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					   Stephen F. Austin State University
         Alumni Association




 ALUMNI
CHAPTERS

       A Handbook
for Alumni Chapter Leaders




             Spring 2006

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            www.sfaalumni.com
                              Stephen F. Austin State University
                                     Alumni Association
                                 P.O. Box 6096-SFA Station
                                Nacogdoches, TX 75962-6096
                                   (936) 468-3407- Office
                                  (800) 765-1534 -Toll Free
                                    (936) 468-1007 - Fax
                                      alumni@sfasu.edu
                                     www.sfaalumni.com




Special thanks to the University of Texas at Austin, Texas A&M University, Texas Tech University
   and Purdue University on whose own alumni club handbooks this publication is modeled.
                                    First Edition - Spring 1999
                                 Second Edition - Summer 2002
                                   Third Edition - Spring 2006

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                                                Table of Contents

I.     Introduction

       Out-of-State Alumni ............................................................................................................................................ 6
       Special Interest Chapters ..................................................................................................................................... 6
II.    About the SFA Alumni Association
       A. Q&A ............................................................................................................................................................... 7
       B. Special Events ................................................................................................................................................ 8
       C. Publications .................................................................................................................................................... 8
       D. Awards ............................................................................................................................................................ 8
       E. Benefits of Association Membership.............................................................................................................. 9
III.   Chapter Organization
       A. Mission ......................................................................................................................................................... 11
       B. Forming a Chapter ........................................................................................................................................ 11
       C. Signing the Charter Petition ......................................................................................................................... 13
       D. Constitution .................................................................................................................................................. 14
       E. Chapter Officer Duties and Responsibilities ................................................................................................ 15
       F. Financial Information ................................................................................................................................... 18
       G. Legal Issues .................................................................................................................................................. 18
       H. Elements for Successful Chapters ................................................................................................................ 19
       I. Provision for Dissolution ............................................................................................................................. 21
IV.    Chapter Activities
       A. Leadership Conference & Membership Status............................................................................................. 22
       B. Committees................................................................................................................................................... 23
       C. Alumni Association Support ........................................................................................................................ 24
       D. Event Planning Checklist ............................................................................................................................. 25
       E. Sample Meeting Agenda .............................................................................................................................. 26
       F. Publicity ....................................................................................................................................................... 26
V.     Appendix
       A. SFA Campus Phone Numbers ...................................................................................................................... 28
       B. University Calendars ................................................................................................................................... 28
       C. Monthly Chapter Report............................................................................................................................... 29
       D. Sample Letter/Membership Form ................................................................................................................. 30
       E. Chapter Officer Association Membership Form .......................................................................................... 31
       F. Chairman’s Planning Guide .......................................................................................................................... 32
       G. Sample Press Release ................................................................................................................................... 35




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                                        Introduction

     For more than 80 years, Stephen F. Austin State University has been successful as a strong regional institution.
How will SFA survive the next 80 years? Higher education is under increased pressure to become more self-sup-
portive. Institutions that successfully activate strong alumni associations seem to increase their changes to weather
difficult situations.
     One doesn’t have to look far in the state of Texas to see that several of our neighboring public universities have
been incredibly successful in building support networks of alumni.
     We all know that Nacogdoches and the SFA campus are two of the most beautiful places in Texas. However, a
once-every-other-year visit to Homecoming or the occasional check you drop in the mail doesn’t provide the kind
of interaction between alumni that is truly needed to help SFA continue being a successful competitor in the higher
education battle.
     We need you involved, informed and inspired.
     We need you to be active in Chapters.




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                                         Out-of-State Chapters

     The Stephen F. Austin State University Alumni Association looks forward to the opportunity of helping orga-
nize and establish SFA Alumni Chapters wherever SFA’s former students are located. SFA boasts more than 95,000
graduates, many of whom live in all 50 states and many countries around the world.
     Out-of-state SFA Alumni Chapters are developed and organized following the same procedures outlined in this
handbook as SFA alumni groups in Texas.
     There is a need for SFA Alumni Chapters worldwide...those who are far away from SFA’s wooded campus.
     All SFA Alumni Chapters can expect some financial support from the SFA Alumni Association with regard to
chapter mailings, although providing campus speakers to out-of-state Chapter meetings on a regular basis may be
limited due to distance and expense. However, this should not be a deterrent in conducting successful, interesting
and exciting out-of-state SFA Alumni Chapters. Video addresses, phone conferences and other packaged presenta-
tions are available from the Alumni Center.
     Chapters outside Texas are a vital part of the SFA Alumni Association. Many opportunities exist for providing
SFA alums a direct link back to SFA. As with all SFA Alumni Chapters, remember to keep the SFA Alumni Associa-
tion informed of your chapter’s activities.


                                       Special Interest Chapters

     The Stephen F. Austin State University Alumni Association encourages participation in special interest chapters.
Special interest chapters could include, but are not limited to: majors, fraternities, sororities, sports, and clubs/orga-
nizations.
     Since special interest chapters are not confined to a particular geographic area, the criteria for becoming and
maintaining a chapter is somewhat different.
     Special Interest chapters are eligible for some financial support from the SFA Alumni Association with regard to
chapter mailings and campus speakers.
     Special Interest chapters are a great way for alums to stay connected to a group they were involved in while
attending SFA. As with all SFA Alumni Chapters, remember to keep the SFA Alumni Association informed of your
chapter’s activities.




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     About the SFA Alumni Association
                                      A. Answering Questions
                                  about the SFA Alumni Association

    As a member of the SFA Alumni Association, you may be asked questions by alumni, friends, students, busi-
nesses or the community-at-large with which we work. Every time you are asked a question, you have a golden op-
portunity to promote the Alumni Association and SFA, and help our organization and the university put its best foot
forward.
    Please be familiar with the objectives and activities of the SFA Alumni Association. The following challenging
questions and their answers can serve as a guideline to help you formulate your own responses.

• What is the purpose of the SFA Alumni Association?
      Our goal is to assist in promoting the welfare of SFA by enlisting alumni to become members of the SFA
Alumni Association by supporting university funds and scholarships which provide broader educational opportuni-
ties to the students and alumni of SFA, and by encouraging active networks for alumni, current students, university
employees and future students to understand and promote SFA.
      Alumni Association Mission.
      The Stephen F. Austin State University Alumni Association is a non-profit organization dedicated to serving the
alumni, friends and current students of Stephen F. Austin State University through programs, scholarships and activi-
ties that create an attitude of continued loyalty and support.

• Is the SFA Alumni Association a social organization?
      Organized in 1928, the SFA Alumni Association maintains an active office on campus to foster good fellowship
and loyalty among former students and friends, to encourage the educational
ideals for which the university stands for and to promote general interest of SFA.
      In addition to maintaining addresses of ex-students, the Alumni Association sponsors a number of scholarships
and awards, publishes a quarterly magazine and sponsors Chapters and the annual Homecoming.

