ROSS UNIVERSITY SCHOOL OF MEDICINE
ALUMNI COUNCIL HANDBOOK RUSMalumni@rossu.edu
ROSS UNIVERSITY SCHOOL OF MEDICINE
ALUMNI COUNCIL HANDBOOK
MISSION STATEMENT
OBJECTIVE
The objective of the Ross Med Alumni Council (“the Council”) shall be to promote engagement between alumni, students (current and prospective) and the administration/ faculty at Ross Med. Elected members of the Council shall actively participate in Ross Med-sponsored programs and initiatives that foster relationships between students and alumni, as well as within the alumni community. The Council shall present the opinions and recommendations of the Alumni Association to the Office of Alumni Relations and serve as a resource for advancing the University’s reputation and mission.
This document serves to clarify the structural, reporting and working relationships of the Ross Med Alumni Association (“the Association”) within the University’s alumni engagement and support efforts.
THE ALUMNI ASSOCIATION a. The Association shall be composed of general members, fifteen (15) elected Alumni Council Members and two (2) honorary Alumni Council Members in the form of student representatives. b. The Association shall be subject to bylaws and constitution as approved by the University. c. Daily operations of the Association shall be managed by the Office of Alumni Relations. d. T he Council shall provide the Office of Alumni Relations with guidance and direction for policies and procedures in an advisory capacity.
ALUMNI COUNCIL Qualifications – Each council member shall be an active member of the Association, selected by their peers and approved by Ross Med Leadership. Terms of Office – The terms of office of a council member shall be three (3) years, commencing September 1 of each year, with approximately one-third (1/3) of the Council elected annually. Council members may serve no more than two (2) consecutive terms. Composition – The Council shall be composed of seventeen (17) members including twelve (12) general members, three (3) executive officers and two (2) student representatives. Executive Officers – Executive leadership of the Council shall include the President, Vice-President and Secretary. Elections for new executive officers will be held at the annual May meeting with only council members holding an alumni status eligible to cast a vote.
R O S S U N I V E R S I T Y S C H O O L O F M E D I C I N E | PA G E 1
ROSS UNIVERSITY SCHOOL OF MEDICINE
ALUMNI COUNCIL HANDBOOK
MISSION STATEMENT
OBJECTIVE
The objective of the Ross Med Alumni Council (“the Council”) shall be to promote engagement between alumni, students (current and prospective) and the administration/ faculty at Ross Med. Elected members of the Council shall actively participate in Ross Med-sponsored programs and initiatives that foster relationships between students and alumni, as well as within the alumni community. The Council shall present the opinions and recommendations of the Alumni Association to the Office of Alumni Relations and serve as a resource for advancing the University’s reputation and mission.
This document serves to clarify the structural, reporting and working relationships of the Ross Med Alumni Association (“the Association”) within the University’s alumni engagement and support efforts.
THE ALUMNI ASSOCIATION a. The Association shall be composed of general members, fifteen (15) elected Alumni Council Members and two (2) honorary Alumni Council Members in the form of student representatives. b. The Association shall be subject to bylaws and constitution as approved by the University. c. Daily operations of the Association shall be managed by the Office of Alumni Relations. d. The Council shall provide the Office of Alumni Relations with guidance and direction for policies and procedures in an advisory capacity.
ALUMNI COUNCIL Qualifications – Each council member shall be an active member of the Association, selected by their peers and approved by Ross Med Leadership. Terms of Office – The terms of office of a council member shall be three (3) years, commencing September 1 of each year, with approximately one-third (1/3) of the Council elected annually. Council members may serve no more than two (2) consecutive terms. Composition – The Council shall be composed of seventeen (17) members including twelve (12) general members, three (3) executive officers and two (2) student representatives. Executive Officers – Executive leadership of the Council shall include the President, Vice-President and Secretary. Elections for new executive officers will be held at the annual May meeting with only council members holding an alumni status eligible to cast a vote.
R O S S U N I V E R S I T Y S C H O O L O F M E D I C I N E | PA G E 1
ROSS UNIVERSITY SCHOOL OF MEDICINE
ALUMNI COUNCIL HANDBOOK
OPERATING STRUCTURE AND AUTHORITY
COUNCIL EXPECTATIONS (CONTINUED)
The Office of Alumni Relations shall be the managing authority for operations associated with the Association and the Council.
