Welcome
Stony Brook University is grateful to dedicated alumni volunteers who help create meaningful personal and professional connections among fellow Seawolves. Whether nearby or across the globe, these volunteers strengthen lifelong relationships between alumni and their alma mater. In partnership with the Office of Alumni Relations, alumni leaders build community, support current students, and advance the mission of the university.
One of the most impactful ways to volunteer is by participating in an alumni group.
Organizational Structure
Stony Brook University alumni groups collaborate with several university partners:
Stony Brook University Alumni Association (SBAA)
The SBAA is a 501(c)(3) organization whose activities are administered by the Office
of Alumni Relations in partnership with the SBAA Board of Directors and University
Advancement.
Office of Alumni Relations, a team within Stony Brook University Advancement
Alumni Relations leads, advises, and supports alumni engagement efforts across the
university. All officially recognized alumni groups must be approved by the SBAA Board
of Directors, and each group works closely with an assigned Alumni Relations liaison.
Stony Brook Foundation (SBF)
The Stony Brook Foundation, a private 501(c)(3), manages all donor and alumni gifts
that benefit the university.
Alumni groups are an integral part of the Stony Brook Alumni Association’s engagement
ecosystem. While each group maintains its own identity and leadership, all groups
operate under the Alumni Association umbrella and in partnership with Alumni Relations.
This structure ensures alignment with university priorities, access to institutional
resources, consistent standards for events and communications, and a unified experience
for alumni across all programs.
Alumni Relations serves as the coordinating office for all alumni group activities
and retains final approval authority for endeavors that leverage university resources.
The Alumni Relations staff are here to support your ideas, help you navigate university
processes, and ensure your programs are positioned to thrive. As part of this partnership,
you can expect:
Clear communication and guidance
- Alumni Relations staff liaisons will keep you informed about timelines, processes,
and opportunities, and remain available to answer questions as they arise.
Planning and logistical support
- From brainstorming event ideas to coordinating with campus partners, we’ll help shape
programs that align with your goals and university standards.
Access to institutional resources
- This includes assistance with event approvals, marketing support, branded materials,
and coordination with University Advancement teams such as Annual Giving, Marketing
and Communications, and Project Management.
Budget and funding guidance
- We’ll work with you during the planning process to understand your needs and determine
what can be supported within the university’s structured budget framework.
Stewardship of alumni data and outreach
- We’ll manage communications on your behalf to ensure accuracy, compliance, and effective
targeting.
Support for long‑term group health
- We’ll partner with you on leadership transitions, strategic planning, and opportunities
to grow engagement over time.
Our goal is to create a supportive environment where your group can lead authentically,
build community, and deliver meaningful experiences for alumni. You have a reliable
partner in Alumni Relations and the Alumni Association every step of the way.
Stony Brook University recognizes two primary types of alumni groups who partner with
Alumni Relations to plan mission‑aligned events and initiatives and offer opportunities for connection through social,
cultural, and professional programs that help alumni build relationships and stay
engaged with the university:
Regional Alumni Groups
- Bring together alumni who live in or maintain meaningful ties to a particular geographic
area, typically where at least 100 alumni reside within roughly 50 miles of a major
city.
- Are open to all alumni connected to the region, creating inclusive local communities
that strengthen alumni pride and institutional affinity.
Affinity Alumni Groups
- Create a sense of belonging for alumni that share specific affinities such as social
or cultural identities, university colleges and academic departments, life experiences,
membership in a student club or organization, Athletics teams, or professional affiliations.
- Are open to all alumni, except when membership requires prior student participation
(e.g., Greek organizations, NCAA teams).
- Require support from relevant academic or administrative leadership when academically
focused.
- When applicable, partner with current student affinity leadership and provide support
and encouragement for student members and activities.
All alumni group leaders are expected to:
- Align with the SBAA mission to “reach, serve, and engage all Stony Brook alumni, students, and other constituencies
to foster a lifelong intellectual and emotional connection between the university
and its graduates.”
- Maintain regular communication with their Alumni Relations liaison.
- Promote broad alumni participation by sharing opportunities through personal networks and group communications.
- Support the university’s mission through volunteerism, mentorship, and/or philanthropic contributions at any level
meaningful to them.
- Participate in SBAA and Alumni Relations programs, such as Homecoming, golf outings, and regional activities.
- Plan and execute meaningful alumni group events on a regular basis. Most groups host one event per year, with additional programming
considered based on resources.
- Avoid activities that jeopardize the SBAA’s nonprofit status, including commercial ventures or political activity conducted under the group’s
name.
- Ensure at least three current leaders sign the Alumni Group Guide agreement form.
- Have fun and foster community!
