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Alumni Advisory Board
  • Capital University Alumni Advisory Board and Association Vision:

    To establish and nurture productive, lifelong relationships with Capital’s internal and external constituencies in support of the mission and priorities of the University.
    The AAB wanted to also add to this vision the following emphasis: The Primary vision/purpose of the Alumni Relations Office should be absolutely based in relationship building and friend raising.
    Adopted: March 2007

    Purpose Statement

    The purpose of the Capital University Alumni Advisory Board is to encourage lifelong commitment and involvement among alumni and friends in volunteer activities that support the mission of the university.
    These activities may include, but are not limited to, the following:

    • Encouraging friendships among alumni and to the university through professional, social, service, religious and educational opportunities;
    • Recognizing and rewarding the achievements of alumni;
    • Communicating with alumni about university programs, activities and issues;
    • Assisting in fund-raising activities; and
    • Recruiting students

    Adopted: September 1998

    Bylaws of the Capital University Alumni Advisory Board

    Adopted by the AAB on March 20, 2010

    ARTICLE I. NAME AND TERMINOLOGY

     

    1.1 The name of the organization shall be the Capital University Alumni Association

    1.2 As used in these Bylaws, “Association” shall mean the Capital University Alumni Association, “Alumni” shall mean alumni and alumna and shall be used for purposes of convenience without gender connotation, “Board” shall mean the Capital University Alumni Advisory Board (AAB), and “University” shall mean Capital University.

     

    ARTICLE II. PURPOSES

    The purposes of the Alumni Association shall be to:

    2.1 Promote and support the general welfare of the University;

    2.2 Assist, at the University’s request, in fund-raising, student recruitment, graduate career placement, and other activities for the benefit of the University;

    2.3 Foster a spirit of pride in, and loyalty to, the University, including collegiality by encouraging friendship among alumni and to the University through professional, social, service, religious, and educational opportunities;

    2.4 Identify and encourage qualified alumni leaders for service to the University; and

    2.5 Contribute to, and promote informative alumni publications, in all forms – hard copy and electronic.

     

    ARTICLE III. ALUMNI ASSOCIATION


    3.1 Membership

    3.1.1 Persons who have been enrolled as undergraduate or graduate students of Capital University one or more academic years shall be regarded as alumni and members of the Association. Members in good standing prior to March 20, 2010 remain as members regardless of these criteria.

    3.1.2 The AAB may confer upon selected friends of the University who demonstrate outstanding loyalty and concern for Capital University, but are not considered alumni as defined in Section 3.1.1, the title “Honorary Alumnus,” who shall have the rights, privileges, and responsibilities of other alumni. Nomination guidelines are specified in Appendix B, Item V.

    3.1.3 An accurate list of alumni and friends shall be maintained by the Office of Alumni Relations.

    3.2 Voting

    3.2.1 Each member of the Association shall be entitled to one vote on any matter which may be submitted to a vote of the Association by the Board.
     

    ARTICLE IV. ALUMNI ADVISORY BOARD


    4.1 Purpose. The purpose of the Alumni Advisory Board (AAB) shall be to encourage lifelong commitment and involvement among alumni and friends in volunteer activities that support the mission of the University. At a minimum, the Board should:

    4.1.1 Encourage friendships among alumni and to the University through professional, social, service, religious, and educational opportunities;

    4.1.2 Facilitate communication between alumni and the University Administration, Board of Trustees, Faculty, and Students;

    4.1.3 Assist in the planning and implementation of activities relating to class reunions, homecoming, and other University and alumni activities;

    4.1.4 Recognize and reward the achievements of alumni;

    4.1.5 Communicate with alumni about university programs, activities, and issues;

    4.1.6 Assist in fund-raising activities; and

    4.1.7 Recruit students.

    4.2 Powers, Duties, and Responsibilities

    4.2.1 The Board shall serve in an advisory capacity to the Office of Alumni Relations and the university administration concerning programs, activities, and other matters of interest to alumni.

    4.2.2 The Board shall assist the Office of Alumni Relations in planning and conducting alumni events and activities and in promoting the other purposes of the Association.

    4.2.3 The Board may adopt or amend the bylaws of the association consistent with ARTICLE VIII of these Bylaws.

    4.2.4 Specific Board member responsibilities are detailed in Appendix A, Alumni Advisory Board Role Description, and incorporated by reference herein.

