Frequently Asked Questions

Q. How do I send out an email from the Texas Exes database?
A. The Texas Exes staff will send out the emails for you. The Texas Exes database will always have the most up to date email information, which is why we always encourage chapters/networks to use this tool. Send an email to with the text of the email you want sent out to either Erin Naman or Courtney Ratliff.Tthe email will be put together in the Texas Exes format and a proof will be sent to you for editing. Once the email has been approved, it will be sent to the entire database for that area-both members and nonmembers. Chapter and network emails are sent out on Tuesdays, Wednesdays, and Thursdays of each week. Please allow 2 business days for your email request.

Q. How do I set up a free chapter/network website hosted by the Texas Exes?
A. Contact Erin Naman or Courtney Ratliff and let her know that the group is interested in getting a website set up. Designate who within the group will be the webmaster. A beta site for the group will be set up and the link to the site will be sent to the designated webmaster along with a manual which will walk him or her through the website. The chapter/network will be responsible for adding the content. The web template is very user friendly. Once the webmaster has added the content and is happy with the look of the site, email Erin or Courtney and she will make it live. From there, edits can be made to the site by the webmaster or anyone listed on the chapter’s board. Edits will not be live automatically. The edits must be approved by the Association staff before they go live.

Q. What are the deadlines for chapter scholarships?
A. The Texas Exes Chapter Scholarship Report Form must be completed and submitted by the chapter for final approval by the Association’s Scholarship Committee by June 1 of the year in which Fall Semester awards are to be made. Any funds needed from the chapter to supplement amounts available in Austin to fund the recommended awards are also due by June 1.

Q. Are chapter donations and event entry-fees tax deductible?
A. Donations to the chapter scholarship fund are tax deductible. Checks to the chapter scholarship fund need to be made to Texas Exes. Event-entry fees are tax-deductible for the amount over the fair market value of the ticket price. The "fair market value" is the cost of the goods and services received at the event- e.g. if a meal at the event’s restaurant would normally cost $25, that’s the ticket’s fair market value.

Q. What are the annual deadlines for charter establishments and renewal documents?
A. The deadline for charter establishment and renewal is on June 1 of every year. The documents needed for charter establishment and renewal are the signed charter agreement, officer report, financial statement and chapter by-laws. The chapter by-laws only need to be resubmitted when amendments have been made. When establishing a new chapter, the chapter by-laws must be signed by 10 current Texas Exes members. The by-laws remain on file with the Association. Networks also need to sign and return their network agreement by June 1.

Q. Can networks raise money for scholarships?
A. Networks can raise money for scholarships although we prefer they focus on other areas of involvement. The time and resources needed to raise money for scholarships, may tax the volunteers in a network and we would prefer they use those resources to focus on increasing involvement in their area. Raising scholarship funds is just one way to engage alumni in your area and for those groups with limited resources, we prefer they focus their effort on other areas. Just bringing alumni together supports UT and the Texas Exes!

Q. What is the difference between a chartered chapter and a network?
A. A Network is a semi-independent group that we support. A Network can use the Texas Exes name, while still retaining flexibility. The group can be as active as it wants; even if that means that it only has one function a year. We will support the group with staff resources, email broadcasts to all persons in the UT alumni database, and list event/activity information on our website.
A chartered chapter has completed the paperwork necessary for chartering, including the officer report- 4 current Texas Exes listed as the 4 needed officers-current president, president-elect, treasurer, and membership chair. A network needs only one person listed as the key contact, it does not have the same leadership structure as a chartered chapter. A chartered chapter must also sign the charter agreement annually and have it on file with the Association. Chartered chapters must also submit an annual financial report. Chapter by-laws must also be on file with the Association for chartered chapters. The by-laws must be signed by 10 current Texas Exes members.

Q. What is the Chapter Advisory Board and how can they help me?
A. The Chapter Advisory Board is a group of volunteers who have served as chapter leaders. They can provide ideas, resources, guidance, and support for Chapter and Network leaders. Chapter Advisory Board members are appointed annually by the Texas Exes’ president. They are each assigned as liaison for several chapters and networks. Do not hesitate to contact them. They are another great resource for Chapter and Network leaders in addition to the Texas Exes staff.

