alumni groups handbook - ryerson university · • check the alumni relations website to see if a...

2016

Alumni Groups Handbook

Table of Contents

2 Introduction to Alumni Relations4 What is an Alumni Group?5 Starting an Alumni Group7 Running the Alumni Group14 Operation Guidelines25 Services from Alumni Relations

1 Introduction to Alumni Relations

1.1 Introduction

Thank you for your interest in forming a Ryerson Alumni Group, and/or for your ongoing commitment and involvement in an existing Alumni Group!

Our growing network of alumni‑driven groups is led by talented and dedicated individuals such as yourself, and facilitates the engagement of thousands of alumni each year. Your gift of time and expertise is sincerely appreciated.

The Ryerson University Alumni Groups Handbook is produced by Alumni Relations, in conjunction with the Ryerson University Alumni Association (RUAA) and is intended to serve as a policy guide and reference tool for the formation, development and operation of official Ryerson Alumni Groups.

1.2 Alumni Relations

Alumni Relations aims to foster a lifelong relationship with our alumni, providing programs and services to meet their needs, and engaging them to lend their support, in a variety of ways, to Ryerson.

Alumni Relations supports the University’s mission which is as follows:

“The special mission of Ryerson University is the advancement of applied knowledge and research to address societal need, and the provision of programs of study that provide a balance between theory and application and that prepare students for careers in professional and quasi‑professional fields.”

“As a leading centre for applied education, Ryerson is recognized for the excellence of its teaching, the relevance of its curriculum, the success of its students in achieving their academic and career objectives, the quality of its scholarship, research and creative activity and its commitment to accessibility, lifelong learning, and involvement in the broader community.”

Alumni Relations

Mailing address:Ryerson University Alumni Relations350 Victoria StreetToronto, ONM5B 2K3

Office location:415 Yonge Street12th Floor, Suite 1206Toronto, ON

Toll‑free: 1‑866‑428‑8881ryerson.ca/alumni

A directory and contact information for Alumni Relations staff can be found on the “Contact Us” page of the alumni website.

2 | Alumni Groups Handbook 2016 | version 1.0

1.3 The Ryerson University Alumni Association

The RUAA is the official, overarching, alumni association of Ryerson University. It is governed by an unincorporated advisory board which works in partnership with Alumni Relations. The RUAA Board is comprised of an elected Executive, as well as a slate of Directors, operates according to a constitution and by‑laws, and represents all Ryerson alumni.

The Association’s purpose is to connect and reconnect the graduates of Ryerson University to the institution through communication and fulfilling personal experiences in order to generate ever increasing, multi‑faceted support for Ryerson University.

Among the RUAA’s Board of Directors are three positions with the specific responsibility to represent Associations, Branches and Chapters. It will be incumbent upon those Directors to liaise with group leaders, and to bring together like groups to share knowledge, experience and best practices, and to suggest opportunities for the enhancement of the growth and development of the groups.

Representatives from all Alumni Groups will be invited and encouraged to attend the RUAA Annual General Meeting, as well as RUAA‑sponsored events which bring group leadership together for interaction and professional development.

1.4 Definition of Alumni

The formal definition of alumni, according to the Ryerson Act, is as follows:

“Alumni are persons who have received degrees, diplomas or certificates from the Ryerson Institute of Technology, Ryerson Polytechnic Institute, Ryerson Polytechnic University or Ryerson University and who are no longer registered as students.”

In addition to those who have received a formal recognition of completion, Alumni Relations extends many alumni services, upon request, to individuals who have studied at Ryerson for at least one year, and whose class has graduated.

Did you know?• If you’re a male, you’re an alumnus• If you’re female, you’re an alumna• A group of men are alumni• A group of women are alumnae (pronounced alum‑nay)• However, if a group is made up of men and women, they

too are alumni. That’s why you see “alumni” most often; it can be gender neutral

• Alumnus, alumna, alumnae, alumni all come from the Latin word “alumnus”, which means foster child and

“alere”, which means to nourish • No one is ever a “former graduate.” Once you graduate,

you are always a graduate

Thank you for your interest in forming a Ryerson Alumni Group!

Alumni Groups Handbook 2016 | version 1.0 | 3

2 What is an Alumni Group?

2.1 Alumni Groups at Ryerson University

Alumni Relations facilitates alumni‑driven and University sanctioned groups who coordinate programming, special events and activities that engage alumni in social, networking, and educational activities which serve to maintain an ongoing connection with, and support the work of, the University.

It is human nature to seek the company of individuals with whom you share a common bond and Alumni Groups allow for this interaction. They serve graduates who comprise a unique constituency based on a specific affiliation, be it a program of study, a shared experience, or geographic proximity.

