University of Waterloo Alumni Volunteer Social Media Guide

Last Updated: November 17, 2025 

1. Purpose 

Social media is one of the most powerful tools for connecting alumni, celebrating achievements, and sharing what’s happening in your chapter or region.This guide helps alumni volunteers use social media in a way that builds community, reflects Waterloo’s values, keeps alumni spaces safe and inclusive, and supports collaboration between volunteers and staff. 

2. Representing the University

When posting on behalf of the University of Waterloo or your alumni chapter, please remember that you represent the University’s reputation and community.

• Be professional: Posts should reflect Waterloo’s values of integrity, respect, and inclusivity.
• Be accurate: Verify facts before posting.
• Be transparent: Identify yourself as a Waterloo volunteer when appropriate.
• Be respectful: Even lighthearted content should be positive and constructive.
• Protect privacy: Do not post alumni contact details or other personal information.

Avoid endorsing organizations that are unrelated to your volunteer role with Waterloo or Waterloo Alumni and ensure compliance with relevant University policies. 

3. Starting and Managing Accounts

New chapter social media accounts are not currently being considered. Please use the platforms already in place for your region and coordinate with Alumni Relations for support. This maintains consistency and ensures capacity to manage accounts securely.

4. Building Connection: What to Post

a. Event Storytelling 

Transform a single event announcement into a full story over time:

1. Save the Date – Build anticipation
2. Announcement – Share the details, graphic + link.
3. Update – 'Only 5 spots left!' creates urgency.
4. Day Before – Weather or excitement post. “Looking forward to seeing everyone!”
5. Day Of – Photo of entrance/venue or other helpful tips.
6. Thank You – Post-event photos and gratitude.

b. Community Building

• Welcome new members to groups with a quick intro message. 
• Post chapter member spotlights with photos and fun facts.
• Encourage alumni memories or experiences to foster engagement. 

c. Sharing Waterloo Pride

Follow @uwaterlooalumni and faculty social accounts to source posts that can be reshared with your community. Highlight achievements, research, and community impact with local relevance. This ties your platform to the broader university community and is free and easy content.

d. Interactive and Fun

Spark conversation and engagement with: 

• Polls
• Throwback photos
• Alumni photo challenges

5. Content Best Practices

• Post regularly.
• Be intentional and concise (2–3 sentences per post).
• Spell check.
• Include visuals in every post.
• Start with a hook; end with a call to action.
• Use inclusive, accessible language.

Remember to send event photos to Alumni Relations to a post-event highlight can be shared on @uwaterlooalumni official accounts for wider reach. 

6. Platform Quick Guide (2025)

7. WhatsApp Group Management

All alumni WhatsApp groups must remain private and requests to join must be approved. When someone requests to join: 

1. Don’t approve immediately.
2. Send a direct message to verify full name, grad year, and program.
3. Check LinkedIn if needed.
4. Contact Alumni Relations if uncertain.
5. Once verified, approve and welcome them to the group. 

Welcome Message Example: 'Welcome @Name! Great to have you here. Tell us where you’re based, what you studied, and what you’re up to now.' 

8. Safety & Security Checklist

• All groups must be private.
• Validate all new joiners before approving.
• Don’t share invite links publicly.
• Use real names and photos for transparency.
• Repost Group Guidelines once a term.
• Remove spam or phishing posts immediately.
• Reset link if compromised – let Alumni Relations know so we can update the link on your QR code landing page! 

9. Collaborating with Alumni Relations

Our team can help with: 

• Reviewing or editing posts for tone or accuracy, if needed.
• Sharing event photos with the Alumni Relations’ Marketing and Communications team.
• Verifying members or managing group issues.
• Offering content and engagement advice. 

10. Summary

Your social media presence is your chapter’s digital handshake. It helps alumni know who you are, like what you stand for, and trust the information you share. Post with purpose, build connection, and keep your online spaces secure and authentic 

Appendix

I. University of Waterloo policies related to social media. 

• Policy 33: Ethical Behaviour
• Policy 46: Information Management
• Policy 66: Use of University Resources and Affiliation
• Policy 73: Intellectual Property Rights