STUDENT ORGANIZATION ADVISORS HANDBOOK
Role of the Advisor
The role of the advisor will vary based on the needs of the individual organizations. Advisors should have a committed level on interest in the mission and purpose of the organization. Involvement in organization activities may also vary, but it should be understood that an advisor may have to go beyond the constraints of “9-5” to support the organization. It is encouraged that the advisor’s role should go beyond signatory on forms, but it should also be understood that the advisor should not run the organization.
Advisors have an important role in the organization by serving as the historian and interpreter of policy for organization members. The knowledge and expertise of advisors can provide continuity for members, helping to ensure the success and longevity of the organization.
The relationship between advisor and member is unique and is defined by the expectations set by both parties. Included below (pages 4-6) are two documents that can help establish that relationship. The first is a set of questions that will help establish the initial role. The second document is designed to examine, deeper, the role of the advisor, with the advisor and members/ executive board filling it out.
Appointment of an Advisor
· Each student organization must have an advisor who is considered a full-time faculty or staff member of the College of Charleston
· Organization members may choose the advisor unless there is an ex-officio or otherwise selected advisor for the organization (such as for SGA, CAB, and Student Media Groups)
· Prospective faculty advisors should refer to the “Advisor Role” documents before agreeing to serve as an advisor to an organization
· Organizations should take all interests into consideration when choosing an advisor.
· Length of term for advisors is determined by both the potential advisor and organization
· If an organization begins an academic year without an advisor/ the previous advisor stepped down, that organization will have the fall semester to look for a replacement.
Advisor Responsibilities
· Assist in the development of realistic goals
· To counsel and advise the organization and its officers in the planning of meetings and programs and in-group management
· To be aware of organization events and activities that are planned throughout the academic year
· To serve as a resource to assure that the organization follows College of Charleston policies and procedures for operations and expenditures
· To interpret policy as a representative of the College of Charleston administration
· To support the organization’s treasurer as he/ she conducts financial business in conjunction with the Office of Student Life’s Coordinator of Business Services
· To attend organizational meetings
· Be available regularly to both general membership and organization leaders
· To provide continuity for the constant transition of members
· To monitor the scholastic eligibility of all the organization members; The College of Charleston requires that all executive officers (typically President, Vice President, Secretary and Treasurer) and any compensated positions maintain a 2.0 + GPA. The Office of Student Life requires that members of recognized student organizations be in good standing with the College of Charleston in order to continue their participation in a leadership position.
· To participate in group social activities
· Work with, not direct activities and programs sponsored by the organization
Expected Advisor Qualities
Ideally, criteria for an advisor should realistically represent a group’s expectations. The following is a typical list of criteria for a quality advisor a student organization should look for:
· A strong belief in the organization
· Willingness to share expertise
· Ability to serve as a role model
· Desire to help students
· Willingness to commit sufficient time
· Ability to teach leadership development
· Familiarity with College of Charleston regulations governing organizations
· Ability to motivate others
· Enthusiasm
· Sense of humor
· Willingness to listen to students
· Interest in student’s personal growth and development beyond the classroom
· Ability to work with others
· Allow the learning process to work by making the organization take responsibility for poor planning, oversights, and failures
Group Development
The dynamics of any group, including student organizations, have a tendency to go through changes based on the level of comfort among members, as well as the developmental levels each member. In addition, the dynamics of a group can change from year to year as a result of new members getting involved and others leave.
Bruce Tuckman’s Theory of Group Development explains this development through a set of five sequential stages that begins with the group’s foundation. The five stages are; forming, storming, norming, performing, and adjourning.
Forming – This developmental stage is devoted to issues of membership, inclusion and dependency. Members at this stage are trying to determine their place in the organization, clarify goals and group structure.
Storming – This period is defined by internal conflicts around tasks and interpersonal issues also develop.
Norming – The third stage is defined by a development of group cohesion where members discover new ways to work together and accept the defined acceptable rules of behavior.
Performing – This is the stage in which group members work actively on the task and fulfilling their responsibilities.
Adjourning – This concluding stage is not necessarily relevant to every organization. Adjournment refers to the termination or disbanding of the group as they have finished the task at hand and members will anticipate a change in their relationships.
Resources
The Office of Student Life provides advisors with the resources necessary to support their role. We have many resources available in an effort to assist both organizations and organization advisors.
· Advisors Brunch
· Websites: studentlife.cofc.edu and sga.cofc.edu
· Student Organizations Advisors Blog: provides current commentary on advisor resources
· OrgSync: OrgSync is an online organization management system that is now available for all students and student leaders on campus. This system provides a platform that helps students more effectively lead and manage the involvement and student organizations
· The Compass: The Compass is a guide book that all student organizations must adhere to. Almost any question you may have regarding policies or procedures may be answered by reading the Compass. Familiarize yourself with the Compass before you need it! Electronic copies of the Compass can be found both on the Student Life and SGA websites.
· The Student Government Association: SGA is the student’s representation regarding all issues of the undergraduate student population. For student organizations, SGA is the student’s resource for the Student Organization Summit Series, organization registration, organization street fairs, Student Organization Review Board, and annual student organization budgetary processes.
Jordan Hensley / President /Chris Piedmont / Vice President /
Ryan Spraker / Secretary /
Peyton McGuire / Treasurer /
Sean Stivaletta / Chief of Staff /
· The Office of Student Life: Any member of the Office of Student Life Staff is available for assistance when needed with offices located on the third and fourth floor of the Stern Student Center.
