Alumni

Fed Uni Alumni Procedure

Policy Code: CE1959

Purpose

This procedure provides a framework for Federation University Australia’s Alumni operations, celebrate the accomplishments of its graduates and the contribution they have given to their chosen industry/profession and beyond by:

  • Providing benefits to individual alumni by fostering their continued involvement in FedUni and the alumni community
  • Promoting the formation and activity of alumni chapters and networks
  • Formally recognising and acknowledging prominent alumni both domestically and internationally for their achievements within their chosen field of study and beyond
  • Offering alumni members a range of discounts and privileges

Scope

This procedure is applicable to all students (past and present), graduates, staff members (past and present), Council members (past and present), Honorary Doctorates and friends of Federation University Australia or an antecedent institution.

Legislative Context

  • Federation University Act 2010

Definitions

A complete list of definitions relevant to this procedure is contained within the FedUni Alumni Policy.

Actions

1. Confidentiality and Privacy

All personal information collected for the purpose of Alumni membership or awards will be treated as confidential – refer Information Privacy Policy.

2. Membership

  ACTIVITY RESPONSIBILITY STEPS
A. Becoming an Alumni Alumni/Foundation Officer
  1. While membership is automatic for all FedUni graduates, it is essential that contact details are kept up to date using the University’s approved online system
  2. All other prospective members are required to complete their membership details form via the University’s website which will generate an email to the Alumni Office
  3. On receipt of the email, the Alumni Office will create the member account in the University’s online system and notify the new member by email
  4. The University’s Service Desk will email the new member their password details which can be changed via the FedUni Alumni website

3. Discounts and privileges

  ACTIVITY RESPONSIBILITY STEPS
A. Accessing discounts and privileges Alumni/Foundation Officer
  1. In the initial email from the Alumni Office, members are advised to print their Alumni Evidence Certificate, via the FedUni Alumni website
  2. Production of the Alumni Evidence Certificate entitles members to receive 20% off selected FedUni merchansie through the Fed Uni Store including Alumni hoodies
  3. Members are entitled to take advantage of a range of other discounts and privileges at participating outlets, listed on the FedUni Alumni website
  4. FedUni Alumni Library membership allows current FedUni Alumni members borrowing rights and access to selected electronic resources – applications can be made via the FedUni Alumni website

4. Chapters and Networks

The establishment of Chapters and Networks supports fellow alumni to build stronger links from related fields of study, work and/or geographical locations – to socialise, share ideas and organise events.

5. Alumni Chapters

Alumni Chapters foster continuing lifelong links between the Federation University Australia and its alumni and between alumni themselves. Chapters serve to unite alumni in an organisation which is mutually beneficial to both the individuals and the University. Most Chapters are unincorporated associations and must stay active to maintain FedUni Alumni Chapter status.

  ACTIVITY RESPONSIBILITY STEPS
A. Forming a new chapter based on geographical location, professional discipline or special interest Interested member/s of Alumni community
  1. Contact the University’s Alumni Office to discuss the proposal
  2. Obtain in principle support
  3. Define the target membership/participant group including consultation with any third party providers, if applicable
  4. Ensure there is sufficient interest and support to proceed
B. Establishing a Steering Committee Chapter members
  1. Call for expressions of interest from the participant group
  2. A minimum of 10 volunteers are required to serve as Chapter officers and/or Chapter Steering Committee members
  3. Positions on the committee may include:
    • President
    • Vice-President
    • Secretary
    • Treasurer
  4. Volunteers will need to be responsible for:
    • Managing Chapter finances and administration
    • Maintaining regular communication with the University
    • Chapter communications and functions; and
    • Recruitment of new members
C. Determining the structure and governance Chapter members
  1. Consider the mission and how the Chapter will best serve the University and the particular constituencies
  2. Consider legal requirements for the association’s establishment and registration with appropriate local authorities
  3. Develop either a constitution for the Chapter or a legal contract between the University and the Chapter (most chapters are unincorporated associations)
    • Chapters are required to sign a contract with FedUni which establishes the terms and conditions under which the Chapter will be established and conduct its activities
    • If Chapters incorporate or become a separate legal entity, the proposed constitution, articles of Chapter or other founding documents will be created accordingly
    • Approval must be obtained from the University’s Legal Officer
D. Ongoing management Alumni/Foundation Officer
  1. Determine what funding will be required to support initial chapter formation
    • While Chapters are expected to be self-funding, initial support may be provided by FedUni
  2. Determine how the Chapter will be managed financially, considering:
    • Membership fees
    • Fundraising
    • Self-supporting events
    • Corporate and/or individual sponsorships
  3. Consider what expenses will be incurred during the first year of operation
  4. Prepare an annual budget
  5. The Steering Committee and its members are responsible for determining the agenda and future direction of the Chapter
  6. Relevant schools and partner institutions are expected to assist Chapter initiatives either financially or in-kind
E. Organising events and activities Chapter members

