2022-2023 Texas Exes Volunteer Leadership Forms

Welcome!

Prefill Information





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.



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













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The contact information you’ve entered will become your preferred Texas Exes (& UT) contact information, so please review carefully before submitting.

Chapter and Network Charter 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, 2022-June 30, 2023 is June 1, 2022. 

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


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 officer contact information submitted online for all chapter 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
    • Chapter bylaws (if any amendments made, or if the chapter is a newly chartered chapter)
    • Network officer contact information submitted online for all network 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
    • Network bylaws (if any amendments made, or if the network is a newly chartered network)
    • Chapter officer contact information submitted online for all chapter board members and officers
      • Minimal requirement of 1 Key Contact for non-chartered chapters
      • 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
    • Financial Report from the previous year, if funds taken in
    • **A note that non-chartered chapters are not eligible to award scholarships.** 
    • Chapter officer contact information submitted online
      • Minimal requirement of 1 Key Contact
      • All Chapter Key contacts must be current Texas Exes members  
    • Conflict of Interest and Volunteer Code of Conduct forms submitted by Key Contact
    • Financial Report from the previous year, if funds taken in
    • **A note that International Contact level chapters are not eligible to award scholarships.**
    • Affinity Contact information submitted online
      • Minimal requirement of 1 Key Contact for Affinity Contacts
      • All Affinity Key Contacts must be current Texas Exes members
    • Conflict of Interest and Volunteer Code of Conduct forms submitted by Key Contact
    • Financial Report from the previous year, if funds taken in
    • **A note that Affinity Contact level networks are not eligible to award scholarships.**

Who are your upcoming year's officers?

As a reminder, chapter officer contact information must be submitted for all chapter board members and officers and all must be current Texas Exes members.
  • 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
As a reminder, chapter officer contact information must be submitted for all chapter board members and officers and all must be current Texas Exes members.
  • Minimal requirement of 1 Key Contact for non-chartered chapters
  • Please include all board members and officers if more than the 1 position above

Contact Info



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Annual Financial Status Report to Association Headquarters

For the period: June 1, 2021 - May 31, 2022 (due by June 1) 




   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 - include details in an attachment
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 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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