Alumni Network Certification

Content

What does certifying our network mean?
Can we apply for certification?
How to get certified – step by step
Once you have been certified

What does certifying our network mean?

As an SI/Sweden alumni network you can apply to get certified by the Swedish Institute. An SI or Sweden alumni network can apply to become certified at the beginning of each year. Certifying your network means that:

• You can apply for financial support from SI to organise activities that are related to the UN’s sustainability goals or to Sweden.
• You get access to the SI Alumni Network Toolkit
• You establish a closer connection between your network, SI as well as Swedish Embassies and consulates in your country
• You get a certificate from the Swedish Insitute proving that you are a certified network

All certificates expire on 1 March every year and need to be renewed on a yearly basis.

How to get certified – step by step

Certification takes some preparation. In this section you will find a step by step guide for certifying your network. Follow the steps below  to ensure that your certification is done properly. This increases your chances of being certified.

Prepare the annual meeting

1. Gather a member base
   Make sure to have a solid network base with active members. Create a list with a minimum 25 members residing in the country.
2. Plan the annual meeting
   Set the date, time and agenda for the annual meeting together with the rest of the board members or with the rest of the active alumni members. Decide whether you prefer physical or online meeting. Both physical and online meetings are ok. You can find a more detailed step-by-step manual for organising an annual meeting here.
   Template – Annual meeting agenda with notes
3. Invite network members
   Send an invitation to all network members and post it in your network communication channel along with the agenda. Make sure to invite all network members at least three weeks before the annual meeting takes place. If you need help with reaching out to members, get in touch with SI.
4. Announce candidacy
   Make sure that everyone who wants can express interest in being part of the coming board before the meeting takes place. One way of doing so is communicating the call for candidacy (where potential board members can express interest in being a part of the board) in the invitation. For more information see this separate guide and video for Electing a board – the inclusive way.
5. Apply for financial support
   If you were certified last year, you can apply for financial support to conduct your annual meeting. Make sure to apply at least five weeks before you hold the meeting.
6. Prepare the voting
   Make sure all candidates get a chance to present themselves, this can be done beforehand in a digital format or physically at the annual meeting. Make sure that the voting can be done in a democratic way on the day of the annual meeting. If you want help from someone impartial to coordinate the voting, you can ask your contact at the Swedish Embassy.
7. Prepare a yearly report
   If you were certified the past year – prepare and send in a yearly report describing and evaluating last year’s activities. This should ideally be presented at the annual meeting to all members attending.
   Template – Yearly report

Annual meeting and certification preparations

1. Hold an annual meeting
   This is where the new board is democratically appointed. A board consists of 3-7 people with different responsibilities. The board must consist of at least three appointed members: Chairperson, Vice chairperson and Treasurer. It is important that the Chair/Vice chairpersons are not the same person as the Treasurer.
   Template – Annual meeting agenda with notes
2. Comply with the SI Code of Conduct
   All board members must be aware of, and committed to complying with the SI Code of Conduct that applies to all certified alumni networks.
3. Create a network bank account
   The network bank account should be connected to the Treasurer and details should be shared with SI to be able to make the grant payments.
4. Set up statutes
   If the network doesn’t have statutes, we strongly recommend to set up network statutes to avoid misunderstandings and to easier navigate the organisation. The statutes need to be approved through voting during an annual meeting.
   Template – Alumni network statutes
5. Set up a network activity plan
   Decide what you want to accomplish within your network and set up a yearly activity plan for activities for the coming year. Keep in mind that activities related to SDG16 (Inclusive Societies) and SDG12 (Green Transition) are areas of priority for SI and the SI/Sweden Alumni Networks.
6. Set up a communications platform
   Establish a platform for internal communication with members (Facebook, Linkedin, Whatsapp or any other channel you think suits your network) and a Facebook page/Instagram account for spreading your work externally and sharing your activities with SI. Ensure that you follow the SI Code of Conduct for Social Media when working with the communications platforms.
7. Learn how to work with communication as an SI/Sweden alumni network
   Study the SI Guidelines for Communication and on how to work with logos and communication in your network.

Submit your certification application form

Once you have held the annual meeting – fill out and send the certification application form with below attachments. Deadline to send in all required documents for certification 2023 is on 10 February 23:59 CET.
Certification Application Form. Kindly make sure to use provided templates:

1. Template – List of members
2. Template – Annual meeting agenda with notes
3. Template – Bank form with treasurer’s details
4. Template – Yearly report (if your network was a certified network last year)
5. Template – Activity plan

For any queries about the process contact alumni@si.se.

Once you have been certified

You are good to go and plan activities for the year! Information on how to organise activities supported by SI you will find under Alumni network resources.