·
STUDENT LIFE/ STERN STUDENT CENTER (843) 953-5312
Dr. Susan Payment ()
Director of Student Life
Stern Center 3rd floor, Room 310
STUDENT PROGRAMMING (843) 953-8122
Jill Caldwell ()
Assistant Director of Student Life
Stern Center, 4th floor, Room 407 7
CISTERNYARD MEDIA
Katie Dean Williams () (843) 953-5289
Assistant Director for Student Life Marketing and Media
172 Calhoun Street (Calhoun Annex/CAAN)
STUDENT LIFE SERVICES AND EVENING PROGRAMMING (843) 953-1045
Nicki Jenkins ()
Assistant Director for Student Life Services and Events
Stern Center, 4th floor, Room 405 8
STUDENT LIFE OPERATIONS (843) 953-8113
Mandi Bryson ()
Associate Director for Student Life Operations
Stern Center, 4th floor, Room 410
BUSINESS MANAGER (843) 953-5959
LaVerne Green ()
Business Coordinator
Stern Center, 4th Floor, Room 406
STUDENT LIFE MAINTENANCE (843) 953-8280
Joe Snecinski ()
Facilities Coordinator
Stern Center, 4th Floor, Room 412
Initial Questions to Ask the Organization
How much involvement is expected or needed?How often does the group meet?
How many major activities does the group plan per semester?
How experienced are the student leaders?
How do your skills match the needs of the organization?
What are some of the problem areas that your organization specifically needs advisory assistance in dealing with? Ask for past examples.
What are some of the ways the advisor can be more helpful to the group?
Will the advisor be a silent observer at meetings or an active participant?
Should you interrupt during meetings if you think the group is getting off track? How? When?
If things get unruly, should you interrupt or remain silent?
Is the advisor expected to give feedback? How? When?
Are there areas of the organization that are “hands off” to the advisor?
Does the national organization (if applicable) require an affiliated advisor? If so, what is their role?
The Role of the Advisor
Listed below are some of the expectations student leaders typically have of their advisor. This form is designed to help advisors and student leaders arrive at a clear and mutually agreed upon role for the advisor.
Directions: the advisor and as many determined organization members should respond to the following items, and meet to compare answers to work out any differences. For some items which are determined not to be the responsibility of the advisor, it would valuable to clarify which organization leader will assume that responsibility.
For each of the following statements, respond on a scale of 1-5 how important this function is:
1- Essential for the advisor to do
2- Helpful for the advisor to do
3- Nice but that don’t have to
4- Would be prefer they not do
5- Absolutely not an advisor’s role
The Advisor is expected to:
____ 1. Attend all committee meetings
____ 2. Attend all Executive Board/ Council meetings
____ 3. Call meetings of the organization when he/she believes it is necessary
____ 4. Explain College policy to the organization leadership and depend upon the members to carry them out through their leadership
____ 5. Explain College policy when relevant to the discussion
____ 6. Explain College policy to the entire membership at a general meeting once a year
____ 7. Reserve an appointment with organization leadership before each meeting
____ 8. Help the organization leaders prepare the agenda before each meeting
____ 9. Serve as a parliamentarian for the group
____ 10. Speak up during the discussion when he/ she has relevant information
____ 11. Speak up during the discussion when he/ she believes the group is likely to make a poor decision
____ 12. Be quiet during general meetings unless called upon
____ 13. Exert his/ her influence with leadership between meetings
____ 14. Take an active part in the formulation of the goals of the group
____ 15. Initiate ideas for discussion when he/ she believes they will help the group
____ 16. Attend all committee events
____ 17. Require the leadership to clear all expenditures with him/ her before financial commitments can be made
____ 18. Request to see the leadership’s financial books/ records at the end of each semester
____ 19. Check the secretary’s minutes before they are sent out
____ 20. Check all official correspondences before they are sent out
____ 21. Get a copy of all official correspondence
____22. Be custodian of all group paraphernalia, records, etc., during the summer and between transitions of officers
____ 23. Keep the official files in his/ her office
____ 24. Inform the group of infractions of their constitution and bylaws
____ 25. Keep the group aware of its stated objectives when planning events
____ 26. Veto a decision when it violates a stated objective, the constitution, bylaws, or College policy
____ 27. Mediate interpersonal conflicts that arise
____ 28. Be responsible for planning leadership skills workshops
____ 29. State what his/ her advisor responsibilities are, or as he/ she sees them, at the first of the year
____ 30. Let the group work out its problems, including making mistakes and “doing it the hard way”
____ 31. Insist on an evaluation of each activity by those students responsible for planning it
____ 32. Take the initiative in creating teamwork and cooperation among leadership
____ 33. Let the group thrive or decline on its merits; do not interfere unless requested to do so
____ 34. Represent the group in any conflicts with members of the College staff
____ 35. Be familiar with College facilities, services, and procedures which affect organization activities
____ 36. Recommend programs, speakers, etc.
____ 37. Take an active part in the orderly transition of responsibilities between old and new officers and the end of the year
____ 38. Approve all candidates for office in terms of scholastic standing (GPA) and check periodically to ensure that leadership is maintaining the required grade point average
____ 39. Cancel any activities when he/ she believes they have been inadequately planned
PLEASE ADD ANY OTHER IDEAS YOU HAVE ON THE ADVISOR’S ROLE:
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