1. STUDENT CLUB ADVISOR TRAINING

2. AGENDA Introductions Important Contacts The advisor role Fundraising
Purchases
Travel Procedures & Forms
Student Club Resources and Webpage
Important Dates

3. INTRODUCTIONS Name Department Club(s) you advise
How long you have been a club advisor

4. IMPORTANT CONTACTS Laura Nguyagwa
Student Life & Health Coordinator (BPC)
Jese Ledbetter
Student Life & Career Development Coordinator (EPC)
Sue Schmitz
Director, Student Life & Career Development
Sheila Sylvander
Student Affairs Division Coordinator
Cheryl Benkofske
Assistant Director, Student Life & Career Development
Stephen Harper
Career Experience Coordinator

5. Collaborate with student life

6. YOUR ROLE AS AN ADVISOR Mentor
Encourage full participation- meet regularly
Oversee selection and training of club leaders
Establish relationships with club leaders/members
Help students with functions of the club
Ensure events/activities conform to HTC’s policies
Oversee the club budget
Provide signature authority for paperwork
Oversee campus travel and paperwork

7. YOUR ROLE AS AN ADVISOR Students of Concern

8. YOUR ROLE AS AN ADVISOR Mandatory Reporter
Club Advisors are also "Mandatory Reporters” and are required to report sexual misconduct, relationship violence, stalking, or retaliation to the College.
Reports go through Student Life and Career development to the Vice President of Student Affairs

9. FUNDRAISING
John Macauley, Director of Advancement Services

10. CATERING/PURCHASING PROCEDURES
Food/Catering
Purchasing Procedures
A Purchase order must be generated before ordering
Contact food service director at the appropriate campus
Allow a minimum of 48 hours
More information on the website
Submit club purchase requisitions to Sheila
Use Purchase Requisition and RAISE forms on club/organization Resources website
- Follow the Ordering Procedures listed
Now through Consolidated Management
2. All Club/Organization Purchase Requisitions should be submitted to Sheila
Must have address for vendor
Use Purchase Requisition and RAISE forms on Club/Organization Resources Webpage
Please review Student Life Board bylaws when requesting funding (will be approved by 9/19/18
3. Clubs must match 50% of travel costs provided by Student Life Board
New Travel Pre-approval Forms on Club/Organizations Resources Webpage

11. STUDENT TRAVEL PROCEDURE
Complete paperwork at the beginning of each semester
Required student paperwork available on website
Paperwork must be complete with required signatures
Last minute requests will not be honored

12. LOCATING RESOURCES
GO LIVE!

13. CLUB REQUIREMENTS Involvement in Campus activities
One public service project each year
Attend Student Senate meetings or send a report to the Student Senate Secretary to be shared at meetings
Regular meetings during the year
Keep record of minutes
Submit required paperwork for travel at the beginning of each semester
Follow all College and Club policies and procedures

14. Funding and financial requests
Club funding/fundraising
Event Planning
Purchasing/Student Travel Procedures
It is the advisors responsibility to know the policies and procedures in the Guidebook and help students through the different processes. Reach out if you have questions!

15. STAY CURRENT!
Is your Club website and social media up-to-date?

16. MINUTES AND AGENDAS Why take minutes?
Clear record of what was decided at meetings
Clarification and understanding among members
Needed as documentation for travel
Minutes should include:
Date, time
Who attended
What was decided

17. TIPS FROM CLUB ADVISORS
Open Purchase Orders
Be specific (catering, US Bank, etc.)
Club leaders should be to attending Student Senate meetings
Others?
Create Open Purchase Orders at the beginning of the year for things you know you’ll be purchasing (Catering, US Bank, etc.)
Encourage club leaders to attend Student Senate, will benefit when asking for funding.
Others?

18. MEETINGS TO KNOW ABOUT Student Senate Meetings
EPC – 1st & 3rd Wednesdays of the Month (except for breaks) in E101
BPC – 2nd & 4th Wednesdays of the Month (except for breaks) in H195
Student Life Board Meetings
Dates available on Student Life Board Page
Student Senate Meetings (12 – 1 pm)
EPC – 1st & 3rd Wednesdays of the Month (except for breaks) in E101
BPC – 2nd & 4th Wednesdays of the Month (except for breaks) in H191
Student Life Board Meetings (1:15 pm)
Video Conference on Both Campuses (F107)
Usually on the 3rd Wednesday of each Month, official dates listed
on Student Life Board Webpage

19. MARK YOUR CALENDARS! Aug 27 (EP) Aug 29 (BP)
Sept Annual Recognition & Club Advisor Expectations
March Club leader lists due-SAL Awards
April Fiscal Year 2021 Club Funding Requests
May Advisor End of year report Due
Welcome week involvement fair: 4-6pm
Jese is Part time

20. QUESTIONS?
BPC Contact: EPC Contact: