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Support for the Establishment of Alumni Associations

Toyo University welcomes efforts by graduates to establish new organizations including alumni associations for graduates who were affiliated with the same faculty or department, attended the same seminar, or participated in the same student organization such as a club or a circle, as well as male and female alumni societies and support groups (hereinafter, “alumni associations”).
Regarding alumni associations established with support from the University, the University will offer information about events for alumni and extend invitations to such events in order to update members of such alumni associations on initiatives undertaken by the University and efforts made by its students. In addition, the University will provide various types of support to help members of such associations build networks of alumni and promote their friendship.
We are looking forward to supporting many graduates in establishing their alumni associations.

Examples of alumni associations whose establishment the University will support (reference for interested graduates)
For graduates, please contact the Section for Collaboration with Alumni and Parents' Association if you are interested in establishing a alumni association for any of the following purposes:
1. You would like to establish a alumni association for graduates working at the same organization such as a company, and would like to contribute to the University’s students’ job search efforts by communicating with them through the association that you plan to establish.
2. You would like to call graduates together who share a profession (for instance attorneys, certified public accountants, dietitians, or self-employed business owners) or who work in the same industry (for instance the travel, architecture, or financial or insurance industries) to hold a seminar at the University; and you would also like to establish a alumni association to contribute to the University’s students’ job search efforts.
      In addition, you would like to if possible hold social gatherings with other alumni associations of graduates sharing professions or working in industries other than your own to build friendships with them.
3. You would like to establish a alumni association for graduates who attended the same seminar, and would like to gradually expand the association to include members of the department or faculty with which you were formerly affiliated in order to strengthen relationships between graduates.
4. You would like to establish a alumni association for graduates from your local region―an association for graduates from a particular community (for instance, a special ward or a city, town, or village), and would also like to contribute through your association to job search efforts by the University’s students, who wish to take up employment back in their local regions.
5. You would like to support, as a male or female alumnus, athletic meets that Toyo University’s athletic teams participate in, such as long-distance relay running races or college baseball tournaments; and you would also like to establish a male or female alumni society and support group to enjoy supporting the University’s athletic teams.
6. You would like to establish an alumni association for former members of a student organization such as a club, circle, or group of people who share the same interest to support the University’s students; and you would also like to continue to hold social gathering with the students you support after they graduate in order to maintain your relationships with them.
     The University welcomes efforts by graduates to establish alumni associations for purposes such as those above.
     An explanation of the application process for alumni association establishment is provided in separate sections below. The University welcomes applications for the establishment of associations from groups of all sizes, including small ones. If you have any questions, please feel free to direct them to the Section for Collaboration with Alumni and Parents' Association.

 

★ Types of support Toyo University offers to alumni associations established in cooperation with the University
The types of support the Section for Collaboration with Alumni and Parents' Association offers alumni associations established in support with the University are as follows:
 In addition to being offered to newly established associations, types of support equivalent to those described below will continue to be provided to previously established alumni associations (i.e., alumni organizations) as well.
1. Alumni associations will be allowed to use the University’s facilities and equipment to hold general assemblies and/or social gatherings for the enhancement of coordination among their associations, and information about their assemblies and/or gatherings will be disseminated via the University’s website.

2. Alumni associations will be provided with support to hold general assemblies, conferences, and/or social gatherings when events are hosted by the University, for instance on homecoming day

3. Alumni associations will be informed of projects that support student organizations and of the structure of the network of organizations co-sponsoring those projects.

4. Alumni associations will be provided with support for collaboration with other alumni associations and will also be publicized.

Note: Alumni associations are allowed to use the University’s facilities and equipment when, and only when, they would like to hold assemblies, etc. to enhance coordination and/or promote friendships between graduates, support the University’s efforts, and/or support its students.
     Please note that the University strictly forbids alumni associations from using the above services for purposes that lead to their profit and/or sales promotion.

1. Examples of how to incorporate the name of a University campus into a alumni association name when relevant
  (1) For graduates considering establishing a alumni association for alumni working in the same organization such as a company or broadly in the same industry or sharing a profession
          Examples: ○○ Bank Hakusankai; The Travel & Tourism Industry Hakusankai
  (2) For graduates considering establishing a alumni association for alumni who are from your local region—an association for alumni from a particular community (e.g., a special ward or a city, town, or village)

Examples: Niigata Nishikan Hakusankai; Tsubame Sanjo Hakusankai;

Shibamata Hakusankai
  (3) For graduates considering establishing a alumni association that unites alumni working in different organizations or different industries, practicing different professions, and/or working in different regions.
     In this case, graduates may add word(s) of their choice in addition to using the term Hakusankai.
          Examples: Yuyu Hakusankai; The Ladies Hakusankai

2. Benefits for alumni associations with a name that incorporates one of the names the University campuses such as Hakusan
  (1) Provision of information on seminars and of lecturers
The University will invite alumni associations with names that incorporate its campus names to free seminars on industries and/or professions, which engage the services of the University’s emeritus professor(s) and/or full-time professor(s), and will also support such associations by sending them lecturers.
 The services provided by lecturers sent to your alumni association are free of charge. However, the association is requested to pay for the lecturer’s traveling expenses.