• Is membership in the SFA Alumni Association open to anyone who expresses an interest?
     Yes, in addition to the 8,000 members who graduated and/or were students of SFA, the Alumni Association has
more than 400 members who did not attend SFA (i.e., they are “friends of SFA”).

• Does the make-up of the alumni board reflect the association’s membership?
    Board members are selected to reflect the membership based upon a diversity of age, experience and locale.




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• Why should I contribute to the Alumni Scholarship Fund?
     Funds for scholarships are in a separate Foundation from the Alumni Association. The Alumni Foundation
Board awards scholarships solely to students. In Fall 2005, 2-out-of-3 students received financial aid. Almost 68%
of the aid was in the form of loans which must be paid back with interest upon graduation. In 2005, more than $75.7
million was given in financial assistance. About $23.9 million of that amount was in the form of scholarships, grants
and workstudy funds, and $51.8 million was in loans.
     Also, the Alumni Foundation Board manages the majority of these funds raised for scholarships which is
separate from university funds. Each scholarship recipient must sign an agreement to abide by the stipulations of the
individual scholarships which is reviewed each semester thus making them accountable to the Alumni Foundation
and ultimately the donor.
     The SFASU Alumni Foundation was established in 1971 to provide donors the opportunity to establish scholar-
ship endowments to aid students. Even before the Foundation was established, the Alumni Association awarded the
A. W. Birdwell Scholarship. Since that scholarship, almost 500 different scholarships have been endowed totaling
more than $11 million.

Alumni Foundation Mission
    The purpose of the Alumni Foundation is to solicit, manage and recognize private donations for the support of
scholarships at Stephen F. Austin State University.


                                              B. Special Events
    Each year, the SFA Alumni Association hosts the university’s Homecoming. Activities during the two-day cel-
ebration include the
    • Lumberjack Bash
    • Silent Auction
    • Benefit Drawing
    • Distinguished Alumnus Banquet
    • Alumni Picnic and Duck Dash
    • Crowning of the Homecoming Queen during halftime of the football game

    Other events throughout the year include the Tuition Drawing and numerous golf tournaments across the state.
Plus, the Alumni Association works closely with academic departments and Chapters to host special events.

                                                C. Publications
    The official magazine of the SFA Alumni Association is titled Sawdust. The publication is published four times
a year—three times in a four-color magazine format and once in a newspaper tabloid format.
    The magazine has a circulation of more than 9,000 issues and is mailed worldwide with heavy concentration in
the Houston and Dallas areas.
    The tabloid format is mailed in September, prior to Homecoming, and has a circulation of nearly 60,000.
    Sawdust features award-winning photography and articles which depict the stories of SFA alumni and the uni-
versity itself. It serves as an educational tool to help alumni and friends understand how to become involved with the
university.

                                                   D. Awards
    The SFA Alumni Association presents awards in different categories on a yearly basis.


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The Distinguished Professor Award was initiated in 1966 by the SFA Alumni Association to honor members of the
SFA faculty for outstanding service. The award consists of a plaque, a $1,000 gift for his/her academic department
and a $1,000 gift for the recipient. The annual award is financed through the Homer and Velma Bryce Endowment.
Nomination deadline is March 1.

The Outstanding Young Alumnus Award was established in 1989 and is presented to SFA alumni who are less
than 41 years old and who have demonstrated outstanding service to SFA. Nomination deadline is Jan.1.

The Distinguished Alumnus Award, which was established in 1966, honors former students of the university
whose participation and dedication have helped strengthen the total program at SFA. Nomination deadline is June 1.

The Outstanding Chapter of the Year Award was established in 2003. The award recognizes a specific Chapter
that has made significant contributions to alumni, students and friends of Stephen F. Austin State University and the
SFA Alumni Association.

The Outstanding Chapter Fundraiser of the Year Award which was established in 2003, was created to honor
a specific chapter fundraiser that has made significant contributions to alumni, students and friends of Stephen F.
Austin State University and the SFA Alumni Association.

The Chapter Leader of the Year Award, created in 2003, recognizes a specific chapter leader who has demonstrat-
ed significant leadership skills toward the betterment of the Chapter as a whole.




                               E. Benefits of Association Membership
     Joining the SFA Alumni Association is the best way to keep in touch with the activities and events happening at
Stephen F. Austin State University. You’ll find being a member of the Alumni Association rewarding, valuable and
fun!
     Whether you attended Stephen F. Austin State University one year ago, or 50 years ago, or you just love SFA,
your membership is meaningful. Choose a membership and “BE A PART OF SOMETHING POSITIVE AT SFA.”
     Memberships may be paid by: Check (payable to SFA Alumni Association), Visa or MasterCard.
     Life memberships may be paid in monthly installments.
     The benefits of association membership are listed on the following page.




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                                     Alumni Association Memberships
• Annual ($40 , Student Annual $25)
    Receive quarterly publication for one year
    Receive SFA Alumni Association decal
    Receive Alumni Association member identification card
    Receive special invitations to SFA events

• Life ($450, $400 Student, $500 Joint, $300 Senior)
     Receive quarterly publications for life
     Receive recognition in one of the quarterly publications
     Receive recognition in the membership directory
     Receive permanent recognition in the Alumni Center
     Receive SFA zippered portfolio and legal pad
     Receive SFA Alumni Association Life Member decal
     Receive Life Member key ring
     Receive Life Member identification card
     Receive special invitations to area SFA events
     Receive special services: hotel reservations, ticket reservations, etc. for Homecomings, reunions
     Receive Life Member certificate with individual number
     Tax Deductible




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                      Chapter Organization
                                                    A. Mission

The objective of Chapters consist of fives points:

    1.   To bring together alumni in a geographical area in an organized effort.
    2.   To encourage participation of alumni and friends more fully in the life of Stephen F. Austin State University
    3.   To foster a climate of pride and support for current and future students, the university, and the Alumni As-
         sociation.
    4.   To develop future leadership for the SFA Alumni Association, and other volunteer governing boards that
         oversee the university’s direction and progress.
    5.   To assist the SFA Alumni Association in increasing the membership of the SFA Alumni Associ tion and the
         Alumni Foundation Scholarship Endowment.

     Chapters exist to allow SFA alumni the opportunity to play a role in the future of SFA and the SFA Alumni As-
sociation. This is your chance to become involved, informed and inspired.




                        B. Forming an SFA Alumni Association Chapter

The following five-step outline is recommended for establishing an SFA Alumni Association Chapter in your area.

Beginning
• Contact the Chapter Coordinator at the SFA Alumni Association, P.O. Box 6096-SFA Station, Nacogdoches, TX
  75962, (936) 468-3407 or 1(800) 765-1534.

• Find three to five alumni who would be willing to serve as officers of the Chapter.

