The Alumni Society agrees to:
- Sign the terms of reference
- Write a mission statement confirming purpose and main objectives (for approval from the Development and Alumni Office)
- Commit to a minimum of one event per year and two mailings/communications
As well as providing a network of like-minded alumni to interact with, societies might wish to provide further support for the University. There are lots of ways to do this including:
- Promoting the Alumni Association: You could let alumni know about the benefits and services available to them through the Alumni Association, or ensure they keep their details up to date so they receive our news.
- Volunteering: Join our Super Alumni network of volunteers. Contribute your time to inspire students or support the student experience
- Fundraising: Although it's not expected of our groups, fundraising is very much appreciated. It can have an enormous impact on our students. Groups can run fundraising events, remind alumni how they can donate to the University, and celebrate when they do.
What we expect of groups and societies
- To agree a structure, activity level and communications plan with the Development and Alumni Office
- To operate in a manner which is inclusive and upholds the University’s values. Groups should welcome all alumni and their guests without discrimination or prejudice
- To be financially self-sustaining. The University is unable to fund any activities or provide any budget
- Act in the best interest of the University at all times. Groups and societies should not use the University’s name or logo without permission and sign off from the Development and Alumni team. The University logo and name may only be used when given approval and only for the purpose of carrying out the group’s activities. The group are not permitted to use custom-made group logos. The University may withdraw consent to use the logo at any time
- Groups and societies should not operate commercially
- To be responsible for all requirements when organising events. This includes health and safety and local insurance (we can provide a set of best practice guidelines for organising events)
- Where possible, update group or society leadership after a maximum of three years (and update the Development and Alumni Office)
- Where groups are collecting personal data, they are responsible for managing their own data and consent. This includes regular cleaning, checking, and producing a suitable privacy policy
- To update the Development and Alumni Office every six months with updated membership details and planned activities
- To make sure the group’s contact details are up to date with the Development and Alumni Office so the advertised details are correct
- To supply registration and attendance data following all events to the Development and Alumni Office
- To supply a copy of all communications and any meetings notes to the Development and Alumni Office
Please note: The University will not share any contact details with Alumni groups or societies due to GDPR regulations as outlined in our privacy policy. The Development and Alumni Office can support communications between groups and members including mailings (where appropriate). If groups wish to keep their own data, the group is responsible for collecting the relevant consents and making it clear where data will be shared with the University.
What you can expect from us
- List the group and leadership on the alumni section of the University’s website
- Help with publicity for events. All information should be submitted at least six weeks before the event by emailing the Development and Alumni team: alumni@sunderland.ac.uk(opens in new tab)
- Including group leaders in relevant communications
- Providing region or subject specific (not personal) data to group leaders to help with activity planning. For example, the number of alumni residing in one area or a particular subject
- Offering general advice at all stages of activities. This includes guidance on organising events, the safe use of data, and using social media and other forms of communication
- Offering groups opportunities to develop activities around the travel of University academics and staff
- Sending merchandise where agreed and appropriate
- Collaboration on large-scale events where the event contributes to current University strategy or goals
All society leaders will become members of our Super Alumni volunteer programme in recognition of the time they volunteer to supporting alumni activities. This will be acknowledged via the annual donor and volunteer appreciation event, as well as a digital badge which can be displayed via LinkedIn.