Group handbook

Welcome to the University of Oxford Alumni Group Network, and thank you for taking the time to be part of the University’s largest person-to-person volunteer programme.

With approximately 170 groups around the world, serving a network of nearly 400,000 alumni, you have the potential to make a tangible impact on the lives of Oxonians all over the globe.

The groups are an invaluable source of support to the University and are run by people like you, the alumni volunteers who give their time and skills generously. We are hugely grateful for your ongoing efforts and support. The Alumni Networks team regularly updates an online map of alumni groups and we encourage you to contact each other, to share your ideas and seek advice.

Alumni groups act as regional ambassadors and trusted advocates for the University. They also support current and prospective students and help to keep Oxonians connected to the University and to each other, wherever they reside or through shared interests. You, as a volunteer, are in unique position to showcase the University of Oxford to your local community. The Networks Team is here to support you and we provide a range of services and support to help sustain and promote alumni groups we are happy to answer any questions that you may have.

Please don’t hesitate to get in touch.

The Networks team, University of Oxford Development and Alumni Engagement

Handbook contents

Expand all

Purpose

Each alumni group shares central aims and objectives but operates autonomously from the University. The aims and objectives include:

Providing opportunities for alumni to engage with the University and to remain connected with each other;
Arranging relevant activities on behalf of alumni within their respective regions, providing opportunities for alumni to network, socialise and offer their skills and expertise for the benefit of the University and other alumni;
Informing alumni about activities at the University and serving as a channel of communications between alumni and the University;
Where possible, engaging in activities that benefit current and/or prospective students of the University (i.e., freshers’ events, schools’ outreach, creation of student bursaries, or career mentoring).

Each alumni group is run by volunteers who form an active organising committee. As a minimum this should include a President/Chair, Secretary and Treasurer. Some groups have a range of additional positions including Membership, Events, Publicity and IT officers. All President/Chairs must have matriculated at the University of Oxford and it is expected that committee members will be resident in the named location for at least 9 out of 12 months in a year (exceptions made for Special Interest Groups). For more information on alumni group committees, see Committee Structures.

Recognition

The formal relationship between an alumni group and the University is established through approval by the Alumni Office and the signing an Alumni Group Recognition Agreement. A copy of the current edition of this agreement is available from the Alumni Office’s Networks Team upon request.
If you are new to an alumni group committee or you are considering starting a new group, then the information contained within this online handbook will provides details of roles and responsibilities, as well as useful resources and advice.
Responsibilities (a full list can be found in the Alumni Group Recognition Agreement)

An Oxford alumni group should aim to fulfil the following core responsibilities:

Adhere to the guidelines set out in the Alumni Group Recognition Agreement.
Adhere to the University’s branding guidelines (see Oxford Alumni Network Logo Guidelines).
Organise a minimum of two events per year.
Contribute to the termly ‘Your Networks News’ e-newsletter sent to all alumni group representatives.
Actively encourage new members and welcome all alumni and their guests, without discrimination or prejudice.
Communicate with the Alumni Office – sharing details of planned events and reporting, at least annually, on activities by completing the Update Survey and including the Networks Team in the group’s mailing list.
Be financially self-sustaining.
Promote the positive image of the University of Oxford at a local and regional level.

All Oxford alumni groups must be self-financing. How this is achieved is left to the discretion of each group. Some groups charge an annual membership fee, while others charge a one-off joining fee or add a discretionary amount to the price of tickets for events.
In all cases we strongly advise that each committee includes a Treasurer. Their responsibilities should include keeping a basic written record of income and expenditure, together with a balance sheet. They should also present the group’s accounts to a group meeting on an annual basis. See more on the role of the Treasurer in the Alumni Group Committee Structures insert.

Financial support

The Alumni Networks team is able to provide some financial support to groups each year. For example we may be able to reimburse speakers for travel expenses to alumni group events or provide a subsidy for ticket prices to help attract more recent alumni to your events. We will also consider supporting infrastructure / governance requests such as web editors or event ticketing platform costs. To be eligible for financial support a group must have:

Signed the Alumni Group Recognition Agreement
Recently completed the Update Survey
Included the Networks team on their email distribution list
Alumni groups should have their own bank account or the Networks team should be able to pay a supplier directly

It is also important that all requests for finance are discussed with the Networks team in advance. Unfortunately any expenses that have not been agreed will be rejected.

Once the expenses have been agreed, the Networks team will guide the group through the process for payment/receiving funds. Email the team for more information.

Membership fees

If you are considering charging a group membership fee, then a number of factors need to be taken into account. Membership fees could cover some, or all of the following costs:

Guest speaker expenses (travel, accommodation, subsistence).
Subsidising event tickets for current students or recent graduates.
A contribution to any bursary or award scheme that the group may wish to establish.

The Alumni Office recommends that you make clear to your members how membership fees are used, as well as any benefits associated with becoming a paid member of a group. For example, paid members may have the opportunity to vote at the group’s AGM or be eligible for discounted tickets to events.

Income from events

A group’s events programme should generally work on a break-even basis, which would mean pricing the tickets at cost price. However, the group may decided to subsidise particular events, which would require the price of other events to be slightly above cost price. In general, costs should be kept at a reasonable level to make events accessible and encourage attendance.

