Student Organization Advisor Training and Role Summary

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Student Organization
Advisor Training
 
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Benefits of Being an Advisor
 
Sharing common interests and working toward a common goal
 
Teaching students new skills and widening their potential
 
Developing closer relationships with students outside the classroom
 
Growing your own leadership ability
 
Sharing your knowledge with students in a less structured environment
 
Maintaining an organization that is important to the students, the professors,
and the university as a whole
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Roles as an Advisor
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Serve as an
ADVOCATE
 
Promote students’ interests and motivate
them
Encourage attendance and events
Be a team builder and mediator
Develop their leadership skills
Know when to speak up and when to step
back and let the students lead
Growing their network
Reach out to your connections if applicable
Searching for opportunities for growth
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Serve as a
GUIDE
 
Policies and Procedures
 
-JAG Life
 
-SGA Funding
 
-Reservations (EMS)
 
-Marketing and Advertising
 
-Finances
 
Act as a bridge as students graduate and
new students enter
 
-Share history, previous successful
 
events, refine the purpose and
 
missions, and look to create new
 
goals, events, and expansion
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Student Organization Recognition
Requirements
 
Constitution and bylaws
At least four members
A faculty/staff advisor
Signed advisor agreement form
 
Process to be recognized:
-Submit online recognition form
-One member attends student org training
 
10/4 @ 11:30 AM, Coffeehouse
 
10/4 @ 6:30 PM, Ed Commons 1120
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JAG Life
 
Helps Student Organizations and Advisors with:
Staying up to date with your organization
Roster/member & Event/calendar management
Promote and advertise events
Take attendance with card swipers
Shared space for organizations to house documents, files, etc.
 
Organizations are required to:
Maintain documents and rosters in JAG Life
Obtain approval for all events in JAG Life, in conjunction with space
approval through EMS
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How to Access JAG Life
 
https://augusta.presence.io
 
Augusta University homepage > Current Students > JAG Life
 
www.augusta.edu/student-life > Get Involved > Student Organizations >
JAG Life > JAG Life Access
 
Phone app: JAGLife
 
Phone app for attendance/card swipe: Presence CheckPoint
 
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Reservations (EMS)
 
Students that are representatives for a recognized student
organizations  can reserve space
 
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All rooms in the JSAC & Outdoor Plaza (JSAC Patio)
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Amphitheater & Both Sports Fields
Summerville Campus Classrooms/Computer Labs
Health Science Campus Classrooms/Computer
Labs/Outdoor Space
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Weekend/After Hour Events
 
The customer must notify Public Safety to open the
building/room (706) 721-2911 prior to event date
 
You will need your JagCard for access
 
On the Health Science Campus any Audio/Visual
requested outside 8a-5p M-F is charged
$30/hr.  Also, weekend events that require A/V are
charged $30/hr (minimum 3hrs requirement).
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Grills & Tents
Submit a request with Facilities Operations to
setup a grill for your event.
Request tents for your event through EMS
All requests for grills/tents must be submitted to
Facilities 10 business days prior to event for
approval
 
Tables & Chairs
Submit requests for tables & chairs:
HSC to Moving Services: AUMoving@augusta.edu
SVC to Brittany Addison: bcaddison@augusta.edu
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The Virtual EMS Guide is also
available online for your reference
 
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Contacts
 
JSAC RESERVATIONS & FACILITIES
- Justin Lewis jsac_reserve@augusta.edu
 
SUMMERVILLE FACILITIES
 Brittany Addison 706-737-1593
 
MOVING SERVICES (HS Campus)
 
AUMoving@augusta.edu
 
ENVIRONMENTAL SERVICES
 706-721-2434
 
PUBLIC SAFETY
 706-721-2911
 
IT HELP DESK
 706-721-4000 or 706-721-7500
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Branding on Social Media
 
Account Names and Handles
[Student Organization] at Augusta University
AUG_[Student Organization]
University email must be listed as an account
contact
 
Follow posted guidelines on augusta.edu/social
Use authorized vendors for t-shirts and other
promotional items
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Advertising
 
