Alumni Chapter Policies and Guidelines

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The following policies and guidelines are created to provide guidance to Alumni Chapters and allow uniformity within the Alumni Chapter program.

Codes:
Alumni Chapter (AC)
Collegiate Chapter (CC)
Beta Gamma Sigma, Inc. (BGS)

Mission, Objectives & Goals

The mission and objectives of BGS apply to both the CCs and ACs.
Each AC is encouraged to set chapter goals to support the Society’s mission and objectives.

Membership

All categories of members of BGS (student, faculty, and honoree) are eligible for membership in the AC.
Only members of BGS are eligible for membership in the AC. However, each AC may set its own policy regarding allowing non-members to attend AC events and activities.
AC membership is limited to members of BGS residing in the local geographic area (exceptions may apply).
ACs have agreed to allow reciprocity of membership to current chapter members who transfer to another geographic area served by an AC.
ACs may award Honorary Membership in BGS through the Chapter Honoree program (using criteria set by BGS). Unless special waiver is given, the AC may only name two Chapter Honorees per year.
ACs have the right to communicate with any BGS member who has paid dues to the AC or indicated an interest in being contacted by the AC.
BGS may communicate on behalf of the AC with all BGS members in an AC area through major mailings or broadcast emails.
On an ongoing basis, both BGS and the AC should provide to the other updated information on each paid membership and those indicating interest.

Official Status

ACs must abide by requirements necessary to maintain the 501(c)(3) status of BGS as a non-profit, charitable organization.
ACs are subsidiaries of BGS.
The official name of the AC is set by BGS (in coordination with the initial chapter officers)
ACs must use the official name of the AC in all print and electronic materials.
ACs are required to maintain the overall purposes of the AC efforts by promoting the educational component of BGS in chapter programming.
The governing documents of BGS are the official policies of the Society. AC governing documents must abide by these same policies. If a conflict arises, the governing documents of BGS prevail.
A copy of the AC’s current governing documents must be on file with the Central Office.
The Central Office shall be copied on all official AC correspondence.
ACs are required to file an annual chapter activity and financial report with the Central Office within 90 days following the close of the fiscal year.
The AC must provide to the Central Office the name and email address of the official chapter contact. This information will be posted on BetaNet.

Alumni Chapter Officers

The proposed slate of officers for an AC must be provided to the Central Office of BGS at least 30 days prior to chapter elections. The Executive Committee of the Board of Governors has the authority to approve/disapprove each officer on the slate. The President of the AC will be notified of approval/disapproval within two weeks of receipt of the slate.
The Executive Committee of the Board of Governors will utilize the following pivotal criteria when considering AC officer nominees.

Does this BGS member have a history of representing the Society in a positive manner?
Does this BGS member enable the mission of BGS through his/her actions?
Has this BGS member added value to the AC in the past?
Does this BGS member enhance the BGS brand through his/her comments?
(A negative on any pivotal criterion listed above would allow the Executive Committee of the BGS Board of Governors to disapprove the member as a candidate for office in the AC.)

Officers of the ACs of BGS agree to abide by the following.
- As an officer of the AC, the BGS member agrees to abide by the mission and objectives of BGS and the AC.
- The BGS member will not be involved in activities that would provide a conflict of interest with BGS or the AC.
- The BGS member will not accept any items providing personal financial gain as an officer of the AC.
- The BGS member will encourage and support as chapter programs only those that will reflect positively on BGS and the AC and enhance the BGS brand.
- When promoting programs of the AC, the BGS member agrees to only promote programs which have first been approved by the AC.
- The BGS member will always represent BGS and the AC in a positive manner.
  (Any officer of the AC who fails to abide by the above-stated policies may be removed from office by the Board of the AC or the Executive Committee of the Board of Governors of BGS. In such matters, the decision made by the Executive Committee of the Board of Governors is considered final)

Financial

ACs are encouraged to establish a local checking account for the safeguarding of chapter funds.

BGS will obtain from the IRS and provide to the AC a Federal Employer Identification (FEI) number for use in establishing the AC checking account (US chapters only)
ACs must provide to the Central Office: name and address of bank where account is established, contact person and phone number for the bank, account number, names of chapter signatories on account.
ACs are encouraged to include an assigned BGS staff member from the Central Office as a co-signer on the chapter account (to assist during unplanned transition of officer issues). Chapters should obtain a signature card from the bank and forward to the Central Office for processing.
ACs are encouraged to require two signatures on all chapter checks to ensure safeguarding of chapter funds.

Chapter Dues

The majority of Alumni Chapters (AC) agreed to the following basic dues structure for chapters that charge annual dues:

Annual (regular): 30 USD
New inductee: 10 USD
Reciprocity of membership for current year
Additional dues categories could be created by chapters as long as not too many categories to confuse members

Website

The domain name for the AC is provided by BGS.
The AC must use the official name and official version of the key logo as provided by BGS on all printed and electronic materials.
ACs are encouraged to include an assigned BGS staff member from the Central Office as an owner of the website (to assist during any possible chapter officer transition issues).

Chapter LinkedIn Groups

Chapters are encouraged to create chapter LinkedIn groups to communicate with their chapter members.
Chapters are encouraged to include an assigned BGS staff member from the Central Office as a manager of the LinkedIn group (to assist during any possible chapter officer transition issues).

Broadcast Emails Sent from Central Office

ACs must request in advance for BGS to send broadcast emails to members in given zip codes announcing events, offering chapter membership/renewal, etc.
ACs are encouraged to include more than one message in a broadcast – such as announce immediate upcoming event with details and include dates, topics of future events & membership drive
Messages can include links to documents (pdf, word, etc), but cannot include attachments
BGS includes a standard opt-out statement on each broadcast email. Chapters cannot add either an opt-in or opt-out message on broadcasts sent from the Central Office or the chapter.
Information to provide Central Office for inclusion in broadcast email message:

A “reply to” email address/contact for response or questions
If including photos or graphics, they must be posted on internet, chapter website and URL must be provided to BGS
BGS will send out emails for upcoming chapter events as follows:

1 announcement of each chapter event / election
1 reminder announcement of each chapter event / elections
2 messages / year welcoming and inviting newly inducted BGS members to join AC
1 annual membership drive email

Grant Program

Beta Gamma Sigma will provide two $500 grants per year ($1,000 annually) to chapters that meet the following specified criteria.

The chapter does not charge annual dues.
Chapter created and distributed an annual membership appeal for the current year.
Members are accepted into the chapter by informing the chapter or BGS Central Office and completing a chapter membership form.
The chapter held at least one qualifying chapter event (educational in nature) during the previous 6-month period, and provided the Central Office a brief description of this event.
The chapter submitted a completed Chapter Annual & Financial Report with Chapter Directory within 90 days of the end of the fiscal year.
Chapter submitted grant application form certifying that the chapter met the criteria to participate.
Beta Gamma Sigma’s Board of Governors established this grant program for a finite time period. Once a chapter begins accepting the grant, the 3-year timeframe starts (and can’t stop and then re-start again). Participating chapters must continue to meet the eligibility criteria during each six-month period.

Sponsorships and Affiliates

ACs should not compete with BGS when soliciting sponsorships.
ACs are encouraged to obtain sponsorships of programs and events from businesses/organizations in the local area.
ACs should keep in mind when requesting sponsors that sponsors should expand on the ideals and values of BGS.
ACs may not develop partnerships in the name of BGS but may obtain special discounts for chapter members through local businesses.
ACs may post the logo of sponsor businesses and those offering special discounts on the chapter website and meeting announcement emails