Bank accounts

It is advisable for alumni groups to have a bank account in the name of the group. We realise this is not always possible for international groups. We also advise having two signatories for the group bank account.

Budgeting and reporting

The following are examples of financial good practice:

Consider the full calendar year when developing the group’s budget. It may be that some events can be part-subsidised, whereas other should aim to make a small profit to compensate.
Estimate likely income based on projected ticket prices (taking into account income from the previous year, where possible).
Regularly monitor income against expenditure.
Reconcile the group’s accounts as soon after each event as possible.
Estimate expenses as accurately as possible based on received quotes.

Insurance

The University recommends that alumni groups obtain appropriate insurance for their activities. The University’s insurances do not cover alumni group activities or officers, or members of group committees. The University arranges its insurance through Zurich Insurance, who would be happy to hear from UK-based groups should they require cover, however this should not be taken as an endorsement of Zurich Insurance by the University. The University cannot advise in relation to insurance needs, or the merits of particular insurers or insurance policies. Accordingly, alumni groups are asked to seek their own advice.

Alumni groups should also carry out risk assessments before any events and make sure that event attendees are aware of any on-site risks. Groups should request allergy and accessibility information from participants in advance to enable to event to run safely. This (and all) data should be held securely. See the Data Protection page for more information.

The Alumni Networks team can facilitate email recruitment drives for all groups and pay for postal mailings for regional UK groups. A membership drive will promote activities and events to alumni who are new to the area and can also help to re-engage current members.

A mass membership drive should ideally be focused around a particular event or series of events. Including an invitation to an event when you initially reach out to potential new members is more likely to engage the recipients and encourage involvement in the group.

The process for a recruitment mailing is as follows:

Contact the Networks team as soon as you think you would like a mailing. Ideally we aim to send the message 6-8 weeks before the event date, so the more notice the team has, the more likely we’ll be able to support the mailing.
Together with the Networks team, define the geographical area being targeted. The Networks team will decide whether a postal mailing (for UK groups) or email-shot would be the most effective communication.
Content will be approved internally before being submitted to the group for viewing.
Responses will be delivered directly to the group and must be managed in a secure manner, in compliance with local data protection regulations.

Requirements and recommendations for postal and electronic communications

All communication to Oxford alumni will abide by UK law (regardless of the country of origin of the group or the intended recipients) including GDPR, as well as the requirements from the University's Development and Alumni Relations System (DARS).

These requirements are intended to:

Make clear how a recipient’s data are collected, stored and used by the University, and by the group
Provide a simple and transparent mechanism for recipients to opt-out from future communications of this type

For more information on how to comply with data protection regulations please read the Data Protection for Alumni Groups section. The Networks Team can provide draft Privacy Notice templates for alumni groups.

Other ways to recruit new members

Appoint a Membership Officer who is responsible for recruiting and retaining group members
Consider the correlation between the demographics of the committee and the alumni in the area. The Alumni Office can provide area demographics on request.
Ensure your events calendar is varied, in order to engage a diverse range of alumni.
Publicise all forthcoming events during all group activities.
Announce alumni group events in local news and social media channels. Recommend to your membership that they promote the group through their own channels. Ensure all new members are warmly welcomed and integrated into group events.
Introduce ‘New Oxford Student’ events into the annual calendar. These people are the next generation of alumni and group members. For more information on NOS events read the A Guide to Alumni Group Events insert.
If your event is out of term time, the Alumni Office may be able to promote it to current students.

A busy events programme can help strengthen a group’s membership by retaining existing members and attracting new ones. It should be varied in order to appeal to different ages, interests and affiliations. Below we have listed some ideas for types of events that your group might wish to organise.

Academic events

For many groups, a lecture or presentation by an Oxford academic or senior member of staff is the highlight of their event calendar. Speaker events provide a wonderful opportunity to strengthen alumni connections to the University and provide an enjoyable and informative learning experience. Details on researching and identifying speakers are included at the end of this document. The Alumni Networks team will endeavour to let groups know if academics are visiting their area.

New Oxford Student events

These events are seen as a strategic priority for the alumni groups and the Networks team helps to promote the events directly to the incoming students. Hosting a an informal send-off party for students from the local area who have been offered a place at Oxford provides an opportunity for the students to meet each other prior to beginning their studies and it’s also a great way to encourage early engagement in the group. Look out for the email in early Spring which sets out the process and deadlines!

Cultural events

Trips to local museums, historic houses, gardens, theatres and art galleries followed by a social gathering at a nearby café, restaurant or pub, are often very popular events. Oxford College choirs quite often tour abroad during vacations, so it may be possible for international alumni groups to arrange an event around one of their performances.

Professional networking events

Networking events aimed at encouraging members to find out more about the careers and experiences of fellow alumni are particularly attractive to recent graduates and younger alumni. They can be formal with a speaker or theme, or informal over a meal or drinks.

Family events

Family picnics, visits to the local zoo or attending a show, or child-friendly museum are a particularly good way of getting younger alumni who have busy lives and young families involved in your group. Please consider any safe-guarding issues and make sure the accompanying adult is aware that they have full responsibility for the child during the event.

Social events

Purely social gatherings such as drinks parties, dinners, sports events (such as the Boat Race) or events around a significant date are popular. If there’s a local alumni-owned bar or restaurant that you can use – even better!