• Set up an organizational meeting in conjunction with the SFA Alumni Association.

Organizational Committee Meeting
 The original nucleus of the SFA alumni mentioned above is hereby considered the Organizing Committee.

• The Organizing Committee should decide upon a time, date and place for an organizational meeting of the SFA
  Alumni Association Chapter and inform the SFA alumni in your area.


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• At the organizational meeting, leaders should be chosen who can delegate the responsibilities of planning your
  next event.

• The SFA Alumni Association will help finance, prepare and mail announcements to all SFA alumni living in the
  chapter area for the initial organizational meeting.

• The SFA Alumni Association will make every effort to secure a speaker for the organizational meeting. If possible,
  a representative of the SFA Alumni Association will be present to assist in the formation of the Chapter.

Conducting Business of the Organizational Meeting
• Aside from the program, the business during the organizational meeting is to be conducted by the local SFA
  Alumni Chapter. The business should be well planned and a temporary chairperson should preside.

• The temporary chair (or SFA Alumni Association representative) should present the mission and objectives of an
  SFA Alumni Chapter.

• The Chapter Constitution, as presented by the organizing committee, shall be discussed and adopted by the Chap-
  ter.

• Discuss and elect a slate of officers.

• A discussion will be held relative to the Chapter’s future activity and its committees. Now is the time to ask the
  alumni for their interest and help on the Chapter’s necessary committees.

• Discuss Chapter financing such as fund-raisers or sponsorships.

• Obtain a roster of those present with addresses and other pertinent information.



Follow-up of the Organizational Meeting
• Forward a meeting report to the Chapter Coordinator. Include the names and addresses of officers and all others
  attending the meeting as well as the Chapter’s territorial boundaries.

• Schedule follow-up phone call with Chapter Coordinator. Be prepared to submit official Chapter contact for post-
  ing on the Alumni Association’s website.

• Congratulations! You’re now recognized as an SFA Alumni Chapter!




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                         C. Signing the Charter Petition --OPTIONAL

    The SFA Alumni Chapter of ___________ does hereby apply for official Chapter status from the Stephen F.
Austin State University Alumni Association.

    This SFA Alumni Chapter will include the _______________ County/Counties of _____________.

    According to the records of the SFA Alumni Association, this geographic area is home to __________ SFA
former students.

         By presence of this agreement, we—as organizers of this SFA Alumni Chapter—pledge our support to
uphold the traditions of Stephen F. Austin State University, the SFA Alumni Association and its Chapters worldwide.
We also understand our role to help boost the membership of the SFA Alumni Association.

   As an official chapter of the SFA Alumni Association, the SFA Alumni Chapter of ______________ agrees to:
   1. Operate under the Chapter Constitution and conduct regular scheduled meetings each year.
   2. Elect officers yearly and report such information to the Chapter Coordinator within one month after elec-
       tions.
   3. Sponsor and organize at least one Freshman Send-Off party for incoming SFA freshmen from your area per
       year.
   4. Sponsor and organize a scholarship fundraiser each year.
   5. Send the Chapter president or designated representative to the SFA Alumni Leadership Conference.

     This SFA Alumni Chapter understands that our chapter shall not be financially obligated to or by the SFA
Alumni Association, nor shall the SFA Alumni Association in any way be obliged or responsible for the financial
affairs of our SFA Alumni Chapter.

    We understand that this SFA Alumni Chapter works with the SFA Alumni Association to help it achieve its
goals.

    Signed,



        ________________________________________              ________________________________________
        President                                             Vice President




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                                          D. Chapter Constitution

The following has been adopted by the Stephen F. Austin State University Alumni Association Chapter of ________
______ as its constitution, with the intent that it will govern the organization’s activities in the future.

Article I - Name
    The name of this organization is: the SFA Alumni Chapter of _________; or the SFA ________________
Alumni Chapter. (Hereby referred to as the Chapter.)



Article II - Mission
    The objectives of the Chapter are:

1.   To bring together alumni in a geographical area or area of interest in an organized effort.
2.   To encourage participation of alumni and friends more fully in the life of Stephen F. Austin State University.
3.   To foster a climate of pride and support for current and future students, the University, and the Alumni Associa-
     tion.
4.   To develop future leadership for the SFA Alumni Association and other volunteer governing boards that oversee
     the university’s direction and progress.
5.   To assist the SFA Alumni Association in increasing the membership of the SFA Alumni Association and the
     Alumni Foundation Scholarship Endowment.

Article III - Membership
    All graduates of Stephen F. Austin State University, and all persons who have attended Stephen F. Austin State
University or had family members attend SFA or who have shown a vital interest in SFA, shall be eligible for mem-
bership in the Chapter.

   Any such person shall become a member upon payment of dues in the amount established in Article IV of this
Constitution.

Article IV - Dues
    Annual dues for the Chapter are at the discretion of individual chapters. Dues should be paid to the treasurer.
Members’ dues are renewed annually from the date of original payment. It is preferred that chapter members be-
come members of the SFA Alumni Association.

Article V - Officers and Directors
     Officers shall be elected by the general membership of the chapter and it is preferred that officers serve two-
year terms. The chapter may consider electing officers on a staggered schedule to ensure that the organization has
the benefit of experienced leadership at all times.

     Suggested officer positions are as follows:




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         President:                 The president will preside at all meetings and will serve as the chief executive
                                    officer of the Chapter.
         Vice President:            The vice president will serve in the absence of the president and shall be the
                                    president-elect of the Chapter.
         Secretary:                 The secretary will record the minutes of all meetings and shall maintain the of-
                                    ficial role of the Chapter.
         Treasurer:                 The treasurer will be responsible for handling money, dues, receipts and pay-
                                    ment of bills for the Chapter.
         Membership Director:       The Membership Director shall drive all membership campaign efforts.
         Social Director:           The Social Director shall oversee all social activity coordination.
         Fundraising Director:      The Fundraising Director shall coordinate all fundraising events/efforts.

   To be eligible to serve as an officer of the Chapter, a candidate must be a Member in good standing of the SFA
Alumni Association and a paid Member of the Chapter.



Article VI - Meetings
    Business meetings shall be held at least twice and up to four times a year and at such additional times as the
officers shall deem necessary. One meeting each year shall be designated as the annual meeting for the election of
officers and directors.



Article VII - Amendment
    This constitution may be amended at any time by a majority vote of the Officers of the Chapter.



                           E. Chapter Officer Duties and Responsibilities

     Each chapter may build whatever officer and committee structure is best for its situation. The following officer
positions serve as examples for all SFA Alumni Chapters. The Chapter will elect an Executive Committee. The
initial election of these officers will occur during the original organizational “Kick-off Meeting” of the Chapter and
will again annually thereafter in August / September timeframe.

