APPENDIX 2: The functions of the Executive Officers from the UWI Alumni Relations Policy Guide 2020 and practice.
General Roles and Responsibilities
Serving on The UWIAA Executive Committee is a prestigious role, which has a great deal of responsibility. It is a role that is greatly appreciated by The University of the West Indies.
The Institutional Advancement Division (IAD) asks Campus Alumni Officers to ensure that each new UWIAA Executive Member is willing to be actively involved. If a member cannot be, the IAD asks that the President of the Chapter help identify a volunteer role that is more appropriate for that particular person and ask another member to take over the vacated role.
Officers of The UWIAA Chapter Executive Committees
Organized and strong leadership are important factors in a Chapter’s success and continuity. The designations and number of executive members may vary depending on the size, goals, culture/customs and location of each Chapter.
Specific Roles
President
Not for Election in 2026
1
Becomes an automatic member of the Chancellor’s Presidents Club.
2
Chairs the Chapter’s Executive Committee.
3
Provides Chapter leadership and acts as the main link between Chapters, the IAD, the Campus Alumni Offices, and any other relevant body or organization.
4
Ensures that the IAD receives current Chapter information for the alumni publication and web site. Keeps the members of his/her chapter up to date with current and relevant information
5
Represents the Chapter at meetings, on committees, and so on.
6
Appoints a representative to act in his/her absence.
7
Familiarizes himself/herself with the Ordinances, Statutes, Bylaws, etc. of the University, Chapter and Association.
8
Upon election, sends a brief biography to the IAD (including tertiary education, professional and service club membership).
9
Files the Chapter’s Annual Report (which includes Chapter activities, programmes/projects and financial reports) with the IAD by the end of the third week in January, ahead of the annual Central Executive Committee (CEC) Meeting, which is held annually, to ensure that the reports can be circulated to all the Alumni Presidents and that persons wishing to run for Alumni Representative or Council Representative can submit brief bio-data that can be circulated to Presidents ahead of the election
Vice President
1
Acts for the President in his/her absence or whenever requested by the President or Executive Committee.
2
Chairs Sub-Committees as the President or Executive Committee might delegate.
3
Works closely with the President in conducting the affairs of the Chapter.
4
Actively seeks donations/contributions to The UWI.
Secretary
1
Records and maintains minutes of all Chapter and Executive Committee meetings.
2
Maintains the Chapter’s database and provides information to the IAD so that the central alumni database is always as current as possible
3
Informs alumni of meetings and upcoming events and programmes.
4
Keeps in close touch with Campus Alumni Offices and the IAD on matters, including database updating and Chapter events.
(An Assistant Secretary may also be elected to assist with these duties.)
Treasurer
1
Collects all Chapter funds/receipts (e.g., membership dues, gifts, fundraising returns, etc.).
2
Maintains bank account(s) in the Chapter’s name.
3
Pays chapter bills/debts as approved by its Executive Committee.
4
Maintains an accurate/up-to-date record of all financial transactions
5
Prepares financial aspect of Chapter’s Annual Report for the Association’s presentation at the annual CEC meeting.
6
Actively seeks donations/contributions to The UWI.
(An Assistant Treasurer may also be elected to assist with these duties.)
Assistant Secretary/Assistant Treasurer
1
Works closely with and assists both the Secretary and Treasurer in their respective roles.
2
Carries out their duties in their absence or as the President and Executive Committee might delegate from time to time.
Public Relations and Promotions Officer
1
Promotes the activities of the Chapter through available media.
2
Seeks and receives information which might be important to the chapter.
3
Along with the Secretary, documents important Chapter events or programmes.
4
Provides information to the IAD so that it can be included in the alumni publication and/or web site.
5
Develops the Chapter’s local public relations pieces.
Social Media Facilitator
1
Promotes the activities of the Chapter through Alumni Online Social Media.
2
Seeks and receives information to submit to the UWI Connect, The UWI Nexus and other publications/updates, etc.
3
Along with the IAD Digital Media and Database Manager documents important Chapter events or programmes on social media.
4
Provides information to the IAD so that it can be included in the alumni publication and/or web community.
Immediate Past President
1
Expected to meet privately with new President to “hand-over” to the new President as well as to attend at least two (2) meetings to facilitate the transition process. They will serve in these positions for at least a year.
Faculty Representatives
1
Attend executive board meeting and participate without vote.
2
Are the liaison between their designated faculty and the executive.
3
Are encouraged to initiate activities for faculty students and graduates.
4
Encourage membership and involvement of graduates in the UWIAATT.
5
Encouraged to offer their skills in the development of the association.