DOCUMENT CONTROL AND INDEX

TABLE OF CONTENTS

INTRODUCTION, PURPOSE AND SCOPE

1. INTRODUCTION

Vel Tech High Tech Dr.Rangarajan Dr.Sakunthala Engineering College recognises that alumni is essential to institutional quality, accountability and stakeholder confidence. This policy establishes a structured framework to build a transparent, mutually beneficial and lifelong relationship between the Institution and its alumni for mentoring, networking, academic enhancement and institutional development.

2. PURPOSE

To build a transparent, mutually beneficial and lifelong relationship between the Institution and its alumni for mentoring, networking, academic enhancement and institutional development.

3. SCOPE

All alumni, graduating students, alumni chapters, departments and institutional units engaging alumni.

OBJECTIVES

4. OBJECTIVES

• Maintain accurate alumni records and communication channels.
• Enable mentoring, industry connect, placement and entrepreneurship support.
• Engage alumni in curriculum, research, events and institutional development.
• Ensure transparent governance of association activities and funds.
• Recognize alumni achievement and strengthen belonging.

POLICY FRAMEWORK

5. GUIDING PRINCIPLES

1. Alumni engagement shall be voluntary, respectful and non-partisan.
2. Personal data shall be used only for approved alumni purposes with appropriate consent.
3. Fundraising and donations shall follow authorized financial channels.
4. Alumni participation shall not create unfair influence in academic or employment decisions.
5. Public communication using the Institution's or Association's name requires authorization.

6. GENERAL POLICY COMMITMENT

The Institution shall implement this policy through approved roles, adequate resources, documented procedures, transparent communication and measurable review. Decisions and exceptions shall be recorded and authorized by the competent authority.

POLICY PROVISIONS

7.1 IMPLEMENTATION REQUIREMENTS

1. A verified alumni database shall be maintained and updated through secure channels.
2. The Association shall operate through approved constitution/bylaws and office-bearer responsibilities.
3. Departments shall nominate alumni coordinators and maintain programme-wise engagement plans.
4. Engagement may include mentoring, guest lectures, internships, placements, curriculum feedback, reunions and community projects.
5. Alumni chapters may be formed with approval and periodic reporting.

POLICY PROVISIONS — CONTINUED

7.2 IMPLEMENTATION REQUIREMENTS

6. Donations, sponsorships and endowments shall be receipted, accounted and used for approved purposes.
7. Alumni success stories may be published only after reasonable verification and consent.
8. Alumni feedback shall be analysed for curriculum, employability and institutional improvement.
9. Conflict-of-interest and confidentiality rules apply to alumni serving as experts, mentors or committee members.
10. An annual alumni report shall present activities, participation, contributions and outcomes.

ROLES AND RESPONSIBILITIES

8. ROLES AND RESPONSIBILITIES

• Alumni Association leadership governs approved activities and finances.
• Alumni Relations Office maintains database, communication and reports.
• Department coordinators organize engagement and verify programme records.
• Accounts processes donations and audited statements.
• Alumni comply with event, confidentiality and representation requirements.

IMPLEMENTATION PROCEDURE

9. IMPLEMENTATION PROCEDURE

1. Verify and register alumni contact/profile.
2. Plan and approve engagement activity.
3. Communicate through authorized channels.
4. Conduct activity and capture participation/outcome.
5. Process any financial contribution officially.
6. Update database and annual report.

RECORDS AND COMPLIANCE

10. RECORDS AND EVIDENCE

• Alumni database and consent records
• Association minutes and annual reports
• Event and mentoring records
• Donation/sponsorship accounts
• Feedback and outcome evidence

11. MONITORING INDICATORS

• Active alumni participation
• Mentoring/internship/placement support
• Alumni contributions and funded initiatives
• Database update rate
• Alumni feedback and satisfaction

12. CONFIDENTIALITY, RETENTION AND ACCESS

Records shall be accurate, retrievable and protected against unauthorized alteration, disclosure or destruction. Access shall be role-based and limited to legitimate institutional need. Retention and disposal shall follow the approved schedule and applicable requirements.

13. NON-COMPLIANCE

Non-compliance may result in corrective action, withdrawal of access or benefit, recovery of loss, disciplinary action, referral to a statutory body or other proportionate action after due process.

REVIEW AND APPROVAL

14. REVIEW AND AMENDMENT

The policy owner shall review this document at the stated cycle or earlier due to changes in law, regulation, institutional structure, technology, risk, audit findings or stakeholder requirements. Amendments shall take effect only after approval and version control.

15. REFERENCES

• Approved Alumni Association constitution/bylaws
• Institutional finance, data-protection and communication procedures

16. APPROVAL AND SIGNATURES

This is a controlled institutional document. Printed copies are uncontrolled unless specifically stamped and issued by the authorized office.