                                      |
AYA Home --> Assembly ->Delegate's Role
AYA Assemblies
The Delegate's Role
1. What is
an AYA Delegate?
An AYA delegate is an alumnus of Yale selected to represent a constituency to the AYA Assembly, an annual gathering of alumni leaders in New Haven. Delegates serve a three-year term that typically begins on July 1 and ends June 30. Constituencies have varying numbers of delegates as outlined by the AYA constitution.
2. What are the responsibilities of an AYA Delegate?
Delegates come to New Haven in the fall to attend the Assemblies. As representatives of their constituency (either a class, club, or graduate and professional school alumni association, or identity/personal interest group), they are charged with bringing thoughts, concerns and questions from that group to the Assembly and raising those issues at the appropriate sessions. Delegates then report back to their constituency on what they have learned, both in response to the issues raised by the constituency and from the Assembly in general. The report can be an oral one at a meeting of the constituency, a written report in notes or a newsletter of the group, an electronic report, or any other form that works for the constituency. An Executive Summary of the Assembly is typically provided by the AYA along with some sample reports to assist the delegate in preparing his or her own report. In the event that a delegate cannot attend an Assembly for some reason, an alternate delegate should be appointed for the constituency.
3. Who should be an AYA Delegate?
Constituency leadership should appoint individuals who can afford the time to attend AYA Assemblies and who have demonstrated a commitment to Yale. Assemblies are the preeminent leadership information and development programs for alumni in which both the AYA and the University invest significant resources. Ideally, AYA delegates for a constituency would be those individuals who occupy or have the potential to occupy volunteer leadership positions for Yale. As a representative alumni group, the Assembly is optimally a diverse group of individuals in terms of age, gender, race, occupation and geographic location.
4. Who can be an AYA Delegate?
Alumni of Yale College and the graduate and professional schools are eligible to represent their school constituencies or Yale clubs and Associations. Once an alumnus has served a full three-year term, he or she is not eligible to be 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.
5. 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, though the AYA reserves blocks
of hotel rooms
at special rates on behalf of the delegates. Meals are provided as part of
the Assembly. Delegates are invited to make a voluntary contribution to offset
some of the costs of the Assembly (a contribution of $200 per person defrays
a portion of the Assembly costs). 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 for delegates for whom the costs
are a hardship. Voluntary contributions and unreimbursed travel expenses qualify
for a federal tax deduction.
6. What is the Assembly?
The Assembly is a gathering of AYA delegates and guests who meet in New Haven for two to three days during the fall. Dates of the Assemblies are available at least a year in advance.
Each Assembly has a broad subject area that is examined by the delegates, University administrators, faculty, staff, and students through a series of plenaries, panels, breakouts, meetings, and other information sharing sessions. Free time to explore Yale today is also scheduled. In addition, the Assembly provides a number of opportunities to meet and socialize with other delegates as well as faculty, administrators, staff, and students. Some type of entertainment is also built into the schedule whenever possible.
A preliminary program and registration form are mailed to all delegates approximately six to eight weeks before the Assembly.
