Student Organization Advisor Guidelines and Resources
Office of Student Leadership & Involvement provides support for over 100 student groups, offering advice, training, and logistical assistance. The Program Advising Model outlines the roles of faculty advisors and SLI staff in providing resources and guidance. Advisors are expected to guide students in leadership roles, advise on organizational matters, support club operations, and assist with budgeting. Additionally, the process for budget requests, purchasing methods for RSOs, and expectations of an advisor are detailed in the content.
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Programming 101 For Student Organization Advisors
Office of Student Leadership & Involvement Located in Sawyer on the 3rd Floor Advise 100+ Student Groups including: Cultural, Club Sports, Media Groups, Academic, Special Interest, Social Justice, Fraternity & Sorority Life, and Programming Offer programming and logistic support for RSOs Provide training, workshops, and meditations as necessary
Program Advising Model Faculty/Staff Advisor (You) Program Advisor (SLI Staff) Will Provide Resources: Printing Purchasing Room Res. Marketing Officer Training Travel Logistics Contracts Club Registration SGA Policy Support And More... Registered Student Organization (RSO) Will Provide Meeting Content Club Mission Networking Goal Setting Program Suggestion Mediation And More...
What is expected of an advisor? Guide and Support students in leadership roles Advise students in organization related matters Share club history as applicable Assist in Club Operations Be aware and informed on organization s activities Support them in organizational budgeting process (request and zero based) Guide students through the officer Transition Contact SLI Program Advisors with any concerning activities that may violate University policy
Budgets Initiatives: Budget Request: Zero-Based Budget: Clubs without budgets, or groups that have new ideas for programs they didn t previously budget for can request additional funds from the SGA Finance Committee. Groups must complete an allocation fund and present on their request being sure to include 3 quotes for each line item. A process that begins in March, usually due prior to Spring Break and run by the SGA Treasurer and Finance Committee Starting in August and continuing through the Fall Semester, SLI Program Advisors work with RSOs to plan out their spending for the academic year. Requested by SGA in the Finance Committee By-laws. It is not a finalized plan and can be updated but asks that groups start to plan the use of their funds. Asks clubs to - Audit current year expenses - Budget for next academic year expenses
RSO Purchasing Methods Check Request W-9 is required for vendors Student ID is required for student reimbursement Ram Card Sign out from the SLI Office Suffolk Corporate card Must meet with Program Adviser to utilize Amazon Must meet with Program Adviser to utilize
Academic Year Timeline Summer: - Orientation (June and August) - Roemer Plaza Space Requests (July and August) Spring Semester: - Winter Involvement Fair (January) - Budget Requests (February) - SGA Awards (February Nominations) - Club Re-registration(March) - Any Major Spring Events (Various) - Officer Transition (March/April) - Leap (April) - End of Semester Club Celebrations (April) - Journey Awards (April) - Springfest by the PAO (April) Fall Semester: - Fall Involvement Fair (September) - Club Officer GPA Checks (Fall and Spring) - Club Recruitment (September-November) - Any Major Fall Events (Various)
Election Procedures Election procedures and rules are detailed in each club s individual constitution. If you do not have a copy, we re happy to provide you with this. Secret Ballot - Where written submissions of votes are tallied Popular Vote - Where hands are raised in favor of various Application Submission - Not as popular, groups may request candidates to submit a written application explain their qualification for a position. All Elections must have occurred and be completed by the yearly registration deadline for clubs to maintain active status.
Registration Renewal & LEAP Form #1 - Student Organization Renewal This is the way for Student Organizations to share: - They are still active and functioning - Their upcoming executive board - Request for meeting spaces in the next academic year Form #2 - LEAP Registration Allows 2 new executive board members(typically President and Treasurer) to Register for the LEAP Conference which occurs in Mid-April at a location off campus (Transportation & Lodging Included)
Planning an Event Encourage your students to meet with their program adviser to walk through the process. This also ensures that all aspects of event planning are covered and they re in communication with the right person - - - - - - - - - - Reservation of Campus Space Booking Off-Campus Space Contracting Performers, vendors, etc. Ordering Food through Sodexo Reserving SUPD Detail Reserve Media Services Submit Facilities Request Submitting Check Requests Selling Tickets Waivers for Off-Campus Trips
Free Campus Resources On Campus Space LEAP Club Executive Officer Training WSFR - Suffolk Free Radio Free DJ Services UDOT - Lighting and Sound Operators 50 Flyers for Marketing Purposes Carousel Digital Screen Marketing Graphic Design Services Media Services Facilities Set Up
Other Club Support: - - - - - Leadership Training Supplies Conflict Management Support Personality Testing Goal Setting Customizable trainings!
Direct your club to us, were here to help!
