➤

East Stroudsburg University Foundation Alumni Chapters and Affinity Groups

Alumni chapters and affinity groups are essential to East Stroudsburg University’s Office of Alumni Engagement and Annual Giving, extending its impact. They deepen connections, encourage alumni to give back their time, talent, and treasure, and promote ESU's spirit. As extensions of our office, they support future students. The Office of Alumni Engagement and Annual Giving reserves the right to modify requirements, responsibilities, or other details regarding chapters and affinity groups. The Office of Alumni Engagement and Annual Giving also retains the authority to suspend or terminate a group’s status at any time.

Leadership Structure

Term Limits and Exclusions:

  • Each position may be held for up to two consecutive four-year terms, totaling eight years.
  • After completing two terms, individuals must take a one-year break before reapplying for any leadership position.
  • A Board Member of the ESU Alumni Association cannot serve in a leadership position but may be a member.

Leadership Roles:

Chair: Guides the group's direction, coordinates meetings and events, serves as the primary liaison with the Office of Alumni Engagement and Annual Giving, encourages member participation and philanthropy, maintains essential records, and monitors overall progress to ensure the chapter's objectives are met. This position can be split into two co-chairs if needed.

Vice Chair: Supports the responsibilities of the chair, and steps in to lead as needed to ensure smooth operations. This position is optional and applicable only if there's a single chair.

Additional Leadership:

  • Appoint other roles as necessary.
  • Must align with term limits but won’t count toward group formation requirements.

Examples:

  • Events Chair: Oversees event concepts and logistics in coordination with the Office of Alumni Engagement and Annual Giving. Ensures successful gatherings that engage members.
  • Communications Chair: Manages all communication platforms, coordinates content creation and messaging, ensures timely announcements, and collaborates with the Office of Alumni Engagement and Annual Giving to maintain brand consistency and effective outreach.

Member: An active participant who contributes to its mission and activities by attending events, providing input, and supporting initiatives.

Forming an Official Group

To ensure full support in coordinating, promoting, and budgeting for group activities, the Office of Alumni Engagement and Annual Giving encourages applicants to formalize their group or chapter and plan annual events for the upcoming fiscal year (July 1–June 30). Although applications are accepted on a rolling basis, submitting before the start of the fiscal year provides adequate time for comprehensive assistance, budgeting, and planning. While the Office of Alumni Engagement and Annual Giving may include newly chartered chapters or groups in the current fiscal year's plans and budget, it is not guaranteed.

Initial Requirements:

  • 15 alumni (excluding leadership) committed to supporting the chapter or affinity group as members.
  • 15 members must share up-to-date information, such as email, phone, and class year.
  • Propose one annual event to maintain engagement.
  • Propose additional engagement opportunities (e.g., emails, casual meetups).
  • Determine a primary communication method and grant the Office of Alumni Engagement and Annual Giving administrative access. All methods will follow a naming convention for consistency.

Examples include:

  • Facebook Group
  • GroupMe
  • Dedicated Email Address

The primary communication method will be established upon approval by the Office of Alumni Engagement and Annual Giving. Individuals should not create their own email or digital group without prior approval to obtain official status.

*Those interested in forming a Chapter or Affinity Group should create their primary communication method after their application is approved by the Office of Alumni Engagement and Annual Giving.

Annual Reapplication:

  • Apply yearly to retain chapter/affinity group status.
  • Chapters or affinity groups that have successfully completed their first year of operation may submit a minimum of 10 non-leadership members.
  • Submit information regarding annual event, primary communication method, and additional engagement opportunities.

Maintaining Chapter or Affinity Group Status

Meetings:

  • Host at least two meetings annually (virtual or in-person).
  • Discuss official business, alumni engagement, and upcoming local events.
  • Submit meeting minutes to the Office of Alumni Engagement and Annual Giving at alumni@esufoundation.org.

Consistent Communication:

  • Participate in timely responses when an alumni inquires about an alumni chapter or affinity group.
  • Maintain activity through mass communication within 30 days. Examples include:
    • Wishing members happy birthdays in the Facebook group.
    • Sharing information about local activities.
    • Sharing ESU Foundation social media content with the group.
    • Sharing holiday or national holiday greetings.

Leadership Responsibilities

Office of Alumni Engagement and Annual Giving

  • Sign Contracts: Handle agreements with venues, restaurants, and other entities.
  • Event Logistics: Determine event menus, pricing, and logistics.
  • Registration Management: Create and maintain registration pages.
  • Event Promotion: Promote events via ESU Foundation’s social media and email marketing.
  • Provide Gifts: Supply ESU gifts and items for event attendees.
  • On-Site Support: Assist with event day logistics, including setup, registration, and overall coordination.

Chapter/Affinity Group Leadership

  • Promote Attendance: Encourage peer-to-peer participation and engagement for events and functions.
  • Event Liaise: Serve as the primary liaison with the Office of Alumni Engagement and Annual Giving for event coordination and communication.
  • Main Contact: Act as the main point of contact for alumni interested in joining or getting involved.
  • Achieve Goals: Ensure the chapter meets the goals set forth by the Office of Alumni Engagement and Annual Giving, including engagement and event objectives.
  • Maintain Data: Maintain up-to-date member data (e.g., phone numbers, email addresses) and share it with the Office of Alumni Engagement and Annual Giving.
  • Event Day Support: Assist with event logistics on the day of the event, including setting up registration tables, welcoming attendees, and supporting event activities.

TL;DR:
Alumni Chapters and Affinity Groups at East Stroudsburg University help strengthen alumni connections and support current students through events, communication, and volunteer leadership. Groups need at least 15 members, must propose one annual event, and follow simple guidelines for communication, meetings, and leadership structure. Annual reapplication is required, and the Office of Alumni Engagement and Annual Giving provides logistical and promotional support for official groups.

Disclaimer:
This summary is intended as a quick overview. Please review the procedure in its entirety to understand all requirements, responsibilities, and logistics.