5.1 Role of the Organization Advisor

A. General Responsibilities

All student organizations are required to have a full-time faculty or staff member as an advisor. Any faculty or staff member who accepts the position of advisor must be aware of the responsibilities inherent in the role. An adjunct instructor may serve as a co-advisor to assist with the club.

Advisors to student organizations are expected to ensure that the organization attempts to fulfill the stated aims of its constitution and by-laws by contributing to organizational goals and objectives, and providing dedicated and responsible support. Advisors should embrace the concept of a collaborative, productive, and positive approach to problem-solving, respecting and encouraging diversity of perspectives during discussions and meetings. An open dialogue should be maintained with officers about progress, plans, and problems of the organization.

Advisors are considered role models for student leaders by developing effective communication methods, advocating for student organizational goals with the campus administration, arbitrating between student groups and officers when needed and, at all times, respecting the confidentiality and integrity of sensitive issues.

Advisors should maintain a liaison with the Student Life staff. As an advisor, you should take an active interest in the organization and be familiar with the policies and procedures of the campus and college in order to assist the students in coordinating their activities. Officers of the organization are responsible for keeping advisors well informed of activities. Courtesy copies of minutes, request forms, and reports should be submitted to the advisor.

Advisors should help determine that planned expenditures do not exceed the organization’s budget. Advisors to all organizations are required to approve and sign all official forms for expenditures from their organizational accounts and other financial reports of the organization. The advisor’s signature on financial reports and forms in no way implies personal or financial responsibility on the part of the advisor.

If you wish to resign your position as advisor, you should notify the organization and the Student Life staff in writing one month before resignation becomes effective. Advisors may also be removed and replaced by officers of the organization. Organizations will keep the

Student Life staff informed of any changes to the status of the advisor.

B. Supervision of Student Organizations

All members of the faculty are expected to share in the responsibility of supervising student organizations. For each event of any student organization, a full-time faculty or staff member must be present. This may be, but is not required to be, the advisor. Selection of an alternate faculty or staff member to be present at the organization’s events must be approved by the Dean of Student Success. Responsibilities of the faculty or staff member supervising student events include being present before the event begins and remaining until all students have left the premises.

C. Responsibilities at Functions

The purpose of faculty/staff attendance at student functions is two-fold. First, the presence of faculty/staff members affirms the desire of the College to create a meaningful co-curricular program with full faculty or staff support and participation. Secondly, the presence of faculty/staff members fulfills the requirements of responsible supervision incumbent upon the institution. The faculty/staff advisor assumes the role of official institution representative at the function and has responsibility for decisions affecting the safety, welfare, and proper conduct of those in attendance. Generally, it can be stated that the advisor is the final authority in any decision that must be made during the function pertaining to the safety, welfare, and conduct of those attending. Such authority extends even to the decision to terminate the event.

1. 1. 1. 1. 1. One advisor must be present at all times; two are suggested for large events. Advisors must be present prior to the event and remain through the close of the event.
            2. When the scheduled building/room is first opened, the advisor should familiarize him/herself with any equipment being used.
            3. Security Personnel will be previously secured and directed to report to one of the advisors who has been designated by name. The advisors should discuss their duties and keep in touch with them throughout the evening. The number of security present at an event is to be determined by the Campus Police in conjunction with Student Life.

1. 1. 1. 1. 4. Before the event, if admission is charged, the advisor should check out the procedures for admitting people and collecting money and make whatever suggestions he/she feels should be helpful. We strongly suggest that you sell tickets in advance whenever possible, and try not to collect cash at the door.
            5. During the event, the advisor(s) and the student(s) in charge of the event should be in frequent communication concerning the progress of the activity and any potential trouble areas that may be developing.
            6. In case of an emergency such as fire, disorderly conduct, or personal injury, the advisor or student leader should notify the proper authorities, who will take charge of the situation.
            7. At the close of the event, any security personnel and the advisor should inspect the rooms/building to ensure that everything is in order and that all persons have gone.
            8. If an emergency or incident of a serious nature takes place, such as a personal injury or loss of property, the advisor should immediately contact the Campus Police or call 911 and prepare a written report to be submitted it to the Office of Student Life the next business day.
            9. In the event that no advisor can be present during a sponsored event, the event will be cancelled, unless the advisor and organization has received prior approval to proceed with the Office of Student Life-approved chaperones.

