Oberlin College Alumni Association Bylaws

Article I - Purpose; Membership

Section 1 - Purpose

The purpose of the Alumni Association (Association) is to support the continuing excellence of Oberlin College, including the College of Arts and Sciences and the Conservatory of Music, and to foster communication between the College and its alumni and among alumni. Although it is within the mission of the Association to support the College in its fundraising efforts, the Association’s principle mission is to create a community of active alumni volunteers in support (broadly defined) of the institution.

Section 2 - Membership

Each person who has graduated from or who has attended the College of Arts and Sciences of Oberlin College, the Oberlin College Conservatory of Music, the Oberlin College Graduate School of Theology, or the Kindergarten Primary Training School (Alumni) is entitled to participate as a member of the Association.

Article II - Alumni Leadership Council

Section 1 - Powers

The Alumni Leadership Council (Council) is the governing body of the Alumni Association and is empowered to undertake and regulate any action of or on behalf of the Association. It shall have all of the powers necessary to carry out the activities of the Association.

Section 2 - Membership; Terms of Service

The Council shall be composed of the following members of the Association, each of whom shall be entitled to vote as a member of the Council and each of whom shall be elected pursuant to the processes set out herein for each position:

  1. the President of the Association;
  2. the Immediate Past President or President-Elect of the Association, as applicable;
  3. the Secretary/Communications Officer of the Association;
  4. three Chartered Group (as hereinafter defined) members;
  5. the Admissions Committee Chair;
  6. the Careers Support Committee Chair;
  7. the Class Officers’ representative;
  8. the Annual Fund Advisory Board Chair;
  9. the Multicultural Alumni Leadership Council (as hereinafter defined) representative;
  10. the Regional Officers’ representative;
  11. the Trustee Search Committee Chair
  12. no more than three student members; and
  13. no more than eleven at-large members.

Past Presidents of the Association shall serve as non-voting, ex-officio members of the Council.

The Executive Director of the Association (the “Executive Director”) shall be a non-voting, ex-officio member of the Council, who shall not, however, participate in any executive session of the Council.

It shall be the goal of the Council to have at least 15% of its membership be alumni of the Conservatory of Music, or, if the percentage of alumni of the Conservatory is greater than 15% of the entire membership of the Association, to have the membership of the Council have representation of such alumni that is the same as the percentage of Conservatory alumni in the overall alumni body.  In addition, it shall be the goal of the Council to have at least one member who resides outside the United States, and to have at least one member from the Heisman Club (or who was an undergraduate athlete). The Council will strive to have a membership that is reflective of the diversity of the membership of the Association with respect to, including without limitation: race, national origin, religion, age, sexual orientation, gender identity and expression, and geography. No officer or employee of the College may serve as a member of the Council or its committees, other than the Executive Director.

Section 3 - Meetings; Quorum; Notice

The President of the Association shall call a meeting of the Council in September or October of each year (the “Annual Meeting”) and at least two additional times each year. The President may call or at the written request of 10 members of the Council, shall call, a special meeting of the Council.  One third of the members of the Council then serving shall constitute a quorum at any Council meeting.  All meetings of the Council are open to staff members of the College by invitation and to the public by permission of the President of the Association.  Written notice of each meeting shall be sent to all members of the Council no fewer than ten (10) and no more than ninety (90) calendar days in advance of the meeting.