Schools’ outreach events

Some groups are actively involved in outreach activities with schools in their local area. The aim of outreach activities is to encourage applications to Oxford and to address any questions and concerns from teachers and students alike.

We ask that before taking any direct outreach activity with locals schools, that groups and their members seek guidance from the Networks Team.

Collaborative events

Organising an event in collaboration with another alumni group can boost attendance and halve the workload. Suggestions include events with other Oxford or Cambridge alumni groups, Business School groups or alumni groups from other institutions in your local area.

Researching and identifying speakers

Many alumni groups ask for assistance in finding academic speakers. The Alumni Office is happy to advise on potential speakers for alumni group events.

Listed below are some potentially useful sources of information. These should provide a good starting point for your research.

The University website. See the link to the Divisions and Departments
The University’s ‘Find an Expert’ service
The Oxford Science Blog
The Oxford Arts Blog
Alumni news and features
Oxford Impacts – a set of case studies and films showcasing academic research across a range of subject areas
Museums and libraries – The University’s museums and the Bodleian Library have provided speakers for a number of alumni group events
Department for Continuing Education – view academic and research profiles
Contact the Alumni Office at your respective college to ask them if there is anyone they could recommend

To successfully manage an alumni event, especially a high-profile one, there are a number of steps that the Alumni Office would recommend that event organisers follow. The list below is intended to help support groups and provide some suggestions for good practice.

The timescales involved in planning each event will vary according to the scale of the event. Some major events need to be planned at least a year in advance, while others may only require a few weeks’ preparation. It is always advisable to start your event planning as early as possible.

Key considerations

The aims of the event.
The event date, time, venue, and catering requirements.
Key roles and responsibilities including the lead organiser and named volunteers.
Arranging a speaker (if applicable).
Working out the cost and ticket price for group members.
Publicity, marketing and invites.
How guests will book for the event
Additional requirements, such as audio-visual equipment or accessible facilities.
Risk assessments – include any plans for vulnerable adults and the safeguarding of children.
Preparing any badges or guest lists.
Preparing a table plan, if required.
Post-event follow-up (for example, thank you notes to speakers and volunteers).

It is recommended that members are given at least six weeks notice for any event. Alumni groups often find it useful to hold an annual planning meeting to determine the events programme for the year. This can then be circulated to members once dates have been confirmed.

Suggested timeline

3 – 6 months before the event

Determine the goal of the event e.g: celebrating a special occasion, enabling alumni to connect with Oxford faculty or assisting freshers to meet alumni or students from the local area.
Draft a timeline for key tasks and deadlines.
Prepare an event budget and spreadsheet to keep track of spending.
Research possible venues, taking into account considerations such as availability, capacity, accessibility, costs, layout and transport links.
Agree a suitable venue and date.
Develop the timings for the event.
Identify and approach a suitable speaker, if required (please see A Guide to Alumni Group Events insert).
Review, sign and return the venue contract (if required).
Determine the cost of the event for attendees.
Circulate a save the date notification to members.

2 – 3 months before the event

Notify the Alumni Office of the event to see if we can assist with publicising it, via social media sites, and/or by making it part of a mailing recruitment drive (see the Membership Recruitment insert).
Promote the event on the group’s website and via social media channels.
Identify and invite any relevant VIPs.
Send out invitations (email and/or postal) and set up an event registration facility (if applicable).
Monitor replies.
For a speaker event, request details regarding the lecture title, speaker biography and possibly a short abstract to help market the event.
Check on room layout and accessibility issues.
Complete a risk assessment if required for the venue.
Contact speaker to determine any audio-visual needs, as well as confirming transport and accommodation if necessary.
Arrange an audio visual technician to be present, if applicable.
Investigate catering options, including menu (with dietary options) and drinks selection.
Book entertainment and submit deposit, if needed.
Consider room decoration, such as any flowers or banners etc.

4 – 6 weeks before the event

Finalise the menu and other catering decisions.
Reserve parking at venue and check details for disabled parking.
Undertake a first draft of the running order for the event (e.g. times for arrival, set-up, registration, drinks, guest lecture, dinner, thanks from the Chair and departure).
Send an email reminder to members and other guests.
Continue to collect attendee names.
Identify volunteers to help on the day.

1 – 2 weeks before the event

Send a final email reminder to members, including a request for any accessibility or dietary issues.
Chase any outstanding payments from guests.
Confirm volunteer assignments and roles.
Finalise arrangements with the speaker (if applicable).
Finalise attendee list.
Produce name badges if required.
Create any signage required (registration, directional).
Produce table plan (if applicable) and send to venue.
Contact venue/caterer with final numbers.
Arrange for delivery of any materials to the venue.
Finalise the running order.
Develop a post-event survey, if appropriate.

On the day

Arrive early with other committee members/ key volunteers.
Circulate contact list with mobile numbers to all staff/ volunteers (seek permission from all those on the list).
Meet venue contact and undertake final room checks.
Test audio-visual equipment and meet technician, if applicable.
Meet musicians/other entertainment, if applicable.
Organise registration area and name badges.
Put up signage.
Relax and enjoy your event!

After the event

Draft and send thank you letter to the speaker, chair and any VIP guests, if applicable.
Send evaluation survey and collect feedback.
Ask speakers to submit expenses claim form.