At Ryerson, Alumni Groups geared to specific academic programs are called Associations, those based on shared interest groups such as sports teams or clubs are Chapters, while those which are regionally‑based are referred to as Branches.

An up‑to‑date listing of all active alumni groups is posted on the Alumni Relations website: ryerson.ca/alumni.

2.2 Goals of Alumni Groups

Well‑run Alumni Groups serve a number of important purposes, including:• Allow for alumni interaction and networking• Promote feelings of affinity and loyalty toward Ryerson,

and foster a lifelong relationship with the University• Organize special events which are engaging, informative,

fun and exciting• Increase awareness of the life and work of the

University today• Raise the profile, and enhance the reputation of the

University/program/group in the community• Encourage alumni to become engaged through

volunteerism• Track event attendees and volunteers and other

statistical data as requested by Alumni Relations• Provide financial support for student awards, etc• Nominate stellar graduates for the Alumni

Achievement Awards• Assist in finding “lost alumni” and enhancing the

accuracy and completeness of the central database• Engage their constituency in supporting the fundraising

priorities of the University


3 Starting an Alumni Group

3.1 Forming an Official Ryerson Group

Steps in forming an official Ryerson Alumni Group:• Check the Alumni Relations website to see if a group

currently exists• If not, contact the Manager, Alumni Relations, to discuss

your idea• The Alumni Relations Manager will walk the individuals

through this handbook, can inform them of any history with respect to the group, and will assist in identifying the potential number of members based on information in our database

• The next step is to identify a core group of volunteers who are committed to being part of an executive team. Although Alumni Relations can facilitate the formation, growth and development in many ways, the groups need to be alumni‑driven

• The Alumni Relations Manager will bring in an Alumni Relations Officer (ARO) who specializes in working with your type of group, who will help you through those

“first steps”• If forming an association, Alumni Relations will connect

you to the appropriate academic program or department office so that you can explore with them the potential for a “point person”. This can be an invaluable resource however a staff/faculty liaison is also at the discretion of the Chair/Director and is not always available

• Alumni Relations will work with you to communicate to your constituency, with the aim of generating and assessing interest in your proposed group

• Discuss your goals and purpose of having the group, to develop your constitution, then plan your inaugural initiative

Alumni Groups can take time to grow and mature. It’s important to have persistence, and a long‑term perspective.

3.2 Leadership Structure

A strong alumni group depends on strong leadership. Leadership in an Alumni Group can involve directing, delegating and planning. Another important aspect of leadership is helping get people involved and keeping them involved.

Ideally, alumni group leadership consists of at least four executive officers, usually a President, a Vice‑President, a Secretary and a Treasurer. Many groups also have a number of Directors at Large. A few other volunteers should complete the executive committee.

The normal term of office is two years for executive members, but this may be renewable. The specifics of executive positions and terms are at the discretion of the group and should be reflected in the group’s constitution.

Some sample executive duties are as follows:

President/Chair• Calls executive meetings, sets agendas, and chairs or

assigns a chair • Responsible for the ongoing coordination of the group• Assists in program planning and implementation• Acts as liaison between the group, the RUAA and the

appointed Alumni Relations Officer

Vice‑President/Vice‑Chair• Assumes duties of President when necessary • Assists the President in fulfillment of his/her duties • Normally succeeds the President at the end of his/her term

Secretary• Keeps minutes at all meetings and ensures that they are

distributed to members, Alumni Relations and faculty (as appropriate)

• Notifies the executive members of meeting times, locations and dates

• Provides Alumni Relations with a list of executive members following the Annual General Meeting (updating the list when necessary) as well as metrics data and lists of event attendees


• Collects and updates member contact information (with informed consent) and relays this information to Alumni Relations. This is very important to Alumni Relations since an up‑to‑date and accurate alumni database is key to ensuring people receive event invitations and appropriate group and university information

Treasurer• Manages all accounting procedures and handles the

group bank account, if applicable

Group Committees

Most Alumni Groups are best served by an active and involved executive committee. However, if the group feels it is appropriate, responsibility for their operations may be divided among various committees. If your group has enough active members, you may wish to adopt a committee structure to assist in facilitating various aspects of group activity.

Possible committees include:• Volunteer Recruitment Committee: Responsible for

developing ways to solicit new volunteers for the group• Publicity/Communications Committee: Responsible for

publicizing all of the group’s events • Events Committee: Responsible for developing and

executing the plans for the group’s events

3.3 Constitutions and By‑Laws

New groups are required to adopt a formal constitution. A set of by‑laws may help in governing their operations.

Many groups choose to undertake an extensive process to create these documents while others customize templates provided by Alumni Relations.

Advance assistance is available upon request through your ARO and/or the RUAA.