Active Participation – Participation during council and committee meetings is expected. Those who display continuous absence shall be at risk of not satisfying the duties and expectations set forth by the Office of Alumni Relations and subject to dismissal. Additionally, council members are expected to participate on one or more committees and take ownership of specific council objectives.
The Dean and Chancellor of Ross Med authorizes the Office of Alumni Relations to oversee programs and provide resources to assist the Association and the Council in serving the needs of the organization. The Associate Director of Alumni Relations oversees the Office of Alumni Relations and reports to the Associate Dean, Academic and Student Operations
RESPONSIBILITY AND ACCOUNTABILITY OF ROSS MED OFFICE OF ALUMNI RELATIONS STAFF The following are expectations of the alumni staff in order to serve the Association: a. Develop and deliver programs and resources to meet the needs of the Association. b. Develop and administer a budget and strategic plan. c. Conduct general business operations, including the administration of quarterly conference calls and annual May meeting and other tasks outlined by the annual strategic plan. d. Develop promotional materials and a communication plan for garnering communal support from the Association. e. Maintain and update bylaws of the Association in consultation with the Council and with approval from the University.
COUNCIL EXPECTATIONS Membership on the Council is determined by an election process held annually in July. Elected council members are stewards of the Association and responsible for the management and affairs of the Council. Council members do not manage the day-to-day activities of Ross Med’s alumni, but rather support the initiatives of the Office of Alumni Relations. General council member expectations include, but are not limited to, the following: • Must be a member of the Association. • Actively promote the University and the Association. • Support the actions and decisions made by the Council. • Maintain a professional manner when representing the University and the Association. • Correspond with other council members and alumni staff in a timely manner. • Work with Executive Officers and the Office of Alumni Relations to resolve any issues of concern. • Attend/volunteer during commencement weekend in support and as an extension of the Association. • Attend local/state/regional activities in support and representation of the University and the Association. • Support various University initiatives for recruitment and mentoring.
PA G E 2 | R O S S U N I V E R S I T Y S C H O O L O F M E D I C I N E
Committees – Committees operate under the direction and control of the Council and Office of Alumni Relations. Committee chair members are responsible for the committees and should provide periodic feedback and progress reports to the Office of Alumni Relations. Standing Committees – Standing Committees of the Association shall be Awards/Recognition and Engagement. Awards/Recognition Committee – selects candidates to receive awards sponsored by the Alumni Association. This committee reviews and oversees the award nomination and candidate selection process. Additional awards and recognition programs will be added as needed. Engagement Committee – helps build and maintain strong relationships between alumni and the University. Duties include working with the Office of Alumni Relation and the Ross Med Marketing team to inform the Association about professional services, execution of engagement programs & events and providing opportunities to serve Ross Med in various roles including but not limited to information seminar panelist, prospective student ambassador and mentor. *Special Committees – Special committees may be appointed by the president or Office of Alumni Relations when deemed necessary. Meetings – The Council shall meet quarterly, at least once (1) per year in person and a minimum of three times per year via teleconference. Attendance by all council members is expected. Realizing members are volunteers and extenuating circumstances may arise, other means of communication will be made available in order to facilitate member participation at all meetings. Information – The Office of Alumni Relations shall provide the Council with needed and requested information in order to make informed decisions. If for any reason a member believes the information to be inadequate, he/she may request additional information. Information provided will include: • Alumni Council Handbook • Accurate count of alumni, with specialty and location. • Approved Ross Med Handbook Duty of Obedience: The Council shall adhere to the Association by-laws, carrying out the mission and vision of the Association.
R O S S U N I V E R S I T Y S C H O O L O F M E D I C I N E | PA G E 3
ROSS UNIVERSITY SCHOOL OF MEDICINE
ALUMNI COUNCIL HANDBOOK
OPERATING STRUCTURE AND AUTHORITY
COUNCIL EXPECTATIONS (CONTINUED)
The Office of Alumni Relations shall be the managing authority for operations associated with the Association and the Council.
Active Participation – Participation during council and committee meetings is expected. Those who display continuous absence shall be at risk of not satisfying the duties and expectations set forth by the Office of Alumni Relations and subject to dismissal. Additionally, council members are expected to participate on one or more committees and take ownership of specific council objectives.