Alumni groups include regional chapters, identity-based networks, academic and departmental
groups, student organization alumni groups, fraternities and sororities, and NCAA
athletics alumni groups.
See the full list at stonybrook.edu/advancement/alumni/get-involved/chapters-and-networks/
Stony Brook University Alumni Association (SBAA)
The SBAA is a 501(c)(3) organization whose activities are administered by the Office of Alumni Relations in partnership with the SBAA Board of Directors and University Advancement.
Office of Alumni Relations, a team within Stony Brook University Advancement
Alumni Relations leads, advises, and supports alumni engagement efforts across the university. All officially recognized alumni groups must be approved by the SBAA Board of Directors, and each group works closely with an assigned Alumni Relations liaison.
Stony Brook Foundation (SBF)
The Stony Brook Foundation, a private 501(c)(3), manages all donor and alumni gifts that benefit the university.
Alumni groups are an integral part of the Stony Brook Alumni Association’s engagement ecosystem. While each group maintains its own identity and leadership, all groups operate under the Alumni Association umbrella and in partnership with Alumni Relations. This structure ensures alignment with university priorities, access to institutional resources, consistent standards for events and communications, and a unified experience for alumni across all programs.
Alumni Relations serves as the coordinating office for all alumni group activities and retains final approval authority for endeavors that leverage university resources. The Alumni Relations staff are here to support your ideas, help you navigate university processes, and ensure your programs are positioned to thrive. As part of this partnership, you can expect:
Clear communication and guidance
- Alumni Relations staff liaisons will keep you informed about timelines, processes, and opportunities, and remain available to answer questions as they arise.
Planning and logistical support
- From brainstorming event ideas to coordinating with campus partners, we’ll help shape programs that align with your goals and university standards.
Access to institutional resources
- This includes assistance with event approvals, marketing support, branded materials, and coordination with University Advancement teams such as Annual Giving, Marketing and Communications, and Project Management.
Budget and funding guidance
- We’ll work with you during the planning process to understand your needs and determine what can be supported within the university’s structured budget framework.
Stewardship of alumni data and outreach
- We’ll manage communications on your behalf to ensure accuracy, compliance, and effective targeting.
Support for long‑term group health
- We’ll partner with you on leadership transitions, strategic planning, and opportunities to grow engagement over time.
Our goal is to create a supportive environment where your group can lead authentically, build community, and deliver meaningful experiences for alumni. You have a reliable partner in Alumni Relations and the Alumni Association every step of the way.
Stony Brook University recognizes two primary types of alumni groups who partner with Alumni Relations to plan mission‑aligned events and initiatives and offer opportunities for connection through social, cultural, and professional programs that help alumni build relationships and stay engaged with the university:
Regional Alumni Groups
- Bring together alumni who live in or maintain meaningful ties to a particular geographic area, typically where at least 100 alumni reside within roughly 50 miles of a major city.
- Are open to all alumni connected to the region, creating inclusive local communities that strengthen alumni pride and institutional affinity.
Affinity Alumni Groups
- Create a sense of belonging for alumni that share specific affinities such as social or cultural identities, university colleges and academic departments, life experiences, membership in a student club or organization, Athletics teams, or professional affiliations.
- Are open to all alumni, except when membership requires prior student participation (e.g., Greek organizations, NCAA teams).
- Require support from relevant academic or administrative leadership when academically focused.
- When applicable, partner with current student affinity leadership and provide support and encouragement for student members and activities.
- Align with the SBAA mission to “reach, serve, and engage all Stony Brook alumni, students, and other constituencies to foster a lifelong intellectual and emotional connection between the university and its graduates.”
- Maintain regular communication with their Alumni Relations liaison.
- Promote broad alumni participation by sharing opportunities through personal networks and group communications.
- Support the university’s mission through volunteerism, mentorship, and/or philanthropic contributions at any level meaningful to them.
- Participate in SBAA and Alumni Relations programs, such as Homecoming, golf outings, and regional activities.
- Plan and execute meaningful alumni group events on a regular basis. Most groups host one event per year, with additional programming considered based on resources.
- Avoid activities that jeopardize the SBAA’s nonprofit status, including commercial ventures or political activity conducted under the group’s name.
- Ensure at least three current leaders sign the Alumni Group Guide agreement form.
- Have fun and foster community!
Alumni groups include regional chapters, identity-based networks, academic and departmental groups, student organization alumni groups, fraternities and sororities, and NCAA athletics alumni groups.
See the full list at stonybrook.edu/advancement/alumni/get-involved/chapters-and-networks/
Starting an Alumni Group
Alumni group leaders are volunteers responsible for planning activities, supporting events, communicating with members, and partnering with the Office of Alumni Relations. Groups and their leaders must complete the application and be approved by Alumni Relations before a group is formally recognized by SBAA.
