VOLUNTEER HANDBOOK
FOR
AFFINITY
Programs
This handbook offers the necessary guidelines to start and sustain an affinity program with the
University of Vermont Alumni Association
To request a new affinity program, please contact:
Regional Groups: Sarah Lenes, Assistant Director for Alumni Relations
Special Interest Groups: Eileen Dudley, Assistant Director of Alumni Relations
University of Vermont Foundation
at (888) 458-8691
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University of Vermont Alumni Association
Affinity Program Handbook
Revised:
August 19, 2013
AFFINITY PROGRAM HANDBOOK
A RESOURCE GUIDE FOR ALUMNI CLUBS & AFFINITY PROGRAMS
TABLE OF CONTENTS
Part I – Introduction
A. What is the Affinity Program? ..................................................................................... 3
B. Why an Affinity Group? ............................................................................................. 3
C. What Affinity Groups Already Exist? ....................................................................... 3
Part II – Starting an Alumni Affinity Group
A. How to Start an Alumni Group ................................................................................ 4
B. Steps to Becoming an Alumni Group ...................................................................... 5
Part III: Criteria and Requirements for Alumni Groups
A. Membership Requirement ............................................................................................ 6
B. Group’s Mission ............................................................................................................. 6
C. Ongoing Requirements ................................................................................................. 6
Part IV: Criteria and Requirements for Alumni Clubs
A. Membership Requirement ............................................................................................ 8
B. Club's Mission ................................................................................................................. 8
C. Governing Document ................................................................................................... 8
D. Ongoing Requirements ................................................................................................. 9
Part V: Benefits and Support
A. Funding............................................................................................................................ 11
B. Advertising and Marketing............................................................................................ 11
C. Event Collaboration....................................................................................................... 11
D. Use of Alumni House ................................................................................................... 11
Part VI: Resources
A. Resource Contact List ................................................................................................... 12
B. Advertising and Marketing............................................................................................ 12
C. Tips For Hosting Successful Events ........................................................................... 13
D. Fundraising and Membership ...................................................................................... 14
E. Forms ............................................................................................................................... 14
- Application/Recognition Form
- Founding Members Roster
- Constitution Guide
- Annual Report Template
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University of Vermont Alumni Association
Affinity Program Handbook
Revised:
August 19, 2013
PART I – INTRODUCTION
A. WHAT IS THE AFFINITY PROGRAM?
The affinity program offers opportunities for alumni of shared interests and common bonds to connect
on meaningful levels beyond the traditional class and regional structure. Examples of these may
include:
Student Activity Involvement ( Outing Club, Student Leaders, Cynic, WRUV)
Professional/Career Affiliation ( Environmental, Legal, Entrepreneurs, Educators)
Identity-based groups ( example, ALANA, Greek, Hillel, LGBT)
Regional Programs ( San Francisco, Minneapolis, Chicago, Philadelphia and Florida)
The University of Vermont (“UVM”) Alumni Association recognizes the importance of these special
interests and encourages alumni to connect with others who share this common bond.
Affinity groups are formed in one of two ways:
1. A group of UVM alumni take the initiative
2. Based on current societal trends, the Alumni Association takes the initial steps to form a
group and then seeks alumni volunteers.
This handbook provides further details on the differences between the types of affinity groups and the
requirements for their establishment and ongoing support from the Alumni Association.
B. WHY HAVE AN AFFINITY PROGRAM?
An Affinity Program allows alumni to stay connected to UVM through shared interests or experiences,
including student organizations, identity, and/or careers. Specifically, an affinity program:
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Creates a medium through which alumni can reconnect with each other around shared
experiences, interests, and identities;
Increases opportunities for alumni to get involved and meet other UVM alumni;
Promotes leadership;
Fosters a sense of community within the UVM alumni population; and
Supports a culture of philanthropy for the university.
C. WHAT AFFINITY GROUPS ALREADY EXIST?
Although recognition of the Alumni Affinity Program structure is new, alumni have gathered around
special interests for many years in an ad hoc and informal basis. Often these gatherings were driven by
key milestones, such as anniversaries, or by special events important to the community. The Affinity
Program is designed to further cultivate and engage these communities beyond a single event or activity.
