Club Resources

Club Leadership Documents:

Overview of Volunteer Expectations

Volunteer Responsibilities & Expectations:

A Fletcher club volunteer’s primary responsibilities are to promote Fletcher within their respective city or country and to provide a forum whereby both local and visiting members of the Fletcher community may connect. Volunteers achieve this by organizing a wide range of events, whose scope is dictated in part by the number of alumni in the area and the number of volunteers. Larger clubs may hold as many as 15 events each year, while the smallest clubs act as points of contact for individual visiting members of the greater Fletcher community. Nearly all programming is volunteer-driven, and in larger cities, may be organized by up to ten club volunteers working together.

All club volunteers sign a copy of the Tufts Confidentiality & Responsible Use Policy for Advancement Volunteers form before receiving contact information for fellow alumni to be used for club purposes.

Term of Service:

While club volunteers are typically not elected to set terms, many serve in their role for two to four years.  After two years, the volunteer may reassess whether they’d like to continue in their role. The Office of Development and Alumni Relations can assist in facilitating transitions via election or recruitment. If a club has pre-existing by-laws, terms of service and rules governing elections may be explicitly laid out.

Program Description:

The Fletcher School has 80+ clubs worldwide, each of which have between one and ten volunteers running them. Each club operates at a different level of activity.

In some cases, the volunteer mainly serves as a liaison for other Fletcher alumni passing through who hope to connect with alumni in the area. In other instances, clubs listed have robust social and intellectual programming driven by volunteer leaders and supported by the Fletcher Office of Alumni Relations.  New groups continue to be established on an ad-hoc basis.

Newer clubs and smaller groups are encouraged to start with one social and one intellectual event per year, to be built upon as the organization’s structure solidifies.

How the Office of Development and Alumni Relations Supports Clubs

The Alumni Relations Team assists club volunteers in many capacities including, but not limited to:

    • Serve as a resource for planning Club events and activities, which includes create registration pages, track RSVPs for events, collect dues or fees associated with events
    • Promote Club events via email and the web, including posting to social media sites and university-wide calendars

    • Provides communication tools such as individual email list serves, as well as access to a club website, hosted through the Online Community, and contact lists of alumni located within the Club area

    • Provides Fletcher-branded gifts for event hosts and visiting speakers (when applicable)

    • Maintains, based on request, alumni Club websites found within the Online Community

    • Assists with volunteer transitions, introductions, and when necessary, organizes nominations and elections for a new Club board

    Club Leadership Duties and Responsibilities

    Club Leadership Duties and Responsibilities

    • Each Club has a Leader and oftentimes, one other member in an executive role
    • Each Club will strive to obtain accurate contact information from alumni through event participation and outreach
    • Clubs will provide documentation of events to ODAR through photos and attendance lists
    • The Leader and members of the club committee will actively identify and recruit future Club volunteers for succession planning purposes
    Club Leadership Position Descriptions

    Fletcher Club Leadership Position Descriptions

     

    Club Leader

    • Act as Chairman of the Board and convene all meetings of the Club
    • Serve as ex officio member of all sub-committees
    • Determine overall direction of the Club
    • Recruit, retain and oversee Club executive board and committee chairs
    • Liaise with University entities (ODAR, Offices of Career Services and Admissions, various schools within the University)
    • Principal office of the Club is located at the residence or office address of the person serving as Club Leader

     

    Associate Club Leader (VP)

    • In the absence of the Club Leader, the Associate Club Leader presides at all meetings of the Club and of the Board and is an ex officio member of all sub-committees
    • Work with Club Leader to determine direction of the Club
    • Assist in scheduling Club meetings
    • Coordinate with all executive board members planning/hosting events to maximize efforts and minimize conflicts
    • Attend all board meetings and functions

     

    Communication Chair

    • Keep minutes of all meetings; file event reports to the alumni office
    • Act as communication liaison between the Board and the Fletcher community in said community to ensure effective communication
    • Maintain social media presence as needed
    • Coordinate with Social Chair to draft and communicate relevant website and newsletter content for the Office of Development and Alumni Relations
    • Create/Distribute all marketing materials including, but not limited to: event announcements, activity announcements, reminder emails and member communication
    • Oversee photography for Club events
    • Attend all board meetings and functions

     

