Manage Alumni Network

Manage Alumni Network

Create alumni groups, organize events, share job postings, and maintain alumni engagement through dedicated portal.

Time: 10–15 minutes per setup task Module: OpenEduCat Alumni, OpenEduCat Alumni Enterprise Permissions: Alumni Administrator or Alumni Manager

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Prerequisites

• Graduated students in system
• Alumni portal enabled
• Forum module configured (for discussions)
• Event module configured (for alumni events)
• Access to Alumni menu

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Overview

The Alumni Management system enables:

• Alumni group creation by batch/year
• Alumni directory with profiles
• Event organization and registration
• Job posting and sharing
• Discussion forums
• Alumni fee collection
• Newsletter distribution
• Network engagement tracking

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Alumni Features

Feature	Description
Groups	Organize alumni by criteria
Directory	Searchable alumni database
Events	Alumni reunions and meetups
Jobs	Career opportunities sharing
Forums	Discussion communities
Fees	Alumni membership fees
Donations	Contribution management
Portal	Dedicated alumni portal

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Steps

1. Create Alumni Record

When student graduates:

1. Navigate to Alumni → Alumni
2. Click New
3. Complete the alumni form:

Field	Action
Name	Alumni full name
Student	Link to student record (optional)
Email	Current email address
Phone	Contact number
Batch	Graduation batch
Course	Completed course
Year of Passing	Graduation year
Current Company	Employer name
Designation	Job title
LinkedIn	LinkedIn profile URL

4. Click Save

Auto-creation: Alumni records can be auto-created when student graduates:

1. Configure graduation workflow
2. Alumni record created automatically
3. Portal invitation sent

2. Create Alumni Group

Organize alumni by criteria:

1. Navigate to Alumni → Alumni Groups
2. Click New
3. Configure the group:

Field	Action
Name	Group name (e.g., “Class of 2020”)
Code	Group code
Course	Related course
Batch	Graduation batch
Year	Graduation year
Description	Group description

4. Navigate to Members tab

5. Add alumni members:

   • Auto-add by batch/year
   • Manual selection

6. Click Save

3. Enable Alumni Portal Access

1. Open alumni record

2. Click Grant Portal Access

3. System:

   • Creates portal user
   • Sends invitation email
   • Enables alumni portal

4. Alumni can now:

   • Access alumni portal
   • Join group forums
   • Register for events
   • View job postings

4. Create Alumni Event

1. Navigate to Alumni → Events
2. Click New
3. Complete the event form:

Field	Action
Event Name	Event title
Alumni Group	Target group
Date Start	Event start date/time
Date End	Event end date/time
Location	Venue details
Organizer	Organizing entity
Description	Event details
Registration Fee	Ticket price (if any)

4. Configure tickets if needed
5. Click Save
6. Click Publish to make visible

5. Post Job Opportunities

1. Navigate to Alumni → Job Postings
2. Click New
3. Complete the job posting:

Field	Action
Title	Job title
Company	Employer name
Location	Job location
Employment Type	Full-time/Part-time/Contract
Experience	Required experience
Salary Range	Compensation (optional)
Description	Job details
Apply Link	Application URL
Contact	Contact person
Posted By	Alumni who posted
Expiry Date	Posting end date

4. Click Save
5. Click Publish

6. Set Up Alumni Forums

1. Navigate to Alumni → Forums or Alumni Groups → Forums
2. Click New Forum
3. Configure:

Field	Action
Name	Forum name
Alumni Group	Link to group
Description	Forum purpose
Moderation	Moderation rules

4. Click Save
5. Forum visible to group members

7. Collect Alumni Fees

For alumni membership:

1. Navigate to Alumni → Fee Collection

2. Configure fee structure:

   • Annual membership
   • Lifetime membership
   • Event registration

3. Generate invoices:

   • Select alumni/group
   • Select fee type
   • Generate invoice

4. Alumni pays via portal

5. Payment recorded

8. Send Alumni Newsletter

1. Navigate to Alumni → Newsletters
2. Click New
3. Compose newsletter:

Field	Action
Subject	Newsletter title
Recipients	Select groups/all
Content	Newsletter body (HTML)
Attachments	Add files

