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Annual Report

Name of organization: Date: Organization mission statement: CURRENT LEADERSHIP

List names, degrees, preferred e-mail address for the leader(s) (please note N/A if appropriate) · President/Regional Contact · Vice-President

· Secretary · Program Chair


List names, degrees, preferred e-mail address for future leader(s) (please note N/A if appropriate) · Future President · Future Vice President · Future Secretary

· Future Program Chair · Future Officer(s)


List names, degrees, preferred e-mail address (please note N/A if appropriate) · Volunteer Chair · Careers & Networking Chair

· Other (include title)


List the total number of events organized by your group in the past 12 months, making sure to define the events purpose (social, networking, intellectual). Attach event attendance lists. AUDIENCE

Have you seen a change in your events’ audience in the last 12 months? If yes, please define: Do you anticipate organizing joint events with other University alumni volunteer organizations? If yes which one(s): Describe how your volunteer organization targets different audiences, i.e.: young alumni (College graduates of the last 10 years and professional school graduates of the last five years), alumni emeritus, alumni in different geographical areas, etc.

Alumni Club Volunteer Handbook


Annual Report


How does your group promote other University of Chicago sponsored initiatives? (e.g., welcoming interns and new graduates, volunteering for admission receptions, assisting with recruiting efforts, Summer Sendoffs, participating in annual fund, etc.)? ADDITIONAL COMMENTS

Please make sure to attach the following to this report. Each alumni volunteer group will be asked to turn in an annual report by July 1 in order to assess progress. Send completed form and attendance list to or fax to 773.702.2166. 路 All meeting minutes 路 Yearly plan/calendar of your organizations events 路 Goals of your volunteer group

Alumni Club Volunteer Handbook


Sample Bylaws Clubs are not required to use these sample bylaws; however, all bylaws must be reviewed by the Office of Alumni Relations prior to ďŹ ling.


The name of this organization is the University of Chicago Alumni Club of (city or region). ARTICLE II: MISSION STATEMENT

The common purpose of University of Chicago alumni clubs and organizations is to provide opportunities for alumni, parents, and friends of University of Chicago to meet to serve as its advocate, articulating the role and direction of the University; to encourage intellectual enrichment and professional growth through forums and presentations; and to elevate the stature of the University in (city or region) through club programming. ARTICLE III: GEOGRAPHIC AREA

The proposed geographic area of the club shall be filed with the University of Chicago Office of Alumni Relations. The geographic area of the club is subject to the approval of said office. ARTICLE IV: MEMEBERSHIP

Alumni, parents, and friends of University of Chicago shall be eligible for membership. ARTICLE V: OFFICERS OF THE CLUB Section 1 - Officers

The officers of the club shall include but not be limited to: President and Vice President, Secretary and Program Chair. The board of directors may elect other officers from time to time. Section 2 - Duties

The duties of the officers shall be those duties and powers usually incident to their respective offices and as detailed in the University of Chicago Alumni Club Handbook. Section 3 - QualiďŹ cations

a) All officers must be members in good standing at the time of their election and at all times during their tenure. b) The members nominated to serve as president of the club shall be limited to those members who have already served at least one term as an officer. Section 4 - Term of Office

The term of office shall be two years. Officers shall serve not more than two consecutive terms in any office. Each officer shall help identify his/her successor during the second year of his/her term. Section 5 - Election of Officers

The officers shall be elected at the Annual Meeting by a majority vote of the members present and voting. Alumni Club Volunteer Handbook


ARTICLE VI: BOARD OF DIRECTORS Section 1 - Members and Qualifications

The board shall consist of the officers of the club, the immediate past President, members-at-large, and contacts from various University programs and initiatives. Section 2 - Duties

The duties of the board shall be to manage the operation and activities of the club in accordance with the Mission Statement, the University of Chicago Alumni Club Handbook, and the University of Chicago Office of Alumni Relations’ bylaws, including but not limited to: a) b) c) d)

Holding a minimum of four meetings per year. Coordinating a minimum of six events per year. Electing officers and directors to fill vacancies occurring during the club year. Electing additional directors during the year as may be deemed appropriate.