Section 4 - Committees of the Alumni Leadership Council

  1. The Council shall appoint members to comprise three standing committees of the Council: Executive Committee, Leadership Development Committee, and Awards Committee.
    1. The Executive Committee shall consist of the President, the President-Elect or Immediate Past President, and the Secretary. The Executive Committee shall determine the specific time and place for the Council’s meetings and develop Council agendas.
    2. The Leadership Development Committee (LDC) shall consist of the Immediate Past President or President-Elect as chair and up to eight other members drawn from the membership of the Council. Annually the LDC shall recommend a slate of nominees for membership on the Council as officers and members and shall be responsible on an ongoing basis for identifying and recruiting alumni volunteers to serve on ad hoc committees and for recruiting and nominating persons to serve as chairs and as members of the Association’s committees described in Article III, section 6, below.
    3. The Awards Committee shall consist of six (6) persons, one of whom shall serve as the Chair, who shall be drawn from the members of the Council, including but not limited to Past Presidents of the Association (ex-officio members). Members of the Association who are not members of the Council may serve, at the request of the Awards Committee Chair, on an advisory basis for the purposes of discussing one or more of the awards.
  2. Formation. Additional committees of the Council may be established to carry out the work of the Council. A new committee shall be formed upon the affirmative vote of a majority of the members of the Council voting.
  3. Membership; Terms. The members of Council committees, including committee chairs, shall be nominated by the LDC, subject to the approval and affirmative vote of a majority of the members of the Council voting. The President of the Association or the President’s designee shall be an ex-officio member of each committee, except for the LDC. No officer or employee of the College may serve as a member of a committee. The number of members of a committee formed after the effective date of these Bylaws or any amendment thereto that establishes a committee shall be fixed by the affirmative vote of a majority of the members of the Council voting. Committee members shall serve three-year terms (unless otherwise set out herein), and no member may be permitted to serve on any one committee more than six consecutive years, aside from time served chairing a committee. A committee chair may not serve as chair more than three years except with the approval and affirmative vote of a majority of the members of the Council voting.
  4. Committee Meetings. Committees may set their own meeting dates and times. Attendance at meetings of committees is restricted to committee members and invited guests. Nonmembers may attend only upon approval of a majority of the committee members voting.
  5. Dissolution. A committee may be dissolved by affirmative vote of a majority of the members of the Council voting.
  6. Ad Hoc Committees.  By affirmative vote of a majority of Council members voting, the Council may form ad hoc committees or task forces and may appoint the members of such ad hoc committees or task forces.

Section 5 - Removal

Any member of the Council who fails to perform the prescribed duties, such as failing to attend three consecutive meetings of the Council or failing to make an annual contribution (Section 6 of this Article), may be removed from the Council. In the event that a Council member is so removed, the LDC shall nominate a replacement for that member.  The actions of removing a Council member and adding a replacement member shall be accomplished by the affirmative vote of a majority of the members of the Council voting.

Section 6 - Financial Contribution

Each member of the Council shall be required to make a financial contribution to the College annually.  Failure to make such an annual contribution shall be considered grounds for removal from the Council.

Section 7 - Selection of Members

  1. Members of the Council other than the President, President-Elect and Secretary shall be selected as follows:
    1. Student members (with a goal of at least one Conservatory student at all times), the Admissions Committee Chair, the Careers Support Committee Chair, the Annual Fund Advisory Board Chair, the Trustee Search Committee Chair and the at-large members shall be selected by the affirmative vote of a majority of the members of the Council voting at the Annual Meeting of the Council from a slate to be selected by the Leadership Development Committee.
    2. Any Chartered Group interested in having representation on the Council shall forward the name of a candidate from its Group to the Leadership Development Committee, which shall select nominees, with the election to be accomplished by the affirmative vote of a majority of the members of the Council voting.
    3. The Class Officers, Multicultural Alumni Leadership Council, and the Regional Officers shall each put forward their own nominees for representatives to the Council, as described in Articles IV, V and VII below.

The voting members of the Council shall be divided into three classes, with the members in each class serving staggered, three-year terms, beginning with the Annual Meeting of the Council and continuing through the conclusion of the third Annual Meeting following their appointment.  No member of the Council may serve more than six consecutive years on the Council, except the President, if, immediately preceding election to the office of President-Elect, the President has already served on the Council for a term of three or more years.

Article III - Officers and Committees of the Alumni Association

Article 1 - Officers

The officers of the Alumni Association shall be the President, the Immediate Past President or President-Elect, and the Secretary/Communications Officer.

Section 2 - Eligibility; Limitation on Terms

Any member of the Association who is not at the time of the election or while serving as an officer an employee of the College is eligible to serve as an officer of the Association.  The President may not serve more than one and the Secretary not more than two (2) consecutive terms in their respective offices.

Section 3 - Terms of Service

The President and the Secretary shall serve for concurrent terms of two years each, respectively. During the first year of the President’s term, the immediate former President shall serve as Immediate Past-President. At the end of the President’s first year in office, the Council shall elect a President-Elect, who shall serve in that capacity during the President’s second year in office. At the end of the President’s term in office, the President-Elect shall succeed to the Presidency.

