The Alumni Association’s off-campus mission is accomplished largely through the worldwide network of MIT communities. The mission of MIT alumni communities is to support and promote, through the broadest possible alumni base, the basic purposes of the Association, which are:

• to build alumni involvement and commitment to MIT;
• to encourage financial support of MIT;
• to enhance the public image and presence of MIT through its alumni;
• to strengthen the connections between alumni and to provide services to alumni.

In addition to local programming that they create, alumni communities support other campus-based, local, national and global institute activities. Alumni communities support these opportunities to reconnect alumni with their alma mater by publicizing events and volunteering.

Additionally, in order to promote and support cross sectional collaboration, alumni communities are encouraged to work together when hosting events that overlap regionally. For example, if a group is hosting an event in a region where a club also exists, it is mutually beneficial for the club to be included and assist with promotion, participation, and when applicable cross-sponsorship. The converse is true for club events that have a shared focus with that of a group.

For an alumni community to have the designation of either MIT “club” or “group,” the approval of the Association Board of Directors is necessary.

The Association classifies CLUBS by size into these three categories:

• Small: Fewer than 399 alumni in designated area
• Mid-Size: Between 400 and 999
• Major Market: Greater than 1000

The Association classifies a GROUP as having more than 100 alumni interested in creating the group.

MIT clubs and groups often share the same basic structure and focus, in addition to requiring approval of the Association Board of Directors.           

To be recognized as an official active MIT CLUB, the group must meet the following minimum requirements:

• Maintain a set of official club charter with a copy on file in the Association office. See the Sample Charter article page for more information.
• Have active officers and an active board of directors in accordance with the charter
• Maintain a viable base of dues-paying membership with a goal of 10% of total alumni population in the club area
• Hold a minimum of two club events per year
• Show purpose that aligns with the Association objectives of alumni community development.
• Represent the club at the annual Alumni Leadership Conference (ALC).

To be recognized as an official active GROUP, the group must meet the following minimum requirements:

• Show purpose that aligns with the Association objectives of alumni community development
• Identify at least 100 alumni interested in creating the group
• Create and maintain a set of official charter that defines who they are, what their purpose and mission are 
• Have active officers and leaders in accordance with the charter
• Complete a trial period of hosting successful alumni events 
• Demonstrate organizational and financial sustainability
• Obtain support from any necessary campus department or program 
• Represent the group at the annual Alumni Leadership Conference (ALC) (Recommended, but not required for international volunteers)

In addition, ALL GROUPS using the MIT alumni community designation shall:

• Recognize that pronouncements can only be made in the names of the individuals, rather than in the name of the Association or MIT
• Respect and carry out all business and events in accordance with MIT’s Non-Discrimination Policy as well as follow the guidelines outlined in the Association Diversity and Inclusion Compact
• Adhere to the Association’s Policy for Distribution and Use of Data and Privacy Agreement and use alumni data solely for the purpose of announcing upcoming alumni events and activities recognizing this information is highly confidential
• Help relay news and special announcements of the Institute and the Association to the alumni population
• Convey alumni interests and concerns to Association staff
• Share information with Association staff regarding the community's activities by providing minutes from meetings, accurate event attendance information and data as well as event evaluations.
• Refrain from programming events that provide personal gain or commercial benefit to presenters or members of the organization

All clubs and groups are required to submit the following Annual Reports at the end of each fiscal year: 

• Club/Group Board Report 
• Club/Group Financial Report

MIT Regional Ambassadors

Having a local group of active alumni in a region can be a benefit even when the group is too small to maintain an active club structure. For areas such as these, a Regional Ambassador can be appointed by the Regional Programs Liaison responsible for the territory.

The following distinguishing parameters have been established for the MIT Regional Ambassador-appropriate regions.

• Domestically fewer than 100 alumni in the area; Internationally fewer than 50 alumni in the area; and/or
• Unable to sustain more than one event per year; and/or
• Primarily an individual alumnus/alumna in leadership; no sustainable leadership group.

For areas with alumni numbers that meet or exceed those required for an MIT Club the appointment of a Regional Ambassador is the first step toward the creation of a recognized club. Once a region has demonstrated the ability to sustain the basic requirements of an MIT club over a period of two years it can seek recognition as such by the Association.  Visit the Volunteer Job Descriptions page to learn more about the Regional Ambassador role.

