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A
Special Note to Advisors:
The
Department of Student Activities thanks you for volunteering
your time, energy, and expertise to help our clubs/organizations
be successful.
We
recognize the great amount of time and attention that you
give to your group, and hope that you get a lot out of this
experience. You are making a difference on campus!
Thank
you!!
We
recognize that during your work as a club/organization advisor,
you have special needs along with the rewards and challenges
that you are sure to face. Please contact Sara Mayer
or Kasey Drennen, Assistant Deans for Student Activities,
if you need additional assistance (674-8080). Whether it is
answering a question, helping with a training session, or
assisting with an organizational problem, we are here to help
you and the members of the club/organization get the most
out of your experience.
Tools
you'll need to be a successful advisor include:
-
Club/Organization
constitution/by- laws
-
Contact
list of officers and members
-
Calendar
of events for the club/organization
-
History
of the club/organization
-
Club/Organization
policies and procedures (found on the Student Activities
web page)
-
Attendance
at meetings and events on a regular basis
-
Willingness
to assist the group and its members
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What
is Advising?
We
all recognize that students benefit from being involved in
campus activities. In fact, Alexander Astin (1985) developed
a theory of student development based on involvement. This
theory showed that significant interaction with faculty and
staff, along with campus involvement, increase student learning
both in-and out-of-the-classroom. Some of this interaction
happens inside the classroom, and some occurs outside of the
classroom. One significant way to interact with students is
to advise a club/organization. A large part of being an effective
advisor is developing your own style that matches with the
club/organization's needs. When developing your style, it
is important to keep in mind the purpose of the club, the
types of activities they are involved in, and the mission/values
of Florida Tech. Some groups require more time and attention
from their advisor. Other groups require more time and attention
at specific times during the year (e.g., a large, annual event).
And other groups do not require a great deal of advising.
Therefore, it is very important that you negotiate with the
group the time/attention they need from you before you agree
to be their advisor.
Advising
an organization means different things depending on how much
time and attention the organization needs. Taking an active
role in the organization, attending the majority of meetings/events,
meeting with the officers on a regular basis, giving advice,
does not mean that you are running the organization. It means
that you guide and assist the officers in their roles, not
doing the day-to-day operations. You may also take more of
a passive role if the organization does not need an active
advisor. This means that you attend fewer meetings, or meet
less frequently with the officers.
The
main objective of an advisor is to be available to guide and
assist the officers or members in the mission/goals of the
group. How active/passive you will be should be negotiated
between you and the group. The Office of Student Activities
has several resources available to you on advising. Our staff
can answer questions or assist you in other capacities related
to advising a club/organization.
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General
Functions of an Advisor:
A.
Maintenance Functions:
1.
Provide a historical view of the group and the institution.
Serve as a resource on administrative/academic issues
and how these relate to the functioning of the group.
2.
Be aware of any and all procedures and regulations affecting
the group. Assist them in adhering to them. This includes
the constitution and by- laws of the group.
3.
Encourage the group to keep records and evaluation files.
Procedures for passing this information along should be
developed.
4.
Inform members of resources and opportunities that will
advance the goals of the group.
5.
Establish a rapport with the students. Be available to
consult with them.
6.
Mediate inter-group disputes when necessary.
B.
Growth Functions:
1.
Express sincere enthusiasm and interest in the group and
its activities.
2.
Assist the group in determining how they will function,
and what roles the officers will take.
3.
Act as a positive critic of the group. Give feedback on
how they are doing.
4.
Try to encourage the assignment of tasks to all group
members. Help them to understand the principles of the
organization.
C.
Program Functions:
1.
Enlarge the thinking of the group by introducing new ideas
and challenging the group on "the way we've always
done things".
2.
Review financial accounts being maintained by the students.
3.
Attend as many meetings and planned events as possible.
D.
Miscellaneous:
1.
Allow the group to be on its own. Remember, it is a student
club/organization and should be run by and for students.
You should intervene if the group wants to do something
that is illegal, is not in line with their mission or
the mission of the school.
2.
Provide support for students to practice their management
and leadership skills.
3.
Form a positive, role- modeling relationship with the
officers and perhaps even some of the members of the group.
You will be looked up to by the students take this responsibility
seriously.
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Frequently
Asked Questions (FAQ):
What
paperwork must an organization have on file with the Office
of Student Activities to be considered an "official"
club?
The
Office of Student Activities requires three (3) pieces of
information to be updated and on file:
-
Registration
form: this provides a current list of officers, advisor,
and contact information.
-
Constitution:
this allows the Office of Student Activities to have the
latest version on file so there is one consistent place
for the most current copy. All constitutions need to be
updated with the Office of Student Activities every two
years. If you are not sure if the constitution is up to
date, please contact the Office of Student Activities.
-
Membership
Roster
What is my liability/risk associated with being a club/organization
advisor? Can I personally be held responsible if something
should happen with my group?
The
simple answer is no, you will not be held personally responsible
as long as you advise/guide in a manner consistent with
common sense and follow Florida Tech and the Office of Student
Activities policies and procedures. It is important for
you and the group to learn the information on the Florida
Tech web site and ask questions if you don't understand something!
This web site may not include everything, so you need to ask
questions!
All
employees of Florida Tech are covered by institutional liability
insurance as long as they are working within their job description
and advising a Florida Tech club/organization falls within
many job descriptions (e.g. service to the community if not
explicitly stated). It is very important for you to understand
that if you know of any illegal activity, or activities that
are not in line with the Student Handbook, and chose to do
nothing about this, you could be held responsible.
Additionally,
following Florida Tech procedures, following state and federal
laws (e.g., hazing is illegal, drinking age), and using common
sense go a long way in reducing your risk.
How
does my group go about getting funding? Who is eligible for
student activity fee funds?
The
Student Activities Funding Committee allocates student activity
fee funds to clubs and organizations on campus. They annually
allocate over $125,000 a year for events sponsored by Florida
Tech groups. Please see the Student Organization Manual for
more specific information on the process and who is eligible
for funds.
Who
can be an advisor?
Any
Florida Tech faculty or staff member can be an advisor to
a club or organization. Off-campus people are not allowed
to advise Florida Tech clubs/organizations for many reasons:
knowledge of the campuses and policies, insurance/risk management
issues, and building a stronger campus community are just
a few of these reasons. It is important to note that all clubs/organizations
are required to have an advisor.
My
group wants to plan an event, what should they do?
The
Office of Student Activities has many resources available
for programming events. Staff that can assist in the planning
process or visit the programming information on our website.
Our staff is here to help students plan successful events
whether they are small activities or large events. It is very
important to note that if outside speakers/performers/etc.
are going to be used, that you advise the officers to work
with the Office of Student Activities on contracts. Students
may not sign contracts. You have the ability to sign contracts
on behalf of the club/organization, but you may want the Office
of Student Activities to review the contract with you to ensure
consistency with campus policies.
Who
do I contact for questions?
Contact
the Office of Student Activities at x8080. You can also e-mail
us at
esacks@fit.edu
or smayer@fit.edu.
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