Student Organization Advisors
Student Learning Outcomes
Registered Student Organizations (RSO)
College is a time of learning: learning about oneself, learning about the ideas of others, learning about career opportunities, learning technical skills, learning to relate with others, learning to make responsible decisions, learning to function effectively in a new environment, learning to ask significant questions, and learning to seek significant answers. All of these are part of the college experience.
Coupled with the need for those skills, however, is the need to develop other skills which may not be taught directly in the classroom, such as budgeting, interpersonal relations, delegation, motivation, hands-on problem-solving techniques, long-range planning, program evaluation, personal evaluation, etc. The effective development of these other skill areas can be just as important to your eventual career success as the skills you learn in the classroom.
Participating in student organizations while in college is an excellent way to gain experience in these other skill areas while, at the same time, meeting new friends and having a good time. Angelo State University fully supports the student organization program and encourages students to take full advantage of the opportunities offered therein.
Student Learning Outcomes
Students who engage in Student Organizations’ program, activities, and services provided by Multicultural & Student Activities Programs will be able to:
- Choose opportunities to expand their interests and be part of an organization for involvement that enables them to collaborate with others across communities at ASU and beyond. (Interpersonal Competence)
- Develop professional and leadership skills by actively helping their organization be successful (such as empathy for others, budget management, event planning, conflict resolution, and team building) that can be transferred to their professional goals and careers after ASU. (Cognitive and Practical Skills)
Examples of programs, activities, and services:
- Risk Management Training
- SOLF Process Training & Assistance
- Fall Fest
- President’s Roundtable Luncheon
It is important for everyone to know and understand the organization’s mission. Encourage your students to review their mission often, particularly as they plan programs or other activities throughout the year.
Creating a Positive Image
Your organization identity is a direct reflection of your mission. Having a positive identity provides opportunities for your organization to grow and succeed. It can help you increase your membership and can allow more organization growth in the form of networking, mentoring, or funding opportunities.
Items to think about
What is your organization?
Who are your members?
Are there any commonalities among your members?
How diverse is your group?
What is your organizations’ vision?
If you had to give a one-sentence description of your organization, what would it be?
What is your mission?
How do you accomplish your mission?
Why does your organization exist?
What can people learn from your activities or programs?
What do they do at your programs?
FLSA Statement/Advisor Role
Eligibility: A Registered student organization advisor is a full-time, exempt faculty or staff member that assists in supporting the co-curricular learning environment through mentoring and role modeling for student organization leaders and members. For more information on full-time, exempt qualifications of an advisor, please visit the FLSA webpage on the Human Resources website. For more information on an Advisor’s role and responsibilities, please visit the Student Handbook, Section M, subsection 8.
As an advisor, you should:
- Attend advisor meetings hosted by Multicultural & Student Activities Programs
- Communicate with the Multicultural & Student Activities Programs
- Advise the organization and their officers on issues when they arise
- Communicate with other advisors
- Be informed about current RSO events
- Understand the goals, mission, policies, and procedures of the RSO and the University
- Provide guidance
- Assist in formulating short-term and long-term goals
- Provide feedback for areas of improvement
- Provide conflict/resolution assistance
- Serve as a mentor
- Set expectations with the officers
- Meet with the officers regarding policies and procedures before signing documentation
- Have an clear understanding of the organization’s needs, strengths, and weaknesses
Advisor’s Role in Officer Transitions
With outgoing officers…
- Ask officers to evaluate your advisor/officer relationship. What was most helpful to them? What else could be done to make the relationship more effective?
- Request officers to provide you with samples of their paperwork. That way, if a new officer has a question about how to fill it out, you will have an example.
- If the outgoing officers are leading transition training, determine together how you will be involved. Facilitate part of the training if possible.
With incoming officers…
- Think about which officers you have interacted with over the past years. What have they needed help with? Make sure you meet with the new leaders in those positions- they will likely be needing your assistance.
- Share your expectations of one another- new officers may want to work with you differently than the previous officers. That is ok! Work together to develop a plan for your partnership.
- Be respectful of outgoing leaders- even if they made mistakes. The incoming officer needs to know that you will be supportive of them when they struggle.
- Allow the new officers to create their own vision/goals. They may have different ideas from the previous exec board- allow them to be creative when possible, and to take ownership of their term as long as they take other RSO members into consideration.
- Most organizations have several advisors. Determine who is responsible for advising each officer.
