Advisor Manual

Please note that in order to be an advisor to a club...

you must be a CSB/SJU staff or faculty member!

Any CSB or SJU faculty or staff member can be an advisor to a club or organization.  A student cannot be a club advisor.  Off-campus people are not allowed to advise CSB/SJU clubs/organizations for many reasons: knowledge of the campuses and policies, insurance/risk management issues, and building a stronger campus community are just a few of these reasons.

Individuals who are not employed by CSB/SJU are not allowed to advise a student club.

• What is Advising?
• Rewards
• General Functions
• The Do's and Don'ts
• Frequently Asked Questions
• Club-Related Policy Information
• Resources
• Recognition
• Campus Connections

A Welcome Note to Advisors:

The Department of Student Activities and Leadership Development thanks you for volunteering your time, energy, and expertise to help our clubs/organizations be successful. We recognize the time and attention that you give to your group, and hope that you get a lot out of this experience. You are making a difference on campus! Thank you!

Tools you’ll need to be a successful advisor include:

1. Club/Organization constitution/by-laws
2. Contact list of officers and members
3. Calendar of events for the club/organization
4. History of the club/organization
5. Club/Organization policies and procedures
6. Attendance at meetings and events on a regular basis
7. Knowledge of CSB/SJU resources (See the Student Activities Club Resources and Forms.)
8. Willingness to assist the group and its members

What is Advising?

Being an effective advisor means developing a style that matches the club or organization’s needs.  When developing this style, it is important to keep in mind the purpose of the club, the types of activities they are involved in, and the mission/values of CSB/SJU.  Some groups will need more or less attention depending on the time of year.  Negotiate with the group the time and attention they need from you before you agree to be their advisor. 

Taking an active role in the organization (attending the majority of meetings, events, meeting with officers on a regular basis, giving advice) does not mean that you are running the organization.  It means that you guide and assist the officers in their roles, not doing the day–to-day operations.   You may attend fewer meetings, or meet less frequently with the officers if the organization does not need an active advisor. 

The main objective of an advisor is to be available to guide and assist the officers or members in the mission and goals of the group.  How active or passive you will be should be negotiated between you and the group.  Communication is essential, and the Advisor Contract has been created to mutually determine how much you will be involved in the club or organization.      

Rewards of Advising

• Being able to observe the growth and development of students.
• Recognition from the students, the organization, and (hopefully!) the institution.
• Serving as a mentor and role-model for students.
• Serving as a reference for students.
• The opportunity to observe fads, student culture, and subtle changes that occur in student life. You’ll have your "finger on the pulse" of the student body.
• The opportunity to teach, lead and coach involved students.
• The opportunity to form networks with other colleagues involved in advising or other aspects of CSB/SJU, and the ability to network with advisors of similar organizations on a regional or national level.
• The opportunity to serve CSB/SJU and simultaneously build your resume.
• The opportunity to participate in an club/organization whose purpose you enjoy.

Along with the rewards come some challenges. These include:

• Time management issues and becoming over-committed.
• Trouble defining your role within the group (getting too involved or not involved enough).
• Knowing what should be done in a group and not just doing the tasks yourself.
• Frustration with some officers/members and/or the organization.
• Being patient in the growth and development process of students and organizations.

General Functions of an Advisor

Maintenance Functions:

• Provide a historical view of the group and the institution. Serve as a resource on administrative/academic issues and how these relate to the functioning of the group.
• Be aware of any and all procedures and regulations affecting the group. Assist them in adhering to them. This includes the constitution and by-laws of the group.
• Encourage the group to keep records and evaluation files. Procedures for passing this information along should be developed.
• Inform members of resources and opportunities that will advance the goals of the group.
• Establish a rapport with the students. Be available to consult with them.
• Mediate inter-group disputes when necessary.

Growth Functions:

• Express sincere enthusiasm and interest in the group and its activities.
• Assist the group in determining how they will function, and what roles the officers will take.
• Act as a positive critic of the group. Give feedback on how they are doing.
• Try to encourage the assignment of tasks to all group members. Help them to understand the principles of the organization, and of the CSB/SJU faculty/administration.

Program Functions:

• Enlarge the thinking of the group by introducing new ideas and challenging the group on "the way we’ve always done things".
• Review financial accounts being maintained by the students.
• Attend as many meetings and planned events as possible.

Miscellaneous:

• Allow the group to be on its own. Remember, it is a student club/organization and should be run by and for students. You should intervene if the group wants to do something that is illegal, is not in line with their mission or the mission of CSB/SJU.
• Provide support for students to practice their management and leadership skills.
• Form a positive, role-modeling relationship with the officers and perhaps even some of the members of the group. You will be looked up to by the students – take this responsibility seriously.

