Is there a collective aim or mission that you and other alumni are driven to undertake? Let Alumni Affairs know and set up a conversation with us so that we can understand your aims, ideas for activities, and where you see the group heading. We aim to work with Shared Interest Groups (SIGs) that can show their viability over time in order to facilitate collaboration between alumni and student groups, as well as ensure that their mission does not substantially overlap with what other alumni are doing.
In summary, setting up a SIG involves:
- Arranging a conversation with Yale-NUS Alumni Affairs to talk about your idea
- Filling in the application form
- Submitting the completed application form during one of the two application cycles this year (April-May, and October-November 2022).
Ideally you should already have a detailed mission, vision, strategic plan, and constitution before submitting your application – but if you do not, that is fine. Part of the reason we encourage you to start a conversation with Yale-NUS Alumni Affairs is so that we can discuss some of these elements with you, to help you formulate your idea and assess its feasibility within the SIG framework. We also believe that the training that will be provided to your SIG’s Executive Committee (EXCO) will help you shape your mission, vision, strategic plan, and constitution.
More detailed instructions about the application process can be found here. Before starting the application process, please read the following information to understand the scope and structure of a SIG.
Scope
We imagine there are an unlimited array of themes our creative and passionate Yale-NUS alumni could seek to propose. In general, single events (a talk or panel discussion, or a stand-alone conference) or ones that have a natural endpoint (such as a year-long celebration of some topic) would not fall under the category of a SIG. Alums wishing to undertake those sorts of activities should be in touch with Alumni Affairs.
Please note that SIGs cannot engage in political activity, and cannot be recognised if they are based on common race, religion, or political affiliation.
Naming
All rights, title, interests in and to all Yale-NUS College related trademarks, logos, word marks, designs, mascots, and names (including the Yale-NUS word mark, Halcyon image, and the Sash design) are protected and may not be used without the explicit, written permission of the College. Groups may not use the terms “Yale-NUS” or “Yale-NUS Alumni” as the name or partial name for an organisation or collective without permission.
Alumni groups that wish to apply for SIG recognition may be permitted to use such terms after conferring with Alumni Affairs and submitting the necessary documents in the application.
Requirements
A Yale-NUS SIG is required to have the following elements:
Mission Statement
What is the group’s intended purpose? What need of the alumni community or Yale-NUS is it trying to meet?
Constitution
Each SIG should have a constitution or set of operating procedures that states why the group exists, which constituency is being represented, who benefits from the work of the group, and how the group functions. This should also define the leadership positions and responsibilities, rules for leadership selection and succession, how it manages finances, etc.
SIGs will have an opportunity to refine and develop their constitution, when they attend their board training sessions following their application cycle. The SIG’s EXCO can attend one of the two board training sessions held each year.
Strategic Plan
SIGs should develop a two- to three-year plan outlining the activities the group hopes to undertake, as well as the kind of help and support the group needs to achieve its goals. The strategic plan should also discuss how the SIG might envision operating after 2025 when the College ends its operations.
SIGs will have an opportunity to refine and develop their strategic plan, when they attend their board training sessions following their application cycle. The SIG’s EXCO can attend one of the two board training sessions held each year.
Leadership
Each SIG must minimally have the following office holders:
- Chair or President. This is the main point of contact for the SIG. Their name will be listed on Yale-NUS collateral including websites as the contact person.
- Vice-Chair or Vice President. Supports the Chair or President and serves in an acting capacity in their absence. In the event that the Chair or President steps down, this person will automatically assume the role until the next Annual General Meeting (AGM).
- Secretary. Prepares meeting agendas, maintains a record of proceedings at meetings and distributes meeting notes to committee members, maintains SIG database, and prepares updates and reports for the Chair to submit to Alumni Affairs.
- Treasurer. Responsible for all the SIG’s money matters and keeps an accurate record of all income and expenditure, as well as liaises with Alumni Affairs on any reimbursement matters. The Treasurer also must provide bank account details to allow the College to reimburse the SIG. Click here for more information about the reimbursement process.
Additionally, the SIG leadership must include an ex officio representative from the College. The Yale-NUS Vice President for Engagement or another named representative of the College is an ex officio member of SIG leadership teams.
Large SIGs can also consider having other leadership roles in the EXCO; for example: Director of Communications, Director of Events, etc.
We recommend that all EXCO members be elected for a term of two years, with elections taking place at the AGM.
Membership
In order to demonstrate viability and sustainability, a critical mass of committed members is necessary. A minimum of 25 alumni, based in Singapore and abroad, should ideally be identified when applying for a new SIG. If that seems overly ambitious before any activities have taken place, talk to Alumni Affairs about strategies for attracting members and how we can help.