Section 4 - Duties of Officers

  1. The President is the executive officer of the Association and shall call and preside at each meeting of the Council.  The President shall be an ex-officio member of each committee, except for the Leadership Development and Trustee Search committees. Among the President’s most important responsibilities ismaintaining communication with the College through regular contacts with the President of the College and the Board of Trustees.
  2. The Immediate Past President or President-Elect shall serve as the executive officer of the Association in the absence of the President and shall perform any other duties delegated by the President.
  3. The Secretary shall be responsible for communicating with the members of the Association regarding the work of the Council and Association. The Secretary, working with the Executive Director and the President, shall prepare periodic reports on the Association’s activities. The Secretary, working with the Executive Director and staff, shall oversee all minutes of the Council prior to their distribution and shall be responsible for monitoring the Association’s official documents. The Secretary shall serve as the executive officer of the Association in the absence of the other two officers. In addition, the Secretary shall perform any other duties delegated by the President.

Section 5 - Selection of Officers

Leading up to and during the Annual Meeting of the year that is one year prior to the beginning of the term of a new President-Elect and Secretary (the “Initial Selection Year”), the LDC chair will alert the Council and LDC to the upcoming officer vacancies and discuss potential candidates.  The Officer Selection Committee shall consist of the chair of the LDC; the current President, the Immediate Past President, and Secretary; and the Executive Director.  During the second meeting of the Council occurring during the Initial Selection Year (the “Second Meeting”), the Officer Selection Committee shall meet to discuss potential nominees and solicit recommendations.  If warranted, other recent officers of the Association may be consulted for more input on potential candidates. Between the Second Meeting and Annual Meeting during the next calendar year after the Initial Selection Year (the “Second Selection Year”), the Officer Selection Committee will discuss and select candidates and alternates for President-Elect and Secretary.  The President will then contact the candidates and, if necessary, the alternates to determine their willingness to assume the office. 

At the Annual Meeting of the Second Selection Year, the proposed slate of officers will be presented to the LDC for approval.  At the second meeting of the Council of the Second Selection Year, the proposed slate of officers will be presented to the Council for approval.  If either the LDC or the Council does not approve the slate, the Officer Selection Committee shall meet to recommend an alternate slate of officers, which slate shall be presented to the LDC and the Council (who may meet to discuss the slate by conference call).  Once a slate of officers is approved, the new officers’ terms shall begin at the Annual Meeting after the Second Selection Year.

Section 6 - Committees of the Association

  1. Formation. Committees of the Association may be established to carry out the work of the Association. A new committee shall be formed upon the affirmative vote of a majority of the members of the Council voting. Upon formation of a new Committee, the Council will determine by an affirmative vote of a majority of the members of the Council voting, whether the Chair of the new Committee will serve as a member of the Council.
  2. Membership; Terms.  Except as set out below, any member of the Association may be appointed to committee membership.  The members of committees, including committee chairs, shall be nominated by the LDC, subject to the approval and affirmative vote of a majority of the members of the Council voting.  The President of the Association or the President’s designee shall be an ex-officio member of each Association committee, except for the Trustee Search Committee. Committee members shall serve three-year terms (unless otherwise set out herein), and no member may be permitted to serve on any one committee more than six consecutive years, aside from time served chairing a committee.  A committee chair may not serve more than three years as chair except with the approval and affirmative vote of a majority of the members of the Council voting.  Members of the Association who are not members of a committee may serve, at the request of the chair of the committee, on an advisory basis for the purposes of conducting the business of that committee.
  3. Authorized Committees.  The following committees are authorized, and, if established, shall operate according to guidelines adopted by the Council for each:
    1. An Admissions Committee;
    2. A Careers Support Committee;
    3. An Annual Fund Advisory Board;
    4. A Regional Programming Committee; and
    5. A Trustee Search Committee.
  4. Committee Meetings. Committees may set their own meeting dates and times. Attendance at meetings of committees is restricted to committee members and invited guests. Nonmembers may attend only upon approval of a majority of the committee members voting.
  5. Dissolution. A committee may be dissolved by affirmative vote of a majority of the members of the Council voting.
  6. Ad Hoc Committees.  By affirmative vote of a majority of Council members voting, the Council may form ad hoc committees or task forces and may appoint the members of such ad hoc committees or task forces. 
  7. Removal. Any member of a committee of the Association who fails to perform their prescribed duties, such as failing to attend three consecutive meetings or failing to make an annual contribution, may be removed from the committee.  In the event that a committee member is so removed, the LDC shall nominate a replacement for that member, in consultation with the group or office, if any, that initially designated the removed member.  The actions of removing a committee member and adding a replacement member shall be accomplished by the affirmative vote of a majority of the members of the Council voting.
  8. Financial Contribution. Each member of Association committees shall be required to make a financial contribution to the College annually. Failure to make such an annual contribution shall be considered grounds for removal from the committee.