The board of directors may appoint committees that include members in good standing who are neither directors nor officers. Such committees have authority to work on behalf of the club for those activities that have been specifically delegated to the committee by the board of directors and approvedby the Office of Alumni Relations. ARTICLE VIII: DISTRIBUTION OF ASSETS

In the event that the club shall cease active operation, all assets of the club shall be given to the University of Chicago Office of Alumni Relations. ARTICLE IX: FISCAL YEAR

The fiscal year of the club shall begin on July 1 of each year. ARTICLE X: AMENDMENTS

The bylaws may be adopted, repealed, or amended, in whole or in part, at any time, by the affirmative vote of two-thirds (⅔) of the board of directors. ARTICLE XI: ADHERENCE TO OFFICE OF ALUMNI RELATIONS GUIDELINES

These bylaws shall adhere to all existing Office of Alumni Relations guidelines. In the event that Office of Alumni Relations guidelines are amended or revised, these bylaws shall be reviewed for compliance and amended accordingly.

Adopted this

day of

University of Chicago Alumni Club of


. .

By: President Secretary

Alumni Club Volunteer Handbook


Acceptance of Risk

As a participant in the (the “Club”) (Activity), I recognize and acknowledge that there are certain risks of physical injury, including, but not limited to, death, which may arise from accidents or other causes. I have no physical condition which would present a risk of injury to me through my participation in the Activity. Notwithstanding any instruction or consultation by the University of Chicago, the University of Chicago Office of Alumni Relations, or the Club, I agree to assume responsibility for any such injuries, damages, or loss which I may sustain as a result of participating in any and all activities connected with or associated with the Activity except to the extent caused by the sole negligence of the University of Chicago, the University of Chicago Office of Alumni Relations, or the Club. I hereby release, waive, and discharge the University of Chicago, the University of Chicago Office of Alumni Relations, the Club, and each of their respective trustees, officers, agents, or employees (collectively, the “Released Parties”) from any and all liability, claims, damages, and losses arising out of any loss, damage, or injury that may be sustained by me or to any property belonging to me while participating in the Activity. I further agree to indemnify and hold each of the Released Parties harmless from any and all liability, claims, damages, and losses arising out of any loss, damage, or injury that may be proximately caused by me in connection with the Activity, except to the extent caused by the sole negligence of the Released Parties. It is my express intent that this Acceptance of Risk Agreement shall bind the members of my family, my heirs, and assigns. This agreement shall be construed in accordance with the laws of the State of Illinois. I further agree that participation in any activity will be at my own discretion and judgment. I also understand that the University of Chicago, the Office of Alumni Relations and the Club do not provide health, accident, or liability insurance to me. I am 18 years of age or older. I have read and fully understand the above Acceptance of Risk and I voluntarily sign this Agreement.

