Chapter and Network Overview

Learn more about Texas Exes Chapter and Network expectations and resources.

Texas Exes Chapters and Networks

The Texas Exes Chapters and Networks program provides a vital role to the Texas Exes—our Chapters and Networks allow alumni to reconnect with the place they once called home. Texas Exes could not reach so many alumni, both members and non-members, without our geographic Chapters and affinity Networks. Chapters and Networks help increase Texas Exes membership while maintaining a connection between alumni and The University of Texas.

The chapter and network leadership year runs from July 1–June 30 of the next year, in alignment with the Association’s fiscal year. Chapters and Networks must renew annually by June 1, by filling out and submitting the *required forms online.

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.

Chapter and Network Annual 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 an agreement form, along with the materials listed below, to the Chapters and Networks Department for approval by the Texas Exes Board of Directors no later than June 1.

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.
  • 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.
  • Obtain and use own Federal Identification Number to identify local bank account, if funds were taken in.
  • Adhere to the Texas Exes bylaws, as well as Chapter and Network bylaws, and the Volunteer Code of Conduct.
  • 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 an agreement form, along with the materials listed below, to the Chapters and Networks Department for approval by the Texas Exes Board of Directors no later than June 1.

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.
  • 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.
  • Obtain and use own Federal Identification Number to identify local bank account, if funds were taken in.
  • 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:

Chartered Groups

  • 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
    • Report all board members, officers, and committee members in addition to the 4 positions above
    • All leaders 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
  • Bylaw draft for Association review (if any amendments made, or if the chapter/network is newly chartered)

 

Non-Chartered Groups

  • Chapter or Network officer contact information submitted online for all board members and officers
    • Minimal requirement of 1 "Key Contact"
    • Report all board members and officers if more than the 1 position above
    • All leaders 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 were taken in
    • Non-Chartered groups are not eligible to award scholarships

Goals and Purpose

Provide diverse programming that represents various interests and age groups

Support UT students through enrichment programming and scholarships.

Extend UT beyond the boundaries of the Forty Acres to provide alumni with a connection to the Texas Exes and the university.

Promote membership to the Texas Exes Association

Memberships sustain Chapter and Network activities and are a critical link between members and the university.

Support UT when athletic teams, members of the administration, or faculty travel to your area when appropriate

Foster a positive community of fellow Texas Exes for new graduates and new members in your area.

Annual Requirements

Each year, all chartered and non-chartered chapters and networks are required to renew with the Association by completing an online form before June 1. This allows for existing chapters and networks to update officer information with the Texas Exes Association. All renewal requirements must be complete for chapters and networks to receive their resources for the new year and remain “active”. All renewal documents can be found and submitted online through the Chapter and Network Renewal Process page.

Chartered Chapter/Network

  1. Chartered Chapter/Network Annual Agreement
    • This form is given to the Texas Exes Board of Directors to be approved for the charter.
  2. Leadership Submissions
    • A chartered chapter & network is required to have at least 4 individuals serve on the board
    • Required positions: President, President-Elect, Treasurer, and Membership Chair
    • All board members and volunteers acting in a leadership role are required to be paid members of Texas Exes.
    • Each board member and volunteer leaders are required to submit a Volunteer Code of Conduct form and a Conflict-of-Interest form annually.
  3. Financial Report
    • This form lists income sources and expense categories for 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 are required to submit a financial report.
  4. Bylaws
    • Chapters and Networks only need to submit this if they do not have current bylaws on file with Texas Exes or if they have made amendments that need to be approved by the Association.
    • Bylaws must be signed by 10 current Texas Exes dues paying members. This remains on file and is resubmitted when amendments have been made. All chartered groups will use the Association’s template as a starting point.
  5. Event, Leadership, and Scholarship Requirements
    • Chartered chapters and networks are required to host a certain number of events, attend leadership trainings, and award scholarships based on their Star Status and Category
    • See more details under the “Expectations and Benefits”

Non-Chartered Chapter/Network

  1. Non-Chartered Chapter/Network Annual Agreement
    • This form is given to the Texas Exes Board of Directors to be approved for the year.
  2. Leadership Submissions
    • Non-chartered chapters and networks are required to have at least one Key Contact to serve the alumni in the area.
    • All board members and volunteers acting in a leadership role are required to be members of Texas Exes.
    • Each board member and volunteer leaders are required to submit a Volunteer Code of Conduct form as well as a Conflict-of-Interest form
  3. Financial Report
    • This is only required by non-chartered groups if they take in funds during the leadership year.
  4. Event, Leadership, and Scholarship Requirements
    • Non-chartered chapters and networks are required to host 1 engagement activity annually with the intention of growing engagement in their community.
    • Non-chartered chapters and networks are ineligible to award scholarships until they have been promoted to a chartered group.

