1. Student Organization Advisor Training and Support at UNC Charlotte Judith M. Rowles, M. Ed. Assistant Director of Student Activities for Student Organizations University of North Carolina at Charlotte (704) 687-7132 jrowles1@uncc.edu

2. Overview General Statement General Statement Training Methods/Resources Training Methods/Resources Website Website Student Organizations Handbook Student Organizations Handbook Workshop Series Workshop Series Advisor Training Workshop Advisor Training Workshop Other Methods for Supporting Advisors Other Methods for Supporting Advisors SNAPS SNAPS Advisor Appreciation Breakfast Advisor Appreciation Breakfast Discount Card Discount Card Excellence Awards Excellence Awards Coming Soon- Online Advisor Community Coming Soon- Online Advisor Community Evaluation and Assessment Evaluation and Assessment

3. General Statement Each student group is required to have a faculty/staff advisor Each student group is required to have a faculty/staff advisor May have up to two listed on the registration form May have up to two listed on the registration form Advisor Confirmation Process Advisor Confirmation Process Additionally, may have up to two “Affiliate Advisors” Additionally, may have up to two “Affiliate Advisors” Non-faculty/staff member that is seen as an additional resource for student groups (ie alum, professional in the community, religious leader) Non-faculty/staff member that is seen as an additional resource for student groups (ie alum, professional in the community, religious leader) All advisors have the same responsibilities and roles in the eyes of the University All advisors have the same responsibilities and roles in the eyes of the University Currently researching new software which will dramatically change the way we work with student organizations and the advisors Currently researching new software which will dramatically change the way we work with student organizations and the advisors

4. TRAINING METHODS/RESOURCES

5. Student Organizations Website http://studentorgs.uncc.edu/advisor-information

6. Student Organizations Handbook http://studentorgs.uncc.edu/handbook http://studentorgs.uncc.edu/handbook http://studentorgs.uncc.edu/handbook Highlights: General Advisor Information Affiliate Advisor Information Advisor Liability Considerations Advisor Responsibilities Updated and distributed annually

7. Workshop Series Workshops are offered throughout the year on various topics Workshops are offered throughout the year on various topics Student organization officers, members and advisors are invited to attend Student organization officers, members and advisors are invited to attend Examples include: officer transition, fundraising, event planning, grant writing, running effective meetings, conflict resolution, etc. Examples include: officer transition, fundraising, event planning, grant writing, running effective meetings, conflict resolution, etc. http://studentorgs.uncc.edu/workshops http://studentorgs.uncc.edu/workshops http://studentorgs.uncc.edu/workshops

8. Advisor Training Workshops Offered once/month Offered once/month Approximately two hours in length Approximately two hours in length Various days of the week/times Various days of the week/times Not mandatory but strongly encouraged Not mandatory but strongly encouraged Intended to be an overview Intended to be an overview Evaluations are always positive Evaluations are always positive According to advisors it is time well spent According to advisors it is time well spent

9. Sample Workshop ADVISOR TRAINING 101

10. TODAY’S AGENDA Role of an Advisor Role of an Advisor Maintaining a Student Organization Maintaining a Student Organization Financial Considerations Financial Considerations Legal Issues and Liability Legal Issues and Liability Communication Communication Questions and Answers Questions and Answers

11. THE ROLE OF AN ADVISOR

12. What is an Advisor? A person who gives advice or makes a recommendation as to a decision or course of action. This is the most practical application of the term. In a University setting this definition is expanded to often include a ROLE MODEL, TEACHER, CONFIDANT, RESOURCE PERSON, and more.

13. The Common Ground Shared by Advisors Includes: Not having decision making authority. Not having decision making authority. Not having control over the selection of members. Not having control over the selection of members. Rewards are generally intrinsic in nature and depend upon the accomplishments and personal growth of the group. Rewards are generally intrinsic in nature and depend upon the accomplishments and personal growth of the group. Keep personal opinions removed when advising the group – including only when appropriate. Keep personal opinions removed when advising the group – including only when appropriate. Non-voting members of the group. Non-voting members of the group. Can be assigned to the group by a third party. Can be assigned to the group by a third party.