The Dean and Chancellor of Ross Med authorizes the Office of Alumni Relations to oversee programs and provide resources to assist the Association and the Council in serving the needs of the organization. The Associate Director of Alumni Relations oversees the Office of Alumni Relations and reports to the Associate Dean, Academic and Student Operations
RESPONSIBILITY AND ACCOUNTABILITY OF ROSS MED OFFICE OF ALUMNI RELATIONS STAFF The following are expectations of the alumni staff in order to serve the Association: a. Develop and deliver programs and resources to meet the needs of the Association. b. Develop and administer a budget and strategic plan. c. Conduct general business operations, including the administration of quarterly conference calls and annual May meeting and other tasks outlined by the annual strategic plan. d. Develop promotional materials and a communication plan for garnering communal support from the Association. e. Maintain and update bylaws of the Association in consultation with the Council and with approval from the University.
COUNCIL EXPECTATIONS Membership on the Council is determined by an election process held annually in July. Elected council members are stewards of the Association and responsible for the management and affairs of the Council. Council members do not manage the day-to-day activities of Ross Med’s alumni, but rather support the initiatives of the Office of Alumni Relations. General council member expectations include, but are not limited to, the following: • Must be a member of the Association. • Actively promote the University and the Association. • Support the actions and decisions made by the Council. • Maintain a professional manner when representing the University and the Association. • Correspond with other council members and alumni staff in a timely manner. • Work with Executive Officers and the Office of Alumni Relations to resolve any issues of concern. • Attend/volunteer during commencement weekend in support and as an extension of the Association. • Attend local/state/regional activities in support and representation of the University and the Association. • Support various University initiatives for recruitment and mentoring.
PA G E 2 | R O S S U N I V E R S I T Y S C H O O L O F M E D I C I N E
Committees – Committees operate under the direction and control of the Council and Office of Alumni Relations. Committee chair members are responsible for the committees and should provide periodic feedback and progress reports to the Office of Alumni Relations. Standing Committees – Standing Committees of the Association shall be Awards/Recognition and Engagement. Awards/Recognition Committee – selects candidates to receive awards sponsored by the Alumni Association. This committee reviews and oversees the award nomination and candidate selection process. Additional awards and recognition programs will be added as needed. Engagement Committee – helps build and maintain strong relationships between alumni and the University. Duties include working with the Office of Alumni Relation and the Ross Med Marketing team to inform the Association about professional services, execution of engagement programs & events and providing opportunities to serve Ross Med in various roles including but not limited to information seminar panelist, prospective student ambassador and mentor. *Special Committees – Special committees may be appointed by the president or Office of Alumni Relations when deemed necessary. Meetings – The Council shall meet quarterly, at least once (1) per year in person and a minimum of three times per year via teleconference. Attendance by all council members is expected. Realizing members are volunteers and extenuating circumstances may arise, other means of communication will be made available in order to facilitate member participation at all meetings. Information – The Office of Alumni Relations shall provide the Council with needed and requested information in order to make informed decisions. If for any reason a member believes the information to be inadequate, he/she may request additional information. Information provided will include: • Alumni Council Handbook • Accurate count of alumni, with specialty and location. • Approved Ross Med Handbook Duty of Obedience: The Council shall adhere to the Association by-laws, carrying out the mission and vision of the Association.
R O S S U N I V E R S I T Y S C H O O L O F M E D I C I N E | PA G E 3
ROSS UNIVERSITY SCHOOL OF MEDICINE
ALUMNI COUNCIL HANDBOOK
ELECTIONS
SECRETARY
Election Procedures – Members of the Association, by a majority vote, shall elect the Council members of the Association. Terms of office shall begin September 1. Election procedures are as follow:
a. Maintain the official membership roll. b. Maintain the Council’s log including minutes from prior meetings, requested information, etc. c. Notify committee members of their election or appointment.
a. On or before April 1 of each year, the Office of Alumni Relations shall open the nomination period for all interested parties to formalize their candidacy by submitting CVs and other supporting documents. b. The Office of Alumni Relations shall review all submissions and provide the Council with a pool of candidates to review for inclusion in the general election. c. Elections shall be conducted electronically on a platform selected by the Office of Alumni Relations. d. Election results shall be announced in August through appropriate University communication outlets.
TIME COMMITMENT The following graph below provides various events/meetings and anticipated frame council members should expect to dedicate as a contributor.
Note – Council members serving in office on the date of the adoption of these bylaws shall continue to serve with full authority under the bylaws for not more than three years from the date of adoption.
EXECUTIVE OFFICER RESPONSIBILITIES Executive officers of the Council shall include the President, Vice President and Secretary.