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University of Vermont Alumni Association
Affinity Program Handbook
Revised:
August 19, 2013
PART II – STARTING AN ALUMNI AFFINITY GROUP
A. HOW TO START AN ALUMNI AFFINITY GROUP
Affinity groups can fall into one of two initial designations depending upon the level of volunteer
engagement and formal structure desired. The specific designation is chosen by the group’s founders and
provides access to different levels of resource support.

An alumni affinity group is a cluster of alumni who share similar interests but would like
to connect with each other in a less formal structure. Alumni groups have full access to all of
the benefits outlined in Part V of this handbook.

An alumni affinity club, unlike an alumni group, must adhere to the criteria and
requirements outlined in Part III of this handbook. Alumni clubs must adhere to the
requirements in Part IV and have limited access to the benefits discussed in Part V of this
handbook.
As alumni affinity clubs mature and grow in size and scope of engagement, they can apply for formal
chapter and/or board designation from the UVM Alumni Association Board. The chart below outlines
this organizational structure. Availability of funding is contingent upon resources available by the Alumni
Association Board of Directors and will be distributed based on remaining funds. Constituents is defined
as undergraduate UVM alumni, graduate UVM alumni, current UVM parents, past UVM parents and
friends of UVM(attended a UVM event and/or donated to UVM). Information about this process can
be requested by contacting the Office of Alumni Relations at the UVM Foundation.
Affinity Program Recognition Model
Board
Chapter
•Identified group of 10+ organizing volunteers
•500+ constituents
•Must conduct minimum of 2 meetings and events annually
•Chapter president serves on chapter advisory committee
•Base funding available up to $1,000
Club
•Identified group of 6+ organizing volunteers
•250+ constituents
•Must conduct minimum of 1 meeting and 2 events annually
•Club must meet annual reporting requirements
•Base funding available up to $500
Group
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• Identified group of 20+ organized volunteers
• 1,000+ constituents
• 100% of board must be sustaining members of Alumni Association – paid
membership with enhanced services, annual or lifetime
• Must conduct minimum of 3 board meetings annually
• Board chair serves as member of the UVM Alumni Association Board
•Identified group of 2+ organizing volunteers
•100+ constituents
•Must conduct minimum of 1 meeting/event annually
•Group must report program activity annually
•Base funding available up to $250
University of Vermont Alumni Association
Affinity Program Handbook
Revised:
August 19, 2013
B. STEPS TO BECOMING AN ALUMNI AFFINITY GROUP
1. INITIAL REQUEST

Check the alumni website at alumni.uvm.edu to ensure that the group you wish to create does
not already exist.

Contact the Office of Alumni Relations to discuss your interest in starting a group based on a
shared affinity (student organization, career interests, identity, etc.). Contact can be made via
email or phone. All emails should be submitted to alumni@uvm.edu.
Additional contact information can be found in Part VI: Resources.
2. INFORMATIONAL MEETING/CALL
•
A member of the UVM Alumni Relations team will contact the alumnus/alumna who made the
initial request to discuss the proposed alumni group within three business days.
•
The discussion will include the individual’s relation to UVM; the group’s designation as a club
or a group; number of other alumni who are interested in forming the group; the list of alumni
associated with the proposed group, if applicable; affiliations with other organizations; ideas for
events, and related student groups, etc.
3. SUBMISSION OF REQUIRED MATERIALS
•
After the follow-up meeting, the primary alumni contact will gather the necessary
requirements depending on the group’s designation, and submit them to the Associate
Director.
4. APPROVAL
•
Once all materials are received, the Affinity Committee of the Alumni Association and
other office staff will review the documents and approve the organization for listing on
the alumni association website. The reviews will take place during the first week of
September, January and May.
5. ORIENTATION
•
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Once approved, the designated leaders of the Affinity Group must complete an
orientation session with a member of the UVM Alumni Relations staff and a member of
the affinity committee of the Alumni Association Board.
