Terms of Reference

All affinity networks, alumni groups and associated committee volunteers must read, understand and agree to the full code of conduct published on the Imperial website.  

In summary, network committee volunteers should: 

• Welcome attendees without discrimination or prejudice. 

• Abide by Imperial’s data protection guidelines and Advancement’s Privacy Policy. 

• Act honestly, inclusively and in good faith. 

• Use the Imperial logo and name only for the purpose of carrying out the Network’s activities, and in accordance with Imperial’s branding guidelines.  

The success of alumni affinity networks is driven by the passion and commitment of its committee members. The committee is recruited through a formal process managed by Imperial’s Alumni Engagement team and existing committee members will be involved in the process of recruiting new members.  

Term 

• A term should be a minimum of one year and a maximum of three years. Imperial recommends a maximum of two terms (no more than six years) in a committee leadership role. 

• We advise that you rotate the co-chair roles within the committee every one to two years to allow for a continual process of renewal while maintaining a degree of stability, continuity and expertise. 

Structure 

• A diverse committee of four to six alumni volunteers who represent different faculties, industries, and areas of expertise.   

• A minimum of two co-chairs, allowing for flexibility and sufficient capacity to deliver activity. 

• Area leads such as a social media/marketing lead, a student liaison lead, event lead, industry lead etc. These positions can be decided by the committee on an ongoing basis. 

The Alumni Engagement team will offer guidance to the committee to ensure that network activities align with Imperial’s strategy, Science for Humanity. The committee is responsible for planning and delivering the network’s activities.  

Committee members will take part in an induction and have access to volunteer resources, toolkits, and a staff liaison.  

The committee is responsible for ensuring their network remains active and engaged. If the committee is inactive for a period of six months or longer, the Alumni Engagement team will intervene and take necessary steps to re-establish engagement. This may include refreshing the committee membership.  

The committee is expected to: 

Innovate and lead 

• Use their expertise and professional network to deliver activities that support professional development, lifelong learning and networking opportunities for members. Events should seek to centre your audience’s specific affinity. 

• Be creative when planning events and consider new ideas for engaging their audience.  

• Organise and host the network’s activities - including identifying themes, shaping the key topics, identifying speakers, securing a venue, and facilitating event delivery.  

Engage and cultivate a thriving community 

• Networks can create and manage their own community groups on LinkedIn, WhatsApp etc. The Alumni Engagement team will not be involved in the running of the group but can advise on best practice and can join if appropriate. The committee is responsible for the running of the group and ensuring its proper use. 

• Be an active member of Plexus, Imperial’s community platform for alumni, and manage the network’s presence on the platform.    

• Promote participation among peers and attend events organised by the network.  

 Connect and collaborate 

• Build bridges between alumni, industry experts, and Imperial academics and departments.  

• Organise and attend regular committee meetings (virtually or in-person) and keep in contact with other committee members. 

• Liaise regularly with the Alumni Engagement team and keep us informed of the network’s developments and activity. 

Events 

• Each network is expected to deliver at least two events per year. 

• Events can be held in-person, online or hybrid, when possible.  

• Online and hybrid events help to foster inclusivity and harness global connections with the international alumni community. Online events can be live or recorded in advance. 

• In-person events can be held on campus (subject to the availability of the Alumni Engagement events team to support delivery) or in accessible venues across London/UK.  

• The Alumni Visitor Centre in South Kensington can be used free of charge for evening or weekend events for up to 28 people. This can be booked via the Alumni Engagement team. 

• For events taking place at any other venue, it is the responsibility of the committee to manage the booking and liaise directly with the venue. 

• Events should be open to all Imperial alumni, staff, and students. Alumni are welcome to bring guests when appropriate. The events are not open to the public. 

Event registration 

• The Alumni Engagement team will create an Eventbrite registration form and provide you with a paper registration list for you to check attendance on the day. 

• The committee is expected to provide a list of on-the-day attendees back to the Alumni Engagement team following the event. 

• If collecting registrations via another platform, the Advancement data protection statement must be included and adhered to.

Promotion of events and activities 

• Committee members are expected to promote the network’s activity and encourage alumni in their own professional networks to attend, including: 

• Posting on their own LinkedIn pages 

• Posting in Imperial’s LinkedIn alumni group  

• Posting on Imperial Plexus. 

• In addition to the Eventbrite registration form, the Alumni Engagement team can create a promotional event webpage, share your event in our monthly newsletter, and send one targeted email invitation. If deadlines are missed by the network, we cannot guarantee an alternative mailing slot will be available in time to promote your event. Please aim to provide eight weeks’ notice to ensure maximum publicity for your event.  

• If required, the Alumni Engagement team can also send two additional emails: joining instructions and a follow-up email. 

• The network should be financially self-sustaining. 

• We suggest a minimum charge of £15 for in-person events to help cover costs and increase commitment. Student tickets should be offered at a discounted rate. 

• Affinity networks can bid for up to £1,500 per year from Imperial to support the cost of one event.  

• Networks can secure funding or sponsorship where appropriate, to help cover costs. 

• The committee should secure speakers or facilitators on a voluntary or pro bono basis.

Affinity networks will be provided with: 

• A dedicated page on the Imperial website. 

• A branded Imperial logo for use on community or social media platforms. 

• A toolkit including branded templates for social media and events. 

The Alumni Engagement team can provide the affinity network with a personalised email address: [Affinity Network Name]@alumni.imperial.ac.uk 

The committee is responsible for monitoring the inbox and replying to messages in a prompt manner, forwarding or copying in the Alumni Engagement team when appropriate. The committee must agree with the terms and conditions of an alumni email account in writing, and provide a recovery email address and phone number for the account.  

• Alumni Affinity Networks webpage 

• Alumni volunteer code of conduct
• Alumni events code of conduct
• Provision of Alumni Services, Benefits and Programming (Alumni Code of Conduct) 

• Data Protection Guidelines 

• Advancement Privacy Notice 

• Imperial Strategy 

• Email Terms and Conditions