Terms of reference

Terms of reference

1. The Alumni Advisory Board acts to provide a strategic framework to support the work of Development and Alumni Relations in engaging with the global alumni network of Cambridge. Members of the Alumni Advisory Board will use their best efforts to represent the interests of the University and Colleges where appropriate and possible.

2. The Board provides advice on an extensive range of matters that are of interest to alumni, and support the strategic objectives of Development and Alumni Relations. It acts as an advisor to Development and Alumni Relations and is not involved in the day to day management.

3. In helping to devise strategy, the Board will serve to further consolidate the good working relations between the Colleges and the University departments.

4. Chair

The Chair of the AAB will be an alumnus/a and will be an existing member of the Board. Alumni Advisory Board members will be consulted for suggested candidates during the initial stages of recruitment. The Nominations Committee will review these suggestions and inform the AAB of the preferred choice, before final approval is made by the Board. The Deputy Chair – Alumni will normally take the Chair, if the Chair is absent.

5. Ex-Officio Chair

The Vice-Chancellor will take the role of Ex-Officio Chair, will attend Board meetings and provide an update on University business.

6. Membership

6.1 The Board will be composed to reflect the breadth of skills and experience of the alumni population.
6.2 Up to 18 members are appointed. Of the 18 members:

  • Two members will be a Head of House
  • Two members will be a Deputy Chair
  • The 'Deputy Chair – Collegiate Cambridge' will be a Head of House
  • The 'Deputy Chair – Alumni' will be an alumnus/a
  • One member will be the Student Union President

7. Terms of Service

Members will serve on the Board for a period of three years. No member shall serve more than two consecutive terms.

8. AAB Board Meetings

8.1 Arrangements for meetings
8.1.1 Meetings will be held twice a year, once in London in January and once in Cambridge in July.
8.1.2 Further meetings may be convened, if deemed necessary, by the Board.
8.2 Attendance at meetings
8.2.1 Board members are expected to attend all Board meetings in person. Where this is not possible alternative arrangement should be made to attend via conferencing facilities.
8.2.2 Board meetings will be attended by the Executive Director of Development and Alumni Relations and/or the Chief Operating Officer, and the Head of Alumni and Supporter Relations.
8.2.3 Other University Officers may be invited to attend meetings where relevant to the agenda.

9. Agenda and Papers

9.1 Development and Alumni Relations will provide administrative support for the Board and will distribute the agenda and papers three weeks in advance of each meeting.
9.2 The Head of Alumni and Supporter Relations will submit a Report on Development and Alumni Relations activities to the Board.

10. Steering Committee

10.1 The Steering Committee provides alumni views and strategic guidance between main Alumni Advisory Board meetings, ensuring that the driving force behind the Board is alumni-led.
10.2 The Chair of the Steering Committee will be the Deputy Chair – Alumni on the AAB, or an alumni member of the Board.
10.3 Steering Committee members will be selected by the Nominations Committee. They will be members of the Alumni Advisory Board and will continue to serve on the Board.

11. Nominations Committee

11.1 The Nominations Committee is responsible for reviewing and appointing new members to the Alumni Advisory Board and affiliated Steering Committee.
11.2 Members will be appointed based on the areas of skills and expertise they can bring to the Board. When appointing members the Nominations Committee will strive for a balance of representation (e.g. geographic location, gender, College, matriculation year, subject studied etc.).
11.3 Development and Alumni Relations, in consultation with Board members, will identify possible candidates to be reviewed by the Nominations Committee.
11.4 The Nominations Committee will consist of:

  • Deputy Chair – Collegiate Cambridge (Chair)
  • Chair of the Alumni Advisory Board
  • Chair of the Networks and Volunteers Working Group
  • Chair of the Communications Working Group
  • Deputy Chair - Alumni, or a member of the Alumni Advisory Board as appropriate

12. Working Groups

12.1 Working Groups support the Alumni Advisory Board and Development and Alumni Relations.
12.2 The Communications Working Group offers guidance to Development and Alumni Relations specifically on alumni, supporter and donor communications.
12.3 The Networks and Volunteers Working Group Offers guidance to Development and Alumni Relations on volunteer engagement with specific focus on the network of Alumni Groups and volunteer recognition.
12.4 In addition, ad hoc Working Groups may be set up at the instigation of the Board, or its affiliated groups, in order to promote the Board’s aims. This may include Working Groups representing varied interests and affiliations, for example sport, drama, career development, etc.
12.5 The Chairs of the Working Groups are selected from the members of the Alumni Advisory Board and will also continue to serve on the Board.

13. Terms of Reference

The terms of reference will be reviewed periodically.