Student Organization Advisor Summit September 20, 2007

Student Organization Advisor Summit The Five Values The Five Values  Respect All Persons  Be Vision- and Purpose-Minded  Demonstrate Active Care  Demonstrate Good Stewardship  Intentionally Influence

Student Organization Advisor Summit Role of the Advisor Role of the Advisor  To interpret Baylor University regulations and policies and to provide leadership for the adherence to those rules by the organization.  To review and approve requests for organization events, activities, publicity, and t-shirts.  To act as a consultant in the areas of setting goals, problem-solving, policy making, and upholding guidelines and purposes. This includes attendance at organization and officer meetings as deemed necessary.

Student Organization Advisor Summit Role of the Advisor (continued) Role of the Advisor (continued)  To attend, as the University representative, all off- campus and overnight activities, assuming leadership in emergencies. In cases where an event is not for the entire membership (such as small service projects, delegations to meetings, etc.), the advisors are to use discretion about whether or not advisor attendance is required. The advisors are to provide positive leadership at the official activity, and if the event is overnight, at the approved overnight facility.

Student Organization Advisor Summit Role of the Advisor (continued) Role of the Advisor (continued)  Special note regarding Mixers: At least one advisor from each of the participating organizations must be present at mixers bringing together multiple organizations.  Special note regarding Float Build Sites and SING/Pigskin Rehearsal locations: Advisors are not expected to be present during float construction or rehearsals for SING/Pigskin at off-campus locations, though they are encouraged to occasionally go to the location to check progress and provide encouragement to the organization membership.  Special Note regarding substitute advisors: If a primary advisor is unavailable to attend an off-campus or overnight event, substitute advisors may attend in his/her place. Substitute advisors may be current Baylor faculty or staff, alumni or current Baylor graduate students. Substitute advisors must appear on the organization’s online roster and the Department of Student Activities must be notified of the substitution for the affected event(s).

Student Organization Advisor Summit Role of the Advisor (continued) Role of the Advisor (continued)  To notify the Department of Student Activities if the student organization fails to assume any of the responsibilities as outlined in the policy and procedure manual.

Student Organization Advisor Summit Organizational Considerations For Advisors Organizational Considerations For Advisors  The leaders of the organization must consult advisors well in advance of all activities and obtain their approval before plans are finalized. Advisors may refuse to approve any activity.  The organization must keep the Advisor informed of all organization business. A calendar of events for the entire semester should be given to the advisors; also, two weeks before an event, a personal invitation should be extended to the advisors. It is understood that advisors are welcome to attend any meeting (committee or executive meetings included) at any time.

Student Organization Advisor Summit Organizational Considerations For Advisors (continued) Organizational Considerations For Advisors (continued)  The organization must pay babysitting fees for advisors who need this service in order for them to attend an activity for the organization; food, travel, and lodging must also be paid for advisors and spouses when attending out-of-town events and off-campus functions with their organization.  Students are expected to recognize the major responsibilities of an advisor and coordinate all activities of the organization with the advisors.

Student Organization Advisor Summit Advisor Resources Advisor Resources  The Advisor Yellow Pages  The Student Organization Policy & Procedure Guide  CD-ROM  Service Reflection Journal  Student Activities Website (  Student Activities Staff

Student Organization Advisor Summit The Advisor Yellow Pages The Advisor Yellow Pages  The Role of the Advisor  Group Development  Legal Issues Facing Student Organizations and Advisors  Off-Campus Resources  On-Campus Resources  Advisor Approval Procedures  Using the Online Roster  Troubleshooting the Online Roster System  Transitioning New Leaders

Student Organization Advisor Summit CD-ROM CD-ROM  The Yellow Pages (student version)  Student Organization Policy & Procedure Guide  Award Applications and Materials  Outstanding New Organization  Student Organization of the Year  Student Life Fund Information & Sample Bill

Student Organization Advisor Summit CD-ROM (continued) CD-ROM (continued)  Homecoming Materials  Apparel Flyer  Newsletter  Queen & Her Court Forms  Homecoming Parade Special Entries Forms  Bear Pantry Information  Student Organization Reunion Tents  Student Organization Schedule

Student Organization Advisor Summit CD-ROM (continued) CD-ROM (continued)  Frequently Used Forms  T-Shirt Approval Form  Sales/Solicitation Request Form  Speaker Approval Form  Risk Management Special Event Form  Travel/Event Form  Driver Form

Student Organization Advisor Summit Important Policy Updates! Important Policy Updates!  Inviting Political Candidates to Campus  Organizations MUST coordinate their events with James Odom and/or Jana Hixson in Public Affairs ( )  Membership  Only full-time Baylor students are allowed to be members of student organizations  T-Shirt Approvals  All t-shirt designs must be approved by the Department of Student Activities, and when appropriate, the Office for Collegiate Licensing

Student Organization Advisor Summit Important Policy Updates! (continued) Important Policy Updates! (continued)  T-Shirt Approvals (continued)  Use of trademarks and/or copyrighted content is permitted only when written permission from owner(s) of intellectual property can be demonstrated  **SPECIAL NOTE** Organizations accepting gifts from t- shirt or other product vendors in exchange for utilizing the vendor’s services could be construed as bribery and is therefore illegal! Beware of vendors offering free gifts to you or your students!