Chapter and Network Resources and Expectations

Basic Resources

Basic Resources are available to all chapters and networks.

  • Listed as official group on TexasExes.org
  • Free website hosting
  • Registered trademark Chapter/Network logo
  • Event liability insurance (updated on annual basis, subject to change) (domestic only)
  • 25% discount at University CO-OP when items are purchased for fundraising reasons
  • Speakers Bureau list for chapters/networks to use
  • Online event registration and RSVP through Texas Exes website and Eventbrite Event listing on Texasexes.org
  • Credit card processing
  • Online credit card donations to chapter's scholarship endowment
  • Scholarship endowment administration
  • Leader resources offered online including: training collateral, how-to manuals, etc.
  • Chapter and Network Advisory Board member assigned to groups for additional volunteer resource
  • Survey assistance for chapter alumni surveys
  • $500 matching funds to chapters that contributed to scholarship funds less than 5 years
     

Additional resources based on a chapter/network’s category are listed below.

1-Star Chapters

1-Star chapters are non-chartered

Standard Chapter Expectations

  • Use Texas Exes for communication through email
  • Accomplish at least 1 Social Alumni or Key Priority Event
  • Submit at least 1 Post Event Report
  • Submit at least 1 Meeting Minutes
  • At least 20 emails on file for alumni in chapter area (domestic only)
  • Membership Promotion
  • Local sponsorships must be reported to Texas Exes
  • Use sign-in information sheets periodically at social events and send to Texas Exes
  • Any design created outside of Texas Exes staff must have prior approval before use


Outstanding Chapter Expectations

  • Accomplish 1 Social Event
  • Accomplish 1 Key Priority Event (including Project Worldwide)
  • Submit at least 1 Post Event Report
  • Submit at least 1 Meeting Minutes
  • Demonstrate the intent to increase membership in chapter area


Benefits

  • 12 Emails annually (no more than 1 per week)
  • All Basic Resources
  • 1 time only mailing (until chartered) covered by Texas Exes to all area alumni**

**Outstanding Chapters Only

Chapter Status Note: Non-Chartered Chapters are not eligible to award scholarships.

2-Star Chapters

2-Star chapters are chartered

Standard Chapter Expectations

  • Use Texas Exes for communication through email
  • At least 20 emails on file for alumni in chapter area (domestic only)
  • At least 200 alumni in geographic area
  • Local sponsorships must be reported to Texas Exes
  • Use sign-in information sheets periodically at social events and send to Texas Exes
  • Any design created outside of Texas Exes staff must have prior approval before use
  • Active, Up-to-Date Web Presence
  • Accomplish at least 1 Social Alumni Engagement Event (not including Game Watch)
  • Accomplish at least 1 Key Priority Event (including Project Worldwide)
  • Submit at least 1 Post Event Report
  • Submit at least 1 Meeting Minutes
  • Membership promotion with the intent to increase membership in local area

Outstanding Chapter Expectations

  • Send at least 1 person to Chapter Leadership Conference bi-annually
  • Accomplish at least 1 Social Alumni Engagement Event (not including Game Watch)
  • Accomplish at least 1 Key Priority Event (including Project Worldwide)
  • Submit at least 1 Post Event Report
  • Submit at least 1 Meeting Minutes

Benefits

  • 20 Emails annually (no more than 1 per week)
  • Receives 1 leadership training opportunity by staff or CAB
  • 1 mailing to members only per year, expense covered by Texas Exes (must be used for Key Priority Event, template self-mailer, domestic only)**
  • Up to 2 additional mailings at cost to chapter
  • Outstanding Chapters receive nonmembers added to mailing, expense covered by ESA annually**
  • All Basic Resources

 