Note: To be eligible to have a lecturer sent to your alumni association, your association must have at least 50 participants including graduates who are members of your association attend the lecture.
 Please refer to the “List of Themes of Lectures Toyo University Delivers by Sending Lecturers” at the Center for Social Contribution and contact the Section for Collaboration with Alumni and Parents' Association.
 To apply to have a lecturer sent to your alumni association, please contact the above office two months ahead of the planned date so that the University can make the necessary arrangements.
 Please note that this service of sending lecturers will be delivered in a way that differs from that of Toyo University Center for Social Contribution’s lecturer sending business.
 As a general rule, the time limit of the lectures including Q&A sessions is 90 minutes.
 Please kindly understand that the University may not be able to respond to requests at times such as when lecturers are busy providing public services and are thereby unavailable.
 Reference: Toyo University Center for Social Contribution’s “List of Themes of Lectures Toyo University Delivers by Sending Lecturers”

(2) Permission to use Toyo University’s school logos
Permission must be requested through application, the submission of which the University allows following the necessary procedures for the establishment of the requester’s alumni association have been completed.
 Use of the University’s school logos must only be for purposes that support the administration of the requesters association. To use its logos, please first identify your association’s purpose of use (such as to print logo(s) on booklets, souvenirs, or envelopes) and then contact the Section for Collaboration with Alumni and Parents' Association.

★ Application process for alumni association establishment
To establish a alumni association, the interested graduate must seek registration by filling out the University’s prescribed form provided below with the name and purpose of the potential association and attaching a list of potential members.
 Application form:Request to Establish a Toyo University Alumni Association (list of potential members attached) [Word / 25KB]
1. Information required on the list of potential members

The list of potential members to be submitted requires the following information regarding each potential member.
  (1) Graduate number (not necessary if unknown)  (2) Member’s name

 (3)  Date of birth  (4) Home address  (5) Email address
 All information submitted will be properly managed in accordance with Toyo University’s “Basic Policy for Protecting Personal Information.”
2. Matters related to potential alumni associations’ names submitted for establishment application
Please kindly understand that the University may have to ask applicants to change their potential association’s name if the name provided on their establishment application form is already on the school register.
3. Request regarding email addresses to be submitted
The University asks that applicants submit their members’ email addresses by including them in the list of potential members when applying to establish a alumni association so that the University can efficiently inform the applicant’s potential association members of information on events for alumni. Please help us by making sure that the email addresses you provide us with are for accounts accessible via a personal computer or smartphone, to which the University will be able to send electronic documents as attachments to emails.
4. Information regarding the support that the University can offer
Please kindly understand in advance of when you may request support from the University to establish a alumni association that the University cannot provide any contact information such as home addresses, in order to allow the University to act in line with its rules on the proper management of personal information. The support that the Section for Collaboration with Alumni and Parents' Association can offer is restricted to disseminating via the University’s website and during events held on homecoming day information regarding requesters’ efforts to establish alumni associations.
★ Application process for the use of Toyo University’s school logos
Please first identify your association’s purpose of use of the University’s school logos (such as to print logo on booklets, souvenirs or envelopes) and then contact the Section for Collaboration with Alumni and Parents' Association.
 The Office will first provide applicants with an explanation of the application process. Following this, applicants will be asked to fill out the prescribed form to receive permission to use the University’s school logos.
★ Matters related to the administration of alumni associations
The University expects each alumni association to administer their association on their own responsibility. Although the University will respond to requests for advice, please kindly understand that it will not offer any association help, for instance with collecting membership fees.

Toyo University’s personal information management
The University will properly manage and protect all the relevant persons’ personal information in accordance with the Act on the Protection of Personal Information. Notwithstanding the foregoing, the University will use such relevant persons’ personal information for, and only for, the following purposes, and so asks for your kind understanding.
Purposes: (1) Management of the data of its graduates, etc.;

 Other on-campus business matters
            (2) Provision of information from the University
Note: For more details on the University’s personal information management, please click here.

 

Contact to direct questions to

Section for Collaboration with Alumni and Parents' Association
Office for Collaboration with Stakeholders
Toyo University

Weekdays: 9:30 to 16:45
Saturdays: 9:30 to 12:45 (closed on holidays)
 

5-28-20 Hakusan Bunkyo-ku Tokyo 112-8606 JAPAN
Tel:  +81 3 3945 7390
Fax:  +81 3 3945 7159
E-mail: sotsugyou@toyo.jp