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Alcorn State University National Alumni Association Standard Operating Procedure Manuel Alcorn State University National Alumni Association Standard Operating and Procedures Manuel (SOPP) Draft 8/15/2013 Approved 5-1-2014 Executive Committee Revision 12-14-2014

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Page 1: Alcorn State University National Alumni Association · Alcorn State University National Alumni Association Standard Operating Procedure Manuel Alcorn State University National Alumni

AlcornStateUniversity

NationalAlumniAssociation

StandardOperatingProcedure

ManuelAlcornStateUniversityNationalAlumniAssociation

StandardOperatingandProceduresManuel(SOPP)

Draft8/15/2013

Approved5-1-2014

ExecutiveCommitteeRevision12-14-2014

Page 2: Alcorn State University National Alumni Association · Alcorn State University National Alumni Association Standard Operating Procedure Manuel Alcorn State University National Alumni

CONTENT

LetterfromPresident…………………………………..…………………………………..………………1

LetterfromSecondVicePresident……………………………………………………………………..2

Introduction…………………………………………………………………………………..………………….3

FinancialManagement………………………………………………………………………………………3

BudgetDevelopmentandapproval………………………….…………………………….3

CashReceiptsandDisbursements…………………………….…….……………………..3

AuditandReviews…………………………………….….………………..………………………3

BankAccountsandCheckSigningAuthorities…………..………..…………………4

BankStatementsReconciliation…………………………………………………………….4

RestrictedFunds…………………………………………………………..………………………4

BondingofKeyPersons…………………………………………………..……………………4

RequiredReports…………………………………………………………………………………4

ConflictofInterestandWhistleBlowers………………………….……….….………………...5

TravelandReimbursement………………………………………………..…………………………….5

Policy…………………………………………………………………………………………………….

CommercialTrust………………………………………………………………………………….

PersonalAutomobile…………………………………………………………………………….

RentalCar…………………………………………………………………………………………….

Lodging………………………………………………………………………………………………..

ConferenceExpenses…………………………………………………………………………..

SupportofNationalProgramsandInitiatives…………………..………………………………

Giving………………………………………………………………………………………………….

Fundraising…………………………………………………….……………………………………

StudentRecruitingandSupport……………….…..………………….………………..

ChaptersReportingRequirements……………………………..…………..……..……………..

Page 3: Alcorn State University National Alumni Association · Alcorn State University National Alumni Association Standard Operating Procedure Manuel Alcorn State University National Alumni

AssociationHistory………………………………………………….……………………………………..

Mid-WinterConferences………………………………………..………………………..……………

Membership………………………………………………………………….……………………………..

ElectionsandVoting……………………………………………..…………..………………………….

ElectionofNationalOfficers……………………………………………………………..

ElectionofAlcorniteoftheYear……………………………………………………….

AwardsProgram……………………………………………………………………….………………….

ProfessionalAchievementAward………………………………………………………

MostOutstandingServiceAward…………………………………………………………

Meritorious……………………………………………………………………………………..

FaithfulServiceAward……………………………………………………………………

OutstandingYoungAlcornite…………………………………………………………….

NewChapterofYear…………………………………………………………………………

ChapterPresidentoftheYearAward………………………………………………..

UndergraduateoftheYear………………………………………………………………….

ExpressionsofSympathyandResolutions……………….………………………..

IHLRequiredAgreement……………………………………………….………………….

PurpleandGoldDayattheCapitol…………………………….………………………

RetentionandDestructionofRecordsandMaterials………………………..…

ChangestoPoliciesandProcedures……………………………..….………………….

ChapterOperations………………………………………………………………………………………….

MembershipCard…………………………………………………………………………………

NewChapterEstablishment……………………………………………………………………

AlumniAssociationBusinessMeeting…………………………………………………….

ActiveChapterStatus…………………………………………………………………………………………….

Minimumnumberofmembers……………………………………………………………………………..

RemovalofNationalOfficer…………………………………………………………………………………..

Page 4: Alcorn State University National Alumni Association · Alcorn State University National Alumni Association Standard Operating Procedure Manuel Alcorn State University National Alumni

ChapterMembershipDues……………………………………………………………………………………

ChapterFileRecordkeeping………………………………………………………………………………….

ChapterPointofContact………………………………………………………………………………………

ChapterOfficerRosters………………………………………………………………………………………..

MembershipTransfer…………………………………………………………………………………………..

ChapterAnnualReporting…………………………………………………………………………………….

ListofForms………………………………………………………………………………..……….…………………………

ChapterApplicationPacketForm

i. InstructionsandchecklistforcompletingtheChapterCharityApplication

ii. Letterofapplicationforchaptercharter

iii. Rosteroflocalchapterofficers

iv. Rosteroflocalchaptermembers

v. LetterofAgreement

Chapter’sAnnualReportForm200

SampleConstitutionandBy-Lawsforchapter

ChapterChangeRequestForm400

ChapterDuesSubmissionForm300

ConflictofInterestForm…………………………..……...………………………………………………….

FaithfulServiceAwardNominationForm………..…..………………………………………………

MeritoriousServiceAwardNominationForm……..…….…………………………………………

MostOutstandingServiceAwardNominationForm……..……………………………………..

WhistleBlowerPolicyForm………………………………….….……………………………………………

BankStatementReconciliationForm……………….…………………..………………………………..

SegregationofDutiesForm……………………………………………..…………………………………….

Page 5: Alcorn State University National Alumni Association · Alcorn State University National Alumni Association Standard Operating Procedure Manuel Alcorn State University National Alumni

AlcornStateUniversityNationalAlumniAssociation

1000ASUDrive,#899AlcornState,MS39096-7500

FellowAlcornites,

Aswecontinuetoimprovethewayweoperate,itisimportantthatwedocument“HowWeDoBusiness.”Tothatend,wehavedevelopedaStandardOperatingProcedureManual(SOPM)thatwillprovidebasicinformationonhowwedobusiness.Thisdocumentdoesnothavealltheanswersaseverythingconstantlyevolves.

TheAlcornStateUniversityNationalAlumniAssociationisheadedintherightdirection.Ifwearetocontinuetoimprove,wemustnotonlychangethewaysinwhichwedobusinessbutbeabletocapturethoseconceptsandprocedures.Frequently,changerequiresustostepintotheunknown,pursuecoursesofactionsthattakeusoutsideourcomfortzone,removeourselvesfrompersonalagendas,andfocusonwhatisgoodfortheassociation.Alcornites,wemustbecomemoreinvolved,andwemustsetgoalsandcollaboratetogethertofindwaystoaccomplishedthesegoals.

InadoptingtheSOPM,youaresayingthisisthewaytoconductbusiness.Thoughthismanualmaynotbeperfect,puttheconceptsintopractice,reviewthemanualforshortfalls,andsubmitrecommendationsforimprovement.Thisisourmanual,letusALLtakesanactiveroleonensuringwe,arenotonlyusingit,butalsoimprovingit.

Aswemoveforward,itmyhopethattheimplementationofinnovativeideaswithpositiveresultswillbecomethenormratherthantheexception.

PurpleandGoldForever!

Bestregards,

JamesC.StubbsPresident,AlcornStateUniversityNationalAlumniAssociation

ExecutiveCommitteeMr.JamesC.StubbsPresidentMr.CharlesDavis1stVicePresidentDr.IvoryW.Lyles2ndVicePresidentDr.MildredHollandExecutiveSecretaryMr.MackTuggleTreasurerMrs.JoEllaWallsRecordingSecretaryMrs.VictoryMumfordAsst.Rec.SecretaryMrs.ZelmarineMurphyHistorianRev.NeddieWintersChaplainMs.CynthiaBellParliamentarianMr.PercyO.NorwoodImmediatePastPres.Ms.JaniceGibsonDir.,AlumniAffairs

Page 6: Alcorn State University National Alumni Association · Alcorn State University National Alumni Association Standard Operating Procedure Manuel Alcorn State University National Alumni

AlcornStateUniversity

NationalAlumniAssociation1000ASUDrive,#899

AlcornState,MS39096-7500

HelloFellowAlumni,

ThisisthefirstAlcornStateUniversityNationalAlumniAssociationStandardOperatingProcedureManual.Mr.Stubbs,ourPresident,andyou,themembership,saidweneedsuchadocument,andIwasaskedtobegintheprocess.

Overtime,wewillcontinuetoadd,deleteandchangedocumentsthatareapartofthemanualandwewanttoimprovethebusinessoperationsoftheNationalAlumniAssociationdoesbusiness.

IwanttothankMr.PercyNorwood,formerPresidentoftheNationalAlumniAssociation,forhisassistanceingettingthefirstdraftdone.AlsospecialthankstoDr.JosephinePoseyforherhistory,andSamWashingtonandalltheReorganizationCommittee.ThankstoMrs.FredrickaSharkey,classof1994,forherassistanceineditingandproofreading.

Ifyouhavequestionsorconcerns,pleasefeelfreetoreachouttomebyemailatiwlyles@sbcglobal.netorphone501-837-8581.ThanksforallyoudotosupporttheAlcornStateUniversityNationalAlumniAssociation.

PurpleandGoldForever!

Sincerely,

IvoryW.Lyles,PhDSecondVicePresident,AlcornStateUniversityNationalAlumniAssociation

ExecutiveCommitteeMr.JamesC.StubbsPresidentMr.CharlesDavis1stVicePresidentDr.IvoryW.Lyles2ndVicePresidentDr.MildredHollandExecutiveSecretaryMr.MackTuggleTreasurerMrs.JoEllaWallsRecordingSecretaryMrs.VictoryMumfordAsst.Rec.SecretaryMrs.ZelmarineMurphyHistorianRev.NeddieWintersChaplainMs.CynthiaBellParliamentarianMr.PercyO.NorwoodImmediatePastPres.Ms.JaniceGibsonDir.,AlumniAffairs

Page 7: Alcorn State University National Alumni Association · Alcorn State University National Alumni Association Standard Operating Procedure Manuel Alcorn State University National Alumni

Introduction

The Alcorn State University National Alumni Association is an independent entity thatsupports Alcorn State University. The Constitution and Bylaws and this Policies andProcedures Manual (SOPM) will provide essential guidance for National Officers,Committees and local chapters in fulfilling their duties and responsibilities. TheAssociationshallcomplywithallfederalandstatelawsandregulationsandshallcomplywithanycompliance,financial,accounting,audit,andregulatoryguidelines.Allelectedofficers, Committee Chairpersons and local chapters are expected to familiarizethemselveswiththeConstitutionandBylawsandthisSOPM.

