Alumnae Re-engagement Plan

Changes Beginning 2021

Erin Watts-Evans, Vice President of Alumnae Relations

Claire McAuliffe, Executive Director

Groups of Alumnae have struggled with two identities:

SOCIAL NETWORK

• Providing ways for alumnae to stay involved and connected after graduation
• Forming and maintaining sister friendships
• Connecting professionals in similar fields
• Meeting up/Activities
• Promoting and fundraising for Sisters by Grace Foundation
• ALUM-CENTERED

VOLUNTEER NETWORK

• Wanting to help chapters and colonies flourish but not wanting to take on being a mentor
• Providing communication line to churches and universities to expand the sisterhood
• Wanting to use experience to the benefit and encouragement of new members
• “CURRENT” SISTER-CENTERED OR “GROWTH”-MINDED

It bogged down alumnae at state and regional levels who can only give so much time but still want to be involved...

...so we are taking a different approach!

TWO STRUCTURES WILL BE OVERSEEN BY THE VICE PRESIDENT OF ALUMNAE

NATIONAL ALUMNAE ASSOCIATION - social network

• Voting subsidiary of SAO like a chapter - have bank account, officers, and bylaws
• Pays dues
• Organizes national and regional/state events like missions trips, alumnae retreats, reunions, sporting events, fundraisers for Sisters By Grace

STATE ALUMNAE COUNCILS - volunteer network of roles

• Non-voting organizational structure of volunteers who answer ultimately to VP of Alumnae
• Councils operate on a state/regional level connecting each other to chapters within that state or region
• Each chapter will have a local Chapter Alumnae Liaison

All SAO Alumnae eligible for membership

National Alumnae Association with Elected National Officers

Vice President of Alumnae Relations

Chapter-Alumnae Liaisons within a State/Region for each Chapter and Colony within that same State/Region

A State/Regional Council led by State/Regional Chairwoman, who is one of the Chapter-Alumnae Liaisons

Vice President of Alumnae Relations

MONTHLY MEETINGS WITH VP OF ALUMNAE RELATIONS TO KEEP LINES OF COMMUNICATION OPEN

National Alumnae Association Elected National Officer(s)

Vice President of Alumnae Relations

All State/Regional

Council Chairwomen

Vice President of Alumnae Relations

Newly Defined Roles:

LOCAL: The Chapter-Alumnae Liaison

• Lives locally/within the state of that chapter or colony
• Appointed by VP of Alumnae or selected by Chapter
• Can be a non-chapter alumna as long as she is an SAO alum local to the chapter or colony itself
• This representative acts as liaison between both:
• The Chapter and its own Alumnae
• AND the Chapter and the State/Regional Alumnae Council
• Works directly with the Active Sister who serves as the Chapter’s Alumnae Committee Chairwoman (or Secretary if no Chapter Alumnae Committee exists)
• Assists with Alumnae Ceremony, Reunions, Networking opportunities in-area for the direct benefit of the Chapter or Colony
• Will receive Handbook maintained by VP of Alumnae to ensure expectations and procedures are clear

Chapter-Alumnae Liaison v. National Mentor

• Chapter Alumnae Liaison = Supports chapter specifically with Alumnae efforts (many chapters do not know what it is to be an alumnae, after all) and networks to other chapters/alumnae who may be interested in specific events and/or activities
• Answers to Vice President of Alumnae Relations
• Works with Chapter Alumnae Committee and/or Chapter Secretary

• National Mentor = Usually paired with more than one chapter, is invested in guiding leadership regarding general chapter maintenance, national requirements, and relational health
• Answers to Vice President of Mentors
• Works with ALL Chapter members and Executive Committee

STATE/REGIONAL: The Councils

• State/Regional Alumnae Council consists of all Chapter Alumnae Liaisons within that state or region
• Each Chapter Alumnae Liaison reports directly to her State/Regional Council
• One Chapter Alumnae Liaison appointed as her State/Regional Alumnae Council’s Chairwoman annually (January) by either:
• the Vice President of Alumnae (if no State Alumnae Council exists)
• or the State Alumnae Council members select the Chairwoman among themselves
• Councils determine how they wish to meet, report, and communicate with one another under the leadership of its Chairwoman
• Trustee VP of Alumnae is an ad hoc member of all State/Regional Alumnae Councils

