Advisor Handbook
Congratulations on being chosen as a club advisor at St. Cloud State University. As an advisor your role will be, but not restricted to, supporting, guiding and being accountable for the club. We hope that you will recognize the individual need of your club and make a successful experience for all the members. This handbook will help you identify you club’s needs, define your responsibilities and understand the inner workings of students organization.
Benefits of being an advisor
- The satisfaction of seeing and helping students learn and develop new skills.
- Watching a disparate group come together to share common interests and work toward common goals and an understanding of differences.
- Developing a personal relationship with students.
- Furthering personal goals or interests by choosing to work with an organization that reflects one's interests.
- Sharing one's knowledge and expertise with others.
Responsibilities of Club Advisors
- Be aware of the purpose and activities of the organization through attendance at organization meetings or through frequent consultation with student leaders.
- Act as a source of general information regarding college policies and procedures to requests for payment, vehicle requests, facilities use requests etc.
- Encourage club members to assume responsibility for their actions and for the effectiveness of the program.
- Guide, while at the same time allow freedom for members to plan and coordinate their own activities or programs.
- Provide special technical knowledge or information relevant to the club, as needed.
- Oversee financial transactions of the club.
- Be familiar with club’s history.
- Provide continuity.
- Assist in determining realistic goals.
- When securing funds from the club account, the advisor should sign the Request for Payment authorizing expenditure.
- Act as a contact person for students who are interested in the club.
- Be present at club functions as requested and/or as required per college policy (i.e. after hour events, sports club practices, etc.)
Advisor-Club Relationship
- The advisor should assist the officers in formulating and achieving long-term goals, and in planning and initiating short-term projects.
- Student officers should know the advisor will be available when emergency problems arise.
- It is important to develop a trusting relationship with the organization officers. So advisor and club members should respect each other.
- Have a sense of humor. If the advisor finds humor in situations the students should relax and enjoy their roles in the organization.
- Open communication is critical for a successful advisor-club relationship.
- The members should find the advisor able to assist with evaluation of projects, performance and progress.
- The advisor and the officers should discuss expectations of each other. This understanding and agreement is helpful as an accountability tool.
Expectations
Because you are volunteering as an advisor, it is up to you to decide how much time and energy you can give to the group. It is important you communicate this with your club and discuss limitations on your role and involvement with the club. It is also vital that the club discuss their expectations of you. For instance: How many meeting they expect you to attend? Do they expect you to attend all programs and activities?
How can clubs maintain their status?
Clubs should meet the following requirements to maintain their status:
- Attend student organization workshop (rally)
Every club should attend a workshop organized by CSOLD annually to be in status. In the workshop, clubs are informed about new and revised policies and procedures, roles and responsibilities, benefits and many more.
- Registration
Clubs have to renew their registration and get approval from advisors every year to be in status.
- Updated Constitution
Clubs should have an updated constitution in file with CSOLD.
- Members and officers
Clubs should have a minimum of 10 current SCSU student members and 3 officers including- President, Vice President and Treasurer.
How can clubs lose their status?
Clubs can lose their status due to the following:
- Failure to complete annual registration
- Failure to attend club workshop
- Violation of campus policies and procedures
- Discriminatory practices by the organization
Club Meetings
All clubs should hold meeting regularly to discuss club concerns, events, activities etc. It is up to the club to decide whether to meet monthly, bi-weekly or weekly. Since it is not possible for you to attend every meeting, it is strongly recommended that you attend once in a while and check how they are doing. Somebody should be designated to take minutes during meetings and share with you regularly.
College Policies and Procedures
Please refer to student organization manual for questions regarding campus policies and procedures.
Good Luck to you and your club. If you need any assistance please contact CSOLD at 308-3004