    Treasurer

    • Attend board meetings and prepare and present financial statements
    • Manage Club’s bank account, including deposits from events/fundraisers, withdrawals for bills, scholarships, etc.
    • Ensures Club’s good standing with the IRS; including filing tax returns, as required
    • Offer budget advice and assistance to the Club Leader, Associate Club Leader, Social Chair, and other board members managing Club events
    • Coordinate with Membership Chair on annual dues process and payments as needed
    • Monitor Club financial assets to assure sound management and prevent any misuse
    • Attend all board meetings and functions

    Social Chair

    • Create a balanced schedule with a focus on social, professional, philanthropic, continuing education, sporting and cultural events
    • Plan general events that cater to the community at large and specific events that cater to a particular age or interest group within the Fletcher community
    • Lead the planning and logistics for approved events.  Event planning involves, but is not limited to, identifying locations, scheduling time/dates, handling on-site matters during the event
    • Investigate potential sponsors to defray event costs
    • Coordinate with Communication Chair to draft and communicate relevant website and newsletter content for the Office of Development and Alumni Relations
    • Attend all board meetings and functions

    Membership Chair

    • Recruit and maintain membership
    • Maintain a roster of members in good standing
    • Maintain a historical record of yearly membership of the Club
    • Act as liaison between the Board, Alumni Relations staff and reports activity and interest in membership/volunteering to the appropriate contact
    • Develop strategies to recruit and retain memberships by developing benefits of services that meet the needs of Club members
    • Attend all board meetings and functions

    General Board Member  

    • Attend all board meetings and functions
    • Be informed about the organization’s mission, services, policies and programs
    • Serve on committees and/or offer to take on special assignments
    • Promote the Fletcher Club in your community
    Reimbursement Policy

    When possible, it is always best for your Alumni Relations liaison to pay for event costs in advance with a university credit card. ODAR has a very limited budget for club events, which means oftentimes you will collect funding from attendees to cover the costs. If you utilize our event registration system to collect funding, we are happy to send reimbursements to whomever paid for the event. Remember that it takes time for us to receive and process your reimbursements; between our office, our administrative team, and accounts payable, there are a number of steps to the process.  Please note that we require receipts to be submitted within 30 days of the purchase. Wire transfers are the University’s preferred form of reimbursement. We appreciate your patience.

     

    If you do pay for event expenses out of pocket, please remember that you must provide original, itemized receipts.  It is important to note that our fiscal year ends on June 30. Please make every effort to submit receipts by June 1 so that they are processed in the correct fiscal year. In addition Tufts reserves the right to refuse reimbursement if we do not have the appropriate documentation, so please follow these policies.  If you have any questions about a purchase or reimbursement, contact your ODAR staff liaison.

     

    Ways to Engage
    Fletcher values the contributions of its alumni and we encourage you all to keep in close contact with the Fletcher community. Below are some tools to help you stay in touch!

     

    ONLINE COMMUNITY (OLC):

    Registering for the OLC will help you stay in touch with classmates, network with fellow alumni and grant you access to exclusive alumni-only features including:

     

    • A searchable online alumni directory

    • Ability to update your contact/address information at any time

    • Access to various library databases

    • Fletcher Magazine online

    • @tufts.edu forwarding email address

     

    HOW TO REGISTER:

    Please visit http://tuftsalumni.org/site/tufts-online-community/ to start the registration process.

    • Click on Register

    • Locate your record

    • Once your record has been found, continue with the registration process and set up your profile and alumni forwarding email address (@tufts.edu)

     

    You may update your professional profile, home address, email address and telephone number at any time.  This in turn maintains the accuracy of the university internal database, and allows for you and fellow alumni to be aware of ongoing changes.

     

    UTILIZE THE DIRECTORY SEARCH:

    Once registered, be sure to use the directory search to your best advantage. This feature allows you to search for alumni based on any combination of criteria, aside from the person’s name.  You are able to leave fields blank to perform a customized search.  A few examples include; class year, home location, Tufts degree information, non-Tufts degree, job location, job industry, specialty and job title.

    ADDITIONAL WAYS TO CONNECT:

     

    Business Entity FAQ

    What is an Employer Identification Number (EIN)?

    An Employer Identification Number (EIN) is also known as a Federal Tax Identification Number, and is used to identify a business entity.

    Why does our club need an EIN?

    A Club must obtain an EIN to open a bank account and to apply for federal tax-exempt status. Note: If a Club has a bank account but not an EIN, the bank account may have been opened with the Treasurer’s Social Security number. This should be changed as soon as possible as it may affect the Treasurer’s personal tax status.

    An Employer Identification Number (EIN), also known as a Federal Tax Identification Number, is a permanent 9-digit number (like a Social Security number) used to identify a business entity. It is needed to apply for a bank account as well as for federal tax-exempt status.

