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Category:
Financial
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Responsible Office:

Policy Title:
Alumni Associations Guidelines

Document Number:
9300

Effective Date:
July 01, 2003


This policy item applies to:
State-Operated Campuses
Table of Contents
Summary

Policy
Definitions
Other Related Information
Procedures
Forms
Authority
History
Appendices


Summary

The alumni associations of the State University of New York (University) campuses serve as the liaison between the campus (or faculty/school) and its alumni in order to foster and maintain close and mutually beneficial ties. The alumni associations:


Policy

I. Transitional Provisions

It is understood that as of the effective date of these guidelines, an alumni association may currently be structured or engaged in activities that would be inconsistent with the letter of the guidelines. In such cases, this entity may maintain its current structure or continue providing such services, following a case-by-case review by the campus president and the chancellor or designee. If such variances to these University-wide guidelines are to continue, appropriate provisions must be included in the contract executed between the campus and the alumni association.

II. Responsibilities

The alumni association should have defined powers and duties, which may include:

The use by the alumni association of the campus name and marks for fundraising purposes is permitted pursuant to the contract with the campus (see Appendix A for Alumni Model Contract).

III. Structure

Alumni activities under these guidelines must be organized and conducted under one of two alternative structures, at the option of the campus president. Any exceptions to this structure would require the campus president’s written approval in consultation with the chancellor or designee:

IV. Linkage to Campus

A formal contract, terminable in whole or in part with 45 days written notice given by the University, extending for a term of no more than 10 years (and subject to the review and approval of the chancellor or designee and external state agencies when required), must be executed between the campus and each alumni association, including an umbrella association, authorizing it to operate on campus, and enumerating its activities and providing for the sharing of and access to alumni information. Each activity category authorized to the alumni association would be identified in the contract, with written contract amendments required for new activities.

If the campus has elected a separately incorporated alumni association to carry out the bulk of its alumni activities, the campus president or designee and the campus development officer should be ex officio voting members of the board of directors of such non-profit corporation.

V. Accountability and Reporting

Each incorporated alumni association must prepare an annual financial statement in conformity with generally accepted accounting principles and have an audit conducted by a certified public accounting firm or sole practitioner (independent auditor) in accordance with generally accepted auditing standards. To enable the University to include pertinent information in its annual financial statements, the audit must be completed within 90 days after the close of the alumni association’s fiscal year. The independent auditor may be appointed for no more than a five-year term, after which each alumni association must resolicit these services through a competitive procurement process. No certified public accounting firm or sole practitioner can serve as the independent auditor for more than two consecutive five-year terms, after which the firm or sole practitioner is not eligible to serve again as the independent auditor until not less than a three-year intervening period has elapsed. The books and records, financial condition, operating results and program activities of the alumni association would also be subject to periodic audit by the office of the University auditor. The alumni associations may also be subject to audits by outside regulatory bodies to the extent allowed by law. All audit reports from whatever source, including the certified (consolidated) financial statements and management letter of the alumni associations must be transmitted to the offices of the campus president and the vice chancellor for finance and business and University auditor for review and acceptance.

Provisions in the articles of incorporation and other organizing documents of the alumni association must provide that the net assets of the organization shall be distributed to the campus or other campus-approved entity organized for similar purposes in the event that it is dissolved. Dissolutions and dispositions are subject to all applicable laws, regulations and restrictions and unless otherwise stated, the net assets revert to the campus or campus approved organization.


Definitions

There are no definitions relevant to this policy.


Other Related Information

There is no related information relevant to this policy.


Procedures

There are no procedures relevant to this policy.


Forms

There are no forms relevant to this policy.


Authority

NYS Education Law §355(2)(i) (Powers and duties of trustees – administrative and fiscal functions).

Internal Revenue Code §501(c)(3) (Exemption from tax on corporations).

Internal Revenue Code §509(a)(3) (Tax exempt organizations).

State University of New York Board of Trustees Resolution 03-39 adopted April 29, 2003.


History

There is no history relevant to this policy.


Appendices

Appendix A - Alumni Model Contract

Appendix B - Guidelines for Campus-Related Alumni Associations � Exhibit C

Appendix C - Alumni Association Activities � Exhibit D

Appendix D - Facilities, Personnel and Equipment Provided by the Campus � Exhibit E