4. Preview newsletter
5. Click Send

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Field Reference

Alumni Model (op.alumni)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Alumni name
Student	student_id	Many2one	No	Former student
Partner	partner_id	Many2one	Yes	Contact record
Email	email	Char	No	Email address
Phone	phone	Char	No	Phone number
Course	course_id	Many2one	No	Graduated course
Batch	batch_id	Many2one	No	Graduation batch
Passing Year	passing_year	Char	No	Year of graduation
Company	company_name	Char	No	Current employer
Designation	designation	Char	No	Job title
LinkedIn	linkedin	Char	No	Profile URL
Group IDs	group_ids	Many2many	No	Alumni groups
User	user_id	Many2one	No	Portal user

Alumni Group (op.alumni.group)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Group name
Code	code	Char	No	Group code
Course	course_id	Many2one	No	Course filter
Batch	batch_id	Many2one	No	Batch filter
Year	year	Char	No	Graduation year
Description	description	Text	No	Group details
Alumni IDs	alumni_ids	Many2many	No	Group members
Event IDs	event_ids	One2many	No	Group events
Forum ID	forum_id	Many2one	No	Group forum

Job Posting (op.alumni.job)

Field	Technical Name	Type	Required	Description
Title	name	Char	Yes	Job title
Company	company	Char	Yes	Employer
Location	location	Char	No	Job location
Type	employment_type	Selection	No	Employment type
Experience	experience	Char	No	Required exp
Description	description	Html	No	Job details
Apply URL	apply_url	Char	No	Application link
Posted By	posted_by_id	Many2one	No	Alumni poster
Expiry Date	expiry_date	Date	No	Post expiry
State	state	Selection	No	Published/draft

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Alumni Portal Features

Dashboard

Alumni portal displays:

• Profile summary
• Group memberships
• Upcoming events
• Recent job postings
• Forum activity
• Fee status

Profile Management

Alumni can update:

• Contact information
• Employment details
• Profile photo
• LinkedIn URL
• Privacy settings

Event Registration

Alumni can:

• Browse events
• Register for events
• Pay registration fee
• View past events
• Download tickets

Job Board

Alumni can:

• Browse job listings
• Filter by criteria
• Apply to jobs
• Post job opportunities
• Refer other alumni

Forums

Alumni can:

• Join group forums
• Create discussion topics
• Reply to threads
• Upvote helpful posts
• Follow topics

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Views Available

View	Features
List	Alumni directory
Form	Full profile
Kanban	Visual cards
Map	Geographic view

Alumni Dashboard

Administrators see:

• Total alumni count
• Active portal users
• Event registrations
• Fee collection status
• Engagement metrics

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Engagement Tracking

Monitor alumni engagement:

Metric	Description
Portal Logins	Login frequency
Event Attendance	Events attended
Forum Activity	Posts and replies
Job Postings	Jobs shared
Fee Payments	Membership status

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Troubleshooting

Issue	Cause	Solution
Cannot login	Portal not enabled	Grant portal access
Group empty	Members not added	Add alumni to group
Event not visible	Not published	Publish event
Forum access denied	Not group member	Add to group
Job expired	Past expiry date	Update expiry date
Newsletter failed	Invalid emails	Verify email addresses

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Best Practices

1. Early registration: Capture alumni at graduation
2. Regular contact: Send periodic updates
3. Event planning: Organize engaging events
4. Job sharing: Encourage job postings
5. Forum moderation: Monitor discussions
6. Data accuracy: Keep profiles updated

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Security Notes

Role	Capabilities
Alumni Administrator	Full CRUD access
Alumni Manager	Manage groups and events
Alumni	Access portal, update profile
Public	View public events (if enabled)

Privacy Controls

• Profile visibility settings
• Contact information privacy
• Directory opt-out option
• Forum anonymity options

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Integration Features

Student Integration

• Auto-create from graduates
• Link academic history
• Transfer contact info

Event Integration

• Website event publishing
• Online registration
• Payment processing

Forum Integration

• Group discussions
• Moderated forums
• Email notifications

Fee Integration

• Membership invoicing
• Online payment
• Receipt generation

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Related Tasks

• Manage Events
• Configure Fee Collection
• Set Up Forums