University of Vermont Alumni Association
Affinity Program Handbook
Revised:
August 19, 2013
PART III: CRITERIA AND REQUIREMENTS FOR ALUMNI GROUPS
In order to become a UVM affiliated alumni group, the group must be compliant with the criteria and
requirements established by the UVM Office of Alumni Relations. Additionally, the group must adhere
to all Alumni Relations standards in order to receive ongoing support and services.
A. MEMBERSHIP REQUIREMENT
In order to initiate an alumni group, two individuals are needed to serve as the group leaders. To
maintain an effective group, additional alumni members will be needed to serve as part of the group
leadership. Various leadership positions can be initiated as more members are recruited into the club.
The Office of Alumni Relations should be notified as new leadership positions are created.
B. GROUP’S MISSION
All alumni groups must have a written mission statement outlining the purpose of its existence. The
mission statement will serve as a guide for future programming and events and inform alumni of the
group’s direction. Each group’s purpose must be aligned with the general mission of the UVM Alumni
Association to benefit the alumni community, and is subject to review and approval by the Office of
Alumni Relations. Include Alumni Association mission here.
C. ONGOING REQUIREMENTS
To receive ongoing support, assistance, and services from the Office of Alumni Relations, the alumni
group must adhere to the following requirements each year of its existence.
1. PROGRAMMING REQUIREMENTS:
Plan and sponsor events designed to bring alumni together and recruit more members. Any
program ideas that your group has should be discussed with the Office of Alumni Relations
before planning begins. This will ensure that finances and staff are available for support.
2. ANNUAL REPORT:
An annual report must be submitted to the Office of Alumni Relations within the first month of
every fiscal year the group is in existence (July 1 through June 30).
The report must include:
o The number and names of new alumni included in the group with school and degree
information;
o An updated membership list and names of leadership;
o The number of activities that were conducted in the past year;
o Any co-sponsorships with other groups/departments; and
o (If applicable) A member acknowledgement section, recognizing promotions in the
professional lives of members and other note-worthy accomplishments.
An annual report template can be found in Part VI of this handbook
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University of Vermont Alumni Association
Affinity Program Handbook
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August 19, 2013
3. MEMBERSHIP MAINTENANCE:
The group should actively recruit more alumni to be general members and serve in leadership
positions. The Office of Alumni Relations must be updated whenever a leadership position is
created or changed.
4. AFFINITY GROUP PRINCIPLES OF PRACTICE:
All groups will conduct their activities according to the following principles:
•
Accurately promote the overall mission of the University of Vermont and the UVM
Alumni Association in a positive manner.
Promote a spirit of service to the University and alumni community.
•
Strive to strengthen the relationship between alumni and the University.
•
Actively engage the Office of Alumni Relations for planning communication and event
•
planning guidance and support.
•
Accurately represent the interests of members and other constituents.
•
Create opportunities for diverse alumni participation in organization activities.
•
Encourage participation in the Alumni Association’s sustaining member program.
•
Support the University’s annual giving program by encouraging group members to make
annual gifts.
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University of Vermont Alumni Association
Affinity Program Handbook
Revised:
August 19, 2013
PART IV: CRITERIA AND REQUIREMENTS FOR ALUMNI CLUBS
In order to become a UVM affiliated alumni club, the group must be compliant with the criteria and
requirements established by the UVM Alumni Association. Additionally, the club must adhere to all
Alumni Relations standards in order to receive ongoing support and services
A. MEMBERSHIP REQUIREMENT
To initiate an alumni affinity club, there must be at least six alumni who have demonstrated an interest in
establishing and maintaining the club. Additionally, individuals should be willing to assume one of the
club’s leadership roles:
•
•
•
Chair/Liason to UVM Alumni Association
Vice-Chair
Membership/Marketing Chair
A Founding Members Roster must be completed with the names of the club’s first six members and
submitted to the Office of Alumni Relations (see Part VI for a copy of the form).
B. CLUB’S MISSION
All alumni clubs must have a written mission statement outlining the purpose for its existence. The
mission statement will serve as a guide for future programming and events and inform alumni of the
club’s direction. Each club’s purpose must be aligned with the general mission of the UVM Alumni
Association to benefit the alumni community and is subject to review by the Affinity Committee of the
Alumni Association Board of Directors.