14. The Role of an Advisor… Will vary from student organization to student organization. Will vary from student organization to student organization. Is dependent upon the nature of the personalities involved. Is dependent upon the nature of the personalities involved. Is not parental. Is not parental. Is to establish a good working relationship with the group based on respect and genuine care. Is to establish a good working relationship with the group based on respect and genuine care. Appropriate intervention, sound guidance, and an objective perspective are all ingredients for good advising. Appropriate intervention, sound guidance, and an objective perspective are all ingredients for good advising.

15. Functions of Being an Effective Advisor Teaching and Coaching Teaching and Coaching Consultation Consultation Providing Continuity Providing Continuity Informal Counseling Informal Counseling Visibility Visibility Motivation and Recognition Motivation and Recognition Conflict Resolution Conflict Resolution Succession Planning Succession Planning

16. Guidelines for Effective Advising Be an educator and challenger. Be an educator and challenger. Know or help develop the goals of the group. Know or help develop the goals of the group. Know the members of the organization and their needs. Know the members of the organization and their needs. Be sincerely committed to the organization. Be sincerely committed to the organization. Be available and approachable to the members. Be available and approachable to the members. Provide appropriate feedback. Provide appropriate feedback. Guide the group to success - share in their success and failures. Guide the group to success - share in their success and failures. Be open to learning yourself. Be open to learning yourself. Know resources available to you and your group. Know resources available to you and your group. Have FUN! Have FUN!

17. Advising Style No “RIGHT” way No “RIGHT” way Utilize own LEADERSHIP style Utilize own LEADERSHIP style Be AVAILABLE and ACCESSIBLE Be AVAILABLE and ACCESSIBLE Maintain a concern for the organization’s PURPOSE and GOALS Maintain a concern for the organization’s PURPOSE and GOALS MODEL appropriate behavior and attitude MODEL appropriate behavior and attitude

18. Benefits to Advising Satisfaction in seeing the student organization become successful and the students develop self-confidence. Satisfaction in seeing the student organization become successful and the students develop self-confidence. Ability to make a difference in students’ lives. Ability to make a difference in students’ lives. Ability to learn from students and being involved on campus. Ability to learn from students and being involved on campus. Ability to see students implement what has been learned in the classroom. Ability to see students implement what has been learned in the classroom. Ability to share knowledge with others. Ability to share knowledge with others. Ability to network with colleagues involved as advisors in similar organizations. Ability to network with colleagues involved as advisors in similar organizations. Satisfaction in seeing that student organizations build character, trust, and responsibility. Satisfaction in seeing that student organizations build character, trust, and responsibility.

19. Affiliated Advisors In addition to a faculty/staff advisor groups may have an off-campus person as an advisor as well In addition to a faculty/staff advisor groups may have an off-campus person as an advisor as well Same benefits and responsibilities as Same benefits and responsibilities as faculty/staff advisor Registration form in OSA office or online at http://studentorgs.uncc.edu/advisor-information Registration form in OSA office or online at http://studentorgs.uncc.edu/advisor-information http://studentorgs.uncc.edu/advisor-information *Involves forms and a background check