MIT alumni clubs and groups under the umbrella of MIT's non-profit status, using the Institute's tax ID number (TIN) are required to have, and to operate according to a charter (note: charters have taken the place of bylaws). The Alumni Association provides a generic set for communities to adapt to their specific requirements. Each group must submit a current, signed charter to the Association for official record in order for the community to be considered active.

It is crucial to regularly update your charter to keep current with changing needs.  Click here to download the MIT Club and Group Sample Charter (PDF).

Primary responsibility for the operation of an alumni community is in the hands of its officers and board of directors. To the extent possible, an MIT club in any given area should serve as the “link” organization uniting all MIT organizations that exist in the region. The following is a suggested listing, based on size, of the most probable leadership positions for an alumni community.

Note: We suggest whenever possible that any formal MIT group have a representative on the alumni community board to further enhance the club’s function as the link for all alumni geographically.

Small Clubs or Groups (fewer than 399 alumni)

• Essential Roles: President, Treasurer, VP of Programs
• Additional Roles: President-elect, Secretary, VP of Membership, Nominating Committee Chair, Group Rep., Educational Council Chair, Enterprise Forum Chair, Sloan Club President, Club Counsel, Board Members, Senior Advisory Group.

Mid-Size Clubs or Groups  (400-999 alumni):

• Essential Roles: President, Treasurer, Secretary, VP of Programs, VP of Membership, VP of Communications, Nominating Committee Chair, Board Members
• Additional Roles: President-elect, Newsletter Editor, Career Development Chair, MIT10 Chair, Group Rep., Educational Council Chair, Enterprise Forum Chair, Sloan Club President, Club Counsel, Senior Advisory Group

Major Market Clubs or Groups (greater than 1,000 alumni):

• Essential Roles: President, President-elect, Treasurer, Secretary, VP of Programs, VP of Membership, VP of Communications, Nominating Committee Chair, Board Members
• Additional Roles: Newsletter Editor, Career Development Chair, MIT10 Chair, Group Representative, Educational Council Chair, Enterprise Forum Chair, Sloan Club President, Club Council, Senior Advisory Group

One of the most important functions of a Club or group is to recruit more alumni to volunteer for active roles, and committees are a means to accomplish this. Committees should be chaired by officers or board members. Standard committees include:

Program Committee

• Develop program ideas for Club events, and plan logistics

Membership Committee

• Develop and implement strategies to increase Club membership

Communications Committee

• Develop and implement policies for all Club communication pieces

• Oversee writing, editing, proofing and production of Club newsletters where applicable

• Establish and maintain Club web page

• Maintain and monitor Club e-mail list

Nominating Committee

• Nominate both new and continuing members of the board annually

• Regularly address the volunteer recruitment needs of the Club

• Convene two months prior to elections

The MIT Alumni Association recommends developing an organizational chart for your group in order to establish ongoing board and committee positions and role structure in a visual way.  This can include terms of office for each position and who chairs the existing committees. The Association provides a generic organizational chart (PDF) that groups may customize if they choose.

• Encourage diverse alumni representation in your group board composition and fresh perspectives among leadership through periodic turnover of officers and board members
• Plan high-quality, accessible programs and events that represent MIT, its mission and the its alumni body
• Encourage diverse alumni attendance at event
• Provide opportunities for alumni to reconnect with each other and the Institute and to support the Institute through admissions work, groups, and annual giving programs

MIT is an inclusive organization and English is the operational language. Given these parameters, and the fact that our local alumni community is increasingly mobile, we require that an English translation be present on all group communications: print, web, and email. In addition, all annual reports are required to be submitted in English.

The Association reserves the right to deactivate an alumni community that may have been previously active but from which the Association has no record of activity or active volunteer leadership within the last year.  Alumni communities that are inactive for a full year or more will be considered defunct until such time as the community elects new officers and holds some sustaining events. Active status for a community is achieved through an up-to-date board of directors list, a current operational charter, and a minimum of two events or meetings in the past operational year. The Association Staff Liaison will make every effort to contact the leadership of the community to put an action plan in place before they are rendered inactive. Failure to respond to the Association Staff Liaison’s outreach efforts may result in termination of community status.

Once a community is deemed inactive, they will no longer have access to the Association services including MIT Alumni Online Community. The group will also be removed from the Association's website. Individual alumni records will not be affected by the deactivation of the group.