The Roles and Responsibilities of Advising

The advisor is an integral part of every organization. As a member of the professional staff of the University, the primary function of an advisor to student clubs and organizations is to actively advise, counsel and serve as a resource person.

Functions and Responsibilities of Advisors

1. The role of the advisor is “passive”. Advisors should not control the group’s activities, but give guidance and scope of direction to the group.
2. As the advisor it is important to be familiar with the club’s constitution and procedures and the skills necessary for conducting effective meetings. Other procedural matters concerning Marywood University guidelines for on and off campus activities should be understood as well.
3. The advisor should attend some meetings and as many social functions of the organization as possible.
4. An advisor should discuss tactfully any student actions, which, in the advisor’s opinion, would discredit the organization and the University. In the event that the advisor deems it necessary to disapprove of some phase of the organization’s activities, the advisor should contact the Center for Student Activities and Leadership Development and describe the reasons for the disapproval of the activity.
5. In conjunction with the treasurer of the club, the advisor should ensure that the club is financially responsible. All clubs and organizations must handle funds through on-campus accounts. The advisor ultimately is responsible for balancing the budget.
6. The advisor should assist the organization with end-of-semester reports, revisions of the constitution and finances, which need to be turned in to the Center for Student activities and Leadership Development.
7. The advisor should assist in the orientation of new officers.
8. The advisor should encourage the officers to delegate responsibilities to the organization members to help all members participate fully in the organization.
9. Encourage the group to keep records and evaluations on file. Procedures for passing this information on to future members should be developed.
10. Help the organization develop goals for each semester and prepare a plan to achieve them.
11. The advisor maybe asked to represent the organization and its interests in staff and faculty meetings.
12. The advisor should encourage students to participate in leadership development programs sponsored by the Center for Student Activities and Leadership Development.
13. The advisor should consider the Center for Student Activities and Leadership Development a valuable resource for help with any questions or concerns the advisor or the organization might have. Take advantage of the staff’s interest and experience!

Student Officer & Advisor Relationship

1. The advisor should assist the officers formulate long-range goals and steps to achieve them, and with planning and initiating short-term projects.
2. The advisor should assist the officers with university procedural matters.
3. Student officers should know the advisor will be available when emergency problems arise.
4. Respect each other. It is important to develop a trusting relationship with the organization officers.
5. Have a sense of humor. If the advisor finds humor in situations the students should relax and enjoy their roles in the organization.
6. The advisor should point out factors bearing on the ideas presented by the officers without imposing his/her own bias. If an idea in inappropriate, the advisor should encourage the officers to consider alternatives.
7. Open communication is critical for a successful advisor/officer relationship.
8. The officer should find the advisor able to assist with evaluation of projects, performance and progress.
9. The advisor should suggest ways in which meetings can be run effectively.
10. The advisor and the officers should discuss expectations of each other. This understanding and agreement is helpful as an accountability tool.

Clubs/Organizations & Advisors: How to Make it Work

The MUSTS:

You and your advisor now have a list of duties that the advisors are responsible for. Anything not on that list is not their responsibility. However, the relationship between club and advisor is two-fold. In order for the relationship to work there are a few things that you need to do as a club to ensure that the advisor will be able to fulfill their responsibilities effectively.

1. Make your meetings during the week.
2. Know what times your advisor will be on campus and schedule your meetings during that time.
3. Keep communication open between the club and the advisor through direct contact, email, and phone calls.
4. Keep the advisor updated on contact information for the club representatives.
5. Review the duties of the advisor often and if they are not meeting your needs address them using the steps listed below.

Hold Them Accountable:

1. Make sure you are following the above tips on accessibility.
2. If you encounter a difficulty:
   1. address the advisor in person
   2. act professionally
   3. express your concerns as they arise
   4. organize your thoughts before you approach them
• If your concerns continue contact the Director of Student Activities and Leadership Development at 340-6016.

Club Advisor Responsibilities

Advising a student club can be a very rewarding experience and the role of the advisor can be very important to the development of a club and its members. In your role as an advisor, you will play an integral role in the development of student leaders. You will have the opportunity to interact with students and to engage them in a way that is different from the classroom. This allows you and the students to see each other in a different setting, providing insight into one another.

Responsibilities of the advisor are as follows:

1. Review all club forms and other pertinent documents that affect the club.
2. Stay informed of all club events, activities, and expenditures.
3. Be present at the events and activities sponsored by the club.
4. Be informed of University policies and procedures and advise officers on adhering to them. The Advisor manual has more information on policies and procedures.
5. Assist club officers in the planning and evaluating of activities as well as the operational aspects of the club.
6. Encourage club members to assume responsibility for their actions and the effectiveness of their programs.
7. Allow students the freedom to plan and coordinate their activities.
8. Attend club meetings as needed.
9. Be available to sign all forms as needed by the club.
10. Be available to the members of the club. They may need advice, guidance, or just an ear to bounce ideas off of.
11. Meet with club officers to gain an understanding of the club’s progress towards it goals and to learn how you might be able to assist them in reaching their goals.
12. Encourage students to become members of the club.
13. Consider yourself as someone who works with students, not someone who controls or directs the group’s events or decisions.
14. Please be sure that all communication from the Center for Student Activities and Leadership Development gets to a club representative in a timely fashion.

Some things to keep in mind when working with student leaders

1. Please do not direct the activities of the clubs. Allow students to make their own decisions and learn from their experiences.
2. Failing is part of the learning process. Mistakes and poor decisions will happen. While it may be your first reaction to intervene and fix all the mistakes you see this is not the role of the advisor. You can help students to think through their actions and to consider various possibilities but the final decisions must be theirs. Take advantage of failures and use them as teachable moments with students.
3. Remember, it is your responsibility to ensure that students understand what the consequences are for their decisions. Be pro-active when a controversial situation arises but let them make the decision. Help students take ownership of their decision and responsibility for any consequences that may follow.
4. Assist students with the development of a budget and the spending of their funds. Please do not control the finances of the club. Your primary role is to monitor the expenses, provide feedback on the budget, and approve reimbursement for expenditures.

Some Final Tips for Advisors

• Respond to students when called on.
• Teach techniques of good leadership and followership.
• Help members develop self-discipline and responsibility.
• Supply information, expert knowledge and insights gained from your experience.
• Allow the organization to fail in some activities. It is important for students to learn from their mistakes. They won’t learn if they aren’t permitted to make mistakes.
• Keep the goals or objectives of the organization firmly in mind.
• Be aware of the various roles expected of the advisor from time to time.
• Be creative and innovative.
• Provide continuity for the group from year to year.
• Develop a style which allows for a balance between being an active and passive advisor.
• Most of all: allow yourself to grow, develop and have fun with this important responsibility.