CONTACT ALUMNI

Procedure for Setting up Alumni Organizations 

Who are eligible for joining and forming alumni associations?

Individuals shall be classified as alumni of Chinese University of Hong Kong (Shenzhen) and eligible for joining as well as forming alumni association as follows:  All graduates, of postgraduate and undergraduates programs, full-time, part time, of the University. 

How to set up an alumni organization?

The following procedures apply to the setting up of alumni associations for both graduates of undergraduate programmes, and of postgraduate programmes. 

Step 1: Set up an organizing committee

To establish a University recognized association／body, an organizing committee that comprises at least 5 members should  be established. These members shall form the founding members and will serve as the main positions in the organizing committee, such as Chairperson, Treasurer, Secretary, etc. 
 
Step 2: Inform Alumni Affairs Office and complete the application form¹ 

 Inform the Alumni Affairs Office of the intention of the association's establishment and submit application form.  The Alumni Affairs Office will then:

 A. Carry out a search of our alumni database to avoid overlap and to determine the potential number of alumni members for the organization.

B. Put the organizing committee in touch with any other alumni who may have similar interests and help the committee find initial committee members.

C. Schedule a meeting to scope out the viability of the organization.

Step 3: Attend meetings

Attend meetings with the Alumni Affair Office officers. It is advisable to consider/agree on the following items from the meetings:

A. A statement on the objective and purpose of the Association.

B. Organization structure and identification of roles and responsibilities of the committee members.

C. Membership and eligibility;

D. Finance

E. Preparation for proposal and constitutions. 
                                                          
 ¹Application Form: Appendix 1.  

 
Step 4: Submit proposal, constitutions and application letter／Register with the University

Alumni intends to start up a University recognized association must produce and submit a proposal that contains a petition of a minimum of 100 alumni names and signatures,  as well as their information including major, school , colleges, year of graduation and current contact information. Those who support the proposal must clearly identifying themselves as having an interest in the mission of the CUHK (SZ) Alumni Affair Office and the proposed alumni association and pledge to join the group. Note: The list of Alumni information must not be shared with the individuals not employed by University’s Alumni Affair Office or organizing committee. 
The Alumni Affairs Office will review the proposal, bylaws/constitution of the proposed alumni association, along with a copy of the application letter. A recommendation will be made to the Vice President (External and Student Affairs) for approval. A letter of notification will be issued as soon as possible after a decision on registration has been reached. 

 
Step 5: Register as a Society（If Necessary）

A. Apply to: Local Education Board and Civil Affairs Bureau

B. Registration Procedures:  

    (1) Organization name approval  

    (2) Registration

The organizing committee shall fill in the application form online and submit the documents according to the corresponding registration requirements. Please refer to the Civil Affairs Bureau Social Group Registration Instructions for document lists. http://www.szmz.sz.gov.cn/cn/ztfw_yw/qsxshtt/cbdj/ 

Step 6. Congratulations!

You will have now established an official Alumni Association of an alumni community of CUHK (SZ). It is time to hold your first event. 

Step 7. Register of Alumni Associations

The Alumni Affairs Office shall maintain a register of all approved and registered alumni associations. Any change/amendment in the organization and constitution of any registered alumni association shall be reported to the Alumni Affairs Office.