Q. Where can I find information on the charter requirements?
A. the latest charter requirements are always posted online along with the necessary forms. If you can’t find them online, please contact Erin Naman or Courtney Ratliff and we can either email or fax the necessary forms to you.

Q. What are some examples of successful fundraisers that other chapters have organized?
A. The best fundraisers are those events that are tailored to the needs and unique qualities of your alumni. Alumni in different cities and communities have their own personality and chapters should take this into account when planning fundraisers. Below are a few examples:

• The Dallas Chapter hosts a golf tournament in Dallas the Friday before the Texas-OU game. This takes advantage of the unique position the Dallas Chapter is in thanks to the annual game. The chapter solicits sponsors for the event, in addition to the registration fee.
• The San Antonio Chapter hosts their annual Tailgate Party to kickoff the football season. There is a silent and live auction to raise funds, as well as the registration fee and table sales. The chapter brings in football experts to get the crowd excited about the upcoming season and ends the party with a live concert. The chapter capitalizes on the excitement surrounding the start of football season.
• Brownsville has a fun celebrity waiter dinner that they do with the Texas A&M Club every year before the UT-Texas A&M game. The waiters are local celebrities that are either Aggies or Longhorns. Whichever "team" raises the most "tips" (donations) wins.

These are just a few examples that have been submitted to the Association. Please continue to share your success stories with us so that we may share them with other chapters.

Q. What types of events should our chapter/network consider hosting?
A. You know your community best and what events will appeal most to your alumni. We recommend a diverse calendar of events. If your chapter/network focuses heavily on football game watches in the fall, try to host a cultural event in the spring. Remember not everyone is interested in football. While it’s impossible to please everyone all the time, a diverse calendar will appeal to more people in your area than just game watches and happy hours. A few really well done events throughout the year are better than frequent yet poorly planned events. Work within the structure of your chapter and take advantage of what your community has to offer. Each chapter/network is unique and we encourage you to embrace that uniqueness.

Q. What is the Leadership Conference in Austin all about?
A. The primary focus of the Leadership Conference is to bring chapter/network leaders together from across the country so they can interact and share ideas, as well as get an update on the Association. It’s also a great time for the Association to hear from the volunteers in the trenches. The Leadership Conference is designed to benefit both the chapter/network leaders and the Association, so that hopefully the entire chapter/network structure will be strengthened.

Q. Where can I get a chapter/network banner?
A. The Association can order a chapter/network banner at the chapter’s/network's expense. The standard banner is 2x6 and roughly $60. Email the design of the banner to Erin Naman or Courtney Ratliff and she will order the banner for you. All banners will include the chapter’s/network's logo. If you want to have a sponsor logo included, email that logo as well.

Q. Where can I get nametags?
A. Call or email Erin Naman or Courtney Ratliff or call 800/594-3937 to order nametags. Include the address where you want them shipped.

Q. Where can I get membership and university brochures?
A. Call or email Erin Naman or Courtney Ratliff or 800/594-3937 to get brochures. Include the address where you want them shipped.

Q. How do we send out a mailing to our local members? How many mailings can we do per year?
A. Send the content of the mailing to Erin Naman or Courtney Ratliff. Include if you want the mailing to go to members only or members and nonmembers. A proof will then be sent to you for your approval before it is sent to be printed. Once the approval is given, the proof will be sent to the printing house and will mail out first class. Please allow 5-7 business days before you want the invitation to hit the mail.
Each chapter gets 2 mailings per year- 1 to members and 1 to members and nonmembers. Additional mailings can be ordered but the chapter will incur the costs associated with any additional mailings.

Q. Can we get any autographed sports memorabilia to auction for a fundraiser?
A. All autographed sports memorabilia must now be purchased through Longhorns, Ltd-the official team store. There is no discount extended to the Texas Exes chapters.

Q. What is the Texas Exes Business Network?
A. The Texas Exes Business Network is a Texas Exes Chapter program that is designed to unite, inform, and network alumni and friends of The University of Texas at Austin for the purpose of their business success. For additional information on how to start a TEBN for your chapter contact Erin Naman..