Starting in August 2026, groups must:
- Implement 3-year renewable terms for its leaders. Every three years, each group works with their Alumni Relations liaison to coordinate a nominations and selection process from among the group membership for each of the three minimum leadership volunteers.
- Maintain a structured process for recruiting new volunteers.
- Provide onboarding for new leaders, including review of this guide and introductions to the Alumni Relations liaison.
All Leaders
- Stay informed by reading Stony Brook Matters and other university communications.
- Maintain open communication with the Alumni Relations liaison.
- Support onboarding of new volunteers.
Chair / Co-Chair (suggested)
- Ensure the group remains active and offers one to two programs annually.
- Convene meetings, set agendas, and follow up on action items.
- Recruit and welcome new volunteers.
- Ensure group alignment and communication with the Alumni Relations liaison.
- Partner with Alumni Relations to plan and execute events.
- Assist with event logistics, including setup, takedown, and attendance tracking.
- Collaborate with Alumni Relations on email communications and website presence.
- Promote university news and events within personal networks.
Student Engagement Coordinator (suggested for large groups)
- Support student events and alumni–student connections.
- Coordinate with University Admissions and other university partners.
- Develop programs that support student career exploration.
Group names must:
- Clearly identify the group’s purpose or community.
- Include the word “Alumni.”
- Not use the term “Alumni Association,” which is reserved for the SBAA.
Support from the Office of Alumni Relations
Once an alumni group is approved by the SBAA Board of Directors, they may receive support in the following areas:
Event Planning
- Event planning, sourcing, and logistics
- Promotion on the alumni events calendar
- Contract review and signature
- Email invitations and registration forms
- Registration fee management
- Post-event communications and surveys
Group Planning & Coordination
- Access to a project management board for alumni volunteers
Group Identity & Promotion
- Web presence on the SBAA site
- Alumni lists
- Referrals for university news spotlights
- Merchandise sales coordination
- Branding use approval
Financial Support for Approved Initiatives
- Funding for signature events (as budget allows)
- Support for fundraising efforts
- Coverage of certain upfront event costs
- Alumni group rates for Athletics tickets
The Advancement Data Services team maintains the alumni database. Alumni Relations coordinates the use of alumni data for group activities in accordance with university policy.
Alumni information shared with volunteers requires a signed confidentiality agreement and may not be used for non-university purposes.
- Be approved by the SBAA Board of Directors.
- Follow all university, state, and federal policies. Members of the Office of Alumni Relations aim to stay up-to-date with these policies, and their involvement in all phases of planning and execution ensure this alignment. Alumni are welcome and encouraged to do their own research to contribute to compliance practices (such as reviewing the university Policy Manual, and the Alumni Association bylaws).
- Receive approval from Alumni Relations for mass communications that are sent by the university.
- Not use alumni information shared with group volunteers under the auspices of an alumni affinity group program for any non-university purpose (private, professional, commercial or otherwise).
- Share updated alumni contact information collected at events with their Alumni Relations liaison.
- Maintain regular communication with their Alumni Relations liaison.
Alumni Relations works with each group to identify funding needs and opportunities within the university’s annual budget cycle, and both Advancement and SBAA run on a fiscal year that runs July-June. Advancement’s budget planning begins as early as February so early communication from groups is essential.
- Funding requests for events or initiatives must be discussed with Alumni Relations several months in advance, and ideally no later than March before the following fiscal year which begins in July.
- Unfortunately, not all desired expenses or activities can be funded; decisions depend on alignment with strategic priorities, available resources, and timing within the budget cycle. Funding consideration is prioritized for programming and events presented by groups that:
○ Host regular–i.e annual–programming
○ Maintain strong communication with Alumni Relations liaison
○ Reach audiences of at least 50 alumni
○ Demonstrate strong past engagement
○ Submit annual plans by end of February
- Ticket revenue may offset event expenses; remaining costs must be factored into each program budget, and is usually a combination of SBAA sponsorship and support from alumni.
- Groups must gain approval from the Alumni Relations liaison before activities such as independently collecting funds, maintaining bank accounts, or soliciting donations on behalf of their alumni group.
- When appropriate, Alumni Relations can help groups explore philanthropic opportunities (e.g., Giving Day, scholarship funds, crowdfunding) in alignment with Stony Brook Foundation.
- All purchases must follow university finance policies and use preferred vendors.
- Alumni Relations handles all financial transactions on behalf of the SBAA.
- The SBAA is tax-exempt; purchases must be made to ensure they do not include tax.
