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 characteristic 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 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 Special Interest Group conferences annually.

The Affinity/Special Interest Committee (ASIC), an advisory committed appointed by the AASC Board of Directors, provides oversight, support and guidance for groups.  The ASIC committee chair holds a seat on the AASC Board.  One member of the Affinity/Special Interest Committee serves as a liaison to the Regional Club Coordinator Committee (RCC). AASC plans and hosts events evaluated by ASIC to enhance college priorities.

Benefits and services provided by AASC:

• Online discussion site on the AASC web site
• AASC staff monintoring of discussion group 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.

(2) COMMUNITY

Benefits and services provided by AASC:

• Online discussion site on the AASC web site
• AASC staff consultations
• Promoting the Community 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 Community
• Annual newsletter distribution (may be electronic or hardcopy)
• 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 consultations
• 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 newsletter distribution (may be electronic or hardcopy)
• Partial funding may be avaialbe 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
• AASC hosted Affinity Group and career-oriented weekend conferences on alternating years

Written proposal requirements:

• Mission statement
• A list of at least [x #] of alumnae who have indicated a willingness to participate in the Affinity Group

Supplemental Documents for AASC Board approval:

A constitution or bylaws consistent with the stated mission of the AASC and 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 requirements includes the following:

• 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. (Click here for bylaws guidelines and recommended format)
• A one-year program plan (click here for the one-year program plan guidelines)

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, including sending the president and one board member of each Affinity Group to the biennial All Volunteer Large Conference weekend.
• 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 its designate.

Proposal Submission and Approval Process

• Individuals interested in organizing a 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(s) electronically submits proposal alumedu@email.smith.edu
• ASIC members reviewproposal
• AASC and/or ASIC works with the proposed group leader(s) to make changes to proposal, if necessary
• ASIC Chair electronically sends proposal approval notice to group
• Group seeking “Affinity” designation submits supplemental documents to alumedu@email.smith.edu for AASC Board approval

ASIC
Committee Member Responsibilities (in addition to the matters itemized above):

• Monitor progress/success of Online Discussion Groups and Communities.
• Monitor the status of each affinity group annually to determine whether the group is meeting its goals and remains in compliance with these stated guidelines and the group’s bylaws.
• Participate in AASC sponsored training, including the biennial All Volunteer Large Conference weekend and, on alternate years, the All Volunteer Small Conference weekend.
• Additional duties, as agreed to or assigned by the ASIC chair.