D. Organization Advisor Removal/Renewal

When you first became a club, you had to submit a “Procedures for Recognition as a College Organization Packet.” In Section 4 the Faculty Advisor had to agree to be an advisor and was asked to review Section 5 of this manual “Student Organization Advisors.” Should an Organization feel that the Advisor is not meeting the expectations outlined in Section 5, have an open and honest conversation with the Advisor about the challenges. You should share concrete examples of when an Advisor didn’t meet the expectations and provide ways for them to improve. If you need assistance in planning this conversation or tips on how to proceed, contact your Student Life staff.

If, after conversation with the Advisor, the Advisor continues to not meet expectations, the organization will meet with the Student Life staff. Student Life staff will work to mediate the situation. However, if a resolution cannot be reached, the club can vote to remove the Club Advisor from that role.

Do not take this action lightly. Advisors are volunteers and volunteer because they are excited about you as students! Come to Student Life early for help! We can help coach you through the conflict. It is also important to keep Student Life aware of what’s happening with your group because a Student Life staff member may serve as an Advisor if an organization doesn’t have one.

It is important to remember that these are student created and driven organizations. However, student organizations still need campus staff members to help make your experience as successful as possible.

5.2 Advisors as Role Models

Advisors can serve as a resource to introduce new program ideas, help officers apply principles and skills learned in the classroom, assist group members in identifying problems within the group, offer suggestions for resources both within and outside the college, guide student officers in their duties as leaders, and expect high standards of performance worthy of a large multi-campus community college. Advisors often find themselves drawing upon the following skills:

A. Consultant

Advisors should be involved in the discussion of goals and objectives and kept updated on the progress of initiatives decided upon by the group. The advisor would be expected to offer ideas and suggestions to assist in setting goals.

B. Coach and Mediator

Advisors are in a unique position to identify students who are experiencing difficulties in managing multiple priorities and/or maintaining effective interpersonal relationships. The advisor may need to coach group members, serving as a mediator to assist in resolving conflicts, and may refer individual officers or members to the Dean of Students if necessary.

C. Interpreter

Advisors are representatives of the college administration and, as such, are often called upon to interpret college policies and regulations for student organizations.

D. Fiscal Advisor

Advisors may be called upon to assist a new treasurer in learning the elements of simple bookkeeping or purchasing policies and procedures.

E. Program Coordinator

Although the officers are responsible for organizing and managing events, advisors serve as coordinators at events, ensuring that any funds collected are secured, equipment is maintained correctly, events begin and end on time, and emergencies are managed effectively to ensure the safety of all.

F. Liaison

Advisors serve as the liaison of the organization to the administration, promoting the mission and goals of the organization, and communicating any concerns or issues of the administration to the organization. The advisor is also a liaison between the organizations and the Office of Student Life.

G. Historian

Advisors play a crucial role in recording the activities of the student organization for the future leaders in subsequent years. Providing continuity from year-to-year during transitional periods can be critical in ensuring that an organization remains active.

5.3 Advising Tips

Advisors often offer significant insights on goal setting, program ideas, conflict resolution and team building. The challenge for advisors is in balancing the role of director, teacher, counselor, and consultant. Every student organization will differ and may require a different approach by the advisor. The following information can serve as a beginning point:

A. Advising Do’s:

1. 1. 1. 1. 1. In the beginning of the advising relationship, agree on clear expectations about the role of the advisor and the role of the student organization. Discuss philosophies and reach a consensus.
            2. Read the constitution of the group, get to know the members, attend events, and generally make yourself seen so that they know who you are.
            3. Assist in the establishment of responsibilities for officers and members.
            4. Develop a strong relationship with the president or chairperson and other officers. This is key because these students will be your main contact with the group.
            5. Discuss concerns with an officer’s performance in a one-on-one setting. Whenever someone does something extremely well, be sure to let them and others know.
            6. Maintain a sense of humor-it’s college, not rocket science.
            7. Be honest and open with all communication. The students need to feel that you are just in your dealings with them.
            8. Realize that you have the power of persuasion, but use this judiciously. The students sometimes need to learn how to fail.
            9. Help them to see alternatives and provide an outside perspective.
            10. Remember: praise in public, criticize in private.
            11. Find a balance. Students must feel that you are supportive of them and yet that you will hold them accountable for their actions.

B. Advising Don’ts:

1. 1. 1. 1. 1. Miss meetings
            2. Leave meetings early
            3. Be inattentive
            4. Take but never give back
            5. Only get to know the executive board
            6. Never have the time
            7. Try to be close friends with the group
            8. Make all the decisions for the organization
            9. Let the organization become your organization
            10. Forget names
            11. Fail to follow through on promises
            12. Say you know, when you don’t
            13. Be afraid of the group failing
            14. Forget the amazing contribution that you make in students’ lives