Alumni Advisory Board

The objectives of the Board are:

1. to represent the interests of Alumni 
2. to contribute in as many ways as possible to the welfare, prestige and excellence of Nipissing University; 
3. to support the overall advancement of Nipissing University; 
4. to encourage and promote a spirit of collegiality and unity among alumni 
5. provide a means for continuing the relationships alumni enjoyed as students; 
6. to build a culture of philanthropy among the Lakers Family; and,
7. to serve as a communications vehicle to the alumni community on the work and plans of Nipissing University and its impact on the alumni community.

Our objectives are achieved by various social and fundraising events, programs and services organized by Alumni Relations, in conjunction with the Alumni Advisory Board. 

There is immense potential for active involvement of alumni in the activities of the university. In addition, because of their experiences, graduates can best promote the ideals and values of Nipissing University to the external community. Thus, graduation represents the continuation of a strong relationship with Nipissing University. In order to fulfill our objectives and remain a traditional and vital, part of the university community, we are seeking your support and involvement.​​​

Introduction

The Nipissing University Alumni Advisory Board (NUAAB) and the Alumni Relations Office are committed to protecting the privacy of our alumni. We respect the confidentiality of all alumni information and ensure it is handled with the utmost care.

Collection of Personal Information

We collect personal information from various sources, including student records, event registrations, and direct interactions with alumni. This information may include your name, contact details, degree information, and participation in university activities.

Use of Personal Information

Your personal information is used to:

• Maintain contact with you and inform you about university news, events, and services.
• Facilitate alumni programs, including events, networking opportunities, and affinity partnerships.
• Support fundraising efforts and other university initiatives.

Disclosure of Personal Information

We do not sell or rent your personal information. Your information may be shared with third-party service providers under strict confidentiality agreements for the purpose of sending communications on behalf of the university. These providers are contractually obligated to protect your information and use it only for the specified purposes.

Third-Party Providers

We may use third-party apps and platforms to host alumni events, manage communications, and provide services. These third-party providers are carefully selected and are required to comply with our privacy standards. They are contractually obligated to protect your personal information and use it only for the purposes specified by Nipissing University.

List-Matching Services

We may use list-matching services, such as those provided by Canada Post, to ensure the accuracy of our alumni contact information. These services help us update and maintain current addresses and other contact details. Any information shared with these services is handled under strict confidentiality agreements and used solely to update our records.

Communication Preferences

You have the right to opt-out of any communications from Nipissing University or the Alumni Relations Office. You can specify your communication preferences, including the types of mailings you wish to receive at any time. Use this form to update your preferences.

Security of Personal Information

We take appropriate measures to protect your personal information from unauthorized access, use, or disclosure. Access to your information is restricted to individuals who need it to perform their duties and have signed confidentiality agreements.

Your Rights

You have the right to:

• Access your personal information held by the university.
• Request corrections to your personal information.
• Withdraw your consent for the use of your personal information for specific purposes.

Contact Us

If you have any questions or concerns about this privacy statement or the handling of your personal information, please contact us at alumni@nipissingu.ca or 705-474-3450 ext. 4573.

Nipissing University Alumni Advisory Board

1. MANDATE

1.1 The purpose of the Nipissing University Alumni Advisory Board (NUAAB) is to act as a liaison between Nipissing University and the alumni. They represent the alumni of Nipissing University.

1.2 The purpose of the Nipissing University Alumni Advisory Board (NUAAB) is to provide advice and feedback to the Board of Governors of Nipissing University on its directions, policies, and services as they affect the Nipissing University community.

2. OBJECTIVES

2.1 The objectives of the Nipissing University Alumni Advisory Board are to:

• Represent the interests of Alumni;
• Contribute in as many ways as possible to the welfare, prestige and excellence of Nipissing University; 
• Support the overall advancement of Nipissing University; 
• Encourage and promote a spirit of collegiality and unity among alumni; 
• Provide a means for continuing the relationships alumni enjoyed as students; 
• Build a culture of philanthropy among the Lakers Family; and,
• Serve as a communications vehicle to the alumni community on the work and plans of Nipissing University and its impact on the alumni community.

3. RIGHTS

3.1 In the event that the NUAAB determines its membership or terms of reference not to be appropriate, it shall have the power to recommend and implement amendments to these Terms of Reference. This requires a two-thirds vote from the board and previous notice to make any changes.

3.2 The NUAAB may strike ad-hoc committees when needed.

4. MEMBERSHIP

4.1 The NUAAB shall consist of a maximum of 13 voting members, preference to representation from community member and staff/faculty member. Diversity with regards to skill, graduation class and community involvement will be evaluated. Each member will have voting rights with the exception of the Alumni Relations Coordinator, Manager of Advancement, Past President, Past Vice-President.