Article IV - Class Organization

Section 1 - Administration of Class Officer Procedures

The Executive Director shall administer the procedures for selecting class officers and shall monitor their performance.

Section 2 - Nomination and Selection of Class Officers

Prior to graduation, the members of each senior class of the College shall select from among the members of the class a Class President and at least one other officer and may select any additional officers that they deem appropriate.  The officers shall serve until the class’s fifth year reunion.  During that reunion year and each reunion year thereafter, a call for class officer nominees shall be distributed to all members of the class and officers shall be recruited to serve until the next reunion year.  Each member of the class may nominate one or more class members for each officer position to be filled. In the case where there is a contested election, a ballot with information about the nominees will be distributed to all class members whose contact information is known at that time.

Section 3 - Class Officer Vacancy

If any Class President ceases to serve, the Vice-President of that class, if any, succeeds to the presidency for the remainder of the former Class President’s term. If no Vice-President is available to succeed to the presidency, the Executive Director, in consultation with the President of the Association, shall appoint a President to serve for the remainder of the term.

Section 4 - Duties of Class Officers

The Class Officers have a key role in furthering, within their respective classes, the goals of the Association. The Class President shall serve as the executive officer of the class for all matters, shall call and preside at any meeting of the class, and may establish and appoint the members of any class committee as deemed appropriate.  Except as delegated to any other officer by the class, the Class President also is responsible for coordinating reunion plans with the Class Vice President and a reunion committee; communicating with the members of the class at least annually about activities at the College, alumni volunteer opportunities, and matters concerning the class; and providing class notes, web updates, award nominations, and contact updates for members of the class.

For cluster reunions, the Class Officers are expected to productively work together with the other Class Officers in their cluster to create a fun, stimulating and meaningful reunion that appeals to the vast majority of potential participants. In the event that the Class Officers do not fulfill the responsibility of reunion planning in a timely manner, the Executive Director, in consultation with the President of the Association, may appoint alternative leadership for reunion planning

The Class President is encouraged to support the fundraising efforts of the Class Agents and other class fundraising volunteers, especially during a reunion gift campaign. As part of the agreement to serve as a key volunteer, all Class Presidents shall be required to make a financial contribution to the College annually.

Class Officers are expected to demonstrate an interest in alumni activities occurring in their locale.

Section 5 - Class Officer Representation on the Council

Class Officers shall select one Class President to serve as a representative of all Class Officers for a three-year term on the Council. This will be accomplished by soliciting interest among Class Presidents and taking nominations from Officers. The vote will occur through online voting by Class Officers, who will be sent a ballot of nominees and the nominees’ statements of interest.

The Alumni Office will tally the results and report them to the Council, which will affirm the Class Officer representative. In most cases this will be the nominee with the most votes; however, the Council retains the right to also consider factors that will maintain diversity of representatives on the Council.

Seciton 6 - Half-Century Club

The members of each class that is celebrating or has celebrated its fiftieth reunion are members of the Half-Century Club, which holds a reunion annually.

Article V - Chartered Regional Clubs

Section 1 - Formation

Members of the Association may seek to form a chartered regional club by forming an initial steering committee and submitting to the Council a preliminary charter and a letter of intent that:

  1. states the proposed geographic area to be served and goals of the club;
  2. lists the names of the volunteers who will serve as the initial steering committee, including a Regional President; and
  3. provides that each member of the group’s steering committee has reviewed, agreed to, and signed the Expectations and Responsibilities of Oberlin Chartered Regional Clubs document wherein members of the proposed organization agree to abide by the Bylaws, policies and procedures of the Association and foster the interests and continuing excellence of the College.  If the Council acts favorably on the request, the organization may begin to function as an official body of the Association. 