    4.3 Membership

    4.3.1 The Board shall consist of no fewer than 12 and no more than 30 at large alumni, including the four officers of the Board.

    4.3.2 The Board shall be comprised of persons who evidence an appreciation of, and financial plus other support for, the University and purposes of the Association, and who are representative of the alumni, with consideration given to a variety of factors including age, gender, ethnic diversity, geographical location, vocation, and colleges or schools of the University in which they were enrolled as students.

    4.3.3 Ex-officio members of the Board, who serve without right to vote or hold offices, shall include the President of the University, the Vice President for University Advancement, the Director of Alumni Relations, the President of Student Government, the President of the University Student Alumni Club, the Liaison from the Capital University Law School, and such others, as may be designated by a majority vote of the Board. When unable to attend Board meetings, ex-officio members are permitted and encouraged to send designees in their absence.

    4.4 Meetings

    4.4.1 The Board shall meet at least twice each year, normally in the Fall and in the Spring, at times and locations set by the Executive Committee in consultation with the Office of Alumni Relations.

    4.4.2 Special meetings of the Board may be called by the President provided that written notice of at least ten days is given.

    4.4.3 Orientation of new Board members and Board retreats or other special activities may be conducted by the Board in consultation with the Office of Alumni Relations.

    4.4.4 A majority of members of the Board, present in person or by electronic or telephonic medium, shall constitute a quorum for purposes of conducting business. Board members attending a meeting in an electronic or telephonic medium shall be capable of being heard by all members present, and shall be able to hear all members present.

    4.5 Terms

    4.5.1 Members of the Board shall serve three (3) year terms, and shall not serve more than two (2) full consecutive terms except as specified in Section 5.6.

    4.5.2 Terms shall commence on July 1.

    4.5.3 The position of a Board member shall become vacant upon death, resignation, or incapacity to serve. Members who fail to attend two (2) consecutive regular meetings of the Board shall be considered for removal from membership of the Board by the remaining members of the Board with an affirmative vote of a majority thereof. If the Board determines that the absences of said member were reasonable, the absences shall be deemed waived. Any member may be removed at any time with or without cause by a two-thirds (2/3) vote of the members of the Board present at a meeting.

    4.5.4 A person shall be eligible for re-appointment or re-election as a Board member after the expiration of one year following the end of such person’s second consecutive full term. Re-appointed or re-elected members are subject to the same term limits as regular members, as detailed in Section 4.5.1.

    4.6 Nomination and Election

    4.6.1 Board members shall be elected by members of the Association voting in the election.

    4.6.2 Board members shall be elected by a mail ballot sent to all members of the association. The ballot will consist of a slate of candidates selected by the Nominating and Governance Committee. The ballot will not slate one candidate against another candidate. The members of the Association may vote for no more candidates than the number of positions to be filled by the election, which number shall be predetermined by the Nominating and Governance Committee. The candidates, equal in number to the positions to be filled by the election, who receive the highest number of votes, shall be elected to the Board. Elections shall be completed by May 1 of each year, and terms of new Board members shall begin July 1 of that year.

    4.6.3 An unfilled position on the Board may be filled by appointment by the Executive Committee.
     

    ARTICLE V. OFFICERS AND EXECUTIVE COMMITTEE


    5.1 President – shall exercise the following powers and duties:

    5.1.1 Serve as chair of the Board and Executive Committee;

    5.1.2 Call special meetings of the Board;

    5.1.3 Serve as an ex-officio and advisory member of all standing and ad hoc committees;

    5.1.4 Attend (or send a designee) to the full University Board of Trustees meetings as an invited participant with voice but without vote or privilege of proposing motions; and

    5.1.5 Represent the alumni in the search process for the Director of Alumni Relations and the President of the University.

    5.1.6 The President’s term shall be for two years.

    5.1.7 The President shall succeed to the position of the Immediate Past President for a term of two years upon conclusion of the President’s term.

    5.1.8 In the temporary absence of the President and President-Elect, the Board shall elect a president pro tempore to preside at that meeting only.

    5.2 President-Elect – shall exercise the following powers and duties:

    5.2.1 Preside at meetings of the Board and the Executive Committee in the absence of the President;

    5.2.2 Serve as Chair of the Nominating and Governance Committee;

    5.2.3 Serve as an ex-officio and advisory member of all standing and ad hoc committees with the exception of the Nominating and Governance Committee; and

    5.2.4 Perform such other duties as assigned by the President or the Board.

    5.2.5 The President-Elect shall be an active member of the Board when elected.

    5.2.6 The President-Elect shall succeed to the Presidency for the unexpired term upon the death, resignation, or incapacity of the President.

