Alumni & External Relations Office

About the Department

The Alumni and External Relations Office is responsible for Global Partnerships and International Affairs, Academic and Corporate Collaborations, Strategic Initiatives, Government Engagement, Alumni Relations, and Community Engagement. It is the single point of contact for all alumni related queries and activities and connects alumni with faculty, students, and others at the Institute through various platforms including Reunions, Chapters, Alumni Special Interest Groups, The WIMWIAN alumni magazine, Events etc. The AER Office engages with external organizations to develop collaborations for student exchange, research, mobility, big data lab, community engagement, create avenues for students to participate in competitions/awards etc. It develops and runs strategic initiatives and supports all arms of the institute in their initiatives.

Brief of Services/Functions of the Department

Alumni Relations

The AER office organizes the Reunions “Back to Campus”
The AER office has Alumni Special Interest Groups of alumni and faculty of the institute with expertise and
interest in the different fields.
The AER office provides Alumni ID card to alumni.
Alumni get the access to Alumni Portal/ Website
The AER office sends tri-annual alumni magazine “The WIMWIAN” to all
the alumni both hard copy and web version.
The AER office organizes Young Alumni Achievers Awards to recognize young leaders
who have made an inspiring impact in various fields.
Alumni can join different Chapter across the world and AER office coordinates
with Chapter Coordinators for the same.
The AER Office give them a platform to Connect with Campus Events.
AER Office announces Scholarships/ Awards for different categories like
Chartered Financial Analyst (CFA).
Communication & Media
Visiting Chair Professors
The AER office sends out the invitation for the Convocation, looks after the arrangement for the
alumni who come for the convocation.
The AER office also has an initiative a school for underprivileged students, called SMILE.
The AER office coordinates A-league activities between different institutes and schools
and the current students for the same.
RTI
Synchrony
Data Philanthropy, High Performance Computing Lab
The AER office also provides necessary support to the Endowment Fund.

External Relations

Student Exchange, Faculty Exchange, Research, Teaching
Partnership In International Management (PIM)
European Foundation for Management Development
Project Course: with SEWA & Newcastle Univ, McCombs
Collaborations with organizations/companies for data philanthropy, to create
avenues for our students to participate in competitions/awards etc.

All Policies and Procedures

Alumni Policy

PROGRAMME ATTENDED	ALUMNI FEE PAYABLE	FOR WHOM	FOR ALUMNI I-CARD
Long Duration Programmes PGP, PGP-FABM, PGPX, PGP-PMP, PhD., e-PGP, ePGD-ABA, PGP-Dual Degree Programme	No Additional Fee	ALUMNI status will be awarded to all participants who have graduated in the past and will be graduating in the future	On application and verification, a card will be issued.
Student Exchange Programme Less than one year: 1 term exchange (effective April 1, 2012)	One-time Alumni fee of Rs. 10,000 +18% GST	ALUMNI status will be awarded to participants who opt for Alumni status	On application, verification, and payment of fee, a card will be issued.
Programme Completed before April 1, 2012
PROGRAMME ATTENDED	ALUMNI FEE PAYABLE	FOR WHOM	FOR ALUMNI I-CARD
Short-duration MDPs (less than 21 days) (OEP)	No Additional Fee	The applicable Alumni status will be awarded to participants (as per old policy, such participants are Alumni)	On application and verification, a card will be issued.
Medium-Duration Programmes (21 days or more) Open enrolment MDP/MEP/FDP/AFP/3-TP	No Additional Fee	The applicable Alumni status will be awarded to participants (as per old policy, such participants are Alumni)	On application and verification, a card will be issued.
In-company/CEP Program Participants They are not eligible for alumni membership	NA	Not Eligible for alumni status	NA
Programme Completed on or after April 1, 2012
PROGRAMME ATTENDED	ALUMNI FEE PAYABLE	FOR WHOM	FOR ALUMNI I-CARD
Short Duration Programmes (Less than 21 days) MDPs/EEPs Participants of these programmes will be eligible to become alums if they have participated in multiple short duration programmes; the total duration of all these programmes should be 21 days or more. This applies to participants attending an IIMA MDP for the first time on or after 1st April 2012.	One-time Alumni fee of Rs. 10,000 +18% GST	ALUMNI status will be awarded, and an Alumni card will be issued only when such participants meet the 21-day norm	Once the eligibility condition is met and on application, verification, and payment of fee, a card will be issued.
Medium Duration Programmes (21 days or more) Open enrolment MDP/MEP/FDP/AFP/3-TP	One-time Alumni fee of Rs. 10,000 +18% GST	The applicable Alumni status will be awarded to participants, once they opt for it	On application, verification, and payment of fee, a card will be issued.
In-company/CEP Program Participants: Participants should have undergone a screening process (written test/interview) for selection and performance assessment. 1st April 2012 to 1st August 2016	One-time Alumni fee of Rs. 50,000 +18% GST	In the company program need to have completed 200 sessions and paid alumni fees to become alumni	Once the eligibility condition is met and on application, verification, and payment of fee, a card will be issued.
In-company/CEP Program Participants Participants should have undergone a screening process (written test/interview) for selection and performance assessment. 2nd August 2016 Onwards	One-time Alumni fee of Rs. 25,000 +18% GST	They need to have attended minimum of 21 days of programmes and paid alumni fees to become alumni	Once the eligibility condition is met and on application, verification, and payment of fee, a card will be issued.