EVENT
LENGTH
LOCATION
Conference Calls (August, November, February)
2 hours every quarter
Online via WebEx and/or phone
Various Committee Conference Calls as needed
Varying
Varying
One (1) In-person Alumni Council Meeting & Commencement Weekend
4 days in May
Miami, FL
Travel as requested & available to: Ross Med Events and/or Information Seminars
2-3 days/event
Varies
Executive officers shall perform the responsibilities as prescribed by the bylaws as well as the following: a. Represent the Association at various events, as requested and approved by the Office of Alumni Relations. b. Provide leadership on the Council and promote positive, open communication as a team. c. Follow-up with council members on their responsibilities and committee assignments. d. Communicate with the Associate Director of Alumni Relations to ensure the expectations of the council are met. e. Maintain open lines of communication with the Ross University School of Medicine Alumni Association, Office of Alumni Relations and the Dean and Chancellor’s Office.
PRESIDENT a. Be the principal officer of the Association. b. A ssist the Associate Director of Alumni Relations in developing the agenda for annual meetings and other tasks associated with the strategic plan. c. Maintain communication with the Office of Alumni Relations to ensure the association is moving forward.
VICE PRESIDENT a. At the direction of the President, will act on the President’s behalf. b. Actively learn the responsibilities and duties of President. c. In coordination with the current president, provide updates on the progress of standing committees.
PA G E 4
| ROSS UNIVERSIT Y SCHOOL OF MEDICINE
R O S S U N I V E R S I T Y S C H O O L O F M E D I C I N E | PA G E 5
ROSS UNIVERSITY SCHOOL OF MEDICINE
ALUMNI COUNCIL HANDBOOK
ELECTIONS
SECRETARY
Election Procedures – Members of the Association, by a majority vote, shall elect the Council members of the Association. Terms of office shall begin September 1. Election procedures are as follow:
a. Maintain the official membership roll. b. Maintain the Council’s log including minutes from prior meetings, requested information, etc. c. Notify committee members of their election or appointment.
a. On or before April 1 of each year, the Office of Alumni Relations shall open the nomination period for all interested parties to formalize their candidacy by submitting CVs and other supporting documents. b. The Office of Alumni Relations shall review all submissions and provide the Council with a pool of candidates to review for inclusion in the general election. c. Elections shall be conducted electronically on a platform selected by the Office of Alumni Relations. d. Election results shall be announced in August through appropriate University communication outlets.
TIME COMMITMENT The following graph below provides various events/meetings and anticipated frame council members should expect to dedicate as a contributor.
Note – Council members serving in office on the date of the adoption of these bylaws shall continue to serve with full authority under the bylaws for not more than three years from the date of adoption.
EXECUTIVE OFFICER RESPONSIBILITIES Executive officers of the Council shall include the President, Vice President and Secretary.
EVENT
LENGTH
LOCATION
Conference Calls (August, November, February)
2 hours every quarter
Online via WebEx and/or phone
Various Committee Conference Calls as needed
Varying
Varying
One (1) In-person Alumni Council Meeting & Commencement Weekend
4 days in May
Miami, FL
Travel as requested & available to: Ross Med Events and/or Information Seminars
2-3 days/event
Varies
Executive officers shall perform the responsibilities as prescribed by the bylaws as well as the following: a. Represent the Association at various events, as requested and approved by the Office of Alumni Relations. b. Provide leadership on the Council and promote positive, open communication as a team. c. Follow-up with council members on their responsibilities and committee assignments. d. Communicate with the Associate Director of Alumni Relations to ensure the expectations of the council are met. e. Maintain open lines of communication with the Ross University School of Medicine Alumni Association, Office of Alumni Relations and the Dean and Chancellor’s Office.
PRESIDENT a. Be the principal officer of the Association. b. A ssist the Associate Director of Alumni Relations in developing the agenda for annual meetings and other tasks associated with the strategic plan. c. Maintain communication with the Office of Alumni Relations to ensure the association is moving forward.
VICE PRESIDENT a. At the direction of the President, will act on the President’s behalf. b. Actively learn the responsibilities and duties of President. c. In coordination with the current president, provide updates on the progress of standing committees.
PA G E 4
| ROSS UNIVERSIT Y SCHOOL OF MEDICINE
R O S S U N I V E R S I T Y S C H O O L O F M E D I C I N E | PA G E 5
ROSS UNIVERSITY SCHOOL OF MEDICINE
ALUMNI COUNCIL HANDBOOK RUSMalumni@rossu.edu