To access a checklist that will help you and the club define the expectations of an ideal advisor, click here.

The "Do’s" and "Don’ts" of Advising:

Do:     

• Allow others to fail
• Allow others to succeed 
• Know your limits
• Know the group’s limits
• Be visible
• Be consistent with your actions
• Keep your sense of humor
• Trust yourself and the group
• Learn when to speak/when not to speak
• Inform the group of policies
• Teach the art of leadership
• Serve as a resource person
• Be available in emergency situations
• Assist officers with procedural matters
• Represent the group in staff and faculty meetings

Don’t:

• Control the group
• Manipulate the group
• Miss too many group meetings and functions
• Take ownership for the group
• Close communication
• Be afraid to try new ideas
• Know it all
• Take everything so seriously
• Be the leader
• Say "I told you so…"
• Impose your own bias
• Tell the group what to do

Frequently Asked Questions (FAQ):

1. What paperwork must an organization have on file with the Department of Student Activities and Leadership Development (DSA-LD) to be considered an "official" club?

Annual Club registration process

2. What is my liability/risk associated with being a club/organization advisor? Can I personally be held responsible if something should happen with my group?

The simple answer is no, you will not be held personally responsible as long as you advise/guide in a manner consistent with common sense and follow CSB/SJU and Department of Student Activities and Leadership Development policies and procedures. It is important for you and the group to learn the information on the DSA-LD web site and ask questions if you don’t understand something! This web site may not include everything, so you need to ask questions!

All employees of CSB/SJU are covered by institutional liability insurance as long as they are working within their job description – and advising a CSB/SJU club/organization falls within many job descriptions (e.g. service to the community if not explicitly stated).

It is very important for you to understand that if you know of any illegal activity, or activities that are not in line with the J-Book or The Bennie Book and chose to do nothing about this, you could be held responsible.

Additionally, following industry standards (e.g. club sports teams wearing recommended protective gear, complying with film copyright laws), following CSB/SJU procedures (e.g., all van drivers must take the defensive driving course, all travel or risky activities require a release/waiver form), following state and federal laws (e.g., hazing is illegal, drinking age), and using common sense go a long way in reducing your risk.

3. The club/organization wants to have alcohol at their event or meetings, what do I do?

Alcohol is NOT allowed at any club/organization event unless approved by the Joint Director of Student Activities and Leadership Development. As the advisor, you must also sign off on this form, and you should work with the group on appropriate use of alcohol at an event. An organization and its advisor maybe held responsible for what happens as a result of the misuse of alcohol by a participant/member – so you must take steps to reduce this risk!

The best risk management technique regarding alcohol is that it should not be available to students at events/meetings. If alcohol has been approved to be at an event/meeting, at a minimum you should make efforts to ensure that:

1. Underage people are not served
2. Anyone operating a motor vehicle is not served
3. A limit is placed on the amount of alcohol any single person can consume
4. Nonalcoholic beverages are provided (and better yet, are free)
5. Food is served
6. Alcohol is stopped at least an hour before the event is over
7. Campus security is present
8. The advisor should be at these events
9. There can be no alcohol give-aways or specials
10. The focus of the event is not on the alcohol

4. How does my group go about getting funding? Who is eligible for student activity fee funds?

The Co-Funding Board (CFB) is a group from the CSB Senate and the SJU Senate who allocates student activity fee funds to clubs and organizations on campus. They annually allocate over $420,000 a year for events sponsored by CSB/SJU groups. Please see the Co-Funding Board Guidelines for more specific information on the process and who is eligible for funds.

5. Who can be an advisor?

Any CSB or SJU faculty or staff member can be an advisor to a club or organization. Off-campus people are not allowed to advise CSB/SJU clubs/organizations for many reasons: knowledge of the campuses and policies, insurance/risk management issues, and building a stronger campus community are just a few of these reasons. It is important to note that all clubs/organizations are required to have an advisor, therefore, your role is important. It is also important to note that off-campus individuals may not become members of CSB/SJU clubs and organizations.

6. My group wants to plan an event, what should they do?

The Student Activities and Leadership Development has many resources available for programming events – staff that can assist in the planning process (e.g., Student Activities Program Assistants, or visit the programming information. Our staff is here to help students plan successful events whether they are small activities or large events. It is very important to note that if outside speakers/performers/etc. are going to be used, that you advise the officers to work with the Joint Director of Student Activities and Leadership Development on contracts. Students may not sign contracts.  Advisors also do not have the ability to sign contracts on behalf of the club/organization.  You will want the Joint Director to review and sign the contract to ensure consistency with institutional policies.

7. Who do I contact for questions?

You may call the Student Activities and Leadership Development staff at 363-5038 (or e-mail pdoran@csbsju.edu) and we'll get back to you as soon as we can.