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Chapters and Regional Programs

Chapter Handbook

Los Angeles Waves Chapter Event

The Pepperdine University Alumni Association is pleased to provide the Chapter Handbook as a resource for chapter executive boards and developing regions.

Use the Chapter Handbook as a resource to establish and maintain alumni chapters around the world with helpful tips and contacts to run a successful chapter or as guidelines to start a chapter in your area.

Mission Statements

What is a Chapter?

Benefits of Chapters and Regional Programs

Chapter Levels

Chapter Expectations

Chapter Structure

Elections for President

Chapter Reviews

Chapter Awards and Recognition

How to Start a Chapter?


Pepperdine University Mission Statement

Pepperdine is a Christian university committed to the highest standards of academic excellence and Christian values, where students are strengthened for lives of purpose, service, and leadership.

Alumni Association Mission Statement

Strengthen the Pepperdine community by engaging alumni in a lifelong relationship with the University, its students, and fellow alumni through meaningful service and leadership.

Chapters and Regional Programs Mission Statement

Alumni Chapters and Regional Programs extend their familial hand to actively engage all those with an interest in the welfare of Pepperdine University to build new relationships and strengthen old bonds while adding value and purpose to their degrees in the world's communities.


What is a Chapter?

A Chapter is a regional program based on geographic locations throughout the world that enable alumni to remain close to their alma mater, regardless of their location. There are no membership fees to be a part of a local Chapter.

A Chapter is led by a president or co-presidents and Chapter Executive Board made up of local alumni leaders who act as ambassadors promoting the relationship between alumni and the University. The Alumni Association provides leadership, guidance, and resources in support of Chapters and works closely with Chapter leaders to engage:

  • Current and prospective students;
  • Parents of students and alumni;
  • Friends with a vested interest in the welfare of the University; and most importantly,
  • The graduates of Pepperdine University (more than 80,000 worldwide)!

Benefits of Chapters and Regional Programs

The Alumni Association provides unique opportunities to engage alumni and encourage them to socialize with old friends, network with Pepperdine business contacts, and give back to the community virtually and around the world.

  • Increased Degree Value: Through your leadership and efforts in gathering alumni, parents, and friends, Pepperdine University will gain a more visible presence in local communities. Pepperdine University will be seen by communities as an outstanding school that produces active, involved graduates, who engage themselves with the community and remain in contact with their alma mater.
  • Volunteer Recognition: Through your leadership within the Pepperdine community, you will be recognized as a key volunteer and ambassador of the University in your local community.
  • Networking:As an ambassador of the University, you will have the opportunity to build relationships with new friends, business acquaintances, and personal contacts.
  • Shared Experiences: You have the unique opportunity to gather with Pepperdine University alumni, students, parents, and friends who share a common bond-Pepperdine University and your experience and future involvement.

Chapter Levels

Each Chapter tier has clearly defined responsibilities and access to University resources. Chapters will be classified according to one of five tiers, based on the structure and active involvement of the Chapter Executive Board.

Chapters may adjust to different tiers and qualify for lesser or greater amounts of funding, based on the capacity to plan and implement mission-driven events.

Chapter Levels Chapter Executive Board Chapter Events Potential Event Funding
Developing Executive officers will be identified. Minimal activity, 1 event to gauge interest and Step Forward Day TBD
Freshman 2 executive officers identified. 2 events in different program areas, including Step Forward Day Up to $200
Sophomore 3 executive officers identified. 3 events in different program areas, including Step Forward Day Up to $450
Junior 4 executive officers identified with corresponding committees. 4 events in different program areas, including Step Forward Day Up to $600
Senior 5 executive officers identified with corresponding committees. 6 events in different program areas, including Step Forward Day Up to $1,000
Graduate 6 executive officers identified with corresponding committees. 10 events in different program areas, including Step Forward Day Up to $1,800

Chapter Expectations

Chapters are expected to conduct themselves in a manner consistent with the goals and mission of Pepperdine University. The purpose of the Chapter shall be to cultivate enthusiasm and foster a mutually beneficial relationship among alumni and their alma mater. The Chapter serves to increase alumni participation and increase awareness in the region of the progress and needs of the University.