*A note about the Council Chairwoman Role

In addition to serving as a single chapter/colony Alumnae Liaison, she will:

• Meet approximately once a month at a National Alumnae Meeting hosted by Vice President of Alumnae virtually
• Reports directly to Vice President of Alumnae, who offers training and support
• Report back to all her Council members (i.e. her fellow Chapter Alumnae Liaisons) any national news
• Be held mutually accountable by all her fellow Council members through Handbook
• Connect Chapter Alumnae Liaisons for any coordinated efforts
• Shares general alumnae volunteer lists to National Alumnae Association for Expansion or Training purposes (and vice versa)

NATIONAL: National Alumnae Association

• Determines ways for all alumnae to stay updated, network, National Bible studies, National Alum Retreat, etc.
• President must represent at monthly National Alumnae Meeting hosted by VP of Alum alongside all State/Regional Council Chairwomen
• Shares general alumnae volunteer lists to State Alumnae Chairwomen for Expansion or Training purposes (and vice versa)
• Bylaws, Bank Account, National Delegation
• Aims to support Sisters by Grace Foundation and promote its mission
• Can work with State Councils in joint efforts, but ultimate goal is to benefit alumnae with activities and opportunities
• Helps connect regional/local alumnae looking to socialize; NOT the Councils!

The Design:

1

LOCAL

Each colony and chapter will be required to have a Chapter Alumnae Liaison who assists the chapter with serving its own chapter alumnae, providing a national Alumnae Ceremony for recent graduates or transfers, and connecting them to statewide resources through the Council.

2

STATE/REGIONAL

Chairwomen of each State/Region serve as links to local Chapter Alumnae Liaisons to make sure they are supported while also reporting to the Vice President of Alumnae Relations for informed access to resources and larger existing networks.

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3

NATIONAL

Aims to keep all alumnae involved and as voting members of the national organization, combining leaders from all areas to assist in activities and opportunities more regularly for alumnae as big as mission trips and as small as local meet-ups or virtual Bible study small groups.

FAQs

1. Does a National Alumnae Association mean local gatherings will no longer be happening?
1. No. In fact, we want the National Alumnae Association to focus on ensuring that alumnae from all chapters are connected that live near one another and to put on events using active members as hostesses! We hope the NAA will use Committees to help these events continue.
2. What are the benefits of being an Active Alumnae member in the National Alumnae Association?
• Alumnae will be connected and called upon for social engagements, mission trips, virtual workshops and Bible studies, and retreat opportunities. Your level of involvement is 100% up to you! You could aim to be an officer or committee chair, or simply choose to participate in events when put on. Furthermore, you will be afforded the opportunity to share your opinion in a survey on any proposals and votes to take place at the Annual Meeting of Members to inform the NAA delegates voting on your behalf.
3. Who gets to vote at the Annual Meeting of Members?
• Delegates will be afforded to Chapters and the National Alumnae Association only. We are currently proposing 2 delegate representatives with the Alumnae Association, but as it grows beyond 100 Active Alumnae Members, additional delegation is afforded.

FAQs

1. Who determines if an Alumnae Council is State or Regional?
1. The Vice President of Alumnae Relations will determine this based on the population of Active Alumnae in the state or region alongside chapters, colonies, and potential colonies in state/region.
2. Would State Alumnae Associations still uphold/update bylaws? Pay dues?
• There are no longer State Alumnae Associations. The National Alumnae Association will be governed by its Bylaws, which will need to be submitted and updated. The National Alumnae Association will require its Active Alumnae Members to pay dues.
3. Who is the person in charge of upholding/updating bylaws?
• The officers of the National Alumnae Association will be responsible for turning in Bylaws annually to the National Board.
4. Who is the person in charge of being a delegate at convention?
• The National Alumnae Association will need to determine this in its approved set of Bylaws.
5. Who is in charge of emailing Active Alumnae members to survey votes?
• The National Alumnae Association will need to determine this in its approved set of Bylaws, but it will only survey those alumnae considered Active within the Association (i.e, who have paid dues.)

