
Agencies should also note the possible financial implications that engaging a former staff member
could involve. For example, an employee who resigns and is paid out long service leave, but who
returns within four weeks, could request recognition of previous service for sick leave and long
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service leave purposes. For further advice on entitlements/leave etc. enquiries should be directed
to the Department of Justice and Attorney-General.
4.1.3 Impact on superannuation and other income
Agencies must advise individuals to obtain independent financial advice about their
superannuation and other income sources prior to accepting a paid position via the Alumni
Program.
5.
Further information
A number of organisations in both the private and public sector have implemented Alumni
programs for different purposes. Organisations include:
http://www.dpc.nsw.gov.au/publications/memos_and_circulars/circulars/2007/c2007-41
http://www.centrelink.gov.au/internet/internet.nsf/centrelink_jobs/alumni.htm
http://www.unimelb.edu.au/alumni/
http://www.csiroalumni.org.au/
http://www.dpi.qld.gov.au/cps/rde/xchg/dpi/hs.xsl/31_6482_ENA_HTML.htm
http://www.pwc.com/gx/en/about-pwc/alumni-network.jhtml
The purposes outlined by these organisations for incorporating an alumni program into their
organisations vary, however they include those benefits outlined in Section 2.
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Frequently Asked Questions (FAQs)
Q.
What if I have taken a redundancy package?
A.
The usual restrictions apply for employing Alumni if they have received a voluntary early
retirement (VER) benefit, redundancy or retrenchment package.
Further information on restrictions on re-employment is available in the related directives
and policies.
Q.
Will this affect my superannuation entitlements?
A.
Being an Alumni member will not affect your superannuation entitlements. However if you
gain employment through the Alumni you will need to check with your superannuation
provider and/or Financial Advisor to ascertain any affect on your superannuation
entitlements.
Q.
How do I join the Alumni?
A.
Retired and former employees can elect to join the Alumni Program. People can join the
Alumni by downloading and completing the registration form and sending it to the
appropriate officer. This would need to be completed and approved before an employee
exits employment.
Q.
Is there a cost to join the Alumni?
A.
Generally there is no cost to join the Alumni. If an agency chooses to hold events such as
breakfasts/dinners/forums etc costs may be incurred for attendance.
Q.
What are the terms and conditions for Alumni employment?
A.
As a member of the Alumni, your employment will be under the terms of your employment
contract.
Q.
Am I guaranteed employment through the Alumni?
A.
The Alumni will only be used for vacancies that are appropriate short-term opportunities.
An agency may select Alumni for employment opportunities based on merit. Based on this,
employment for Alumni membership is not guaranteed.
More information?
If you have any questions about the Alumni Program please contact your HR Services Branch in
your agency.
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Example Alumni Registration Template
Application Details
Title:
Given Names:
Surname:
(Mr/Mrs/Miss/Ms/Dr)
Preferred Name:
Employee number:
If you have changed your surname since leaving this
agency, please provide your previous surname:
Date of Birth:
Gender:
 Male
Email Address:
Telephone:
 Female:
Postal Address:
(H)
(W)
(M)
Have you ever been the subject of misconduct/disciplinary
proceedings?
(F)
YES / NO
If yes, please provide details
Register me for employment type:
 Full Time
 Part Time
Equal Employment Opportunity information
 Women

Non-English
Speaking
Background

Aboriginal and
/or Torres Strait
Islander
Previous employment details:

Please complete for last employer
Employment Type:
Full Time/Part Time
Technical Skills and experience (eg Veterinary Science,
Project Management):
Role title (most recent):
 Person with a
disability
South Sea
Islander
(please indicate)
Capabilities (eg Supports strategic direction, achieves
results, supports productive working relationships,
displays personal drive and integrity; communicates with
influence) – Refer to the CLF for additional information.
Classification level:
Location of position (eg Brisbane, Cairns):
Line Manager:
Employment period:
Cessation reason:
Alumni activities – please tick the alumni activities you are interested in:
 Attending events
 Organising events
 Mentoring program
 Networking
 Emergency
response
Privacy Notice – Alumni Program
The information you provide on this form will be used to determine your suitability for employment opportunities within
(name of agency).
The collection of the information on this form is for internal use only. No personal information identifying individual
employees will be disclosed to any other party without your consent, unless authorized or required by law. The
collection of this information is authorized by the Industrial Relations Act 1999 and Public Service Act 2008.
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