Section 2 - Membership

Each member of the Association who resides within the geographic area served by a local or regional alumni organization shall be entitled to participate in the organization’s activities and to nominate, and vote for, and serve as any officer of the organization.

Section 3 - Withdrawal of Recognition

By affirmative vote of a majority of the members of the Council voting, it may, as it deems appropriate, change the Chartered Regional Club’s bylaws, policies, or procedures, remove any officer or leader of the Chartered Regional Club, appoint a substitute officer or leader of that Club, or withdraw the Association’s recognition of it in the event that Council determines that one or more of the following have occurred:  a Chartered Regional Club is not abiding by the Bylaws, policies and procedures of the Association; the group’s actions are inconsistent with the purposes of the Association; the group is inactive as evidenced by its failure to advise the Alumni Office of contact information for current officers; or the group has failed to provide the Council with its annual report; or otherwise is not serving the best interests of the Association.

Section 4 - Support for Less Populated Regions

Alumni living in a region with fewer than 400 alumni are not required to establish a Chartered Regional Club in order to receive a basic level of support from the Alumni Office. Alumni in these regions who would like to host an event are encouraged to contact the Regional President (if one exists in their area) or the Alumni Office to coordinate planning and timing of the event.

Section 5 - Council Membership

Regional Officers (Regional Club Presidents and Vice Presidents) shall select one Regional Club President or other officer of the chartered clubs to serve as a representative of all Regional Volunteers for a three-year term on the Council. This will be accomplished by soliciting interest among Regional Club Presidents and taking nominations from Regional Volunteers. The vote will occur through online voting by Regional Officers, to whom the Alumni Office will send a ballot of nominees and the nominees' statements of interest. The Alumni Office will tally the results and report them to the Council, which will affirm the Regional Volunteers’ representative. In the event of a tie, the Council’s Leadership Development Committee will select a representative from among the tied candidates.

Article VI - Chartered Groups

Section 1 - Formation

Alumni who are bound together by common characteristics, interests and concerns in addition to their status as alumni may wish to form groups at their own initiative for purposes that are consistent with those of the Association.

Section 2 - Recognition as Chartered Group

In order to be chartered by the Association, a group must apply to the Council for review of the group’s name, charter, purposes, plans and operation.  Upon concluding that the group is consistent with the Bylaws, policiesand procedures of the Association, and that the group does not contravene the purposes of the Association, by affirmative vote of a majority of the members of the Council voting, the Council may recognize the self-defined group as a chartered group of the Association.  The status of any group is subject to annual review by the Council.

The following groups are recognized as the initial chartered groups, the membership, obligations, and rights of which shall be subject to all of the sections of this Article: EnviroAlums, Oberlin Alumni Association of African Ancestry (OA4), Network of Oberlin Asian Alumni (NOAA), Oberlin Christian Alumni Association (OCAA), Oberlin College Alumni Bowlers (OCAB), Oberlin College Ultimate Players Alumni Association (OCUPAA), Oberlin Lambda Alumni (OLA), Oberlin Latino/a Alumni Association (OLAA), and Oberlin Steel Alumni Association (OSteel).

Section 3 - Name; Purposes

  1. A chartered group may select its own name, except that the terms “committee”, “task group”, and “task force” are reserved for groups whose members are nominated by the LDC or appointed by the Council.
  2. A chartered group may define its own purposes for organizing, provided that they are consistent with and do not contravene the purposes of the Association; and, further, a group’s purposes may be more limited or broader than those of the Association, except that no group may have such purposes or take such action that would jeopardize the College’s tax exempt status.
  3. Chartered groups of the Association fall into five generally defined types:
    • Activity: a group of alumni who have an activity in common. For example: Oberlin College Alumni Bowlers (OCAB).
    • Identity: a group of alumni who have an identity in common. For example: Oberlin Lambda Alumni (OLA).
    • Interest: a group of alumni who have an interest or belief in common. For example: EnviroAlums.
    • Professional: a group of alumni who have a profession in common. For example: healthcare professionals or orchestra members.
    • Religious and spiritual: a group of alumni who have a religion or spirituality in common. For example: Oberlin Christian Alumni Association (OCAA).

