Chapters and Networks Handbook
The leadership year runs from July 1–June 30, in alignment with the Association’s fiscal year. Chapters and Networks must renew annually by June 1st, which is accomplished by filling out and submitting the required online forms to the Texas Exes Chapter and Network Department.
Annual Requirements
Each year, all chartered and non-chartered chapters and networks are required to renew by completing an online form before June 1. All renewal documents can be found and submitted here.
Chartered Chapter/Network
- Chartered Chapter/Network Annual Agreement
- This form is given to the Texas Exes Board of Directors to be approved for the charter.
- Leadership Submissions
- A chartered chapter or network is required to have at least four 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 is required to submit a Volunteer Code of Conduct form and a Conflict-of-Interest form annually.
- 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 and networks that take in funds are required to submit a financial report.
- 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.
- Event, Leadership, and Scholarship Requirements
- Chartered chapters and networks are required to host a certain number of events, attend leadership trainings, and award scholarships.
Non-Chartered Chapter/Network
- Non-Chartered Chapter/Network Annual Agreement
- This form is given to the Texas Exes Board of Directors to be approved for the year.
- 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 is required to submit a Volunteer Code of Conduct form as well as a Conflict-of-Interest form
- Financial Report
- This is only required by non-chartered groups if they take in funds during the leadership year.
- 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.
Event Resources
Below are helpful resources for planning and promoting your events!
Event Registration
Use Texas Exes’ branded Eventbrite account to manage RSVPs, sell tickets, and promote your events.
Branded Merchandise
Explore branded merchandise options—including signs, tablecloths, banners, and more.
Email Request
Reach alumni and friends of the University in your area with targeted marketing emails sent through the Texas Exes system.
Reimbursement Request
Need to request a payout or submit reimbursement documentation? Use the following form to request Eventbrite payout processing and upload any required materials.
Direct Mail Request
Approved domestic chapters can request postcards or trifolds based on star status and staff approval. Texas Exes covers approved mailings for key events; custom designs require 8 weeks notice. Additional or upgraded mailings are chapter-funded.
Website
The Texas Exes builds and hosts a webpage for each Texas Exes chapter and network on texasexes.org. Volunteers are responsible for updating the content on their page.
For editing instructions, see instructions below. Find the full web manual here.
How to Login
- Go to TexasExes.org.
- Click Log In in the upper right corner.
- Enter your preferred personal email address to login to the Texas Exes website. (Use the address you submitted as your preferred email to be contacted by Texas Exes for chapter/network purposes.)
Note: All Chapter and Network leaders will be granted Web Administrator access based on the preferred email address you submitted through the annual renewal form.
- Reset your password - even if you have previously been able to login to the Texas Exes website, you will need to reset your password.
- You will now have access to your individual Texas Exes Account page that will grant you access to edit your chapter/network web page and create events.
Edit Social Media Links
- To change or add Social Media links to your page, click Edit on the orange bar at the top.
- Scroll down and type or paste the URLs of your social media channels under Chapter Facebook Page, Chapter Twitter Page, etc. Example: https://www.facebook.com/TXExesLA
- Click the Save button at the bottom of the page and test the links from your chapter’s main page.
Need more help?
IT Support
Use this form to request support for website edits, technical concerns, or problems with email logins.
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.
Pansy Flick
Director of Chapters and Networks
Emily Evans
Program Coordinator
Scholarship Administrative Questions?
Contact our scholarships department at scholarships@texasexes.org or by phone at 512-840-6495
For a complete staff directory, please check the website.