Current Yale-NUS students are welcome to join a SIG as associate members, advancing to full members upon graduation. As students, they will be without voting rights, may not be part of the EXCO, and are not counted towards the minimum number of alumni needed to establish a SIG.
Annual General Meeting (AGM)
SIGs should organise an Annual General Meeting (AGM) each year in November to review their activities over the past calendar year and plan their programme for the following calendar year. If necessary, SIGs should also use the AGM to elect their new EXCO members.
If the SIG is holding an election in that year, nominations for elections should be called at least six weeks prior to the election (i.e. in September that year). Further nominations may be made from the floor at the AGM. Yale-NUS Alumni Affairs may identify active alumni to take on leadership roles in order to ensure the sustainability of the group.
Annual Reports
Following the AGM, SIGs are required to submit a short annual report to Alumni Affairs in December. The report should include:
- An update of the SIG’s EXCO members (if applicable)
- An overview of activities over the past calendar year
- An overview of goals achieved over the past calendar year
- An overview of financial statements over the past calendar year
- A list of current membership
- An overview of planned activities for the following calendar year
- An overview of planned budget for the following calendar year
Submitting an Annual Report is necessary for a SIG to be eligible for continued recognition.
Activities
Alumni Affairs encourages SIGs to carry out a wide range of activities for diverse participants; for example:
- Public talks, especially those featuring Yale-NUS faculty members or distinguished speakers
- Events that help connect alumni and students, such as career talks, presentations to student organisations, networking events
- Volunteer work in their communities
- Taking part in alumni mentorship or mentoring programmes
- Professional development activities for group members
- Activities during alumni reunions and other get-togethers
SIGs must follow the College’s Invitation Protocol and Visitors Guidelines and seek a consultation with Alumni Affairs when hosting dignitaries to speak at a SIG event.
SIGs should hold a minimum of two alumni events per year, with one focused at least partly on the Yale-NUS undergraduate community. Groups should work to ensure that a significant number of attendees at physical events are members of the Yale-NUS community of alumni, faculty, staff, students, or parents and families.
Sustaining a SIG
We encourage SIGs to be proactive in seeking out and engaging alumni who share the same background or interests, and inviting them to join as members. The Yale-NUS Alumni Affairs team can assist with identifying potential alumni, as well as announcing the formation of new groups in Wingspan (the alumni newsletter) and on the Yale-NUS Alumni LinkedIn group. Group leaders are encouraged to work with relevant Yale-NUS student organisations and welcome students as members upon graduation. SIGs should consider setting up private groups on social media (e.g. Facebook, Telegram, or WhatsApp) to facilitate communication; some SIGs may wish to set up a dedicated website.
Yale-NUS SIGs are strongly encouraged to familiarise themselves with relevant and related alumni groups at our founding institutions and look for opportunities for synergies.
Benefits and Support
Alumni Affairs can offer SIGs the following support:
- Publicity: Alumni Affairs can help SIGs publicise their events through the Yale-NUS Alumni LinkedIn group, alumni newsletter and other channels.
- Funding: Alumni Affairs may provide each eligible SIG up to S$1,500 each year to offset the cost of holding events, carrying out group activities, or establishing an online presence (such as the annual cost for hosting a website), or other forms of outreach. Once approved, funding will be disbursed on a reimbursement basis upon submission of relevant receipts and supporting documents. Click here for reimbursement guidelines and process.
- Zoom Access: Alumni Affairs may offer SIGs access to its Zoom platform to facilitate the organisation of virtual events. Access will be granted on a case-by-case basis, and will be dependent on the purpose and nature of the event.
- Professional Development: Alumni Affairs, in conjunction with the Yale-NUS Development Office, will provide training for the EXCOs of SIGs, focusing on mission, vision, strategic planning, governance, fundraising, and pitching.
SIGs receiving support for events should acknowledge Alumni Affairs and the College on event publicity materials and collaterals. These publicity and event materials should be sent to Alumni Affairs at least five to seven working days before publication or distribution to ensure proper use of the College’s wordmark and/or mascot.
Annual Review
SIGs are subject to an annual review by Alumni Affairs to evaluate the previous year’s activities, review plans for the coming year, assess the continuing relevance and sustainability of the group, and ensure that the group remains in good standing.
At any point in time, Alumni Affairs reserves the right to:
- Ask for adjustments or changes to re-align with the College’s mission and goals
- Withdraw recognition of the SIG
- Withdraw any permission for the use of Yale-NUS name, trademarks and/or use of any collaterals
