Transcript The Role of an Organization’s Advisor

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Org Advisor
Training
Office of Student Activities
103 Strebel Student Center
(315) 792-3037
Updated Spring 2014
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Spring
Re-Registration
OFFICE OPERATIONS
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ORGANIZATION RE-REGISTRATION
 MUST HAVE:
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At least 5 members total
President/Director
Treasurer/Comptroller
Faculty/Staff advisor
Valid and current constitution
 It is THE STUDENTS’ job to make sure that Senate and Student
Activities have the most up to date information on Pioneer Place!
 Student Senate Constitution
https://pioneerplace.utica.edu/organization/studentsenate/docu
mentlibrary
OFFICE OPERATIONS
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ORGANIZATION RE-REGISTRATION
 Already recognized Student Organizations must go through Spring
Re-Registration EACH YEAR.
The Re-registration Process is as follows:
 Complete re-registration form on Pioneer Place
 Get Advisor contract signed
 Attend Org Board Training session
All re-registration steps MUST be completed
before
Sunday, April 13, 2014 11:59PM.
http://www.utica.edu/student/activities/organizations/re
reg.cfm
OFFICE OPERATIONS
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ORGANIZATION RE-REGISTRATION
Complete re-registration form on Pioneer Place
The re-registration form will be open from 12am Monday, March 24th, 2014until
12am Monday, April 14th (AKA Sunday night). DO NOT COMPLETE THE
FORM UNTIL THE LEADERS FOR THE 2014-2015 YEAR HAVE BEEN
CHOSEN! The purpose of completing the form is to get NEXT
YEAR'S information. Here are the detailed steps of this portion of reregistration process:
a. Instruction page
b. Org Roster REQUIRED positions that every org must have:
Advisor, President, Vice President, Webmaster, Treasurer, Secretary
c. Advisor Contract
d. Policy Adherence Requirement
Hazing Policy, Bias-Related Crimes Policy, Sexual Misconduct Policy
e. Constitution
OFFICE OPERATIONS
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ORGANIZATION RE-REGISTRATION
Policy Adherence Requirement - *New for 2014*
 As An officially recognized student organization of Utica College, it is
the responsibility of the officers of this organization to ensure that this
organization does not engage in any behavior that violates the below
policies, or any other policies enforced by Utica College. The student
officers and advisor(s) will reinforce these concerns with the
organization’s members.
 Hazing Policy
 Bias-Related Crimes Policy
 Sexual Misconduct Policy
Click on titles for links to the full web page
OFFICE OPERATIONS
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ORGANIZATION REGISTRATION
Get Advisor contract signed
 The Advisor Contract format can be found online and must be
printed, filled out, and returned to the Office of Student Activities
before the re-registration deadline.
Suggested Bullet Points for the Advisor Contract:
 Aid in leadership development
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and skills training
Group encouragement.
Resource on college policies,
procedures, contacts, etc.
Help the group troubleshoot
problems
Access to internal and external
networking
Ask questions and challenge
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students
Channel information from larger
community to organization
Monitor expenditures, policies,
and goals
Provide year to year continuity
Provide organizational history
Aid in elections, officer training
and transition
OFFICE OPERATIONS
ORGANIZATION REGISTRATION
Attend Org Board Training sessions
1. Tuesday, March 25th 3:00pm – 4:00pm in Strebel Aud
2. Thursday, April 3rd 10:00am – 11:00am in Strebel Aud
3. Friday, April 4th 11:00am – 12:00pm in Strebel Aud
4. Monday, April 7th 7:00pm – 8:00pm in Strebel Aud
5. Wednesday, April 9th 5:00pm – 6:00pm in Strebel Aud
6. Friday, April 11th 3:00pm – 4:00pm in Strebel Aud
7. Sunday, April 13th 2:00pm – 3:00pm in Strebel Aud
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OFFICE OPERATIONS
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ADVISOR TRAININGS
This year, we have added an Org Advisor Training component. THIS
TRAINING IS NOT REQUIRED, BUT IS HIGHLY SUGGESTED TO
ADVISORS.
