Chapters Resources
The Alumni Association and the University of Alberta have a number of services in place to keep the operation of your Chapter simple and worry-free. Before you book a facility or order supplies or services, review this list of services and preferred providers, and contact the coordinator, Alumni Chapters. There is probably a quick and easy way for you to complete your task without a lot of investigative work. Services provided by the Office of Alumni Affairs include:
Administrative Support
The Office of Alumni Affairs has an assigned coordinator and assistant to provide consultation and administrative support to the Chapters. The administrative support provided includes:
• Design and distribution of newsletters
• Facilitating membership and other mailings to members
• Forwarding meeting minutes
• Forwarding group e-mail communication
• Coordinating executive lists
• Maintenance of Chapter websites hosted by the University
Financial Accounts and Supplies/Services
The Office of Alumni Affairs administrative team is responsible for overseeing the financial accounts for each of the Chapters. We will:
• Provide monthly financial statements
• Pay invoices and reconcile account information
• Collect dues payments and prepare receipts
• Process donations received by Chapters
Before you pay for something with your own money, check with the Office of Alumni Affairs to see if there is an on-campus supplier through which the charges can be handled internally. As well, the coordinator, Alumni Chapters has a corporate credit card that may provide the most suitable method of payment for your group for certain types of expenditures. Reimbursing volunteers requires detailed paperwork and can involve a wait of up to three weeks.
Note: Alumni Chapters staff is committed to provide monthly financial statements by the 15th of each month. At any time please feel free to contact the Office of Alumni Affairs with any questions you have about your statement.
Event Planning
Depending on your event, the Alumni Office may be involved with:
• Researching and reserving facilities
• Preparing invitations and Mailing
• Taking RSVPs and processing registration fees
• Ordering catering and supplies
• Event set-up and management
Services will be negotiated on a per event/project basis.
Consultation/Project Management
The coordinator, Alumni Chapters is a resource to all the alumni Chapters. Along with experience in event planning and project management, the coordinator has access to an array of talented colleagues in the External Relations portfolio who can help you develop effective plans and procedures to achieve your goals.
Records
The Office of Alumni Affairs can access tallies, lists and labels of your members, sorted by year of graduation, location or other specified parameters. As long as you are using this information for the purpose of planning and implementing your alumni programs, the
Office of Alumni Affairs can assist you with your request. The University of Alberta requires that you do not share this information with others, as it is confidential.
A note about FOIPP – The University follows the guidelines established by the Freedom of Information and Privacy Protection Act. Volunteers will be asked to sign a confidentiality agreement form before member lists are released. Member list information is to be used strictly for the purpose of planning alumni relations programs. Be sure to allow three weeks for any record request.