The geographical distribution of EU countries and the presence of IIT alumni in other parts of the world require the establishment of local chapters of the IIT EU Alumni Association (IIT EU AA). The main objectives of having one or more chapters within any country - henceforth called Local Chapters - are

This document describes operational guidelines for Local Chapters of the IIT EU AA.

2. Chapter Formation

1. A Local Chapter can be formed following approval and recognition by the Central IIT EU AA. The central committee of the IIT EU AA (called Central Committee hereafter) will evaluate the Local Chapter proposal in terms of its membership size, location, overlap with neighboring chapters, and other issues before awarding recognition.
   
   
2. Following recognition, Local Chapters should conduct their organization in accordance with the Charter of the IIT EU AA. The suggested name for a Local Chapter can be, for example, in France: IIT EU Alumni Association - France Chapter.
   
   
3. Local Chapters should be managed by at least 2 and at most 5 officers required to maintain smooth functioning of operations (for example, a President, acting as head and spokes-person, and a Secretary for operational and document maintenance purposes). Too little and too much administration can both be counter-productive. The officers may serve on a rotational basis.
   
   
4. One of the Local Chapter members - appointed by the Local Chapter - will represent it as a Committee Member in the Central Committee. The decisions by the Central Committee will be binding for Local Chapters. Its representative will ensure communications with the Central Committee.
   
   
5. Local Chapter members elect their Management Committee for 1 year. However, this committee can change members' responsibilities, if needed.
   
   
6. The responsibility of each member of the Local Chapter Management Committee will be clearly identified and communicated to the Central Committee.
   
   
7. All formal meetings of Local Chapters will be summarized in Minutes to be communicated to the Central Committee as well as to all attendants.

1. Local Chapters should actively engage IIT alumni and other interested members within their region to increase membership and improve awareness for IITs. This should be consistent with the Charter of the Central IIT EU AA.
   
   
2. Local Chapters may initiate and engage in activities, decided by its Management Committee within their region, that are approved by the Central IIT EU AA.
   
   
3. Local Chapters may initiate and engage in activities in partnership with other Local Chapters.
   
   
4. Local Chapters may organize at least 2 activities per calendar year to increase membership and maintain good regional presence and the attention of their region. Such activities may be social/networking, academic, invited-speaker and local-expert seminars, and so on.
   
   
5. Local Chapter representatives will participate in the regular teleconferences held by the Central IIT EU AA to maintain contact and alignment.

European Local Chapters will not maintain a bank account. All dues are paid to the Central IIT EU AA. This is considered to be organizationally simpler. When the Local Chapters arrange a local event, the Central IIT EU AA will provide financial support. Details will be worked out to ensure proper budgeting of such events. When there is a central event, Local Chapter members will receive all benefits of free registration and so on.

Non-European Local Chapters, such as in India or in the USA, will collect membership dues and maintain their own bank account. When there is a Central IIT EU AA event, financial terms for registration and benefits to Local Chapter members are negotiated on a case-by-case basis. This is organizationally more complicated, but provides more autonomy to those Local Chapters located far away from Europe.

Whenever Local Chapters intend to organize a local event, they are required to bring it up to the Central IIT EU AA to ensure that the event is approved in the sense that it meets the Central IIT EU AA Charter. This is to prevent possible misuse of the organization's brand name if engaged in inappropriate activities. This is not likely to happen when the connection between the Local Chapters and the Central IIT EU AA is rather strong, but with increased decentralization, this may become a possibility to be avoided. In all cases, prior approval of budget will be required before the event, as this may constitute a verification step