20. Advising Do’s and Don’ts Let’s Brainstorm…

21. MAINTAINING A STUDENT ORGANIZATION

22. Relationship with the Student Government Association (SGA) Relationship with the Student Government Association (SGA) Act for Registration Act for Registration Registration - Second Friday of September (annually) Registration - Second Friday of September (annually) Deadline was Sept 10 th - groups can still re-register Deadline was Sept 10 th - groups can still re-register Register online – update as needed Register online – update as needed Information on form is what is listed publicly Information on form is what is listed publicly Eight (8) members who are current students Eight (8) members who are current students At least three officers who are students in good standing At least three officers who are students in good standing Membership - 51 percent UNC Charlotte students Membership - 51 percent UNC Charlotte students Constitution/By-Laws; Non-discrimination Clause, UNC policy statement and other new additions Constitution/By-Laws; Non-discrimination Clause, UNC policy statement and other new additions UNC Charlotte Faculty/Staff member with uncc.edu email address UNC Charlotte Faculty/Staff member with uncc.edu email address At least three meetings each semester At least three meetings each semester Existing Organization - Three (3) events/programs Existing Organization - Three (3) events/programs

23. Registered Student Organization Benefits Registered Student Organization Benefits Use of University Name/Logos Use of University Name/Logos Ability to Reserve Space Ability to Reserve Space E-Mail Account, Listserv and Web Page Space- all FREE! E-Mail Account, Listserv and Web Page Space- all FREE! Organizational Mailbox in Student Government and Organizations Complex (SGOC) Organizational Mailbox in Student Government and Organizations Complex (SGOC) Use of the Student Organization Resource Center (SORC) Use of the Student Organization Resource Center (SORC) Organizational Trainings, Workshops, Storage, and Resource Assistance from the Office of Student Activities Organizational Trainings, Workshops, Storage, and Resource Assistance from the Office of Student Activities Student Activity Fee Funding Student Activity Fee Funding

24. Compliance with the Code of Student Responsibility Compliance with the Code of Student Responsibility University Hazing Policy (#83) University Hazing Policy (#83) Logos and Trademarks Logos and Trademarks Use requires Auxiliary Services Department permission – 704-687-2413 Use requires Auxiliary Services Department permission – 704-687-2413 DVD/Video Copyright Law Guidelines DVD/Video Copyright Law Guidelines Posting and Bulletin Boards Posting and Bulletin Boards Student Union/Cone University Center/SAC Student Union/Cone University Center/SAC Residence Halls Residence Halls Anywhere else on campus Anywhere else on campus Chalking on campus Chalking on campus

25. FINANCIAL CONSIDERATIONS

26. Student Activity Fees Student Activity Fees Three ways to request funding: Three ways to request funding: Operational Grant-$400/Spring or $200/Fall or later Operational Grant-$400/Spring or $200/Fall or later Event Grants- *Must be open to entire campus Event Grants- *Must be open to entire campus On-Campus- $3000/event- unlimited # of events On-Campus- $3000/event- unlimited # of events Off-Campus- $700/event- unlimited # of events Off-Campus- $700/event- unlimited # of events Travel Grant- $1000/year Travel Grant- $1000/year Different funding for graduate group and sports clubs Different funding for graduate group and sports clubs Budget workshops offered throughout the year Budget workshops offered throughout the year SAFC Financial Workshops have been available online since August 2006- must complete this before a group can spend any money SAFC Financial Workshops have been available online since August 2006- must complete this before a group can spend any money All expenditures begin and end with the SGA Administrative Assistant All expenditures begin and end with the SGA Administrative Assistant Quincey Hinson, SGA Administrative Assistant Quincey Hinson, SGA Administrative Assistant 704-687-4606, qhinson@uncc.edu 704-687-4606, qhinson@uncc.edu

27. Required Signatures- (FYI) Required Signatures- (FYI) Organization Rep- (STU ORG TREAS)_________________ Divisional Rep- (SGA TREAS)_________________________ Advisor- (STU ORGS OFFICE STAFF)__________________ SAFC Business Manager____________________________ This stamp MUST be on every expenditure in order to use your on- campus account! Budget Information Budget Information http://studentorgs.uncc.edu/funding-and-grants http://studentorgs.uncc.edu/funding-and-grants http://studentorgs.uncc.edu/funding-and-grants Follow the timeline outlined on this page for submitting grant applications Follow the timeline outlined on this page for submitting grant applications http://safc.uncc.edu http://safc.uncc.edu http://safc.uncc.edu