President
• Maintain contact with Chapter Coordinator.
• Adhere to the chapter’s constitution.
• Represent the university within the chapter area.
• Be an ex-officio member of all committees.
• Hold executive committee meetings at least bi-monthly.
• Arrange and preside at all chapter and executive committee meetings.
• Assume generally the responsibility for the success of each activity and project the chapter undertakes.
• Attend the SFA Alumni Association Leadership Conference.
• Call special meetings.
• Responsible for Membership Director and Student Recruitment Chair
• (OPTIONAL)Assure each officer and chairperson utilizes and submits the Chairman’s Planning Guide (CPG)
   forms for each and every event coordinated and/or cosponsored by the Chapter. See Appendix D.
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Immediate Past President
• Filled by outgoing chapter president to provide continuity.
• Attend executive committee, chapter and board of directors meetings.
• Provide advice to the current president and other officers.
• Meet with the new president to give an orientation of the office of the president.
• Help with transition of new officers.

Vice President (President-elect)
• Elected after office is vacated to fill presidency.
• Attend executive committee and chapter meetings.
• Perform the duties of the president in the absence of the president.
• Work with president to learn the duties of that office.
• Work with other officers and committees to learn chapter operations.
• In general, assist the president in the fulfillment of his/her duties.
• Attend the SFA Alumni Association Leadership Conference.
• Responsible for Social Director and Philanthropy Chair
• (OPTIONAL)Prepare and file the Monthly Chapter Report form and send it to the Chapter Coordinator or other
   designated Alumni Association contact. See Appendix D.

Secretary
• Take the minutes of all Chapter meetings and activities.
• Send out email notices, via chapter’s listserv, of chapter meetings and chapter activities with the cooperation of
   the SFA Alumni Association.
• Establish a ready contact for SFA alumni by listing your telephone number and email address in the local Chap-
   ter directory.
• Have custody of the official SFA alumni database and printout for the chapter area.
• Forward a report of all meetings and events to the Chapter Coordinator for possible use in the Sawdust maga-
   zine.
• Keep material or stock items such as chapter letterhead, nametags, etc.
• Assumes responsibility for reserving space and handling setup/catering details for all chapter meetings, lun-
   cheons and activities, and assists with arranging suitable guest speakers for meetings and luncheons.
• Responsible for Publicity/PR Chair and Website Chair

Treasurer
• Maintain the chapter funds, pay obligations of the chapter and keep a record of all chapter financial transactions.
• Establish a budget for the chapter’s yearly activity to be approved by the officers.
• Prepare quarterly reports on the chapter’s finances to be sent to the Chapter Coordinator.
   March
• Responsible for Fundraising Director and Scholarship Chair

Membership Director
• Help the SFA Alumni Association track down and update the names and address of former students within your
  chapter area.
• Contact all former SFA students who may be moving into your area and introduce them to the chapter and its
  activities.
• Organize efforts to contact chapter members about all meetings and activities.
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Fundraising Director
• Organize events that will generate monies for the Chapter’s scholarship endowment and its subsequent funding
   as well as the annual Freshman Send-off Party. Ideas could be golf tournaments, auctions, web site ad space,
   Duck Dash (Homecoming), etc.
• Form a committee to assist in the coordination and communication involved in putting together these various
   fund-raising events – especially the golf tournament.

Social Director
• Responsible for forming a committee to organize periodic social events such as, but not limited to:
   -- Happy Hours at a local establishment
   -- Networking Luncheons or breakfasts monthly, bimonthly or quarterly
   -- Group Picnics, Receptions, Socials, etc.
   -- Professional and collegiate sporting events

•   Organize any decorations, help with registration, and ensure that hosts/hostesses
    are present to greet SFA alumni and guests.
•   Assist Membership Director in contacting chapter members about social events
•   Organize any decorations, help with registration, and ensure that hosts/hostesses are present to greet SFA alumni
    and guests.
•   Assist Membership Director in contacting chapter members about social events

    Homecoming / Lumberjack Alley:
           • Develop a schedule of events around Homecoming at SFA that our members can
               attend.
           • Work with the Alumni Association to assist in their activities where applicable
           • Reserve space at Lumberjack Alley through the Athletics Department and work
               towards having the chapter represented at all home football games.
       Travel:
           • Organize group trip opportunities both locally and to out-of-town locations.
           • Work with other chairs to coordinate possible bus charters or road trips to areas
               such as Nacogdoches for Homecoming, Outlet Malls for shopping, Shreveport for gambling at the
               casinos, etc.
           • Encourage chapter members to book their travel plans using the SFA Alumni
               Association’s travel program (www.sfatravel.com)




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                                          F. Financial Information
     The Chapter must be self-supporting for it shall receive no guaranteed direct financial assistance from the
Alumni Association.
     The Chapter is not considered to be a tax-exempt organization by reason of its affiliation with the SFA Alumni
Association. Any donations for scholarship development must be made payable to the SFA Alumni Foundation to be
eligible for an IRS tax-deductible donation.
     The Chapter should attempt to maintain only minimal reserves of chapter membership dues. Any interest
earned on Chapter reserves may need to be reported to the IRS through an individual’s Tax Payer ID number. Or
the Chapter can write to the IRS to learn more about the process of obtaining a tax payer ID number or file for tax
exemption under Code Sections 501(C)(3), or (5), or (7). For more information, consult with a qualified Certified
Public Accountant to determine the best approach to take. The best rule of thumb is to keep it simple and communi-
cate your plans with the Alumni Association.
     The SFA Alumni Association will support one regional mailing for each Chapter. The SFA Alumni Association
will provide computer addresses, and in some cases, labels. Additional mailings are possible with minimal charges
depending on current approved Alumni Association budgets.
     Stationery, letterhead, etc. can be purchased through the Alumni Association.
     The Chapter is responsible for any expenses regarding meeting rooms, meals, etc. unless pre-approved by the
Alumni Association. The Alumni Association will be responsible for expenses regarding university speakers at
Chapter meetings.
     In general, a cooperative effort for projects between the Alumni Association and Chapters should net a positive
outcome!


                                                 G. Legal Issues
     The chapter will elect a treasurer who maintains responsibility for proper recording of all financial dealings of
the chapter.

Alcohol
    To limit exposure to liability with respect to the “dram shop law” as set out in Texas House Bill No. 1652, the
SFA Alumni Association recommends that each SFA Alumni Chapter adhere to the following procedure.
    The SFA Alumni Association’s liability insurance does not cover the Chapter’s programs. Therefore, the SFA
Alumni Association cannot accept any liability for the actions or omissions of local club officers, or for liability that
may arise if a club officer improperly carries out the activities of an alumni club in a negligent or reckless way that
gives rise to legal liability.