AssociationHistory:

TheAlcornStateUniversityNationalAlumniAssociationwasorganizedin1890andlaterincorporatedin1952.Theassociationsupportsprogramsandprojectsthatenhancethevisionandmissionoftheuniversity.Dr.A.D.Snodgrass,classof1952,foundedtheassociationandbecameitsfirstpresidentandhasbeenfollowedbymanycommittedpresidentsthroughoutitshistorywhohaveshowndeterminationtocarryoutSnodgrass’svision.Thenationalofficerswhoservetwo-yeartermsarepresident,1stvice-president,2ndvice-president,executivesecretary,treasurer,recordingsecretary,assistantrecordingsecretary,historian,andparliamentarian.TheseofficersconstitutetheexecutiveboardoftheassociationwhichalsoincludedtheimmediatepastpresidentandtheDirectorofAlumniAffairs.TheNationalAlumniAssociationmeetsfourtimesannually:theAugustandDecemberExecutiveBoardMeetings,theFebruaryMid-WinterConferenceMeeting,andtheMayAlumni-WeekendMeeting.Theassociationincludesmanychaptersthroughoutthenation.Iftherearefiveormoreindividualsinterestedinorganizingachapterinanareawherethereisnochapter,theymaypetitiontoorganizeoneandreceivetheproperdocumentsneededfromtheexecutivesecretary.Dueshaveincreasedthroughtheyearsfrom$1.00tothecurrent$50.00keepingintimeswiththeeconomy.Morethan25,000degreeshavebeenconferredsinceAlcornstartedinmanyprofessionalareasincludingagriculture,business,education,nursing,andotherareaofindustry,government,pubicandforeignservicessinceAlcornwasfoundedin1871.ThroughtheNationalAlumniAssociationanditsaffiliatedchapters,recruitmentofstudentsisaprioritywherestudentsareencouragedtoattendAlcornandtoseekadmissionandfinancialsupportthroughtheappropriateuniversitymeans,includinggrantsand/orotherfinancialincentives.Theassociationiscommittedtofundraisingprojectstosupporttheuniversityandstudentsthroughsponsoringactivitiestowardthisendenablingscholarshipavailabilityandthemeetingofothercriticalneeds.OthermajorfocusareasoftheNationalAlumniAssociationincludethesupportofthePurpleandGoldDayattheCapitol,theselectionandsupportoftheAlcorniteoftheYear,theHallofHonors,theHallofFame,andtheChapterServiceAwardsRecipients.Donationsarealso

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madetotheAlcornStateUniversityAlumniFoundationandtheUniversityFoundation.Theassociationisgovernedbytheassociation’sconstitutionandby-lawsandstandardoperatingproceduremanual.Theassociationiscurrentlyinaphaseofrestructuringthatwillbemovingtowardimplementationattheappropriatetime.TheAlcornStateUniversityNationalAlumniAssociationistotallycommittedtotheupwardgrowthofAlcornStateUniversityandwillcontinuetoenhanceitshistorythrough,nevergivingup,neverenvisioningadayofdoom,andalwayslookingforwardtothebestbeingyettocome.

FinancialManagement

Soundfiscalmanagementisthehallmarkofsuccessfulorganizations,especiallyvolunteerorganizations. Therefore, both the National Alumni Association and all local chaptersshall adhere to sound generally accepted accounting practices. As such, books andrecordsshallbemaintainedinaccordancewithgenerallyacceptedaccountingpracticesforNot-For-Profitorganizations. TheNationalAlumniAssociationwillconductanauditof each chapter financial records at least biennially (every two years) to validatecompliance.

BudgetDevelopmentandapproval:TheSecondVicePresident,withinputfromvariouscommittees, other national officers shall coordinate the development of the NationalAlumni Association’s budget. This budget shall be prepared in line item format andpresentedtotheBoardforapprovalattheDecembermeetingannually.AyesvotebyamajorityoftheBoardmemberspresentisrequiredtoapprovethebudget.

CashReceiptsandDisbursements:Thereshallbeapaperorelectronictrailofallcashreceiptsanddisbursements.

1. CashReceipts:Anyonemakingapaymentincashshallbegivenareceiptshowinghis/her name, the amount and purpose of the payment. This receipt shall bepreparedinduplicateandsignedbyanauthorizeddesignatedpersonwithacopygiven to the Treasurer as support for the cash deposit. When payments arereceivedintheformofchecks(eitherinpersonorthroughthemail),eachcheckshallbeendorsed/stampedonthebackbythepersonwhopreparesthedeposit.Alistofallpaymentsreceivedshallbepreparedthatmatchesthefundsreceived.Adepositticketmustbeprepared.

2. Deposits: All funds collectedmust be deposited in the designated bank of theAssociation as soon as reasonably possible by an authorized person. The totalamounton thedeposit ticketand theamount shownon thebank’s transactionslipmustagree.Withinareasonabletimeafterthedepositismade,theTreasurermustbeprovidedwiththefollowingdocumentsforeachdeposit:Acashreceiptslistingof all funds receivedanddepositeda copyof thedeposit ticket, and theoriginal bank transaction slip. It is the responsibility of the personmaking the

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deposit to ensure that the Treasurer receives these documents in a timelymannertobemaintainedaspartoftheAssociation’sfinancialrecords.

3. RecordingDeposits: TheTreasurerwill recordeachdeposit in thebooksof theAssociation.Whenthebankstatementisreceived,allElectronicFundsTransfers(EFT) shown on the bank statement (i.e. PayPal, bank interest, etc.) shall berecordedinthebooks.

4. Disbursements:DisbursementoffundsisinitiatedbyacheckrequisitionrequestgeneratedbytheTreasurerandforwardedtotheNationalPresidentforapproval.Tothemaximumextentpossible,approvalfromtheExecutiveCommitteeortheBoard must be obtained before obligating the organization financially if therequestedexpenditure isnot included in theapproved line itembudget. AftertheNationalPresidentsignstherequisition, it issentbacktotheTreasurer. Alldisbursementsoffundsshallbemadebycheckordebitcard.Eachdisbursementmustbesupportedbyanapprovedcheckrequisition,an invoiceorcashreceipt(in the case of a reimbursement), purchase order or approved contract. TheTreasurer isresponsible forpreparingthecheckandobtainingtherequiredtwosignatures. The checkmay bemailed or delivered to the payee or a specifiedperson.

5. Recording Disbursements: The Treasurer will record each disbursement in thebooks of the Association. When the bank statement is received, all ElectronicFunds Transfers (EFT) shown on the bank statement (i.e. bank fees, ATM anddebitcardtransactions,etc.)shallberecordedinthebooks.

Audit and Reviews: The Association will prepare annual financial statement of thecondition of the Association. The Association must also engage a Certified PublicAccounting (CPA) firm to perform annual audits of the Association’s annual financialstatements.TheAssociationshallsubmittheauditedfinancialstatements,alongwithalist of Association officers, directors or trustees, not later than five months followingcompletion of the Association’s fiscal year, to the University President and to theMississippiInstitutionsofHigherLearning(IHL).ByJune1stofeachyear,theAssociationshall submit a detailed annual report for the previous year of the work and financialcondition of the Association to the University President, and any other reports asrequired by the IHL Agreement, the By-Laws of the Association, the policies of theUniversity’s governing board or by other applicable laws. A plan of corrective actionaddressing all findings must be prepared and implemented within 60 days after theBoardreceivesthereportfromtheauditor.

Bank Accounts and Check Signing Authorities: The Association shall maintain bankaccountsasneededtoconductitsbusiness.Anybankaccountthatisopenedonbehalfof theAssociationshallbeopened in thenameof theAlcornStateUniversityNational

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AlumniAssociation andmust be authorized in advanceby theBoardofDirectors. Anycheckswrittenontheseaccountsshallrequireat leasttwosignaturesofthosepersonsdesignated/authorizedbytheBoardtosignchecks.

Bank StatementsReconciliation: Bank statements shall be reconciled eachmonth andtheresultsreportedtotheBoardduringeachquarterlymeetingbytheTreasurer.

RestrictedFunds:Fromtimetotime,personmayprovidetemporarilyrestrictedfundforaspecificpurpose. Suchfundsshallbeidentifiedandusedforsaidpurpose.NOTE: Atpresent, the Association does not hold funds in a restricted or unrestricted status,everythingthatcomesintotheAssociationfallsunderoperatingcapital.

Bonding of Key Persons: Those persons who are authorized to sign checks for theAssociation shall be bonded by a reputable bonding agency at the expense of theAssociation.Normally, thesepersonsare: thePresident, Treasurer, Executive SecretaryandChairoftheFundraisingCommittee.However,theBoardmayauthorizethebondingofadditionalpersonsasneeded.

RequiredAnnualReports:ThePresidentshalldeliveranannualStateoftheAssociationAddressduringeachMid-WinterConference.

TheExecutiveSecretaryinconcertwiththeMembershipDirectorshallreporttothebodyontheAssociation’sstatusofmembershipbycategoriesandtheconditionofchaptersateachMid-WinterConference.

TheTreasurershallprovideafinancialreporttothebodyduringeachquarterlymeetingandtheMid-WinterConference.This report shall includeexpensesandrevenuebycategoriesandacomparisonofrevenueandexpensestobudgetedamounts.

CommitteeChairpersonsshallsubmitwrittenreportsduringeachquarterlymeetingandtheMid-WinterConference. ThePresidentmay require anyof these reports tobepresentedorallytothebody.

ConflictofInterestandWhistleblowers

CareinvotingandpersonalactionsshallbeexercisedtoavoidconflictsofinterestbyallBoard and Alumni Association members. The Executive Committee and Board ofDirectorsmembersshallabstainfromvotingonanyprojectsorproposalsthroughwhichtheymayincurpersonalorfinancialgain.EachExecutiveCommitteeandBoardmembershallreview,completeandsignaConflictofInterestForm.TheRecordingSecretaryshallmaintaintheoriginaloftheseformsintheAssociationRecordsforaperiodoffiveyears.Ifthememberdiscoversapotentialconflictofinterest,he/sheshallinformthepresidentand the recording secretary immediately and recues himself/herself from furtheraction/involvementsurroundingthematter.

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Whistleblowersarepersonswhobringtolightimproprietiesandwrongdoingwithintheorganization.Suchindividualsarerequiredtobeprotectedbylaw.Therefore,nopersonwhobringstolightsuchimproprietiesandwrongdoingwithintheorganizationshallbepunished,disciplinedorharassedbyanymemberoftheBoardofDirectors.Personswhoviolatethispolicywillbeheldpersonallyliablefortheiractions.

TravelandReimbursement

National officers and standing committee chairpersons may be entitled toreimbursement for actual and necessary travel and other expenses incurred while onofficial business, if approved by the Association. All travel must be authorizedelectronically, or in writing, in advance by the Association President or the ExecutiveCommittee.

Policy:Personswho travelonAssociationbusinessareencouraged to incur the lowestpracticalandreasonableexpensewhilestilltravelinginanefficientandtimelymanner.Those traveling on Association business are expected to avoid impropriety, or theappearance of impropriety, in any travel expense. They must conduct Associationbusiness with integrity and in a manner that excludes consideration of personaladvantage.Travelexpensesarenotpaidinadvanceexceptforconferenceregistrations,arrangementswhereexpenses increaseover timeandpayment is required inadvance.AnyrequireddocumentationshouldbegiventotheTreasurertodeterminecompliance.

Commercial Travel (including air, rail, bus, or other common carrier): Travelers areexpectedtobookthe lowestavailableconvenient rate. TheAssociationwill reimbursethetravelerfortravelticketpurchasesaftertheactualtraveltakesplace.ArrangementsforgrouporindividualtravelthroughspecialtyagentsforCONUSoroverseastravelarereviewedandapprovedbytheTreasureronanindividualbasis.

All prepaid travel costs must be shown on the final Travel Expense Report that isprepared and signed by the traveler upon completion of the required travel. Travelexpensesclaimedoverfiftydollars($50.00)mustbesupportedbyaticketstub,receipt,confirmation,orsimilarevidenceofexpenseshowingthedetailsoftravel.

PersonalAutomobile: Reimbursement ismadeat the current federal government ratefor mileage for the use of privately owned or leased automobiles. Mileagereimbursements for a travelerwhochooses todrive rather than fly shouldnotexceedthe lowestroundtripcoachairfareavailableatthetimetravelwasauthorizedandwillonlybereimburseduptothepriceoftheflight.Travelermustsupplydocumentationtosupportwhattheairfarewouldhavebeenatthattime.

It is the responsibility of the owner of the vehicle being used for business to carryadequate insurance coverage. No reimbursement can be made without properinsurance. The insurance on the vehicle is considered primary at all times. It is the

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responsibilityofthevehicleownertomaintaininsuranceinanamountsufficienttopayfor any loss. Neither the University nor the Association provide coverage for loss ordamage to personal vehicles of employees or Association members when used inconjunctionwithUniversitytravel. Likewise,neithertheUniversity,northeAssociationisresponsibleforthelossofordamagetoanypersonalpropertystoredinthevehicle.

Mileageisreimbursableforprivatelyownorleasevehicletraveltotheresponsibleparty(ONLY) when two or more travelers are traveling on the same trip and in the samevehicle. Thenamesofallpersonstravelingtogetheronthesametripand inthesamevehiclemustbelistedontheTravelExpenseReport.Inordertoreducecost,whentwoormore individuals are traveling from the same locationor closeproximity (within 50miles), joint travelwillbeutilizedunlessthe individual’sbusinessrequirementsarenotconducivetojointtravel.

