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Alumni Association Guide to Success

Alumni have valuable contributions to make to Phi Theta Kappa. Through alumni support, the integrity of the Society's programs and service will be protected and new programsand services can be developed and offered in the future.

The purpose of the Phi Theta Kappa Alumni Association is to support the people,

programs and priorities of the Phi Theta Kappa Honor Society.

Alumni associations of Phi Theta Kappa first appeared on the campuses of four-year universities followed by the establishment of communityandregional or multiple campus alumni associations.As Phi Theta Kappa approaches its Centennial, the greatest impact alumni have on the Societyremains at the grassroots level -- on the campuses of senior institutions encouraging the Phi ThetaKappa transfer students to continue their pursuit of scholastic excellence; in the local communitiessupporting the Society Hallmarks of Scholarship, Leadership, Service and Fellowship; and within theregions to ensure a new generation of Phi Theta Kappans enjoy an exceptional membership experience.

This Guide to Success will help each association better execute this supportive role within the body of Phi Theta Kappa by providing a clearly-defined plan of action.

Alumni Associations Further Defined

Phi Theta Kappa alumni associations provide alumni with opportunities to continue the Phi Theta Kappa “experience” after chapter membership. More than 100 Regional, Community/Chapter and University associations add up to an alumni body of support for current and future Phi Theta Kappa members.

Regional and Community/Chapter Associations are similar, as they support the local chapters of Phi Theta Kappa. Regional Alumni Associations provide a broader scale of participation as alumni within an entire region are invited to join. Additionally, the Regional Alumni Associations often play a role in regional events such as Conventions, Honors Institutes, and other regional activities.

Community/Chapter Based Alumni Associations also work within a geographic area to support chapters. Their range of focus could be for a specific chapter or college and its campuses. Community Alumni Associations may operate within a metro area that might have multiple colleges, campuses or chapters represented. These associations support chapters with membership drives, induction, and guidance.

University Alumni Associations make up more than half of the Society's 100-plus alumni associations. These organizations are well-suited to assist Phi Theta Kappa members with the transition from community college to university life. They are also helpful to the senior institution as Phi Theta Kappa alumni can support recruitment as ambassadors in outreach efforts to potential transfer students.

Building a Successful Alumni Association

Once inducted into Phi Theta Kappa, an individual is a member for life. Phi Theta Kappans are considered alumni when they leave the chapter in good standing through graduation, transfer or other means. Alumni are a valued part of our Phi Theta Kappa family and are encouraged to give back and continue their engagement through alumni associations. To build a legacy, an association should create an environment of inclusion. As members become alumni, the association should engage the fresh ideas of new alumni while mentoring them to be future leaders of the association.

The purpose of the Alumni Association Guide to Success is to provide Phi Theta Kappa Alumni Associations with a plan to accomplish goals that support members of the Society. Each association is unique in its culture, abilities, scope and strengths; and all share the aspiration to make an impact through Phi Theta Kappa, its members, chapters and regions. Using this Guide to Success, associations are challenged to consider their impact on an annual basis through planning, reporting and projects.

As associations navigate through the chartering processes, they define bylaws, set goals and identify leaders; though too many associations’ momentum toward a chartering ceremony fizzles when the goal of chartering has been completed. This Guide to Success will help new and established associations, alike, remain focused and identify sustainable goals to remain relevant and active. To learn more about chartering an association, please contact the Alumni Office ().

The success and strength of an alumni association depends greatly on a dedicated association leadership, which includes the officer team and the advisor(s). Though each association may have unique officer positions and roles, in each association the officers will maintain responsibility for devoting attention to the use of the Alumni Association Guide to Success,especially when planning projects and setting goals.

The association advisor serves as a permanent contact between the association and Phi Theta Kappa Headquarters.Selection of the advisor, and possible co-advisor(s), depends on the type of the association, but guidelines include:

  • Regional and Community/Chapter Associations: A chapter advisor or co-advisor is the ideal advisor for these associations. When this is not possible, the advisor could be an alumnus or college staff member who can and will work with the chapter advisor(s) and regional coordinator(s).
  • University Associations: Typically a university staff member involved with transfer admission or orientation is the advisor, though it is helpful to also appoint a co-advisor who does not travel extensively (common for most admissions personnel). Some universities also appoint an advisor/co-advisor who is involved with campus leadership programming or the Honors College.

For more information on selecting an advisor contact the Alumni Office ().

Associations can also rely on the combined experience of the Alumni Advisory Council (AAC), which is made of experienced alumni willing to serve as liaison between Phi Theta Kappa alumni and headquarters staff. Council members are advocates for Phi Theta Kappa, setting goals each year to address the needs of the alumni members and supporting the Phi Theta Kappa Foundation. The Alumni Advisory Council’s primary goals are:

SCHOLARSHIP: Supporting chapter leadership and membership through mentorship, guidance and education, and promoting the importance of lifelong learning as scholars

LEADERSHIP: Encouraging chapter and member involvement in Phi Theta Kappa programming and benefits by sharing personal rewards of participation and promotion opportunities offered by Headquarters.

