Student organization advisors are integral to the success of the student leaders and the organization itself. Below are resources and information to assist advisors throughout the year.
Advisor Approvals Instructions
Do you need a refresher on how to access all of the online advisor approvals? Click HERE for a PowerPoint tutorial.
Role of Advisor
With the exception of just a few responsibilities the University requires advisors to fulfill, an advisor’s role is negotiable with the leaders of an organization, based on the group’s unique needs. An effective advisor should talk with the leaders of the organization and come to a mutual understanding about how much or how little the advisor should be involved. Below is a list of possible functions an advisor might serve with a student organization. The list is intended to help the student leaders and the advisor reach an agreement about the advisor’s role in the organization.
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Listener
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Historian
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Policy Interpreter
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Mediator
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Mentor
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Teacher
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Motivator
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Financial Advisor
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Copy Editor
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Friend
A recent article on the subject of advisor roles can be found
here for further reading.
The Council on Student Affairs (CSA) specifies the following responsibilities that are required of student organization advisors:
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Attend an Advisor Certification training session once every three years.
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Approve the organization’s online registration and agree to the terms of the Campus Safety (Cleary) Act, serving as a reporter if any person reveals to them they have been the victim, witness and/or perpetrator of any incident that might involve a crime
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Sign off on Operating and Programming Funding requests.
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Sign off on reservations of University space and equipment, as requested by the University department granting the reservation.
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Be listed as a signatory on the organization’s checking account.
As negotiated with the student leaders of the organization, the advisor might be expected to do any of the following:
· Attend executive officer meetings.
· Call extra meetings of the executive officers when s/he believes it is necessary.
· Attend all group events and activities.
· Meet individually with the organization president on a regular basis.
· Help the president prepare an agenda before the meeting.
· Explain University policies when relevant to the discussion.
· Review University policies with the executive officers and the entire general membership as needed.
· Inform the group of infractions of their constitution, bylaws, or standing rules.
· Take a role in formulating the organization’s goals.
· Serve as parliamentarian for the group.
· Initiate ideas for discussion when s/he believes they will help the group.
· Speak up during discussion when s/he has relevant information.
· Officer advice and historical perspective or context to a discussion.
· Help the organization leaders to prepare an annual budget.
· Require the treasurer to discuss all expenditures with her/him before financial commitments are made.
· Review the organization’s finances with the treasurer once a month.
· Proof all official correspondence before it is sent.
· Require a carbon copy of all correspondence.
· Take an active role in the transition of responsibilities between old and new officers whenever that transition is scheduled to take place.
· Ensure that updates to the organization’s officers and registration information are communicated to the Ohio Union when the change is made.
· Be custodian of all group paraphernalia, records, etc., during the summer and between transition of officers.
· Keep the organization’s official documents in her/his office.
· Recommend programs, speakers, seminars, etc.
· Keep the organization aware of its stated objectives when planning events.
· Veto a decision when it violates a stated objective, the organization’s constitution, bylaws, or standing rules, or University policy.
· Ensure an evaluation of each activity by those students responsible for planning it.
· Objectively mediate interpersonal conflicts that arise between members.
· Assist or be responsible for the planning of retreats or leadership skills workshops.
· Ensure the organization’s members receive relevant announcements from the University.
· Represent the group in any conflicts with members of the University staff or faculty.
· Only observe during meetings; do not interfere unless requested to do so.
· Let the organization thrive or decline on its own merits.
· Let the group work out its problems, including making mistakes and doing things the hard way.
(Adapted from the University of Southern Mississippi)
Advisor Indemnification Letter
This letter is not a requirement, but is available to any student organization advisors for their personnel files to serve as official recognition of their roles as an advisor. The form should be completed by the advisor's supervisor and be printed on official University letterhead. If used, a copy of the completed and signed letter should be sent to:
Adam Burden
Ohio Union, Room 2008
1739 N High St.
Columbus, OH 43210
A copy of this letter can be downloaded
here.
Additional Resources