ADVISOR RESOURCES


 

"Advisor" means a person who serves in an advisory capacity to a student organization to provide guidance to the organization and its members; is older than 21 years of age; and is not a student of the postsecondary educational institution at which the student organization is registered. FKC (LEGAL)
 



Student
Development

Student Organization
Conduct

Conflict
Management

Advisor Expectations

To obtain written approval from their supervisors prior to organization recognition.

To complete mandatory training.
By law, House Bill 2639 requires Collin advisors and officers of student organizations to complete a mandatory training. Failure to complete the training shall result in the organization being denied recognition.

To guide the leadership of the organization and to serve as a mentor.
To assist the leadership in planning and implementing meetings, events, and activities.

To have knowledge of and approve all organizational activities and expenditures.
Ensure that plans for any activity conform to college policies and procedures. Approval should be based on the feasibility of the event. Organization advisors should not mandate events. 

To travel when required: attend all organizational off-campus functions.
In the case that the advisor cannot travel, they are responsible for making alternative arrangements. At least one (1) advisor is required per every 10 students to accompany activities that involve travel, unless Student Life and Collin Administration approve other arrangements prior to the event.

To discourage students from undertaking projects that will consume an undue amount of their time.
Scholarship standards, academic workloads, and the health and wellness of students should take precedence over any student activity.

To be a primary advisor to one student organization at a time.
An advisor may maintain a secondary advisor role in multiple student organizations simultaneously.

To maintain continuity and longevity of student organization.
Serve as the responsible party for student organization documentation, generic student organization email account, membership rosters, training materials, etc.


Student Organization Advisor Checklist

COMPLETE THE ADVISOR TRAINING FORMS AND SUPERVISOR APPROVAL AGREEMENT
Once the faculty or staff member agrees to serve as a Student Organization advisor, that faculty/staff member should obtain written permission of their supervisor and complete advisor training on OrgSync.

REVIEW THE ADVISOR RESOURCES SECTION OF THE SOPM
Become familiar with the Advisor portion of the Student Organization Procedures Manual. This will serve as a guide in providing appropriate support for the organization you advise.

JOIN YOUR ORGANIZATION’S ORGSYNC PORTAL
In order to ensure longevity within the organization, it is important the each advisor is an administrator of their organization’s OrgSync portal. You are not expected to maintain the organization’s OrgSync account, but rather help in the process of transitioning new officers into administrators. Ask a current leader in the organization to give you Administrator access.

ENSURE YOU ARE FAMILIAR WITH THE ORGANIZATION’S FUNDS
An organization may have an Agency fund account at Collin College.  If so, a monthly report of the organization's balance is uploaded to the organization's "Files" tool on OrgSync.  If the student organization has been allocated funding from the Student Activity Fee Advisory Committee (SAFAC), you can communicate with the organization officers to discuss the amount that was awarded. You are welcome to review the budgets and funding information on the Student Organization Procedures Manual 
to become acquainted with the funding and spending process. 

DISCUSS YOUR ROLE AND EXPECTATIONS WITH THE ORGANIZATION LEADERS
Use the
Student Organization Advising Agreement Form as a resource, to help your conversation with the student organization leaders.
VISIT OTHER RESOURCES ON THE STUDENT ORGANIZATION TRAINING WEBSITE
The Student Organization Training Website houses many resources that are available to you and the student organization you advise. This serves as a great platform for you to use when guiding students to find leadership resources and answers to their questions.

Resigning as a Student Organization Advisor

If a student organization advisor needs to resign, the registration form must be updated through OrgSync with the new advisor information. If the resignation is from the organization’s Primary Advisor, the group has one month from the time of resignation to obtain a new Primary Advisor. During this time, Student Life will assign a departmental staff member to serve as a Temporary Advisor. Once the organization selects a new advisor, they must submit his/her name to Student Life for approval by Collin
Administration.


Establishing a New Student Organization Advisor

1. Confirm your primary advisory role. Make sure that you are aware of the responsibilities of advising a student organization (listed above) as well as notifying your supervisor/dean of the commitment. 

  • After confirming this, a student organization administrator must update the organization's OrgSync profile to reflect the changes. Click "Manage Profile" at the bottom of the "Profile" tab. It will lead you to a second webpage where you will click on the green renewal button. Remove the current primary advisor information and add the new advisor's name and contact information. Complete/verify the following pages and click "Submit" at the end.
  • The new advisor will receive an email, prompting them to approve the renewal. this must be approved prior to the new advisor's position taking effect. 
  • Once the faculty or staff member agrees to serve as a Student Organization advisor, that faculty/staff member should obtain written permission of their supervisor and complete advisor training on OrgSync.

2. Accordingly, decide if you would like a secondary advisor and follow the same guidelines as listed above. 

3. Complete a new Generic Email Request with the updated advisor information and return it to the SCC Student Life office. The "Responsible Party" listed on the Generic Email Request Form must be the primary advisor. 

4. The primary advisor must attend an in-person financial workshop, hosted by Student Life.  They may attend a group workshop that is already scheduled at the beginning of each semester, or they may contact student life to schedule an individual workshop.

There are times that student organizations may violate some policies, most of them are fairly minor and can be corrected by a simple conversation between the student organization leader(s) and an Assistant Director in Student Life. 

However, there are times when major policies may be breached, related to risk management, substance use, state or local laws that have to be handled in more of a serious manner.