Tougaloo College National Alumni Association
Chapter Guide
Revised October 2009
- OBJECTIVES
- MEMBERSHIP
- CHAPTER CONSTITUTION
- CHAPTER OFFICERS
- CHAPTER MEETINGS
- CHAPTER CONTRIBUTIONS AND FUNDS
- ALUMNI GIVING
- CHAPTER REPORTS AND FORMS
- REGIONAL REPRESENTATIVES ROLE
- PROCEDURES FOR ORGANIZING OR REORGANIZING
CHAPTERS
- ACTIVE CHAPTERS
- CRITERIA FOR ALUMNUS/ALUMNA OF THE YEAR
- NOMINATIONS AND ELECTIONS
- CHAPTER OF THE YEAR AWARDS
- HALL OF FAME
- SCHOLARSHIPS AND LOANS
- BENEVOLENCE
FOREWORD
The Tougaloo College National Alumni
Association Chapter Guide is an easy self- help guide designed to assist
Tougaloo College Alumni Chapters as follows:
- To
understand the functions of Tougaloo College National Alumni
Association.
- To
implement projects and programs which benefit
Tougaloo
College
and
Tougaloo College National Alumni Association
- To
serve as a supplement to the Tougaloo College National Alumni
Association Constitution and Bylaws
- To
serve as a self-help reference for members in alumni chapter meetings
- To assist chapters in
managing and promoting more effective involvement of alumni and
non-alumni in chapter activities
This Guide is published
by The Tougaloo College National Alumni Association.
Acknowledgement
Gloria
Grace, Chapter Guide Committee Chair
Dr. H. T. Drake, Co-Chair
Doris
Griffith Bridgeman, Director Alumni Affairs Edward Trussell Lewis, Jr.,
Advisor
I. Objectives
The objectives of the Tougaloo College Alumni Association Chapters are as
follows:
- To establish a mutually
beneficial relationship between Tougaloo College and its alumni and friends;
- To serve as an agency to
interpret the mission of Tougaloo College to the public;
- To serve as a clearing house
for the employment of Tougaloo College alumni and students;
- To recruit alumni and friends
as supporters for Tougaloo College and Tougaloo College
National Alumni Association;
- To recruit prospective
students for Tougaloo College;
- To sponsor and support
programs and activities which will enhance the image, mission,
interest(s) and ideas of Tougaloo College and Tougaloo College
National Alumni Association; and
- To encourage alumni members
and friends to make financial contributions to the Tougaloo College
Annual Giving Fund.
- To
work closely with regional representatives with fundraising
initiatives and enhancement of chapter development.
Back to Table of Contents
II. Membership
Section 1. Eligibility
guidelines for admittance to the Tougaloo College National Alumni Association
are as follows:
- Any graduate of
Tougaloo College or Southern Christian
Institute;
- Any former student of
Tougaloo College, Tougaloo High School, Daniel Hand School, or former
student of Southern Christian Institute;
- Any individual holding an
honorary doctorate degree from Tougaloo College is eligible for membership;
- Any friend or family member
of a Tougaloo College graduate who supports Tougaloo College by paying
Tougaloo College National Association dues; and
- All graduating seniors. ONE YEAR FREE AFTER GRADUATING
Section 2. Membership
is offered as follows:
- Annual- this
type membership is good for one year and has a duration beginning July 1
and ending June 30.
- Subscription Life- this type membership is used
to allow for an annual payment plan for individuals desiring to be Life
members.
- Life – this type membership is
for the life of the individual.
- Honorary - this type membership is
available in the form of Annual, Subscription Life, or Life to any
person who has genuine interest in supporting
Tougaloo College but did not attend
Tougaloo College or its affiliates.
Section 3. Membership
Dues
- Tougaloo College National
Alumni Association annual dues shall be $25 to be paid for a calendar
year July 1- June 30.
- Tougaloo College National
Alumni Association life dues shall be $500 to be paid one time or $100
per year on 5-year payment plan.
- Chapters are encouraged to collect
and submit TCNAA dues in a timely manner to the Office of Alumni
Affairs.
