The Alumnae Association of Smith College (AASC) fosters opportunities for alumnae to connect with the college and each other in alternate ways beyond classes, clubs, and geographic boundaries. Alumnae who share a common interest, goal, or identity that furthers the mission and traditions of the college and interests of her alumnae, may organize groups by following the guidelines and procedures stated below or may submit proposals to AASC for short-term projects or programs that may be of interest to the designated group. 

Guidelines for affinity and special interest groups:

• The purpose of the group advances the interests of AASC, Smith College, and   her alumnae.
• The group is open to all Smith alumnae.
• The group is encouraged to work with local Smith clubs.
• The group demonstrates an awareness of the mission of AASC

and affirms support of the purpose of AASC by developing volunteer leaders.

• The stated mission of the group does not conflict nor compete with that of the AASC and/or Smith College.
• AASC may host Affinity/Special Interest Group (ASIG) conferences annually.

The Affinity/Special Interest Committee (ASIC), an advisory committee of the AASC Board of Directors, provides oversight, support and guidance for Affinity/Special Interest Groups (ASIGs).  The ASIC chair holds a seat on the AASC Board.  ASIC members serve as liaisons to each ASIG and to the Regional Club Coordinator Committee (RCC). ASIC liaisons are a resource to and advocate for her respective ASIG. AASC plans and hosts events evaluated by ASIC to enhance college priorities. AASC hosts alumnae of color and professional conferences on alternating years. ASIC identifies the planning committee chair for the alumnae of color conference and appoints an ASIC liaison to the professional conference planning committee.  (Click here for additional information about ASIC.)

Proposal Submission and Approval Process for affinity/special interest groups

• Individuals interested in organizing an Affinity or Special Interest group should contact alumedu@email.smith.edu to discuss information needed for the written proposal. Proposal requirements vary, depending upon the organizational option selected.
• Proposed group leader electronically submits proposal to alumedu@email.smith.edu
• ASIC members review proposal
• ASIC works with the proposed group leader(s) to make changes to proposal, if necessary
• ASIC Chair electronically sends proposal approval notice to group leader
• Group seeking “Affinity” designation submits bylaws to alumedu@email.smith.edu for AASC Board approval

(1) Online Discussion Group: Self-identified groups may establish an online discussion group by contacting the AASC

Benefits and services provided by AASC:

• Online discussion site on the AASC web site
• AASC staff monitoring of online discussion site
• Promoting the Online Discussion Group to encourage alumnae participation. Marketing vehicles may include E-News, E-blasts, Smith Alumnae Quarterly, AASC website, and/or ASIC website

Written proposal requirements:

• No written proposal required
• Click here for Online Discussion Group Module

Online Discussion Group responsibilities:

• Designate an alumna moderator for the online discussion site who also serves as the liaison between the Online Discussion Group and AASC staff
• Agree to abide by the Terms and Conditions, Terms of Use and Privacy Policy for AASC Online Communities (click here for the terms and conditions)

 
During a six-month probationary period, the Online Discussion Group’s online discussion site will be monitored by the alumna moderator and AASC staff to assess interest and viability. Viability is defined as participation of 40+ alumnae in online discussions.

The group may continue as an Online Discussion Group or elect to become a Community after fulfilling the Community written proposal requirements (see below).

(2) Community
Benefits and services provided by AASC:

• Online discussion site on the AASC web site
• AASC staff monitoring of online discussion site
• AASC staff consultation
• Promoting the Community to encourage alumnae participation. Marketing vehicles may include E-News, E-blasts, AASC website, and/or ASIC website
• AASC hosted web site maintained by alumna designated by Community
• Annual electronic newsletter distribution
• Partial funding may be available for an event planned in collaboration with AASC
• Email lists

Written proposal requirements:

• Mission statement
• A list of at least 40 alumnae who have indicated a willingness to participate in the Community

Community responsibilities:

• Designate an alumna moderator for the online discussion site who also serves as the liaison between the Community and AASC staff
• Present an annual report to the AASC outlining achievements and financial accounting.  (Click here for the annual report guidelines.)

During a six-month probationary period, the Community’s online discussion site will be monitored by the alumna moderator and AASC staff to assess interest and viability. Viability is defined as participation of 40+ alumnae in online discussions.

(3) Affinity Group
Benefits and services provided by AASC:

• Online discussion site on the AASC web site
• AASC staff monitoring of online discussion site
• AASC staff consultation
• Promoting the Affinity Group to encourage alumnae participation. Marketing vehicles may include E-News, E-blasts, Smith Alumnae Quarterly, AASC website, and/or ASIC website
• AASC hosted web site maintained by alumna designated by Affinity Group
• Annual electronic newsletter distribution
• Partial funding may be available for an annual event planned in collaboration with AASC
• Email lists
• Training in AASC online services
• Start-up funds for programs and activities designed in consultation with AASC staff
• Funding for special projects, by application
• AASC may host Affinity Group and career-oriented teas as part of the on-campus student tea program

Written proposal requirements:

• Mission statement
• A list of at least 40 of alumnae who have indicated a willingness to participate in the Affinity Group
• Bylaws consistent with the stated mission of the AASC. (Click here for bylaws guidelines and recommended format).
• One-year program plan (click here for one-year program plan guidelines).

Bylaws should not in any way outline activities that would jeopardize the tax-exempt status of the AASC under section 501c(3) of the tax code. A partial listing of bylaw requirements includes:

• The group will operate exclusively for charitable or educational purposes.
• No part of the group’s earnings may benefit any member, director, officer, or other private individuals.
• No activities of the group will consist of carrying on propaganda, or otherwise attempting to influence legislation.
• The group cannot participate in or intervene in any campaign for public office.

Affinity Group responsibilities:

• Designate a liaison to work with AASC staff. AASC staff serves as alumnae relations advisor. ASIC also serves as a resource to the Affinity Group.
• Maintain a membership list of at least 50 alumnae.
• Designate an alumna moderator for the online discussion site.
• Undergo a one-year probationary period. At the end of the probationary period, the Affinity Group will be reviewed by ASIC to determine whether the Affinity Group is meeting its goals and remains in compliance with these Affinity and Special Interest Groups Guidelines and the group’s bylaws. During the probationary period, the AASC will hold the Affinity Group’s treasury.
• Solicit dues, if desired, but not interfere with the development efforts of the college, nor solicit funds or engage in other work on behalf of the college except in conjunction with, and with the approval of, the specified college department.
• Present an annual report to the AASC outlining achievements and financial accounting.  (Click here for the annual report guidelines.)
• Participate in AASC sponsored training
• Encourage members to participate in the recruitment and admission efforts of the college in conjunction with and guidance from the Office of Admission
• Become financially self-sustaining

AASC Board’s right to dissolve Affinity Group:
The AASC Board of Directors (Board) reserves the right to dissolve an Affinity Group if the leadership of the group requests that the group be dissolved, or if the Affinity Group is found by the Board not to be in compliance with its own bylaws or these guidelines.  Such a finding may be made only after the group is afforded the opportunity to appear before the Board or it’s designate.