Any group of alumnae seeking affiliate status must submit a charter or bylaws to the Board of Directors. Affiliate status is granted by a majority vote of the voting members of the Alumnae Association Board of Directors. The charter/bylaws must include the following:
- Name of Group
The name may not include “Alumnae Association of Mount Holyoke College” or “Mount Holyoke College,” as these words indicate specific legal entities. Groups may use the name “Mount Holyoke” in their titles.
- Purpose of Group
The purpose of the group must be consistent with the mission of the Association.
- Leadership and Reporting Requirements
The charter or bylaws must specify the method of selecting officers and the titles and terms of the officers. The names, addresses, and telephone numbers of the officers shall be provided on an annual basis to the Alumnae Association and any changes in leadership must be communicated to the Association.
- Terms and Criteria for Membership
Any alumna is eligible for active membership upon payment of annual dues. Any former or present member of the faculty or staff, or the mother of a present or past student may become an associate member of the affiliate group upon payment of annual dues. The leadership of the affiliate group may nominate special persons for honorary membership in the affiliate group and such nominees shall become honorary members, enjoying all rights and privileges appertaining thereto, upon their election by a three-fourths (3/4) vote of the members present at an annual meeting.
- Evidence of Interest
The charter/bylaws must be accompanied by evidence of interest in the form of signatures and addresses of 25 alumnae.
- Collaborative Efforts with College Departments
Affiliate group members must understand and use current policies and practices regarding admission and fundraising activities. The MHC Office of Admission manages all Alumnae Admission Representatives (AARs) and must approve any direct admission activities. The MHC Office of Advancement manages all fundraising efforts and must approve any direct fundraising activities. Fundraising activities related to alumnae outreach require approval from the Alumnae Association executive director or her designee.
Services Provided by the Alumnae Association
- Staff Liaison
A staff member of the Alumnae Association shall be assigned as a liaison to each affiliate group.
- Membership and Mailing List
The Alumnae Association may maintain a membership/mailing list for each affiliate group, and will provide one annual, free newsletter mailing to the entire membership.
The group shall be a legal subgroup of the Alumnae Association entitled to the benefits of tax-exempt status and, as such, shall be required to file annual financial reports showing that its collections and disbursements were in accordance with the Internal Revenue Code Section 501(c)(3). The Alumnae Association will, upon written request of the authorized group officer(s), maintain the treasury of an affiliate group. The executive director of the Alumnae Association must be co-signer on all such bank accounts maintained by the Association.
- Annual Meeting
The group shall have an annual meeting and send minutes from the meeting to the executive director and the designated staff member of the Alumnae Association.
- Alumnae Council Representatives
The group will periodically be invited to send a representative to Alumnae Council.
Services other than those specified in these guidelines may be provided to affiliate groups at the discretion of the Alumnae Association executive director and designated staff member.
- Financial Support
Affiliate groups may assess reasonable dues and other charges to cover costs of their activities and events. Financial or in-kind support shall only be provided in emergency situations as defined by and at the discretion of the executive director and the designated staff member of the Alumnae Association.
- Prohibited Activities
Affiliate groups must not engage in activities that would jeopardize the tax-exempt status of the Association under the Internal Revenue Code 501(c)(3). Email the executive director for those guidelines.
- Annual Reports
Each affiliate group shall submit annual written reports to the executive director of the Association. These reports will include information about the finances, officers, membership, activities, and agenda of the group.
Revocation of affiliate status will occur if the leadership of the affiliate group requests that the group be dissolved, or if the Association Board of Directors finds that the group is not in compliance with its charter or with these guidelines. Such a finding may be made only after the group is afforded the opportunity to hold a hearing before the board.