Alumni Portal

Alumni Portal: http://alumni.iima.ac.in/

Functions of the Portal:

The portal is a repository of alumni data.
It allows alumni to connect with each other and share information, updates about activities of their interest.
The institute uses the portal to share information about institutional activities.

Activities at the Portal:

Sr	Activity	Description
1	New Alumni Record Uploading	New Alumni record Uploading at Alumni Website for the same Preparing, Processing & formatting received data from different departments in desired format.
2	Manual Approval	Approving & processing users who registers at iima.almaconnect.com but their registered details do not match with Core Alumni database.
3	Verification of Users/Alumni at iima.almaconnect.com	Verifying the users who were already registered at iima.almaconnect.com before official launch of Alumni portal
4	Mapping of records	Verifying & Mapping of the users registered with different email & details at iima.almaconnect.com with core Alumni database at iima.almaconnect.com
5	Database DML Operations	As requested by Alumni Edit/Update of their details at iima.almaconnect.com Reporting and removing duplicate & Non Alumni records.
6	Solving Website related queries	Assisting/Supporting Students/Alumni regarding Alumni Website related queries.
7	Bulk Mailing	On request of Alumni office and different departments preparing email templates, scrutinizing emails in different categories and bulk mailing to Alumni through local configurable s/w.
8	Maintenance & Administration of IIMA Alumni portal	Maintenance, Administration and updating of IIMA Alumni Portal. Execution of content Uploading & updating requests E.g. Uploading Photos, Videos, Updating existing contents, Announcing Announcements. Coding in HTML.
9	Data bifurcation & extraction	As required by Alumni office and different departments bifurcating & extracting different datasets from Alumni database & processing it in required format.
10	“The WIMWIAN” Alumni Magazine	Based upon different criteria, bifurcation & extraction of data sets for preparing labels, and accordingly label generation, printing & data updation exercise.
11	Database updation drives	Every three months before dispatching the Wimwian magazine, the Alumni office sends mail to all Invalid Addresses asking for their latest details. (+ to Alumni whose details are blank/incomplete in the database.). Alumni Office gets responses in two ways (1) 50% fill up Google form available in the bulk mail (2) 50% send their details via Email on alumni@iima.ac.in . A few alumni directly update their details at the Alumni Portal and then inform Alumni office. (1) Those who fill up Google form we match filled up Alumni Id/Email with Alumni database Alumnicode/Email and for all the matching records we directly upload csv on the portal, which in turn updates all these records directly. For the few not matching records we update them manually by confirming on email. (2)50% responders who send their details via Email on alumni@iima.ac.in we update their details one by one manually, When Ashmita gets some time she helps in filling up this details received in Emails into shared Excel file, so they can be directly updated at the database via bulk .csv upload. The remaining rest are updated one by one and one to one. Apart from above twice a year we send mail to all Alumni confirming their details irrespective of Valid OR Invalid details, this exercise covers all the Alumni who have updated or not updated their details OR they might have forgotten to respond to our mails (till this mail reaches them). Also whenever an Alumni visits campus we personally approach them to provide their latest details in a preformatted form. Triannually when the Wimwian magazine dispatch cycle is over we update all returned magazines as Invalid details records.
12	Creation of PHP, MySQL based modules	Creation of PHP, MySQL (LAMP) based modules for different Alumni office related tasks. E.g. capturing, verifying & procesing passing out student details.
13	R&D	Finding & Implementing new Initiatives, for correcting Alumni database.
14	Reunion data Updation drive	Reunion updation drive. Before reunion extracting batch wise data, verifying same with Alumni and updating latest details back in database.
15	Technical document preparation	Requirement gathering from end user for different projects. RFP & Technical Document Preparation for projects. Supervision of projects.
16	LinkedIn	LinkedIn User management/approval at Official IIMA LinkedIn Group.

Committees that the Department leads

Alumni Special Interest Groups (ASIG): Dean-AER and AVP-AEP lead the activities of all ASIGs

Young Alumni Achiever’s Awards (YAAA) - YAAA is an initiative to recognize young leaders who have made an inspiring impact in various fields.

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Alumni and External Relations (AER) Office

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