Rules of Engagement for Alumni Services

Introduction

The Institute of Business Administration (IBA), Karachi (IBA) recognizes its alumni as lifelong stakeholders and essential members of the IBA community. To enhance engagement, and streamline institutional coordination, this document serves as the guideline for managing all alumni-related services (Offered) and interactions across departments.

While the Office of Alumni Affairs is committed to facilitating a positive and valuable experience for all alumni, it is imperative to emphasize that these services are offered with an expectation of responsibility, respect, and adherence to IBA policies/protocols. The following conditions are to be strictly upheld by all alumni when engaging with the institution:

1A. General Conditions for Alumni Engagement

1. Single Point of Contact

The Office of Alumni Affairs shall be the sole and primary point of contact for all initial alumni-related services, requests, and queries. Alumni must not bypass this channel to directly engage with other departments and administrative offices. Once the connection has been made with the relevant department and party, the Office of Alumni Affairs can choose to exit the facilitation.

2. Use of IBA Identity and Assets

Alumni are prohibited from using IBA’s intellectual property - including but not limited to its name, logo, letterhead, or any official stationery - for unauthorized purposes. Explicit written approval must be obtained prior to any such use. Unauthorized use will result in suspension of relevant alumni service/request/query.

3. Code of Conduct & Institutional Respect

Alumni are expected to uphold the dignity, values, and decorum of IBA in all interactions, communications, and representations. Compliance with IBA’s code of conduct and relevant IBA policies is mandatory. The Office of Alumni Affairs is equally responsible for ensuring that all alumni-facing initiatives reflect these standards.

4. Access to IBA Premises

Unauthorized access to offices, staff, or departmental spaces is strictly prohibited. Alumni must respect institutional boundaries and follow proper communication channels. The Office of Alumni Affairs is responsible for guiding alumni visits within these constraints and facilitating engagements with offices, staff and departmental spaces.

5. Entrance & Exit Protocols

Alumni must present a valid IBA Alumni Card upon entry to campus. Entry and exit will be logged and monitored for security purposes. The Office of Alumni Affairs shall ensure this process is communicated clearly and adhered to during all alumni visits.

2. Objectives

i. To outline the scope of services provided to alumni.
ii. To define a standardized protocol for alumni requests and engagements.
iii. To ensure coordination between Office of Alumni Affairs and the departments at the IBA.

3. Overview

The Office of Alumni Affairs will serve as the primary point of contact for all alumni-related services, requests and queries. No other department or individual shall be contacted directly for requests, queries and services.

4. Service Categories

A. Day-to-day Activities

Services Include:

  • Alumni Cards
  • Alumni database maintenance
  • Alumni Advisory Council
  • Helping alumni give back
  • Alumni Transcripts/Degrees queries
  • Vacancy Announcements
  • Engagement on WhatsApp groups

Protocols:

  1. All requests must be submitted via Alumni Affairs through email or in-person appointments.
  2. Alumni must provide valid identification and supporting documents.
  3. Alumni Affairs liaises with relevant departments for processing and verification.
  4. Requests sent directly to other offices will be redirected through the proper channel.
  5. Standard processing time: 5–10 working days.
B. Events

Services Include:

  • Alumni Excellence Awards
  • Alumni mentorship program
  • Entertainment avenues
  • Grand Alumni Reunions
  • Corporate Connect
  • Invite IBA
  • Fireside chats with alumni
  • Class-specific reunions
  • Alumni Talkies (interviews with prominent alumni)
  • Invitation to the Career Fair for new graduates

Protocols

  1. Events are organized and managed by the Alumni Affairs Office.
  2. Participation may be through Expression of Interest (EOI) or invitation.
  3. Event proposals or collaborations must be formally routed through Alumni Affairs.
C. Publications

Services Include:

  • Annual Report (The Impact)
  • Alumni E-Magazine
  • Alumni Achievements
  • Prominent Alumni feature
  • Alumni Newsletter

Protocols

  1. Contributions and nominations for features should be submitted to Alumni Affairs.
  2. Editorial guidelines will be shared upon request.
  3. Alumni may propose content or updates for digital/physical features.
D. Facilities

Services Include:

  • Discount on training conducted by IBA Centres
  • Showcasing alumni-run businesses
  • Card partnership with various organizations
  • Assisting in job placements for senior roles

Protocols

  1. Alumni must hold a valid Alumni Card.
  2. Requests for training or discounts must be routed through Alumni Affairs.
  3. Business showcases or partnerships are subject to internal review and availability.
  4. Placement assistance is provided confidentially through designated channels.

5. Proposals and Collaborative Initiatives

Alumni may propose:

  • Joint research or development programs
  • Events, scholarships, or startup collaborations

Protocols:

  1. Proposals must be submitted in writing or email to Alumni Affairs.
  2. Must include objectives, scope, and expected outcomes.
  3. Reviewed internally and routed to relevant departments.
  4. Subject to approvals by senior leadership or governing bodies.

6. Communication Protocol

All alumni-related correspondence must be routed through Alumni Affairs Official Contact Channels:

  • Email: alumni@iba.edu.pk
  • Phone: +92 332 3111422
  • Office: 6th Floor, Aman Tower, IBA City Campus, Saddar, Karachi