RentalCar:Travelersmayrentavehicleforbusinesstravelwhendeemednecessaryandcostefficient.

Lodging:AlumniAssociationtravelersmaystayinastandard,singleoccupancyroomatanon-luxury hotelwhen the location of the conference or seminar is 50miles ormorefromthetraveler’sresidenceorworklocationbasedonshortesttravelroutedeterminedbyMAPQUEST,GPSorotheracceptedroutedeterminingdevice.ThereasonablenessofthehotelcostwillbedeterminedbytheTreasurer. Personalexpensessuchasin-roommovies, non-business telephone calls, in-room beverage or snack bars, child care,recreationalactivities,andothersimilarexpenseswillnotbereimbursed.

Conference Expense: Expenses incurred for registration fees and lodging costs forconferencesarereimbursablewithregardtothe50-milerequirementreferencedaboveunderlodging.

SupportofNationalProgramsandInitiatives:

AllNationalOfficers,Committeemembers,ChaptersandmembersAtLargearerequiredandexpectedtosupportallNationalPrograms,Fundraisersandotherinitiatives.Failureto do so can be cause for suspension of voting privileges, removal from elected orappointedpositionorafineleviedasappropriate.Allfineswillbepaidonorpriortothebeginning of the next fiscal period. Unpaid fines will be included in annual re-instatementfees(duesandassessments).

AnnualGiving:AllNationalOfficersandCommitteeChairpersonsareexpectedtogiveoftheir time, talentsand funds to supportAlcornStateUniversity. Theyareexpected togive as aminimum of Level 2 annually to either the ASU Foundation or the ASUNAAFoundation.FailuretofinanciallysupportoneoftheFoundationsisgroundsforremoval

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from office. Chapters shall also make a contribution annually to either the ASUFoundationor theASUNAAFoundationandencourage theirmembers tocontributeaswell;failuretomakeanannualcontributionof$500.00ormoremayresultinpenaltyorlossofcharter.

Fundraising:AllNationalOfficers,CommitteeChairpersons, chaptersandmembersarerequired to fully support National fundraising programs and initiatives both withphysically and financially. Funds raised to support Alcornmust be used for the statedpurposes.

Student recruiting and support: All chapters shall implement a program to recruitstudents for Alcorn State University. Such a program connects students to theAssociation from the beginning of their time at Alcorn and provides a bridge formembershipintheAssociationupongraduation.Chaptersareurgedtobecreative.Sucha program may include, but not limited to participation in college fairs, sponsoringstudents’ visits to the campus, providing scholarships, recognition for local studentsattendingAlcorn,workingwith localmedia topublicizeAlcorn,etc.During tripshome,chaptersareurgedtoinvitestudentsouttomeetalumniandsharetheirexperiences.

ChaptersReportingRequirements

AllactivechaptersshallsubmitanannualreportofaccomplishmentsforthepreviousyearbyFebruary1st.Attachmentstothereportarepermittedandencouraged.SeetheChapterReportFormfordetailsandformat.

Mid-WinterConferences

TheMid-WinterConferenceisoneofthefourbusinessmeetingsoftheAssociation.ItshallbeheldduringthelastweekendinFebruaryorthefirstweekendinMarcheach.TheMid-WinterConferencewillrotateasfollows:oneyearinMississippiandtwoyearsoutsideofMississippi.ChaptersthatdesiretohosttheMid-WinterConferenceshallsubmitaproposalduringtheAugustmeeting.TheBoardofDirectorswillselectahostchapterandConferencesitefromamongthoseproposalspresentedattheDecembermeeting.SeetimeandplaceselectionsandMid-WinterplanningguideinAppendix.

ElectionsandVoting:

TheConstitutionandBylawsofthisAssociationrequiretheelectionofNationalOfficerseverytwoyearsandtheelectionofAlcorniteeveryyearfromthosepersonsnominatedfortherespectivepositionswhomeettheappropriatequalifications.

ElectionofNationalOfficers:ElectionofNationalOfficerstakesplaceeverytwoyears.NominationsforNationalOfficerswilltakeplaceduringtheMid-WinterConference.Eachcandidatewillhaveamaximumofthreeminutestoaddressthepersonsin

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attendance.Eitherthecandidateortheirrepresentativecanmakeremarksontheirbehalf.However,thethreeminutetimelimitmustbeadheredtoforeachcandidate.AllpersonswhoweremembersoftheAssociationonDecember31ofthepreviousyearandthosewhojoinedtheAssociationbyJanuary15oftheelectionyearsshallreceiveaballotfortheelectionofNationalOfficers.TheresultsoftheelectionwillbeannouncedduringtheSpringQuarterlymeetinginMay.BetweenMayandAugust,newlyelectedNationalOfficerswillconductthenecessaryturnoverwiththeincumbentinpreparationtoassumetheirduties.NewlyelectedNationalOfficerswillbeinstalledduringtheAugustQuarterlymeeting.

NominatingCommittee-Thereshallbeanominatingcommitteeelectedbythegeneralbodyataregularmeetingatleasttwo(2)monthpriortotheelectionofofficers.Electionsshallbebyplurality.Individualsnominatedmustbepresent(physicallyorviateleconference)toacknowledgetheirwillingnesstoserveonthenominatingcommittee.Thecommitteeshallbecomposedoffive(5)members.One(1)alternateshallbeelectedtoserveintheeventamemberisunabletoserve.Thecommitteeshallelectitsownchairmanimmediatelyfollowingthemeeting.

ElectionCommittee–Theelectioncommitteehastheresponsibilityofconductingtheadministrativeandlogisticalrequirementsoftheelection.TheseincludeensuringthatonlyactivemembersoftheAssociationreceivesorallowedtocastavote;acquireanddisseminateeachcandidate’sbiographyinformation;ballotsareproducedanddisseminatedinatimelymanner;votingguidanceandprocessesareapplicabletotheorganizationanddisseminatedtimely.

TellersCommittee–Thetellers’committeeisasmallgroupofmembersappointedtocountthevoteafterthevoteshasbeencollectedfollowinganelection.Dependingonthesizeofthegroup/organization,thecommitteeisusuallycomprisedoftwotothreepeople.Thepresidingofficerappointsseveralmemberstocountballotswhenthetimecomes.Tellerswhoareappointedtocountaballotvoteshouldbeappointedbecauseoftheiraccuracyanddependability,notbecausetheyhavesomethingtogainfromtheoutcomeofavote.Ifatellers’committeeisneededtocountballotsforanelectionofofficers,thecommitteeshouldbeappointedbeforethemeetingandtrainedinthecorrectprocedureforcountingtheballots.

ASUNAAAwardsProgramThepurposetherecognitionawardprogramsaretosay"thankyou,""welldone,""wevalueyouasanAlcornite."TheASUNAAAwardsrecognitionprogramisheldannuallytorecognizethoseAlcornitesandchaptersthathavegoneaboveandbeyondmeremembershipinthechapterandAssociation.

ElectionofAlcorniteoftheYear:AlcorniteoftheYearisthehighesthonorthatthisAssociationcanbestowupononeofouralumni.ThisindividualepitomizeswhatitmeanstobeanAlcornite.NominationpackagesforAlcorniteoftheYearmustbereceivedbytheNominatingCommitteeby___.TheCommitteewillprepareanddistribute

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candidateinformationbookletsandballotstoallpersonswhoaremembersoftheAssociationatthattime.Ballotsmustbereceivedby___inordertobecounted.TheresultswillbeannouncedduringtheMid-WinterConference.ThenewlyelectedAlcorniteoftheYearwilldeliverthekeynoteaddressfortheHallofHonorandAwardsBanquetduringAlumniWeekendinMay.

TheNationalAlumniAssociationannuallypresentsseveralawardstoitsdeservingmembers.Listedbelowislistwithcriteriaforeachaward.

ProfessionalAchievementAward

1. ThenomineemustbeagraduateofAlcornUniversitywhohasobtainedhighlevelsofachievementsinhis/herprofession.

2. Thenomineemustalsohaverepresentedtheuniversitywellinpursuitofexcellenceinhis/herprofession.

3. Thenomineemusthavedemonstratedgoodcharacterandoutstandingcitizenshiponlocal,state,andnationallevels.

4. ThenomineemustbeamemberoftheAlcornNationalAlumniAssociation,localandnational.

5. ThenomineemustbeanannualcontributortotheAlcornNationalFoundationoftheNationalAlumniAssociationoracontributortoanysupportiveentityofAlcornStateUniversity.

6. ThenomineebenominatedbyanAlcornNationalAlumnimemberwhohaspersonalknowledgeoftheprofessionalserviceswhichhaveenhancedthenameofAlcornStateUniversityand/ortheNationalAlumniAssociationand/ortheAlcornStateUniversityFoundation,andthemembernominatingtheapplicantbeanannualcontributortotheASUFoundationortheASUAlumniAssociationoranysupportiveentityofAlcornStateUniversity.

7. Thenomineeisarespectfulcitizeninhis/hercommunity,city,stateandthecountryingeneral.

MostOutstandingServiceAward

1. ThenomineemusthaveattendedAlcornStateUniversityforonesemester.2. Thenomineemustbeanactiveandinvolvedmemberofthealumnichapter

submittinghis/hernameandtheASUNationalAlumniAssociation.3. Thenomineemustbeanannualcontributor(financial)totheASUFoundation.4. ThenomineemusthaveactivelyservedonastandingcommitteeoftheASU

NationalAlumniAssociation.(Standingcommitteesarepostedforalltoseeandknow;membersbeinformedthatstandingcommitteesareopentoanyonewhodesirestoserve–allvoluntarilydone)

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5. Thenomineemusthaveten(10)yearsofcontinuousservicewithbothlocalandnationalalumniassociations.(Sincemembershipnowmustbebothlocalandnational,isthisneeded?)

6. ThenomineemusthavemadesignificantcontributionstoASUNationalAlumniAssociation,his/hercommunityandprofession.

7. ThenomineemusthaverenderedotherservicestoenhancetheASUNationalAlumniAssociationandAlcornState.

MeritoriousAward

1. Thenomineemusthaveten(10)yearsofcontinuousservicewithbothlocalandnationalalumniassociations.

2. Thenomineemusthaveengagedinactivitiesandperformancesthathaveresultedingreatmeritandsignificantbenefittothewelfareoftheuniversity.

3. ThenomineemusthaveworkeddiligentlytoassisttheNationalAlumniAssociationintheimplementationofitsprograms.

4. Thenomineemustbeanactiveandinvolvedmemberofthealumnichaptersubmittinghis/hernameandthenationalalumniassociation.

5. ThenomineemustbeanannualcontributortotheAlcornStateUniversityFoundation.

6. ThenomineemusthaveactivelyservedonastandingcommitteeoftheASUNationalAlumniAssociationwithinthelastfive(5)years.

7. ThenomineemusthaverenderedotherservicestoenhancetheASUNationalAlumniAssociationandAlcornState.

8. ThenomineemusthaveattendedASUforonesemester.

FaithfulServiceAward

1. ThenomineemusthaveattendedAlcornStateUniversityforonesemester.2. Thenomineemustbeanactiveandinvolvedmemberofthealumnichapter

submittinghis/hernameandtheASUNationalAssociationforfive(5)years..3. ThenomineemustbeanannualcontributortotheAlcornStateNationalAlumni

AssociationortheNationalFoundation.4. ThenomineemustcurrentlyserveonastandingcommitteeoftheASUNational

AlumniAssociation.5. ThenomineemusthaveperformedexceptionalservicetotheASUNational

AlumniAssociation.

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6. ThenomineemusthaverenderedotherservicestoenhanceASUNationalAlumniAssociationandAlcornStateUniversity.

