Chapter Handbook

Suggested Job Descriptions

Positions for officers, board members or steering committee members

1. President

• Represents the alumni chapter as the official spokesperson.
• Serves as an ex-officio member of all chapter committees.
• Presides at all area chapter and officer meetings.
• Assumes responsibility for the scheduling success (and follow-up) of each activity or project the chapter undertakes.
• Approves agenda for each meeting.
• Should be visible at chapter functions or appoint a board/steering committee member to attend.
• Works to increase membership and participation.
• Serves as the chapter liaison to the KU Alumni Association staff.

2. Vice-President

• Performs the duties of the president/chapter leader in his/her absence.
• Handles arrangements for programs and meetings.
• Co-leads meetings with president.
• Assists all officers at chapter functions in order to become familiar with and promote chapter operations.
• Ready to assume the presidential duties when deemed necessary.

3. Secretary

• Maintains the chapter's records by coordinating address, phone and e-mail information or changes with the Association. This job is central to the Association's charter to maintain alumni records and essential to accurate chapter communications.
• Responsible for gathering minutes and recording pertinent information from Board meetings.
• Collects samples of all mailings to chapter members.
• Forwards complete minutes of all meetings to the Association.
• Works with the rest of the Board/Steering Committee to get the yearly events calendar scheduled by Nov. 1, in order to ensure the appropriate promotion and Association support. (Supply more detailed information as event dates near.)

4. Community Service Coordinator

• Coordinates activities involving volunteerism and community service.
• Seeks out community-based projects in the area, and presents ideas to the Board/Steering Committee.

5. Events Coordinator

• Generates new ideas to engage alumni.
• Brings these ideas to the Board along with a plan as to how the event would work, venue information, a contact person, estimated cost, etc.

6. Membership Coordinator

• Organizes events to help raise membership percentage within the chapter area annually.
• Articulates the message of importance of membership to the KU Alumni Association. This includes speaking at events such as the Jayhawk Generations Welcome Picnics and other appropriate venues about membership.
• Incorporates membership elements such as a member discount in chapter events such as football or basketball watch parties, golf tournaments, or luncheons.
• Organizes at least one yearly membership drive in the designated chapter area, which can be based around the annual national Chapter Challenge.
• Encourages all chapter, board and steering committee members to recruit at least five new Association members yearly by personal phone calls and/or accompanying potential new members to events.
• Co-operates welcome parties with the events coordinator for recent graduates and new students in the chapter area. 

7. Student Recruitment Coordinator

• Assists in organizing any type of event that would involve prospective KU students.
  The student recruitment coordinator may direct many different events.
  See the Student Recruitment Programs section in your Chapter Handbook.

8. Kansas Honors Program Volunteers (Kansas Only)

Site Director

• Represents the alumni chapter in the designated chapter area at each KHP.
• Schedules the site and food details for the KHP event.
• Records RSVPs, and collects alumni contributions for his/her county.
• Works to increase participation in the Kansas Honors Program and the chapter at large.
• Distributes and communicates necessary information about the program to the County Coordinators.
• Provides updates to the steering committee.
• Works directly with the Association.
• Responsible for emceeing the KHP event or for finding an emcee.

County Coordinator

• Represents his/her county within the chapter area at each KHP.
• Works with the Site Director to determine alumni, students and high schools still needing to RSVP.
• Makes phone calls to high schools and students in the area that have not sent in a reservation.
• Works directly with the Site Director, and assists the Site Director as needed in any other areas.
• Responsible for confirming RSVP list with High School Administrators.
• Records RSVPs and contributions for his/her county.
  

9. Legislative Chair

• Serve as the key contact and leader for Jayhawks for Higher Education within the chapter.
• Serve as a non-partisan. This position should not be used as a tool to favor one party over another or for any other political platforms other than higher education.
  
• Know and be able to communicate with your local legislators.
• Maintain an understanding of legislation affecting higher education.  
• Assist KU in communicating to legislators and alumni the positive or negative impact of legislation affecting higher education while understanding how the legislation affects KU.
• Assist in organizing legislative functions locally.
• Report monthly to KU Alumni Association and Governmental Relations staff.

NCAA REGULATIONS:
ATHLETIC RECRUITING IS STRICTLY PROHIBITED!
"Play by the rules" is the NCAA motto, which has specific prohibitions relating to alumni activity and student-athletes. In short, alumni should avoid contact with student-athletes who are being recruited to play at the college level. If the chapter or club invites a student-athlete and/or family member to a chapter event, the athlete and family members must pay the full ticket price, even when the athlete will be a speaker at the event. Also, he or she cannot accept an honorarium for speaking. Any time there is a question as to whether NCAA rules and regulations may affect an event or activity, please contact the Association or the Kansas Athletics compliance officer, Teresa Becker 785-864-7995.