Every alumni group is reliant on the commitment and hard work of its volunteer organising committee. The President or Chair must be a matriculated alumnus of the University. Committees members can be matriculated alumni, associate alumni or those with a strong proven connection to the University of Oxford. In the case of joint Oxford and Cambridge groups, at least one committee member should have matriculated at Oxford. It is expected that committee members will be resident in the named location for at least 9 out of 12 months in a year (exceptions made for Special Interest Groups).

Where possible, committees should meet at regular intervals to discuss their events programme, future plans and finances.

Volunteer roles

Having a number of volunteers on the committee is usually vital to the success and longevity of the alumni group. Some of our most active groups are run by committees comprising alumni representing different ages, colleges, subject areas and interests, as this helps ensure activities are varied and appeal to a wide range of alumni.

Committee structures may vary, but the Alumni Office’s recommendation is for a minimum of three committee members: a Chair, a Secretary and a Treasurer. Additional committee roles can be included and we have outlined some suggestions and role descriptions below. Please note, these are intended as a guide only, since committee structures usually evolve according to the profile of the group’s membership.

President / Chair

Organises all committee meetings, including setting dates and agendas.
Assists the Secretary in arranging events and activities.
Oversees officer transitions within the committee.
If appropriate, acts as the host at alumni group events.
Completes the Update Survey

Secretary

Takes and circulates minutes of group meetings if required.
Securely maintains contact details for the membership base, in line with relevant laws (please see the Data Protection for Alumni Groups insert for more information).
Maintains contact with the University’s Alumni Office to coordinate recruitment drives aimed at securing or growing membership, and to inform the Office of group events and activities.

Treasurer

Oversees the alumni group’s income and expenditure and, where applicable, maintains the group’s bank account.
If the group has an annual subscription, collects and records this.
Reports on the financial position of the group to each committee meeting and at the Annual General Meeting.
Works with the Secretary on pricing for each event and activity.
Where applicable and if pre-agreed by the Alumni Office, oversees reimbursements to speakers for travel expenses.
Arranges any necessary reimbursements to committee members for activities undertaken on behalf of the group.

Other volunteer roles

The following roles are optional and may only be appropriate for alumni groups with a particularly large and diverse membership.

Events Officer

Working with the Secretary, assumes responsibility for planning and finalizing events.

Membership Co-ordinator

Develops the membership of the group through regular membership drives and support the Secretary with maintaining the secure membership list.

Outreach Officer

Works in conjunction with the Networks Team and Undergraduate Admissions Office to organise schools’ outreach activities in the area.

Web and Social Media Officer

Maintains the group’s website and social media presence.
Publicises group events through online forums.

Terms of Office

Committee elections usually take place at the group’s AGM and it is our advice, that new appointments are staggered, where possible, to ensure an element of continuity and experience within the organising committee.

The election of committee members must be reported promptly to the Networks Team.

We recommend that the groups discuss succession planning and that Terms of Office are laid out in the group's constitution.

Formal relationship with the University

The University relies on alumni groups to consistently act in the best interests of the University as ambassadors and advocates for Oxford. The University bears no responsibility for the financing of alumni groups and retains the sole discretion, at all times, to close a group, or require the exclusion of a committee member should he or she act in a way that could be construed as prejudicial to the University.

The information on this page is to help official alumni groups of the University, to manage the data they hold for alumni in a secure, fair and transparent manner, as required by relevant data protection law.

The EU General Data Protection Regulation came into effect on the 25th May 2018. It is an EU regulation that affects all organisations (whether they are inside or outside of the EU) that hold and process EU citizens’ data. After the UK left the EU, the UK General Data Protection Regulation came into force on 1 January 2021.

Only hold data that is essential. If you really need to share any of it, keep it to an absolute minimum. While you are holding the data, keep it safe and secure. And when you no longer need it, delete it.

Data Privacy Notice – or data protection statement, privacy policy

Your group needs to create a Data Privacy Notice, which should accurately reflect what personal data you store, why you hold it and how you use it. It should also explain why and when you would share data with third parties (for example, dietary requirements with a dinner venue).

The University’s Privacy Notice for alumni and supporters may help you write your own. The Networks Team may also be able to provide you with a draft template.

You must also share your Privacy Notice with your members/mailing list, and it should also be attached to any communications sent to the mailing list, whether they are by email or post.

The key principles of data processing under GDPR

1. Lawful

You will need to have a basis for processing information. These include consent, contract, legal obligation, vital interests, public task and legitimate interest. Most of your group activities will fall under:

Consent – the individual has told you that you can process their information. For some activities, such as email communications or holding sensitive information, consent will likely be the appropriate basis for processing.
Contract – such as event registration and processing of information for purposes of running an event or membership services.
Legitimate interest – holding onto information that is relevant to the purposes of your organisation. This cannot be intrusive or excessive.

2. Purpose

Your purpose (what are you doing with the information) and the type of information you hold will help you to define what lawful basis you have.

3. Minimal data

Only hold what is needed.

4. Accuracy

Keep your records accurate and up to date. Make any updates and amendments to your data as soon as is possible – the legal requirement is one month.

5. Storage

Only keep the data for as long as is necessary. For example, when an event is over, delete the information that you have no need to retain for reuse. Don’t hold on to information ‘just in case’.

