Guidelines

Guidelines

This document provides an overview of the key elements of the Zayed University Alumni Association Board Bylaws. It is designed to ensure transparency, accountability, and active engagement among alumni, while supporting the University’s mission and adhering to its policies.

Introduction

The Zayed University Alumni Association is dedicated to nurturing a lifelong connection between the University and its alumni. Operated under the Student Careers and Alumni Department (SCAD), the Alumni Association Board (AAB) promotes lifelong learning, professional growth, and community engagement while supporting the overall development of the University.

1. Scope:

The Association unites alumni from both the Abu Dhabi and Dubai campuses under one unified mission.

Alumni Association Board (AAB)

2. Purpose & Objectives of the Board

• Mission:

  • Establish enduring bonds with alumni to further the University’s development and strengthen the community.

• Key Objectives:

  • Leadership & Mentoring: Provide alumni with opportunities to develop leadership skills, build professional networks, and engage in mentoring relationships.

  • Professional & Social Engagement: Organize events that foster professional development, socialization, and community service, while strengthening relationships between alumni, students, and University staff.

  • Representation: Act as ambassadors and partners at selected University events, representing the spirit and goals of the University.

3. Key Definitions

• AAB (Alumni Association Board): The governing body of the Association.

• AAB Members: Elected alumni representatives, appointed College Representatives, and the Executive Committee.

• Alumni: All graduates of Zayed University.

• Executive Committee: The AAB President, Vice-President, Executive Secretary, and Marketing Officer.

• GDPR: General Data Protection Regulation

• SCAD: Student Careers and Alumni Department

• University: Zayed University

4. Organizational Structure of the AAB

• Membership:

  • Membership is exclusive to Zayed University graduates

• AAB Composition:

• 16 positions comprising:

  • 6 elected alumni members (each representing a specific College)

  • 6 appointed College Representatives (staff or faculty from each College)

  • 4 Executive Committee members (President, Vice-President, Executive Secretary, Marketing Officer)

5. Responsibilities of AAB Members

• General Responsibilities:

  • Attend all AAB meetings and actively participate in AAB-sponsored and other relevant activities.

  • Represent Zayed University at designated events and serve as proactive ambassadors.

  • Prepare and provide timely reports to the AAB, SCAD, and University senior management.

• Specific Roles:

• Executive Committee:

  • President: Chairs meetings, sets priorities and action plans, assigns tasks, and communicates AAB issues to SCAD and University management.

  • Vice-President: Assumes the President’s role when necessary, leads subcommittees, and supports event coordination.

  • Executive Secretary: Manages administrative duties including scheduling meetings, preparing agendas and minutes, and maintaining records.

  • Marketing Officer: Oversees publicity and promotional campaigns, ensuring alignment with University branding.

• Elected Board Members:

  • Serve as liaisons between the Executive Committee, SCAD, and their respective Colleges.

  • Assist in managing alumni data and developing strategies to engage new and existing alumni.

• Appointed College Representatives:

  • Act as the bridge between their College and the AAB.

  • Ensure alumni data is updated and work to enhance alumni participation.

• SCAD Advisor:

  • The official link between the AAB and University management, offering guidance, event planning support, and ensuring adherence to University policies.

6. AAB Elections & Appointments

• Nomination & Voting Process:

  • All alumni have eligibility to participate in the nomination and voting process, which occurs biennially.

  • Nominations (including self-nominations and referrals) are submitted electronically via a designated platform.

  • Final selections require the endorsement of the Elections Committee and approval from University management (and possibly FGA).

7. Relationship with SCAD & External Partners

• SCAD Oversight:

  • SCAD provides essential support, including staffing, budget, workspace, and web resources, and retains final decision-making authority.

  • The Association and AAB collaborate closely with SCAD to meet their objectives.

• External Involvement:

  • External partners may participate in events or projects on a temporary basis with prior SCAD approval.

8. Confidentiality & Conflict of Interest

• Data Privacy:

  • Personal information of alumni is protected under GDPR and relevant UAE laws.

  • Access to alumni data is strictly controlled and limited to authorized University officials.

• Conflict of Interest:

  • All members must disclose any potential conflicts before engaging in contractual or business transactions.

  • Members with conflicts must abstain from discussions and votes related to such matters.

9. Amendments & Annual Review

• Annual Review:

  • The Charter and AAB Bylaws are reviewed annually during the Association’s General Meeting.

• Amendment Process:

  • Proposed changes must be submitted in writing, approved by a two-thirds majority of eligible AAB members, and finally sanctioned by University management.

  • All approved amendments are posted publicly on the University’s website.