4.2 Membership shall include the following representatives:

• Nipissing University Alumni - 10
• Nipissing University Student Alumni (NUSA) - 1
• Nipissing University Student Union (NUSU) - 1
• Board of Governors Representative – 1
• Past President & Past Vice-President Finance (invited back for 1 year) – 2
• Alumni Relations Coordinator Ex-officio (Act as Secretary/Non-Voting Member) – 1
• Manager of Advancement Ex-officio or designate – 1

4.3 Nipissing University Alumni include graduates from North Bay Normal School, North Bay Teachers’ College, Nipissing University College, and Nipissing University.

4.4 Members serve a three-year term and may stand for a maximum of two consecutive terms.

4.5 An Executive consisting of a President and Vice-President will be nominated and elected at the last regular meeting of the NUAAB every three years. Alumni must hold the Executive positions; the Executive may be re-elected for a maximum of two consecutive terms.

4.6 The commencement of the Board member’s appointment shall be June 1 of each year unless an appointment is made mid-term to replace a vacated position on the Board.  The retirement date shall be April 30th of each year.

4.7 Retiring Members/Resignations: A board member may retire and resign at any point via email or verbally at a meeting.

4.8 The commencement of the student representatives' appointment shall be May 1 of each year unless an appointment is made mid-term to replace a vacated position on the Board.  The retirement date shall be April 30 of each year.

4.9 Applications may be submitted throughout the year. Applications will be reviewed in the last meeting each year (May).

4.10 Responsibilities of Board Members:

• Attend a minimum of 3 scheduled meetings per year in person, via telephone or video conferencing.
• Attend the Annual Retreat
• Offer service and support at alumni events
• Initiate outreach to alumni and bring questions or suggestions raised by alumni to the NUAAB for discussion
• Attend Homecoming

4.11 Meeting Etiquette:

• Members shall abide by time guidelines, stick to the agenda, and make an effort to guide themselves using the philosophy of “principles before personalities”. Each member will maintain a positive, friendly and open environment where all contributions are welcomed. Members are expected to listen to others without interruption and to speak in turn.
• If three meetings or key events are missed, the President or Executive may ask the member to step down.

5. QUORUM

5.1 A majority of all voting members in attendance or via proxy shall constitute a quorum for the meetings of the NUAAB.

6. PROCESS

6.1 The Nipissing University Alumni Advisory Board meets a minimum of 6 times per year including the annual retreat meeting. Succession planning and critical path will be determined at the annual retreat. An agenda for each meeting shall be sent a week prior to the meeting.

6.2 The NUAAB may decide to schedule additional meetings if necessary.

6.3 If required the executives can request votes be conducted via email.

7. REPORTING

7.1 The Alumni Relations Coordinator, as part of the Advancement Office, will maintain and update the website of all relevant events, services, and information pertaining to the NUAAB.

7.2 The NUAAB reports to the Nipissing University Board of Governors and Senate.

7.3 The NUAAB reports to the Nipissing University Alumni through the various communication channels.

8. BOARD MEMBER JOB DESCRIPTIONS

President

• Represents the Alumni population at alumni events
• Ensures meeting stays on topic, on time and that all members have opportunity in discussion
• Creates agendas with the assistance of the Office Administrator & Alumni Relations Advisor
• Attend the scheduled Board of Governors meetings (arranges for a replacement from within the Board if attendance is not possible)
• Sits on the Alumni Awards Selection Committee

Vice-President

• Provides budget guidelines and financial reports
• Represents the Alumni population at alumni events
• Speak on behalf of the NUAAB President if they are unable to attend an event
• Assist President in duties and responsibilities

Alumni Relations Coordinator

• Acts as the Recording Secretary for the NUAAB. Responsible for the organization of meeting logistics including taking and distributing meeting agendas and minutes
• Update and advise on Alumni Relations activities and events
• Coordinate the media and promotion submissions with the President and Vice-President
• Assist with event planning
• Coordinate promotional materials
• Coordinate Alumni Award nominations and bring forward to the NUAAB for review and selection

9. COMMITTEES

9.1 The committees constituted by the NUAAB shall be as follows:

• Communications
• Events
• Special committees, consisting of persons appointed by the Board for specific duties of a non-recurrent nature whose powers will expire with the completion of the task assigned.

9.2 NUAAB members will be asked to serve on at least one committee.

9.3 A minimum of 1 chair, 1 vice-chair and 1 general member will compose the committee(s).

9.4 Committee chairs will be determined at the first meeting of the academic year.

1. The committee chair will identify the vice-chair once membership has been determined.

9.5 Committee assignments shall reflect the goals of the strategic plan.

9.6. Vacancies occurring in the membership of a committee (including its Chair) shall be filled by individuals selected by the President of the NUAAB.