    To help local Chapters limit potential legal liability, Chapters should:

    1.   Be sure to use the services of a professional caterer or vendor whenever liquor or food is served at a club
         function. The Chapter should obtain a copy of the caterer’s liquor license and a certificate of insurance
         outlining the caterer’s liability in insurance coverage. If alcohol is to be sold or provided at an event, the
         Chapter should attempt to insulate itself from any liability by retaining a professional caterer as an inde-
         pendent contractor who will provide professional bartenders. Since servers are liable, members who serve
         alcoholic beverages take on possible individual as well as chapter liability.
                   In those cases where alcohol is provided by the Chapter at an event at no charge, chapter represen-
         tatives would not provide alcoholic beverages to an individual when it should be “apparent to the provider
         that the individual being provided with an alcoholic beverage is intoxicated to the extent that he/she pres-
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         ents a clear and present danger to himself / herself and/or others” or when it’s suspected that the individual
         could be a danger to himself/herself and/or others.

    2.   Consult with your insurance agent when planning an activity to determine whether coverage is advisable
         for that kind of function; and

    3.   Consider incorporating as a separate non-profit organization in order to limit potential liability for the club.

    The key to avoiding liability is exercising care and using common sense in planning club events. Avoiding prob-
lems is much easier than trying to resolve them after they occur.

NCAA Regulations
    Any SFA alumnus should avoid contact with student-athletes who are being recruited by Stephen F. Austin State
University, their families and legal guardians, as well, except in terms of “normal civility.”
    If a Chapter invites a student-athlete and his/her family to a Chapter event, the athlete and family members must
pay the full price for a ticket to the event. This is true even when the athlete will be a speaker at the event, and such a
speaker cannot accept an honorarium for speaking.
    Any time there is a question regarding NCAA regulations, please contact the University’s NCAA Compliance
Officer at (936) 468-3501.



                                 H. Elements for a Successful Chapter

Chapters:
• Assume responsibility for increasing and maintaining membership of their chapter;
• Rely on strong leadership and enthusiastic volunteers;
• Possess a clearly organized structure;
• Keep track of financial matters;
• Send at least one chapter representative to the SFA Alumni Leadership Conference;
• Delegate duties among officers and committees
• Ensure all officers are members of the SFA Alumni Association
• Realize the importance of their link to SFA, its friends, current students and their role in continuing SFA’s excel-
   lence in education.




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                                                         Do’s
1.   Do use your chapter constitution as a guide for future operation of your chapter and refer to it often.

2.   Do have regular meetings of the officers and board of directors.

3.   Do have a planned activity schedule. Check community calendars to ensure there are no conflicts. Announce
     your activity schedule early in the year to the chapter as well as request for dues.

4.   Do have interesting, varied and well-planned programs.

5.   Do delegate a chapter’s activity to standing committees and prevent fostering a one-man chapter.

6.   Do become financially independent while establishing a yearly budget.

7.   Do inform the SFA Alumni Association of all chapter activities.

8.   Do have regular elections of officers who are willing and capable to serve.

                                                       Don’ts
1.   Don’t nominate officers or directors without their advance warning.

2.   Don’t plan too many events a year!

3.   Don’t schedule endless business meetings at the end of dinner meeting programs. The officers should be respon-
     sible for most of the decisions. That part of the chapter’s business on which the entire group must act should be
     brief and to the point.




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                                      I. Provision for Dissolution


     In the event that the SFA Alumni Chapter of _________________ is dissolved, it is understood that all net as-
sets will revert to the Stephen F. Austin State University Alumni Association in Nacogdoches, Texas.
     The Stephen F. Austin State University Alumni Association is the chartering body for the SFA Alumni Chapter
of ________________ and exempt from Federal Tax Income under Sections 501 (C) (3) of the Internal Revenue
Code.




                                                              Jim Jeter
                                                              Associate Vice President for Alumni Affairs
                                                              SFA Alumni Association
                                                              Stephen F. Austin State University




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                             Chapter Activities

           A. Chapter Officer Leadership Conference and Membership Status

      Each year the SFA Alumni Association may host an Alumni Leadership Conference. This will primarily be a
meeting consisting of designated or representative officers of SFA Alumni Chapters state-wide (and nationwide) and
members of the SFA Alumni Association.
      The conference will feature sessions on Chapter membership drives, motivational speakers, fundraising
programs, organizational structure, etc. This conference will also be a time of planning and sharing ideas for the
upcoming year.
      At this conference, each chapter president (or designated representative) must make plans to attend. However,
it is highly recommended that every officers/chair/leader make plans to attend the conference as well.
      As chapters form around the state and around the country, it is important for the alumni taking on leadership
positions within the chapters to be active “Members” of the SFA Alumni Association. To effectively communicate
the importance of involvement to the alumni in each chapter’s local area, the officers of each chapter have more
credibility in their message when they themselves are either Life Members or Annual Members of the SFA Alumni
Association. It is recommended that all Chapter officers become active members of the SFA Alumni Association. For
membership form, please see Appendix C.

.




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                                               B. Committees

The Chapter is encouraged to develop committees to help make chapter programs run smoothly. Each commit-
tee should have a separate Chairperson (or Director) for accountability. Each Chairperson is encouraged to use the
Chairman’s Planning Guide (CPG) for helping organize events (See Appendix F). The most common types of com-
mittees (though other committees can be formed) and their basic duties are as follows (though other duties can be
added over time):

Publicity/PR
• Chairperson should be someone who has a contact with local media.
• Maintain ties to local media and invite them to chapter events.
• Arrange for publicity prior to and following chapter meetings and/or events.
• Arrange for photographs to be taken during chapter activities. Photos may be used in local media and submitted
   to the Sawdust for publication.
• A publicity committee should promote the general interest of SFA in the local media.
• Contact the SFA Alumni Association when biographical information or photos of SFA speakers are required for
   advance publicity.
• (OPTIONAL)Responsible for obtaining content and doing layout of the Chapter Newsletter/Calendar to be
   mailed/emailed monthly

Student Recruitment
• Assist the SFA Office of Admissions when requested to recruit students from your chapter area to attend SFA.
    This can be done through the Recruit-A-Jack and “Take SFA Home for the Holidays” programs.
• Develop working relationships with high school counselors in our area.
• Become acquainted with outstanding high school students and their parents.
• Keep the SFA Alumni Association and/or the SFA Office of Admission informed of prospective SFA students so
    they can help make sure the proper enrollment information reaches them.
• Coordinate a Freshman Send-off Party for area students and their families
• Remember: NCAA regulations prohibit the recruiting of student/athletes.

Philanthropy
• Develop programs or events that allow the Chapter and its membership to actively participate in outside philan-
    thropic causes as appropriate.
• Work with other chairs and with a committee to develop and coordinate philanthropic causes for which the
    chapter can voluntarily participate. Ideas are any area marathons, Race/Walk for the Cure, Special Olympics,
    etc.