Each Chapter Executive Board shall:

  • Serve two-year terms in accordance with the Chapter bylaws and guidelines for Chapters and Regional Programs.
  • The board shall have a team of executive officers based on chapter tier, in order of priority, beginning with the three core positions (which are the first three positions listed below):
  1. President or Co-presidents
  2. Vice President of Programming
  3. Vice President of Membership Development
  4. Vice President of Volunteer Services
  5. Vice President of Community Relations
  6. Secretary (optional)
  • Hold elections for the Chapter president every other year between July and September
  • Hold at least quarterly executive board meetings
  • Propose a preliminary annual calendar of events to the Alumni Association by November 20 of the preceding year for advanced planning and distribution of funding
    • Submit preliminary Event Proposal Forms with the proposed calendar
    • Plan the minimum of events required for the corresponding Chapter tier incorporating the three areas of programming
      • Community Outreach
      • Career Connections
      • Fellowship
    • Chapters in Junior, Senior, and Graduate tiers must coordinate at least two direct volunteer service projects in conjunction with Waves of Service
    • Budget events on a "break-even" basis and seek sponsors as needed to reduce costs Submit a Post-Event Report within one week, including a final attendance list, receipts (if applicable), and photos to the Alumni Association
  • Submit an Annual Report, by the second Monday in January, for evaluation and application to Chapter of the Year Award
  • Participate in the Pepperdine Fund to support University scholarship programs
  • Communicate on a regular basis with the Alumni Association regarding Chapter budgeting and programming
  • Participate on quarterly conference call workshops for all Chapter leaders, called Waves Work.

Chapter Structure

Membership

Membership to a Chapter shall consist of all individuals with an interest in the welfare of Pepperdine University, including but not limited to alumni, parents, friends and students who reside and receive mail in the region. There are no membership fees to be a part of the Alumni Association or a local Chapter.

Leadership

Each Chapter shall be led by a president or copresidents and vice presidents with corresponding committees according to the appropriate tier. The most important role of the Chapter Executive Board is to cultivate enthusiasm and build participation in the region.

The Chapter Executive Board shall serve a two-year term and actively recruit potential leadership to ensure seamless transition of their position and continuity in Chapter functions and responsibilities. A succession and transitional plan should be laid out by each Chapter Executive Board.

Chapter executive officers and corresponding responsibilities include, in order of priorities, beginning with the three core positions:

President or Co-presidents

  • Represents the alumni chapter as the elected liaison to the Pepperdine University Alumni Association
  • Serves as an ex-officio member of all chapter committees
  • Serves as an active member of the Chapter Presidents' Council
  • Collaborates with officers and the Alumni Association to establish board meeting agendas and presides over all chapter meetings
  • Works with officers to establish the chapter's objectives for the year and works toward long-term goals
  • Oversees activities and delegates responsibilities to officers and committees
  • Assists the Vice Presidents with committee member selections
  • Attends annual Chapter Leadership Conference or appoints another officer to represent the chapter
  • Coordinates and facilitates biannual elections of officers with the Alumni Association
  • Instructs successor on the duties of the president

Past President

  • Serves in an advisory role to the President
  • Serves as an ex-officio member of the Membership Development Committee
  • Participates as a life member of the Chapter Presidents' Council
  • Assists in training the incoming President

Vice President, Programming

  • Chairs and delegates responsibilities of the Events Committee
  • Performs the duties of the President in his/her absence
  • Assists the President in meeting the chapter's objectives for the year and setting long-term goals
  • Develops annual calendar of events, proposes budget, and supervises all event charges with guidance and support from officers and committees
  • Submits content for each event to the Alumni Association in a timely manner
  • Assigns officers and committee members as points of contact for each chapter event
  • Responsible for compiling financial information and event evaluations for the annual report
  • Assists in training of successor

Vice President, Membership Development

  • Chairs and delegates responsibilities of the Membership Development Committee
  • Primary responsibility of alumni outreach in the region by developing processes for engaging and establishing strong personal connections with alumni
  • Ensures officers and committee members strategically outreach to recruit new alumni by personal phone calls and/or accompanying to chapter events
  • Develops a plan for officers and committee members to make personal contact with current and prospective students to invite them to chapter events
  • Responsible for maintaining the chapter alumni database (including information related to interests) and reporting updates to the Alumni Association in a timely manner
  • Assists in training of successor

Vice President, Volunteer Services

  • Chairs and delegates responsibilities of the Services Committee
  • Responsible for incorporating service opportunities into chapter programming
  • Develops process for implementing a mentorship program to connect students and recent graduates with alumni
  • Works with executive officers and committee to organize and promote Step Forward Day to the community
  • Creates a database of alumni, parents and students who are affiliated with charitable organizations
  • Assists in training of successor
  • Collaborate with Waves of Service to determine opportunities to partner with Pepperdine alumni, parents, and friends who are involved in service.