- Volunteers making in-kind donations may receive a gift-in-kind receipt when allowable.
Alumni groups represent the university, and all communications—digital, print, or social—must reflect the university’s brand standards. Alumni Relations provides support with messaging, design, and distribution to ensure accuracy, consistency, and compliance with institutional guidelines.
Key expectations include:
- All use of university logos, marks, or branded templates must be approved by Alumni Relations.
- Communications promoting events or initiatives must be approved by your Alumni Relations liaison before distribution using university channels.
- Office of Alumni Relations staff work with alumni groups and the Advancement and Central Marketing Communications teams in posting to university social media channels, and comply with university social media guidelines.
These practices protect the university’s reputation and ensure your group’s outreach is effective and compliant.
Unauthorized use of university logos, marks, or branded templates—including for non-university causes, commercial ventures, or personal promotion—is prohibited.
Events
Alumni Relations partners with each group to plan events that are mission-aligned, inclusive, and supportive of the broader alumni engagement strategy. To ensure consistency, safety, and a positive experience for all participants, all alumni group events must be reviewed and approved by Alumni Relations before promotion or execution. This includes events hosted on‑ or off‑campus, virtual programs, and collaborations with external organizations.
Event planning typically includes:
- confirming goals and intended audience
- reviewing proposed dates, venues, and formats
- ensuring accessibility and risk‑management considerations
- coordinating with Advancement partners (e.g., Marketing & Communications, Annual Giving, etc.) when needed
- aligning with budget timelines and available resources
These guidelines help us support your vision while ensuring events meet university standards and can be promoted effectively.
In February preceding the fiscal year (July through June) in which the event or program is to take place
- Complete the Planning Questionnaire and submit it to the Alumni Relations liaison. This will be sent to all listed leaders of alumni groups in the early part of the calendar year by the Alumni Relations liaison.
8–10 weeks before
- Meet with Alumni Relations to discuss event or program concept and budget.
- Receive approval from Alumni Relations.
6–4 weeks before
- Alumni Relations sends invitations and creates registration forms.
- Alumni volunteers begin outreach.
2–3 weeks before
- Review RSVPs and finalize logistics.
- Alumni Relations sends reminders.
- Volunteers continue outreach.
Day of Event
- Arrive 30 minutes early for setup.
- Welcome guests, track attendance, and engage participants.
- Encouraged engagement in real-time/during events on personal social media.
- Enjoy the event.
1–2 weeks after
- Debrief with Alumni Relations.
- Photos may be posted to university or group social media.
- Alumni Relations sends thank-you messages and surveys.
Social Events
- Networking events
- Happy hours
- Potlucks and BBQs
- Family outings
- Homecoming gatherings
- Holiday celebrations
- Milestone reunions
- Group tickets to performances
Athletic Events
- Group tickets to Stony Brook Athletics games
- Game-watch events
- Tailgates
- Group outings to professional sporting events
Other
Alumni groups wishing to fundraise for the university must obtain written approval from the Office of Alumni Relations and follow all Advancement policies to ensure proper stewardship of gifts.
Alumni groups, events or programs that receive support from the Office of Alumni Relations can fundraise only for funds that are housed with the Stony Brook Foundation. All fundraising must adhere to University Advancement policies.
All fundraising monies and/or philanthropic contributions are processed through the Stony Brook Foundation.
The process for alumni to collect or solicit donations, including peer to peer solicitation, must be in compliance with university fundraising policies and approved in writing by the Office of Alumni Relations in advance of execution. Outcomes of solicitation conducted by alumni shall be shared with the Office of Alumni Relations liaison.
Stony Brook Foundation reserves the right to decline donations from alumni groups if the donors’ intent cannot be adequately clarified or upheld, or if the university determines that the intended use of the gift is unreasonable or impractical to administer.
If a group’s activities fall out of alignment with these guidelines, the Office of Alumni Relations will work collaboratively with group leaders toward a positive resolution.
This approach may include:
- Reviewing the relevant guidelines and sharing perspectives.
- Exploring any challenges or unique circumstances the group may be navigating.
- Identifying opportunities to better align activities with shared goals.
- Agreeing on any next steps or adjustments as appropriate.
The Office of Alumni Relations is committed to supporting group leaders and values the time, energy, and dedication they bring to the alumni community. Our goal is to ensure all groups feel empowered while maintaining a cohesive, mission-aligned alumni network.
Keep In Touch, Seawolves!
Life doesn’t stop after graduation, it takes off! No matter where your life takes you — new jobs, new cities, new email — you remain an important part of our community. Stay connected and share your current information to get updates on alumni events, news and opportunities just for you.