**Outstanding Chapters Only

Chapter Status Note: Chartered Chapters are eligible to award scholarships

 

3-Star Chapters

3-Star chapters are chartered

Standard Chapter Expectations

  • Use Texas Exes for communication through email
  • At least 20 emails on file for alumni in chapter area (domestic only)
  • At least 200 alumni in geographic area
  • Local sponsorships must be reported to Texas Exes
  • Use sign-in information sheets periodically at social events and send to Texas Exes
  • Any design created outside of Texas Exes staff must have prior approval before use
  • Active, Up-to-Date Web Presence
  • Accomplish at least 1 Social Alumni Engagement Event (not including Game Watch)
  • Accomplish at least 2 Key Priority Events (including Project Worldwide)
  • Submit post event reports on at least 2 Key Priority Events
  • Report on at least 2 board meetings annually
  • Sends 1 member to Chapter Leadership Conference bi-annually
  • If Scholarships are awarded, $500 minimum total contributed per student
  • Membership promotion with the intent to increase membership in local area

Outstanding Chapter Expectations

  • Send at least 1 person to Chapter Leadership Conference bi-annually
  • Accomplish at least 1 Social Alumni Engagement Event (not including Game Watch)
  • Accomplish at least 1 Key Priority Event (including Project Worldwide)
  • Submit at least 1 Post Event Report
  • Submit at least 1 Meeting Minutes
  • Receives: nonmembers added to mailing, expense covered by ESA annually**

Benefits

  • 30 Emails annually (no more than 1 per week)
  • Receives 2 leadership training opportunities provided by staff or CAB
  • 1 mailing tall alumni per year, expense covered by Texas Exes (must be used for Key Priority Event, template self-mailer, domestic only)
  • Up t3 additional mailings at cost to Chapter (template)
  • Receives up t2 unique designs created by Texas Exes staff annually
  • 1 extra mailing, members only, covered by Texas Exes**
  • Representation at events from Texas Exes at minimum once every three years**
  • All Basic Resources

**Outstanding Chapters Only

Chapter Status Note: Chartered Chapters are eligible to award scholarships

4-Star Chapters

Standard Chapter Expectations

  • Use Texas Exes for communication through email
  • At least 20 emails on file for alumni in chapter area (domestic only)
  • At least 200 alumni in geographic area
  • Local sponsorships must be reported to Texas Exes
  • Use sign-in information sheets periodically at social events and send to Texas Exes
  • Any design created outside of Texas Exes staff must have prior approval before use
  • Active, Up-to-Date Web Presence
  • Accomplish Social Alumni Engagement Events
  • Accomplish at least 4 Key Priority Events and at least 1 from each category of Key Priority Events (including Project Worldwide)
  • Submit 2+ post event reports on Key Priority Events
  • Conduct and report on 2+ regular board meetings
  • Send a minimum of 1 member to Chapter Leadership Conference annually
  • Participate with Texas Exes on Social Media/Web
  • If Scholarships are awarded, $500 minimum total contributed per student
  • Membership promotion with the intent to increase membership in local area
  • Recruit Volunteers for Association-wide Initiatives

 

Outstanding Chapter Expectations

  • Invite special guests to attend events (Legislators, media, High School College Counselors, principals, etc.)
  • Contribute $10,000 + in scholarships
  • Drive participation on Texas Exes Alumni Mentoring Platform (*TBA)

 

Benefits

  • 52 Emails annually (no more than 1 per week)
  • Receives leadership training opportunities provided by staff or CAB
  • 2 mailings per year (1 to members only, 1 tall alumni, max $5,000) expense covered by Texas Exes (must be used for Key Priority Event, domestic only)
  • Up t3 additional mailings at cost to Chapter (template)
  • Receives up t5 unique designs created by Texas Exes staff annually
  • Representation at events by Texas Exes staff at minimum of once every 2 years
  • Personal Texas Exes staff assistance on securing special speaker/guests Special assistance on events**
  • All Basic Resources

**Outstanding Chapters Only

Chapter Status Note: Chartered Chapters are eligible to award scholarships

International Chapters

Non-Chartered International Chapter Expectations:

  • Complete Chapter annual agreement
  • 1 Key Contact required
  • Use ESA for communication through email
  • Website or social media presence
  • Semi-annual newsletters with chapter-relevant updates on the University
  • Any design created outside of ESA must have prior approval before use

 

Chartered International Chapter Requirements and Expectations

  • Complete Chapter annual agreement and charter
  • Chapter board of 4 officers required: President, President- Elect, Treasurer, and Membership Chair
  • Produces an annual Financial Report for local bank account with unique EIN (if funds are taken in)
  • Up to date bylaws on file with the Association
  • Use ESA for communication through email
  • Host at least one event annually
  • Membership promotion in the intent increase membership in local area
  • Utilize Association paid Eventbrite account for event registration to sync data with ESA
  • Any design created outside of ESA must have prior approval before use.
  • Report on at least 1 board meeting annually

 

Outstanding Chartered International Chapter Expectations

  • All requirements listed above.
  • Raises scholarship funds with a minimum total contributed of $500 per student.
  • Participates in multiple Texas Exes events.
  • Commits to annual leadership training by Texas Exes staff.

 

Chapter Status Note: Chartered Chapters are eligible to award scholarships

Affinity Networks

Non-Chartered Affinity Network Expectations

Requirements

  • Fits into a network type (ethnicity-based, student organization, or professional)
  • 1 Key Contact required
  • Annual affinity contact agreement
  • Submit financial report if funds are taken in during the leadership year
  • Website or social media presence
  • Semi-annual newsletters with network relevant updates
  • Any design created outside of ESA must have prior approval before use
  • Use ESA marketing system for communications to alumni

Expectations

  • Serve as a point of contact for alumni interested in your network’s mission
  • Actively grow your network to become a chartered Texas Exes network

Benefits

  • All basic resources.
  • 12 emails alumni annually

 

Chartered Affinity Network Expectations

Requirements

  • At least 20 emails on file for alumni in network
  • Fits into a network type (ethnicity-based, student org, or professional)
  • Annual network agreement form
  • 4 required officer positions (President, President-elect, Treasurer, and
  • Membership Chair)
  • Annual network financial report for local bank account with unique EIN (if funds
  • are taken in)
  • Bylaws (template provided) with at least 10 Texas Exes member signatures.
  • Website or social media presence.
  • Semi-annual newsletters with network relevant updates.
  • Any design created outside of ESA must have prior approval before use.
  • Use ESA marketing system for communications to alumni.

 

Expectations

  • Host at least one event annually
  • Membership promotion with the intent to increase membership in your
  • network.
  • Utilize Association paid Eventbrite account for event registration to sync data with
  • ESA.
  • Report on at least 1 board meeting annually
  • Submit at least 1 post-event report annually
  • Report sponsors and sponsorships to ESA staff annually
  • Submit an annual Financial Report (if funds are taken in)
  • If scholarships are awarded, minimum total contributed per student $500
  • Actively communicate and partner with local geographic chapters

 

Benefits

  • Email communication through Texas Exes
  • 3 unique designs by Texas Exes staff graphic designers annually
  • 1 mailing at cost to network (template provided)
  • Leadership training opportunities with Texas Exes staff

Chapter and Network Advisory Boards

The Chapter Advisory Board (CAB) and Network Advisory Board (NAB) are made up of current and former chapter and network leaders that maintain an active volunteer role with Texas Exes. CAB members and NAB members are an additional resource available to support your initiatives.

Be sure to reach out to your assigned CAB/NAB member this year to brainstorm event ideas, ask general chapter and network related questions and to hear about their experiences as a volunteer leader.

Chapter Advisory Board

Brock Niezgoda Chair 
Houston, TX; Houston Chapter Past-President

Alec Vasquez San Antonio, TX 
San Antonio Chapter Past-President

Rachel Colson San Francisco, CA 
San Francisco Chapter Past-President

Ira Weidberg New York, NY
New York Chapter President

Wintress Ross Greensboro, NC
Dallas Chapter Past-President

Mark West New Braunfels, TX
Comal County Chapter President

Jeannette Garcia San Antonio, TX
San Antonio Chapter Past-President

Network Advisory Board

Cotton Starr Chair
Houston, TX; former Camp Texas Alumni Network BOD Member

Emily Scheinfeld, PhD Atlanta, GA
Orange Jackets Alumni Network Past-President

Andrea Anderson Dallas, TX
Black Alumni Network Past-President

Frequently Asked Questions

How do I set up a free chapter/network website hosted by the Texas Exes?

