Each registered organization is required to have an advisor who is a member of the faculty or professional staff of the University of Wisconsin-Platteville. (The Assistant Chancellor for Student Affairs may grant exceptions.) Organizations may have more than one advisor. The choice of advisor(s) is the decision of each organization. However, in some cases, departments may wish to make recommendations on the basis of teaching loads and academic advising responsibilities of the faculty or staff member(s) considered.
It is helpful when selecting an advisor for an organization to determine what role the advisor is to assume within the group. Officers and members should first identify their expectations of the advisor. Next, officers should solicit recommendations from their membership, or if the persons you have contacted have declined the advisor position, consider the following:
If your group is:
When approaching a person to serve as advisor for your organization, discuss expectations of the advisor and specific responsibilities associated with your group; at the same time, offer him/her an opportunity to express their own expectations. A clear understanding of roles and responsibilities is essential for a good working relationship between you and your advisor!
CONSULTATION. The advisor should expect that he or she would be consulted regularly by the officers concerning their plans for group activities or programs. He or she should know what projects or events are being planned and should offer his/her ideas and suggestions freely but should be careful not to dominate program planning.
PROVIDING CONTINUITY. Providing continuity is a very important responsibility. The turnover of officers and members in a student organization is continual and often the only link with even the immediate past is the advisor. The advisor can orient new officers and members to this history and help them build on it.
INTERPRETATION OF POLICY. As a representative of the university administration to the organization, the advisor is constantly in the position of interpreting the institution's policies and regulation pertaining to student organizations. He or she should, therefore, see that his/her group and its officers know what the policies are, why they exist, and the channels to be followed to obtain exceptions to or revisions of these policies.
FINANCIAL SUPERVISION. While each organization should elect its own treasurer, the advisor will probably need to spend some time in supervising the financial records and the treasurer's work. He or she may find it necessary to teach the treasurer the elements of simple bookkeeping and the intricacies of the organization's record system.
The advisor should be aware of the nature, extent, and pattern of the group's expenditures and income and introduce corrective measures when necessary. Particular attention should be paid to the accounts receivable, the current balance, and the prompt payment of bills.
ORGANIZATION MEETINGS. The advisor should attend all regular and special meetings of the organization in order to keep him/herself informed. Also, the advisor should be available for consultation or to introduce ideas and suggestions.
ORGANIZATIONAL RECORDS. The advisor should see that at least the treasurer and secretary maintain adequate records and minutes of the group's activities and that the files and records of the organization are located in a central, easily accessible area.
Because committee reports and other group records are an important part of the organization's history as well as containing information of value to future officers, they should be protected from loss.
SOCIAL ACTIVITIES. The advisor need not attend all group social functions if held frequently, but please attend whenever possible. By participating, the advisor can help set the social tone of the occasion, be available to deal with problems and demonstrate his/her continuing interest in the organization's activities.
ADVISOR MEETINGS. Student organization advisors are required to attend two meetings, the advisor informational meeting and the advisor risk management meeting.
The advisor is the most helpful when they are in the background of the action. It is important that the advisor helps to provide a safe and comfortable environment. Listen to what is being said before giving your input. Show both sides of the situation. Sometimes playing devil's advocate helps to shed light on the subject. Assist with goal setting.
The relationship of the advisor to the group will vary according to the needs of the organization. The advisor has three major concerns:
Serve as a resource for his/her area of competence as well as be a source of information for other resources and ideas.
Should expect that officers and members of the organization will consult him regularly. The advisor should be aware of programs or activities planned by the group and offer suggestions and ideas freely without dominating the planning.
Organization membership varies from year to year, so the advisor may be the only continuing link from past to present. The advisor can orient the group in order to learn from past mistakes and successes.
Attendance is recommended to as many meetings and events as possible for support.
Assist in setting realistic goals and objectives each academic year.
The advisor should encourage each individual to participate in the group in order to promote educational and personal development.
Group members may need guidance as they try to decide how much they should participate in activities. The advisor should assist the individuals in balancing between the academic and extra curricular aspects of student life.
The advisor works with the individual members to help them understand the importance of their role in relation to the group goals.
Advisors should work with students, not as directors, but as guides for the group in accordance with the purposes and educational objectives of the University.
The advisor should be aware of the organization's financial status and encourage the group to maintain accurate and efficient financial records.
The advisor is a representative of the University, and as such, should advise the group to uphold laws as well as university policies and procedures.
Faculty and staff advisors who have been appointed as such as provided liability protection for their actions when acting within the scope of their employment or agency. Ideally, the appointment should be included as part of an employee's written position description, or at the minimum, the appointment should be in writing. Faculty and staff advisors should be active when working and advising student organizations. They should take responsibility for questioning activities of a student organization and voice disagreement if they see a problem with a proposed event. These actions are within their scope of employment. They must feel comfortable when questioning a student activity as that event or activity may have an impact on the university's liability coverage.
An advisor is a member of the UWP faculty, academic staff, or has been approved by the Assistant Chancellor for Student Affairs. Every student organization must have an advisor to be registered by the University.
Advisors are important to organizations in many ways. They should:
The advisor and the student organization should have an open, honest relationship. There should be opportunity to share ideas, receive feedback and build trust.
The relationship:
Mistakes happen. Accept, discuss, and learn from them — and then move on!
Needs and expectations can change — talk about it. Negotiate comfortable roles for everyone.
The advisor should help the group develop goals and strategies to accomplish them.
Be human — ask questions, make mistakes, agree to disagree, be polite.
Be responsible — follow through on commitments.
(Many Faculty Advisors are not themselves Greek.)
If you are interested in serving as a Faculty Advisor, contact: The Office of Greek Affairs, Pioneer Involvement Center, 342-1075