The document discusses the current state of alumni relations in India, highlighting the independent operation of alumni associations with limited institutional support. It emphasizes the importance of establishing an alumni office to foster connections, enhance engagement, and develop fundraising initiatives. Key components outlined include having a clear vision and mission, proper HR structuring, a budget plan, and ongoing communication and events with alumni.

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Building & Managing Alumni
Affairs Infrastructure
Session Delivery: Dr Veeky Baths, Mr. Deepit Gupta

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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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• Provides direct link between alumni and their alma mater
• Engage alumni with their alma mater and with each other
• Promote alumni participation in development of the
institution
• Increase brand recall through showcasing alumni
Why set up an alumni office?
Synergy with
CAS/TPO
CommunicationData
Life Long
Learning

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

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

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What’s your alumni
office vision/mission?
Vision

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Stanford Mission
The Stanford Alumni Association seeks to reach, serve and engage all Stanford
alumni and students; to foster a lifelong intellectual and emotional
connection between the University and its graduates; and to provide the
University with goodwill and support.
IIM Bangalore Mission
The IIMB Alumni Association aims to link the alumni to the institution, develop
synergistic plans to support the institution and achieve its vision, and to
enable the institute to add value to all its stakeholders.
BITS Vision
Maximize the potential of BITS-ians and BITS Pilani
UIET Vision
To inspire and engage alumni in a mutually beneficial lifelong relationship for
constant growth & development of UIET and its alumni network.
Examples of Vision/Mission

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HR for Alumni Office
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.
Part Time Full Time
Student
Volunteers

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HR for Alumni Office
BITS Pilani
AAD – P AAD – G AAD – H AAD – D
CHAIRMAN, AAD
Faculty In Charge Faculty In Charge Faculty In ChargeFaculty In Charge
Office Assistant Office Assistant Office Assistant Office Assistant
Student Assistants Student Assistants Student Assistants Student Assistants
Student Volunteers Student Volunteers Student Volunteers Student Volunteers

11. Activity

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Divide yourselves into groups of 3
Share your story with fellow delegates
-How is your alumni office structured?
- What is currently lacking in the structure?
- Focus Areas for a better Organizational Structure
Activity

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Budget
Areas of investment
• Setting up of an office at the institution
• HR Expenses
• Events
• Travel Expenses
• Hospitality of visiting Alumni/HR/Student Team
• Investment in Social Media

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Calendar of Activities
Semester – I Semester - II
Jan to April
• Awards Invitation and screening
August
• Convocation
April
• Director’s Tea Party
• Batch Snaps
• Souvenir & yearbook
distribution
September to December
• Alumni Affairs Division (AAD)
Registrations
October
• Announcement of Awards
November
• Director’s Tea Party
Through the semesters – On-Campus Talks
BITS Pilani – Goa Campus Calendar

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The Essentials
• Data Gathering Project
• Reach out to Alumni Regularly
• Alumni Events (Focused at all Stakeholders).
• Career advancement of students through mentorship,
projects, internships and jobs
• Growth & development of the alma mater through
fundraising campaigns & events
Calendar of Activities

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• Building connections with recent graduates can
and will lead to a lifetime of engagement
• It is easier to cultivate engaged students than to
try and develop alumni relations once they have
already graduated.
“When we know more, we will know better how to do more”
Data

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What can Data teach us?
Targeting:
• Who, where, what?
Timing:
• When ?
Medium:
• How?

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Enquiry
Channels
E-mail
Telephone
Student Welfare
Division
Convocation
data
Yearbook Website
BITS Pilani – Capturing of Data

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Office & Alumni Associations
• Synergy between the institutional alumni office
and Alumni Association needs to be strong
• Case studies:
– IIM Bangalore
– BITS Pilani

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Office & Alumni Associations

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BITSAA International Board of
Directors
Batch Ambassadors
Council
Chapter Leadership
Council
2 Vice – Chairmen
CEO, BITSAA
(Coordinator/Secretary)
Chairman, BITSAA
Chapter Leaders
Chairman, BITSAA
Batch Leaders
Board of Advisors
Retiring Board
members of BITSAA
International
Office & Alumni Associations

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Alumni Office Alumni Association
Role Data gathering Build alumni movement (promoting
membership)
Communicating to alumni Organize events for interests of
alumni
Engaging alumni
CAS
Social events
Giving back to institution
Network enhancement through
chapters
Structure Board of Governors
Office & Alumni Associations

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Last few pointers from our side:
- Don’t expect results so soon (Like 1 or 2 years)
- Treat alumni like your family (Biggest key to
success).

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Thank You!