Section 4. Voting Privileges
- A member is eligible to vote
in elections if he/she is a current dues-paying member of Tougaloo
College National Association.
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III. Chapter Constitution
- A Chapter shall consist of no
fewer than five (5) members. Chapters are required to operate under the
auspices of TCNAA. In addition, each Chapter will be required to
participate in and support the activities of TCNAA.
IV. Chapter Officers
- Required officers shall be
president, secretary, and treasurer. Other officers may be chosen as
deemed necessary by the chapter.
- The president shall represent
the chapter on the Tougaloo College National Alumni Association Board of
Directors.
V. Chapter Meetings
- Each chapter should meet
monthly or as often as deemed necessary in order to carry out the
objectives as stated in Item I.
VI. Chapter Contributions and Funds
- All funds raised or collected
by chapters in the name of Tougaloo College or TCNAA are to be reported
to the Office of Institutional Advancement or Tougaloo College National
Alumni Association, with the exception of funds that may be needed by a
chapter for its operations. All funds raised during any given year are
to be reported and submitted by the specified deadline in order for a
chapter to be considered for Chapter of the Year awards.
- In-kind gifts are those gifts
or services rendered to Tougaloo College or to Tougaloo College National
Alumni Association that enhance programs, projects and events of the
College or TCNAA Expenses incurred for performing these services, for
example, student recruiting, office equipment, choir support, basketball
teams support, and etc. may be included. Expenses must be documented and
submitted to OIA for approval.
Back to Table of Contents
VII. Alumni Giving
- Individual Annual Alumni
Giving is the "Life Blood" of Tougaloo College; therefore, it is imperative
that the number of alumni givers and the total contributions show
continuous improvement. All chapters should strive to have all chapter
members participate in t he Annual Alumni Giving Fund Campaign.
VIII. Chapter Reports and
Forms
- Any correspondence required
by Tougaloo College National Alumni Association is to be submitted to
the Executive Director (P.O. Box 288, Tougaloo, MS 39174); in a timely manner
adhering to specific due dates in order to be considered for chapter
awards, and is to be archived in the Office of Alumni Affairs. All
chapter correspondence to the TCNAA is to be reviewed, dated and signed
by the Chapter President or his/her designee prior to submission.
- Chapters are to submit the
following to Tougaloo College National Alumni Association:
- Chapter meeting dates;
- Calendar of planned
projects/activities;
- Roster of current officers
and members, including addresses, fax and phone numbers, and e-mail
addresses;
- Tougaloo College National
Alumni Association memberships (life and annual)
This information should be submitted for the current academic
year by October 31, and should be updated by May 1st. This information must
be on file in the Alumni Affairs office for a chapter to be considered active.
- Chapters are to submit to
Tougaloo College National Alumni Association a summarized report of
projects and activities completed during the current fiscal year July 1
- June 30.
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IX.
REGIONAL
REPRESENTATIVE ROLE
- A Regional Representative is
any graduate or former student of Tougaloo
College and
an active member of
TCNAA who has been nominated and elected by the alumni in their
respective region to
serve a three (3) year term of office.
II. Duties
Regional Representatives should assist chapter
presidents as necessary in the following ways:
A. Fundraising
Initiatives
1.
Collect
Tougaloo
College
National Alumni Dues
2. Develop
at least one major fundraiser for each chapter
3. Organize
an Annual Phon-A-Thon
4. Identify
and solicit alumni and friends as major gift donors for TCNAA and the
Alumni
Giving Fund in the following areas:
A.
Life Insurance Policies D. Real Estate
B.
Stocks and Bonds E. Inter Vivos Gifts
C.
Direct Gift (actual gift) F. Others
B. Enhancement
of Chapter Development
- Identify an alumnus in each
chapter to serve as an Alumni Liaison Officer to work with the
College’s Recruitment Office in identifying and recruiting students
interested in attending Tougaloo.
2. Identify
an alumnus to serve as New/Media Coordinator.
This person will be
responsible for
collecting information concerning chapter members and friends
for publication in
the Tougaloo News and TAB (i.e. award, births, special
recognitions, honors, deaths).
