Advisor Information

It is an honor to be asked by a student organization to serve as the faculty/staff advisor. It signals the students' respect and trust for you. They view you as someone who is willing to spend time with them and the organization. East Tennessee State University, especially the Student Organization Resource Center (SORC), appreciates the time, effort, and support you give by accepting the responsibility of becoming a faculty advisor.

Each group has its own specific needs and expectations for its advisor, but these may change from year to year. While it is not possible to establish a single model to serve as a standard for all groups at all times, there are some general ideas which would apply to almost every advisory role.

Before a faculty or staff member agrees to become an advisor, he/she should have some basic knowledge of the purposes and structure of the group to be advised. This can be done through a review of the group's constitution, attendance at an organizational meeting, and discussion with the group's officers prior to accepting the role of faculty advisor.

One important role for an advisor is to act as a resource to the organization. The advisor brings personal experience and expertise to a student organization. This can be crucial to the success of the group. In addition, an advisor generally has had experience with the university system and can often provide significant directions to students in ways of getting things done within the university setting.

Another positive influence a faculty advisor can have is to provide information and support for the members' continued academic success at the university. Improving academic standards is a common goal for many student organizations.

One of the most frequently asked questions about advising student groups concerns the legal liability of the advisor. In general, an advisor accepts the position of faculty advisor to a student group as part of their job with the university. The advisor should probably not be held personally liable for mistakes as long as there is no negligence involved in the performance of the advisor's function. The use of common sense is one's best guide to determine what needs to be done. In the event that an activity is potentially dangerous, the advisor who utilized appropriate techniques to insure the safety of the participants will not usually be judged liable should a participant become injured.

Alcohol is another issue about which all advisors should be aware. ETSU is a dry campus. However, student groups do sponsor parties off campus with alcohol. The legal liability of the "host" who serves alcohol in the State of Tennessee has not been fully determined by the courts. The judiciary in other states has held that the host (sponsoring group) of the party can be held liable for the actions of an individual at the party who drives while intoxicated. It is in everyone's best interest for you to convey this information to the members of a student group considering such a party and to weigh the risks appropriately. Please read the Spectrum for more specific details about alcohol at student group functions.

Travel is another liability issue of concern to faculty advisors. Be sure to complete ETSU travel request forms to cover the time you will be gone. Use of commercial transportation is the safest way to travel. If the students plan to use a university vehicle, you should know that a graduate student employee, faculty, or staff member must drive the university vehicle. Work Study students are no longer allowed to drive university vehicles. If the students drive one of their cars or you take them in yours, insurance policies should be checked to be sure the policy will cover such use and to see that the amount of coverage is sufficient for the trip and number of passengers involved. As part of your job and role as a faculty/staff member at ETSU, the University covers this as any other part of your job. Any precautions you would take in planning your family's vacation, you should also take in helping the students plan their trip. The SORC and Student Affairs staff are more than willing to assist you in questions regarding liability and student organizations.

Modes of Advising

The mode of advising a student group will be largely determined by two factors: (1) the needs of the group and (2) the personality of the advisor. If a group does not have experienced leadership, an advisor may need to be highly directive. As student leadership develops, the advisor may adopt a less directive mode with students handling greater responsibility. This condition will vary greatly among groups and also with a group over a period of time. The advisor should be perceptive to the different needs and expectations of the group in determining a specific mode of advising.

To insure an opportunity for input from the faculty advisor, some organizations reserve a few minutes at the close of their meetings for the advisor to speak. The advisor may or may not wish to make suggestions to the members and officers. The range of topics which would be relevant to such occasions is quite broad; a verbal pat-on-the-back, remarks of evaluation, inspirational comments, even a few pertinent jokes. The "Advisor's Corner" provides an opportunity for closer contact with the group.

Some ways to assess the appropriate advisement style needed for your organization:

1. Establish a regular working relationship with group leaders.
2. Clarify leader and group perceptions of advisor involvement.
3. Observe officer leadership style.
4. Determine clarity of current and long-term group objectives.
5. Assess leader and group member willingness to take responsibility and follow through with tasks.
Determine consistency of leader perceptions with membership needs and expectations.

Responsibilities of the Advisor

It is more than just an honor to be a faculty advisor at ETSU. There are certain requirements a faculty or staff member must meet and follow.

1. Once you accept the position of faculty advisor, you will fill out the Advisor Agreement Form notifying the Student Organization Resource Center of your acceptance. The Tennessee Board of Regents requires all student groups to have a faculty advisor. Your role is vital to the success of a student organization. Should you decide to resign your position as a faculty advisor, please notify SORC as soon as possible so that a replacement can be found and the group does not lose its registration as an ETSU student organization.

2. Insure organizational compliance with ETSU policies and procedures applicable to student organizations.

3. Insure organizational compliance with Federal, State and local laws.

4. Assist the officers in handling the organization's funds and the maintenance of financial records. Expenditures should be made with the knowledge of the advisor. The advisor's signature is needed for agency account funds, 606 applications, requisitions, purchase orders, travel requests, and money-maker request forms. Therefore, it is incumbent upon the advisor to be very knowledgeable about the student group's finances. It is often through the development of an organization's budget and the subsequent implementation of the budgeted programs that an advisor can be of great assistance in the development of a group's programs.

5. Play an active role in helping the students set up a meaningful program that is consistent with the organization's purpose and with the aims and objectives of ETSU.

6. The advisor must be willing and able to devote time and energy to the student group. This is not to say that an advisor must attend every meeting or activity of the group, however, he or she should maintain a continuing contact with the officers of the organization. The officers of the organization and staff in the Student Organization Resource Center have a responsibility to keep you informed. You should ask the officers to set regular meetings with you. The Student Organization Resource Center staff sends a newsletter called the "Student Life Lines" to keep you informed of programs, events, announcements, and policies affecting organizations. If you are not receiving this, please contact our office.

7. Help organization officers formulate and administer their meetings and/or activities.

8. Be aware of and involved in the planning of organizations' official social functions, whether on or off campus.

9. Encourage the development of initiative, accountability, responsibility and leadership in the student members.

10. Be a resource person for the group.

11. Serve as a liaison between ETSU Administration and the organization, interpreting, if necessary, policy and philosophy.

12. Serve as a liaison between the Student Organization Resource Center and the organization insuring that mail and other pertinent campus information is relayed to the officers.

We recommend that a faculty or staff member should be the official, registered advisor of no more than 3 student organizations per academic year.

Assistance for Advisors

The Student Organization Resource Center is here to assist the faculty advisors as well as the members and officers of the group. This website will provide you with additional information, services, and advice pertaining to student groups. If you have questions or need assistance, please do not hesitate to call on our staff. We are here to help you. The Student Organization Resource Centers is located on the lower level of the D. P. Culp University Center.

Recognition for Advisors

The Student Organization Resource Center annually recognizes the advisors of all registered Student Organizations at the Summit Awards Reception in April.