6. Security

Who can access the data and why? Where is it stored? Make sure the data you hold is encrypted and secure (for example, have passwords on documents containing personal data).

7. Accountability

Besides the principles, think about your documentation. If anyone asks you how you got their data, and what you do with it, what would your answer be? – and if you were at the receiving end of that answer, would you be happy with it?

The Networks Team / Alumni Office cannot offer you legal advice on how you hold your data or comply with GDPR, but if you have any questions, we will endeavour to answer them as far as we can. Please email us with any questions at: [email protected].

Electronic direct marketing and GDPR

Electronic direct marketing includes any communication sent to promote the ideals of an organisation, such as event invitations, offers and benefits. Communications sent by email, text, social media or telephone, fall under new GDPR legislation, which means that you should hold consent to contact the alumni on your mailing list. Consent is an affirmative action of opting-in. Silence, pre-filled tick boxes and inactivity do not count as consent.

Mailing lists and GDPR

1. Creating a mailing list

The Alumni Office sends regular recruitment mailings for all groups, where alumni in your area are asked to contact you directly to opt-in to your lists.
Any groups still holding a mailing list that was given to them by the Alumni Office (pre 2017) should by now have deleted this list and only make use of their own ‘opt-in’ list. If you have any queries about which list you are using then we would suggest cleaning your data by removing any alumni that you do not have evidence of direct contact with (i.e. attendance at an event, or email asking to be involved in the group).

2. Storing your list

All lists should be stored securely in password protected documents or on encrypted discs.
Lists must not be shared outside your group leader / committee and should only be used for the purposes of communicating about your group’s activities.

3. Sharing data with the Alumni Office

It is not permitted for groups to share any contact detail updates with the University without first obtaining the consent of the individual concerned and with the relevant agreement in place.

Many groups will be based in countries subject to GDPR and will be able to refer to guidance from their own regulator, (their equivalent of the Information Commissioner, which covers the UK). We strongly encourage that you do so.

We have also listed below some ways that will help ensure data is used securely:

Only hold essential information: In practice this is likely to be first name (for salutation) and email address.
Ensure your data is kept up to date and that any unsubscribes are honoured.
Ensure that your password is secure and you do not share your log on details.
If moving to another system ensure that all data is deleted from the current system that you use.

Events best practice for GDPR

Event registration

Events can be a great opportunity to add people to your mailing list and we would encourage you to always have sign-up sheets at your events. However, always ensure that you are clear what you will use this information for and don’t assume that you can use your event registration list as a ready-made mailing list.
Be aware of what information you are asking your guests for and only ask for the information you really need. For example, if you are not serving food there is no need to ask for dietary requirements.

Attendee lists

If you plan on having an attendee list at your event, make sure you’ve asked permission to include people’s data and told them exactly what you plan to share. Members can only give permission to share their own data, not that of their guest.
At an event, keep paper attendee lists in a secure place where a member of the public couldn’t simply pick one up.
Only keep personal information for as long as is reasonably necessary and have a schedule for deletion or anonymisation of data.

Sharing information with suppliers

It is always best practice to have a contract with your supplier (venue, caterer, etc.) that refers to data privacy.
Information that is required in order to run your event can usually be shared. Dietary requests are essential for caterers, as are full guest lists when venues have security responsibilities. However, if your venue only needs to know how many people are attending, only give them a number. If in doubt, share as little information as possible.

Photography

You must let the audience know if you are planning to take photos or film any part of your event. This can be done within the event joining instructions and we suggest you put signs up on the day. Guests must be given the option of opting-out. Any photos or films that are to be used in publicity, must have the consent from all included.

Many alumni groups maintain an online presence, whether through an independently hosted website, a Facebook, WhatsApp or LinkedIn group/page, or a combination of platforms. A current and well-maintained online presence supports core group functions by helping to:

Attract new members
Keep existing members informed and engaged
Promote upcoming events
Streamline the work of the volunteer committee

Ensure that at least one committee member has the time and capability to maintain your chosen platform(s), and identify a successor to ensure continuity when responsibilities change.

As a minimum, your online presence should provide:

A clear introduction to the group
Details of forthcoming events and how to book
A straightforward way to join the group

Your pin on the Regional Map should also be kept up to date with links to your website or social media pages, enabling alumni to find and connect with your group easily.

Independent websites

If your group chooses to create and maintain an independent website, the following features are recommended to support effective management and member engagement:

Membership Management

An automated “Join the Group” form to streamline registration
A facility for members to update their personal details and communication preferences

Events and Activities

An online booking system to enable straightforward event registration

Community Engagement

Discussion boards or forums to encourage networking among members; and/or
Clear links to your group’s social media channels

Payments

A secure, reputable payment provider for collecting membership fees or event payments
A clear disclaimer when directing users to any external payment platform, stating that it is not associated with or endorsed by the University of Oxford

Important Notice

Alumni groups recognised by the University operate independently. The Alumni Networks team cannot take responsibility for content or activities hosted on independently maintained websites. The University does not monitor, approve, or manage these sites, and will only intervene in exceptional circumstances — for example, where material could reasonably be perceived as damaging to the University’s reputation.