University of Vermont Alumni Association Mission
“The UVM Alumni Association fosters lifelong relationships among a vibrant,
global and diverse community engaged by a common desire to preserve, celebrate and
enhance the University of Vermont and to enrich the lives of its members.”
C. GOVERNING DOCUMENT
Each alumni club is required to have a written constitution that will govern the group’s operations and
activities. This document will serve as a framework for the club to follow and it establishes important
tenets that help minimize the potential for future conflict about the club’s operations. A sample
constitution can be found in Part VI: Resource, and should serve as a guide for completing this
requirement for your proposed group.
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University of Vermont Alumni Association
Affinity Program Handbook
Revised:
August 19, 2013
D. ONGOING REQUIREMENTS
To receive ongoing support, assistance, and services from the Office of Alumni Relations, alumni clubs
must adhere to the following requirements each year of its existence.
1. MAINTAINING THE CONSTITUTION:
The constitution drafted by the group and approved by the Office of Alumni Relations will serve
as a guide for conducting the group’s activities. It should be followed consistently, and any
changes must be reviewed by the Office of Alumni Relations before they are implemented.
Additionally, take special note of the following:
Term limits for officers: As you can see in the sample constitution located in Part IV, no
one officer can serve for more than two consecutive years.
Officer list: Following each election, an updated list of officers must be sent to the Office
of Alumni Relations. Additionally, if an officer is changed prior to an election, those changes
must also be submitted to the Office of Alumni Relations (along with the reason for the
change).
Minimum number of members: The group must maintain at least ten members.
2. CLUB LEADERSHIP MEETINGS:
Each club is required to host a minimum of one strategy/planning session each year. The
number of programming meetings will depend on the size of your group and number of events
your group will host. At least two events– one per academic semester (fall and spring)–are
required. Each club is invited to send one member to the annual Vermont Alumni Association
Leadership Weekend.
3. PROGRAMMING REQUIREMENTS:
The club must conduct at least one program/event per academic semester (fall and spring).
Program ideas include student-alumni events such as multicultural heritage month programs or
networking events. Any program ideas that your group has should be discussed with the Office
of Alumni Relations before planning begins. This will ensure that financial and staff support is
available.
The volunteers will also work with the Office of Alumni Relations to have events posted on the
alumni website calendar. The group should utilize alumni relations tools to assist in marketing
and follow-up messaging.
4. ANNUAL REPORT:
An annual report must be submitted to the Office of Alumni Relations within the first month of
every fiscal year the group is in existence (July 1 through June 30).
The report must include:
o List of new alumni included in the group with school and degree information;
o An updated membership list and names of leadership;
o The number of activities that were conducted in the past year;
o Any co-sponsorships with other groups/departments; and
o (If applicable) A member acknowledgement section, recognizing promotions in the
professional lives of members and other note-worthy accomplishments.
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University of Vermont Alumni Association
Affinity Program Handbook
Revised:
August 19, 2013
5. AFFINITY PROGRAM PRINCIPLES OF PRACTICE:
All clubs will conduct their activities according to the following principles:
o Accurately promote the overall mission of the University of Vermont and the UVM
Alumni Association in a positive manner.
o Promote a spirit of service to the University and alumni community.
o Strive to strengthen the relationship between alumni and the University.
o Actively engage the Office of Alumni Relations for planning communication and
event planning guidance and support.
o Accurately represent the interests of members and other constituents.
o Create opportunities for diverse alumni participation in organization activities.
o Encourage participation in the Alumni Association’s sustaining member program.
o Support the University’s annual giving program by encouraging group members to
make annual gifts.
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University of Vermont Alumni Association
Affinity Program Handbook
Revised:
August 19, 2013
PART V: BENEFITS AND SUPPORT
A. FUNDING
UVM ALUMNI ASSOCIATION GRANTS PROGRAM
The UVM Alumni Association Grants Program is designed to provide funding for recognized
groups/clubs of the UVM Alumni Association. Alumni Affinity Group may apply for funding through
the Grants Program. An annual budget is established by the Alumni Board and administered by the
UVM Alumni Relations staff. Funds may not be available to meet all requests on an annual basis.
