Responsibilities

General Responsibilities of All Board Members

  • All board members are expected to attend and participate in three regular meetings each year in the winter, spring, and fall.
  • The board also may be requested to attend special meetings that are called by the president of the Alumni Association.
  • In general, an individual will serve one term of three years on the board, with the exception of the president-elect’s extra year as a president. No individual may be elected to the board for subsequent service after completing a full three-year term, with the exception of the Senior Alumni Director under special circumstances.
  • Only directors entering the third year of their term will be eligible for the offices of president-elect and vice president(s).
  • All bylaws are in effect.

Responsibilities of New Regional Directors

  • Communicate by letter and email to each club (introducing yourself, if you have not already met) expressing willingness to work with the club and request to be placed on the mailing list for all newsletters, announcements, etc.
  • Keep a file on each club to assist you in preparing an annual report.
  • Communicate primarily by email or via phone.
  • Assist the Alumni Association staff by connecting with all local clubs on matters relevant to the Association.

Responsibilities of All Regional Directors (Annual)

Club Annual Reports and Club Awards
  • Board members will emphasize to each club in their regions the necessity of submitting an annual report. This is required for football tickets allocation and Alumni Association awards. The report form is posted on myNotreDame in the spring, and it is due to the Alumni Association office in early January.
  • Communicate with each non-reporting club and emphasize the necessity of submitting an annual report and tax-exempt status information.
  • Review the annual report of each club and recognize/coach each club based on their programs and accomplishments.
  • Based on the Regional Director’s review of each club’s annual report, the Director will make club award nominations to the Clubs Committee, per their specific instructions. Club awards include Special Citation awards for unique or outstanding programs, Program of Excellence Awards for meeting specified 6C programming guidelines based on club size, Outstanding Club/Club of the Year awarded to the best club in each size classification for the preceding year, and the Lennon Award given to recognize consistently outstanding clubs that would otherwise dominate their club size classification. In general, Special Citation and Program of Excellence awards are given at the Regional Directors’ discretion, based on the criteria the Clubs Committee will communicate. Outstanding Club Awards and the Lennon Award are selected by the Clubs Committee, based on nominations from the Regional Directors, as well as the committee members’ review of each nominated club’s Annual Report.
Communications
  • Following each regular board meeting, the director will send a summary of the meeting to each club in his/her region.
  • Contact the clubs, former alumni board members, and any class officers in the region to solicit nominations of highly qualified candidates as preliminary nominees for the Association awards and the board of directors.
  • Maintain copies of all email correspondence for each club file for documentation.
  • Spring of 3rd Year — The retiring director will communicate with his/her successor to review the Alumni Board Manual and each club in their region.
  • Prior to the Leadership Conference, contact each club by email and/or phone to promote maximum attendance at the Conference.
  • Each director is responsible for holding a regional meeting each year on campus during the Leadership Conference and is encouraged where possible to hold an additional meeting in the region each year.
  • Submit an annual director's report on the status of the region at the fall board meeting.
Club Visits and Reporting
  • Each director is expected to visit the clubs in his/her region at least once during his/her three-year term of office and maintain close contact with each club via email throughout the year.
  • Submit an updated annual director plan at the winter board meeting.
  • Be sure to meet or communicate with several different people in each club, not just a single person.

Responsibilities of All Regional Directors (As Needed)

  • Communicate with each new club president when elected, congratulating him/her, offering support, and reminding him/her of previous request to receive all mailings.
  • Ensure that the new president is aware of the location of the online club leader resources available at ClubHub.
  • Ensure that the new president understands the basic expectations for club programming, including the 6C’s and the guidelines for Program of Excellence.
  • Urge presidents to promote inclusion by electing or appointing to the local board a recent graduate as young alumni coordinator, a minority or other interested member as diversity coordinator, and a senior graduate as Notre Dame Senior Alumni (NDSA) coordinator.
  • Urge presidents to elect or appoint to the local board a Community Service Coordinator and a Continuing Education Coordinator. Encourage them to promote camaraderie among local graduates and to provide support for current students, particularly in terms of scholarship assistance and an annual send-off event.
  • Urge presidents to elect or appoint to the local board a Monogram Club Representative.
  • Meet with clubs without an active ASC Chair and advise them how to establish an effective Alumni Schools Committee. A call to the Admissions Office is required.
  • Be mindful of the variation between small and large clubs. Large clubs often have several different people for each position, while in smaller clubs, one person may be all things to all people. This is important to consider in your communication attempts with the clubs.
  • An informal “buddy system” is established each year by the President and President-Elect pairing a third-year member with a first-year member to answer questions outside of the meeting and this manual.
  • The outgoing director should remain available to help the new directors with unusual circumstances and club history on an as-needed basis.

Responsibilities of Constituency Directors (Annual)

  • Be knowledgeable about the constituency’s mission, leadership, and relationship within the Alumni Association.
  • Regularly communicate by email, telephone, and/or in person with the constituency leaders and the constituency.
  • Work with Regional and International Directors to foster communication with and participation in regional activities and to encourage regional participation in constituency activities, as appropriate and feasible.
  • Participate or ensure constituency participation in regional meetings.
  • Coordinate communication regarding constituency activities to local clubs with the appropriate Regional Director.
  • Work with local clubs to foster designation of local constituency coordinators and provide advice and support for those coordinators.