Section 4 - Membership; Officers; Communications

A Chartered Group may establish the terms and criteria for membership in the group provided that:

  1. all operative criteria are public;
  2. membership is restricted to alumni; and 
  3. membership is open to all alumni who qualify under the established criteria.

Each Chartered Group shall select its own chair, co-chairs or other such officers as it deems appropriate.  When selecting a steering committee, attention should be paid to diversity of membership.  The names, addresses,telephone numbers and email addresses of all current officers are to be submitted to the Alumni Office, which shall be notified immediately of changes.  Groups may communicate on their own letterhead directly with any person or persons in the College, provided that such communications expressly and accurately identify the group as distinct from the Association or the Council.

Section 5 - Financial Support; Administrative Support

Any financial or in-kind support from the Association or the Alumni Office shall be at the sole discretion of the Executive Director.  Chartered Groups may receive administrative support from the Alumni Office including: 

  1. initial development and continuing maintenance of the group’s membership list;
  2. assistance with logistical arrangements, but not direct costs, for meetings of the group; and
  3. assignment of an Alumni Office staff member as liaison to each chartered group.

Section 6 - Reporting

The chair or other officer of each chartered group shall report, either in person or in writing as designated by the Council, at least annually at the first meeting of the Council occurring after September 1st each year, on the membership, agenda, finances and activities of the group during the preceding twelve months, on plans and agenda for the coming year, on any changes in the group’s charter and on any other matters concerning the group that the President may specify.

Section 7 - Membership on the Council

Each chartered group may apply to have a representative on the Council.

Section 8 - Inactive Status and Termination of Chartered Groups

  1. Inactive Status. If the group (i) does not satisfy the reporting obligations set forth in Section 6 of this Article for two consecutive years, or (ii) does not respond to requests from the Secretary addressed to the last designated leadership of the group, then the group will be placed in inactive status. To be restored to active status, a group must submit the report described in Section 6 of this Article.
  2. Termination. A Chartered Group shall cease to be recognized by and affiliated with the Association upon the affirmative vote of a majority of the members of the Council voting. Termination of recognition may be based on a determination that:
    1. the group has been in inactive status for two or more consecutive years;
    2. the group is not in compliance with the Bylaws, policies or procedures of the Association; 
    3. the group’s actions are inconsistent with the purposes of the Association; or
    4. the leadership of the group informs the Council that it wishes to be dissolved.

Article VII - Multicultural Alumni Leadership Council

Section 1 - Membership

The Oberlin Alumni Association of African Ancestry (OA4), Network of Oberlin Asian Alumni (NOAA), Oberlin Lambda Alumni (OLA), and the Oberlin Latino/a Alumni Association (OLAA), all of which are chartered groups as of the date of adoption of these Bylaws, shall designate persons to serve on the Multicultural Alumni Leadership Council (MALC). Each of these groups shall designate up to two persons to serve on the MALC, one of whom shall be an officer of that group and the other of whom shall be another member of the group’s steering committee. 

In the event of formation and being recognized as an identity-based chartered group, as described in Article VI, Section 3 above, such group will be granted the opportunity to participate in the MALC.

Section 2 - Meeting Frequency

The MALC shall meet at least once each year to discuss issues of common concern among such multicultural alumni groups.

Section 3 - Representation on the Council

The MALC shall select one of its members to serve as a representative of the MALC for a three-year term on the Council. This will be accomplished by soliciting interest among the members of the MALC. The vote will occur through voting by the members of the MALC, to whom the Alumni Office will send a ballot of nominees and the nominees’ statements of interest.

The Alumni Office will tally the results and report them to the Council, which will affirm the MALC’s representative. In the event of a tie, the Council’s Leadership Development Committee will select a representative from among the tied candidates.

Article VIII - Alumni-elected Trustees

Section 1 - Authority

The nomination and election of Alumni-elected Trustees shall be conducted by the Alumni Association in consultation with the Secretary of the College and in accordance with the Bylaws of the College. The mechanism for this election shall be determined by the Alumni Association and its leadership, and submitted for advance approval by the Board of Trustees. The mechanism shall take effect only upon any such approval by the Board of Trustees. The Oberlin College Board of Trustees shall ratify the election of all Alumni-elected Trustees.

Section 2 - Annual Election

At least one Trustee shall be elected each year by the full Alumni, to hold office for four years.