    5.2.7 The term shall be for two years, at which time the President-Elect will succeed to the Presidency for a two-year term.

    5.3 Secretary – shall exercise the following powers and duties:

    5.3.1 Be responsible for preparing and keeping minutes of the Board and of the Executive Committee; and

    5.3.2 Fulfill such other duties as may be assigned.

    5.3.3 The Secretary’s term shall be for two years.

    5.3.4 The Secretary shall be an active member of the Board when elected.

    5.3.5 In the Secretary’s absence, the Immediate Past President, shall take the minutes; in the absence of the Secretary and Immediate Past President, the President shall appoint a secretary pro tempore.

    5.4 Immediate Past President – shall exercise the following powers and duties:

    5.4.1 Assist the President in understanding the office and responsibilities;

    5.4.2 Serve as an advisor to the President;

    5.4.3 Serve on the Alumni Involvement Committee when the committee meets to propose a slate of Alumni Award recipients; and

    5.4.4 Fulfill such other duties as may be assigned.

    5.4.5 The Immediate Past President’s term shall be for two years.

    5.5 Executive Committee

    5.5.1 There shall be an Executive Committee comprised of the AAB President, the President-Elect, the Immediate Past President, the Secretary, and two representatives from the Board appointed for two year terms by the President with the approval of the Executive Committee. The Director of Alumni Relations is an ex-officio member of the Executive Committee.

    5.5.2 The Executive Committee shall convene prior to each Board meeting and at other times as called by the President. A majority of members of the Committee present in person, or by electronic or telephonic medium, shall constitute a quorum for the purpose of conducting business. The committee shall act on behalf of the Board on matters delegated to it by the Board; bring matters to the attention of the Board; and take such action as may be necessary and appropriate between meetings of the Board, reporting such action promptly to the Board.

    5.6 Elections

    The officers of the AAB shall be elected by the Board members. Elections will be held in odd-numbered years at the Spring meeting and will be effective July 1 of that same year. Any years left to be served as Board members will be served concurrently with their elected office. The President, President-Elect, Secretary, and Immediate Past President may exceed the two full consecutive term lengths on the Board as specified in Section 4.5.1 in order to complete their full terms as an officer.
     

    ARTICLE VI. COMMITTEES


    6.1 Board Committees and Chairs

    6.1.1 In addition to the Executive Committee, there shall be five standing committees: Alumni Athletics, Alumni Involvement, Alumni Outreach, Nominating and governance, and Student and Young Alumni.

    6.1.2 The President and President-Elect shall be ex officio and advisory members of each standing and ad hoc committee except as specified in Section 5.2.3 and Section 6.2.1.

    6.1.3 Each Board member will be assigned by the President with the approval of the Executive Committee to serve on at least one standing committee.

    6.1.4 Chairs of standing committees must be active Board members and shall be appointed by the Executive Committee prior to the Fall meeting and normally will serve two-year terms, shorter if their concurrent Board term ends. The chair of the Nominating and Governance Committee shall be the President-Elect, as stipulated in Section 5.2.2. Committee chairs are responsible for presiding at committee meetings, implementing the purpose and goals of the committee, and maintaining close communication with committee members, the Board President, and University staff liaisons, if applicable. If the chair is absent from a committee meeting, he/she shall appoint a chair pro tempore to preside at that meeting only.

    6.1.5 The number of members on each committee shall include no fewer than three Board members.

    6.1.6 Committees shall meet at the direction of the committee chair or AAB President.

    6.1.7 Committee membership also may include non-board members.

    6.1.8 Committees established by these Bylaws shall exercise the powers and duties authorized herein, and such other powers and duties as authorized by the Board.

    6.1.9 Ad hoc committees may be appointed by the Executive Committee with the Board’s approval.

    6.1.10 Additional standing committees, which shall have Board representation, may be established by the Board.

    6.2 Board Committees and Chairs

    6.2.1 The Alumni Athletics Committee shall work to promote and support the University through coordinated efforts among the University Athletic Department, the Office of Alumni Relations, the Student Athlete Advisory Council, the AAB, the Varsity C Club, and University Advancement.

