2023-2024 Texas Exes Volunteer Leadership Forms

Welcome!

Prefill Information






Volunteer Role

Instructions for Chapter/Network Presidents and Key Contacts

This is a yearly requirement for existing chapters and networks to update and renew their information with Texas Exes by June 1. The Texas Exes has chartered and non-chartered alumni groups—the main distinction is the number of required officers and whether they award scholarships. Generally, our chartered groups are more active and established than our non-chartered groups. Many groups start at the non-chartered level and build their way up to chartered over the years. Before you begin:

Chapter and network Presidents/Key Contacts should

  • review the full submission process
  • gather all necessary officer and financial information
  • communicate with your leadership team prior to initiating the renewal form
Presidents will be asked to submit all officer names (legal first and last names), preferred email addresses, leadership titles, and the financial report (on behalf of the Treasurer).

Having this information ready to go prior to starting the form will expedite your submission and help you complete your annual renewal in one sitting! If you submit your renewal forms incorrectly, you will be asked to resubmit.    



  • Complete annual renewal agreement by June 1 
  • Have a minimum requirement of four officers, (President, President Elect, Treasurer and Membership Chair.) & all additional officers should be reported through this form 
  • Have Texas Exes Association approved Bylaws on file 
  • Submit financial summary annually 
  • Report Sponsor Agreements annually 
  • Can award scholarships 


  • Complete annual renewal agreement by June 1 
  • Have a minimum requirement of one officer (Key Contact) & all additional officers should be reported through this form 
  • Submit financial summary annually (if funds are taken in) 
  • Report Sponsor Agreements annually (if applicable) 
  • Cannot award scholarships 

For all volunteers:
 
Thank you for serving as part of the volunteer leadership of the Texas Exes, which includes our Board of Directors, committees, Chapters and Affinity Networks! This required form will be used to submit your contact information and any potential conflicts of interest. 

For Texas Exes Chapters & Affinity Network officers: You will also be required to acknowledge your acceptance of the Volunteer Code of Conduct after completion of the conflict of interest form. Your submission will not be complete until all pages have been completed. 

As a reminder, all members of the Texas Exes Board of Directors, committees and Chapter or Network officers must be current Texas Exes members. For more information about joining the Texas Exes, please visit texasexes.org/join.

Enter your contact information. Note: The Texas Exes will use the entered email, mailing address, and phone number as your preferred contact method for ALL Texas Exes and UT communications.


If serving more than one role, please "add another response" for each role.


Leader of Chartered Chapter/Network is President, Leader of Non-Chartered Chapter/Network is Key Contact

Leader of Chartered Chapter/Network is President, Leader of Non-Chartered Chapter/Network is Key Contact
Volunteer Information
The contact person below will be designated as the President or Key Contact:












please make sure email address is entered correctly

*The email address and contact information you’ve entered will become your preferred Texas Exes (& UT) contact information, so please review carefully before submitting.
Thank you for your interest!
  • No other officer position should initiate the renewal process! 
  • Once the President or Key Contact has submitted this form, all other officers and roles submitted will receive an automated email from the Texas Exes directing them to complete a Conflict of Interest and Volunteer Code of Conduct form.
If you are interested in establishing a Chapter or Network, please contact our Chapter and Networks Team at 1-800-594-3937.

No further action is necessary on this page. 
Your Membership
Chapter and Network Officers are required to have a Membership with the Texas Exes. If the information shown below is incorrect, please contact our Membership Department at 800-369-0023 or alumni@texasexes.org


Annual Renewal Agreement


The Texas Exes exists to unite alumni and friends around the world, create a passionate voice that strengthens the university, promote alumni accomplishments, and celebrate Longhorn spirit and traditions. With the help of our volunteer-led Chapter and Network efforts, alumni from The University of Texas at Austin are known around the world for their collective contribution to society. To be eligible for official designation, support, and services, Chapters and Networks must annually submit this agreement form, along with the materials listed below, to the Chapters and Networks Department for approval by the Texas Exes Board of Directors.

DEADLINE FOR SUBMITTING THE AGREEMENT AND MATERIALS FOR THE YEAR COVERING July 1, 2023-June 30, 2024 is June 1, 2023. 

Your Chapter/Network Name starts with/is ...

Chapter Status

Chapter Network Department will review requests to change your Star Status and will contact if we have questions.


This is only required if you have made amendments to your bylaws and the Texas Exes Association needs to review them.


Chapters and Networks are required to submit Sponsorship Agreements annually.