All independent alumni group websites must include the following statement prominently on the homepage:

[Group Name] is an autonomous group for alumni of the University of Oxford [living in ‘x’ / with an interest in ‘y’, etc.] and operates independently of the University. Responsibility for this website and all activities associated with it rests entirely with the group and its organising committee. This website is not maintained, monitored, or in any way under the control of the University of Oxford.

Logo and images

When creating or updating your alumni group’s website or online presence, please ensure that all visual materials are consistent with your group’s branding.

Logo Use
Please refer to the Oxford Alumni Network Logo Guidelines for full details on how to use the approved alumni group logo online. This ensures a consistent and recognisable identity across all alumni communications.

Images and Photography
The University’s online picture library contains over 1,500 high-quality images showcasing the collegiate University. Alumni groups are welcome to use these for their websites and digital materials. To request access to the picture library, please contact the Alumni Networks team in the first instance.

Social Media Presence

Many alumni groups use social media to expand their reach, share updates, and maintain regular engagement with their members. Platforms such as Facebook, X (formerly Twitter), LinkedIn, and WhatsApp can support both community-building and event promotion. Availability varies by region, so groups should choose the platforms most appropriate for their context.

WhatsApp Communities

WhatsApp Communities enable related alumni groups to sit within a single umbrella structure, making updates and cross-group communication easier to manage. Each constituent group is moderated by its own organisers, who ensure discussions remain respectful, relevant, and concise, and that members’ privacy is protected.

Facebook Groups

Facebook Groups allow alumni to stay connected, share updates, and promote local or interest-based activities. Group organisers moderate content, maintain relevance, and ensure posts remain courteous. Political, commercial, and promotional content should be avoided, and members’ privacy must be respected.

LinkedIn Groups

LinkedIn Groups support professional networking, career insights, and sector-focused discussions within the alumni community. They are particularly suitable for groups hosting career-related events or operating around shared professional interests. Organisers moderate discussions to maintain a professional, courteous tone and to ensure posts remain on topic and free from political or promotional material.

Getting Started

When launching a new social media page or group, ensure it is populated from the outset. Provide initial content such as upcoming events, photographs, and recent updates to make the platform feel active and welcoming.

Disclaimer

To clarify that your social media channels are managed independently of the University, please include the following statement prominently on each page or profile:

“The [Group Name] takes full responsibility for this page/group, which is not operated by, under the authority of, or in association with, the University of Oxford.”

Facebook group and page guidelines

1. Choosing the Right Platform

Facebook Page

Public-facing profile for announcements, events, and visibility.
Anyone can follow; only admins post.

Facebook Group

Private space for verified alumni discussions and engagement.
Stronger community interaction and member participation.
Many groups use both: a Page for outreach and a private Group for alumni engagement.

2. Setting Up Safely

Pages

Use the official naming format (Oxford [Special Interest/Identity Group] Network; Oxford University Society of [Region]).
Include the following statement in the About section:

“This page is run by volunteers from the Oxford University Alumni Group in [City]. It is independent but recognised by the University through the Development and Alumni Engagement (DAE) team.”

Assign at least two admins (ideally committee officers).

Groups

Set the group to Private and Visible
Include the recognition statement above and a link to Special Interest Groups page
Add joining questions (e.g., college/department and matriculation year).
Require admin approval for all new members; verify unfamiliar names with DAE where needed.

3. Privacy and Data Protection (GDPR)

Do not export, download, or store member lists outside Facebook.
Do not share personal data from posts (emails, phone numbers).
Use compliant external tools for any data collection (e.g., SmartSurvey, Mailchimp).
Remove posts or member data on request and keep a brief, anonymised record.
Assume all posts may become public; obtain consent before uploading identifiable photos.

4. Moderation

Admin/Moderator Good Practice:

Maintain a clear code of conduct (respectful tone; no politics, commercial promotion, or spam).
Remove spam posts or suspicious accounts promptly.
Post reminders ahead of events and follow-up messages afterward.
Rotate moderator duties to avoid overload.
Keep tone warm, inclusive, and consistent with University values.
Use “Pending Posts” when anticipating high activity.

Handling Issues

Apply rules consistently; if removing a member, explain briefly via private message.
For harassment or repeated misuse, block the user and notify DAE for awareness.

5. Continuity and Handover

Add new admins before removing outgoing ones (retain at least two).
Review group and page settings during each transition.
Ensure contact details (e.g., group email) are current in the About section.
Store governing documents and admin guidance in a shared drive accessible to future officers.
Inform the Alumni Networks team of changes to committee or admin roles.

6. Good Habits for Success

Aim for 1–2 posts per month to maintain visibility.
Share official Oxford content to ensure accuracy and relevance.
Highlight local alumni achievements (with permission).
Use the Events tab for managing RSVPs.
Encourage cross-posting with LinkedIn for professional content where appropriate.

Quick Summary

Task	Good practice
Visibility	Page for outreach; Group for member networking
Privacy	Verify alumni manually; do not export data
Moderation	Two+ admins; review posts weekly
Continuity	Maintain shared admin access; record handovers
Support	Contact [email protected]

LinkedIn group and page guidelines

1. Choosing the Right Platform

LinkedIn Page

Public-facing profile for visibility, updates, and outreach.
Anyone can follow; only admins can post.

LinkedIn Group

Private space for verified alumni to network and share professional content.
Members can contribute under admin moderation.
Many groups operate both: a Page for visibility and a Group for peer-to-peer engagement.