OutstandingYoungAlcornite

1. ThenomineemusthavereceivedanundergraduatedegreefromASUwithinfive(5)yearsatthetimeofhis/hernomination.

2. Thenomineemustbeanactiveandinvolvedmemberofthealumnichaptersubmittinghis/hernameandtheASUNationalAlumniAssociation.

3. Thenomineemustbeanannualcontributor,ofanyamountofmoney,totheASUFoundationforaperiodoffive(5)yearsatthetimeofhis/hernomination.

4. ThenomineemusthaveservedonastandingcommitteeoftheASUNationalAlumniAssociation.

5. ThenomineemusthaverenderedotherservicestoenhancetheASUNationalAlumniAssociation.

NewChapteroftheYear

1. Thechapternominatedmusthavebeenorganizedwithinthelastfive(5)years.2. Thechapternominatedmusthaverenderedsignificantservicesinthe

implementationoftheprogramandactivitiesoftheASUNationalAlumniAssociation.

3. ThechapternominatedmusthavemadenotablefinancialcontributionstotheASUNationalAlumniAssociation.(Whatisnotablefinancialcontribution?2,000-5,000ormore?)

4. Thechapternominatedmusthavemadediligenteffortstoincreasemembershiplocallyandnationallyduringitsperiodofexistence.

5. ThechapternominatedmusthaverenderedotherservicestoenhanceASUNationalAlumniAssociationandAlcornStateUniversity.

6. Thechapternominatedmusthavemadeeffortstoimplementandpromotetheeducationalandculturalaspectsofitscommunity.

7. ThechapterawardwillbegiveninSMALL(1-35members),MEDIUM(36-75members)andLARGE(76membersandabove)divisions.

OutstandingChapteroftheYear

SMALL(1-35members)MEDIUM(36-75members)LARGE(76membersandabove)

1. ThechapternominatedmusthavemadenotablefinancialcontributiontotheASUNationalAlumniAssociationandAlcornStateUniversity.

2. ThechapternominatedmusthavemadediligenteffortstoincreasemembershipinitslocalalumnichapterandtheASUNationalAlumniAssociation.

3. Thechapternominatedmusthavemadeeffortstoimplementandpromotetheeducationalandculturalaspectsofitslocalcommunity.

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4. ThechapternominatedmusthaverenderedsignificantservicesintheimplementationoftheprogramsandactivitiesoftheASUNationalAlumniAssociationandAlcornStateUniversity.

5. ThechapternominatedmusthaverenderedotherservicestoenhanceASUNationalAlumniAssociationandAlcornStateUniversity.

ChapterPresidentoftheYearAward

1. ThenomineemusthaveexemplifiedleadershipandmadenotablefinancialcontributionstotheASUNationalAlumniAssociation.

2. Thenomineemusthavebeeninstrumentalinincreasingthelocalandnationalalumniassociations’membership.

3. Thenomineemusthavemadeeffortstoimplementandpromotetheeducationalandculturalaspectsofitslocalcommunity.

4. ThenomineemusthaverenderedsignificantservicesintheimplementationoftheprogramsandactivitiesoftheASUNationalAlumniAssociationandAlcornStateUniversity.

5. ThenomineemusthaverenderedotherservicestoenhancetheASUNationalAlumniAssociationandASU.

6. Thenomineemustbeanactiveandinvolvedmemberoflocalandnationalalumniassociation.

UndergraduateoftheYear

1. Thenomineemustbeagraduatingsenior.2. ThenomineemusthaveworkedwithanalumnichapterorAlumniAffairs.3. Thenomineemusthaveattendedatleastone(1)undergraduateASUNational

Alumniorientationworkshop.4. Thenomineemusthaveexhibitedleadershipqualitieswhileanundergraduateat

ASU.5. ThenomineemustbenominatedbyanAlcornStateUniversityfacultymember,

theAlumniAffairsDirector,aChapterPresident,oranyactivememberoftheASUNationalAlumniAssociation.

6. Theapplicationmustbesignedbyoneoftheabovenamedindividuals(whoevernominatestheapplicantmustsigntheapplication).

MISSAlcornAppreciationPlaque- Appreciation plaques is an effective way to say "Thank You" and show someone that you've noticed all of their hard work. MISS Alcorn has represented the University in various setting as well as attended many of the functions hosted by the National Alumni Association. Therefore, in recognition of all that she has done for the University and spotlighting Alums throughout the country, the

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Association will present her a plaque of appreciation of a job well done. The plaque should be kind and meaningful, while still maintaining that professional air. SGAPresidentAppreciationPlaque-Appreciation plaques is an effective way to say "Thank You" and show someone that you've noticed all of their hard work. The SGA President has represented the University in various setting as well as attended many of the functions hosted by the National Alumni Association. Therefore, in recognition of the dedication and he/she has done for the University and spotlighting Alums throughout the country, the Association will present him/her a plaque of appreciation for a ‘Job Well Done’. The plaque should be kind and meaningful, while still maintaining that professional air.

ExpressionsofSympathy/Condolences:

UponthedeathofAlcornitesandtheirclosefamilymembers,chaptersand/ormembersshallnotifytheOfficeofAlumniAffairsandtheRecordingSecretary.Asaminimumthefollowinginformationshouldbeprovided:nameofthedecease,relationshiptotheAlcornite(ifnotanAlcornite),dateofdeath,funeralarrangements,classyear(ifanAlcornite),Nameandphonenumberofthefuneralhomeinchargeoftheremains.

Resolutions:AresolutionshouldbepreparedandpresentedonlytoactiveAlcorniteswhohavemadesignificantcontributiontopromotingtheupliftoftheUniversityandtheNationalAlumniAssociation.ContributionscanincludebutnotlimitedtocontinuousrecruitmentofstudentsforAlcorn,continuousfinancialcontributionstotheUniversitythroughoneoftheestablishedFoundations,establishmentorspearheadedthecontinuousoperationofalocalchapter,instrumentalinthedevelopmentofstudentswithintheirlocalcommunity,hasheldanationalofficewithintheNationalAlumniAssociation.UponreceiptofnotificationofthedeathofanactivememberoftheAssociation,theRecordingSecretaryshallprepareaResolutionforthePresident’ssignature.TheResolutionshallbepresentedtothefamilyofthedeceaseduringthefuneral.IftheNationalPresidentisunabletoattendthefuneral,he/shewilldesignateanappropriatepersontopresenttheResolutiononbehalfoftheAssociation.

SympathyCards:TheFamilyofthosepersonswhoarecloserelativesofactiveAlcornitesorinactiveAlcornitesmayreceiveasympathycardfromtheAssociation.

IHLRequiredAgreement:

IHLpolicyrequiresthatallaffiliateentityofeveryuniversityenterintoanagreementwiththeUniversity.Eachuniversitymustenterintoaformalcontractualaffiliationagreement(the“AffiliationAgreement”)withitsdevelopmentfoundation(s),researchfoundation(s),athleticsfoundation(s),alumniassociation(s)andanyothersimilaruniversityaffiliatedEntityinaformsubmittedtoandapprovedbythisBoard.The

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AffiliationAgreementshallbereviewedforapprovalbytheBoardofTrusteesatleasteveryfive(5)years,orwhenevertheAffiliationAgreementischanged(otherthanchangesfornon-substantive,conformingorpurelyadministrativematters).ThepresidentoftheAssociation,assistedbythepersonsofhis/herchoice,shallworkwiththeUniversitytodraftorrevisetheagreement.ThepresidentoftheAssociationshallsigntheagreementfortheAssociation.

PurpleandGoldDayattheCapitol

Willbeheldannuallyandcoordinatedbythechairofbudgetandlegislativecommittee.ThechairwillcoordinatethroughtheOfficeofAlumniDevelopmentand(Marcus’Office)todeterminetheUniversityPresidentschedule/availabilityandavailabledatesavailableattheCapitol.TheDayattheCapitolshouldbeestablishedasearlyaspossibleduringtheearlystageoftheLegislativeSession.Thismayhavetobedoneduringorshortlyaftertheconclusionoftheprioryear’slegislativesession.

RetentionandDestructionofRecordsandMaterials:

Thesecretary,president,andfirstvicepresidentshallbethedeterminingfactorofwhenandwhatrecordsaredestroyedafterseven(7)yearshaspassed.

ChangestoPoliciesandProcedures:

TheBoardshallhavethesepoliciesandproceduresreviewedandupdatedatleastannually.

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Chapter Operations This section of the Standard Operating Procedure manual (SOP) is designed to help Alcorn State University National Alumni Association local chapters to understand the administrative process of the ASUNAA. Chapters should use this part of the SOP as a self-help reference guide for administering the processing of the ASUNAA forms and the day-to-day responsibility of the operations side of the ASUNAA. Membership Cards: Each member of the Alumni Association shall receive an appropriate membership card, signed by the National President and the Executive Secretary of the Alumni Association. Procedure:

1. The chapter representative who is responsible for the submission of chapter dues must complete Form 300 “Chapter Dues Submission Form” thoroughly and submit it to the attention of the Executive Secretary of the ASUNAA.

2. Your chapter representative should mail or fax Form 300 to ASUNAA PO. Box 899 Alcorn, MS 39096 or fax it to (xxx)xxx-xxxx

3. Alumni data is entered into the “Banner database System” for record keeping purposes and the name of the alumni member is submitted to the company that handles membership cards.

4. Membership cards should be processed within 30 days after receiving Form 300. The Executive Secretary is responsible for mailing membership cards back to the chapters.

New Chapter Establishment: A chapter shall be chartered by instruments duly executed by the President and Executive Secretary on proper application of at least five Alumni Association members.

1. Alumni interested in starting a chapter must complete Form 100 “Chapter Charter Application Package” and submit it with a $25 application processing fee (payable to ASUNAA with memo stating “charter processing fee”) to the ASUNAA Executive Board for review and approval.

2. Upon the approval of the Chapter Charter Application Package, The National Alumni Association President and the Executive Secretary sign the Charter and the Charter is presented.

Alumni Association Business Meetings: There are four regular meetings of the Alumni Association: Mid-Winter Conference/Business Meeting; Alumni Reunion Weekend; August Board of Directors Meeting; and December Board of Directors Meeting. Any business of the Alumni Association shall be transacted at any one of these meetings. Procedure:

The National Alumni Association Executive Board Committee will determine locations for the Fall and Spring meetings of the ASUNAA and shall make an

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effort to identify facilities with proper modern day technologies to provide teleconferencing services.

Active Chapter Status: All chapters must adhere to the following core requirements to be considered an active chapter that is outlined in Article II Section II (1) in the Alumni Association Constitution and Bylaws. Procedure:

1. The National Alumni Association E-Board Committee will send a letter to those chapters for non-participation or lack of responsiveness for their failure to participate in the ASUNAA. The Alumni Association E-Board Committee has the authority to suspend or deactivate a chapter.

2. If a chapter is suspended or inactive, the Executive Secretary is responsible for making sure that all records pertaining to that chapter are up-to-date as necessary.

3. The National Alumni Association E-Board Committee will determine how remaining chapter funds should be handled/audited and a letter will be sent to that chapter explaining such matters and the disposition of funds.

4. Alumni members who would like to remain active with the Alumni Association will be classified as members-at-large. The Executive Secretary is responsible for making sure that all records reflect this action.

Minimum number of members for Chapter viability: A chapter shall be any organized affiliation of five (5) or more regular members which has been recognized by the Alumni Association. Existing chapters with fewer than 5 members will be subject to a review of the chapter and its viability by the Executive Committee. Procedure:

1. Alumni members that would like to reactivate a suspended or inactive chapter must complete a Chapter Charter Application Form 100 and submit it with a $25 application processing fee (payable to ASUNAA with memo stating “charter processing fee”) to the Executive Secretary.

2. The application should include pertinent chapter dates such as the original charter date.

3. Chapters will be reissued a reinstatement date on the new charter. 4. The Executive Secretary is responsible for making certain that all records

reflect this action. 5. Upon the approval of the Chapter Charter Application Package, The

National Alumni Association President and the Executive Secretary sign the Charter and the Charter is presented.