Notwithstanding such vacancies, the remaining members of the committee shall have authority to exercise the full powers of the committee, providing that a quorum is present (see section 9.11 below).

9.7 An annual schedule of regular meetings will be provided to all Board members at the beginning of the year.

9.8 Meetings, other than regular meetings, may be held at the call of the chair of the committee or, in his/her absence, at the call of the vice-chair of the committee. The meeting shall be held at such places and at such times as the chair or vice-chair of the committee respectively may appoint. Notice of every meeting so called shall be sent by electronic means to each member not less than three days before the meeting is to take place by the Alumni Relations Coordinator or the committee chair.

9.9 A resolution signed by all members of a committee shall have the same force and effect as if passed at a regularly constituted meeting.

9.10 The chair of a committee shall preside at meetings, and in his/her absence, the vice-chair of the committee shall preside. If both the chair and the vice-chair of the committee are absent, the members present shall appoint one of their number acting-chair to preside at the meeting.

9.11 A majority of the voting members of a committee shall constitute a quorum.

9.12 Each voting member of the committee present at a meeting shall be entitled to one vote.

9.13. All questions at a meeting shall be decided by a majority of the votes of the members present. The chair or acting chair may vote on all motions, and any motion on which there is an equality of votes shall be deemed to be negative.

9.14 A record shall be kept of the proceedings of every meeting of each committee, and it is the responsibility of the Alumni Relations Coordinator to receive a report from the recording secretary of the committee of such proceedings following the meeting.

9.15 Change of membership on all committees shall take effect after the first general NUAAB meeting of the academic year (usually in September).

9.16 COMMUNICATIONS COMMITTEE

The Communications Committee is responsible for developing content and recommending strategies to promote strategic and relevant messaging on a variety of platforms to alumni and the community. These messages will aim to celebrate the accomplishments of alumni and the University, as well as provide opportunities to strengthen the connections with alumni and the community. These communications apply to a variety of platforms and materials including:

• Website
• E-Newsletter
• Social Media
• NUAAB Recruiting Materials
• Internal Board Communication

Membership

• 1 Chair
• 1 Vice-chair
• At minimum one general member
• Alumni Relations Coordinator, ex-officio (non-voting)

9.17 EVENTS COMMITTEE

The Events Committee is responsible for developing and fostering alumni engagement through strategic events throughout the year. Some of these events include:

• Alumni Awards
• Homecoming
• Convocation
• NUAAB Member Onboarding & Orientation

Membership

• 1 Chair
• 1 Vice-chair
• At minimum one general member
• Alumni Relations Coordinator, ex-officio (non-voting)

9.18 SPECIAL COMMITTEES

The NUAAB may, from time to time, appoint special committees. Unless specifically provided by the resolutions by which they are constituted, such committees shall automatically be dissolved on the date of the first meeting of the NUAAB in the next year following that in which they were appointed. Such committees may, at the discretion of the NUAAB, be reappointed with the same or different membership

Membership

To be determined at time of appointment.

 

Updated November 11, 2021

Please click on the following links to download the application and mandatory budget:

• Sponsorship Requests.pdf
• Sponsorship Budget.xls

Sponsorship Requests

Purpose:

The following are the desired outcomes for NUAAB’s efforts. These five outcomes are used as a point of reference when deciding how to allocate resources. The primary desired outcomes of NUAAB efforts are:

• To raise funds to further the objectives of the NUAAB and Nipissing University
• To support the University’s student recruitment efforts
• To enhance the reputation of the University
• To enhance the public profile of the University
• Foster alumni engagement;
• And other efforts that support the long-term success of the above.

Eligibility:

• An individual or group of students must be a registered full or part-time Nipissing University student
• Projects must be student focused for the benefit of Nipissing students and/or alumni
• Projects that have political or religious affiliations must be academic in nature

How to Apply (check list):

Submit the application form and attached copies of the following support materials:

• A detailed budget (form provided) – must include expenses, other sources of funding, and specific amount requested from the NUAAB
• A description of how you will use the funds (For example speaker sponsorship, conference registration, etc.)
• A description of how the NUAAB will be recognized as a sponsor
• A description of how the funds will assist to build upon and showcase the culture of Nipissing University, enhance the quality of education or campus life, benefit groups of students and/or alumni, and/or reflect the mandate of the NUAAB
• Other information deemed helpful to the NUAAB in selecting recipients
• Copy of promotional materials
• All groups approved of funding must follow up with a detailed written report about the project or event
• If sponsorship is approved provide one page summary of how the funding was used and any photos taken for use by NUAAB to publish on Social Media.

Sponsorship amounts will vary depending on the number of applications and the amount of available funds. It is imperative that your application detail how your project or event aligns with the NUAAB's criteria (stated in the application). However, each submission will be judged on a case-by-case basis for potential funding.

​Sponsorship requests received after the event date will not be considered.