4 Running the Alumni Group

4.1 Meetings

Alumni Groups should meet on a regular basis, several times throughout the year and more frequently in advance of special events or initiatives, ideally once a month.

Typically, the President is responsible for determining the date, time and location of the meeting, which is communicated to the Executive by the Secretary.

Meetings should be chaired by the President/Chair or Vice‑President, and follow a pre‑determined agenda. An example of a typical Alumni Group meeting agenda would be as follows:1. Attendance2. Approval of the Agenda3. Review/Acceptance of past minutes4. Action arising from the minutes5. Executive Reports6. Items for discussion/approval7. New Business8. Next Meeting

It is the President/Chair’s role to keep the meeting on task, and moving in a timely and cordial fashion.

An accurate record of the meeting, through minutes, should be kept by the Secretary and distributed to all attendees and Alumni Relations as soon as possible following the meeting. Some groups choose to post these minutes on their website.

For more guidance on how to run an effective meeting, please see Robert’s Rules of Order robertsrules.com.

Many groups choose to meet on campus and utilize their department or staff contact to assist with booking meeting space. Other groups choose to meet in informal settings or places of business.

4.2 Finances

Once we consider you to be an established group based on the following criteria, groups may request through their Alumni Relations Officer, a seed grant of $500. Criteria include:• Identification of Executive

(see section 3.2: Leadership Structure)• Establishment of constitution• Open a bank account with at least two signing officers

Alumni Groups are expected to operate on at least a cost recovery basis. Over time, many groups accumulate surplus funds which should then be allocated to support the university through student awards, etc. Your Alumni Relations contact person will assist in connecting your group with Development for this purpose.

Once per year in December, groups may request a stipend of $250 provided the following conditions have been met:• Group has worked collaboratively with Alumni Relations

through their designated contact person • A minimum of three full Executive meetings have been

held throughout the year, with minutes• Group has organized, promoted and held at least one event• Group has reported back on event attendees for all events • Group has included Alumni Relations branding in all

promotional materials as supporters or sponsors

From time to time, Alumni Relations may entertain requests for special funding/sponsorship etc., which should be channeled through the Group’s designated ARO.

Financial updates should be part of each executive team meeting and reflected in the minutes. Alumni Groups should be reminded that they do not have not‑for‑profit status and that they are not able to issue tax receipts. However, any gifts to Ryerson University are tax receiptable. For further information, please feel free to discuss with your group’s designated contact person.

Any decision to grant seed funding, stipends or special funding to an Alumni Group is discretionary and is in the sole unfettered discretion of Ryerson University.


4.3 Special Events and Activities

Most Alumni Groups use special events and activities as a means to achieve their goals. The number of events a group might organize in a year will depend on the size and maturity of the group, but we recommend at least one and no more than four per year.

Special events and activities can help achieve the following goals:• Raise awareness of the group itself• Attract new participants• Provide an opportunity to impart key messages• Provide an opportunity to assess the interest of

the constituency• Identify potential volunteers and leaders• Capture up‑to‑date contact information and

participation statistics• Find lost graduates• Raise funds for group operations, special projects,

student awards, etc.• Enhance the image of the group/program, team or the

University as a whole• Alumni student interaction• Educational opportunities/professional development

Types of Events and Activities

The range of potential events and activities is nearly limitless. Examples include:• Pub nights• Networking informational sessions• Reunions• Formal dinners• Boat cruises• Golf tournaments• Cultural events/trips• Holiday parties • Sports events• Family and children’s events• Mentoring events• Guest speakers• Wine and cheese parties• Award dinners• Professional development• Community volunteer work

Organizing Successful Events and Activities

Organizing successful events and activities takes time, teamwork, good planning and promotion. Breaking up the workload into manageable tasks and spreading it out over a number of volunteers makes it less of a burden, and makes everyone feel more engaged and involved. Make sure that everyone has a task that they don’t mind taking on, and try to make it fun for everyone.


Keep the following in mind when planning your special event or activity:• Determine the exact nature of the event or activity

to be run• Use the members of the group executive and your

ARO as a mini focus group to gauge potential interest• Ensure that you have plenty of time to plan and

promote properly• Confirm the date, time, location and cost well in advance• When selecting your venue, ensure that it can

accommodate all of your needs, such as accessibility, attractiveness, convenient location, size, parking, food and beverage service, seating, privacy, audio‑visual/PA needs, availability, cost, etc

• Please consider holding your event on campus. Your ARO can advise you on booking these rooms

• Analyze the proposed event to ensure that you eliminate any hazards or risk of liability

• Work with your ARO to ensure promotion in the Ryerson Connection e‑newsletters, the Alumni Relations website, as well as your own group website and social media

• Discuss broadcast emails with your ARO (for content review and to ensure compliance with Canadian Anti‑Spam Legislation)