2. Setting Up Safely

Pages

Use the approved naming format (e.g., Oxford [Special Interest] Network; Oxford University Society of [Region]).
Upload the Alumni Networks logo (per your Recognition Agreement licence).
Add the following About statement:

“This page is managed by volunteers from the Oxford University Special Interest/Alumni Group in [City]. It is independent but recognised by the University through the Development and Alumni Engagement (DAE) team.”

Include a link to your group website or to Spec ial I n te r est Gr oups page
Maintain at least two admins.

Groups

Set to Private rather than Unlisted to enable discovery with controlled access.
Add joining questions (e.g., college/department and matriculation year).
Use the same About statement as above.
Approve membership manually; verify alumni status where necessary.
Avoid bulk inviting all connections; invite only known or confirmed alumni.

3. Privacy and Data Protection (UK GDPR)

Use LinkedIn only for professional engagement; do not collect or store member data outside the platform.
Do not export membership lists or email addresses.
Avoid posting personal or sensitive information.
Obtain consent before sharing photos or tagging individuals.
Remove members or specific content on request.

4. Moderation and Content Management

Admin Responsibilities are to:

Maintain a professional, inclusive tone; avoid political, religious, or commercial promotion.
Review pending posts regularly and remove spam or off-topic material.
Use LinkedIn’s Report/Block tools where needed.
Encourage discussion on careers, mentoring, and Oxford-related events.
Share posts from official University accounts where relevant.

Posting Rhythm

Aim for 2–3 posts per month (events, alumni highlights, career insights).
Encourage members to share professional stories responsibly.
Use high-quality, properly credited images and respect copyright.

5. Continuity and Handover

Add new admins before removing outgoing ones (maintain a minimum of two).
Record admin access in your committee handover file.
Review roles annually to ensure access is up to date.
Notify DAE of significant admin changes.
Store templates, branding assets, and guidance materials in a shared drive.

6. Good Habits for Success

Keep the tone professional and welcoming.
Celebrate alumni achievements (with permission).
Share University stories, campaigns, and event links.
Encourage networking, mentoring, and peer support.
Use analytics to understand what resonates with members.

Quick Summary

Task	Good practice
Visibility	Page for outreach; Group for member networking
Privacy	Verify alumni manually; do not export data
Moderation	Two+ admins; review posts weekly
Continuity	Maintain shared admin access; record handovers
Support	Contact [email protected]

WhatsApp Group guidelines

Purpose

These guidelines are intended to help alumni groups manage and moderate their WhatsApp groups effectively. They provide suggested good practice to ensure groups remain welcoming, relevant, and compliant with data protection law.

All WhatsApp users are responsible for complying with data protection legislation, including the Data Protection Act 2018. This means understanding and applying the principles of lawful data processing when using personal information within the group.

Please note that all WhatsApp groups are managed independently by their respective alumni groups. The University of Oxford bears no liability for any content, conduct, or issues that may arise within these groups.

Group Guidelines

Consider setting up a Community of several Group Chats
Introduce yourself when you join — include your college or department, your course, and what you’re doing now.
Stay on topic. The purpose of the group is to help members of the alumni network connect, share updates, and organise alumni-led events.
Avoid scheduling activities that overlap with official alumni group events.
Keep messages concise. Post your message in a single block of text rather than multiple short posts.
Move one-to-one conversations to private messages to keep the group feed clear.
No political discussions. The group is not a platform for political debate or commentary.
Job and housing posts are welcome, provided they are your own opportunities — please do not post on behalf of others.
Be respectful. Maintain a polite and considerate tone. Constructive discussion is encouraged, but personal attacks or offensive language will not be tolerated. The committee reserves the right to remove members who breach this rule.
No spam or advertising. Avoid sending repetitive, promotional, or irrelevant content.
Protect personal data. Do not use the group to collect or share personal information without consent.
Raise concerns with [insert name/contact] from OUS/OxCam [insert region/chapter].

Legal and Conduct Information

By joining the WhatsApp group, you consent to the storage and use of your personal data for the purposes of group administration.
For further information, please refer to: University of Oxford Alumni Code of Conduct and WhatsApp Legal Resources

With thanks to OUS Berlin for their original guidelines, which informed much of the above.

WhatsApp Community guidelines

WhatsApp Communities allow related alumni groups to connect and share updates in one place. Each group within the Community is managed by its own alumni organisers, who moderate discussions and ensure respectful, relevant communication. Members should keep messages polite, concise, and on topic; avoid political or commercial posts; and respect others’ privacy. WhatsApp Communities are run independently by alumni volunteers, and the University of Oxford bears no responsibility for their content or operation.

1. Why Use a WhatsApp Community?

A WhatsApp Community allows alumni groups to organise multiple chats under one coordinated structure. It provides:

A single Announcements channel managed by admins
Multiple subgroups for specific themes or activities
Centralised administration with controlled visibility of member information
Reduced clutter, with discussion routed to appropriate subgroups
Ability for alumni to join only the subgroups they value
Enhanced privacy when joining only the Announcements channel, where phone numbers are not visible to other members

2. Benefits of a Community Structure

Clear organisation: All subgroups are visible in one place and easy to locate.
Better communication: Announcements reach the entire community without noise from general discussions.
Stronger privacy: Phone numbers are visible only within the subgroups an alumnus chooses to join.
Reduced message overload: Conversations stay within topic-specific spaces.
More engagement: Members select groups aligned with their interests.
Flexible participation: Alumni may join the Community without joining any subgroups.
Efficient admin tools: Admins can add or remove subgroups, manage permissions, and post broadcast-style updates.

