Types of Clubs and Groups

CLUBS (geographic or affinity)

Level of formality and requirements: High

Governance:

• Has bylaws that serve as the governing rules of the club and include following Alumnae Association guidelines
• Elects officers to board positions
• Is a legal entity. In the US, has EIN and is included as a subordinate organization in Alumnae Association IRS filing. International clubs should should contact their respective governmental offices to determine their specific legal entity application process.
• Has key business documents on file at the Alumnae Association (bylaws, EIN, state registration, 501c3 status, legal entity status related documents)

Affiliation Requirements:

• Is registered with appropriate governmental entity if necessary. In US, in some states, even unincorporated associations must register with the state. 
• Has bank account and the option to collect dues
• Maintains active membership list including list of dues payments, if collected
• Submits annual Forms A, B, and C
• Communicates with assigned Clubs and Groups Committee member and/or relevant Alumnae Association staff quarterly
• Communicates with membership on a regular basis with a minimum of two communications pieces/newsletters to membership annually
• If a geographic club, holds regular (2 or more) events annually with at least one large event with all-membership appeal
• If an affinity club, plans and schedules activities to connect members (may be virtual, through social network, or through reunion activities)
• A club that does not meet the responsibilities for club affiliation for a period greater than 12 months may have its status changed to dormant or lose its affiliation with the Alumnae Association.
• It is extremely important to share information about events for the Master Calendar as well as communications to club members with the Alumnae Association. This allows the Alumnae Association to track alumnae engagement activities.

Application Process for Affiliate Affinity Clubs

GROUPS (geographic or affinity)

Level of formality and requirements: Medium

Governance:

• Run by a committee that is led by a leader or co-leaders
• Is not a legal entity and cannot collect dues, fundraise, or have a bank account
• Follows Alumnae Association guidelines

Affiliation Requirements:

• Submits annual Forms A and B
• Communicates with assigned Clubs and Groups Committee member and/or relevant Alumnae Association staff twice a year
• Communicates with membership on a regular basis with a minimum of one communication piece/newsletter to membership annually
• If a geographic group, holds one or more events annually with at least one large event with all-membership appeal
• If an affinity group, plans and schedules activities to connect members (may be virtual, through social network, or through reunion activities)
• A group that does not meet the responsibilities for group affiliation for a period greater than 12 months may have its status changed to dormant or lose its affiliation with the Alumnae Association.
• It is extremely important to share information about events for the Master Calendar as well as communications to group members with the Alumnae Association. This allows the Alumnae Association to track alumnae engagement activities.

KEY ALUMNAE REPRESENTATIVE (geographic)

Level of formality and requirements: Low

Governance:

• Designated alumna representative for the geographic region
• Is not a legal entity and cannot collect dues, fundraise, or have a bank account
• Follows Alumnae Association guidelines

Affiliation Requirements:

• Serves as a point of contact for the Alumnae Association, College, and alumnae community
• Submits annual Forms A and B
• Holds at least one event annually
• A Key Alumnae Representative who does not meet the responsibilities for affiliation for a period greater than 12 months may have her group’s status changed to dormant or lose its affiliation with the Alumnae Association.
• It is extremely important to share information about events for the Master Calendar as well as communications to group members with the Alumnae Association. This allows the Alumnae Association to track alumnae engagement activities.

REGIONAL AMBASSADOR  (geographic)

An alumna Regional Ambassador serves as the first point of contact for alumnae in a country or region outside the United States, as well as a resource for local residents who are interested in learning more about Mount Holyoke College. This position is intended for areas outside of the United States where there is no club or group structure in place.