3. Identify
and recruit alumni for membership in local chapters and TCNAA.
4. Organize
and conduct regional conferences
5. Disseminate
information from TCNAA to the local chapters
6. Establish,
in conjunction with chapter presidents, an Alumni Resource Bank:
A. Identify alumni business
owners, corporate executives, upper and middle
executives.
B. Assist in obtaining the
professional designation of the chapter’s alumni,
(i.e.
teachers, nurses,
social
workers, secretaries, lawyers and health care professionals).
7.
Assist in the reactivation of inactive
chapters and in the identification and
organization of new chapters.
8.
At-Large Representatives can assist each of the regional
representatives/chapter
presidents as requested in the
implementation and planning of the above outlined
goals and objectives.
Back to Table of ContentsX. Procedures for Organizing or Reorganizing Chapters
- The Regional President
identifies an alumnus/alumna to serve as organizational chairperson in
the desired area.
- The Office of Alumni Affairs
will supply the chairperson with a list of names, addresses and
telephone numbers of alumni in the prospective chapter area.
- The chairperson conducts a
survey of area alumni and friends to determine the need for the
formation of a chapter or the reorganization of the chapter. A minimum
of five members is required to charter or reactivate a chapter.
- The organizational
chairperson, in conjunction with the Office of Alumni Affairs, will
schedule a "Kick-Off" meeting with the Executive Director of
Alumni Affairs, Regional Officers, National Officers, and other alumni
chapter members.
- The "Kick-Off"
meeting agenda should include the following:
- Update on alumni and the
state of the College
- Provision of guidelines and
suggestions for the actual organization or reorganization
- Informing the Chapter of
programs and events which will enhance Tougaloo College, Tougaloo College National
Alumni Association, and the chapter activities
- Election of officers
- Establishment of committees,
and
- Orientation to Chapter Guide
- A Charter will be
issued upon the completion of the aforementioned steps.
XI. Active
Chapters
- Those chapters that subscribe to
and implement the objectives outlined in Item I of the Chapter Guide are
considered active chapters. Chapters are considered to be active chapters when the
following are fulfilled: (1) files
required information according to Article VIII, B 1, 2, 3, 4; (2) there
are a minimum of 5 members; (3) there are at least 3 officers; (4)
Chapter President’s TCNAA dues are paid by September of each fiscal
year; (5) contributes to the Annual Giving Fund; and (6) subscribes to
the objectives as outlined in the Chapter Guide.
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XII. Criteria for Alumnus/ Alumna of the Year
Nominees for
Alumnus/ Alumna of the Year must meet the following criteria:
- Must be a graduate of
Tougaloo College, Southern Christian Institute or must have attended
Tougaloo High School;
- Must be a current dues-paying
member of the Tougaloo College National Alumni Association for at least
three consecutive years;
- Must be a member in good
standing by participating actively in his/her local chapter (if
established in area) for at least three consecutive years; and
- Must be a contributor to
Tougaloo College, financially or in-kind.
Back to Table of Contents
XIII. Nominations and Elections
Procedures for electing Tougaloo College National Alumni Association
Officers/Board of Directors, Alumni Representatives to Tougaloo College Board
of Trustees, and Alumnus/ Alumna of the Year:
- Nominations may be made by
any current active TCNAA member (dues paid by January 30) or by any
TCNAA active Chapter. Nominees must also be current active TCNAA
members.
- Nomination Forms are to be
mailed to active TCNAA members on or before February 1. Nomination forms
must be postmarked and returned on or before February 28. Nomination
forms are to be mailed to:
Tougaloo
College National Alumni
Association
Nominations and
Elections
Post Office
Box 288
Tougaloo,
MS
39174
- The Nominations and Elections
Committee will meet on a predetermined date (to be set by chairperson)
for the purpose of collecting, opening, and reviewing all nominations.
All nominees meeting the criteria will be placed on the election ballot.
Ballots will be mailed to all active TCNAA members (dues paid by March
30).