• Remember that the best results come from personal invitations

• Discuss the need for RSVPs or advance ticket sales• Discuss how Alumni Relations may be able to contribute

with sponsorship, signage, update forms, promotional materials, giveaways, door prizes, speakers from Alumni Relations or the RUAA

• Be sure to capture a list of attendees, and arrange for someone to take photos

Following the Event or Activity

Following the event or activity, it’s important that groups evaluate their success. Points to consider include:• Did you achieve your stated goals for the event or activity?• How was the event attended compared to your

expectations?• For those who did attend, was the experience a

positive one?• Did you draw out alumni who had not been to

previous events?• Did you receive positive anecdotal comments or feedback?• Would it be helpful to survey, or seek formal feedback

from participants?• Did the event run smoothly?• Were you able to recruit new volunteers to your

group executive?• Would you run a similar event in the future?• What could you do to improve a similar event in the future?

Also, please be sure to provide your ARO with event metrics, business cards, the list of attendees, as well as any information updates as soon as possible after the event.

4.4 Volunteer Management

The key to a successful alumni group is finding good volunteers to help organize and run events and to help you work toward your group’s goals. Spread the responsibilities among volunteers rather than have the executive or president do all the work.

Solicit for volunteers at every meeting and event you attend. Keep in touch with your academic department and ask staff/faculty for suggestions for new volunteers. Ask Alumni Relations for names of alumni who are interested in taking on volunteer roles.

Once you have volunteers, it is important to keep them by showing your appreciation. Regular communication is essential in order to ensure that they remain committed during their experience. Meetings, e‑communication and website updates are all helpful ways to keep connected.

Finally, volunteers must be recognized for their achievements. Recognition can come in the form of a letter of congratulations/thanks, a note in your group’s e‑newsletter, or a nomination for an Alumni Volunteer Award. Each year volunteers will be recognized as part of Alumni Awards Night and invited to our annual Volunteer Appreciation event.


Make the work fun!


4.5 Succession Planning

Succession Planning is the process of identifying and preparing suitable individuals to replace key players when their service is complete. In our case, this would mean the President/Chair and/or Executive Officers of an alumni group.

The natural turnover of volunteers is a healthy process, and maintaining a pipeline of “new blood” is a good way to keep an organization fresh, boost the energy level, and ensure a flow of new and creative ideas. If properly stewarded, outgoing volunteers will remain strong advocates, and having more people engaged with your group is a good thing.

It’s important for alumni group volunteers to think about who will replace them after their volunteer service to the group is complete. The departure of a key individual can throw a group into uncertainty and chaos, particularly if successors are unprepared to handle the responsibility. Groups that practice good succession planning will be well prepared, and should be able to carry on with business in a seamless fashion.

Succession planning is one element of a broader volunteer management strategy, which speaks to recruitment, development, retention and recognition.

General points with respect to good succession planning:• Most groups formally introduce succession plans into

their by‑laws• The most common model is where the Vice President

automatically succeeds the President• Some Alumni groups have a number of VP positions, to

allow greater flexibility in terms of succession• Others simply ensure that they talk about the group’s

succession plan on a regular basis during business meetings• Some groups allow for renewable terms, others do not.

There are pros and cons to each, but either way it is best to allow for a degree of flexibility

• It’s important that groups regularly consider who from their volunteer bases will lead the group in the future. In doing so, volunteers have an opportunity to prepare in advance for various leadership roles, and potentially have the opportunity to attend professional development with Alumni Relations and RUAA

• Create job descriptions and associated skills sets for the various volunteer leadership roles within your group. Your Alumni Relations Officer contact can share sample job descriptions with you

• Communicate information to current and potential volunteers about key positions and areas, as well as skills needed for these positions and areas, so that this information can be considered in the development of learning plans

• Speak to each of your volunteers to discuss his or her aspirations with respect to the group in order to identify those who are interested in leadership roles

• Know which of your key positions are vulnerable – for example, which incumbents will be retiring or otherwise leaving within the next several years?

• Assess whether there are enough candidates who are ready to advance or who could be developed in time

• Identify a temporary back‑up for each key position with the appropriate knowledge, skills and abilities to carry out the responsibilities in the short term

It is also good to develop a checklist of tasks to help manage the logistical details of succession. Tasks might include:• Handover of binders, minutes, computer files and

other materials• Change of passwords• Signing authority on bank accounts• Updates to group contact lists• Administrative rights to social media, websites etc.

Care and attention to volunteer management, and in particular succession planning, will serve your alumni group in good stead, by ensuring healthy organizational renewal, a steady stream of interested and skilled volunteers, and a seamless transition of leadership.

Be proactive, not reactive.


