Loughburians Alumni Association Committee – Terms of Reference

The Loughburians Alumni Association is the membership organisation established as the focus for Loughborough Schools Foundation’s (LSF) alumni community. The association is funded and supported from within The Foundation through the Development Office. The Development Office is responsible for developing, delivering and communicating The Foundation’s alumni strategy and fundraising programme and is greatly aided in this by the volunteer support of the members of the Loughburians Alumni Association Committee.

Membership of the Loughburians is inclusive and free of charge for former staff and pupils of LSF and comprises a dynamic and diverse range of individuals, alumni friendship groups and networks (e.g. school associations, sports associations, informal groups and individuals) that have largely formed organically around the shared interests and affiliations of individual alumni.

The Loughburians Alumni Association Committee is representative of the members of the Alumni Association. Committee members provide expert advice, strategic insight and specialist contributions, and act in an ambassadorial capacity within the alumni community and for the Schools and The Foundation, as well as supporting the delivery of the Loughburians Alumni Association’s purpose.

These terms of reference will be reviewed periodically.

Purpose:

To contribute to building an engaged and supportive alumni community by working in partnership with alumni, the Development Office and the wider Foundation to:

• Raise awareness, profile and visibility of key Development Office projects by advocating for and championing the alumni community
• Help support the delivery of the Development Office’s strategic priorities through the provision of strategic and specialist advice and feedback
• Contribute to the design and content of Committee meetings
• Contribute to the design, format and content of the Loughburians London Dinner or similar large scale events
• Support events and engagement activity through participation as prominent hosts, champions and ambassadors
• Act in a professional and appropriate manner, in accordance with The Foundation’s Policies and Code of Conduct.

Objectives

• To represent the interests of the alumni of Loughborough Schools Foundation (LSF) and to advise the Development Office on how it can best ensure alumni continue to actively engage with, and be an essential and knowledgeable resource to the schools in The Foundation, and to provide the alumni network with a clear voice.
• To promote and strengthen the relationship between the Schools, alumni and friends for the benefit of The Foundation and its wider objectives.
• To work in partnership with the Development Office to promote and support the strategy and objectives of building a network of support for the schools and for mutual alumni benefit.
• To represent the views of alumni and to assist and advise the school’s in a number of key activities including pupil recruitment and career development.
• To promote, encourage and assist in effective communications between the school, alumni groups and individual alumni.
• To work in partnership with the Development Office to promote the objectives of the association and those of the schools.
• To offer advice and support to the Development Office on the Alumni Relations programme.
• To discuss, establish and support engagement with pupils to develop lifelong connections with the association and The Foundation.
• To support fundraising and encourage a culture of giving.

Membership

There will be a maximum of 16 members on the committee.

The Committee should aim to hold a balanced representation across year and interest groups and Schools.

Committee Structure

1. Chair of the Loughburians Alumni Association Committee
2. Vice-Chair
3. 9 full members
   1. At least two members who have left LSF in the last 10 years
   2. OLCS Committee representative
   3. At least one member who is based internationally
4. 3 co-opted pupils (Head Boy/Girl/Prefect) (ex officio)
5. Director of Development (ex officio)
6. Alumni Engagement and Events Manager (ex officio)

Terms of Service

The Chair, Vice-Chair and members may serve for a term of up to three years in the first instance and for no more than two terms (i.e. six years maximum). Members who have reached the end of their first term will be required to stand for re-nomination at the end of their first term. 

Maximum Term

Any member who has served the maximum consecutive period must stand down from the Loughburians’ Alumni Association Committee for at least three years before standing again for re- nomination.

In special cases the terms of service and the maximum term being reached can be reviewed by the Chair and the Development Office and will be voted on by the Committee.

Nominations and Elections

Members

Nominations are invited annually when spaces are available. Nominations will be reviewed and elections made over the Summer so that new members join during the first meeting of the academic year.

Members who wish to join the Committee or serve another term will need to complete an online application form. Applications will then be shortlisted by the Development Office and shared with the Committee for them so that a majority vote can take place.

Chair

Any member of the Alumni Association may be nominated for the role of the Chair. The election process outlined above will apply.

The elected member will serve as Chair for one year but may be re-selected into that role until the end of their term of service on the Committee (six years, 2 terms maximum).

In the event that a new Chair has not been selected, the existing Chair will continue in post until the appointment of the new Chair can be achieved.

If the Chair cannot continue in post, or resigns as Chair during a term of office, the Vice Chair will assume all responsibilities of the Chair for the remainder of that Committee year, and until a new round of Nominations is launched.

Vice-Chair

Any member of the Alumni Association may be nominated for the role of the Vice-Chair. The election process outlined above will apply.

The elected member will serve as Vice Chair for one year but may be re-selected into that role until the end of their term of service on the Committee (six years, 2 terms maximum).

Standing Down

The Chair, in his/her absolute discretion, and following appropriate advice from the Development Office may request that a Committee member stands down if they are deemed

not to be effectively fulfilling their role responsibilities, or to have contravened Policies and Guidance, or if their behaviour may damage The Foundation’s reputation or risk bringing the institution into disrepute.

Committee meetings

Meetings will be held four times per year. Further meetings may be convened, if deemed necessary, by the agreement of the Committee.

The quorum of the Committee is reached if the Chair and 5 other members are present and participating (in person or virtually) and who shall be alumni or former staff of the schools. In the case of a vote being required for a decision, a simple majority is required. In the event of a tie, the Chair has an additional casting vote.

Committee members are expected to attend a minimum of two meetings per year. Members who miss three consecutive meetings will stand down from membership other than in exceptional circumstances. Those who miss two consecutive meetings will be asked by the Chair whether they wish to continue as members. All members are expected to send apologies or confirmation of attendance.

Staff and others may be invited to attend meetings where necessary for the furtherance of business.

Ad hoc working groups may be set up in order to promote the Committee’s aims. This may include working groups representing varied interests and affiliations, for example sport, drama, career development etc.

The Development Office will provide administrative support for the committee and distribute agenda, minutes and papers.

Responsibilities for Committee Members

• Attend at least 2 meetings a year and send acceptances/apologies
• Act as an ambassador for Loughborough Schools Foundation and the Development Office
  • Encourage networks to remain connected with the Development Office
  • Promote the Schools and alumni successes
  • Feedback conversations had with alumni whether at events or chance encounters
• Help to identify key alumni whose support can be enlisted and to whom an introduction may be arranged
• Assist with, and give enthusiastic support to, the organisation and promotion of alumni and stewardship events
• Give leadership and commitment in areas of particular responsibility
• Act as a spokesperson for alumni by communicating alumni views, needs and interests specific to their constituent group
• Engage and share alumni news via social media platforms (e.g. Facebook, Instagram, LinkedIn, Twitter) by liking, commenting and sharing content
• Attend alumni events to support the Development Office and act as ambassadors by networking with alumni and hearing their stories including reunion events, the Loughburians Dinner, Open Days etc
• Take a leading role in the organisation and execution of the annual Alumni Curry and Quiz Night
• Work in collaboration with Parent Associations when opportunities arise
• Support the creation of the Alumni Magazine by sharing possible stories/news for inclusion
• Take part in voting on nominations received for the Alumni Committee or other projects where nominations are received