A-SCHOOL YOUNG ALUMNI COUNCIL BYLAWS

BYLAWS PASSED UNANIMOUSLY BY AYAC AS OF 11.2017

ARTICLE 1: Mission

To facilitate and strengthen the connection between the UVA School of Architecture and its young alumni.

The objectives of the AYAC are to:

  1. Develop a business, social, and academic network for the School of Architecture young alumni community;
  2. Aid students and young alumni in the transition from UVA to the workplace or graduate school;
  3. Encourage young alumni to engage the School of Architecture through increased participation in financial support, as well as through visits, volunteering, student interactions, and networking;
  4. Promote stronger communication between the School of Architecture and its young alumni.

In order to increase outreach to the 3000+ A-School young alumni nationally and internationally, the AYAC will consist of two levels of membership:

  • AYAC Executive Council - This core group will consist of 20-35 highly dedicated recent graduates willing to take on volunteer leadership roles at the School.  In addition to attending quarterly meetings (with at least one meeting per year in Charlottesville), the Executive Council will set the direction of the AYAC and oversee AYAC projects and programs, including those related to engagement, regional events, communications, recruitment, career development and fundraising. A member of the Executive Council will act as a regional chair and oversee activities of the AYAC ambassadors in their region (see Article 6.5). The Executive Council has specific expectations and terms of office noted in Articles 3 and 4.
     
  • AYAC Ambassadors - This engaged group of recent graduates will assist the AYAC Executive Council in carrying out the AYAC mission and the priorities of the A-School across the country and internationally. Their focus will be in building regional support and increasing the young alumni network, especially in smaller regions. Alumni interested in being AYAC Ambassadors will complete an informal questionnaire that will be processed on an ongoing basis. Interested alumni will be included until they surpass ten years from graduation, with an option to opt-out at any time. This at-large group is ideal for young alumni looking for ways to connect with the School and fellow graduates, propose ideas, and lead events, but are concerned about the time commitment of the AYAC Executive Council.

The AYAC carries no governance nor fiduciary responsibilities.


ARTICLE 2: Recruitment

  1. Recruitment for the AYAC Executive Council will involve an application process for both young alumni and graduating students released in the Fall, in addition to an interview (phone or in person) conducted by a member of the Executive Council nominating committee in the Spring. All applicants not selected for the Executive Committee will automatically become AYAC Ambassadors unless they opt-out.
  2. Recruitment for the AYAC Ambassadors will involve an informational questionnaire for both young alumni and graduating students, released in the Fall. All AYAC Ambassador applicants will be accepted on an ongoing basis. There is no limit to the number of AYAC Ambassadors.
  3. Promising current fourth-year and graduate students who hold leadership positions at the School will be identified in the Spring/Summer, and nominated by the School and Council members. The nominated students (up to 3) will undergo a simple interview process to confirm interest level and commitment prior to “selection”.

ARTICLE 3: EXECUTIVE COUNCIL MEMBERSHIP

  1. AYAC Executive Council Membership will consist of undergraduate and graduate alumni of the A-school who have received a degree within the last ten years.
  2. The Executive Council will seek to maintain a membership of between 20 and 35 members from across the eligible classes (with the ultimate goal of establishing a diverse mix of classes, majors/areas of focus, location, and undergraduate vs. graduate alumni), including the ex officio members defined below. All terms shall begin July 1st.
  3. Ex officio members are appointed to the Executive Council by virtue of their office and have voice and vote unless otherwise stipulated.  Ex officio members shall consist of (i) the Dean of the School of Architecture of the University of Virginia, (ii) a member of the faculty of the School of Architecture designated by the Dean of the School of Architecture, and (iii) a leadership member of the current fourth year class and/or a graduate-level student, as recommended by the School.
  4. At the end of an Executive Council member’s term, the member shall automatically become an Emeritus Member.  Emeritus Members may be invited to participate in certain School of Architecture events and AYAC activities. Emeritus Members shall have no vote.

ARTICLE 4: Executive Council Terms of Office

  1. Executive Council Members will serve a two-year term with the option to renew for one or two additional two-year terms. Total number of years served shall not exceed six.
  2. The recruiting/nomination process will be held each spring/summer to replace outgoing members.
  3. Any member of the Council may resign at any time by giving written notice of his/her intention to do so to the Chair, copying the Dean of the School.
  4. The Chair, Vice-Chair, Director of Alumni Engagement, and Dean collectively retain the sole right to remove an Executive Council member that misses two (2) consecutive meetings without reason, or is not active throughout the year, or for other reason(s), with or without cause, that are in the best interest of the Council. 