For more information on the UVM Alumni Association Grants Program and to submit an online
application, visit http://alumni.uvm.edu/grants.html.
B. ADVERTISING AND MARKETING
Affinity groups are encouraged to take advantage of marketing opportunities available to them as
recognized groups of the UVM Alumni Association. These include: web site posting, Vermont Quarterly
events calendar, e-mail blasts, social media placement and print publications.
C. EVENT COLLABORATION
The Alumni Association prepares and delivers more than 100 events that are wonderful opportunities
for collaboration. This includes Homecoming and Reunion Weekend that attracts over 4,000 alumni,
students, parents, and friends each fall to participate in four days of campus events, activities, and
celebrations.
REUNION AND HOMECOMING HOST EVENTS
Alumni groups can host an event as part of Alumni Weekend and enjoy the benefit of having
thousands of alumni on campus and in the Burlington area. Because the weekend requires extensive
planning, your event ideas should be discussed with the Office of Alumni Relations at least six
months before Alumni Weekend occurs.
COLLABORATE ON EXISTING EVENTS
Alumni groups may partner with alumni events that are planned by board and chapter organizations
or with those planned centrally by the UVM Staff. Groups can be involved in various ways that
encourage participation and/or awareness of your group.
FOLLOW-UP MESSAGING
The Office of Alumni Relations can assist with follow-up messages and surveys to assess the success
of alumni events. Contact the alumni office for further details on these protocols.
D. USE OF ALUMNI HOUSE
Once the facility is opened, the UVM Alumni House can be reserved for alumni group and club
activities.
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University of Vermont Alumni Association
Affinity Program Handbook
Revised:
August 19, 2013
PART VI: RESOURCES
A. RESOURCE CONTACT LIST
Office of Alumni Relations 411 Main Street, Burlington, VT 05401
Website:
alumni.uvm.edu
E-mail:
alumni@uvm.edu
Phone:
802-656-2010
Toll Free:
1-888-458-8691
Office of Alumni Relations Staff:
Alan Ryea
Associate VP – Alumni Association
Jayne Airoldi
Sarah Lenes
Alumni Relations
Program Coordinator
Assistant Director of Alumni Relations
Regional Programs
Eileen Dudley
Ruth Henry MacCormack
Assistant Director of Alumni Relations
Campus Programs and Affinity Groups
Executive Director of Member Services
and Alumni House Campaign
Amy Gilman
Sarah Wasilko
Alumni Relations
Program Associate
Assistant Director of Alumni Relations
Reunion and Class Programs
B. ADVERTISING AND MARKETING CONSIDERATIONS
Branding / Use of UVM Alumni Association Banners and Logos:
We ask that affinity groups use the current symbol for the UVM Alumni Association at events. This
is the framed UVM Tower with the green mountains in the background and the words UVM
Alumni Association to the right (in the header of each page of this document). We will provide each
affinity group with a 11” x 15” vinyl banner with your affinity group’s name imprinted below the
UVM Alumni Association logo. This will be shipped along with the other event materials. The
artwork for the banner will be available on the UVM Alumni Association website at
alumni.uvm.edu/affinity in the marketing resources section.
Websites:
Websites are a great way to communicate with your members, constituents, and other interested
parties. It is a great way to showcase the group’s mission, current and planned activities, and
recent accomplishments and highlights, including photos. Items to consider:
 Keep the information on your website current
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University of Vermont Alumni Association
Affinity Program Handbook
Revised:
August 19, 2013

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Include your web address in all mailings and emails
List current volunteer leaders and contact information
Emails and Distribution Lists:
Emails are an effective way of generating interest with group activities. Advance planning is
necessary to utilize the media for the greatest return. Items to consider:
 Frequency – Plan volume of outreach to avoid over-use of emails
 Length – Keep messages short and succinct; Less is more
 Content – Advertise upcoming events or make a call to action
 Don’ts – Promote personal events, outside products, or other non-sanctioned activity
Social Media:
Social media outlets provide a very cost effective media for communicating with members of your
group. Any social media presence must reflect the values and mission of the group and broader
alumni association. Items to consider:
 Facebook – This is a great tool for generating interest but not for confirming attendees. We
encourage you to create Facebook pages, not Facebook groups to promote local activities and
news. Please name your fan page “UVM Alumni Association (affinity group name).”