The Texas Exes Chapter or Network named hereby applies for approval and agrees to carry out the Texas Exes mission in the following ways: 
  • Be aligned with the Texas Exes mission, purpose, and vision, including active promotion of Texas Exes membership, and proper use of official Texas Exes branding in all communication. 
  • Provide programming for diverse interests and age groups. 
  • Use Texas Exes resources for communication with Texas Exes members and potential members who live in your Chapter area or Network
  • Encourage alumni to keep their data current by updating their information on the Texas Exes website. 
  • Promote Texas Exes membership among Chapter or Network members. 
  • Obtain and use own Federal Identification Number to identify local bank account, if funds were taken in. 
  • Send all scholarship funds in a timely manner to the Texas Exes for management by the Investments Committee, if eligible to award scholarships. See Chapter and Network Leader Handbooks for more info.  
  • Adhere to the Texas Exes bylaws, as well as Chapter and Network bylaws, and the Volunteer Code of Conduct.
  • Complete the following documents with this Agreement: 
    • Chapter or Network officer contact information submitted online for all board members and officers
      • Minimal requirement of 4 officers: President, President-Elect, Treasurer, Membership Chair
      • Please include all board members and officers if more than the 4 position above
      • All must be current Texas Exes members
    • Conflict of Interest and Volunteer Code of Conduct forms submitted online by each individual officer
    • Financial Report from the previous year
    • Sponsor Agreements for the upcoming year
    • Bylaws (if any amendments made, or if the chapter/network is newly chartered)
    • Chapter or Network officer contact information submitted online for all board members and officers
      • Minimal requirement of 1 Key Contact
      • Please include all board members and officers if more than the 1 position above
      • All must be current Texas Exes members  
    • Conflict of Interest and Volunteer Code of Conduct forms submitted online by each individual officer
    • Sponsor Agreements for the upcoming year
    • Financial Report from the previous year, if funds taken in
    • **A note that non-chartered groups are not eligible to award scholarships.** 

Who are your upcoming year's officers?

Optional
If you have additional volunteer leaders/officers to report, please list them below.
As a reminder, information must be submitted for all board members and officers and all must be current Texas Exes members.

Minimal requirement of 4 officers: 
  • President will be submitted as yourself*.
  • Please provide the 3 names for President-Elect, Treasurer, Membership Chair
  • Also include any additional volunteer leaders (such as Chair - Gamewatch, etc).** 
*You do NOT have to include your information again below; we will use your contact information from Page 1. 

**Important Note: You must report ALL chapter/network volunteers that will be a part of the leadership team, especially if you have more than the required four positions. Example: Scholarship Chair, Event Chair, board members, committee chairs, etc. 

If you do not report a volunteer leader, they will not receive important email communications from the Texas Exes Chapters and Networks staff throughout the year, and we will not recognize them as a leader since they won't complete our Volunteer Code of Conduct/Conflict of Interest forms. 

Examples of communications: Chapter and Network Leadership Newsletter, invitations to Texas Exes events such as our Annual Leadership Conference (CNLC), etc.

As a reminder, chapter or network officer contact information must be submitted for all board members and officers and all must be current Texas Exes members.
  • Minimal requirement of 1 Key Contact for non-chartered groups
  • Key Contact will be submitted as yourself using your contact information from Page 1*.
  • Also include any additional volunteer leaders (such as Chair - Gamewatch, etc).** 
*You do NOT have to include your information again below; we will use your contact information from Page 1. 

**Important Note: You must report ALL chapter/network volunteers that will be a part of the leadership team.  Example: Scholarship Chair, Event Chair, board members, committee chairs, etc. 

If you do not report a volunteer leader, they will not receive important email communications from the Texas Exes Chapters and Networks staff throughout the year, and we will not recognize them as a leader since they won't complete our Volunteer Code of Conduct/Conflict of Interest forms. 

Examples of communications: Chapter and Network Leadership Newsletter, invitations to Texas Exes events such as our Annual Leadership Conference (CNLC), etc.


Contact Info



please make sure email address is entered correctly

Annual Financial Status Report to Association Headquarters


No funds last year?
You can skip this page if your chapter/network did not take any funds in the last year. 
For the period: June 1, 2022 - May 31, 2023 (due by June 1) 

Financial Status Form – If your chapter or network took in funds for the 2022-2023 year, the incoming President will enter your financial report. Presidents will need to collect this information from the Treasurer.

The form lists income sources and expense categories from the previous year; the local balance held indicates operations funding for the group and scholarship awards to be made in the upcoming academic year. All chapters/networks that take in funds, chartered or non-chartered, are required to submit a financial report.  




   Revenue    Expense     Net 
Scholarship Award(s)/Donations
Operations income from autographed sports items
High School Teaching Award reception
UT Student Send-off
Young Alumni events
Texas Independence Day event
Golf Tournament
“Social-only” events
Administrative expenses
PR and chapter communications
Membership/Involvement activities
Merchandise sales
Interest income on local funds
Local newsletter subscriptions or similar income
Other
Preparer, submitting this form with your e-signature signifies accuracy of the numbers above.

Volunteer Code of Conduct

As Chapter and Network volunteers of the Texas Exes, all volunteers are expected to safeguard the interests of Texas Exes and the university, to conduct themselves professionally in the performance of their Chapter or Network duties, and to maintain the highest standard of ethical conduct deserved by all Texas Exes constituencies. 