Removal of National Officer: The Executive Committee may remove any officer from its body for non-performance of duties or conduct which tends to bring discredit upon the Alumni Association. Procedure:

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1. A member on the Executive Committee not performing his/her duties will receive a warning letter from the Executive Committee Board indicating lack of performance.

2. A member who fails to perform after receiving a warning letter may be removed if the majority of the remaining elected Executive Board members vote that removal is warranted.

3. The National Alumni Association President has the authority to appoint any vacant positions.

4. The Executive Secretary is responsible for making certain that all records reflect this action.

5. Any officer removed is ineligible to hold an association office for two consecutive terms at the conclusion of the existing term

Chapter Membership Dues: Any individual financially active in a local chapter must be a financially active member of the Alumni Association. Each annual, life, associate and honorary member of an alumni chapter shall contribute to the Alumni Association such amounts as fixed by the Bylaws. Dues and fees should be evaluated at intervals to determine if an increase is needed to support the organization. Chapter Dues are due by January 1of each year. Procedure:

1. All chapters’ dues should be submitted to the Executive Secretary no later than March 31 of each year to avoid late assessment fees.

2. Chapter representative must complete the Chapter Dues Submission Form 300 thoroughly. Incomplete forms will be sent back to chapters for completion.

3. Form 300 can be mailed to the Alumni Association PO Box or faxed to the attention of ASUNAA Executive Secretary.

4. Checks or money orders payable to the ASU National Alumni Association (insert “chapter dues in the memo section) are acceptable forms of payment. Cash will not be accepted.

5. Form 300 will be used to update alumni members’ addresses in all Alumni Association databases and provide a listing of all active financial members.

6. Executive Secretary or the responsible person processing chapter dues must date stamp Form 300 and keep a record on file.

Chapter File Recordkeeping: All active chapters within the National Alumni Association will have a chapter file which will be placed in the Office of Alumni Relations; however, the National Alumni Association will have full oversight of all files. Procedure:

1. Chapters’ files will include such information; chapters’ charter, constitution/bylaws, chapters’ roster, incorporation documents, 501(c) 3 determination letter, listing of officers, chapter annual report form, chapter dues submission form, etc.

2. Chapters’ files should be kept in an orderly fashion at all times. 3. Chapters’ files must be kept in an alphabetically order at all times. 4. Active chapters’ files should be kept separately from inactive chapters’

files.

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5. The Executive Secretary is responsible for making sure that all chapters’ files are kept up-to-date with current information.

Chapter Point of Contact: Chapters should have a designated person to request information from the Office of Alumni Relations. Procedure:

1. Chapters should contact the Executive Secretary before contacting the Office of Alumni Relations.

2. Depending on the requested items, chapters may be required to pay for postage.

3. Information that is requested by a chapter should be recorded in that chapter’s file.

Chapter Officer Rosters: It is the responsibility of that chapter to submit an official roster of officers annually to the Executive Secretary. Elected chapter officers must include, but are not necessarily limited to, the following offices: President, Vice President, Treasurer and Secretary. Procedure:

1. Chapters must submit the “Chapter Change Request” Form 400 annually or when a chapter has elected new officers.

2. Upon receiving Form 400, the Executive Secretary is responsible for updating chapter’s records/files, email listing, and mailing address.

3. The National Alumni Association’s website contact list should be updated as well.

4. Any changes in chapter’s status should be date stamped with the appropriate date(s) and signatures.

5. The National Alumni Association records management system should be handled by the Executive Secretary.

Member Transfers: An active member who has met all financial obligations who changes his/her place of residence outside of his/her current chapter’s boundaries, shall, prior to the expiration of the current membership year, transfer to an existing chapter in the new city, or the national office absent of a chapter in the new city and become an at-large member. Procedure:

1. The transfer request shall be effectuated by the alumni member and forwarded to the Executive Secretary.

2. The alumni member transferring to another state/or chapter is responsible for informing the Executive Secretary.

3. The transferring member may be required to pay that chapter’s dues to be considered an active member of that chapter.

Chapter Annual Reporting: Chapters will be required to complete a Chapter Report Form annually and submit it to the Executive Secretary by January 25 of each year. Procedure:

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1. It is mandatory that each chapter submit a “Chapter’s Annual Report” Form 200 each year to be in compliance with the ASUNAA.

2. National Alumni Association annual awards for chapters’ participation would derive from information received from this form.

3. Information on Form 200 should be recorded by the Executive Secretary and presented to the Executive Board for review.

4. A copy of Form 200 should be placed in each chapter’s file annually and a master copy should be maintained with the Executive Board and Executive Secretary.

5. Each chapter’s form should be date stamped and approved with appropriate signatures. Each chapter must submit their required chapter’s assessment fee.

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Alcorn State University National Alumni Association, Inc.

Charter Application Packet

AlcornStateUniversityNationalAlumniAssociation,Inc.P.O.Box899

AlcornState,MS39096-7500

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How To Start An ASUNAA Chapter

1.AllmembersofanASUNAAlocalchaptermustbemembersofASUNAANational.TheOfficeofAlumniRelationscansupplyalistofallAlcornitesinyourstate,whichwillallowyoutoidentifyanycurrentmembersinyourarea.IfyouhaveAlcorniteswhoareinterestedinformingachapter,butwhoarenotmembersoftheAlumniAssociationshouldcontacttheExecutiveSecretaryortheOfficeofAlumniAffairstowillassistyouinencouraginginterestedAlcornitestojointheAlumniAssociation.

2.Setupanorganizationalmeetingtodiscuss: ü Theviabilityofstartingachapter ü Whentomeet ü Wheretomeet ü RequestacopyoftheASUNAAconstitution/bylawstounderstandthe

requirementsforachapter ü Topicsformeetings/strategicplan ü Chapterleadership/officers ü Organizedchapterconstitution/bylaws

3.Plan,promoteandholdfirst"Chapter-inFormation"meeting.Acommitment

of5ASUNAAmembersisrequiredtostartaChapter-InFormation(CIF).

4.InformationisavailableontheASUNAAwebsiteathttp://www.asu-naa.org/ 5.Onceithasbeendecidedthatyouarereadytocommittoformingachapter,

thena"Chapter-inFormation"Declarationmustbecompleted. 6.Completepacketmustbemailedto:AlcornStateUniversityNationalAlumniAssociation,Inc.Attn:ExecutiveSecretary1000ASUDrive#899Lorman,MS39096-7500

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ASUNAA "Chapter-In -Formation" Declaration

DeclarationDate:_________________Thefollowingindividual*ASUNAAmembershaveagreedtoworktogetherforthenextsix(6)totwelve(12)monthstodevelopalocalchapteroftheASUNAAinthegeographicareaslooselydefinedas:__________________________________________________________________________________________(Insert state, counties, cities, parishes etc. to define the location of the chapter) Members:

1.__________________________________ 2.__________________________________ 3.__________________________________ 4.__________________________________ 5.__________________________________ 6.__________________________________ 7.__________________________________ 8.__________________________________ 9.__________________________________ 10.__________________________________

*AlloftheabovenamedpersonsmustbepaidmembersofASUNAAasofdateofDeclarationThefollowingindividualwillbetheASUNAAChapter'sCommittee"Chapter-inFormation"contactperson:Name:____________________________________MailingAddress:_______________________________________________HomePhone:_____________________Mobile:_____________________E-mail:_______________________________________________________Pleaseindicatepreferredmethodofcontact:_____________________________________________________(home phone/mobile/e-mail)

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Instructions and Checklist for Completing the Chapter Charter

Application

ChapterName:__________________________________________ChapterofASUNAADateApplicationSubmitted:_____________________________ThisapplicationcontainsallthenecessaryformsneededtoapplyforaCharterasaLocalChapter.Thischecklisthasbeenprovidedtohelpcompletetheprocess.Checkoffeachitemuponcompletion.ThecompletedchapterapplicationwillbeExecutiveSecretarytoreviewbeforeitissubmittedtotheASUNAAexecutivecommitteeforCharterapproval.Once approved by the executive committee, the charter will be awarded at the nextannualmid-winterconference.

§ LetterofApplicationforChapterCharter:Thisformmustbedatedandsignedbyallofficers.

§ Roster of Elected Officers: Electionsmay take place as soon as the group has

agreedtoworktogethertoformachapter.

§ RosterofASUNAAMembers:Aminimumoffive(5)activemembersofASUNAAarerequiredtoapplyforacharterasalocalchapter.

§ TheASUNAAnationalofficewillverifymembership.Listallmembers.Thisform

may be duplicated to accommodate all members. The president and secretarymustsignanddatethisform.

§ Letter of Agreement: Thismust be dated and signed by the chapter president

andchaptersecretary.

§ Meeting Minutes (two (2) Meetings): Minutes should be completed for eachmeeting during the formation process. A minimum of two (2) meetings withcompletedminutesshouldbeincludedinthispacket.

§ ChapterBylaws:SubmitasamplecopyofyourChapterBylaws.Ingeneral,keep

the bylaws brief and simple. As the chapter grows and develops, incorporatingflexibility intothebylawswillhelpreducetheamountofworkneededtorevisethebylaws.

§ Includeapplicationprocessingfeeof$25.Makecheckormoneyorderpayableto

ASUNAA.

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Letter of Application for Chapter Charter

Date:_______________________________To:ASUNAAExecutiveCommitteeEnclosedarethree(3)copiesofthecompleted“LocalChapterCharterApplicationPacket.”WeagreetooperateandconductchapteraffairsincompliancewiththeconstitutionandbylawsoftheASUNAA.Signed,____________________________________ ________________________Chapter President Date ________________________________________ ________________________Chapter Vice-President Date _________________________________________ ________________________Chapter Secretary Date __________________________________________ ________________________Chapter Treasurer Date From:_______________________________________________________ChapterinFormation

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Roster of Local Chapter Officers For

_________________________________________________Chapter-In-FormationThefollowingareactivemembersoftheASUNAAandthechapter-in-information.

ü Aminimumoffive(5)activemembersarerequiredforchaptercharter.PresidentName:___________________________________________________Address:__________________________________________________________Phone:_______________________Email:______________________________VicePresidentName:_______________________________________________Address:_________________________________________________________Phone:_______________________Email:______________________________SecretaryName:__________________________________________________Address:________________________________________________________Phone:_______________________Email:_____________________________TreasurerName:________________________________________________________________Address:________________________________________________________Phone:_______________________Email:___________________________________________________________________________________________Chapter President Date ____________________________________ ________________________Chapter Secretary Date

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Roster of Local Chapter Members

1. Name:______________________________________________________Address:____________________________________________________Phone:___________________________Email:_____________________

2. Name:_____________________________________________________Address:____________________________________________________Phone:___________________________Email:____________________

3. Name:____________________________________________________

Address:__________________________________________________Phone:__________________________Email:___________________

4. Name:____________________________________________________Address:__________________________________________________Phone:__________________________Email:___________________

5. Name:___________________________________________________Address:_________________________________________________Phone:_________________________Email:___________________

6. Name:___________________________________________________Address:_________________________________________________Phone:_________________________Email:____________________

7. Name:___________________________________________________Address:_________________________________________________Phone:_________________________Email:____________________

8. Name:__________________________________________________Address:_________________________________________________Phone:________________________Email:____________________

*Duplicatethisformasneeded.

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Letter of Agreement for Chapter-in-Formation

Date:_______________________________To:ASUNAAExecutiveCommitteeRe:LetterofAgreementOn___________________________________(insertdate),thealumnimembersofthischapter-in-formationvotedtoseekcharterasalocalchapteroftheASUNAAandapprovedasthechaptername:__________________________________________________(insertname)chapterofASUNAA.Geographicscopeofthischapterwillinclude:________________________________________________________________

(Insert city, state and county of the chapter) Sincerely,_______________________________________________________________Chapter President Date _______________________________________________________________Chapter Secretary Date Uponthecompletionofthisapplication,pleasemailthisformtotheaddress.

