How to Build and Maintain Good Alumni Relations

Identify who your alumni are. Know their mailing addresses, email addresses, phone numbers, and as much other information as you can gather about them. Most chapters have 30 to 40 percent of their alumni records lost as well as 75 percent or more of their alumni with limited information.

Inform alumni of the actions of not only the chapter but fellow alumni as well. Since alumni can lose touch with their friends and the chapter quickly, a constant flow of information is important.

Keep them Interested. Offer alumni information about others, and the issues they are concerned with. This information depends greatly on the amount of loyalty and dedication that was developed during the undergraduate years, but need not be limited by that.

Involve alumni in planning, decision-making and activities. The opportunity to affect the future of the chapter and the pleasure of sharing in present activities are the keys to alumni involvement. All alumni programming should seek to get alumni participating in all aspects chapter life.

Be Invested. In terms of involvement, the pinnacle is having alumni actually invest their money in the alumni program. This can be as simple as paying for attendance to a function, participating in the annual fund, or donating to the House Corporation and the Educational Foundation for their programs.

Elements of an Effective Alumni Program

Brotherhood Development is the foundation of any alumni program. Without loyalty and dedication, there is little to work with. A member education program builds a pledge into a committed and involved active and prepares a graduating senior to be a lifelong friend of the chapter. The more they know about the chapter, the more loyal they will be.

Records Management is how we stay in touch with all alumni and potential donors. Centralizing and maintaining all information about alumni, parents and undergraduates is the framework from which all other efforts grow. We start by merging information from National HQ’s, University Alumni Association, and various alumni and chapter sources into a single database. Using the Internet and continuing to ask alumni for information about each other will enable us to keep it up to date (always share your findings with the National and University).

Communication is how we maintain these relationships. In order to inform alumni and keep them interested, we produce alumni newsletters, alumni directories, event invitations, broadcast emails and a Web site.

Events are a must. Two alumni functions annually are the norm, with a greater focus on the fall event. Chapters who host more than two events annually will reap the benefits of keeping alumni together. Events could include Homecoming events, Founders’ Day, a golf tournament, monthly or quarterly Luncheons, Career Day, softball or a barbeque. Also, inviting alumni to chapter meetings, initiation and rush is very important.

Recognition is another key to successful relations. Alumni who have distinguished themselves in their communities, careers, or by service to their fraternities deserve recognition from their brothers. We traditionally hold an annual Hall of Fame banquet to honors alumni and undergraduates who have distinguished themselves. Also, just simple written thanks to alumni for attendance at an event, a rush rec, or a contribution will go a long way.

Annual Fund – In order to give alumni the chance to contribute and feel involved, and to pay for programs just discussed, it makes sense to ask for an annual contribution.