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Interest Group Toolkit

Introduction

Leading an interest group, especially a new one, can seem overwhelming, but this toolkit was designed to help. In this one location you will find a wealth of information, ranging from programming ideas to sample constitutions to sample emails. All are geared toward making managing and leading your interest group simple and straightforward. As you have feedback, suggestions or questions, feel free to reach out to your Alumni Association Interest Group contacts for additional support.

Getting Started

  • Establishing Interest Groups

    Interest groups allow alumni to engage and connect through a broad range of interests, affiliations, identities and professional fields that crosscut class years, majors, regional clubs and associations, Graduate and Professional Schools groups, and other constituencies. Interest Groups are mission-driven groups that aspire to have a positive impact for alumni, Yale University, local communities, and beyond. 

     

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      More about Interest Groups

      Interest Groups tend to fall into four general categories: (1) identity (2) vocation (3) student-affiliated associations and (4) avocation. Examples of Information Groups include the Yale Veterans Association, YaleWomen, Yale Black Alumni Association, Yale GALA (Yale’s LGBT alumni group), Yale in Hollywood and the Yale Alumni Nonprofit Association among others. 

      If you have an interest in establishing a particular Interest Group, please first contact the Interest Group department [add a link to Contact Us with a filter for Interest Group leadership] to discuss your idea and confirm that the group is aligned with University principles and not in conflict with an existing group.  Upon confirmation from the Interest Group department, you will want to begin establishing a foundation so you can demonstrate sustainability to Interest Group leadership who can help you to further develop your organization.  As you mature as a group and a board, you will be able to operate more independently, planning and funding your own activities.  

  • Requirements to Become an Interest Group

    The guidelines to become a recognized Interest Group are as follows: 

    • Establish:
      • Mission or statement of purpose 
      • Constitution and/or operating principles 
      • By-laws 
    • Engage at least 50 actively participating alumni and a complete base of at least 100 alumni 
    • Identify at least three officers to serve as volunteer leaders of the organization 
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      Additional Recommendations

      • Strategic plan – suggested to be three years outlining aims, goals, objectives and activities 
      • Consider nonprofit status and become a 501(c)3.  As a nonprofit, your group is committing to not engage in significant commercial activity, lobbying, political activities or any activities that would jeopardize not-for-profit status of Yale. 
      • Submit an annual report to include an overview of activities, goals achieved, financial statements and current members 

Official Recognition

  • Becoming Officially Recognized by the University as an Interest Group

    You are eligible for official recognition and potential delegate representation at the Alumni Association Assembly after completing two years of sustained programmatic activity. 

Membership

  • Membership Strategies that Really Work

    • Find opportunities that “fit” with people’s personal motivations 
    • Match to what people believe is in it for them: growth, recognition, achievement, participation enjoyment 
    • Define what you expect and provide descriptions of volunteer opportunities 
    • Welcome and engage new members and consider creating a mentoring system 
    • Develop your leaders and honor those who are willing to step up 
    • Make sure every meeting is the best use of time 
    • Lead, organize, delegate and appreciate

  • Advice, Examples and Ideas in Event Planning

    Events connect members of your local Yale family to each other, your community and back to Yale.  Events help cultivate new leaders and demonstrate ability and enthusiasm.  Engage your membership through surveys to understand the demographics of your group and to focus your energy on their interests. 

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      Creative avenues can include: 

      • Leveraging existing events and incorporate private tours or talks to enhance these experiences 
      • Finding the hidden treasure venues around you that peak curiosity 
      • Utilizing local Yale talent including those teaching or studying in local universities 
      • Involving your constituents in local community service efforts 
      • Harnessing enthusiasm and engaging many generations with a large event every few years 
      • Continuing education – book clubs, faculty forums, discussion groups around a theme or food  
      • Planning an event around a performance or exhibition; connect it to Yale alumni talents or experience 
      • Heading outdoors for observation, conservation or exercise 
      • Engaging in Bulldog athletics by playing or planning to enjoy a game on screen! 
      • Inviting visiting athletic teams, performance groups or by planning opportunities to incorporate current students 
      • Establishing a position for a young alumni on your board 
      • Targeting activities at your next generation of volunteers 
      • Planning family-centric activities or arranging for babysitting for large events 
      • Networking opportunities including forums, panels or casual receptions 

  • Recruiting Young Alumni

    Programming may look different for a diverse membership population.  Engaging all members and seeking to develop them to become future Club Leaders is very important. 

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      Engaging Young Alumni

      Included here are a few ideas on how to engage those alumni less than 10 years out of school. 

      • Think outside of the box and let the young alumni suggest programming 
      • Create a role on the board to represent and welcome young alumni 
      • Do not label events for young alumni only, aim to engage your entire population in any activity 
      • Gatherings: fun, informal and social usually go over well 
      • Offer membership discounts, incentives for participating, free admission if they can bring a few friends 
      • Leverage the internet and tools that make payment and registration online and simple 
      • Include events that appeal to their athletic abilities 
      • Include competition and incentives to increase engagement 
      • Community service and supporting the local community  
      • Acknowledge and recognize their engagement, leadership and support 
      • Find cool and hip venues that spark curiosity and interest  
      • Schedule activities after hours and on weekends   

      The Alumni Schools Committee may also be able to identify other activities that are interesting to recent grads.  Keeping those new alumni (and their parents!) engaged is key, so continue to share things that work and exchange ideas with the Alumni Association when you find strategies that work.