28. Donations Donations Office of Development – 704-687-2271 Office of Development – 704-687-2271 Fundraising/Revenue Generating Events Fundraising/Revenue Generating Events SAFC Funds as “seed” money SAFC Funds as “seed” money Raffles Raffles Other ideas/concerns Other ideas/concerns Co-Sponsorship Co-Sponsorship Written Agreement Written Agreement

29. Membership Dues Membership Dues Off-Campus Checking Accounts Off-Campus Checking Accounts University has no knowledge or oversight of these University has no knowledge or oversight of these Tax Identification Number v. Tax Exempt Number Tax Identification Number v. Tax Exempt Number Contact IRS – www.irs.gov or 800-829-4933 Contact IRS – www.irs.gov or 800-829-4933www.irs.gov Agency Accounts- New optional on-campus “savings” account Agency Accounts- New optional on-campus “savings” account Entertainment Services – Contracts Entertainment Services – Contracts Routing process and signatures Routing process and signatures PLAN AHEAD! PLAN AHEAD!

30. Legal Issues and Liability

31. Student Organizations relationship with University Student Organizations relationship with University Anticipate risks that may arise out of any decision or situation. Anticipate risks that may arise out of any decision or situation. Utilize common sense and be prepared. Utilize common sense and be prepared. Know relevant University policies and procedures. Know relevant University policies and procedures. Avoid supporting events/meetings where alcohol is involved. Avoid supporting events/meetings where alcohol is involved. Never enter in to a contractual agreement with a vendor or third party. Never enter in to a contractual agreement with a vendor or third party. Keep Family Education Rights and Privacy Act (FERPA) in mind. Keep Family Education Rights and Privacy Act (FERPA) in mind.

32. Communication

33. Student Information Student Information Mailboxes in Student Government and Organizations Complex Mailboxes in Student Government and Organizations Complex E-mail Newsletter (Contact Person) E-mail Newsletter (Contact Person) Advisor Information Advisor Information E-mail (Important Items) E-mail (Important Items) Intercampus Mail Intercampus Mail Student Organizations Handbook Student Organizations Handbook Student Organizations Website Student Organizations Website http://studentorgs.uncc.edu http://studentorgs.uncc.edu http://studentorgs.uncc.edu Change of Officer/Advisor Form- online Change of Officer/Advisor Form- online

34. THANK YOU FOR ADVISING!

35. Questions and Answers Student Organizations Team Judith M. Rowles, Assistant Director of Student Activities for Student Organizations Judith M. Rowles, Assistant Director of Student Activities for Student Organizations 704-687-7132 or jrowles1@uncc.edu 704-687-7132 or jrowles1@uncc.edujrowles1@uncc.edu Student Union, 212E, SCOC Student Union, 212E, SCOC James Contratto, Assistant Director of Student Activities for Weekend Programming and Student Organizations James Contratto, Assistant Director of Student Activities for Weekend Programming and Student Organizations 704-687-7130 or jcontrat@uncc.edu 704-687-7130 or jcontrat@uncc.edujcontrat@uncc.edu Student Union, 212K, SGOC Student Union, 212K, SGOC Joanne Kendrach, Administrative Assistant for Student Organizations and Niners on the Weekend (NOW) Joanne Kendrach, Administrative Assistant for Student Organizations and Niners on the Weekend (NOW) 704-687-7176 or jkendrac@uncc.edu 704-687-7176 or jkendrac@uncc.edujkendrac@uncc.edu Student Union, 212C, SGOC Student Union, 212C, SGOC Student Organization Programming Assistants Student Organization Programming Assistants studentorgs@uncc.edu studentorgs@uncc.edu studentorgs@uncc.edu Student Union, 212C, SGOC Student Union, 212C, SGOC http://studentorgs.uncc.edu http://studentorgs.uncc.edu http://studentorgs.uncc.edu Student Organizations Handbook Student Organizations Handbook http://studentorgs.uncc.edu/handbook http://studentorgs.uncc.edu/handbook http://studentorgs.uncc.edu/handbook

