Best Practices for Supporting Student Organization Advisors Patrick Connelly, Smith College Judith Rowles, University of North Carolina at Charlotte Adam Burden, The Ohio State University

Learning Objectives Examples/models from three different institutions for advisor trainings that have been successful in preparing student organization advisors Relevant institutional policies for working with student organization advisors Legal issues related to student organization advisors The role of student organization advisors with their organizations Methods for recruiting and recognizing student organization advisors and fostering successful relationships

Smith College Private women's college 2,800 students 120 registered student organizations Centralized registration through the Office of Student Engagement (OSE) o Occurs annually at the end of April for the following academic year Advisors are not required, but can be mandated by the OSE Advisors may be faculty, staff and individuals not affiliated with the college

University of North Carolina at Charlotte Public, state institution 25,000 students 350+ registered student organizations Centralized registration through the Student Organizations office/Student Activities (In coordination with Student Government Association) o Opens April 1 st with a September registration deadline At least one faculty/staff advisor is required; may not be a graduate student May have a maximum of two non-affiliated advisors

The Ohio State University Public institution 50,000 students registered student organizations Centralized registration through the Student Activities office o Spring and Autumn registration windows, both 2.5 months long Required to have one university faculty/staff advisor May have multiple co-advisors or non-affiliated advisors Graduate students and civil service staff not eligible to be Primary Advisors

Role of an Advisor University Expectations o Volunteer or assigned o Hands on vs. broad oversight o Must assist with minimum requirements such as forms, meetings, approvals o Support student leaders and organizations in higher level areas around student organizations Student Leader Expectations o “Other duties as assigned” o Establish mutual expectations

Training Smith College o Annual workshop; not required o Focus is about developing relationships University of North Carolina at Charlotte o One workshop/month; not mandatory o Focus includes advising style and philosophy, overview of resources and relevant policies, funding considerations and requirements o Evaluations completed after workshop The Ohio State University o Workshops offered weekly throughout the two registration windows; required every two years Online Re-certification option o Focus includes student development theory, resources overview, and requirements o Evaluations completed after each workshop

Resources & Communication Smith College o Wiki (vs Handbook) o Annual “welcome” with updates, changes and the link to the Wiki University of North Carolina at Charlotte o Weekly s directly to all advisors o Weekly newsletter to all officers and advisors o Website o Student Organizations Handbook The Ohio State University o Weekly to all officers and advisors o Quarterly to all advisors o Website o Resource Room

Recruiting Advisors come in multiple ways o Personal relationships with students o Relevant connection with colleagues o Assigned by a third party Presentation during “New Employee Training” Information in the weekly Faculty/Staff Newsletter Send list of organizations needing advisors and basic requirements to prospective advisors when they inquire Assist with facilitating an electronic introduction between prospective advisor and student organization leader

Recognition & Incentive Programs End of the year award programs (all three Universities) Lunch at advisor meetings (Smith College) Annual “Thank You” (Smith College) Open House Advisors Appreciation Breakfast (UNC Charlotte) Students Noticing Advisor Participation and Support (SNAPS) Program (UNC Charlotte) Monthly Advisor Appreciation meals (OSU) Online profiles of advisors (OSU) s when recognized for other campus honors (OSU and UNC Charlotte) Discount card (OSU and UNC Charlotte)

Policies & Legal Issues Vary based on a campus’ relationship with student organizations o Often the University takes no legal responsibility for student organizations; they are not seen as an “arm” of the institution o Typically will take responsibility for the faculty/staff advisors as they are employed by the University o Texas A&M University v. Bishop, 2003 o Kenner v. Kappa Alpha Psi, 2002

Policies & Legal Issues FERPA Code of Conducts Contracts Cleary Campus Safety Act Alcohol Hazing Gambling Logo/trademark usage/copyright laws Posting policies Travel requirements Event Planning: Space/noise/food/high risk speakers Financial oversight (cash, bank accounts)

March Advisor Madness

Unique Initiatives Smith College o Monthly meeting with cluster advisors University of North Carolina at Charlotte o Survey of presidents and advisors every other year with a focus group on the years in between o University alcohol workshop o Must use a University generated contract The Ohio State University o Advisor networking events o Legal referrals o Suicide prevention training

Sub-Groups Sport clubs o Coaches vs. advisors vs. both o Additional requirements and affiliations Greek organizations o Chapter advocates, house directors, Alumni Boards Religious organizations o Campus outreach directors The “over-involved” advisors o “Are there any students in your student organization?”

Collective “Wish List” Blog/interactive online community A handbook specific to student organization advisors A student organizations advisory board Purchasing/outsourcing a management system for student organizations Student organization advising factoring into tenure and promotion New advisor matching system Streamlined archival process Development accounts Travel funds Annual data gathering An active, engaged advisor culture on campus

List of Best Practices What is working well on your campus?

Session Reflection #acuiblock8b How will what you have learned during this session contribute to your personal development, professional development, or both? As a result of your attendance at this educational session, what question(s) do you have that is important for the profession to further examine? Please identify one “wicked awesome idea” that you will take with you and try to implement immediately in your jobs or to further discuss with colleagues at your home institution.

Questions?

Additional Resources Smith College University of North Carolina at Charlotte The Ohio State University /advisors