Student Organization Advisor Summit Important Policy Updates! (continued) Important Policy Updates! (continued)  Advisors or approved substitute advisors must be present for the duration of all off-campus events  Substitute Advisors  Pledging Organizations  **NEW POLICY** Beginning Spring 2008 (next semester), pledging organizations will be required to submit a permanent copy of pledge programs – each semester, organizations will be required to submit any changes to the permanent program and a current/up-to-date calendar of pledge program activities and/or events

Student Organization Advisor Summit Important Policy Updates! (continued) Important Policy Updates! (continued)  **TRAVEL POLICY** Effective immediately, the approved travel radius for personal vehicle usage is 100 miles (previously 50 miles) from the Baylor University Waco campus.

Student Organization Advisor Summit Travel Policy Travel Policy  Trips beyond 100 miles (see “Student Organization Travel” in Policy Guide) are prohibited unless all members and guests of the organization travel on commercial transportation including chartered buses with bonded drivers or rented vans with University approved drivers (i.e., faculty, staff, or students). Some exceptions may be granted at the discretion of the Director for Student Activities.  For ground transportation, organizations may use the following chart to determine the appropriate form of transportation for their events/activities:

Student Organization Advisor Summit Miles from Baylor University Campus 1-49 Miles Miles101+ Miles Number of Organization and/or Guest Participants 1-25 Participants Personal vehicles Commercial and/or chartered vans Participants Personal vehicles Commercial and/or chartered vans 51+ Participants Personal vehicles Commercial and/or chartered vans Commercial and/or chartered vans or bus

Student Organization Advisor Summit  Baylor University travel policy supersedes organizational travel policy (including national and/or regional affiliate policies) except when an organization’s policy is more restrictive than the Baylor University policy indicated above.

Student Organization Advisor Summit Blackboard! Blackboard!  In coordination with the Student Activities departments and Baylor’s Electronic Library, all student organizations on campus with active rosters have a site available for that organization in Blackboard.  In coordination with the Student Activities departments and Baylor’s Electronic Library, all student organizations on campus with active rosters have a site available for that organization in Blackboard.  A Blackboard organization (or community) is similar to a Blackboard course, but designed for use by non-academic community groups such as committees, work groups, clubs, and teams. Access to student organization sites is based on membership, in the same way Blackboard courses are enrollment- based. Organizations you belong to are listed on your My Organizations module or on the Courses tab.

Student Organization Advisor Summit Blackboard! (continued) Blackboard! (continued)  Blackboard provides a collection of web-based tools, making it easy for group members to participate in online activities:  Document sharing (papers, agendas, minutes, reports, etc.)  Image, movie and audio file sharing  Planning and administration (announcements, calendar)  Communication (mailing lists, discussion boards, real-time chat and white board)  Groups (communications and document sharing between members)  On-line Surveys  Links to other on-line resources (web pages, databases)

Student Organization Advisor Summit Service Hours Reporting! Service Hours Reporting!  We need your help! Please regularly encourage your students to submit reports of their service projects and events!  reported only 56,413 hours completed by our student organizations! But we believe that our organizations are completing close to 100,000 hours each year! Help us quantify our contribution to the Waco community! Service to the Community Service to the Community Service to Baylor Service to Baylor Service to the Organization Service to the Organization

Student Organization Advisor Summit Student Organization Leadership Development (S.O.L.D.) Workshops! Student Organization Leadership Development (S.O.L.D.) Workshops!  Series of forums, lectures & presentations on important leadership and organizational issues

Student Organization Advisor Summit Member Involvement & Retention- October 3 & 4 Member Involvement & Retention- October 3 & 4 Event Planning- October 9 Event Planning- October 9 Leadership Matters Series- October Leadership Matters Series- October  Values-Based Leadership  Leadership Theory- Presented by Dr. Dub Oliver  Vision-Casting  Balance & Time Management  Holistic Leadership Membership Matters Series- November Membership Matters Series- November  Follewership  Communication & Conflict Resolution  Recruitment  New Member Education  Building Unity & Spiritual Development Transitioning New Leaders- November 28 & 29 Transitioning New Leaders- November 28 & 29

STUDENT ORGANIZATION ADVISOR SUMMIT Contact Information: Contact Information:  Karin Klinger   (office)  Mike Rakes   (office)