AlcornStateUniversityNationalAlumniAssociation,Inc.ExecutiveSecretary1000ASUDrive#899

Lorman,MS39096-7500SAMPLECOPYONLY

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PLEASEUSETODEVELOPYOURCHAPTERBYLAWS

BY-LAWSOFTHE

(InsertChaptername)ASUNATIONALALUMNIASSOCIATION

ARTICLEI–NAME

Theorganizationshallbeknownasthe(insertchaptername)AlumniChapterofASUNationalAlumniAssociation.

ARTICLEII–MISSIONANDOBJECTIVES

Themissionofthe_______Chapteristocommunicatewithandbringvaluetothealumnibodyandtosupport,activelyandfinancially,thegoalsoftheNationalAlumniAssociationandtheUniversity.

Thegoalofthe___________ChapteristopromotethebestinterestsofAlcornStateUniversityanditsalumni.Theobjectivesare:

• TopromotethewelfareandprovideservicestoAlcornStateUniversity,itsstudentsandalumni.

• Toencouragecontinuedgrowth,personally,andprofessionally,andaspiritoffellowshipamongalumni.

• Toassistintherecruitmentofstudents.• Toworkandplaninsecuringgiftstotheuniversityandtoexpandthefinancial

supportbyalumniandothercontributors.• Torecognizethedistinguishedservicesofthealumni.• Promoteliteraryandscientificpursuitsandmatterskindredthereto.• Give,grant,andloanscholarshipstostudentsattendingAlcornStateUniversity

fromtheAtlanta,GAanditsmetropolitanarea.

ARTICLEIII–CHAPTER

SectionI. Existence

The__________ChaptershallremaininexistencewheneverfiveormoreAlcornitesresideintheareacoveredbythechapterwhichprovidesacceptableconditionsasprescribedintheConstitutionandBy-LawsoftheNationalAlumniAssociation.

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SectionII. MembershipPrivileges

Anyannualmemberofthe__________ChapterwhohaspaidNationalAlumniduesshallhavefullprivilegesandpowerstovoteandtoparticipateinmeetingoftheNationalAlumniAssociationasawhole,orinmeetingoftheBoardofDirectors.TheexceptionisthatheorsheshallnothavepowertovoteinsuchmeetingunlessdesignatedasaBoardmemberordelegaterepresentinghis/herchapter.

SectionIII. OfficialYearTheofficialyearofthe____________ChapterwillbeJanuary1throughDecember31.

ARTICLEIV–MEMBERSHIP

SectionI. ClassificationofMembership

MembershipintheAssociationshallconsistofthefollowinggroups:annual,associate,honorary,andlifemembership.

SectionII. EligibilityandActiveMembership

RecipientsofalldegreesheretoforeorhereaftergrantedbyorrecommendedfordegreesfromanydepartmentofAlcornStateUniversityandthosepersonswhocompletedaminimumofsixsemestercredithour(s)ofcourseworkattheundergraduateorgraduatelevelwhohavepaidtheircurrentannualduesshallbeeligibleforactivemembershipintheChapter.

SectionIII. AnnualMembership

AnyindividualthatmeetsthecriteriaoutlinedinArticleVI,SectionII.AboveiseligibleforannualmembershipintothelocalChapteruponpaymentdues.Annualmembershavefullvotingprivileges(unlessspecifieddelegatesarerequired),eligibletoholdofficeatthelocalandnationallevel,participateascommitteechairormember,andcanbeappointedorelectedtoparticipateonanyBoard,CouncilorprograminwhichtheChapterparticipationisrequired.

SectionIV. AssociateMembership

Associatemembersshallbeanyfriend,facultymemberorspouseofanAlcornitewhohasdemonstratedgenuineinterestinAlcornStateUniversityandexpressedadesireofbeingaffiliatedasamember.However,2/3ofmembershipvotingmustapprovesuchmembership.Associatemembersshallhavevotingprivilegesbutarenoteligibletoholdanofficeinthechapter.

SectionV. HonoraryMembership

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HonorarymembersmayincludesuchpersonsselectedbytheNationalAlumniAssociationinrecognitionofoutstandingandmeritoriousservicetoAlcornStateUniversityortheAlumniAssociation.HonorarymembersmayattendanyopenmeetingoftheChapter;however,theymaynotholdanoffice.

SectionVI. Lifemembership

LifeMembersoftheAlcornStateUniversityalumniAssociationshallbethoseannualmemberswhohavepurchasedtheirmembershipaccordingtotheslidingscaleplanasprescribedItheBy-Laws.Lifemembershipisavailableforanyannualduespayingmemberwhoelectstopayasetassessmentthatwillexcludethemfromhavingtopayannualnationalduesandassessments,butdoesnotrelievethememberfromlocalduesandassessments.Lifemembershavethesamerightsandprivilegesofannualpayingmembers.Alllifemembersshallbepresentedplaqueswiththeproperinscriptionengravedthereon.

SectionVII. GraduatingStudentsMembership

AgraduateshallbegivenoneyearandahalffreemembershipintheAlumniAssociationuponhisorherfirstgraduationfromtheuniversity.ThisfreemembershipwillexpireDecember31ofthefollowingyearwhereuponthegraduateisencouragedtocontinuehisorhermembership.

SectionVIII. MembershipCard

EachmemberoftheAlumniAssociationshallreceiveanappropriatemembershipcard,signedbytheNationalPresidentandtheExecutiveSecretaryoftheAlumniAssociation.

ARTICLEV-DUTIESOFOFFICERSSectionI. PresidentandVicePresidentThePresidentshallprovidethenecessaryleadershipandguidancerequiredtoaccomplishtheNationalAlumniAssociation’smissionwithintheguidelinesasdefinedinArticleIIoftheConstitution.ItshallbethedutyofthePresidenttopresideoverallmonthlymeetingsandanyspecialmeetingoftheAssociationtoactaschairmanoftheExecutiveCommitteetobetheofficialrepresentativeoftheAssociation,andperformallotherdutiesusuallyimposeduponsuchofficers.He/shewillpresideover,butisexcludedfrom,anyvotingatanymeetingoftheAlumniAssociationunlessavoteistied,inwhichinstancethePresidentshallcastthedecidingvote.IntheabsenceoforthedisabilityofthePresident,theVicePresidentshallperformthedutiesofthePresident.SectionII. RecordingSecretary

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TheRecordingSecretaryshallattendmeetingsoftheAlumniAssociation,recordandpreserveminutesofallmeetings,respondtocorrespondencewiththeapprovaloftheBoardifDirectorswhenansweringissuesnotcoveredbytheConstitutionandBy-Laws.He/shewillalsomaintainandupdatetheAlumniAssociationrecordsanddistributereminderstoBoardMembersinadvanceofactualduedatestoinsuredeliveryoncommitmentsandassignments.SectionIV. TreasurerTheTreasurermaintainscustodyofallfundsandpossessesresponsibilityforthedeposit,Investment,anddisbursementofmonies.He/shemustadministertheAlumniAssociation’sresourcestoensuretheavailabilityofadequateassetstopayobligationsastheybecomedue.Inaddition,he/sheplaysaprincipalroleinborrowing,managingaccountsandfinancialproceedings.He/shemustbebondedbyareputablebondingcompanyattheexpenseoftheAlumniAssociationandshallbebondedbeforeheorsheshallenteruponhisorherduties.AllAssociationfundsshallbedepositedbytheTreasurerinalocalbankorsavingsinstitutionasdesignatedbytheAssociation.TheTreasurerwillcountersignallcheckswiththePresident.IntheabsenceofthePresident,theVicePresidentmaysigncheckswiththeTreasurerfromthegeneralfundoftheAssociation.Alldisbursementsshallbepaidbycheck.TheTreasurerwillmaintainallblankchecks,statementsandensurethebooksareauditedtwiceayear,JanuaryandJune.

ArticleVI–COMMITTEES

Committeesareoptional;however,thefollowingcommitteesareencouraged:CollegeRecruitment/Scholarships,CommunityService,Fundraising,Membership,andPublicity.Eachofthesecommittees,ifenacted,shallbecomposedonnolessthanthree(3)membersandhaveanoddnumbertotal.Committeemembersshallbeappointedbythepresidentorelectedbythechapter.ThePresidentshallbeexofficiomemberofallcommittees.SectionI. CollegeRecruitment/ScholarshipsTheCollegeRecruitment/ScholarshipCommitteeisresponsiblefortheactiveandcontinuousrecruitmentofstudentstoAlcornStateUniversity.Additionally,theChaptershallcommittotheissuanceofscholarshipawardseachyearandthecommitteeshalloverseetheprocessfromapplicationdistributiontorecipientselection.SectionII. CommunityServiceTheCommunityAffairsCommitteeisresponsibleforensuringtheChapterhasafarreachingimpactwithintheAtlantacommunity.Thiscommitteeshallrenderanimpact

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thatwillaffecttheMetro-Atlantaareaandsupportthoseinneedinthecommunityinwhichwelive.SectionIII. FundraisingThefundraisingCommitteeshallberesponsibleforgeneratingfundsfortheAssociation.Thetreasurershallserveinanexofficiomembercapacityonthiscommittee.SectionIV. MembershipTheMembershipCommitteeshallberesponsiblefortheplanningandcarryingoutgeneralactivities,recruitnewmembersintotheAssociation,keepacompleteroleofthemembershipandtonotifyexistingandprospectivemembersofmeetingsandotherAssociationevents,notlimitedtosocialactivities,butincludingeducational,literaryandcivicactivities.

ARTICLEVII–ANNUALDUESANDREVENUES

SectionI. DUESANDREVENUES

SectionI. DuesThemembershipdueswithinthischapteryearlyshallbe$(insertamount)forannualsinglemembers;$(insertamount)forannualcouples;and$(insertamount)forassociatemembers.Eachannual,associate,life,andhonorarymemberoftheChaptershallcontributedtotheChaptersuchamountsasfixedbytheChaptermembership.Duesshouldbeevaluatedatintervalstodetermineifanincreaseisneededtosupporttheorganization.SectionII. RevenuesRevenuefromsourcesotherthancontributionsfromclubmembersmayberaisedasintheBy-Laws.

ARTICLEVIII-BY-LAWSCHANGES

SectionI. By-LawsThe________chapterhastheauthorityandresponsibilitytocreateandmaintaintheBy-lawsgoverningthebusiness,administration,andresponsibilitiesofthechapter.SectionIII. By-LawsChangesBy-LawsforthegovernmentoftheChapter,notconsistentwiththeNationalAlumniAssociationshallbeenactedandmaybeamendedfromtimetotimeatmonthlymeetingsoftheChapter.Anychangesto,ordeletionsof,existingBy-laws,orcreationofnewBy-lawsmustbeapprovedbyatwo-thirds(2/3)voteofthememberspresent.The

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ChaptershallnotenactBy-LawswhichareinconsistentwiththeConstitutionandBy-LawsoftheNationalAlumniAssociation.

ARTICLEIX-ORDEROFBUSINESSTheorderofbusinessforMONTHLYmeetingsoftheAssociationshallbeasfollows:CalltoOrderReadingofRecordingSecretary’sMinutesReportoftheExecutiveCommitteeReportoftheTreasurerReportoftheStandingCommitteesReportoftheSpecialCommitteesUnfinishedBusinessNewBusinessElectionofOfficersandSelectionofCommitteesMiscellaneousBusinessAdjournment

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Alcorn State University National Alumni Association

Chapter’s Annual Report Form (Report Previous Fiscal Year)

The ASU National Alumni Association, Inc., is requesting a fiscal year-end report from all alumni chapters. The report is due in the Office of Alumni Relations by January 25 of each year. A copy will be forwarded to the Awards Committee. Please complete the following: You may include additional information about fundraising, community/public relations and student recruitment on a separate document, if needed. Per ASUNAA constitution and Bylaws, it is mandatory that all chapters complete this form in order to be in good standing as an active chapter. Name of Chapter: Chapter President:

Chapter’s Mailing Address:

Phone: E-mail: Website:

Summary of Activities

A. Membership ____ Total number of National alumni members (includes national Life Members plus dues-paying regular national members; do not include members paying only local chapter dues. Use the membership data provided by the national office.