 Linked In – Professional networking is strongly encouraged with this tool. The UVM
Alumni Association has a group of more than 10,000 alumni. Join and post about your
affinity group. To join, go to “UVM Alumni Association” on LinkedIn.com.
Publications and Mailings:
Print publications are often the most expensive means to communicate with your group. Advance
planning will allow you to take advantage of existing vehicles. Items to consider:
 Vermont Quarterly – Magazine is produced in Nov, Feb, June; deadline 1 month prior
 Use of Alumni Association logos/images are permitted with prior approval of message
 All mailings must be approved by the Office of Alumni Relations
C.
TIPS FOR HOSTING SUCCESSFUL EVENTS
The following is a set of guidelines to assist you in planning and hosting successful events. You should
always discuss your event ideas with the Office of Alumni Relations and collaborate with the Office
during the planning process.
Where Do You Begin? The beginning stages of the planning process is often the most difficult to
navigate. To make it easier, keep these questions in mind:
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What type of event would you like to hold? What is the purpose of the event, and what
would you like the members and leaders to take away from the event?
How many alumni do you expect to attend?
What is the group’s available budget? This will have an influence on the size and scope of
your event.
Are there any holidays or local events that may conflict with the timing of your event?
What type of facility would be best suited for your event type and the expected number of
University of Vermont Alumni Association
Affinity Program Handbook
Revised:
August 19, 2013

attendees?
When should you hold your event? Ensure that you have ample time to advertise.
How Do You Pay for the Event? Your available budget will have the greatest influence on the
type of event you can hold. However, the Office can often provide financial support. The UVMAA
Grants Program is a great way to help fund your event (see Part V for more information). Beware
of these hidden fees:
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Food and beverage minimums
Room rental fees
Other rental fees such as DJ, audio visuals, bartending, etc.
Per person cost for food and/or beverage
Non-refundable deposits. If we have to cancel, will we lose money?
Insurance form?
How Do You Publicize Your Event? All alumni groups are encouraged to use the Alumni
Association website and the Vermont Quarterly magazine calendar, in addition to other marketing
methods the group may choose. Planning is important and a minimum of 10 weeks is necessary
to effectively promote your event.
Should Attendees Register for the Event? Yes! Registration will help to provide an estimate of
how many people plan to attend. Consult with the UVM Alumni Relations staff to determine the
most effective way to manage registrations.
What Are Some Last Steps to Consider Prior to the Event?
•
•
•
D.
One week prior
o Reconfirm all the details with your contact at the event location. Don’t forget to
provide a final count!
One day prior
o Send a reminder e-mail to all alumni who plan to attend.
Day of Event
o Arrive to the event site approximately 45 minutes – 1 hour before the event start time to
set-up. Check-in alumni and capture their most up-to-date information using a sign-in
sheet. Mingle, make friends and recruit members for your group!
FUNDRAISING AND MEMBERSHIP
Alumni groups are not allowed to conduct any fundraising campaigns without prior approval from the
Office of Alumni Relations. The primary source of support for affinity groups and clubs will come
from the UVM Alumni Association Grants program. Individual members may elect to sponsor or
underwrite the costs for events. All groups should encourage participation in the UVM Alumni
Association sustaining member program. Visit alumni.uvm.edu for more information.
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University of Vermont Alumni Association
Affinity Program Handbook
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E. FORMS
The UVM Alumni Relations team is your resource for support and direction relating to the work of your
group. They should be contacted with any questions you may have. Four standard forms are provided
here for your reference:
Group Application & Renewal Forms These are materials necessary to express your intent to
form an affinity group or club or to renew recognition of the club or group.
Founding Members Roster This roster is completed when a new group is formed and
therefore is only completed once.
Constitution Guide All alumni group constitutions must follow this format in order to be
recognized by the Office of Alumni Relations.
Annual Report Template An annual report must be completed to provide a holistic view of
your club or group and its accomplishments for the fiscal year.
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University of Vermont Alumni Association
Affinity Program Handbook
Revised:
August 19, 2013