Alumni Office Essentials- Schools

Alumni Office Essentials
Alumni Relations Conference- India
Ms. Astha Govil, FuturEd
Ms. Bishas Nakai, FuturEd

Current Scenario
of Alumni Relations in India
Alumni Associations
running independently
No/limited HR & Budget
at the institutional office
Institutions look at
alumni for fundraising
only

SCHOOL
A Regular communication with
the alumni.
Has the latest updated data
about the alumni.
The alumni body has a well
defined purpose, role and
operation.
The alumni is engaged with the
school activities.
Benefitting from the Alumni’s
professional network.
Alumni connecting among
themselves.
Alumni contributing back to
the school. ALUMNI

1.What is the organizational structure of
your Alumni Office or Alumni Association?
2.What are the top 3 focus areas for your
office/association?
3.What are the 3 major challenges that the
Alumni office has been facing?
4.What are your measures of success for
the Alumni Office?

Alumni Development – The
Lifecycle

Alumni Office – The Essentials
Institutional
Office
Vision,
Mission &
Principles
HR
(Student &
Faculty)
Budget
Data
Calendar of
activities

Institutional Office
Vision/Mission
HR (Student & Faculty
Team)
Calendar of activities
Budget
Alumni Affairs Foundation

Vision Mission and Principles
What does your Alumni Office envision to
achieve?
What are the guiding principles of the Alumni
office?

Examples of Vision Statements
Brown University
To encourage alumni to participate actively in the Brown
community, to attend events, to volunteer, to create new ways
for alumni to stay connected to Brown, and to contribute to the
greatness of our University.
Pinegrove School Alumni Office Vision
“To connect and engage the Alumni with the School and to
encourage them to maintain a high sense of belonging for
each other and their Alma Mater.”
Vivek High School Alumni Office Vision
“ To create a dynamic alumni community, driven by the school’s
philosophy of Knowledge and Integrity, directed towards
supporting the social and intellectual needs of all present and
future alumni of Vivek High School”

Budget
Areas of investment
• Setting up of an office at the institution
• HR Expenses
• Events
• Hospitality of visiting Alumni/HR/Student Team
• Investment in Social Media
•Sustainable revenue stream for the office
•Long term ROI

HR for Alumni Office
Part Time Full Time
Student
Volunteers
An ideal model of employing HR for the alumni office (with
limited resources) includes forming a faculty team to
support various projects of the office along with a student
team for running daily operations.
This Programs can be thought of as an Experiential
learning program for the students.

Student Team for Alumni Relations
(STAR)
•Work in the Alumni Office on a
daily basis
•Manage the official Alumni
Database
•Manage official communication
channels with Alumni
•Plan, organize and execute various
Alumni Engagement programs
•Learn various technical and soft
skills
•Have an experiential learning
experience by working in a real
time office

It’s not important who you know, it’s about what you know about who you
Importance of Alumni data
Data
know!
Alumni data is the core of any alumni office
Basis to
reach out
Means to
engagement
Data
analytics
Value
creation
Data

Type of data that you should track:
Contact
Information
Professional
Information
College
Information
Data

Set up
monthly/quart
erly meetings
with faculty
for data
utilization
Study trends
of alumni
giving back
through data
Mentorship
boost –
Identify
alumni across
industries
Bring alumni
of common
interests
together
Data
Utilizing Your Data

Communication

Communication to/with alumni
How
When
What

What to Communicate?
About Alma mater About Alumni About Alumni Office
School
achievements/rankings
Achievements of fellow
alumni
Vision & Mission,
Logo
School events Chapter events Alumni Events
Student laurels Alumni stories Alumni Engagement
Programs
School results Giving Back
Faculty News All other alumni initiatives

How To Communicate?
Website
Social
media
Emails
Magazine Newsletter

Why Social Media
Greater
outreach than
print medium
Scope of
innovation
Helps in building
Alumni sentiment
in a short span of
time
Opportunity to
showcase work
Minimal costs to
communicate

Digital Media Channels
Facebook
•Official Alumni
Page
•Updates
regarding
School
achievements
•Batch
photographs
• School
updates
• Data
Campaigns
• Engagement
Campaigns
Website
• Official alumni
website
•Official mail
account
•Album of
yesteryears on
website
•Alumni
Newsletter
•Batch
Directory
LinkedIn
• Professional
networking &
connect
•Official group
of School
•Assistance in
career
services &
industry
interaction
with current
students

Calendar of Activities
The Essentials
• Data Gathering Project
• Reach out to Alumni Regularly – Alumni Newsletter
• Alumni Events (Focused at all Stakeholders).
• Alumni Engagement Programs : Alumni Talks,
Alumni Mentorship Programs, Apprenticeship
Programs
• Growth & development of the alma mater
through fundraising campaigns & events

Key Principles
- It is not a short term activity. Alumni should not perceive it an
outcome of over-enthusiasm or anxiety. There needs to be a plan.
- Be Patient, results will take time
- Alumni Association should be involved and meetings should be
planned to clarify the roles and intentions of the school office
- Recruiting/Managing Volunteers (Motivated Alumni) is the key.
- Decentralize activity through volunteers, chapters – will only
happen if the school is taking the lead and showing the direction
- It’s a lot about content, stories, nostalgia and IMPLEMENTATION

Thank you

Alumni Office Essentials- Schools

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