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====== Alumni Relations Policy ======

===== Article I - Communication Relating to Alumni =====
==== Section 1. Maintaining contact information for Zeta Chapter Alumni who wish to stay in communication ====
  - Maintain Alumni Address List found in Alumni Relations folder on the Zeta Drive.
    - Add new Alumni upon graduation.
    - Update when contact information for Alumni changes or upon request.
  - Maintain the Alumni Google Group.
    - NITC Representative and Alumni Relations Chair(s) should be managers of the Alumni Google Group.
      - When a new Alumni Relations Chair is appointed, contact the NITC Representative to get manager permissions.
    - If access to the Google Group is lost, contact the NITC representative or Nationals for names of current owners.
    - Update the Google Group whenever the Alumni Address List is updated.
    - The Google Group should be used for all email contact with Alumni.
==== Section 2. Communication relating to the Alumni of Zeta Chapter ====
  - Send out regular emails to preserve healthy relations with the Alumni of Zeta Chapter.
    - Include updates on Chapter activities and Major Chapter events.
      - Events include Closed Smoker, Pinning, Zeta Weekend, and Winter Carnival. Other events include changes to committee structure, new activities/ fundraisers, recaps on service projects, etc.  
      - As soon as dates are set an email must be sent out to the Alumni notifying them of the major dates so they can plan accordingly if they choose to come up.
    - Format of emails to Alumni will be generally professional.
      - Include pictures wherever possible to help put names to faces.
      - Do not be afraid to make jokes.  
      - Reply to Alumni when they contact you. This makes them feel acknowledged and encourages them to continue to communicate. 
  - Send out a Newsletter every semester to the Alumni of Zeta Chapter about new activities happening in the Chapter. 
    - This newsletter should include biographies of new Brothers, any new information having to do with musical organizations, any major changes or new developments of Zeta Chapter, information on school events, and anything else deemed noteworthy by the Alumni Relations committee.

===== Article II- Alumni Report =====
==== Section 1. Sending in the Alumni Report for Nationals ====
  - Nationals send out a form that the committee needs to fill out in January, April, and September.
    - The link to the form is found in the Alumni Relations Handbook.
    - This includes information about graduating Brothers such as their full name, email, address, phone number, birth date, Big Brother, and graduation/ departure date.

> As adopted on October 8, 2023
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