4.6 Responsibilities of Official Alumni Groups

Alumni Relations asks that official alumni groups help support our endeavours as follows:• Keep your Alumni Relations contact informed about

when your meetings are taking place• Pass along minutes after each meeting to your

Alumni Relations contact• Keep an up‑to‑date record of each executive member

(title, names, email addresses) and share the most current listing with your Alumni Relations contact

• Inform your contact well in advance of upcoming events and email blasts (refer to marketing and promotions section)

• Notify your Alumni Relations contact about which social media sites your group is using and send them the links to each site

• Use the Privacy sign regarding collection of information and photography and video, at your registration table

• Metrics: submit attendee data after events• Inform your contact in Alumni Relations about any

fundraising initiatives – i.e. awards, bursaries, etc.• Follow the policy on clearance for fundraising –

i.e. submit to us if soliciting sponsorship over $1000• Act as ambassadors for Ryerson University• Submit e‑newsletter and magazine articles on time

(include full names, programs and years of graduation for all those in the photos)

• Direct alumni to update their information with us online, via phone or email

• Submit marketing materials for review (i.e. logo creation, brochures, etc.)

• Attend and promote Alumni Weekend and the Ryerson University Alumni Association Annual General Meeting

• Keep in touch with your respective representatives on the Ryerson University Alumni Association

• Ensure that your email communications about your event are in compliance with Canadian Anti‑Spam Legislation (see Section 5.7 below) – this is particularly important if you have a third party sponsor for the event and their information or logo will be included in your electronic communications

• Comply with applicable Ryerson University policies available at: ryerson.ca/policies/

Metrics

Alumni Relations is accountable to its stakeholders, the university’s alumni. As such, it recognizes the importance of benchmarking and is committed to issuing an Annual Report on Alumni Relations activities.

We ask that groups help us in our evaluation of alumni engagement by forwarding annually, upon request, to our office the following information: • Names of alumni executive members• Names of alumni who attend each group events• Total number of group events held every year• Total number of participants at group events• Total number and amount of awards/endowments issued

or governed by the group


5 Operation Guidelines

5.1 Memorandum of Understanding

Official Ryerson alumni groups shall remain unincorporated groups of individuals who serve as agents of the University, and operate in partnership with Alumni Relations.

Alumni Relations will facilitate and support the formation, development and operation of alumni‑driven groups. Each Alumni Group is assigned a designated contact person within Alumni Relations. The two areas should maintain clear and constant communications, and work in a spirit of cooperation to achieve maximum benefit to all involved.

Groups will operate according to the guidelines outlined in this handbook and/or direction otherwise received by Alumni Relations. Alumni Groups and volunteers must, at all times, comply with applicable law.

It must be understood that the use of the Ryerson name, images and brand marks, as well as the associated benefits (liability insurance coverage, etc.) are granted based on the premise that the work of alumni groups is congruent with the goals of Alumni Relations, and the mission of Ryerson University. Liability insurance coverage is only available for University‑sanctioned events held by Alumni Groups.

Alumni Groups or individuals whose actions and activities are not in keeping with the spirit of partnership described in this Handbook, who become inactive, or who contravene the Code of Conduct, may have their status removed, or in the case of individuals, be relieved of their position. Alumni Relations reserves the right to make this determination in its sole discretion.

5.2 Code of Conduct

Volunteers engaged in the RUAA, its network of groups, ambassadors, or in any other official capacity affiliated with Alumni Relations, are expected to conduct themselves in a professional manner that respects the RUAA and Ryerson University as a whole, and represents those entities in the most positive light at all times.

To that end, alumni volunteers:• Recognize and acknowledge that they serve as public

ambassadors for the RUAA and Ryerson• Treat all individuals with the highest degree of civility

and respect• Ensure the existence of an environment that is free from

incivility, harassment and violence• Recognize that differences are enriching, and that when

they arise remain cognizant of other people’s feelings, actively listening and seeking common ground as an initial point for dialogue

• Ensure that they will not take any action that could impair the reputation of RUAA, Ryerson University or its governors, employees, faculty, students or alumni

Whenever feasible, Code of Conduct concerns or breaches should first be addressed with peer to peer communication. If the concern cannot be addressed at this level, it may be necessary to elevate the issue to the group president, the RUAA, or Alumni Relations for mediation or other appropriate action.

Should an individual have an immediate fear for their safety on campus, they can call 416‑979‑5040 or extension 80 from any Ryerson phone for Ryerson Security and Emergency Services. If off campus, contact local police through 911 or as required.

Alumni Relations reserves the right to relieve a volunteer of their duties if deemed necessary.


