Manual of Policies and Procedures

I/2.1 QUT Alumni

Contact Officer

Executive Director, Advancement

Approval Date

13/06/2018

Approval Authority

Council

Date of Next Review

01/07/2021

2.1.1 Purpose
2.1.2 Application
2.1.3 Roles and responsibilities
2.1.4 Membership of QUT Alumni
2.1.5 Functions of QUT Alumni
2.1.6 Alumni representatives
2.1.7 Meetings of QUT Alumni
2.1.8 Alumni communities
2.1.9 Outstanding Alumni Awards
2.1.10 Definitions
Related Documents
Modification History

2.1.1 Purpose

QUT is committed to promoting the mutual benefit to be gained through the interaction of QUT with its graduates and other alumni. This policy describes the role, objectives and membership of QUT Alumni, as established under section 33 of the Queensland University of Technology Act 1998.

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2.1.2 Application

This policy applies to all activities and programs associated with QUT Alumni.

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2.1.3 Roles and responsibilities

Position
Responsibility

Vice President (Administration) and Registrar

  • acts as the Returning Officer for Alumni elections to Council and to Alumni Board

President of QUT Alumni

  • serves as a member of QUT Council in the elected Alumni member category
  • serves as Chair of Alumni Board and ensures proper management of the functions and business of the board
  • liaises with Advancement Office in development of Alumni programs and provides leadership towards program objectives
  • represents the voice of graduates within the University, including in University decision-making processes
Alumni Board (I/2.2)
  • operates as the management committee of QUT Alumni
  • approves new categories of members of QUT Alumni (I/2.1.4)
  • approves new alumni communities
Executive Director, Advancement
  • maintains the QUT Alumni roll of members
  • coordinates all Alumni outreach activities
  • in liaison with Alumni Board, facilitates involvement of graduates in the University
  • assists graduates to establish and operate alumni communities
  • distributes information to alumni

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2.1.4 Membership of QUT Alumni

QUT Alumni includes the following categories of persons:

  • graduates of QUT and of QUT predecessor institutions
  • current and past members of QUT Council as well as past members of the Council of the Queensland Institute of Technology
  • any person who has been employed by the University for a continuous period of at least two years and has advised the Executive Director, Advancement that they wish to become a member of QUT Alumni
  • any other category of persons accepted for membership by Alumni Board, provided that members of the category have a sufficient connection with the University.

The roll of all members of QUT Alumni is maintained by the Advancement Office, and contains the full name of the member, the membership category, and contact information to allow for participation by the member in the affairs of QUT Alumni.

The status of a member must be recorded as either active, inactive or deceased. An active member receives correspondence regarding the affairs of the University and the activities of QUT Alumni and may participate in QUT Alumni elections.

When a person first becomes a QUT Alumni member, they are recorded as an active member. A member will only be recorded as inactive upon request to the Executive Director, Advancement, or if correspondence sent to the member is returned to the University. An inactive member may request that their status be recorded as active at any time, by notice to the Executive Director, Advancement.

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2.1.5 Functions of QUT Alumni

QUT Alumni, through the Alumni Board and with the support of the Advancement Office, promotes the following objectives:

  • to foster the continued involvement of individual Alumni in the University and alumni communities, by promoting social networks between graduates across the professions and offering lifelong learning opportunities
  • to recognise the achievements of QUT graduates
  • to provide graduate and professional perspectives on academic and other matters, in particular, through contribution to curriculum development which is relevant to industry, the professions and the community
  • to assist QUT in establishing and maintaining strategic links with alumni for philanthropic and fundraising purposes
  • to promote the formation and activity of alumni communities representing common areas of interest between members
  • to identify opportunities for alumni to engage with current students.

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2.1.6 Alumni representatives

QUT Alumni elect the following representatives: 

  • President of QUT Alumni, who is a member of Council and chair of Alumni Board
  • One QUT Alumni member who is a Council member and member of Alumni Board
  • Four QUT Alumni members who serve on Alumni Board

Elections are conducted in accordance with Council Procedure 7 - Procedures for Conduct of Elections. Only active members may stand as a candidate and vote in elections for Alumni representative positions (I/2.1.4).