ARTICLE 5: Appointment of Executive Council Officers

  1. The officers of the Executive Council shall consist of a Chair and Vice-Chair.
  2. The Chair shall be appointed by the officers, in consultation with the School’s Director of Alumni Engagement, for a single term of two (2) years.
  3. The Vice-Chair shall be appointed by the officers, in consultation with the School’s Director of Alumni Engagement, for a single term of two (2) years, with the expectation that he/she will assume the role of Chair when the Chair’s term expires.
  4. If an Executive Council Member is appointed as an officer, his/her membership term will be extended until his/her officer term ends.
  5. The Chair (or designee) is an ex-officio member of the Dean’s Advisory Board (as per DAB Bylaws) and may attend all DAB meetings to better facilitate collaboration and communication between these two Boards.

ARTICLE 6: Executive Council Committees

  1. The Executive Council will have a nominating committee with an elected committee chair and consisting of a diverse representation of the AYAC that will be reconstituted annually. The committee will include the Vice-Chair of the Executive Council and Ex officio members, for a minimum of five (5) members.
  2. The Nominating Committee will select those qualified to serve as members of the AYAC Executive Council. AYAC members are encouraged to nominate individuals to the Nominating Committee for consideration. The Nominating Committee is also encouraged to reach out to the faculty and members of the AYAC Ambassadors, Dean’s Advisory Board and Foundation Board for suggestions.
  3. The Executive Council will maintain project task forces/working committees, as needed to complete the mission of the AYAC. These may include (without amendment to the bylaws):
    1. Communications – responsible for working with the School to create, package, and disseminate news about the young alumni community, this group will also facilitate connections between recent graduates and the A-School through publications, websites, social networking sites, etc.
    2. Career Development – responsible for providing mentorship, networking opportunities (with all alumni, across generations and schools), and career development advice to young alumni and current students (professional and academic), through panels, online resources, events, etc.
    3. Recruiting/Admissions – responsible for helping increase the awareness of an architecture school education to prospective students and assisting with the recruitment of admitted students, especially in-state undergraduate students, through phone calls, speaking at school fairs, admission events, etc.
    4. Fundraising – responsible for educating young alumni about giving back and encouraging increased giving participation at any level.
  4. Executive Council Members will be required to join at least one committee.
  5. There will be a Chair of each Executive Council working committee/task force, nominated with approval or appointed by the officers, to ensure the success of each committee. This point person will report to the Chair and Vice-Chair with regular updates.
  6. A member of the Executive Council will act as the Regional Chair for the AYAC Ambassadors in all major regions. This role is to facilitate communication between the AYAC Ambassadors in the region with each other, the Executive Council and the School/Director of Alumni Engagement, but he/she is not required to set regional direction or manage all volunteer activities. This role will be considered a committee position (see above Article 6.3).

ARTICLE 7: Executive Council Board Meetings

  1. The Executive Council will meet quarterly with:
    1. One annual meeting to be held each Fall in Charlottesville, to preferably coincide with the Foundation and Advisory Board meeting and Dean’s Forum Dinner. Attendance is highly encouraged.
    2. Regional meetings in major A-school hubs (NYC, DC, SF, BOS, etc.) will be held each spring with AYAC Ambassadors, as logistically possible. Those not in a high-density region can opt to have a spring conference call.
    3. Winter and Summer Executive Council meetings will occur over conference call.
  2. Committees will be responsible for scheduling calls or small meetings as needed to fulfill individual committee responsibilities.
  3. The Chair, or in his/her absence, the Vice-Chair, in consultation with the Director of Alumni Engagement at the School, shall preside over the meeting.

 ARTICLE 8: Council Expectations and Benefits

  1. AYAC Executive Members are required to make a gift to the School of Architecture Annual Fund (a minimum donation of $25) each year of their term(s) to promote 100% giving participation by the AYAC.
  2. AYAC Ambassadors are encouraged to make a gift to the School of Architecture Foundation Annual Fund to promote increased young alumni giving participation.
  3. No Council members shall receive compensation for services rendered as a member of the Council.
  4. All members of the Council shall sign the Volunteer Non-Disclosure Confidentiality Agreement annually. Members are expected to treat the information presented, shared and discussed within Council context as privileged and respect the duty of confidentiality as indicated.

ARTICLE 9: Assessment and Amendment of Bylaws

These Bylaws may be amended or altered at any meeting of the Executive Council by affirmative vote of a majority of the Council then in office as fixed by these Bylaws. In addition, these Bylaws shall be reviewed every five (5) years to ensure they continue to meet the needs and expectations of the Council and the School.