5.3 Breach of Conduct

If any volunteers engaged in the RUAA, its network of groups, ambassadors, or in any other official capacity affiliated with Alumni Relations or any founding or executive member of an Alumni Group fails to comply with the Code of Conduct or the requirements set out in this Handbook, Ryerson University reserves the right to restrict the individual from participation in future RUAA activities and/or to disallow the Alumni Group to participate in RUAA sanctioned activities.

5.4 Mentorship

Some Alumni Groups have expressed interest in developing mentorship programs. Due to the type of relationship building associated with any mentorship program, it is important to also account for issues of liability. Should an alumni group start a mentorship program, that alumni group as well as Ryerson University would be held accountable should any unwanted situation(s) arise.

It is for this reason that Alumni Relations asks that any alumni group wishing to contribute, or promote or develop a mentorship program, do so in conjunction with Ryerson University’s Tri‑Mentoring Program.

The Tri‑Mentoring Program aims to assist students at all levels of study in successful achievement of their goals. Through meaningful relationships with fellow students, alumni, industry professionals and the community at large, Tri‑Mentoring supports the unique needs of Ryerson’s culturally diverse student body.

Ryerson University’s Tri‑Mentoring Program also monitors the following: relationships between mentor and mentee, signed contracts, progress reports, and much more. This is to prevent any unwanted or inappropriate incidents or situations from occurring as well as to ensure that both parties have a positive experience.

Alumni Groups and alumni can get involved by:• Helping to attract new Alumni Career Mentors for the

Tri‑Mentoring Program• Helping to encourage student involvement in the

program by promoting the program to current students

For more information on Tri‑Mentoring, please visit their website: ryerson.ca/studentlife/trimentoring.

Alumni Relations will facilitate and support the formation, development and operation of alumni‑driven groups.


5.5 Ryerson University Logo & Brand Graphic Standards

In 2015, the University introduced a dynamic brand including a refreshed logo. The refreshed logo acknowledges Ryerson’s past while taking a confident step forward. It retains the blue‑and‑gold colours, but with a more vibrant palette and font. In addition, there’s a toolkit for the community, consisting of updated fonts, colour palettes, photography styles, graphic devices, brand architecture systems and messaging structure.

Official guidelines have been created for alumni groups to ensure consistency with Ryerson University branding standards and give prominence to individual groups while reinforcing group affiliation with the university.


Alumni Group Name Usage

Alumni groups must follow this structure when naming their group and referring to it in written communications: Ryerson University <Program/Faculty> Alumni Association or Ryerson University <Shared Interest> Alumni Chapter or Ryerson University <Region> Alumni Branch. Avoid using acronyms; these are difficult to understand.

Naming structure for alumni groups

Ryerson University <Program/Faculty> Alumni Association

Ryerson University <Shared Interest> Alumni Chapter

Ryerson University <Region> Alumni Branch

Examples

Ryerson University Science Alumni Association

Ryerson University O’Keefe House Alumni Association

Ryerson University Mississauga Alumni Branch


Alumni Group Lock‑up

Official groups will be supplied with a logo lock‑up that will include the Ryerson University logo and the <Program/Faculty>, <Shared Interest> and <Region> Alumni Branch, Alumni Association. The logo lock‑up gives prominence to the alumni group, while reinforcing its affiliation with Ryerson.

When using the Ryerson logo in conjunction with the name or logo of an alumni group, the entity should be treated as a partner.

Group lock‑ups feature:• a black divider, 1/4 the width of the gold bar in the

university logo and equal to the full height of the university logo

• two gold bars are used to separate the university logo, the black divider and the group

Within the lock‑up, the group should: • appear to the right of the black bar• be set it Arial Bold• be black in colour, unless the lock‑up appears on a dark

background, in which case text is set in white• be aligned with the gold bar of the Ryerson logo • use “&” instead of “and” • never use only one line of text unless your entity consists

of one word• use line breaks to achieve the most compact and visually

pleasing result • not exceed three lines• avoid redundancy; drop “Ryerson University” if it

appears in the entities official name

If a logo for the group exists and has been previously approved by Alumni Relations, that logo should be placed in the partner location.

The partner logo should appear optically balanced and vertically centred with the university logo.

Alumni group text lock‑up

Science Alumni Association

X 0.25X

Rams Men’s Hockey Alumni Chapter

Alumni group text lock‑up construction

Ryerson side Partner side

X 0.25X

Logo lock‑up construction with a legacy alumni group logo



Logo lock‑up with multiple alumni groups

Business Alumni Association

Human Resources Alumni Association



X 0.25X

Logo lock‑up construction with multiple alumni groups


Alumni Group Logo Lock‑up Continued

If you are co‑sponsoring an event with other official alumni groups use the following format in written communications: The Ryerson University <Program/Faculty>, <Program/Faculty>, <Program/Faculty> Alumni Associations are co‑hosting <event name>.