Vice President, Community Relations

  • Chairs and delegates responsibilities of the Community Relations Committee
  • Serves as principal ambassador to the local community
  • Participates in planning and outreach related to increasing overall attendance at chapter events
  • Manages and maintains any chapter PAN Online, Facebook, or LinkedIn groups, as established by the chapter
  • Submits requests for chapter-related articles to the Alumni Association for the Pepperdine Voice and monthly e-newsletters
  • Responsible for attending prospective student receptions, admission receptions, and send-off parties or designating an officer or committee member to represent the Alumni Association
  • Attends college fairs and information nights at local high schools or designates an officer or committee member
  • Assists in training of successor

Secretary (Optional)

  • Assists the President in an administrative role with tasks and duties as assigned
  • Responsible for quarterly reporting of volunteer hours of chapter executive officers and committee members to the Alumni Association for recognition and corporate matching gifts
  • Takes minutes from each chapter board meeting and distributes to executive board and the Alumni Association
  • Responsible for submitting to the Alumni Association all annual required forms and materials

Chapter executive committees and corresponding responsibilities include:

Events Committee

  • The Events Committee is responsible for the overall success of events
  • Assists the Vice President of Programming to staff events and greet guests at registration; and coordinates all chapter functions with the help from executive officers
  • Submits photos, attendance list and post-event report following an event
  • All tasks that fall under the optional programs will be absorbed by this committee until there is sufficient membership or interest to support the program
Membership Development Committee
  • The Membership Development Committee is responsible for strengthening relationships and establishing personal connections with alumni before and after events, and informs them about upcoming chapter activities
  • Assists the Vice President of Membership Development to design activities for each chapter event that will highlight the importance of continuous involvement with the chapter and the Alumni Association
  • Creates and administers a phone tree to alumni to follow-up to written and emailed chapter announcements
  • The more personal the contact, the stronger the bond
  • All tasks that fall under the optional programs will be absorbed by this committee until there is sufficient membership or interest to support the program

Volunteer Services Committee

  • The Volunteer Services Committee is designed to fulfill the mission of the University by coordinating activities involving volunteerism and community service for the Chapter.
  • All tasks that fall under the areas of focus will be supported by this committee.
    • Career Connections
      • Recruits mentors for each school’s career offices, and developing methods to connect alumni in transitional career phases and build relationships with current students for professional development including hiring opportunities and providing informational interviews.
    • Community Service
      • Orchestrates Step Forward Day, a University-wide day of service.
      • Helps implement Waves of Service (global service initiative).

Community Relations Committee

  • The Community Relations Committee is responsible for increasing awareness, and establishing a presence of the chapter and the University in the region
  • Assists the Vice President of Community Relations to recruit new alumni in the region by developing processes for increasing overall attendance at events; assists in recruiting prospective students from the region by attending college fairs or planning information nights when invited
  • All tasks that fall under the optional programs will be absorbed by this committee until there is sufficient membership or interest to support the program
    •  
      • Sponsorship
        • Secure companies or individuals who would provide a mutually beneficial partnership with Pepperdine University for special events.
      • Publicity
        • Contact local media to get coverage of philanthropic and major speaker events.
      • School Recruitment
        • Attend perspective student receptions, admission receptions, and send-off parties to represent the Alumni Association;
        • Attend college fairs and information nights at local high schools.

Elections

Election of the Chapter President shall take place every other year between July and September.

The current Chapter President shall e-mail the region for leadership interest and promote elections for Chapter President.

Nominations can be made by any Chapter member, and all Chapter members are eligible to vote, but must be present at elections. Those interested in the position of Chapter President must submit a bio for approval by the Alumni Association during the open nominating period.

Presidential candidates will be given the opportunity to briefly speak at the meeting, before voted by their peers.

By November 1, a Chapter's executive board should submit the renewed bylaws signed by the Chapter Executive Board to the Alumni Association.


Chapter Reviews

The Alumni Association will annually review the overall success and participation of chapters in alignment with the mission of the University.

Chapters are responsible for submitting an Annual Report by January 5 as a means of self-evaluation and application for the Chapter of the Year award.

Upon completion of this form by the deadline, all Chapter Presidents will be given copies of each submitted application for review. Each Chapter President, with the advice of the executive board, will evaluate all submitted applications and vote for the top three chapters, not including their own chapter. Votes must be cast by January 31. The Alumni Association will tally the votes, and then select the top chapter.

The Chapter of the Year will be announced during the annual Chapter Leadership Conference at the Waves Fifth Quarter event.

If basic board development and event expectations are not met, then the Alumni Association may change the chapter status.

Chapter Awards and Recognition

Through your leadership within the Pepperdine community, you will be recognized as a key volunteer and ambassador for the University in your local community.

Chapter of the Year
Awarded to the premier Chapter of the year as voted on by peers.