New chapters and networks are automatically built a page on texasexes.org. If your group has an external site and you'd like to move your website to texasexes.org, contact the Chapters and Networks Department staff. The chapter/network will be responsible for adding the content to the site and all reported chapter/network leaders are given access to edit the group's page.

What is the difference between a chartered and a non-chartered chapter/network?

Chapters and Non-Chartered Chapters are local affiliates of the Texas Exes. Chapters and Non-Chartered Chapters differ in that Chapters require a more fully developed leadership structure and can award scholarships to local students.

Non-Chartered Chapters can have a more loosely defined structure with only one person needed as the Key Contact and typically they do not award scholarships. All start-up groups will first become Non-Chartered Chapters and will then have the opportunity to become a Chartered Chapter.

What is the Chapter Advisory Board & Network Advisory Board and how can they help me?

The Chapter Advisory Board and Network Advisory Board are made up of current and former chapter and network leaders and advisors that maintain an active role with the Texas Exes. Chapter Advisory Board members and Network Advisory Board members are resources available, in addition to the Texas Exes staff, to answer your questions and share their knowledge so that chapter and network leaders can benefit from our shared community of experience.

What are the annual deadlines for charter establishments and renewal documents?

The deadline for charter establishment and renewal is on June 1 of every year.

The documents needed for charter establishment and renewal are the signed charter agreement, officer report, financial statement and chapter/network by-laws. The renewal process can be found online, here. The bylaws only need to be resubmitted when amendments have been made. When establishing a new chapter/network, the bylaws must be signed by 10 current Texas Exes members. The bylaws remain on file with the Association. Non-chartered chapters/networks also need to sign and return their non-chartered chapter/network agreement by June 1.

How do I send out an email from the Texas Exes database?

The Texas Exes staff will send out the emails for you.

The Texas Exes database will always have the most up to date email information, which is why we encourage chapters and networks to use this tool. Submit your email request online. The email will be put together in the Texas Exes format and a proof will be sent to you for editing. Once the email has been approved, it will be sent to the entire database for that area-both members and nonmembers. Please allow 2-3 business days for your email request. For more information on the email request process, read through the email process in the current leadership handbook.

Where can I get a chapter/network banner?

The Association can order a chapter/non-chartered chapter banner at the chapter's/network's expense. The standard banner is 2x4 and roughly $50 plus shipping. Email the banner request to a Chapters and Networks Department staff member and they will order the banner for you. All banners will include the chapter’s/non-chartered chapter's logo. If you want to have a sponsor logo included, email that logo as well.

Where can I get name tags and membership brochures?

Email your request to a Chapters and Networks Department staff member or call 800-594-3937 to order name tags. Include the address where you want them shipped.

How do we send out a mailing to our local members? How many mailings can we do per year?

Send the content of the mailing to a Chapters and Networks Department staff member. Include if you want the mailing to go to members only or members and nonmembers. A proof will then be sent to you for your approval before it is sent to be printed. Once the approval is given, the proof will be sent to the printing house and will mail out first class. It takes 3-7 business days for the mailing to hit the mail from the time it is sent to the printer. Please allow an additional 3 business days for the designing and proofing of your invitation.

Invitations need to hit local mailboxes at a minimum of 3 weeks prior to the event. If the invitation is not requested in enough time for this to happen then Texas Exes reserves the right to deny the invitation request.

Each chapter has a mailing benefit to members and nonmembers based on their star category. Additional mailings can be ordered but the chapter will incur the costs associated with any additional mailings.

Still Have Questions?

Check out our support page where you can find all resources, faqs, and more.

Chapter and Network Department Staff
These staff members are your primary contacts within the Texas Exes as a Chapter and Network volunteer leader. Contact them at chaptersandnetworks@texasexes.org.

Catherine Flores, M.Ed
Program Manager

Emily Evans, MBA
Program Coordinator

Judson Hayden, M.Ed
Program Coordinator

Scholarship Questions?
Contact our scholarships department at scholarships@texasexes.org or (512) 840-6495

For a complete staff directory, please check the website.