Multiple group lock‑ups follow the same construct and features as the standard group lock‑up.

Within this lock‑up, groups should: • appear in alpha order to the right of the black bar• use two gold bars of space between each additional

group, no additional black bar is necessary• maintain alignment with gold bar


Alumni Group vertical lock‑up


Alumni Group vertical construction



Ryerson side

Partner side

Alumni Group Vertical Alignment

In instances when a communication cannot comfortably accommodate a horizontal group lock‑up, use the vertical lock‑up. This is intended as secondary usage only.

Vertical group lock‑ups feature:• a black divider, 1/4 the width of the gold bar in the

university logo and equal to the full height of the university logo, set horizontally

• two gold bars (set horizontally) are used to separate the university logo, the black divider and the group

• a vertical construction with all elements aligning with the left edge of the university logo

Within the lock‑up, groups should: • appear below the black bar• align with the left edge of the university logo

If more than one group needs to be represented:• list them in alpha order below the black bar• use two gold bars (set horizontally) between each

additional group, no additional black bar is necessary• align to the left of university logo


Alumni Relations Social Media Icon Alumni Group Social Icon

Alumni Group Social Media

We recommend that in the profile description of the social media account, groups indicate that they are the official alumni group, for example: “Ryerson University’s official business alumni association”.

To improve search results and avoid confusion with similar higher education acronyms, it’s recommended that a combination of the abbreviated RU and Ryerson names be used for better recognition and search results.

Official groups will be supplied with an icon for their group upon request. Like the alumni group lock‑up, the alumni group social icon design is distinct from the Ryerson Alumni Relations central icon while reinforcing the group’s affiliation with Ryerson. Groups that are already active on social media may continue to use their existing icons.

If your group would like to create its own social media icon, it is best practice to keep the design minimal and simple to ensure better legibility online.

Please note: The R icon is only for the official Ryerson University social media channels. Alumni groups can only use it if they have received the alumni group social icon.

Option 1

Handle: @RyersonSAA Name: RU Science Alumni Association (RUSAA)

Handle: @RyersonBarrie Name: RU Barrie Alumni Branch

Option 2

Handle: @RUSAA Name: Ryerson University Science Alumni Association

Handle: @RUBAB Name: Ryerson University Barrie Alumni Branch


5.6 Privacy Legislation

Ryerson University is governed by the Freedom of Information and Protection of Privacy Act (FIPPA), which supports access to University records and protection of privacy.

Some key purposes of the Act are:1. To provide the public a right of access to university

information subject to limited exemptions; and 2. To protect the privacy of individuals with respect

to personal information about themselves held by universities and to provide individuals with a right of access to that information.

As a publicly funded institution, Ryerson has upheld these principles in its operations for many years. As such, the University faces some challenges in sharing alumni data and information with alumni groups.

Under FIPPA, the contact information of alumni is considered to be private and confidential. Although not generally available upon request, sharing of this information is permitted under specific circumstances for:1. Alumni Reunion Coordinators2. Alumni Associations, Branches, Chapters or

Regional Contacts3. Faculties and Departments within Ryerson University

Before contact information can be shared, Alumni Relations staff must first be certain that the information is being requested for purposes consistent with Alumni Relations or Ryerson business. Once the above is confirmed,

the individual requesting the information must complete a Ryerson University Alumni Relations Confidentiality Agreement (this is not required for faculty or staff).

Alumni Relations will walk the requestor through the agreement, stressing the confidential nature of the information, and the fact that it can be used only as specified, and must be destroyed afterward.

The completed Confidentiality Agreement form must be returned to Alumni Relations as a hard copy, fax or pdf. This must be done before you can receive any information.

When planning an event, please use the image consent release link on all materials, including information on your ticket or event brochure that photos taken at the event will be submitted to Alumni Relations for inclusion in the Ryerson University magazine or website. Alumni Relations will provide you with a sign for your registration table that must be displayed.

When collecting updated information from alumni, please get consent that the information can be passed on to the University, so that alumni can continue to receive information on benefits of our affinity programs, information about social, career and educational programs, allow alumni to keep current on university developments and to facilitate participation in all Ryerson University alumni activities.

Ideally, we encourage you to direct alumni to update their own information online at: ryerson.ca/alumni/stay‑in‑touch/update‑your‑information/index.html.


5.7 CASL

Ryerson is fully committed to complying with Canada’s Anti‑Spam Legislation (“CASL”). Volunteers in Alumni Groups are acting on behalf of Ryerson, and must therefore also comply with the legislation. Alumni Relations processes have been updated to ensure CASL compliance. We strongly recommend that Alumni Groups route their communications for alumni through Alumni Relations. If your group chooses to send communications outside of our office, you must work closely with your ARO to ensure proper policies and procedures are followed.

