Frequently Asked Questions for Advisors
1. Who can be an advisor?
Any full time SCSU faculty or staff can be an advisor to a student club. General community members are not allowed to advise clubs.
2. What does a club have to do to be considered a registered club?
Student organizations have to register online annually and get it approved by their advisors. They have to maintain an updated Constitution on file with CSOLD, have a minimum of 10 SCSU student activity fee paying students as members, have their advisor confirm they are still the advisor, and attend a student organization workshop (rally) to be considered a registered club.
3. What will be my role as an advisor to a student organization?
- Mentoring club members
- Helping students develop leadership skills by guiding their involvement in events
- Facilitating creativity among students members for events/activities
- Resolving conflicts
- Guiding students in planning, organizing, decision making and problem-solving
- Motivating
4. What will be my responsibilities?
- Confirming you are the advisor annually through the registration process
- Keeping track of financial transactions and fund releases
- Reviewing budget proposals
- Approving contracts entered by the student organization with a third party
- Attending club meetings as available and as the club requests
- Attend advisor trainings when available
5. Are there risks associated with advising a club? Will I be personally held responsible if something happens with my club?
There are no risks as long as you advise in a rational way and follow SCSU and CSOLD’s policies and procedures. It is important that you and your club are familiar and understand the policies. It is also important you know about the ongoing activities in the club. If any action is illegal or not in line with the Student Code of Conduct, you should report it immediately or you could be held responsible.
Additionally, it is essential that every club follows industry standards like wearing recommended protective gears by sports clubs, complying with copyright laws, campus procedures like all travel or risky activities require a release/waiver form, and state and federal laws like hazing or underage drinking is illegal.
6. How will I know of important deadlines for my student organization?
CSOLD sends out emails to advisors, presidents and other office executives of all important announcements/deadlines. We also send out newsletters twice every month about events taking place where clubs can get involved. Besides, CSOLD website is a great source for such opportunities. Please check it regularly for such announcements.
7. I have never advised a student organization before. So I want to know if there is anything I should and should not do as an advisor?
You are welcome to contact CSOLD at 320-308-3004 to set up a meeting to go over your questions and other important information for advisors. Also, review the list of Advisor Do’s and don’ts.
8. Is there any training/workshop that I can attend to learn more on advising?
CSOLD provides Workshops on Demand to student organizations, advisors, faculty and staff on a variety of topics. Interested parties can submit their own topics too. To learn more on Workshops on Demand please visit Workshops on Demand.
CSOLD also conducts an Advisor Session at the spring Leadership Development Institute. This is a great chance to connect with other advisors and share successes and challenges, as well as ask questions of the CSOLD staff! For more information, please visit www.stcloudstate.edu/csold.
Besides this, you can look forward to ongoing training opportunitites for advisors coming soon! You may also contact CSOLD for a one on one appointment with our staff. Call 320-308-3004 to schedule an appointment.
9. How can my student club get funding? Is my club activity eligible to be funded?
A student club has to be registered with CSOLD for at least 52 weeks to make a budget request or 15 weeks to make a reserve request. For more information on how to apply for a budget and which activities are eligible for funding, please check Student Organization Treasurer’s Manual.
10. How can I keep track of my club’s account?
The Business Office sends out student organizations’ account statements to their respective advisors every month. If you’re not getting these statements, you may not be listed as the advisor with the Business Office. To verify, contact CSOLD at 320-308-3004 to have us check for you! For further questions on account balances, please contact Matt or Sneha at CSOLD at 308-3094.
11. Can I access my student organization’s web space?
Yes. You need a log in and password to access the web space. Please call at 308-3004 if you need your username and password.
12. What can I do in ICS?
In ICS, you can view member and officer lists, send group emails, register new events, review club application and much more. Any updates to your clubs advisor, officers or members, should be made in ICS. To access ICS, click here.
13. What are the privileges of registered student organizations?
- Increased visibility and accessibility, including the web space provided to each organization through the CSOLD web site.
- Access to available services, equipment, and facilities on the University's campus.
- Accounts: Recognized organizations can set up an account through the Business Office, AS 124.
- Mailboxes: Mailboxes are available in the Student Activities Complex and are obtained through CSOLD.
- Supplies: CSOLD office provides a limited amount of tag board, roll paper, markers, paints, and tape free of charge.
- Organization Fairs: Opportunity to participate in Mainstreet and Sidestreet organizational fairs during Fall and Spring semester.
- Resources: Workshops on Demand, Leadership materials, educational resources and mailings from CSOLD.
14. Who do I contact for questions?
You may contact CSOLD at 308-3004 or csold@stcloudstate.edu and we'll get back to you as soon as we can.The Assistant Director of CSOLD, Jessica Lauritsen, is also available for consultation and can be reached at 308-4891 or jslauritsen@stcloudstate.edu.