Org Advisor Training sessions:
 1. Tuesday, March 27th 4:00pm – 5:00pm in Strebel Aud
 2. Friday, April 4th 12:00pm – 1:00pm in Strebel Aud
 3. Tuesday, April 8th 8:00am – 9:00am in Strebel Aud
 4. Wednesday, April 9th 1:00pm – 2:00pm in Strebel Aud
OFFICE OPERATIONS
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STUDENT ACTIVITIES OFFICE
 Joe Gutowski- Director
 Student Senate Advisor
 [email protected]
 x3037
 Bethany Piraino- Assistant
Director
 UCPB Advisor
 [email protected]
 x5294
 Fran Lucia- Event Coordinator
 Greek Life Advisor
 [email protected]
 X3037
 Marissa Davendonis- Graduate
Assistant
 Online Programs Specialist
 [email protected]
 x3732
OFFICE OPERATIONS
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OTHER IMPORTANT CONTACTS
 Campus Safety
 Wayne Sullivan
 2nd floor Strebel, x3046
 Problems, theft, security
 Sodexo Dining Services
 Damian Boehlert
 Inside Dining Hall in Strebel, x3178
 Catering, snacks, drinks
 Facilities Management
 Rich Kennedy
 Facilities Trailer Lot B x3191
 Work orders, requesting set-ups
 Copy Center
 Lisa Mudrie-Rabideau
 185 Gordon Science Center, x3145
 Color flier printing
 Athletics
 Jim Murnane
 Clark Athletic Center, x3281
 Use of fields, events with teams
 Media Center
 Jason Lewin
 L120 Gannett Library, x3282
 Requesting laptops, smart carts,
microphones, podiums, speakers,
projectors, etc.
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OFFICE OPERATIONS
RESOURCES
 Commonly Used Policies
 Posting Policy http://www.utica.edu/policies/policies.cfm?id=89
 Solicitation Policy http://www.utica.edu/policies/policies.cfm?id=115
 Fund-Raising Policy http://www.utica.edu/policies/policies.cfm?id=112
 Event Ticketing Procedure
http://www.utica.edu/student/activities/Club&OrgManual/ticketproceddu
res.cfm
 Hazing Policy http://www.utica.edu/policies/policies.cfm?id=3
 Bias-Related Crimes Policy
http://www.utica.edu/policies/policies.cfm?id=4
 Sexual Misconduct Policy
http://www.utica.edu/policies/policies.cfm?id=93
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OFFICE OPERATIONS
RESOURCES
 The Club and Organization Manual is continuously updated and
posted online. All information needed in its entirety is located in the
Club & Organization Manual under Student Activities:
http://www.utica.edu/student/activities/Club&OrgManual/contents.cf
m
 Do not hesitate to contact other offices for guidance, take advantage of
the knowledge that UC’s faculty and staff possess.
OFFICE OPERATIONS
TRAVELING AND CONFERENCES
 Joe Gutowski, Director of Student Activities
 [email protected]
 X 3036
 105 Strebel Student Center
 Individual student travel, conference funding,
paperwork, etc.
 http://www.utica.edu/student/activities/Club&OrgManual
/travelconference.cfm
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OFFICE OPERATIONS
COPYRIGHTS AND LICENSING
 CANNOT show movies without buying the copyright license:
http://colleges.swankmp.com/Media/College/PDF/SwankCopyright.pd
f
 CANNOT print anything (fliers, apparel, etc.) with copy written
images, slogans or logos without permission from the Marketing and
Communications Office or Christine Leogrande
[email protected]
 CANNOT use any UC Moose logos (strictly athletics)
PLANNING AN EVENT
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EVENT FORMS
 Student Senate
 Funding form (green paper)
 Large event form
 FORMS page on Student Activities
website
 For events expecting non-UC students AND
lasting past midnight
 Ticket Request Form- for use of
UticaTickets.com
 FORMS page on Student Acitvities
webpage
 Space reservation – confirmation
needed
 http://ems.utica.edu/
 Catering Requests through Sodexo
 https://uticacatering.catertrax.com/
 Workorder
 http://www.utica.edu/finance/facilities/
 Media request
 http://www.utica.edu/academic/iits/co
mpuserservices/mediacenter/request
.cfm
 Vehicle Request
 MUST be a certified van driver
(contact Rob Cross, 279 Gordon,
x3743)
 http://www.utica.edu/finance/facilities/
vehiclerequest.cfm
 Copy Center
 http://printcenter.utica.edu/dsf/
PIONEER PLACE
ADVISOR CONTRIBUTION
 Online database
 Club Websites
 Communication center
 Post event fliers online
 Constantly updated club rosters
 Electronic forms and submissions
 Better marketing to new students
 Faster communication between Senate and
Student Activities
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PLANNING AN EVENT
EVENT MANAGEMENT MEETINGS
 THESE MEETINGS HAPPEN EVERY MONDAY AT 1:00
PM IN THE FACULTY DINING ROOM (FDR) INSIDE
THE CAF
 A student org member must attend this meeting 2 weeks
prior to the event date, or risk having the event canceled
 Media Center, Campus Safety, Student Activities, Theater,
and Sodexo are all present at these meetings
PLANNING AN EVENT
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TICKETING POLICY
 All orgs MUST use UticaTickets.com if selling tickets to an event.
 NO CASH SALES AT THE DOOR
 Ticket Request form can be found on the Student Activities Forms
page.
 The org must get the ticket scanner from Student Activities during
regular office hours.
 Funds from selling tickets on Utica Tickets will not be deposited in
your org’s Agency Account until about 6 weeks after your event is
held.
