Chapters are considered affiliate organizations of the Boise State University Alumni Association. An application to start a chapter is made to the executive committee of the Board of Directors via the Senior Director of Regional and Affinity Alumni Programs. Boundaries of new geographic chapters (generally within a 60-mile radius) will be agreed upon by chapter organizers and alumni staff. No new chapters may be established in areas with existing chapters. Exceptions may be considered, provided there is demonstrated alumni interest in another formal organization. Generally, chartering a chapter will not be considered if the population for the served region is less than 350 alumni or if the social or professional group counts less than 200 alumni.
A chapter petition application for recognition form must be submitted to trigger the year-long chartering period. Once this form has been received, the Alumni Association will assist the applicant chapter with organizational support (email invitation to attend an event, list request and support at the event). The one-year chartering process includes the following steps:
- Identify one person as the key contact(s) for the chapter chartering process.
- Hold an initial meeting and identify at least three volunteer leaders.
- Draft chapter bylaws and a purpose statement for approval. Request from the Senior Director of Regional and Affinity Alumni Programs.
- Hold at least two meetings for planning chapter activities.
- Hold at least one event and submit a post-event recap.
- Have leadership complete and return signed data access confidentiality forms.
- Submit a petition with at least 25 alumni signatures of chapter supporters:
- At least 25 alumni from the defined geographic region, social group or professional group must sign the petition.
At the end of this period, the applicant chapter will present verification to the executive committee of the Boise State Alumni Association Board of Directors that the above requirements have been completed. Based on the supporting documentation, the committee will determine whether the applicant chapter’s activities have met the requirements for official charter recognition and make a recommendation to the Board of Directors.
If the Board of Directors approves the proposed chapter’s application, an official charter will be granted. A charter entitles a chapter to receive benefits and services from the association. Service benefits (i.e., graphic design, event registration) will begin at the time the charter is approved. Financial support for chapters and events is dependent on the association’s availability of resources.
Each official chapter will designate one person to serve as a non-voting representative to the Alumni Association Board of Directors.
Chapter in Good Standing: Requirements to Sustain a Chapter after Year One
In order to retain its charter, each chapter must meet the following requirements.
Membership and Leadership
- Chapter “members” are defined as all eligible alumni and/or friends who actively participate in chapter activities, live within the chapter’s geographical boundaries, share a common academic background, share a special interest, work for the same corporate entity or are otherwise eligible to participate in chapter activities. All “voting members” are those eligible individuals who have opted in to be a member of the chapter and who participate in chapter activities. In many chapter bylaws, only “voting members” are allowed to vote on chapter business.
- Voting members should elect officers at the first official chapter gathering and at annual meetings thereafter. Standard parliamentary procedure is recommended. Officers must include (at minimum) a president, vice president and a secretary/treasurer. (Titles can be defined by chapter leaders at the time the bylaws are written.)
- Terms of office are typically two years, with two consecutive terms maximum.
- The leadership team may establish committees, if appropriate.
- All chapters will be governed by a three-person (at minimum) volunteer leadership group. All chapter leaders must complete a signed confidentiality form.
Finances
- Chapters may not collect dues but may charge fees to cover both the event and incidental chapter expenses. It is the Boise State Alumni Association’s expectation that events should be designed to break even.
- The chapter secretary/treasurer works with the Alumni Association on budget/reimbursement needs.
- All fundraising options must be discussed with staff.
Activities and Publicity
- Chapters are expected to sponsor two to three diverse, high-quality events to stimulate participation from all segments of the alumni population. The events must address two of the three services to Boise State: Social, Service and Scholarship. For example, the chapter may plan one or more football watch parties and then also serve on a panel presenting to current students, participate in a community service event, hold an annual reunion, or dinner event. Chapter leadership is encouraged to support current Alumni Association initiatives and attend alumni signature events as a leadership team (Bi-annual gala, Top ten Scholars, Distinguished Alumni Gala and home Bronco Bashes).
- Other suggested activities: a letter-writing campaign to students who have not yet committed to Boise State, or hold a recruiting mixer to add members to your chapter. Charge an admission fee to one of your events and donate the proceeds to our Legacy Scholarship fund.
- Affinity chapters may collaborate on an event with the corresponding academic college and provide support for a selected focus, such as recruitment, internships, job placement or scholarship funding specific to their college. Pool the chapter resources and provide a unique trip/activity package for the auction gala that happens every May in odd-numbered years.
- Chapter leaders work with alumni staff to create invitations and registration pages for all alumni events. All communication should go through the alumni office staff so that branding guidelines are followed and updated lists are used. Broncolink is an option for creating an informal communication tool for your group.
- Use of all licensed Boise State, Athletic and Alumni Association logos/brands must be approved by staff and must follow guidelines as presented in the Boise State Alumni Association Branding Guide (available from staff). All Collegiate Licensing Company (CLC) rules must be followed.
- Chapter leadership should serve as an advocate for the Boise State Alumni Association and make an effort to obtain current email addresses for the constituency and send the information to Alumni Association staff. Be a voice for our association and educate alumni about how to stay connected to Boise State. Make sure your profile is current: https://www.boisestate.edu/alumni/update-info/
- Chapters are encouraged to use BroncoLink rather than social media accounts. Some chapters and clubs have been grandfathered in with their social media accounts, but going forward, Broncolink is the preferred platform.
- Maintain a roster of active members: minimum 25 members. Members should officially opt in to your chapter using this link: https://www.boisestate.edu/alumni/groups/join/
Probation and Surrender of Charter
The Board of Directors of the Alumni Association reserves the right to deactivate or dissolve the charter of any chapter that no longer meets the requirements outlined in the “chapter in good standing” documents or does not operate within the spirit and/or letter of the guidelines as set forth in this document.
Charter probation will be determined by the Alumni Association executive committee, and a notification letter of probation will be sent to the appropriate leadership group.
Once a chapter is placed on probation, it will have one year from the date of notification to comply with the requirements of “chapter in good standing.” At the end of that time, the executive committee may vote to reactivate the chapter’s charter.
If the probationary chapter does not meet the requirements, the executive committee will recommend the deactivation or dissolution of the chapter. A personal phone call, followed by a written notice of deactivation or dissolution, will be made to the leadership group immediately after such a decision is reached. Notification of action to the entire constituency will be posted on the Boise State Alumni Association website.
Reinstatement
Reinstatement of a deactivated club or chapter charter may be requested by fulfilling the current chartering requirements.
Dissolution
Once a chapter has been dissolved by the Board of Directors, all of the constituent group’s assets and net income — current and accumulated — remaining after the payment of its debts, obligations and claims will be transferred to and become the property of the Alumni Association. A chapter may be dissolved if it is misaligned with Boise State University or Boise State Alumni Association’s missions. A chapter may be dissolved if volunteer leadership is deemed by the Alumni Association Board of Directors or staff to be ineffective (i.e., the chapter has had no activity or volunteers are unable to meet the requirements of position descriptions) and all efforts to assist the respective leadership group or recruit new leadership have not resulted in a positive change for the chapter.