SERVICE: Increasing financial support of local and Society-wide scholarships for members to continue their education at community and senior colleges.

FELLOWSHIP: Facilitating social and networking opportunities for alumni and friends regularly.

Alumni Association Guide to Success

Phi Theta Kappa is thankful for alumni associations -- big, small, experienced, newly chartered, and those “under construction” -- for their passion in serving the members of the Society. This Guidewill help you understand and navigate common steps to provide meaningful support for members. By following these steps, associations will be focused and ready for success.

Step One

This step helps associations plan for success through these key tasks:

  1. Review Alumni Association Guide to Success and set association goals for success.
  2. Develop a plan formember recruitment that includes goals and strategies for maintaining or growing membership in the alumni association. Report members annually to the Alumni Office.
  3. Promote awareness ofalumni association’s purposeand goals at regional conventions, graduation meetings, campus activity fairs, etc.
  4. Conduct at least one induction ceremony or event annually.
  5. Make sure all Executive Officer positions are filled to ensure a continuum of strong leadership for the Association. All officers are reported to Alumni Office following annual elections and/or installations. Officer rotation is to be completed according to the Association bylaws.
  6. Commit as an association to empower chapters and regions and mentor members, challenging and assisting them to set and achieve ambitious goals for college completion and other Phi Theta Kappa initiatives.

Step Two

This step helps associations plan for success and become organized through these key administrative tasks:

  1. Conductat least one general business meeting annually.
  2. Hold board/steering committee meetingsat least twice a year -- these can be in person or using technological resources (phone/video).
  3. Review bylaws at least once per year to ensure compliance. If necessary, edits should be submitted to Alumni Office for approval.
  4. Submit financial reports to Alumni Office annually.
  5. Annually submit the Association Annual Report to the Alumni Office by March 1st. Associations that do not report for three (3) consecutive years will be issued a warning and charter will be retired after the fifth (5th) year.
  6. Association representative attend Annual Alumni Business meeting held at Phi Theta Kappa Annual Convention or attend webinar to be held afterwards.
  7. Meet/conference call with Chapter Advisor/Alumni Advisor/Regional Coordinators and Headquarters representative (i.e., appropriate Associate Director for Regional and Chapter Development and/or Key Services Consultant) on a regular basis to offer support and explore how the Association can support active members and officers’ goals. Gain an understanding of the member needs and consider these when approaching Step Three projects.
  8. Review Alumni Advisory Council goals and projects to be implemented into Association programming.

Step Three (and beyond)

This step helps associations plan for success and meaningfully connect with Phi Theta Kappa and its members through key supportive projects in the following areas:

  • Support Active Membership - Philanthropy
  • Support Active Membership - Society Programming and Member Benefits
  • Support Beyond College Completion– The importance of completing a college credential in order to be better positioned for successful transfer and/or job market

Each association is unique in its culture, abilities, scope and strengths. The “Project Purposes” listed below should help association leaders chart their own plans to meaningfully impact Phi Theta Kappans. Associations may identify multiple projects for just one purpose or even blend ideas to better serve the current and future members in your region, community or on your campus.

Support Active Membership-PhilanthropyProject Purposes

  1. Support Phi Theta Kappa Foundation scholarship initiatives
  2. Provide a book, membership or tuition scholarship for Phi Theta Kappans
  3. Establish a scholarship for Honors Institute
  4. Provide a scholarship to an active member to attend Annual Convention

Support Active Membership-Society ProgrammingProject Purposes

  1. Collaborate with officers and advisors to assist the region, chapter and/or members to enhance engagement in Phi Theta Kappa Programs such as:

(1)Honors in Action projects,

(2)Community College Completion Corps (C4)Event Support,

(3)Five Star Chapter Development,

(4)Competitive Edge

(5)CollegeFish.org.

  1. Increase access to the Phi Theta Kappa Experience for eligible students and promote student engagement and success by assisting with chapter recruitment, orientation and inductions or covering induction fees for deserving students.

Support Beyond College Completion Project Purposes

  1. Sponsor a College Fair. Invite transfer representatives to attend. Explain why they will want to come to speak with Phi Theta Kappans. Find out if their particular institution offers scholarships.
  2. Assist active members with applying for Fall and Spring scholarships through Phi Theta Kappa.
  3. Provide support, guidance, and mentoring during the college and scholarship application process.
  4. Provide support, guidance, mentoring and tutoringto active membership in completing degree.
  5. Provide career/job shadowing opportunities.
  6. Provide mentoring and support to transfer students before, during and through the transition to life on a university campus.

More information: For help on focusing the efforts and abilities of your association, contact Annual Giving and Alumni Relations Coordinator Courtney Taylor (601.984.3577 or ). Members of the Alumni Advisory Council (AAC) may be reached at .

Adopted January 2014

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