Class affiliation is a meaningful connection for many Yale College alumni, and class leadership is critical to building that sense of identity, through communications, events, and programs for classmates. We've provided tools and resources here to support you in this work. Please contact your YAA staff liaison for more information.
Governance & Elections
Class Officer Roles & Responsibilities
Class officers serve five-year terms that correspond to your class's reunion cycle. These guidelines outline the typical duties for class officers. In addition, each class may establish specific roles and responsibilities for class officers in its by-laws.
Class Council Responsibilities
Forming a class council or executive committee is a way to broaden the leadership for the class. Your YAA staff liaison can work with you on finding an approach that works for your class.
Class councils may:
Share the work of governing the class and its activities.
Provide decision-making input to the class officers.
Every class has a constitution, as required by the university’s tax-exempt status and being recognized as a 501(c)3 organization.
Contact your YAA staff liaison for a copy of your class's constitution and by-laws (if applicable).
Elections in a Reunion Year
There are several mechanisms used by classes to elect new class officers:
Conduct class-wide elections by mail/email.
Select officers by vote of the class council or executive committee or nominating committee.
Regardless of the method used, new officers are typically announced at the Class Dinner during Reunion and begin their service on July 1 for a five-year term.
Classmate Contact Information
The Online Alumni Directory provides contact information for individual classmates.
Lists of classmate contact information are available ONLY for class and university purposes and may not be posted on the Internet without password protection and are not allowed to be stored in the Cloud.
Information must not be used for purposes of: politics, fundraising, research, or non-Yale publicity.
Please review the Confidentiality Policy for Volunteers in the Communications Tools section.
For more information and to request an electronic spreadsheet, contact your YAA staff liaison. Please plan on 5-7 business days for these requests.
Finance & Legal
Appropriate Uses of Class Treasury Funds
Class treasuries have 501(c)3 status under Yale's umbrella and are therefore governed by relevant IRS regulations. Funds are intended to develop a strong and enduring class structure to further the interests, welfare, and educational purposes of the class and of Yale University.
Class Dues Acknowledgements
Treasurers: please use this link to send acknowledgement postcards to classmates who have contributed dues.
Eligible Classmate Donations
Providing a cash gift or an in-kind gift of goods or services is eligible to receive a gift acknowledgement for federal income taxes if:
Approval is given by the class officers and event organizer.
Contribution is made directly to the class treasury with notes indicating what the funds are intended to cover (for accounting purposes).
Expenses are covered directly “out of pocket” and receipt documentation is provided to the YAA staff liaison indicating this is for gift acknowledgement, not reimbursement.
NOTE: Classmates who make class donations will not receive university or Reunion gift credit, since the gift is to the class, not to Yale.
Assembly or Other Travel Expense Reimbursement for Volunteers
Travel expenses for class officers and delegates attending YAA Assembly and Alumni Fund Convocation or other class-related business meetings may be covered by treasury funds.
Class Treasury Balance Report
Balance reports are automatically provided once per year in advance of the annual dues solicitation process.
Contact your YAA staff liaison if you would a detailed statement.
Allow one week for processing your request.
IRS 990 Self Reporting Policy
Important information to enable classes to satisfy IRS FORM 990 reporting obligations (Return of Organization Exempt from Income Tax).
Please see "Read More" for an example Whistleblower Policy.
Document Retention and Destruction Policy
The secretary is responsible for setting standards for document.
Records retention and disposition schedules for the class apply to records of all formats, paper and electronic.
There is no requirement to create additional documentation, but this is the policy for existing documents.
Yale University carries a special liability insurance policy that automatically covers official events organized by YAA-recognized Yale College classes.