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Alumni Affairs

How to Form an Alumni Association?

We welcome alumni with common study background or interest to form alumni associations (AAs) to strengthen the bonding between fellow classmates and support the development of the alma mater. Interested alumni can make reference to the following procedures on forming an AA. 

1. Form an Executive Committee

A core group of 3 to 5 alumni are necessary to kick start the establishment of an AA. These core group members may eventually become Executive Committee Members of the association and take up official positions such as Chairman, Vice-Chairman, Treasurer, Secretary, etc.
 

2. Determine the Nature of the Alumni Association

AAs are independent entities from Lingnan University, which could be incorporated as a company limited by guarantee under the Companies Ordinance or registered as a society under the Societies Ordinance of the Laws of the HKSAR Government.
 

The following table highlights the main differences between a society and a company limited by guarantee.  

  Society Company Limited by Guarantee
Ordinance Societies Ordinance - Chapter 151 Companies Ordinance - Chapter 622
Government authority dealing with the registration

Licensing Office of the Hong Kong Police’s Societies Office

Tel: 2860 7743
Fax: 2200 4327

Companies Registry

Enquiry Hotline (IVRS): 2234 9933
24-hour Hotline: 2867 2600 / 2867 2604
Fax : 2596 0585
Useful information and form(s)
Advantages
  • Simple procedures
  • Lower formation and operation costs
  • Separate legal entity
  • Limited liability of members
  • Memorandum and articles of association as an operational guide for the association
Disadvantages
  • No separate legal status
  • Members are personally liable if assets are not sufficient to meet the liabilities
  • Lack of ready-made rules to follow (Some AAs may write their own constitution.)
  • Relatively complicated procedures
  • Higher costs


3. Prepare the Memorandum and Articles of Association (M&A) or Constitution

The M&A or Constitution, as the skeleton guiding the AA’s operation, organization and development, should consist of the AA’s mission, objectives, organization structure, membership, roles and responsibilities, etc. The core group members should take the lead to prepare the M&A or Constitution, and consult legal advice when needed.


4. Decide the Name of the Alumni Association

To reinforce the identity as an AA of Lingnan University, and to appeal to graduates more effectively, we recommend adopting the name of “Lingnan University” in the association’s name. Please note the use of the name of “Lingnan University” is subject to the University’s approval. The procedures of applying for the use of the name “Lingnan University” are as follows:

 
(1) Send the written request for the University’s endorsement to AA’s adopting “Lingnan University” in the association’s name to the Office of Institutional Advancement and Alumni Affairs (OIAAA) (Email: alumni@LN.edu.hk / Fax: (852) 2466-3730 / Address: Room 205/13, 2/F, Wong Administration Building, 8 Castle Peak Road, Tuen Mun, Hong Kong).
(2) Enclose the following documents with the request letter: a) the list of Executive Committee Members of the prospective AA, stating their full name (in both Chinese and English), graduation year, first 3 digits of HKID No., and the position in the AA; b) the M&A or Constitution of the AA.   

With the endorsement letter issued by the University, you could submit the application for registration as a society or a company limited by guarantee under the Ordinances mentioned in item 2.
 

5. Inform the University
 
All AAs should inform OIAAA about their establishment and update us with the following information via email (alumni@LN.edu.hk) or fax (852 2466-3730) :
  • Name of Alumni Association
  • List of Executive Committee Members
  • Contact Information (including name of contact person, phone, email, AA's website and correspondence address)

► Each AA can also submit the completed AA Contact Update Form to OIAAA, informing the University regarding its establishment or any changes related to the AA itself and/or its respective contact information.