____ Total number of local chapter members not paying national alumni dues ____ Approximate number of identified alumni in local area

B. Communication 1. Method of communication with alumni (check all that apply)

____ E-mail, web site ____ Telephone ____ Newsletter ____ Letters via U. S. mail ____ Monthly, bi-monthly, or quarterly meetings ____ Media (radio, television, and newspaper)

2. Enhancements

____ Calendar of events developed and disseminated ____ Strategic plan developed and disseminated ____ Chapter directory published and disseminated

C. Major activities held during this reporting period

1. Fundraising (any effort that is used to raise funds for ASU)

2. Community Involvement//Public Relations (Involvement in community or public

relations activities. These activities can be in collaboration with other organizations.

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3. Student Recruitment (activities used to recruit students to attend ASU) D. Student Recruitment ______ Number of student recruitment sessions held (high schools, churches)

______ Number of students participating in recruitment sessions who actually came by your recruitment table

______ Number of students brought to University for recruitment purposes ______ Number of student receptions held E. Financial Contributions (Make check payable to the ASUNAA for assessments) $_______ Chapter dues collected $_______ National Alumni Association Assessment Fee

$_______ Scholarships to individual students not going through the ASU Foundation

$_______ Financial contributions to programs (specify) ___ $_______ Funds sent to ASU Foundation specify)_____________________________

$________ Individual Donations made by members of your Chapter to the University and/or Alumni Association

$_____ Total cash contributions $______ In-kind contributions to the University (specify) ______________________ $______ In-kind contributions to the National Association (specify)______________ $_____ Total all contributions Note: Please mail 3 identical copies to the Office of Alumni Relations by January 25 of each year. The mailing address is: Alcorn State University National Alumni Association, Inc. C/O Office of Alumni Relations, 1000 ASU Drive Alcorn, MS 39096-7500. Please retain a copy for your files. ReportSubmittedby____________________________________Date__________________________

ReceivedbytheOfficeofAlumniRelations_______________________________________________

(nameanddate)

NOTE:ReportmustbereceivedintheSecretary,NationalAlumniAssociationbyJanuary25ofeachyear.

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AlcornStateUniversityNationalAlumniAssociationChapterDuesSubmissionFormJanuary1–December31

NameofChapter: SubmissionDate:

ChapterAddress:

MEMBERNAME ADDRESS CLASS CODE* AMOUNT1. 2. 3. 4. 5. 6. 7. 8. 9.

10. *Code:A=AnnualMember L=LifeMember AS=AssociateMember EX=Exemptbecauseofage H=HonoraryMember G=GraduatingStudent C=CurrentStudent A+=At-LargeMember

Submit form to: Alcorn State University National Alumni Association, 1000 ASD Dr., #899, Alcorn State, MS 39096 Fax (601) 877-6345 PersonReporting: TelephoneNumber:____________________________

FORM#300

TheExecutiveCommitteehaschargedtheExecutiveSecretaryand1stVicewithdevelopafunctionaldatabaseofactivealumsdatawhereas,datacanbeextractedforinvariousformatsthatmayberequiredtosupportreporting,informationdisseminationetc.MsPamSegrestisdevelopingasimilardatabaseofallalums.Theformatmustdatabasesupported;excel,access,etc.SeeHHAACreportingformat.TheAssociationofficersshouldnothavetogototheOfficeofAlumniAffairsformembershipinformation.

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AlcornStateUniversityNationalAlumniAssociationChapterChangeRequestForm(CCRF)

ChapterStatus: Active Inactive NoLongerExist

NameofChapter: EffectiveDate:

ChapterMailingAddress:

ChapterEmailAddress:

ChapterWebsite:

Pleaseprovidecontactinformationofthefollowingofficers:

PRESIDENT VICEPRESIDENT

Name: Name:

Address: Address:

Email: Email:

Phone: Phone:

SECRETARY TREASURER

Name: Name:

Address: Address:

Email: Email:

Phone: Phone:

Submitformto:AlcornStateUniversityNationalAlumniAssociation,1000ASDDr.,#899,AlcornState,MS39096Fax(601)877-6345

PleaseNote:thisformshouldonlybesubmittedforchangeinofficers,statusofchapter,etc.

Form#400

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ConflictofInterestPolicyAlcornStateUniversity–NationalAlumniAssociation

PolicyonConflictsofInterest

AndDisclosureofCertainInterests

ARTICLEIPurpose

It is in the best interest of Alcorn State University National Alumni Association (TheAlumni Association) to be aware of and properly manage all conflicts of interest andappearancesofa conflictof interest.This conflictof interestpolicy isdesigned tohelpdirectors,officers,employees,volunteersandmembersofacommitteewithgoverningboard delegated powers of the Alumni Association identify situations that presentpotential conflicts of interest and to provide the procedures to appropriatelymanageconflicts in accordance with legal requirements and the goals of accountability andtransparencyinAlumniAssociationoperations.Thispolicyisintendedtosupplementbutnot to replace any applicable state and federal laws governing conflict of interestapplicabletononprofitandcharitableorganizations.1 Conflictof InterestDefined. Inthispolicy,apersonwithaconflictof interest isreferred to as an “interested person.” For purposes of this policy, the followingcircumstancesshallbedeemedtocreateaConflictofInterest:

a) Adirector,officer,employee,volunteer,memberofacommitteewithgoverningboarddelegatedpowersincludingaboardmember(orfamilymemberofanyofthe foregoing) is a party to a contract, or involved in a transaction with theAlumniAssociationforgoodsorservices.

b) A director, officer, employee or volunteer, member of a committee with

governingboarddelegatedpowers(orafamilymemberofanyoftheforegoing)hasamaterialfinancialinterestinatransactionbetweentheAlumniAssociationand an entity inwhich the director, officer, employee, volunteer,member of acommitteewith governingboarddelegatedpowers, or a familymemberof theforegoing, is a director, officer, agent, partner, associate, employee, trustee,personal representative, receiver, guardian, custodian, or other legalrepresentative.

c) Adirector,officer,employee,volunteer,memberofacommitteewithgoverning

board delegated powers, (or a family member of the foregoing) is engaged insomecapacityorhasamaterialfinancialinterestinabusinessorenterprisethatcompeteswiththeAlumniAssociation.

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Othersituationsmaycreatetheappearanceofaconflict,orpresentadualityofinterestsin connection with a person who has influence over the activities or finances of thenonprofit. All such circumstances should be disclosed to the board or staff, asappropriate, and a decision made as to what course of action the organization orindividualsshouldtakesothatthebestinterestsofthenonprofitarenotcompromisedbythepersonalinterestsofstakeholdersintheorganization.Gifts,GratuitiesandEntertainment.Acceptinggifts,entertainmentorotherfavorsfromindividualsorentities canalso result ina conflictordualityof interestwhen thepartyproviding thegift/entertainment/favordoes sounder circumstanceswhere itmightbeinferred that such action was intended to influence or possibly would influence theinterested person in the performance of his or her duties. This does not preclude theacceptance of items of nominal or insignificant value or entertainment of nominal orinsignificantvaluewhicharenot related toanyparticular transactionoractivityof theAlumniAssociation.

ARTICLEIIDefinitions

1. A"ConflictofInterest"isanycircumstancedescribedinArticle1ofthisPolicy.

2. An"InterestedPerson"isanypersonservingasanofficer,employeeormember

of theBoardofDirectorsofAlumniAssociationoramajordonortotheAlumniAssociation or anyone else who is in a position of control over the AlumniAssociationwhohasapersonalinterestthatisinconflictwiththeinterestsoftheAlumniAssociation.

3. A"FamilyMember"isaspouse,parent,childorspouseofachild,brother,sister,

orspouseofabrotherorsister,ofaninterestedperson.

4. A "Material Financial Interest" in an entity is a financial interest of any kind,which, in view of all the circumstances, is substantial enough that it would, orreasonably could, affect an Interested Person’s or Family Member's judgmentwithrespecttotransactionstowhichtheentityisaparty.

5. A"ContractorTransaction"isanyagreementorrelationshipinvolvingthesaleor

purchase of goods or services, the providing or receipt of a loan or grant, theestablishment of any other type of financial relationship, or the exercise ofcontroloveranotherorganization.ThemakingofagifttotheAlumniAssociationisnotaContractorTransaction.

ARTICLEIIIProceduresandRecordofProceedings

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1. Prior to board or committee action on a Contract or Transaction involving a

ConflictofInterest,adirectororcommitteememberhavingaConflictofInterestandwho is in attendance at themeeting shall disclose all factsmaterial to theConflict of Interest. Such disclosure shall be reflected in the minutes of themeeting. If board members are aware that staff or other volunteers have aconflictofinterest,relevantfactsshouldbedisclosedbytheboardmemberorbythe interestedpersonhim/herself if invitedtotheboardmeetingasaguest forpurposesofdisclosure.

2. Adirectororcommitteememberwhoplansnottoattendameetingatwhichhe

orshehasreasontobelievethattheboardorcommitteewillactonamatterinwhich the person has a Conflict of Interest shall disclose to the chair of themeeting all factsmaterial to the Conflict of Interest. The chair shall report thedisclosureatthemeetingandthedisclosureshallbereflectedintheminutesofthemeeting.

3. ApersonwhohasaConflictofInterestshallnotparticipateinorbepermittedto

hear the board's or committee's discussion of the matter except to disclosematerialfactsandtorespondtoquestions.Suchpersonshallnotattempttoexerthisorherpersonalinfluencewithrespecttothematter,eitheratoroutsidethemeeting.

4. ApersonwhohasaConflictofInterestwithrespecttoaContractorTransaction

that will be voted on at a meeting shall not be counted in determining thepresenceofaquorumforpurposesofthevote.

5. The person having a conflict of interest may not vote on the Contract or

Transactionandshallnotbepresentinthemeetingroomwhenthevoteistaken,unless the vote is by secret ballot. Such person's ineligibility to vote shall bereflected in the minutes of the meeting. For purposes of this paragraph, amember of the Board of Directors of the Alumni Association has a Conflict ofInterestwhenheor she stands forelectionas anofficeror for re-electionas amemberoftheBoardofDirectors.

6. InterestedPersonswhoarenotmembersoftheBoardofDirectorsoftheAlumni

Association, or who have a Conflict of Interest with respect to a Contract orTransactionthatisnotthesubjectofBoardorcommitteeaction,shalldisclosetotheirsupervisor,ortheChair,ortheChair'sdesignee,anyConflictofInterestthatsuch Interested Person has with respect to a Contract or Transaction. Suchdisclosure shall be made as soon as the Conflict of Interest is known to theInterestedPerson.The InterestedPersonshall refrain fromanyaction thatmayaffect the Alumni Association’s participation in such Contract, Transaction orArrangement.

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IntheeventitisnotentirelyclearthataConflictofInterestexists,theindividualwiththepotentialconflictshalldisclosethecircumstancestohisorhersupervisorortheChairortheChair'sdesignee,whoshalldeterminewhetherfullboarddiscussioniswarrantedorwhetherthereexistsaConflictofInterestthatissubjecttothispolicy.

ARTICLEIVConfidentiality

Each director, officer, employee and volunteer shall exercise care not to discloseconfidentialinformationacquiredinconnectionwithdisclosuresofconflictsofinterestorpotential conflicts,whichmight be adverse to the interests of theAlumni Association.Furthermore, directors, officers, employees and volunteers shall not disclose or useinformationrelatingtothebusinessoftheAlumniAssociationfortheirpersonalprofitoradvantageorthepersonalprofitoradvantageoftheirFamilyMember(s).

ARTICLEVCompensation

1. Avotingmemberofthegoverningboardwhoreceivescompensation,directlyor

indirectly, from theAlumniAssociation for services if precluded fromvotingonmatterspertainingtothatmember’scompensation.

2. A voting member of any committee whose jurisdiction included compensationmattersandwhoreceivescompensation,directlyor indirectly, fromtheAlumniAssociation for services is precluded from voting on matter pertaining to thatmember’scompensation.