Designated bulletin boards
Four ways to advertise events or meetings:
 
A – Boards
http://www.augusta.edu/student-life/advertising/submission_form.php
Stall Walls
sle@augusta.edu
Tear Drops
http://www.augusta.edu/studentlife/advertising/submission_form.php
Electronic Signage
http://www.augusta.edu/student-life/sle/jsac/digital-services.php
 
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HCCU Student
Organization Account
Starter Kit
 
Step by step guide to
HCCU Organization
Account set up
Includes all necessary
forms for new accounts or
account changes
Available 
online
 or by
contacting HCCU for a
hard copy
 
http://www.hccu.coop/documents/AUOrganizationAccountStarterKit.pdf
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SGA Funding
 
Request must be made for events and travel that will be
taking place in the same academic semester.
 
After funding has been approved by the senate, you have
up to 10 working business days to submit all paperwork to
the appointed Business Specialist for SGA.
 
All funding is on a reimbursement basis
Must be submitted prior to the event or travel.
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SGA Funding (Cont’d)
 
Reimbursement Requirements
:
Itemized receipt(s)
List of attendees
Advertisement/Flyer
Copy Charges
W9 for organization or person being reimbursed
 
Reimbursement Requirements for Travel:
Student Travel Authorization form – must be filled out for each of the students that is traveling.  (cannot be
reimbursed without this)
W9 form – for those who have not done so previously.
Direct deposit form (optional)
Travel expense form (for overnight travel)
Receipts
Proof of attendance
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What’s not allowed?
 
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Contact Information
 
Carolyn Zoerb, Coordinator of Greek Life and Student
Organizations
czoerb@augusta.edu
Leslie Dodson, Graduate Assistant for Student
Organizations
ldodson@augusta.edu
 
706-737-1610
studentorgs@augusta.edu
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Understanding the role of a student organization advisor involves promoting student interests, motivating them, and serving as a guide in areas such as policies, procedures, and organizational recognition requirements. Advisors also play a crucial role in developing students' leadership skills, fostering relationships, and facilitating the growth of student organizations. JAG Life provides essential tools and resources for advisors to effectively support student organizations in staying organized, promoting events, and managing memberships. By fulfilling these responsibilities, advisors contribute to the overall success and impact of student organizations within the university community.


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  1. Student Organization Advisor Training Department of Student Life and Engagement

  2. Benefits of Being an Advisor Sharing common interests and working toward a common goal Teaching students new skills and widening their potential Developing closer relationships with students outside the classroom Growing your own leadership ability Sharing your knowledge with students in a less structured environment Maintaining an organization that is important to the students, the professors, and the university as a whole

  3. Roles as an Advisor

  4. Promote students interests and motivate them Encourage attendance and events Serve as an ADVOCATE Be a team builder and mediator Develop their leadership skills Know when to speak up and when to step back and let the students lead Growing their network Reach out to your connections if applicable Searching for opportunities for growth

  5. Policies and Procedures -JAG Life -SGA Funding -Reservations (EMS) -Marketing and Advertising Serve as a GUIDE -Finances Act as a bridge as students graduate and new students enter -Share history, previous successful events, refine the purpose and missions, and look to create new goals, events, and expansion

  6. Student Organization Recognition Requirements Constitution and bylaws At least four members A faculty/staff advisor Signed advisor agreement form Process to be recognized: -Submit online recognition form -One member attends student org training 10/4 @ 11:30 AM, Coffeehouse 10/4 @ 6:30 PM, Ed Commons 1120

  7. JAG Life Helps Student Organizations and Advisors with: Staying up to date with your organization Roster/member & Event/calendar management Promote and advertise events Take attendance with card swipers Shared space for organizations to house documents, files, etc. Organizations are required to: Maintain documents and rosters in JAG Life Obtain approval for all events in JAG Life, in conjunction with space approval through EMS