3. Setting Up a Community

Best-Practice Set-Up:

Use clear, concise naming for subgroups to support users on small screens.
Add a short description to the main Community.
Pin the purpose and joining instructions in the description.
Include links to join subgroups in the Community description.
Add membership questions (e.g. college, matriculation year, verification consent).
Require admin approval for all new joiners.
Use Oxford’s recognition statement in the description and link to alumni.ox.ac.uk/alumni-groups.
Contact DAE if additional verification is needed.

Example Community Structure

Announcements (admin-only)
Events & Socials
Student Support and Mentoring
Networking and Professional
Clubs or interest groups (walking, books, theatre, film, sports, etc.)

4. Templates for Descriptions and First Posts

Main Community Description

Welcome message
Purpose of the community
Instructions on how to join subgroups
Statement that only admins can post in Announcements

Suggested First Post (Admin)

What the Community will be used for
How to find and join relevant subgroups
How volunteers and alumni can engage

5. Subgroup Guidance

Events & Socials

Purpose: planning and running alumni-led events, reunions, and meetups.
Notes: Use polls for scheduling
Keep chat focused on event planning
Provide links to shared resources (e.g., shared drive or documents)

Student Support & Mentorship

Purpose: coordinating mentoring programmes, career support, and student engagement.
Notes: Use the group to match mentors and mentees
Share opportunities for students
Encourage concise introductions from mentors

6. Moderation Guidelines

Maintain a short code of conduct (respectful tone; no politics; no commercial posts).
Redirect off-topic chats to the appropriate subgroup.
Remove spam, inappropriate content, and excessively long messages.
Assign multiple moderators across subgroups.
Ensure moderation reflects Oxford’s values (warm, inclusive, professional).
Moderate transparently and fairly.
Inform members when removing content or removing them from groups.
Block and report serious misuse.
Escalate concerns to [email protected] where necessary.

7. Continuity and Handover

Add incoming admins before removing outgoing ones; always maintain a minimum of two admins.
Refresh group settings after any personnel changes.
Keep the contact email up to date.
Store key documents (constitution, recognition agreement, codes of conduct) in a shared drive.
Notify [email protected] of any committee changes.

8. Quick Summary

Use Announcements for key updates only.
Apply privacy best practice and check all join requests.
Keep WhatsApp content within WhatsApp (no external sharing).
Ensure strong moderation with clear rules and at least two admins.
Maintain continuity through shared access and documented processes.
Contact [email protected] for support.

With thanks to the Oxford and Cambridge Society of the UAE, whose guidelines informed much of the above.

Resources for group web officers

You may find the following resources helpful in setting up and running your site and managing your online presence:

Social media advice for alumni groups - please email the Networks Team for more information.
General information about the University
Keep track of who is visiting your site and how often with Google Analytics.

The success of every alumni group is dependent on the effort invested by its volunteer organising committee. For this reason, a group should always be seeking to identify, recruit and retain good volunteers. Clear role descriptions and an understanding of what might motivate someone to accept a committee position are also very useful.

Recruitment

Here are some suggested ways to recruit new volunteers:

Provide a tick-box option on all mailings and publicity asking members to volunteer to take a more active role.
Regularly publicise the volunteer roles available within the group, with a clear description of what each role entails.
Hold an annual planning meeting specifically to discuss forthcoming events and to obtain suggestions for volunteers who would like to help organise them.
Rather than one person organising the entire events programme, ask volunteers to organise at least one event each year. Ideally this would be an event in which they had a particular interest, whether academic, social, musical or career related. The volunteer then becomes the ‘prime-mover’ for that event.

Retention

The success of an alumni group can be heavily reliant on retaining engaged and enthusiastic volunteers. This involves investing time in ensuring that their roles are rewarding. Some suggestions for creating rewarding volunteer roles include:

Consider what motivates an individual volunteer and steer their role accordingly.
Ensure role descriptions are flexible enough to be adapted to suit an individual volunteer. If a volunteer has some say over their particular role, they are more likely to be happy within it.
A simple ‘thank-you’ for organising an event in front of members can really help to make a volunteer feel valued.
Track each volunteer’s term of office and be aware of how they are feeling, especially if they feel underutilised, or alternatively if they feel burdened by the responsibilities of the position
Invite all relevant volunteers to be consulted on group decisions that affect them and invite them to participate in relevant meetings and social plans.

Succession planning

Identifying future group leaders is an important task for any committee. Succession planning on an ongoing basis is essential to ensuring the continuity of an alumni group. If a group has momentum and a number of members are already involved in the organisational side, it should be easy to identify successors to the committee.

Issues with volunteers

On extremely rare occasions, the work of a volunteer might become counterproductive to the activities of an alumni group, the morale of the committee or the membership. These situations need to be handled sensitively, particularly since the volunteer may not be aware of his or her impact. On such occasions it is recommended that advice is sought from the Networks Team. It is also recommended that all group constitutions contain a formal dismissal policy.

Search Oxford