Website
• Responsible for maintaining the content and layout of the chapter website.
• Create and maintain an attractive and functional web presence
• Serve as main point of contact with web hosting company and keep chapter current on invoices
• Coordinate space for advertisers to promote their information/graphics/links, and work with Fundraising Chair
   and Treasurer on a suitable process
• Organize a section of the site and a process for alumni to place information about job openings they are trying
   to fill and for alumni who are looking for a job to post information about themselves though preferably not their
   resume
• Provide links to other charter chapters and to the Alumni Association for no charge

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Scholarship (Not necessary until endowment is fully funded.)
• The Chapter needs to establish an endowment in order to receive a scholarship to award. It currently takes
   $20,000 to endow a scholarship.
• Scholarship criteria must be written.
• The committee sends letters with applications to local high school counselors for SFA Alumni Association
   scholarships.
• Committee decides on selection process for the scholarship recipient(s), reviews applications and selects the
   recipient(s), if deemed by the written scholarship criteria.
• Help make arrangements to recognize the recipient(s) in the local area.

                                    C. Alumni Association Support

      The SFA Alumni Association in Nacogdoches will provide at a nominal cost the following items for the Chap-
ters upon written request from the Chapter president:
     •    Computer print-outs or data disk (names, address, and phone numbers, etc. of SFA alumni and friends in
          your area. Names of alumni in specific graduate years).
     •    Invitations and postage for one meeting per year.
     •    Stationery and envelopes for special correspondence from the Chapter
     •    Registration cards and pens for activities
     •    Brochures for SFA Alumni Association membership, Alumni Association sponsored programs or services
          and for Alumni Association merchandise
     •    Speakers
     •    Mailing labels (occasionally for special activities)

     Coverage is also possible in the Sawdust magazine in a section specifically for Chapters. See page 27 for sub-
mitting information to Sawdust.




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                                              D. Event Checklist

❏   Choose Event Date, Time and Place
    (Make sure date doesn’t conflict with other major activities in your area! If it’s an outdoor event, is there a
    back-up plan in case of inclement weather?)
❏   Schedule Speaker
❏   Have announcements, invitations, letters, flyers, etc. that contain the SFA and/or SFA Alumni Association logos
    approved by the SFA Alumni Association Communication Director prior to printing/distribution.
❏   Mail Announcements Four Weeks Prior to Event
❏   Obtain biographical info and photo of speaker
❏   Notify the local media with press release. Copy of release should also be sent to the SFA Alumni Association.
❏   Arrange for room decorations if needed.
❏   Checked out special equipment (microphone, speakers, VCR, electrical cords) to make sure it’s operational.
    Check on day of event!
❏   Arrangements made for clean-up following chapter event?
❏   Are tickets necessary or will a reservation list be used? If using tickets, will they be printed in time? Sold at the
    door or in advance?
❏   If money is to be collected at the door, is change available?
❏   Make sure the tickets/reservations for special guests or speakers is secured to avoid embarrassment when tick-
    ets/money are collected.
❏   Who will greet early arrivals?
❏   Need name tags? Pens? Pencils?
❏   Place cards for special guests/speakers, seats reserved for head table. Notify these people in advance of their
    seating arrangement.
❏   Arrange for someone to distribute programs, agendas, etc.
❏   Arrangements made for a photographer?
❏   Finalize event schedule. Who is delivering invocation, special presentations, etc.
❏   Make sure the master of ceremonies has the correct material to introduce the speaker and/or special guests.
    Include exact title, correct pronunciation of names and important biographical information.
❏   Make sure that event begins and ends at the specified time.
❏   Ensure that a report and photos of the event are forwarded to the SFA Alumni Association for publication in
    Sawdust.




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                                      E. Sample Meeting Agenda

While there are numerous ways to conduct a meeting, the following is a typical agenda for a Chapter dinner meeting
with a university guest speaker.

6:30 p.m.        Cocktails (if appropriate) or Hors d’oeuvres
7:30 p.m.        Welcome from the Chapter President
7:32 p.m.        Dinner
8:30 p.m.        (when most have finished dinner) Thank meeting organizers and recognition of VIPs who are pres-
                 ent; brief chapter business (approval of minutes, election of officers, committee reports, announce-
                 ments of upcoming events, etc.)
8:40 p.m.         Introduction of speaker
8:41 p.m.        Speaker presentation
9:15 p.m.        President repeats “Thank You’s” and adjourns meeting


                                                 F. Publicity

    To ensure your Chapter has the best possible opportunity for media coverage, please consider the following:

Media Outlets:
• Sawdust magazine
• Alumni Association Webpage
• Local daily newspaper
• Television stations that cover your area
• Radio stations covering your area
• Other community or neighborhood publications
• Community Calendars. Check with your local Chamber of Commerce to identify community calendar outlets.

Advanced publicity should include these key facts:
• Clear specification of the name of the sponsoring group
• Location of the event
• Date and time
• Admission charges, reservations and how they may be made obtained
• Reservations deadline
• Public invited? Wives, husbands, children, parents of students invited?
• Special events on the program
• Program committee names or chapter officers
• Whenever possible, a background bio sheet and photo on the speaker should be included. If the featured speaker
   is an SFA administrator, faculty, staff or student, Rhonda Minton, Communication Director for the SFA Alumni
   Association,(936-468-3407, rminton@sfasu.edu), can help you gather the appropriate information.




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Preparing a News Release: (See Appendix G)
• Keep it simple and straightforward. Never make a news release two pages in length if one will do. If your release
  is longer than one page, be sure to indicate “(more)” at the bottom of page one and “Chapter meeting...add one” at
  the top of the second page.
• Specify why this activity is of interest to local people.
• Type the article. Use double-spacing.
• At the bottom of the article, include “For more information, call YOUR NAME and PHONE NUMBER.” End
  the release with “—30—” which signals the news editor that the release is completed and no additional pages fol-
  low.
• Be accurate! Make certain all names and titles are accurate and correctly spelled, as well as the date and time of
  the event. Have another person proof the copy before it’s released.
• Also remember, that just because a news release is sent to a media outlet, it doesn’t guarantee coverage. Coverage
  of events is at the discretion of the media outlet’s editorial staff. However, the more news value your activity/story
  has to the community, the more likely it is to be covered.

Working with the Media
• Never favor one media outlet over the other. If you send a release to one media, make sure other media received it
  as well.
• Be familiar with the deadlines of each media outlet.
• Be prepared! When the Chapter publicity chairperson personally delivers copy and picture to the local newspaper
  or other media outlets, he/she should be prepared to provide some background information on your Chapter. Back-
  ground information should include items such as chapter size, number of SFA alumni in the community (the SFA
  Alumni Association will provide you with this info), and the number of students from your area attending SFA.
  This sort of information may help convince the media representative that many individuals in the community have
  an interest in news about Stephen F. Austin State University and your activity.