The role of Alumni Board as the management arm of QUT Alumni is set out in its committee charter (I/2.2). Alumni Board supports the Advancement Office to foster alumni culture within the University and to promote the objectives set out in the functions of QUT Alumni (I/2.1.5). In addition to the elected members above, alumni representation on Alumni Board includes three other alumni appointed by the Vice-Chancellor and President. A student representative may also be co-opted to the Board to provide the perspective of future graduates.

As chair of the Alumni Board, the Alumni President provides a leadership role to promote the University’s efforts to engage with its alumni, and the President presents the voice and perspectives of QUT graduates to the University community.

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2.1.7 Meetings of QUT Alumni

QUT Alumni hold an annual general meeting to which all active members are invited. The date of the annual general meeting is published at least three months in advance, in a general communication to all active alumni members.15 QUT Alumni members will form a quorum. The annual general meeting is chaired by the Alumni President and provides a report on activities to promote QUT Alumni and its objectives over the previous year.

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2.1.8 Alumni communities

Alumni communities, which may include chapters, groups or other networks, are formed on the basis of common professional, industry, faculty, geographic or other expressed interests. Alumni communities involve graduates in QUT activities in consultation with Advancement Office staff. In addition to fostering a culture of engagement with the University, they facilitate networking of graduates and information exchange at industry level.

QUT Advancement Office coordinates and supports these activities. In consultation with the Advancement Office, faculties liaise with their respective graduates and provide administrative support as needed for faculty-based activities.

New alumni communities are approved by Alumni Board.

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2.1.9 Outstanding Alumni Awards

QUT Outstanding Alumni Awards recognise graduates of QUT and its predecessor institutions for exceptional professional, academic or research achievement and/or contribution to the community at the local, state, national or international levels. The awards are offered annually as an initiative of Alumni Board (I/2.2).

On the recommendation from the Vice-President (Business Development), Alumni Board approves the eligibility criteria for the award, the nomination and selection processes, and the composition of the judging panel.

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2.1.10 Definitions

Predecessor institution means any of the following educational institutions formerly operating in Queensland:  Brisbane School of Arts, Brisbane Technical College, Central Technical College, Brisbane Kindergarten Training College, Queensland Teachers’ Training College, Kelvin Grove Teachers’ College, Kedron Park Teachers’ College, Queensland Institute of Technology; Brisbane Kindergarten Teachers’ College, North Brisbane College of Advanced Education, Kelvin Grove College of Advanced Education, Brisbane College of Advanced Education. 

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Related Documents

MOPP I/2.2 Alumni Board

Appendix 2 QUT Council Procedures - Council Procedure 7 – Procedures for Conduct of Elections

Queensland University of Technology Act 1998

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Modification History

Date

Sections

Source

Details

15.01.19 All Director, Governance and Legal Services Revised to include department name change and position title change for Alumni and Development Office and Director, Alumni and Development Office to Advancement Office and Executive Director, Advancement - effective 01.01.19
20.12.18 All Director, Governance and Legal Services Policy renumbered and relocated to I/2.1 (formerly I/5.1) - Chapter I restructure
13.06.18 All Council Revised and simplified policy to incorporate the repeal of Queensland University of Technology (QUT Alumni) Statute 2008 and rescinded policy I/5.2 QUT Outstanding Alumni Awards - effective 01.07.18
25.02.14 All Director, Alumni and Development and Deputy Vice-Chancellor (International and Development) Revised policy to reflect terminology change from groups to chapters

15.10.08

I/5.1.1

Council

Updated policy consistent with Queensland University of Technology (QUT Alumni) Statute 2008 and Alumni Board terms of reference and membership (endorsed by Alumni Board 28.08.08)

30.03.06

All

Secretariat

Re-numbered (from A/5.1 to I/5.1) and relocated to new Chapter I (International and Community Engagement); Alumni Board re-numbered to I/2.4; QUT Outstanding Alumni Awards re-numbered to I/5.2

27.10.04

All

Council

Revised policy, terms of reference of Alumni Board, and awards structure (endorsed by Alumni Board 23.06.04); abolished Council Procedure No 2 - Conduct of Alumni

10.05.01

I/5.1.1

Development Office

Updated to delete references to QUT Foundation (disestablished June 2000)

29.07.99

I/5.1

MOPP Officer

Revised in accordance with QUT Act 1998

02.12.98

I/5.1, I/5.1.1

Council

QUT Convocation reconstituted as QUT Alumni following proclamation of new QUT Act 1998

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