Understanding CASL

CASL aims to put an end to SPAM and defines the rules and regulations around sending Commercial Electronic Messages (“CEM”s). It requires that CEM recipients (those who you intend to send the message to) give express or implied consent to receiving a message before a message is sent to them. Please note that even a request for consent is considered a CEM. CEMs must identify the sender and the purpose of the message, and allow recipients to easily opt out of receiving future CEMs. CASL has serious financial penalties for senders who do not comply with its requirements.

As outlined in the Ryerson University Alumni Association (RUAA) By‑Laws, all Ryerson graduates are members of the RUAA. Through this membership, Ryerson has the implied consent to send graduates CEMs that are regulated by CASL. Alumni Relations and its official alumni groups can send commercial electronic messages to alumni as long as we follow these rules when sending our messages:1. Identify the purpose of the message;2. Send from a real/valid ryerson.ca email address;3. Provide a clear unsubscribe mechanism; and4. Honour unsubscribe requests within 10 days of the request.

To learn more about Ryerson and CASL compliance, visit ryerson.ca/gcbs/casl.html. If you have any questions about CASL compliance and your Alumni Group, please contact Alumni Relations.

The key to a successful alumni group is finding good volunteers to help organize and run events and to help you work toward your group’s goals.


Thank you for your interest in being a proud Ryersonian!

5.8 Risk Management

In the interest of safety, we want to minimize risk for organizers and participants of alumni group events.

When planning events and activities, groups should keep risk management top of mind, and avoid any types of situations that a reasonable person might deem as a risk of danger.

Certain types of sports events and situations where alcohol are served are two prime examples of where good risk management should be exercised. In addition, it is a good idea to be aware of things like: emergency exits, the location of first aid kids, nearest phone, security personnel, etc.

If your group is unsure about the level or risk associated with a particular event, please consult Alumni Relations.

There are certain types of events where participants should sign an acknowledgement of risk/waiver form (for example, sporting events, construction events or any event where there is risk of injury). Please contact Alumni Relations for the appropriate form well in advance of holding your event. These will be dealt with on a case‑by‑case basis.

5.9 When Groups Dissolve

Occasionally, for a variety of reasons, alumni groups find themselves in a position where they cease to operate. When that occurs, we ask that the final, active members dissolve the group in a responsible manner, as follows:• Notify Alumni Relations in advance (through your ARO)

of your intention to dissolve the group• Post a notice to that effect on your website, as well as

any social media channels (as applicable), at least a week before shutting down those sites

• Post an automatic reply to that effect for the group email account

• Close out any bank accounts, making a final cheque payable for the full amount to Ryerson University Alumni Relations

• Return any Alumni Relations banners/signage, etc • Copy the ARO on a final set of minutes, capturing all

of the above action items


6 Services from Alumni Relations

6.1 Marketing and Promotion

Alumni Relations can assist with promotions of events and activities in the following ways:1. Event posting on our website event page2. Social Media postings in the following when applicable:

Twitter: @ryerson_alumni Facebook: rualumni LinkedIn: Ryerson University Alumni

3. Emails to members of your groups – max. 3 per event pending scheduling*

We also encourage groups to set‑up their own networks to supplement their event communication. These networks may include: Facebook, LinkedIn, Twitter etc.

*Alumni Relations requires at least 10 business days advance notice to send a broadcast email.

6.2 Support from Alumni Relations

Although we stress that alumni groups need to be alumni‑driven, Alumni Relations can assist in many ways, including:

Staff Support

The designated Alumni Relations Officer (ARO) is the main contact between the group and Alumni Relations. The ARO will update you on other group and Alumni Relations activity, and act in a liaison and advisory role. The designated ARO will attend meetings from time to time, and be a valuable source of expertise and advice to groups. In addition, the ARO can/will call on the AR Manager, or AVP Alumni Relations as required

Website

Alumni Relations has a page devoted to Alumni Events, and the department encourages alumni groups to forward any event information to the office for listing on that page.

Magazine

There may be the opportunity to be featured in the Ryerson University magazine. Please contact your ARO for more details.

Events

Alumni Relations wants to support groups in ensuring successful events. Alumni Relations can loan you a welcome sign for your event, offer Ryerson University pens and blank name tags, and will consider sponsorship opportunities. Alumni Relations will also provide you with alumni information update forms, which we ask to be returned to AR for updating in the database. We can also provide a door prize (if appropriate), a sign regarding the collection of alumni data and photos, and upon request a speaker from Alumni Relations can bring greetings to your event.


To learn more, visit ryerson.ca/alumni.

alumni groups handbook - ryerson university · • check the alumni relations website to see if a...

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