Submitting Information to Sawdust
     Coverage is also possible in the Sawdust magazine in a section specifically for Chapters. If you want advance
publicity of an event sponsored by your Chapter, be sure to plan ahead. Information must be received at least three
months in advance of the event. Be sure all necessary information—including class years—is included.
     Follow-up reports on the event should also be sent to the Sawdust editor. If photographs are submitted, please
identify each person in the photo on a separate piece of paper and paper clip it to the front of the photo. Please do
not write on back of the photo.
     Photos should be close-up shots of individuals or small groups of two-to-four people involved in an activity
related to the story. Large group shots should only be submitted if they illustrate a particularly large gathering or
clearly show the group in a location of special interest. While we want to show faces, we are most interested in pho-
tos that catch a reader’s attention and enhance the article.
     Publication deadlines for Sawdust are:
          February 1         Spring issue
          June 1             Summer issue
          July 1             Tabloid issue
          October 1          Winter issue




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                                                  Appendix

                               Appendix A. SFA Campus Phone Numbers

ACADEMIC
College of Applied Arts & Sciences                468-4604     College of Sciences & Mathematics                 468-2805
     Communication Department                     468-4001          Biology Department                           468-3601
     Criminal Justice Department                  468-4408          Chemistry Department                         468-3606
     Military Science Department                  468-4505          Geology Department                           468-3701
     School of Social Work                        468-5105          Mathematics and Statistics Department        468-3805
College of Business                               468-3101          Nursing Department                           468-3604
     Accounting Department                        468-3105          Physics Department                           468-3001
     Computer Science Department                  468-2508          Pre-Professional Programs                    468-2194
     Economics and Finance Department             468-4301     GENERAL
     General Business Department                  468-3103     Admissions (Campus Tours)                          468-2504
     Management, Marketing                                     Alumni Association                                 468-3407
        & International Business Department       468-4103     Alumni Association Toll-Free                 1-800-765-1534
College of Education                              468-2901     Athletics (general)                                468-3501
     Human Services Department                    468-2906     Business Office                                     468-2303
     Elementary Education Department              468-2904     Career Services                                    468-3305
     Human Sciences Department                    468-4502     Disability Services                                468-3004
     Kinesiology Department                       468-3503     Financial Aid                                      468-2768
     Secondary Education Department               468-2908     Graduate School Admissions                         468-2807
     Teacher Certification                         468-2903     Library                                            468-4101
College of Fine Arts                              468-2801     Multicultural Center                               468-1073
     Art Department                               468-4804     Orientation, Freshman/Transfer                     468-2401
     Music Department                             468-4602     Public Affairs                                     468-2605
     Theatre Department                           468-4003     Registrar                                          468-2501
Arthur Temple College of Forestry & Agriculture   468-3304     Stone Fort Museum                                  468-2408
College of Liberal Arts                           468-2803     Student Activities                                 468-3703
     English and Philosophy Department            468-2101     Student Development                                468-2703
     History Department                           468-3802     Student Employment                                 468-6637
     Modern Language Department                   468-4303     Student Government                                 468-3500
     Political Science and Geography Department   468-3903     Student Publications                               468-4703
     Psychology Department                        468-4402     University Police Department                       468-2608
     Sociology Department                         468-4405     Veteran Affairs                                    468-2144




                                       Appendix B. University Calendar

Call (936) 468-2606 for Athletic Schedules OR visit www.sfajacks.com
Call (936) 468-2501 for Academic Schedule OR visit www.sfasu.edu/life/calendars.html#
Call (936) 468-6407 for the Office of Arts Information OR visit www.finearts.sfasu.edu/calendar_main/calendar.
htm
Call (936) 468-3407 for Alumni Association events OR visit www.sfaalumni.com/Calendar.html

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                               Appendix C. SFA Alumni Association Monthly Chapter Report
                                             Month/Year: _______________

                                          Chapter: ________________________

LEADERSHIP TEAM: Only indicate changes; no need to completely fill out this form each month.
Officers                 Name              Address           H) Phone      W)Phone         Email             A.A.
                                                                                                            Status
 President:

 Vice President:

 Treasurer:

 Secretary:

 Social:

 Membership:

 Fundraising:

 Student Recruitment:

 PR/Publicity:

 Philanthropy



CHAPTER MEMBERSHIP:

Number of alumni in your general contact list:                                  ________________________
Number of total paid members in your chapter:                                   ________________________
Number of new paid members this month in your chapter:                          ________________________
Number of renewed paid members this month in your chapter:                      ________________________
Number of paid members who have not renewed this month:                         ________________________

Amount for annual chapter dues:        Individual ____________                     Married ______________
Amount for Combination Membership (Chapter + A.A.):                             ________________________


ACTIVITIES & EVENTS SUMMARY:

 Date                          Event           Location                 Chapter
                                                                   Attendance        Funds
                                                                        Cost         Raised
__________________________________________________________________________________________________

__________________________________________________________________________________________________

__________________________________________________________________________________________________

__________________________________________________________________________________________________

__________________________________________________________________________________________________

__________________________________________________________________________________________________

__________________________________________________________________________________________________

__________________________________________________________________________________________________
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__________________________________________________________________________________________________
                         Appendix D. Sample Letter/Membership Form


Dear Prospective Chapter Member:

     Thank you so much for taking the opportunity to invest your time with the SFA Alumni Chapter of _________.
Your commitment to the growth of the Chapter is very much appreciated, and we look forward to your involvement
and assistance in helping the Chapter continue its success.
     We are truly excited over the interest and growth of the Chapter to this point. We anticipate that with continued
participation from ________ area alumni and friends like you, our membership will soar and the impact we deliver
will be felt throughout the current and future SFA community.

The benefits of membership in the Chapter include, but are not limited to:
• Semi-annual chapter meetings/socials
• Monthly newsletters / activity calendars
• Email listserve to keep all members in the know of all Chapter activities
• Access to a comprehensive Alumni Chapter Directory of members
• Support of the Chapter website (www.sfa******.com) and a personalized email address
• Freshman Send-Off Parties to allow local SFA freshmen and their parents to meet other local alumni.
• Golf Tournaments –for entertainment and scholarship fundraising
• Community service projects and philanthropic events
• Student-recruiting activities
• Monthly Happy Hours
• Quarterly networking luncheons with guest speakers
• Homecoming events in Nacogdoches with recognition of our chapter
• Bus trips and group trips/vacation discounts through SFA’s Trave program—www.sfatravel.com
• Other special events (group outings to concerts, sporting events, breakfasts with guest speakers, etc.)
• Numerous committees in which to volunteer, and much more to come!

