GUIDELINES IN ORGANIZING AN AIM ALUMNI ASSOCIATION
1. State clearly the purpose, goals and visions of the Club/Association.
2. Once the Purpose/Objectives are clearly defined, the group (at least 15 members) must discuss and write down the By-Laws or Constitution of their organization. Such By-Laws/Constitution may include the following areas:
a. Official/Registered Name of the Club/Association
b. Official Address/Location of the Club/Association
c. Duties/Responsibilities of:
c-1) Elected Officers of the Association/Club (i.e., Chairman, Vice-Chairman, Secretary, Treasurer, Directors, etc.)
c-2) Associate Member, Honorary Members, etc.
d. Tenure of office for Elected Officers (i.e., one or two years, depending on prevailing conditions in the Association or as agreed by the members of the Association)
e. Organization Structure/Chart of Alumni Association
f. Committee Structures (most often used committees)
f-1) Program/Planning Committee – responsible for the planning/programming of Alumni activities of the Club/Association.
f-2) Admissions/Marketing Committee – works closely with the Admissions Office of AIM in identifying, cultivating would-be applicants, as well as fund raising activities.
f-3) Placement Committee – well-placed alumni can assist AIM by giving advice to graduates or helping graduates find jobs in their organizations; this committee can also network with recruitment agencies to hire AIM graduates.
f-4) Finance/Operations Committee – overseas the finances and day to day operations of the Club/Association.
f-5) Ad hoc Committee – committees that take on special project and is coterminus with the project.
g-1) Membership Classifications (i.e., Associate Member, Honorary Member, etc.)
g-2) Membership Fees (i.e., manner of payment, fees per membership classification, renewal of membership, etc.)
g-3) Duties/Responsibilities of Members (i.e., Chairman, Vice-Chairman, Secretary, Treasurer, Directors of Committees, etc.)
h. Publications/Communication Tools (i.e., newsletter, magazine and topics, schedules of publication, tie-up with other media outfits for wider exposure).
i. Forms of Recognition or Awards for Members (i.e., souvenir items, plaque of appreciation, trophies, etc.)
NOTE: An alumni club or association is made more active and strong if it forms a strong network with other alumni groups in the locality or other regions. Furthermore, the success of any Club/Association is also dependent on the commitment and vision of its members and elected officers and must create a feeling of “pride and belongingness” in every AIM alumni. A strong AIM Alumni Association must also have a “good program” that should attract graduates of the Institute or encourage them to join/participate in its activities. For example, such program may include meetings, reunions, etc.
j. Meetings and other activities
j-1) Annual/Semi-annual/Quarterly meetings to discuss the future directions and activities of the association in relation to the goals of AIM.
j-2) Homecoming, reunion, cocktails, etc.
j-3) Sports activities/Cultural and educational activities/Fund raising activities
j-4) Hold special discussion groups that meet regularly (i.e., topics would include business developments and trends, politics, environment, health or consumer related topics, or topics suggested by the members of the Association).
j-5) Effective career advice, placement of AIM graduates
j-6) Retooling/Re-education of AIM graduates in relation to current sociopolitical economic changes
3. Once 1 and 2 are in place, the next step is for the active members of the group to register the Club/Association in the locality or region.
4. Ideally, the group must meet regularly and discuss issues that affect them in relation to the overall directions and goals of the association and AIM. In addition, they must constantly update the AIM alumni Relations Office and FAIM about their alumni directory, activities, and officers.