Selection of an Alumni Advisor
The success and strength of an alumni association greatly depends upon the selection of the alumni advisor. The advisor serves as a permanent contact to whom association materials and memoranda are sent. The role of the advisor, within the Society's infrastructure is, unquestionably, one of the most important positions within Phi Theta Kappa, and this selection should not be taken lightly.
To assist in the search for an alumni association advisor, the following suggestions are provided. A wise idea for the Executive Committee to consider when selecting an alumni advisor would be consulting with the Director of the Alumni Affairs, the Head of the College's Foundation, the Dean of Students, Vice President of Enrollment Management, or Institutional President for possible suggestions as to who might serve.
For Community-Oriented Alumni Associations. In order to ensure effective communication and continuity, we suggest the advisor of the local active chapter of Phi Theta Kappa serve as an alumni advisor. If this is not possible, we recommend the campus Director of Alumni Affairs or Foundation serve as the advisor of the alumni association. Another possibility is a Phi Theta Kappa alumni with the maturity and dependability to handle the awesome responsibilities of this position. Such an alumnus, known as an alumni facilitator, must be appointed by the two-year college administration. Another advisor or facilitator may be selected to provide assistance with the alumni association.
For Senior Institution-Oriented Alumni Associations. We suggest at least one advisor be directly involved in the recruitment and orientation of transfer students. The rationale is that this staff member frequently visits with two-year college campuses enabling him/her to maintain constant contact with local active chapters. As a result, many potential alumni association members are identified before transferring to the senior institution.
Additionally, a second advisor or may be selected from any department of the campus. Ideally, this second advisor's schedule would allow them to remain on campus on a daily basis, unlike the advisor from the admissions area who travels frequently for recruitment purposes. The on-campus advisor can provide the alumni association the necessary availability needed on a daily basis. You might be surprised to learn of the number of Phi Theta Kappa alumni serving in faculty and staff position on the campus.
Responsibilities of the Alumni Association Advisor(s) are to:
- Maintain permanent alumni association records including:
- Roster of Members
- Roster of Honorary Members
- Roster of Past Officers
- Roster of Outstanding Alumni
- Association meeting minutes
- Special Association Projects
- Distribute Society materials and certificates to alumni association members
- Attend alumni association meetings including meetings of the Executive Committee
- Attend regional and international meetings whenever possible
- Submit to the Phi Theta Kappa Headquarters the Report of New Members Form, which includes all fees collected
- Oversee the completion of the Annual Alumni Report due to Phi Theta Kappa Headquarters by the stated deadline
- Serve as a liaison between the alumni association and active two-year chapters in the local area
- Serve as a liaison between the institutional administration and the alumni association
- Oversee the chartering and induction ceremonies as well as the orientation of new alumni members
- Correspond with the Phi Theta Kappa Headquarters and the Regional Coordinator on a regular basis or as needed
- Assist in the alumni association efforts to fulfill their objectives and goals
Related Information:
- Alumni History
- Organizing an Alumni Association
- Required Forms (in Rich Text Format)
- Member Search Request Form
- Charter Petition Form
- Information Form
- Chartering Information Form
- Advisor Form
- Membership Reporting Form
- Chartering Checklist (in Rich Text Format)
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No part of this document may be reprinted or used
without the permission of Phi Theta Kappa.
Updated 9/26/09