President's Award
Runner-up to Chapter of the Year.

Rookie Chapter Award
Outstanding Chapter in its first year of development.

Most Improved Chapter Award
Evaluated based on two-year comparison of growth and imporvement.

Waves of Service Chapter Award
In support and coordination with Waves of Service efforts, the Chapter that supports, promotes, and celebrates service.

Special Program Award
Awarded to the Chapter that executes the most successful event of the year.

Chapter Reviews and Awarding Process
The Alumni Association will annually review the overall success and participation of chapters in alignment with the mission of the University.

Chapters are responsible for submitting an Annual Report by the second Monday in January as a means of self-evaluation, and application for the Chapter of the Year award and other award categories. Chapters may select which of the above award categories they want to be eligible for when submitting final applications.

After all Annual Reports are submitted, Alumni Affairs will review the information and provide the Chapter Presidents with copies of each submitted application for review. Each Chapter President, with the advice of the executive board, will evaluate all submitted applications and vote for the top three chapters, not including their own chapter. Votes must be cast by the first week of February. The Alumni Association will tally the votes, and then select the top chapter for the Chapter of the Year Award. The Alumni Affairs staff will select the recipients for the remaining award categories.

 The Chapter of the Year, and all other awards, will be announced during the annual Chapter Leadership Conference.

 Besides the Chapter of the Year Award, the other awards categories may not be awarded each year if leadership does not feel there is a stand out chapter in each category.


How to Start a Chapter?

Objectives

The purpose of a Developing Chapter shall be:

  • To establish a mutually beneficial relationship between Pepperdine University, its alumni and friends within the region you reside
  • To recruit and facilitate connections between alumni and supporters of Pepperdine University
  • To sponsor and support programs and activities that will enhance the image and mission of Pepperdine University
  • To include alumni and students from all schools of Pepperdine University, parents, and friends

Initial Interest

To gauge interest in the region to develop a Chapter, we suggest the following procedures:

  • Alumni Association will receive and gather requests from online chapter interest forms, alumni officer referrals or any other recommendations to identify alumni from the region that are interested in starting a Chapter
  • Interested alumni will work with the Alumni Association to create a survey or interest letter to be e-mailed to all alumni, parents, and friends in the area
  • Use the survey and assistance from the Alumni Association to identify those who are interested in leadership roles and those who are interested in a supportive role

Creating a Regional Developing Board

Developing Chapter approval is subject to performance, event success, and participation by the Regional Developing Board.

  • Interested volunteers will be grouped as Regional Representative and assigned to an Alumni Association staff member who will be a liaison to the region
  • The staff member will schedule a preliminary conference call with Regional Representatives to discuss chapter expectations, brainstorming, and alumni goals
  • Each Regional Representative must sign the Developing Chapter bylaws and submit the petition to the Alumni Association

Launch Event

To ensure that sufficient volunteer support exists in an area before establishing a Chapter, the Regional Developing Board should first organize an event to gauge interest for Developing Chapter status.

  • Set a date, time and location for a launch event to gauge interest from the local region
  • Assign responsibility to each Regional Representative for the event planning procedures and complete an Event Proposal Form to submit to the Alumni Association
  • Schedule a follow-up conference call with the Regional Developing Board and have one person facilitate taking notes on following up with a Post-Event Report
  • Plan at least one other event from a different programming area and include a Step Forward Day project for region
  • Funding is available on a case-by-case basis for launch events

Becoming Chartered

Once approved as a Developing Chapter, complete the following requirements to be chartered:

  • Recruit and maintain an active Regional Developing Board
  • Provide the Alumni Association with e-mail addresses and contact information of interested alumni to be tracked for involvement
  • Hold at least three executive board meetings
  • Hold a minimum of two events incorporating two of the following programming areas:
  1. Community Outreach (community service, Step Forward Day, etc.)
  2. Career Connections (networking receptions, etc.)
  3. Fellowship (social gatherings, sporting events, etc.)
  • Submit an Event Proposal Form for each event at least six weeks for non-paid events and eight weeks for paid events before the date
  • Submit a Post-Event Report within one week, including a final attendance list, receipts (if applicable), and photos to the Alumni Association
  • Maintain communications with the Alumni Association at least once a month to report progress

If all the requirements are completed, a Developing Chapter may apply to be chartered and grow into the appropriate Chapter tier as determined by the structure and active involvement of the newly formed Chapter Executive Board established in the region. A Regional Developing Board will evolve into a Chapter Executive Board with the appropriate officers and committees according to the Chapter tier.

To aid in the success of Developing Chapters, the Alumni Association will provide support and resources to each Developing Chapter, as time and abilities permit.