  8. How to Access JAG Life https://augusta.presence.io Augusta University homepage > Current Students > JAG Life www.augusta.edu/student-life > Get Involved > Student Organizations > JAG Life > JAG Life Access Phone app: JAGLife Phone app for attendance/card swipe: Presence CheckPoint Need access? Email studentorgs@augusta.edu

  9. Reservations (EMS) Students that are representatives for a recognized student organizations can reserve space JSAC Reservations (jsac_reserve@augusta.edu) All rooms in the JSAC & Outdoor Plaza (JSAC Patio) Classroom Reservations (classroomscheduling@augusta.edu) Amphitheater & Both Sports Fields Summerville Campus Classrooms/Computer Labs Health Science Campus Classrooms/Computer Labs/Outdoor Space

  10. Weekend/After Hour Events The customer must notify Public Safety to open the building/room (706) 721-2911 prior to event date You will need your JagCard for access On the Health Science Campus any Audio/Visual requested outside 8a-5p M-F is charged $30/hr. Also, weekend events that require A/V are charged $30/hr (minimum 3hrs requirement).

  11. Grills & Tents Submit a request with Facilities Operations to setup a grill for your event. Request tents for your event through EMS All requests for grills/tents must be submitted to Facilities 10 business days prior to event for approval Tables & Chairs Submit requests for tables & chairs: HSC to Moving Services: AUMoving@augusta.edu SVC to Brittany Addison: bcaddison@augusta.edu

  12. The Virtual EMS Guide is also available online for your reference

  13. Contacts JSAC RESERVATIONS & FACILITIES - Justin Lewis jsac_reserve@augusta.edu SUMMERVILLE FACILITIES Brittany Addison 706-737-1593 MOVING SERVICES (HS Campus) AUMoving@augusta.edu ENVIRONMENTAL SERVICES 706-721-2434 PUBLIC SAFETY 706-721-2911 IT HELP DESK 706-721-4000 or 706-721-7500

  14. Branding on Social Media Account Names and Handles [Student Organization] at Augusta University AUG_[Student Organization] University email must be listed as an account contact Follow posted guidelines on augusta.edu/social Use authorized vendors for t-shirts and other promotional items

  15. Advertising Designated bulletin boards Four ways to advertise events or meetings: A Boards http://www.augusta.edu/student-life/advertising/submission_form.php Stall Walls sle@augusta.edu Tear Drops http://www.augusta.edu/studentlife/advertising/submission_form.php Electronic Signage http://www.augusta.edu/student-life/sle/jsac/digital-services.php

  16. HCCU Student Organization Account Starter Kit Step by step guide to HCCU Organization Account set up Includes all necessary forms for new accounts or account changes Available online or by contacting HCCU for a hard copy http://www.hccu.coop/documents/AUOrganizationAccountStarterKit.pdf

  17. SGA Funding Request must be made for events and travel that will be taking place in the same academic semester. After funding has been approved by the senate, you have up to 10 working business days to submit all paperwork to the appointed Business Specialist for SGA. All funding is on a reimbursement basis Must be submitted prior to the event or travel.

  18. SGA Funding (Contd) Reimbursement Requirements: Itemized receipt(s) List of attendees Advertisement/Flyer Copy Charges W9 for organization or person being reimbursed Reimbursement Requirements for Travel: Student Travel Authorization form must be filled out for each of the students that is traveling. (cannot be reimbursed without this) W9 form for those who have not done so previously. Direct deposit form (optional) Travel expense form (for overnight travel) Receipts Proof of attendance

  19. Whats not allowed? Donations Scholarships Tips Faculty salaries and benefits Intercollegiate Athletic program costs Student employee recognition luncheons/meals Prospective Student travel Not allowable unless certain conditions are met as outlined in Section 19.9 Alcoholic beverages or any illegal substances Individual or club memberships in civic organizations Political campaigns or events

  20. Contact Information Carolyn Zoerb, Coordinator of Greek Life and Student Organizations czoerb@augusta.edu Leslie Dodson, Graduate Assistant for Student Organizations ldodson@augusta.edu 706-737-1610 studentorgs@augusta.edu

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