Official global alumni groups policy
This guidance is provided to help support alumni group leaders and volunteers, as well as those interested in setting up and running an official alumni group or network.
UCL is proud to have a global alumni community, with groups and networks led by volunteers around the world.
You can find a full list of existing alumni groups and networks on the alumni website.
Page contents
- Purpose of alumni groups and networks
- Setting up an alumni group or network
- Deciding your structure and volunteer roles
- Expectations of a group or network volunteer lead
- Running group and network events
- How UCL supports alumni groups
- Using the UCL brand
- Financial responsibility and data protection
- Fundraising
1. Purpose of alumni groups and networks
Volunteer-led alumni groups play an important role in the development of a strong and engaged global community of UCL alumni and supporters. The purpose of an alumni group in each geographical area is to:
- Facilitate connections between each other and the university
- Provide opportunities for alumni to volunteer
- Support prospective and current students, and welcome new graduates
- Advocate for UCL and help raise UCL’s profile globally
- Support UCL engagement and philanthropy campaigns
2. Setting up an alumni group or network
There are over 40 groups and networks operating globally, all of which are listed on the alumni website. Please contact the UCL Alumni Relations team at alumni@ucl.ac.uk, if you are interested in setting up a new group or network.
Steps for setting up a new group or network
- Find other UCL alumni who would be interested in co-leading the group. New groups and networks need at least two lead volunteers before moving on to the next step.
- Run two trial events within six months - in-person or online. Events that focus on community-building and/or professional development often work well. We’ve highlighted some examples of format below.
- Informal social, for example dinner, picnic, drinks or group walk
- Welcome back party for returning graduates
- Gallery/museum tour
- Quiz
- Panel talks
- Small roundtable led by a successful member of the community
- Speed networking
- Company visit
After each event, a completed attendee register and any photos that were taken must be sent to the Alumni Relations team (alumni@ucl.ac.uk). Please remember to collect photo permissions at your events by putting up clear signs – more information on this can be found below.
Getting official status
If there is strong interest in more alumni activity for your trial events, you can request a conversation with the Alumni Relations team about getting official status for your group or network.
3. Deciding your structure and volunteer roles
While some existing groups and networks operate with a committee, we encourage a flat, non-hierarchical, volunteering structure. The following roles have worked well for existing groups and networks:
1-2 people
Responsibilities:
- Responsible for relationship with the UCL Alumni Relations Team
- Completes a yearly survey and provides feedback
- Supervises and supports other committee members
- Ensures any data is compliant with UCL practises
- Is an enthusiastic advocate for the Alumni Group at UCL
1-3 people
Responsibilities:
- Oversees the yearly event schedule
- Organises the venue (and any catering if applicable) for events, and leads the event on the day with support from the Alumni Relations Liaison Lead / President
- Sends details of who attends events to the UCL Alumni Relations Team
- Is able to listen to the needs of what is wanted from events and upholds the reputation and brand of UCL at all events
1-2 people
- Helps promote events on social media and in networks
- Keeps aware of and makes suggestions for any alumni members who may wish to be UCL Case Studies or volunteer
- After gaining permission, takes photos / film roll from events to send to UCL
- Manages the social media page and / or Whatsapp group
4. Expectations of a group or network volunteer lead
As a volunteer lead for an official group or network, you would be expected to:
- Agree to and complete our UCL Volunteer Agreement.
- Run a minimum of two events per academic year (September-August).
- Inform the Alumni Relations team when organising or running an activity, keeping in mind the lead times outlined below.
- Be an inclusive and welcoming UCL ambassador for the communities your group or network represents.
- Be respectful and supportive of all current and prospective group or network volunteers.
- Be responsive to all requests for information by the Alumni Relations team.
5. Running group and network events
Alumni groups and networks are expected to organise a minimum of two events per year. They should be inclusive and representative of all alumni in their communities.
It is the responsibility of the event organiser(s) to ensure:
- The Alumni Relations team is notified a minimum of four weeks in advance of any event.
- The Alumni Events Code of Conduct is stated on the event invitation(s).
- Relevant photo permissions gathered if event photography is taken. This means putting clear signs up at your events, with details of who to contact should they not wish for their photo to be taken.
- Attendee registration lists are returned to the Alumni Relations team after each event. Please see further guidance on handling data below.
Consider welcoming other UCL audiences including prospective students and current students when planning events.
6. How UCL supports alumni groups
The Alumni Relations team supports official groups and networks by:
- Providing support and guidance through a dedicated UCL Alumni Relations staff contact.
- Helping to promote global events on UCL channels.
- Maintaining a database of alumni contacts and mailing lists on your behalf to ensure data protection compliance.
- Where appropriate, sending invitations through the central database to alumni in your community.
- Creating a registration form for events on the UCL Alumni Events Webpage.
Connecting group and network volunteers with each other and supporting volunteer recruitment as necessary.
7. Using the UCL brand
UCL’s logo, portico icon and the letters ‘UCL’ are registered trademarks and must not be used, recreated or modified without permission.
UCL is extremely fortunate to have a prestigious brand that is recognised around the world. It is important to ensure a consistent design for alumni group and network logos, so that UCL’s brand and reputation is legally protected from misrepresentation.
Each officially recognised alumni group or network has a tailored logo which can be requested from the Alumni Relations team.
If you wish to set up social media groups or other online profiles using the UCL brand/logo, you will need to contact the Alumni Relations team in the first instance at alumni@ucl.ac.uk.
8. Financial responsibility and data protection
Please note the following:
- UCL bears no financial responsibility for the finances of an alumni group or network.
- UCL’s insurance does not cover alumni groups or networks (including their events and activities). Groups and networks are encouraged to seek independent advice regarding insurance.
- Personal data relating to alumni is held by UCL. You should not hold any data.
- Alumni groups and networks do not have access to personal data, but we can work with you to advise on the best way to promote events and activities to alumni. Read our further guidance on data privacy and data protection.
9. Fundraising
The Alumni Relations team sits within UCL’s Office of the Vice-President (Advancement), which oversees all fundraising activity for the university.
If you are considering fundraising as part of your group’s activity, please contact the UCL Alumni Relations team to discuss your plans, receive advice from UCL’s team of professional fundraisers and gain access to approved materials and resources.