    6.2.2 The Committee shall work to become more visible and inviting to prospective new members with positive appearances and activities at University athletic events and other venues.

    6.3 Alumni Involvement Committee

    6.3.1 The Alumni Involvement Committee shall work to find ways to integrate alumni into University activities.

    6.3.2 The Committee shall encourage mentoring opportunities, professional networking, and professional development for alumni and students.

    6.3.3 The Committee shall administer the Alumni Awards Program. When meeting for award nomination purposes, it shall be facilitated by the Director of Alumni Relations.

    6.4 The Alumni Outreach Committee

    6.4.1 The Alumni Outreach Committee shall work to create groups of engaged individuals to support and raise the visibility of Capital University among alumni both inside and outside Ohio.

    6.5 Nominating and Governance Committee

    6.5.1 The Nominating and Governance Committee shall be chaired by the President-Elect. When meeting for nominating purposes, the Committee shall be facilitated by the Director of Alumni Relations.

    6.5.2 The Committee shall review and nominate candidates for each position to be elected on the Board and shall assist with the recruiting of Board officer positions.

    6.5.3 The Committee shall consider the factors noted in Section 4.3.2 of the Bylaws in identifying qualified candidates.

    6.5.4 The Committee shall review the Bylaws of the AAB every three years, more often if necessary, and recommend proposed changes to the Board as required.

    6.5.5 The Committee shall assist the Executive Committee and Director of Alumni Relations in creating groups, temporary or permanent, which will support the Alumni Association in achieving its vision and mission.

    6.6 The Student and Young Alumni Committee
    6.6.1 The Student and Young Alumni Committee shall work to build an alumni culture among current students, while encouraging participation among younger alumni.

    6.6.2 The Committee shall serve as a liaison between the AAB and the Capital University Student Alumni Club.

    6.6.3 The Committee shall review applications for the AAB Scholarship Program and recommend scholarship recipients to the Board.
     

    ARTICLE VII. AWARDS


    7.1 The AAB shall confer all or some of the following awards to alumni annually in recognition of accomplishments in their profession, service to the University, service to their community, and/or contribution to humanity:

    a) Alumni Achievement Award

    b) Alumni Distinguished Service Award

    c) Young Alumnus Award

    d) Honorary Alumnus Award

    7.2 Guidelines for each award are provided in Appendix B. The awards program shall be administered by the Alumni Involvement Committee in consultation ith the Board President and Director of Alumni Relations. Additional committee members may be added at the discretion of the President when the committee meets for alumni awards considerations.

    7.3 Additional alumni-related awards or citations, with Board approval, may be added from time to time.
     

    ARTICLE VIII. AMENDMENTS


    These Bylaws may be amended at any regular meeting of the AAB by a two-thirds (2/3) vote of members present. Members will be made aware in written or electronic form of any proposed bylaw changes at least ten days in advance of an AAB meeting. Any such changes shall be effective immediately upon the approval thereof by the Board, unless otherwise specified in the motion requesting approval.

     

    APPENDIX A


    Alumni Advisory Board Role Description
     


    General Description: Members of the AAB shall assist the Director of Alumni Relations in a volunteer capacity on a variety of subjects and matters related to the improvement and execution of programs designed to build alumni affinity toward Capital University. Board members shall exercise creativity, generate ideas, and evaluate processes that will improve the University’s ability to involve alumni in fulfillment of the Alumni Association and Capital’s mission. Members will provide volunteer assistance when needed and as appropriate in the implementation of various programs where such volunteer assistance is required and shall employ their individual resources in time, talent, and gifts in support of the University.

    Specific Responsibilities 

    • Commit to fulfill the purpose and responsibilities of the Alumni Advisory Board and to the mission of Capital University;
    • Support the efforts of the Director of Alumni Relations;
    • Attend all regular AAB meetings during the term of office. If unable to attend a meeting, the reason shall be submitted, preferably in advance, by electronic or telephonic means to the Director of Alumni Relations;
    • Serve at least one term of office as defined by the AAB;
    • Contribute annually to the University and the Alumni Advisory Board Scholarship Fund;
    • Serve actively on at least one standing committee and any other committee/task force/working group as requested and as able;
    • Provide constructive feedback on existing programs for the purpose of enhancement;
    • Brainstorm new ideas for improving alumni involvement in the mission of the Association;
    • Assist in the planning, implementation, and evaluation of select alumni programs and provide perspectives from the alumni viewpoint;
    • Assist in contacting and organizing other volunteers in support of specific initiatives; and
    • Assist in recommending future AAB members and annual Alumni Award recipients.