- Mail-in Ballots are to be
returned in the “official TCNAA ballot only envelope” and sealed. This
“ballot only envelope” will be placed in the “self addressed envelope”
and the inside of the folding side (flap) of the self addressed envelope
must be signed in the designated space and mailed back to TCNAA postmarked by April 30 in order to be
tallied. Do not sign “ballot only envelope or ballot”.
- Nominees must submit a short
biography (including name, class year or last year of attendance,
occupation, prior offices held in TCNAA (if any), chapter affiliation
(if any), and a minimum of two methods of contact (email plus one
other). Biography shall be included by the Nomination and Election
Committee with the election ballot when distributed to all active TCNAA
members.
- The Nominations and Elections
Committee will meet on a predetermined date for the purpose of tallying
election ballots. All ballots will remain in the Tougaloo, Post Office
until the tallying date at which time the ballots will be secured by the
Committee and the Executive Director of Tougaloo College Office of
Alumni Affairs for tallying. Nominees may have a representative present
during the counting of the ballots.
- The results of the tally will
be presented to the TCNAA Board of Directors at the May Board meeting,
as well as all nominees will be notified of the outcome.
- All Officers, Regional
Directors and Alumni Representatives to the Trustee Board shall be
elected for a three (3) year term, which shall begin July 1st. None may
be re-elected to hold a position for longer than six (6) consecutive
years.
- A member is eligible to vote
if he or she is in good standing financially with the National
Association. (Current Annual, Subscription Life, or Life Member)
- An Honorary Member shall have
voting rights and privileges, except the holding of national office.
- Qualifications- A member is
eligible to run for office if he/she meets the following criteria:
- Must be a graduate or former
student of Tougaloo College or Southern Christian
Institute;
- Must be a regular
contributor to Tougaloo College financially or in kind;
- Must be an active member of
a chapter when such a chapter exists in his/her area; and
- Must be a current
dues-paying member of the Tougaloo College National Alumni Association.
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XIV. Chapter
of the Year Awards
The purpose of the Chapter of the Year awards is to motivate chapters to
support Tougaloo College and the Tougaloo
College National Alumni Association, as well as to motivate chapter members
to become more involved in chapter activities. It also allows all chapters,
regardless of size, to compete for honors. All chapters can win awards
whether it is giving to the annual fund, recruiting students, In-kind gifts,
or TCNAA membership (SEE AWARDS CATEGORIES).
- The awards are named in honor
or in memory of outstanding Alumni or dedicated supporters of
Tougaloo College.
- Chapter awards will be
presented at the Hall of Fame Banquet, however, a status report on
chapter contribution for awards pertaining to the Tougaloo College
Annual Fund will be provided at the Annual Alumni Banquet. All chapter
awards will be archived in the Alumni House.
- The reporting period covers
the fiscal year July 1- June 30.
- Chapter Awards Categories:
- The Dr. Walter Washington
Award (Chapter Donation)
This award will be presented to the Chapter contributing the highest
total combined financial and In-kind amount to
Tougaloo College. The purpose of the award
is to encourage chapters to donate to their fullest ability.
- The Honorable Corneal A.
David Award (Chapter Members Donating)
This award will be presented to the Chapter whose chapter members
donates the highest combined amount to the Tougaloo College Annual
Fund. The purpose of this award is to encourage Chapters to motivate
their members.
- The Julia A. Bender Award
(Highest percent Of Members Donating)
This award will be presented to the Chapter having the highest
percentage of its chapter members donating to the Tougaloo College
Annual Fund. The purpose of this award is to motivate chapters to
strive to have a high percentage of its members donate to the Tougaloo
College Annual Fund, whether the donation is large or small, it is the
numbers that count. Every chapter is encouraged to have 100% of its
members donating.
- The Lucille M. Fraser Award
(Highest Percentage TCNAA Members)
This award will be presented to the Chapter having the highest
percentage of its members who are dues paying members of TCNAA. The
purpose of this award is to encourage chapter members to be Life or
Annual Members of Tougaloo College National Alumni Association.
- The Dr. Naomi Townsend Award
(Recruiting)
This award will be presented to the Chapter recruiting the highest
percentage of students attending Tougaloo College during a current term. The
purpose of this award is to encourage chapters to recruit prospective
students to attend Tougaloo College.