    How to Apply for an EIN - http://www.irs.gov/businesses/small/article/0,,id=97860,00.html

    Apply Online
    The Internet EIN application is the preferred method for customers to apply for and obtain an EIN. Once the application is completed, the information is validated during the online session, and an EIN is issued immediately. The online application process is available for all entities whose principal business, office or agency, or legal residence (in the case of an individual), is located in the United States or U.S. Territories. The principal officer, general partner, grantor, owner, trustor etc. must have a valid Taxpayer Identification Number (Social Security Number, Employer Identification Number, or Individual Taxpayer Identification Number) in order to use the online application.

    Apply By EIN Toll-Free Telephone Service
    Taxpayers can obtain an EIN immediately by calling the Business & Specialty Tax Line at (800) 829-4933. The hours of operation are 7:00 a.m. - 7:00 p.m. local time, Monday through Friday. An assistor takes the information, assigns the EIN, and provides the number to an authorized individual over the telephone. Note: International applicants must call (267) 941-1099 (Not a toll-free number)

    Apply By FAX
    Taxpayers can FAX the completed Form SS-4 (PDF) application to their state FAX number (see Where to File - Business Forms and Filing Addresses), after ensuring that the Form SS-4 contains all of the required information. If it is determined that the entity needs a new EIN, one will be assigned using the appropriate procedures for the entity type. If the taxpayer's fax number is provided, a fax will be sent back with the EIN within four (4) business days.

    Apply By Mail
    The processing timeframe for an EIN application received by mail is four weeks. Ensure that the Form SS-4 (PDF) contains all of the required information. If it is determined that the entity needs a new EIN, one will be assigned using the appropriate procedures for the entity type and mailed to the taxpayer. Find out where to mail Form SS-4 on the "Where to File Your Taxes" (for Form SS-4) page.

    What does it mean to be a non-profit? What is the benefit for our club?

    In the U.S., non-profit organizations are formed by incorporating in the state in which they do business. U.S. Clubs with non-profit status are eligible for sales, property, and income tax exemptions in the state in which they are incorporated. Fletcher Clubs, based in the U.S., are encouraged to become legal entities by incorporating in their home state.

    Are non-profit status and tax-exempt status the same?

    Nonprofit status is a state law concept.  Nonprofit status may make an organization eligible for certain benefits, such as state sales, property and income tax exemptions.  Although most federal tax-exempt organizations are nonprofit organizations, organizing as a nonprofit organization at the state level does not automatically grant the organization exemption from federal income tax.  To qualify as exempt from federal income tax, an organization must meet requirements set forth in the Internal Revenue Code. See Types of Tax-Exempt Organizations or Publication 557 for more information.  A benefit of securing federal 501(c)(3) tax-exempt status is that your club has the ability to solicit tax-deductible gifts from members.

    Non-profit organizations are formed in the U.S. by incorporating in the state in which they do business. You incorporate a non-profit by filing articles of incorporation (or other charter documents) with the appropriate local state office. Organizations with non-profit status are eligible for sales, property, and income tax exemptions in the state in which they are incorporated. If you want your non-profit to be exempt from federal taxes, you should file with the IRS to be a tax-exempt organization. The most well known type of non-profit is a the IRS classification of 501(c)(3), a “charitable non-profit.”

    Non-profit organizations need not be tax-exempt organizations. The pursuit of tax exemption is a voluntary choice and non-profit organizations are free to be taxable if they so choose. However, most non-profit organizations not only incorporate as non-profit organizations (in their state), but also apply for recognition by the IRS as a tax-exempt organization. This tax-exempt status is granted by the federal government through the IRS, and is available only to entities already holding non-profit status.

    Non-Profit Incorporation

    Non-profit organizations are formed by incorporating in the state in which they do business. You incorporate a non-profit so that it exists as a separate legal organization in order to a) own its own bank account; b) be eligible for sales, property, and income tax exemptions; c) ensure that the non-profit can continue on its own; and d) protect yourself personally from liability from operations of the non-profit.

    U.S. Fletcher Clubs interested in pursuing non-profit status in their home state should file with their Secretary of State, Corporation Division by completing the local state form, paying the relevant initiation fee (usually between $30 and $50), and submitting their Articles of Incorporation to outline the Club’s nature and purpose.

    Does my club need to file an Annual Return with the IRS?

    If your Club has 501(c)(3) or 501(c)(7) tax-exempt status, you are required to file an Annual Return.