Design a communications program and events schedule

  • Consider communication strategies
  • What events will support the Chapter’s mission
F. Maintaining an active Alumni Chapter Chapter members

To be considered active, the Chapter must:

  • Conduct at least four business meetings per year and submit all meeting minutes to the Alumni Office
  • Hold at least two general alumni functions of educational or social nature annually
  • Conduct regular elections for new leadership
G. Sourcing Central Alumni  Office Support Chapter members
  1. Contact the University’s Alumni Office if seeking advice, counsel and/or resources to support the Chapter to fulfil its defined role and purpose and achieve its prescribed objectives
  2. Support could include, but is not limited to:
    • Initial assistance with printing and postage costs
    • Advice and assistance with the coordination and management of Chapter events and communications
    • Advertising of functions and activities on the FedUni Alumni website and in newsletters
    • Access to alumni data and contact details in accordance with the University’s Information Privacy Policy
    • Federation University Australia’s promotional material and merchandise at discounted cost
    • Assistance with securing VIP visitors, speakers and visiting academics from the University for events
H. Closing a Chapter  
  1. If it becomes necessary to close a Chapter, advice should be sought from the Legal Office in relation to the Legal Agreement between the two parties
  2. An initial notice will then be issued to the Chapter’s Steering Committee in relation to the proposed process for closing the Chapter

6. Alumni Networks

  ACTIVITY RESPONSIBILITY STEPS
A. Forming a new Network Interested member/s of Alumni community
  1. Contact the University’s Alumni Office to discuss purpose and membership
  2. Ensure there is sufficient interest/support to proceed
  3. Obtain advice from Legal Office
  4. Form a volunteer committee for the purpose
  5. Organisers may be required to sign a release agreement for the purpose of obtaining proposed member contact details
  6. Promote the function/event through the FedUni Alumni website
B. Sourcing Central Alumni  Office Support Network members
  1. Contact the University’s Alumni Office if seeking advice, counsel and/or resources to support the Network function/event
  2. Support could include, but is not limited to:
    • Access to alumni data and contact details in accordance with the University’s Information Privacy Policy
    • Initial assistance with printing and postage costs
    • Advice and assistance with the coordination and management of Network event
    • Advertising of function/event on the FedUni Alumni website and in newsletters
    • Federation University Australia’s promotional material and merchandise at discounted cost
    • Assistance with securing VIP visitors, speakers and visiting academics from the University for the function/event

7. Alumni Awards

While the number of awards bestowed may vary from year to year, generally these awards will be available:

  • Alumni of the Year (for alumni 30 years of age and over)
  • Young Alumni of the Year (for alumni under 30 years of age)
  • International Alumni of the Year (for international alumni living and working in a country other than Australia for more than three years since graduation)
  • Distinguished Alumni Award (This preeminent award recognises the recipient's exceptional contribution to a chosen field of endeavour and their pursuit of excellence in everything they do)

Categories of recognition/acknowledgement must be in at least one of the following:

  • Outstanding professional achievement
  • Outstanding academic or research achievement
  • Outstanding service to Federation University Australia or its predecessor institutions
  • Outstanding service to the community
  ACTIVITY RESPONSIBILITY STEPS
A. Nominating for an Alumni Award Prospective nominator/nominee
  1. Previous recipients of a Federation University Australia Alumni Award are not eligible to apply
  2. Self-nominations will not be accepted
  3. Nominations for awards may be submitted by other Federation University Australia alumni, Federation University Australia or partner institute staff, employers, or work colleagues, members of the community, family members or friends using the Alumni Awards Nomination Form via the FedUni Alumni website
  4. Check eligibility requirements for each of the awards
  5. Complete the form in full, including signature and supporting documentation
  6. Submit the completed form and attachments by the closing date shown on the form
B.