     

    APPENDIX 

     

    Alumni Awards Program Guidelines 


    The Capital University Alumni Advisory Board has the right and authority to recognize and present alumni-oriented awards which will recognize distinguished accomplishments of its alumni and commend their dedication and service to the University and to the community.

    The following guidelines govern the selection of the recipients of the Alumni Achievement Award, the Alumni Distinguished Service Award, the Young Alumnus Award, and the Honorary Alumnus Award.

    These Guidelines are presented in six sections:

    • General guidelines pertaining to all awards: Section I
    • Specific guidelines pertaining to each of the four awards identified above: Sections II – V
    • Award nomination form example: Section VI


    I. General guidelines pertaining to all awards: 

    • The committee responsible for identifying, nominating, researching, and selecting honorees for the Alumni Awards shall be the Alumni Involvement Committee.
    • The selection committee shall consist of the Alumni Involvement Committee members, the AAB President, the Immediate Past President, the Director of Alumni Relations, and as an ex officio member, the Vice President for University Relations.

      The Committee shall:
      • Review all nominees in light of the consideration/criteria set forth herein for each award;
      • Request more information about nominees, if desired:
      • Select, at its discretion, the individuals who are to receive the awards and recommend these selections to the AAB for approval; and
      • Re-consider those individuals who were previously nominated but not selected.
      • Normally meet in November to make award selections.
      • Ensure, prior to the November meeting, that at least two communications are sent informing Alumni of the awards and request them to submit nominations before the end of October.
       
    • One man and one woman may be nominated for each award each year. The awards need not be given annually if deserving nominees are not identified.
    • Qualifications for the awards, except for the Honorary Alumnus Award, shall include attendance at Capital University for at least one academic year (approximately 30 credit hours) but shall not require a graduate.
    • The form of the award shall be determined by the Committee. When appropriate, the award should be accompanied with a brass plate that indicates the name and date of the award.
    • The awards shall not be related to financial contributions.
    • Members of the University Board of Trustees and members of the Alumni Advisory Board are not eligible for the award during their terms of service on their respective Boards.
    • A certificate shall be presented to each recipient and a plate, provided by the Office of Alumni Relations, shall be added to the permanent plaque in Yochum Hall.
    • The Office of Alumni Relations may contribute to defray traveling expenses of the award recipients each year.
    • The awards shall be presented annually at the Alumni Awards Luncheon during Spring Alumni Weekend.
    • The Committee will normally meet in November to make award selections. Prior to the November meeting, at least two communications providing notices informing Alumni of the awards and requesting them to submit nominations before the end of October shall be done.


    II. Guidelines pertaining to the Alumni Achievement Award

    The award shall be given for:

    • Selfless service to the University, or
    • Notable activities and accomplishments in his/her profession, or
    • Notable ongoing activities and accomplishment to the Church or society.
    • Nominees must be out of college for a minimum of 15 years.


    III. Guidelines pertaining to the Alumni Distinguished Service Award

    The award shall be given for:

    • Recognition of the life, work, and character of the University’s most outstanding alumni for exemplary service to the University, or society, or the Church.
    • Remarkable professional achievement or profound service to humankind or both.
    • Professional achievement means that the person has achieved and sustained a significant wide-spread reputation and recognition among colleagues for accomplishments and service to the particular profession.
    • Service to humanity indicates that the person’s efforts over a significant period of time directly and profoundly improved the quality of life for others.

       
    • One deceased alumnus may be selected each year.

    IV. Young Alumnus Award

    The award shall be given for:

    • Identifiable career and community accomplishments, or
    • Excellence in his/her specific professional field or endeavor, or
    • Exceptional contributions in volunteerism or service to the University, the Church, or society.

       
    • Nominees must have been out of college 15 years or fewer.


    V. Honorary Alumnus Award 

    • The award shall be presented to a person who has expressed outstanding loyalty and concern for the University but is not an alumnus.
    • The number of awards given each year normally shall be two, but more may be awarded at the discretion of the Committee. The award need not be given on an annual basis if deserving nominees are not identified.
    • The award shall be a certificate presented to the recipient