Remember the little things…
- Do you have the new officers’ contact information? Do they have yours?
- What’s the next step? Are your first one-on-one meetings scheduled for the beginning of the semester? Will you be attending the first meetings?
- Be familiar with Angelo State University policies and procedures
- Assist executive officers with procedural matters
- Be knowledgeable about the organization’s constitution and bylaws
- Encourage students to take action and truly be involved in the success of the club
- Work with other student organization advisors on campus
- Develop clear expectations with officers and your role and their roles as leaders of the club
- Interact with your club members
- Work with executive officers individually as well as a team; help them set goals and their vision for the club
- Assist in officer transition and recruitment of members
- Be visible and supportive as much as your time permits
- Know when a student is spending too much time with organization responsibilities versus academic responsibilities
- Serve as a resource person
- Tell the group what to do or do the work of the executive team
- Be afraid to let the group try new ideas
- Forget to be objective
- Know it all; allow the students to make mistakes and learn from them
- Say, “I told you so.”
- Be the leader or “run” the meeting
- Allow members to dwindle away; encourage the executive team to delegate and trust the members around them
- Assume that they don’t need you or that everything is okay; check in with the Multicultural & Student Activities Programs if you have questions
- Forget that the group’s attitudes, needs and personalities may change from year to year
Advisor & Student Activity
Activity: The Role of the Advisor
Listed below are some expectations student leaders have of their advisor. This section is designed to help advisors and student officers arrive at a clear and mutually agreed upon role of the advisor in student organization affairs.
Directions: The advisor and each officer should respond to the following items, and meet to compare answers to come to an agreement. For items that are determined not to be the responsibility of the advisor, it would be valuable to clarify which officer will assume the responsibility.
For each of the following statements respond on a scale of 1-3 how important this function is:
- Essential for the advisor to do
- Helpful for the advisor to do
- Absolutely not the advisor’s role
The Advisor Is Expected To:
____1. Attend all general meetings.
____2. Attend all executive board meetings.
____3. Explain University policy when relevant to the discussion
____4. Reserve an appointment with the President before each meeting.
____5. Help the President prepare the agenda before each meeting.
____6. Serve as parliamentarian for the group.
____7. Speak up during discussion when s/he has relevant information.
____8. Speak up during discussion when s/he believes the group is making a poor decision.
____9. Be quiet during general meeting unless called upon.
___10. Exert his/her influence with officers between meetings.
___11. Take an active part in formulating the goals of the group.
___12. Initiate ideas for discussion when s/he believes they will help the group.
___13. Be one of the group except for voting and holding office.
___14. Attend all group activities.
___15. Require the treasurer to clear all expenditures with him/her before financial commitments re made and review the treasurer’s book monthly.
___16. Check all official correspondence before it is sent.
___17. Get a carbon copy of all official correspondence.
___18. Be custodian of all group equipment, records, etc. during the summer and between change-over of the officers.
___19. Inform the group of infractions of their bylaws, codes standing rules, and constitution.
___20. Keep the group aware of its stated objectives when planning events.
___21. Veto a decision when it violates a stated objective, the bylaws, codes, standing rules, constitution or University policy.
___22. Mediate interpersonal conflicts that arise.
___23. Let the group work out its problems including making mistakes and “doing it the hard way”.
___24. Take the initiative in creating teamwork and cooperation among the officers’ group.
___25. Represent the group in any conflicts with members of the University staff.
___26. Be familiar with the University facilities, services, and procedures which affect group activities.
___27. Recommend programs, speakers, etc.
___28. Take an active part in the orderly transition of responsibilities between old and new officers at the end of the year.
Programs & Planning
An Event Form is required for all events on or off campus. Please submit the form 14 days prior to the event. You are also able to request that the Multicultural & Student Activities office help promote your event by adding it to the ASU calendar and sharing your approved advertisement.
An Activity Release form should be signed for all events held on and off campus. This form can be found under Student Travel on the Travel webpage: http://www.angelo.edu/services/travel_office/
Event Planning 101
Can I make a reservation?
Any member of an active student organization can make a reservation for use of University space for that organization. Advisors will need to make reservation for any Academic space.
Where do I go?
To make a reservation for space on campus:
Visit the website https://www.angelo.edu/services/specialevents to place the reservation. If there is additional information or questions needed contact Special Events via email firstname.lastname@example.org or by phone at (325)942-2021. You can also visit their office located in room 200 of the Houston Harte University Center.