Section 3 - Possibility of an Alumni Leadership Council Election

In two of every four years, a second alumni-elected Trustee seat will be vacant. The Alumni Leadership Council may, by a two-thirds vote, elect as Trustee, one candidate from the following groups:

  1. An individual who has previously participated as a candidate in an alumni-elected Trustee election, including the current incumbent alumni-elected Trustee still eligible for another term and recent candidates who did not receive the most votes.
  2. A past winner of the Alumni Medal, Distinguished Achievement Award, or Distinguished Service Award.
  3. A past-president of the Alumni Association, other than the immediate-past president.

If the Alumni Leadership Council does not elect a Trustee in this way before November 1 in the year prior to the expiration of a current term, an additional candidate will be elected by the full alumni in the annual election.

Section 4 - Alumni Defined as Graduates

For the purpose of an election by the full alumni shall be defined to comprise the regular graduates of Oberlin College, from the College of Arts and Sciences, from the Conservatory of Music, and from the (former) Graduate School of Theology, and also all persons upon whom Oberlin College has conferred honorary degrees.

Section 5 - Nomination Process

The Trustee Search Committee will nominate one or more candidates for alumni-elected trustee positions and will send those nominations to the Alumni Leadership Council, which ratifies any nomination to stand for election.

  1. The number of candidates nominated will be at least one more than the number of seats to be filled through the election and may be up to two more than the number of seats to be filled.
  2. In carrying out its work, the Trustee Search Committee shall:
    1. identify potential candidates through soliciting names from Alumni; through its own research; and through consultation with the Executive Director of the Alumni Association, the Vice President for Development, and the President of the College;
    2. conduct such background checks and interviews as it deems necessary and appropriate; and
    3. secure each candidate’s approval to stand for election as an Alumni-elected Trustee.
  3. The Trustee Search Committee, in consultation with the Alumni Leadership Council, shall maintain policies and procedures to enforce these by-laws. These policies and procedures are kept on file with the Alumni Association Office.

Section 6 - Balloting

The Alumni Association shall distribute the final ballot to the Alumni. Alumni may vote for the number of open seats on the ballot. The Executive Director of the Alumni Association or his or her designee shall count the votes and shall present the results to the Alumni Association Executive Committee, who will serve as a board of Canvassers. In the case of a tie vote, the Alumni Leadership Council may decide between the candidates.

Section 7 - Ratification of Election Results by the Board of Trustees

The name of the winning candidate(s) shall be forwarded to the Board of Trustees to ratify the election of an alumni-elected Trustee at least 45 days before the start of that Trustee’s term.

Section 8 - Vacancy

In the case of the death or resignation of an Alumni-elected Trustee, the Alumni Leadership Council may nominate, by a simple majority vote, an individual from among the Alumni to serve the remaining term of that Alumni-elected Trustee. In making this nomination for a successor to an Alumni-elected Trustee who was elected as part of a contested election, the Alumni Leadership Council shall consider the candidacy of individual(s) who received fewer votes than the winning candidate. This nomination shall be subject to the approval of the Oberlin College Board of Trustees.

Article IX - On-Campus Volunteer Meeting Schedule

Alumni volunteer groups shall meet on campus on the following schedule:

  1. Admissions Coordinators – every other year;
  2. Class Officers – required attendance the first year of a volunteer’s service as a class officer and the year prior to a reunion year;
  3. Lead and Associate Agents – required attendance the first year of a lead agent’s service and the year prior to a reunion year, at least once every five years for associate agents, and more often as needs require;
  4. Multicultural Alumni Leadership Council – every year;
  5. Career Committee, Annual Fund Advisory Board, and Trustee Search Committee – at least once per year.

Article X - Procedural Rules

Procedural matters affecting the Association, the classes, the Council and its committees, the committees of the Association, the chartered groups and the MALC are governed by the current edition of Robert’s Rules of Order Newly Revised, to the extent that those rules are applicable and are not inconsistent with the Bylaws of the Association.

Article XI - Amendments

These Bylaws may be amended upon the affirmative vote of two-thirds of the members of the Council voting on the proposed amendment at any meeting of the Council or by unanimous written consent of all of the members of the Council.

Approved 9/20/14

Most Recent Amendment 03/04/17