36. Questions and Answers Student Activities Main Line – 704-687-7122 Student Activities Main Line – 704-687-7122 Dean of Students Office – 704-687-2376 Dean of Students Office – 704-687-2376 Reservations and Event Planning Office – 704-687-7872 Reservations and Event Planning Office – 704-687-7872 Information Technology Services – 704-687-3100 Information Technology Services – 704-687-3100 SGA Administrative Assistant- 704-687-7166 SGA Administrative Assistant- 704-687-7166 (* All expenditures start and end with Quincey Hinson) (* All expenditures start and end with Quincey Hinson) Housing and Residence Life – 704-687-2585 Housing and Residence Life – 704-687-2585 SAFC Business Manager – 704-687-7255 SAFC Business Manager – 704-687-7255

37. Other Methods for Supporting Advisors

38. Students Noticing Advisor Participation and Support (SNAPS) Year-round program for recognizing student organization advisors Year-round program for recognizing student organization advisors Quick and easy! Quick and easy! Publicly recognized at the end-of-the-year banquet Publicly recognized at the end-of-the-year banquet http://studentorgs.uncc.edu/snaps http://studentorgs.uncc.edu/snaps http://studentorgs.uncc.edu/snaps

39. Advisor Appreciation Breakfast Surveys indicated this was the best time to reach faculty Surveys indicated this was the best time to reach faculty Held once a year Held once a year “Open House” format/No formal program “Open House” format/No formal program One-on-one time with Student Activities staff and the advisors One-on-one time with Student Activities staff and the advisors Funded through fundraised monies Funded through fundraised monies

40. Discount Card Partnership with our Partnership with our campus food vendor campus food vendor (Chartwells) (Chartwells) Annual program Annual program Distributed at the Advisor Appreciation Breakfast Distributed at the Advisor Appreciation Breakfast Hoping to expand the program with other Hoping to expand the program with other departments/providers on campus (i.e. departments/providers on campus (i.e. Parking and Transportation) Parking and Transportation)

41. Excellence Awards Annual end-of-the-year banquet hosted by the Student Organizations office Annual end-of-the-year banquet hosted by the Student Organizations office Two categories specifically for advisors Two categories specifically for advisors New Advisor New Advisor One-two years experience One-two years experience Lifetime Achievement for Student Organization Advising Lifetime Achievement for Student Organization Advising Three or more years experience Three or more years experience http://studentorgs.uncc.edu/awards http://studentorgs.uncc.edu/awards http://studentorgs.uncc.edu/awards

42. COMING SOON- Online Advisor Community Working to create an interactive “blog” for advisors Working to create an interactive “blog” for advisors Looking for the same abilities as our Student Organizations Advisors Community of Practice Looking for the same abilities as our Student Organizations Advisors Community of Practice File sharing File sharing Forum Forum Announcements Announcements *The community really starts through the face-to- face interaction at the Advisor Training workshops. *The community really starts through the face-to- face interaction at the Advisor Training workshops.

43. Evaluation and Assessment Survey Survey Completed by student organization presidents and advisors every-other year Completed by student organization presidents and advisors every-other year Focus Group/Town Hall Meeting Focus Group/Town Hall Meeting Done on the years in between the survey Done on the years in between the survey An opportunity for student organization leaders and advisors to come and voice concerns, make suggestions and ask questions An opportunity for student organization leaders and advisors to come and voice concerns, make suggestions and ask questions Facilitated by the Student Organizations staff Facilitated by the Student Organizations staff Evaluation Forms Evaluation Forms Formal evaluation forms are completed after each program and workshop Formal evaluation forms are completed after each program and workshop