When do I need to request space?
We encourage departments and organizations to use space in University Center or other auxiliary space. Benefits to using these spaces are:
- Special Events Staff sets up space to your request.
- Space is opened for your use upon arrival.
- Special Events Staff accommodates technical needs (i.e. laptop, projector, etc.).
- Staff on hand for troubleshooting and if needs arise.
- Special Events Staff secures space after your meeting.
Reservations can be submitted for space in the Houston Harte University Center as soon as an event date is known, there’s not any limitation on how far in advance. Customers are recommended to request space as soon as possible, but at least 3 business days prior to the reservation date. As soon as you begin planning for a large event, you should communicate with Special Events.
Academic space requests need to be placed by the Advisor.
How long does it take and where do I get a confirmation?
Reservations are based on a first-come-first-serve basis. Requesting parties will receive a reply within 3 business days of submitting an online reservation request. For large events, all information should be submitted at least 2 weeks prior to your event. A confirmation is sent to the email address you provide on your request.
What if we want to have food?
Any catering needs must be filled with our contracted provider, Chartwells Catering Service. Please contact catering at (325) 942-2124 for any inquiries or questions. Ask about the Student Gathering Menu.
If you would like to request an exception please email email@example.com with your request and it will be routed appropriately. Please include these items in your request: location of event and if items are pre-packaged, homemade, donated (by whom), or purchased (with what funds).
What does this the cost?
Room Rental, labor, custodial and utilities: Registered student organizations do not have to pay for meetings that help further the purpose of which the organization exists. If the organization charges admission at the door or revenue is derived by advance ticket sales, subscriptions, contributions, sales, events partnered with an outside group, or events that occur outside of normal building operational hours fees may be added. Please note that registered student organization have the opportunity to submit a fee waiver request (https://www.angelo.edu/content/files/21882-facilities-fee-waiver). You are suggested to provide a few sentences that include the benefit to ASU and ASU students for hosting the event, as well as, where the proceeds will go.
Equipment Requests at Non-Auxiliary Locations Some equipment and tables are available for check out. Please contact Special Events at (325) 942-2021 for the appropriate request form. All audio/visual equipment (projectors, laptops, etc.) have staff assigned to them and fees will be assessed.
Food: The cost of catering varies by what you order. Chartwells has developed a new online system (asugathering.catertrax.com) where you place your catering orders with the click of a button. All pricing is available here. The catering staff at Chartwells are always available via phone (325) 942-2125, for any questions or concerns. They can even provide training at your convenience.
When/how do we pay for services?
Special Events charges will be invoiced after the conclusion of the event, through the Student Accounts Office, this will be sent to the mailing address that was provided when fees were assessed. Charges for catering services are billed separately. Chartwell staff will review with you how your account will be handled.
Registered Student Organizations can host mobile blood drives in the University Center parking lot (Please note that the mobile blood drive unit has an impact on traffic flow and therefore must have a confirmed reservation prior to coordinating with the blood drive company) or within an academic classroom (between the hours of 2:00 pm - 4:00 pm). To place a reservation request for the mobile blood drive, please firstname.lastname@example.org. Academic blood drives must be placed by a full-time faculty/staff advisor, as they are responsible for access to space, setup, and securing space after event, through the online request form at reservations.angelo.edu. All blood drive reservations require a solicitation request (https://www.angelo.edu/content/forms/383-solicitationsales-request?preview=1 ).
How to promote your upcoming event or organization?
There are 4 display cases within the University Center that are reserved on a first-come-first-serve basis for a one month time frame. Take advantage of these display cases to provide information about your upcoming event or how to gain membership.
Submit a request by email to David.Rosipal@angelo.edu, at least one week in advance of when the message is to appear on RamVision. Please include the following: message slide as a .pdf or PowerPoint slide, requested start date, requested end date and requester’s contact information.
Are allowed in the below locations. Please note they are prohibited on walls, doors, windows, tops of trashcans, etc. posting in these areas will result in flyers being removed without notification.
Within the University Center – provide 3 to the Special Events Office in the Houston Harte University Center room 200 for approval and posting. Approval is for a two week period.
Academic Buildings – may be posted on approved posting cork boards.
Housing and Residential Programs – please call (325) 942-2035 for specific rules/regulations.
Below are webpages you can visit to find user guides for making reservations. If anyone is interested in hands on training you can visit the Office of Special Events to meet with someone from the Reservations Team at your convenience.