Texas Exes volunteers will:
  • Act in the best interests of the Texas Exes with honesty, integrity, due diligence and reasonable competence, and in accordance with Texas Exes policies and procedures; 
  • Serve as fiduciary stewards of Texas Exes assets, resources and reputation;
  • Refrain from using their volunteer position for personal, political, third party or financial gain, or from improperly exercising individual authority or undue influence over any other individual or group as outlined in the Conflict of Interest and Non-disclosure Agreement form; sign Conflict of Interest form yearly;
  • Comply with all applicable federal, state and local laws and regulations, as well as Texas Exes bylaws, policies, and other governance documents;
  • Interact with volunteers, staff, and other constituents in a responsible, respectful and professional manner, and avoid any discriminatory or harassing behavior directed toward any of these persons;
  • Contribute and adhere to appropriate and constructive discourse during Board, subcommittee and other volunteer discussions or efforts in a positive, courteous, and respectful manner;
  • Refrain from publicly undermining in any way specific positions, policies or decisions officially approved and communicated by the Texas Exes
If you have any questions about volunteering, please contact the Chapters and Networks Department. 

Conflict of Interest Policy


All Texas Exes volunteer leaders are required to read and acknowledge our Conflict of Interest Policy and Non-Disclosure Agreement.  Only the Texas Exes volunteer leader may complete this form. Do not fill this out as a proxy or on behalf of anyone else.

This policy is available in full here. Please read and review the policy before continuing.
Conflict of Interest Form and Non-Disclosure Agreement
To help avoid and manage any potential conflicts of interest, you are disclosing ownership of other proprietary interests, responsibilities, circumstances, or other reasons why you or, by extension, any member of your family might have any actual, apparent or potential conflict of interest with your duty to The Ex-Students’ Association of the University of Texas (“Texas Exes”) with respect to the conflicts identified in the attached Policy and any others.

You hereby invite further review by Texas Exes of any aspects of these circumstances that might be appropriate. In addition, you agree to take other steps, such as avoiding deliberation on, resolution of, or participating in or voting on certain issues, or withdrawing from serving in a leadership position with Texas Exes, if it is determined that such steps are necessary to protect the integrity of Texas Exes and avoid the breach of your duties of care, loyalty and obedience to Texas Exes.

Finally, during such time as you continue to serve Texas Exes, you agree to promptly notify the Board of Directors, if you determine that any additional actual, potential or perceived conflict of interest with your duties to Texas Exes arises subsequent to the execution of this form. Information reported to the Board of Directors will be reviewed in accordance with the attached Policy.

All capitalized terms used herein shall have the meanings ascribed to them as defined in the attached Policy.

1. Do you or any Family Member (as defined in the attached Policy) have any Financial Interest (as defined in the attached Policy) in (or have you received any financial benefit or gifts from) any organization that has a prospective or existing financial, business, contractual, or other legal relationship with the Texas Exes? 

Examples:
    • A family member is a vendor doing business or potential business with the Texas Exes.
    • You are a director of or maintain a financial interest in an organization that may contract with Texas Exes.


2. Do you or any of your Family Members have personal or business relationships, activities, or interests not listed above which could potentially impair or create the appearance of impairing your objectivity in making decisions on Texas Exes matters?  

Examples:
    • A family member is a Texas Exes scholarship applicant 


3. Do you or any of your Family Members receive compensation (not reimbursement for expenses) or other financial benefit from Texas Exes?

Examples:
    • A family member is a Texas Exes scholarship recipient
    • A family member is employed by the Texas Exes


4. Do you agree not to use the Texas Exes’ name, or any affiliation with the Texas Exes in a manner that would incorrectly imply a Texas Exes endorsement of a non-Texas Exes product or service, or that would imply Texas Exes support of a public, personal or political opinion or activity? Do you also agree to refer members of the media to the Texas Exes Vice President of Communications? 

Examples:
    • Use your Texas Exes title for any personal gain or to leverage personal views-Submit comments to a state or federal agency on behalf of Texas Exes without Texas Exes’ express written consent.

NONDISCLOSURE AGREEMENT
I agree that I will not use or disclose any confidential information disclosed to me in connection with my affiliation with Texas Exes except as may be authorized by Texas Exes; and in addition, I will make my best effort to prevent unauthorized disclosure of confidential information by others. I understand that confidential information may include information relating to Texas Exes’ members, operations, policies, plans, goals, financial data or personnel records. Confidential information shall not include (a) information previously known to me, to Texas Exes membership generally, or to the general public or (b) information that the Board or an officer or other authorized representative of the Texas Exes has requested or authorized me to disclose to one or more third parties (i.e. donor opportunities or changes in membership rates). I acknowledge that unauthorized disclosure of confidential information could cause irreparable harm and material injury to the Texas Exes and its members. I agree that, upon request of the Texas Exes, I will return to Texas Exes all materials supplied to me by it, including property, work products and supporting documents. I understand that disclosure of confidential information by me may result in potential adverse harm to the Texas Exes and accordingly, possible termination or removal from office and other legal remedies. 

Contact Information

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