- The H. M. Thompson Award
(In-Kind Contributions)
This award will be presented to the Chapter contributing the highest
In-Kind valued amount to Tougaloo College and/or Tougaloo National
Alumni Association. All In-kind Gifts must be reported to OIA for
documentation. The purpose of this award is to honor those chapters who
contribute the highest In-Kind gifts or rendered services to
Tougaloo College or TCNAA. Such gifts or
services may include student recruiting, office equipment, athletic
programs support, choir programs support, and etc.
- The New or Reorganized
Chapter Award
This award will presented to all new or reorganized chapters during the
TCNAA Annual Alumni Banquet.
Back to Table of Contents
XV. Hall
of Fame Induction (See tcnaa.org website for update
information.)
The Distinguished Alumni Award represents an attempt by the Tougaloo College
National Alumni Association and Tougaloo College to carefully select and
acknowledge supportive Alumni who have distinguished themselves in their
respective professions. No more than five (5) individuals will be selected
each year on their contribution and/or in success in either of the following
ten categories which include: Athletics, Arts & Entertainment, Business,
Communication, Community Service, Education, Government & Law, Medicine,
Religion, and Science.
The selections will be made by the Hall of Fame Committee, consisting of six
(6) members of the Tougaloo College National Alumni Association, appointed by
the National Alumni Association President and four (4) members of the
Tougaloo College Faculty and/or Staff, appointed by the President of the
College. The two (2) Presidents should compare appointees to avoid duplication.
Each member should stagger services from one (1) to three (3). The Director
of Alumni Affairs will serve as a consultant to this Committee. Each member’s
term will be consistent with the term of the TCNAA officers. In the 3rd year of the President’s
term, the term ends June 30th and the new President will select
new committee members as noted above.
They will transition and learn the process from the existing committee
who will be responsible until the Hall of Fame banquet in October is completed.
Tougaloo College Alumni Chapters must submit nominations before the April
30th deadline. Self-nominations may be mailed directly, if there is no
chapter in the area.
Submission criteria for applicants being nominated is as follows:
- Nominee should be an
Alumnus/Alumna of Tougaloo College;
- Nominee's accomplishments in
his/her field must be documented;
- Nominee's contributions
(Financially and In-kind) to Tougaloo College must be documented;
- Nominees must have a ten (10)
year span or departure from Tougaloo College, either by graduation or
transfer; and
- All Nominees must meet the
Distinguished Alumni Award criteria.
The committee will use
objective criteria (outlined in the application) to select the top nominee in
each category. (See tcnaa.org website
for information.)
Back to Table of Contents
XVI. Scholarship
and Loan Program
- Selection criteria for
Scholarship includes the following:
- A minimum cumulative grade
point average of 3.00 out of 4.00
- Applicant must be enrolled
at Tougaloo College before the scholarship is awarded.
- Selection criteria for the
Loan will include the following:
- A minimum cumulative grade
point average of 2.50 out of 4.00
- Applicant must be enrolled
at Tougaloo College before the loan is granted.
- The loan must be repaid within
the academic year.
- Granting of a loan will also
be based on need as established by a statement of need from the student,
chapter, and Admissions Office personnel.
- Awarding of a scholarship
will also be based on need as established by a statement of need from
the Student, Local Chapters, and Tougaloo College Admissions Office
Personnel.
XVII. Benevolence Committee Guidelines
- In case of death of a member
of Tougaloo National Alumni Association, a resolution is sent to the family.
- In case of death of an
Alumnus/ Alumna of Tougaloo College who is not member of Tougaloo
College National Alumni Association, a sympathy card will be sent
to the family.
- In case of death of a member
of the immediate family of a Tougaloo College National Alumni
Association Member, a sympathy card will be sent to the family.
Immediate family members shall include the following:
* Husband
*Father
|
* Wife
*Mother
|
*Son
*Sister
|
*Daughter
*Brother
|
In the case of
sickness of a Tougaloo College National Alumni Association Member, a Get
Well card will be sent to the Member.
|
|