 The ticketing policy and further details can be found here:
http://www.utica.edu/student/activities/Club&OrgManual/ticketprocedd
ures.cfm
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Student Organization Board Training
Fall 2011
PLANNING AN EVENT
CONTRACT PROCESS
*If you’re paying an entity to provide you a
service (DJ, speaker, performance, etc.)
then you need a contract.*
 The office takes care of everything, from signing the contracts to
ordering payment and sending the check.
 Your org must be approved by Student Senate with the funding to go
through with the contract before any piece of the contract process is
started.
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Student Organization Board Training
Fall 2011
PLANNING AN EVENT
LARGE EVENT PROCEDURES
“Late Night Large Event Form”
 Forms can be found at the Student Activities Forms page:
https://www.utica.edu/student/activities/forms.cfm
 LATE NIGHT LARGE EVENT = event with UC students
AND off-campus guests that also continues past midnight.
DUE TO THE DIRECTOR BY 5PM
ON MONDAY, APRIL 14TH, 2014
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Student Organization Board Training
Fall 2011
FUNDING YOUR EVENT
AGENCY ACCOUNTS
 Every recognized organization should have an Agency Account.
 These are like organization bank accounts through Utica College
 You can find the Agency Account Request Form on the Student
Activities FORMS page
 Contact General Accounting at x3031 or [email protected]
 To make deposits, bring all paperwork to Student Financial Services
and have your account number ready
 To make purchases from your Agency Account, you must go through
General Accounting.
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Know Your Role
EXPECTATIONS
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STUDENT/ADVISOR RELATIONSHIP
Student leaders and
advisors must be clear
about expectations
Communication=
understanding + respect
WHAT IS AN ADVISOR?
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TIPS FOR ADVISORS
 Learn as much about the group as you can.
 Get to know the organization’s purpose, how it was formed, and the
organization’s place in the campus culture.
 Get to know the leader and let the leader get to know you. Help that person
understand both your roles as an advisor and their roles as a leader. Develop
confidence in each other.
 Meet with the leader before group meetings begin and discuss the agendas
and any current issues or concerns.
 Observe the leader with the group. How does he/she function in the group?
What type of personality problems does the group have? What are the
strengths and weaknesses of its various members as well as its leader? Find
out what the leader has observed about this area, comment on strengths you
have seen, and offer suggestions on weaknesses you may have noticed.
WHAT IS AN ADVISOR?
TIPS FOR ADVISORS
 Be an educator
 Model the goals, values and missions of Utica
College
 Serve as a mentor to their student organization
 Counsel and mediate when problems arise
 Advocate for organization’s well being
 Be involved in meetings and events
 Guide students toward making informed and fair
decisions for the good of the whole group
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WHAT IS AN ADVISOR?
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TIPS FOR ADVISORS
 Have an interest and commitment to the student
organization and their mission
 Build a strong relationship with the president or
other key members as they will be your main point
of contact
 Praise in public, criticize in private
 Provide an outside perspective and assist students
with seeing “outside the box” and bringing in
creativity
 Make sure all executive board members have your
contact info (e-mail address, work or cell-phone
number)
WHAT IS AN ADVISOR?
 Just a “signature”
 Does everything for the
students
 Takes the blame for things
gone wrong
 Helicopters
 Tells students what to do and
how to do it
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WHAT IS AN ADVISOR?
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ADVISOR EXPECTATIONS
What a student leader should expect of an advisor:
 COMMUNICATION!
 Assistance in formulating long-range goals and planning short term projects.
 Resource person- evaluate projects, performance and progress.
 Offer guidance by reviewing goals, objectives, and the progress of the
organization.
 Assistance with college procedural matters.
 Suggestions on how organization could be strengthened or improved.
 Improvement strategies for leadership skills.
 Accessible and available, should emergency situations/problems arise.
 Willingness to listen to and be open to criticism and evaluation.
 Allow the group to act on its own and to make mistakes, but help them learn from
mistakes.
 Help in maintaining organization records.
 Encourage the division of labor among group members to sustain member interest.
WHAT IS AN ADVISOR?
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ADVISOR EXPECTATIONS
What an advisor should expect from a student leader:
 COMMUNICATION!
 Keeping advisor informed on activities, meetings, agendas and topics under
discussion
 Attendance at regularly scheduled informational meetings.
 To assist other students in the organization in skill development
 Willingness to share responsibility with other group members.
 Make sure all group activities are documented and historically saved.
 Invite advisors to meetings, they have great input
 Inform them and invite them to org events, they should always be aware of what’s
going on in the group
WHAT IS AN ADVISOR?
QUESTIONS TO ASK YOUR ORG
 How much involvement is needed or wanted?
 How many events does the organization sponsor each
semester?
 How often does the organization meet?
 How do your skills match the needs of the organization?
 What are some needed improvement areas within the
organization?
 Is the advisor expected to give feedback? How often and
when?
 Are there other outside advisors or organizations that you
work with?
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Thank
You!