FAQs

• Who is in charge of keeping track of what chapter has a Chapter Alumnae Liaison?
• The National Board’s Vice President of Alumnae Relations, the chapter’s National Mentor, and State/Regional Alumnae Council will need to ensure that each chapter has a Chapter Alumnae Liaison role to call upon. For colonies, the Vice President of Colonies will ensure this in coordination with the Vice President of Alumnae Relations.
• How is a State/Regional Alumnae Council Chairwoman chosen?
• The Vice President of Alumnae Relations may select a State Alumnae Chairwoman, or, if there is an existing group of Chapter Alumnae Liaisons in a state, they may choose to select from themselves who will serve as their own State/Regional Council Chairwoman.
• How will State/Regional Alumnae Councils run if there are no bylaws?
• Councils and their Chapter Alumnae Liaisons will be under the direct management of the Vice President of Alumnae Relations. It is planned that handbooks will outline expectations and procedures for these volunteer roles.

FAQs

• Should we try and have an Alumnae contact for each chapter?
• Yes, the Alumnae Chapter Liaison would work directly with the chapter’s Alumnae Committee Chairwoman (an active sister) or the Chapter’s Secretary if they do not have an Alumnae Committee.
• Are chapters going to need to keep track of all alumnae events?
• The Chapter would keep track only of its own hosted alumnae events. The Chapter’s Alumnae Liaison will work with the Chapter to keep its own alumnae informed of upcoming alumnae events at the chapter and beyond.
• Is the chapter going to need to keep track of alumnae who came to events and turn attendance in to someone?
• Taking attendance is optional for alumnae. If attendance is taken, it would be used for keeping record of names/contact information for future invitation purposes.
• Does the National Alumnae Association have attendance requirements?
• This is not something that is required at this time in the National Alumnae Association. However, in order to submit one’s voting selections for the Association’s delegation, a member must be an Active Alumnae member (i.e. paid annual dues to the association).

FAQs

• Is there going to be a requirement for chapters to host alumnae events?
• No. The requirements for hosting alumnae events will be up to the chapters themselves and their bylaws. However, an Alumnae Ceremony will be coordinated for outgoing/graduating sisters becoming alumnae put on by the Chapter Alumnae Liaison.
• What if we can’t get anyone to be a State/Regional Council Chairwoman?
• The position will be appointed by the Vice President of Alumnae from the Council’s Chapter Alumnae Liaisons and otherwise be filled by her until the vacancy is filled.
• What if we have more than one person who wants to represent their state as chairwoman?
• The council will vote to determine who will serve as the State/Regional Council Chairwoman on a yearly basis. The position may pass to a new Chapter Alumnae Liaison the following year.
• What if there are alumnae in a state where no chapter is located?
• These alumnae can still flag themselves to the National Alumnae Association as willing to assist with any expansion/colony if the opportunity arises. Additionally, they are permitted to be active alumnae members in the National Alumnae Association and may serve as officers therein.

FAQs

• Can a National Mentor also be an Active Alumnae member of the National Alumnae Association?
1. Yes! This is encouraged! She may also serve as an officer.
• Can a National Board Trustee also be an Active Alumnae member of the National Alumnae Association?
• Yes! However, she may not serve in the officer roles of President or Treasurer.
• Can a National Mentor serve as a Chapter Alumnae Liaison?
• Yes. She may also be a Mentor and a Chapter Alumnae Liaison for a single chapter simultaneously dependent on assignment by the Vice President of Mentors.
• Can a National Board Trustee serve as a Chapter Alumnae Liaison?
• Yes. However, she may not serve as a volunteer Official Chapter Advisor, State/Regional Alumnae Council Chairwoman, or any other National Steward Role as per National Bylaws (Art. IV Sec. 14).
• Can a Chapter Alumnae Liaison serve as one for her home chapter?
• Yes, but she must have become an alumna at least 4 years prior to her becoming a Chapter Alumnae Liaison unless the chapter is less than 5 years old.