Role of a Delegate

1. What is an AYA Delegate?

An AYA delegate is an alumnus of Yale who represents a regional Yale Club, Yale College class, or graduate or professional school alumni association constituency to the AYA Assembly. As outlined by the AYA Constitution, these constituencies are represented by delegates who are selected or appointed by the alumni group, as well as volunteer leaders who serve ex officio. There are also At-Large delegates to the Assembly who represent alumni outside of these three constituencies. In some cases, at-large delegates serve as informal representatives of shared interest/identity groups. Constituencies have varying numbers of delegates as outlined in the AYA Constitution. Typically, delegates serve a three-year term that begins on July 1 and ends June 30.

2. What is the Assembly?

The Assembly is actually two things. First, it is the body of delegates, as outlined by the AYA Constitution, who serve as representatives of the alumni community. In addition, the Assembly is the annual fall gathering of delegates and other alumni leaders in New Haven, generally scheduled to coincide with the final home football game weekend in November.

A preliminary program and registration form are sent to all delegates approximately six to eight weeks before the Assembly.

3. What are the responsibilities of an AYA Delegate?

Delegates come to New Haven in November to attend the Assembly. As representatives of their constituencies, they are charged with bringing thoughts, concerns, and questions they may have, as well as those of other alumni they know, to the Assembly and raising those thoughts at the appropriate sessions. On the Thursday of Assembly weekend, delegates attend informational and educational sessions organized around some particular aspect of Yale life. Sessions on Friday are focused on leadership development, and generally feature small group breakouts and hands-on sessions designed to be useful to the delegates in their volunteer capacities. On Saturday, the AYA hosts a special tailgate event preceding the football game.

Delegates are expected to share with their constituency what they have learned, both about the University in general and about specific ideas and strategies that may help in their work with alumni groups. The delegate’s report to his or her constituency can be an oral one at a meeting, a written report in notes or a newsletter of the group, an electronic report, or any other form that works for the constituency. In the event that a delegate cannot attend an Assembly for some reason, an alternate delegate should be appointed for the constituency.

4. Who should be an AYA Delegate?

Assemblies are the preeminent leadership information and development programs for alumni in which both the AYA and the University invest significant resources. Ideally, appointed delegates for a constituency are those individuals who occupy, have occupied, or have the potential to occupy volunteer leadership positions for Yale. However, other constituency members who are willing to come to New Haven once a year and who have demonstrated a commitment to their constituency and to Yale can also be strong delegates. As a representative alumni group, the Assembly is optimally a diverse group of individuals in terms of age, gender, race, occupation, and geographic location.

5. Who can be an AYA Delegate?

Alumni of Yale College and the graduate and professional schools are eligible to represent their respective school constituencies or regional Yale Clubs and Associations. Once an alumnus has served a full three-year term as an appointed delegate, he or she is not eligible to be re-appointed as a delegate until three more years have passed. If a delegate is filling out someone else’s term or for some other reason has not served a full three-year term, he or she is eligible for re-nomination to a consecutive term.

6. Does it cost anything to be an AYA Delegate?

Delegates are responsible for getting themselves to New Haven, and for the cost of their hotel accommodations. Meals are provided as part of the Assembly. There is no charge to attend the Assembly program, though the AYA does offer the opportunity for delegates to make a voluntary contribution to offset some of the costs of the Assembly. In the event that the delegate is unable to bear these various expenses, we ask the constituency to assist. In addition, some financial aid is available from the AYA to delegates for whom the transportation costs are a hardship. Expenses incurred to attend an Assembly may qualify for a tax deduction.