Participant Signature


Printed Name of Participant

Alumni Club Volunteer Handbook


Volunteer Agreement

We are pleased that you have decided to volunteer your services to the University of Chicago (the “University”) and the Alumni Club of (the “Club”). Please affirm your acceptance of the terms of this agreement, stated below, with your signature. We extend our sincere thanks for your valuable contribution to the University. I agree that my participation in the activities outlined in the attached Description of Volunteer Duties (which is part of this agreement) is not an exchange for any consideration (e.g., pay, benefits, the promise of future employment). I acknowledge that, in exchange for my service as a University volunteer, I have neither been promised any consideration, nor do I expect to receive any consideration. I agree that I will comply with all University rules and regulations applicable to my presence at the University or Club event, and that I will follow the directions and guidance of the University or Club officer directing my volunteer assignment. I likewise agree to follow any schedule established in connection with my volunteer assignment. I agree that as a University and Club volunteer, I will not be a University employee. I understand and agree that the University, the Club, or I have the right to end my volunteer relationship with the University and the Club at any time, for any reason, and without advance notice. I understand that as a University and Club volunteer, I will not be entitled to any employee benefits. In this regard, I understand that the University will not provide me with accident or medical insurance, and is therefore not responsible for any accident or medical expenses that I incur in the course of volunteering. I also understand that I am not covered by workers’ compensation laws in connection with my University and Club volunteer affiliation. Further, I certify that I have health and/or accident insurance that will cover any personal injury that I may sustain while providing volunteer services and/or using University facilities and equipment, regardless of cause, and I agree to provide proof of such insurance upon request. The University agrees to provide me with third party general liability insurance for claims filed against me arising from my duties described in the attached Description of Volunteer Duties. In exchange for third party liability insurance and the opportunity to be a University and Club volunteer, I hereby release, indemnify, and hold harmless the University and all of its officers, trustees, agents, and employees from any and all liability, damages, or claims of any nature that arise out of or related to my volunteer activities. I also acknowledge there is a risk of injury from volunteering and using the University facilities and equipment, including the potential for serious injury and death, and I herby voluntarily assume the risk of any injuries (regardless of severity) and death, which may occur due to negligence or accidental occurrences while I am volunteering.

Alumni Club Volunteer Handbook


I agree that: The University of Chicago alumni, parents,and friends’ names and contact information communicated to me are only intended for the addressee and solely for the purpose of establishing contact with alumni, parents, and friends in organizing University of Chicago alumni events or recruiting University of Chicago alumni volunteers. Prohibited use of alumni, parents, and friends contact information includes but is not limited to: · Advertising and solicitations for commercial services or other personal reasons, · Uses that inaccurately imply endorsement, approval, or sponsorship by the University of Chicago, · Activities that are fraudulent. I am aware of the terms and conditions of this agreement and am signing this agreement of my own free will and without pressure or coercion. Further, by signing this agreement I attest to the fact that I am at least eighteen (18) years of age and that I am competent to sign this agreement and release. I agree that this agreement (along with the Description of Volunteer Services) sets forth the entire agreement between me, the University, and the Club regarding my service as a volunteer and supersedes any written or oral understanding, promise, or agreement that is not referred to and incorporated in this agreement. I agree that this agreement shall be governed by Illinois law and may be changed only by a written document signed by me and an authorized University official.

Dated this

day of

, 20

Volunteer’s signature: Volunteer’s printed name: Home address: Phone: E-mail: Emergency Contact Name: Relationship:


Received and accepted by the Alumni Club of day of

this , 20

By (printed): Its (title):

Alumni Club Volunteer Handbook


Confidentiality Statement As an alumni club volunteer, you may have access to personal information regarding the University of Chicago alumni and other friends. The University takes every step possible to ensure that this information is treated appropriately and that our constituents’ privacy is respected. The University will never provide information on constituents who have specifically requested that their information remain private. All information given to you remains the property of the University of Chicago, and may not be reproduced in whole or in part by any person or entity without the written permission of the University. The data provided to you is for purposes of alumni club activities only. Use of information provided to you for any other purpose—including, but not limited to, unauthorized reproduction or electronic storage, or unauthorized use of addresses and names and personal data—is prohibited and is in direct violation of copyright. In order to protect the usage of constituent data, many reports may only be available to the committees in paper format as opposed to electronically. Every effort has been made to verify and correctly state the information that we provide to you; however, the University disclaims all liability and responsibility for the accuracy of this information. In addition, circumstances may have rendered the information we provide obsolete at the time prior to distribution or prior to the time that the information is reviewed. If you believe any information is in error, please send corrected information in writing to your Office of Alumni Relations liaison.

Alumni Club Volunteer Handbook


Administration and Reporting: UChicago Volunteer Handbook  

The Administration and Reporting section of the UChicago Volunteer Handbook.

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