The document discusses setting up and running an effective alumni office, including establishing a vision and mission, collecting and maintaining alumni data, communicating regularly with alumni through various digital channels and events, and engaging alumni in ways that benefit both the alumni and their alma mater such as mentorship programs, networking opportunities, and fundraising initiatives. It also provides examples of alumni office budgets, staffing models, and sample activities and metrics to focus on in the first year of launching a new alumni office.

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Alumni Office – Getting Started
Mr. Deepit Gupta – FuturEd
Ms. Navneet Kaur – The British School

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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

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

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InstitutionalOffice
Vision/Mission
HR(Student&Faculty
Team)
Calendarofactivities
Budget
Alumni Affairs Foundation

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

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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”
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”
Examples of Vision Statements

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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

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HR for Alumni Office
Another 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 Program can be thought of as an Experiential
learning program for the students.
Full Time
Person
Student
Team+

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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

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

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Communication to/with alumni
How
When
What

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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
What to Communicate?

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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

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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
• Eventually, Growth & development of the alma mater
through fundraising campaigns & events
Calendar of Activities

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One new thing
Every two weeks
For the first three
months
1
2
3

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Focus group sessions
Strategy
Active
alumni
Graduating
class
Parents

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Data

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Sync Outlook with CRM system
Source: Institute of Education, University of London

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Tie in with school events
• Sports day
• Science fair
• Open days
• School’s milestones
• Virtual events

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#ThrowBackThursday
Source: Princeton University and Cornell University

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Integrate social media to your website
Source: Queen Mary University of London

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Source: The British School

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Benefits pack
• Discounts on products
and services
• Use of school resources
• Special consideration
for re-admission/
children’s admission

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Young alumni giving

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Group activity
• What will be your first 3 steps?
• Staffing and volunteers
• Any event(s) in the first 6 months
• What do you hope to achieve at the end of
the first year?
Design your alumni office

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Activity
What are your key takeaways?
1.
2.
3.

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