3. Novotingmemberof thegoverningboardoranycommitteewhose jurisdictionincludes compensation matters and who receives compensation, directly orindirectly from the Alumni Association, either individually or collectively, isprohibited from providing information to any committee regardingcompensation.

ARTICLEVI

ReviewofpolicyandAnnualStatementEachdirector,officer,employee,volunteerandmemberofacommitteewithgoverningboarddelegatedpowersshallannuallysignastatementwhichaffirmssuchperson:

a. Hasreceivedacopyoftheconflictofinterestpolicy.b. Hasreadandunderstandsthepolicyc. Hasagreedtocomplywiththepolicy,and

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d. UnderstandstheOrganizationischaritableandinordertomaintainitsfederaltaxexemption,itmustengageprimarilyinactivitieswhichaccomplishoneormoreofitstaxexemptpurposes.

2.ifthedirector,officer,employee,volunteer,memberofacommitteewithgoverningboarddelegatedpowersbelievesheorshehasaconflictofinterestrelationship,positionor circumstance, such disclosure must be made on the annual statement. Suchrelationships, positions or circumstances might include service as a director of orconsultant to another nonprofit organization, or ownership of a business that mightprovidegoodsorservicestotheAlumniAssociation.Anysuchinformationregardingthebusiness interests of a director, officer, employee or volunteer, or a Family Memberthereof,shallbetreatedasconfidentialandshallgenerallybemadeavailableonlytotheChair, the Executive Director, and any committee appointed to address Conflicts ofInterest, except to theextentadditionaldisclosure isnecessary in connectionwith theimplementationofthisPolicy.3.ThispolicyshallbereviewedannuallybyeachmemberoftheBoardofDirectors.Anychangestothepolicyshallbecommunicatedtoallstaffandvolunteers

ARTICLEVIIPeriodicReviews

ToensurethattheAlumniAssociationoperatesinamannerconsistentwithitscharitablepurposesanddoesnotengage inactivities thatcould jeopardize its tax-exemptstatus,periodic review shall be conducted. Such reviews shall, at a minimum, include thefollowingsubjects:

a. Whether compensation arrangements and benefits are reasonable, based oncompetentsurveyinformationandtheresultofarm’slengthbargaining.

b. Whether partnerships, joint ventures, and arrangements with management

Organization conform to theAlumni Association’swritten policies, are properlyrecorded, reflect reasonable investment or payments for goods and service,furthercharitablepurposesanddonotresultininurement,impermissibleprivatebenefitorinanexcessbenefittransactionorarrangement.

ARTICLEVIII

UseofOutsideExperts

If the Alumni Association use outside advisors to conduct the periodic reviewprovided in Article VII, their use shall not relieve the governing board of itsresponsibilityforensuringperiodicreviewsareconducted.

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Pleasedescribebelowanyrelationships,positions,orcircumstancesinwhichyouareinvolvedthatyoubelievecouldcontributetoaConflictofInterestarising(asdescribedintheAlumniAssociation’sPolicyonConflictsofInterest).Iherebycertifythattheinformationsetforthaboveistrueandcompletetothebest of my knowledge. I have reviewed, and agree to abide by; the Policy ofConflictofInterestofAlcornStateUniversity–NationalAlumniAssociationthatiscurrentlyineffectandIhavereceivedacopyofsame.PrintName________________________________Position/Title___________________Signature:_________________________________Date:_____________________

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AlcornStateUniversity–NationalAlumniAssociation

Whistle–BlowerPolicy

General

TheAlcornStateUniversityNationalAlumniAssociation(theAlumniAssociation)CodeofConduct (thecode) requiresdirectors, keyvolunteers,andemployees (if applicable) toobservehighstandardsofbusinessandpersonalethicsintheconductoftheirdutiesandresponsibilities. As employees and representatives of the organization must practicehonestyandintegrityinfulfillingourresponsibilitiesandcomplywithallapplicablelawsandregulations.

Theobjectivesof theAlumniAssociationWhistle-BlowerPolicyaretoestablishpoliciesandproceduresforthefollowing:

• Thesubmissionof concerns regardingquestionableaccountingorauditmattersby employees, directors, officers, volunteers, and other stakeholders of theorganization,onaconfidentialandanonymousbasis.

• Thereceipt,retention,andtreatmentofcomplaintsreceivedbytheorganizationregardingaccounting,internalcontrols,orauditingmatters.

• Theprotectionofdirectors,volunteers,andemployeesreportingconcerns fromretaliatoryactions.

ReportingResponsibility

Eachdirector,volunteer,andemployedofAlumniAssociationhasanobligationtoreportinaccordancewiththisWhistle-blowerPolicy(a)questionableorimproperaccountingorauditingmatters,and(b)violationsandsuspectedviolationsoftheAlumniAssociation’sConstitution&by-Lawsand/orStandardOperatingProcedures.

ActinginGoodFaith

Anyone reporting a concern must act in good faith and have reasonable grounds forbelieving the information disclosed indicates an improper accounting or auditingpractice, or a violation of the code. The act of making allegations that prove to beunsubstantiatedand thatprove tohavebeenmademaliciously, recklessly,orwith theforeknowledge that the allegations are false, will be views as a serious disciplinaryoffense. Itmay also result in disciple, up to an including dismissal from the volunteerpositionorterminationofemployment.Suchconductmayalsogiverisetootheractions,includingcivillawsuits.

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AlcornStateUniversity–NationalAlumniAssociationWhistle–BlowerPolicy

Confidentiality

Reportsofconcernsandinvestigationpertainingthereto,shallbekeptconfidentialtotheextentpossible,consistentwiththeneedtoconductanadequateinvestigation.

Disclosureofreportsofconcernsto individualsnot involved inthe investigationwillbeviewedasaseriousdisciplinaryoffenseandmayresultindiscipline,uptoandincludingterminationofemployment.Suchconductmayalsogiverisetootheractions, includingcivillawsuits.

AuthorityofAuditCommittee

AllreportedconcernswillbeforwardedtotheAuditCommitteeinaccordancewiththeproceduressetforthherein.TheAuditCommitteeshallberesponsiblefor investigatingandmakingappropriaterecommendationstotheboardofdirectors,withrespecttoallreportedconcerns.

NoRetaliation

ThisWhistleblowerPolicyisintendedtoencourageandenabledirectors,volunteers,andemployeestoraiseseriousconcernswithintheAlumniAssociationforinvestigatingandappropriateaction.Withthisgoal inmind,nodirector,volunteer,oremployeewho, ingoodfaith,reportsaconcernshallbesubjecttoretaliationor, incaseofanemployee,adverseemploymentconsequences.Moreover,avolunteeroremployeewhoretaliatesagainstsomeonewhohasreportedaconcerningoodfaithissubjecttodisciplineuptoandincludingdismissalfromthevolunteerpositionorterminationofemployment.

ReportingConcernsEncouragementofReportingTheAlumniAssociationencouragescomplaints,reports,orinquiriesaboutlegalpracticesor serious violations of the Code, including illegal or improper conduct by the AlumniAssociationorganization itself,by its leadership,orbyotherson itsbehalf.Appropriatesubjects to rise under this policy would include financial improprieties, accounting oraudit matters, ethical violations, or other similar illegal or improper practices andpolicies. Other subjects on which the Alumni Association has existing complaintmechanisms should be addressed under thosemechanism, such as raisingmatters ofalleged discrimination or harassment through the organization’s human resourcechannels,unlessthosechannelsarethemselvesimplicatedinthewrongdoing.Thispolicyisnotintendedtoprovideameansofappealfromoutcomesinthoseothermechanism.

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AlcornStateUniversity–NationalAlumniAssociation

Whistle–BlowerPolicyEmployees

Employees should first discuss their concernwith their immediate supervisor. If, afterspeakingwithherorhissupervisor,theindividualcontinuestohavereasonablegroundstobelievetheconcernisvalid,theindividualshouldreporttheconcerntothedirectorofhuman resources or a property authorized designee. However, if the individual isuncomfortablespeakingwithherorhissupervisor,orthesupervisoristhesubjectoftheconcern,theindividualshouldreporthisorherconcerndirectlytothedirectorofhumanresources or a level above the supervisor. In addition, suspected fraud should bereporteddirectlytothechairoftheauditcommittee.

If theconcernwas reportedverbally to thedirectorofhumanresources, thereportingindividual, with assistance from the director of human resources, shall reduce theconcerntowriting.Thedirectorofhumanresources isrequiredtopromptlyreporttheconcern to the chair of the audit committee, which has specific and exclusiveresponsibility to investigate all concerns. If the director of human resources, for anyreason,doesnotreporttheconcerntothechairoftheauditCommittee,thereportingindividual should directly report the concern to the chair of the audit committee.Concernsmayalsobesubmittedanonymously.Suchanonymousconcernsshouldbe inwritingandsentdirectlytothechairoftheauditcommittee.

DirectorandOtherVolunteers

DirectorsandothervolunteersshouldsubmitconcernsinwritingdirectlytothechairoftheAuditCommittee.

HandlingofReportedViolations

TheAuditCommitteeshalladdressallreportedconcerns.ThechairoftheAuditCommitteeshallimmediatelynotifytheauditcommittee,thepresident,theCEO,andthechiefoperatingofficerof any such report. The chair of the Audit Committeewill notify the sender and acknowledgereceiptofanonymouslysubmittedconcerns.

Allreportswillbepromptlyinvestigatedbytheauditcommittee,andappropriatecorrectiveactionwillberecommendedtotheboardofdirectors.Ifwarrantedbytheinvestigation.Inaddition,actiontakenmustincludeaconclusionorfollow-up,orbothwiththecomplainantforcompleteclosureoftheconcern.

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BANKSTATEMENTRECONCILIATIONFORMonth_______________________________

Beforecompletingthisworksheet,pleaseadjust yourcheckbookregisterbalanceby:

Addinganyinterestearned Subtractinganybankfeesorothercharges

1.Currentbalanceonthisstatement

CurrentBalance

2.Listdepositswhichdonotappearon thisbankstatement:

Date

Amount

Date

Amount

0

Totalof2

0

3.Subtotalbyadding1and2

Subtotalof1and2

4.Listoutstandingchecks,transfers,debitand withdrawalsthatdonotappearonthisbank statement.

Date/Ck#

Amount

Date/Ck#

Amount

0

Totalof4

5.Subtract4from3.Thisshouldmatchyourcheckbookregisterbalance =

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SEGREGATIONOFDUTIES

Noonepersonshallperformallofthefollowingduties:(SeeNOTEbelow)

1. AUTHORIZEExpendituresa. Sign/Checksb. ApproveDebitCardTransactions

2. RECORDTheTransactionsa. InputTransactioninBooksb. ReconcileBankStatements

3. HaveCUSTODYOfTheFundsa. OpenMail/Receive/CollectCashb. MakeListOfChecks&CashReceiptsc. MakeDeposits

NOTE:Ifunabletohavecompletesegregationofduties,usecompensatingcontrolssuchas,twosignaturesonchecks,regularanalysis/comparisonofcashreceiptswithbankdeposits,comparisonwithbudget,rotationofduties,two-personteamforcheck&balancewherepossible.

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REFERENCEANDSUPPORTINGDOCUMENTS• RosterofAlcornStateUniversityNationalAlumniAssociation

• AlcornStateUniversityNationalAlumniAssociation,IncorporatedConstitution

andBy-Laws

• AlcornStateUniversityNationalAlumniAssociationLeadershipHandbook

• AlcornStateUniversityNationalAlumniAssociationAGuidetoplanningtheMid-WinterConference

• AlcornStateUniversityNationalAlumniAssociationTimeandPlaceSelection

• CommitteeDutiesandResponsibilities

NOTE:ThereferenceandsupportingdocumentsarenotbeincludedasappendixestotheOperatingManual.Theywillbepostedonthewebsiteforaccessibility.ToincludethemwouldmakethisdocumentExtremelyLong.