Alumni Council Roles and Responsibilities

The Alumni Council is the executive body of the Association. It includes 13 voting members, of whom nine are elected Councilors. The four-person Executive Committee consists of the President-Elect, President, Immediate Past President, and Vice President. 

The Alumni Council convenes on a quarterly schedule each year. Meetings are held virtually in summer and winder, and in person in the spring and during Alumni & Reunion Weekend in the fall.

Nominations and elections to the Executive Committee and as Councilor begins by open call to the Alumni Community each year in early Spring and ends in September.

Councilors

The official expectations of current and incoming Council members, voted on unanimously by the Council, are as follows:

• Councilors serve a three-year term. Councilors may only serve a maximum of two, three-year terms. 
• All Alumni Council members will serve on an Association Committee.
• All Alumni Council members shall play an active role as Ambassadors of the School, attending functions and events in their area when possible, and supporting alumni volunteers in their role.
• All Alumni Council members shall assist in identifying deserving Harvard Chan School alumni for consideration for HAA Awards and the Harvard Medal.
• All Alumni officers shall assist in identifying qualified alumni to run for Harvard Overseer and Harvard Elected Director.
• An annual financial gift to the Harvard T.H. Chan School of Public Health is expected.
• Alumni Council members receive complimentary registration to Alumni Weekend.
• Members must participate virtually or in person in at least three out of four quarterly Council meetings. Attendance in person for the Spring Leadership Retreat (April/May) and Alumni Weekend meetings (September/October) is strongly encouraged, but virtual participation is acceptable if travel to Boston is not possible. Travel expenses and lodging to attend meetings are the Council member’s responsibility. Meals are provided at most meetings.
• All Alumni Council members and volunteer leaders sign a Confidentiality Agreement. 

Attendance Policy

All Alumni Councilors are required to participate in three out of four consecutive Council Meetings. In-person attendance in the spring (Spring Leadership Retreat) and fall (Alumni Weekend) are strongly encouraged, but not required. If unable to participate in a meeting, regrets via e-mail or phone to the Office for Alumni Relations or to the Alumni Council President and/or Vice President are required. If no regrets are sent prior to a council meeting, the Office for Alumni Relations and Council President will follow-up with Councilor via e-mail or phone.  

If two meetings are missed within a 12-month span without sending regrets, a majority of the Council may vote to replace a Councilor during the second missed meeting, with a replacement selected prior to the next Alumni Council meeting. If three meetings are missed within a 12-month span, with or without regrets, the Council President may select a replacement for the Council seat with a majority of votes from the Alumni Council. 

For any questions about running for a Council position, please contact alumni@hsph.harvard.edu.

Executive Committee

The four-person Executive Committee of the Council shall convene when needed to prepare business for the Alumni Council to discuss. The Executive Committee consists of President-Elect, President, Immediate Past President, and Vice President.  

Each member of the Executive Committee has specific responsibilities as part of their appointment, in addition to all responsibilities of a Councilor, listed previously. 

President 

The President presides over all Council meetings during their term. Please note, Presidents of the Association serve six years on the Council. Two years as President-elect, two year as President, and two years as Immediate past-president. The roles and responsibilities of the President include the following:  

• Report out on the State of the Association, either written or verbally, during the annual fall meeting of the Alumni Association, typically over Alumni Weekend.
• The President may serve as emcee or host of Alumni Weekend activities.
• Attend regional events, including the annual APHA Reception, as available.
• Serve as ex-officio member of all standing and special committees, excluding the Nominations Committee. The President may attend committee meetings when available. 
• Make appointments to fill vacancies on the Council, including a vacancy of one of the officers.
• Appoint the Nominating committee each year to compile nominations for elections.
• Call special meetings of the Executive Committee.
• The President may invite guest speakers to Alumni Council meetings.
• Designate standing and special committees, with the approval of the Council and appoint Chairs to each Committee. Standing committees generally coincide with the President’s initiatives.
• Appoint Graduate School Directors to represent Harvard Chan within the HAA.

President-Elect 

The President-Elect uses the two years prior to their term as President to learn and observe all aspects of the Alumni Association and Alumni Council. Their role may include the following: 

• Preside over Alumni Council meetings if the President is not available.
• Serve on the Alumni Giving Committee during the two-year term. This position on the Alumni Giving Committee will serve as training and to gain knowledge on financial needs and priorities of the School. 
• Attend regional events, as available, as Council Ambassador. 
• Identify priorities for committee initiatives prior to term of President. 

Immediate Past-President 

The Vice President serves on the Executive Committee and assists with presiding over and conducting business of all Alumni Council meetings. In addition, the Vice President is responsible for the following items: 

• Reviews, edits, and confirms the Alumni Council meeting minutes on a quarterly basis prior to distribution to rest of Alumni Council. 
• Confirms and announces the annual Alumni Council election results prior to results being finalized. 
• Assists with confirming the quarterly Alumni Council agendas, including assisting with coordination of report-outs from applicable School offices. 

Term Lengths and Limits

Presidents of the Association serve six years on the Council. Two years as President-elect, two year as President, and two years as Immediate past-president.  No Executive Committee officer shall serve more than one term in the same position. The nine Councilors serve 3 years and may not serve more than two terms. All new Alumni Council members start their position at the annual fall meeting as part of Alumni Weekend.