1.  Name(s): ______________________________________________________________________________
2.  Address: _______________________________________________________________________________
3.  City/State/ZIP: __________________________________________________________________________
4.  Phone (H): __________________________________ (W): ___________________________________
5.  Email: (H): ___________________________________ (W): ___________________________________
6.  Employer: _____________________________________________________________________________
7.  Occupation/Title: ________________________________________________________________________
    OK to receive email @work? Yes / No
8. Graduation Year: __________________Degree(s): _____________________________________________
9. Current Alumni Association Status: ___ Life Member ___ Annual Member ___ Non-Member
10. Type of Chapter Membership? ___ Single ($??) ___ Joint ($??) (renewal month of ___________)
Please make checks payable to SFA Alumni Chapter of ____________and mail, along with this form to:

                  SFA Alumni Chapter of (Chapter City)
                  c/o (Name), Treasurer
                  Address
                  City, TX, ZIP
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                  Appendix E. Chapter Officer Association Membership Form
Chapter officers need to be Members of the Alumni Association

Annual Member ($40)
     • Receive quarterly publication for one year
     • Receive SFA Alumni Association decal
     • Receive Alumni Association member identification card
     • Receive special invitations to SFA events
Life Member    ($450, $400 Student/new grad, $500 Joint, $300 Senior) *may be paid in installments
     • Receive quarterly publications for life
     • Receive recognition in one of the quarterly publications
     • Receive recognition in the membership directory
     • Receive permanent recognition in the Alumni Center
     • Receive SFA legal pad
     • Receive SFA Alumni Association Life Member decal
     • Receive Life Member key ring
     • Receive Life Member identification card
     • Receive special invitations to area SFA events
     • Receive special services: hotel reservations, ticket reservations, etc. for Homecomings, reunions
     • Receive Life Member certificate with individual number
     • Tax Deductible

                                         Membership Application

Please print.
                  first                 middle initial          maiden                    last
Name: ____________________________________________________________________________________

Social Security #; ___________________________________________________________________________

Graduation Date / Last SFA Attendance: _________________________________________

Degree: _________________________             Major: ____________________________________

Address: __________________________________________________________________________________

City: ______________________________State: _________ ZIP: ___________________________________

Telephone: H) ________________________                  W) ________________________________

Employer:_________________________________________________________________________________

Title: ____________________________________________________________________________________

Email addresses: _______________________________________________________________

[ ] $ _______ Payment enclosed                [ ] Bill me monthly, $ _______ per month

[ ] Visa        [ ] MasterCard      Card #: _____________________________ Exp. _______

Signature: ____________________________________________________________________

       *Life Memberships paid in installments will include a one-time $25 charge for the monthly payment plan.

                                 PLEASE FAX THIS FORM TO: 936-468-1007
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             Appendix F. **OPTIONAL** Chairman’s Planning Guide (CPG)

Chapter Name: ____________________________________________________________________________

Project Name: _________________________________ Chairman’s Name: ___________________________

Chairman’s Mailing Address: ___________________________________________________________________

Business Phone: ______________________Home: ______________________ Mobile: ___________________

Supervising Chapter Officer: __________________________________________________________________

Proper Use of the Guide: Good advance planning and record keeping will assure success. Use this guide in plan-
ning and conducting the project by answering each of the following questions. The form should be used as a cover
sheet to your Chairman’s Planning Guide (CPG).

                                                      Planning

1.    Primary purpose. (What is the one reason you want to successfully run this project?)
2.    Give a brief description of the proposed project and background information. Follow this with a listing of the
      specific and measurable goals to be accomplished by this project.
3.    What are the specific manpower assignments?
4.    What specific materials, supplies, and resources will be required?
5.    Describe the potential problems and the possible solutions to successfully complete this project.
6.    Complete the purposed budget showing anticipated income and expense. Include donated items as income and
      expense and show return to chapter, if applicable.

                                         Implementation and Evaluation

7.    List the specific steps to bring this project to a successful completion showing planned dates for each step.
8.    Record any revision of the original plan.
9.    What changes or recommendations do you have for future chairmen?
10.   Give specific and measurable results for each goal established. Describe the impact of the project on the chapter,
      individual members and community.

      Upon completion of the project, complete the actual section of the Financial Statement.




______________________________________________                 _ ________________________________________
     Date Preliminary CPG approved by Board                         Date Final CPG approved by Board




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Planning

1.   Primary Purpose:




2.   Give a brief description of the proposed project and background information. Follow this with a listing of the
     specific and measurable goals to be accomplished by this project.




3.   What are the specific manpower assignments?




4.   What specific materials, supplies and resources will be required?




5.   Describe the potential problems and the possible solutions to successfully complete this project.




6.   Complete the purposed budget showing anticipated income and expense. Include donated items as income and
     expense and show return to chapter, if applicable.




Implementation and Evaluation

7. List the specific steps to bring this project to a successful completion showing planned dates for each step.




8. Record any revision of the original plan.




9. What changes or recommendations do you have for future chairmen?



10. Give specific and measurable results for each goal established. Describe the impact of the project on the chapter,
individual members and community.




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                             Chairman’s Planning Guide -- Financial Statement


Project: ____________________________________Chairman: _______________________________________

                                                                        Proposed    Actual

Revenues
List any appropriation from chapter here.                               1,000.00
     List any donated items here.                                       2,000.00
     List all other sources of revenues here.                           4,000.00
     (This is actual cash-in-hand items.)

    Total Revenues:                                                     7,000.00

Expenses

   List all out-of-pocket expenses here.                                1,200.00
   List return of donated items here (should be the sameamount          2,000.00
       as listed in Revenues section)
   List return of appropriation from chapter here (should be the same              1,000.00
amount as listed in Revenues section)

    Total Expenses:                                                     4,200.00

Net Income                                                              2,800.00

Required Return to Chapter
Total Required Return                                                     0.00

Charitable Contributions from Project
   Itemize any charitable contributions from proceeds here.              750.00     750.00
   Total Charitable Contributions                                       1,500.00

Earmarks
   Itemize any project or expense not covered in chapter budget OR       500.00
   additional funds to existing budget.

Return To Chapter                                                        800.00




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                                   Appendix G. Sample Press Release




                                                     Letterhead




FOR IMMEDIATE RELEASE (Date)

Contact Person

Phone Number (daytime)

Phone Number (after 5 p.m.)



        Jim Jeter, associate vice president for alumni affairs at Stephen F. Austin State University, will discuss the

new direction of the SFA Alumni Association with local SFA former students at the October meeting of the SFA

Alumni Chapter of _________.

    The dinner event will be held at 7 p.m., Oct. 12 at the Country Club.

    Local SFA alumni and their guests are invited to attend this meeting and visit with Jeter in sharing of ideas for

continued involvement in the SFA Alumni Association.

    Reservations for the event can be made by calling XXX-XXXX no later than DATE. There will be a $10 per

person charge for a buffet dinner and meeting, with proceeds going to the SFA Alumni Association Scholarship

Fund which last year provided more than $XXX to local students who are attending SFA.

    For more information about this event, please call NAME at XXX-XXX.

                                                       —30—




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   NOTES




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