Coordinating/

administration of nominations

Alumni/Foundation Officer
  1. Nominations received are catalogued, processed and distributed to members of the Selection Panel
  2. Nominations that do not provide the required nomination form and supporting evidence by the due date to the Alumni Office at its correct address will be ineligible
  3. Ineligible nominees will be contacted with explanation provided by the Alumni/Foundation Officer
C. Selection Alumni Awards Selection Panel
  1. The selection process will be reviewed annually
  2. The role of the Selection Panel is to assess nominations and to make recommendations
  3. Following the selection process, a Briefing will be prepared by the Alumni/Foundation Officer and submitted to the Deputy Vice-Chancellor, Engagement
  4. Final endorsement of the selected awardees will be required from the Deputy Vice-Chancellor, Engagement
D. Notification Alumni/Foundation Officer
  1. Once approved, the successful awardees will be contacted and notified of the outcome of the selection process
  2. The formal letter of congratulations will include:
    • Media release form
    • Confirmation date of the Awards Ceremony
  3. If the successful nominee declines the award, the Selection Panel can elect to nominate a replacement candidate to the Deputy Vice-Chancellor, Engagement for final endorsement
E. Presentation Alumni//Foundation Officer
  1. All award recipients will be presented with their awards at an awards ceremony
  2. Award recipients are also recognised on the Distinguished Alumni wall within Founders Theatre

8. Quality Assurance

  ACTIVITY RESPONSIBILITY STEPS
A. Compliance, monitoring and reviewing of award processes Alumni/Foundation Officer
  1. The nomination and award processes will be monitored annually
  2. Every three years, an internal audit process will be undertaken to review the award nomination and selection process
  3. Any identified changes will be implemented to provide assurance that all processes remain current and appropriate

Supporting Documents

  • FedUni Alumni Policy (in draft)

Responsibility

  • Director, Marketing, Advancement and Community Engagement is responsible for monitoring the implementation, outcomes and scheduled review of this procedure.
  • Alumni/Foundation Officer is responsible for maintaining the content of this policy as delegated by the Director, Marketing, Advancement and Community Engagement.
  • Alumni/Foundation Officer is responsible for the administration support for the maintenance of this policy as directed by the Director, Marketing, Advancement and Community Engagement.

Promulgation

The FedUni Alumni Procedure will be communicated throughout the University community in the form of:

  • An Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved Procedure
  • Student Senate
  • Student Graduation Ceremonies

Implementation

The FedUni Alumni Procedure will be implemented throughout the University via:

  • An Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved Procedure

Forms/Record Keeping

Title Location Responsible Officer Minimum Retention Period
Alumni member details Online Student Management System Alumni/Foundation Officer Retain for six months after last action
Requests for changes to alumni details Alumni Office Alumni/Foundation Officer Retain for six months after last action
Chapter establishment documentation ECM Alumni/Foundation Officer Retain for five years after chapter ceases to exist
Constitutions ECM Legal Office Retain for five years after chapter ceases to exist
Minutes of meetings Alumni/Foundation Office Alumni/Foundation Officer Destroy two years after date of meeting

Events and activities

Major significance

Minor

Alumni/Foundation Office Alumni/Foundation Officer

permanent

Destroy two years after last action

Contracts

  • Non incorporated
  • Incorporated
ECM Legal Office

Destroy Seven years after the non-incorporated contract has expired

Destroy Fifteen years after the incorporated contract has expired

Award nomination documentation including selection documentation

  • Successful
  • Unsuccessful
ECM Alumni/Foundation Officer

Destroy Seven years after delivery of award

Destroy Twelve months from date of decision

Awardee Register ECM Alumni/Foundation Officer Permanent