Advisor Resources

STUDENT ORGANIZATION ADVISORS

Club Advisors

Each officially recognized student organization must have a university advisor who is either a faculty member or professional staff member. Campuses may permit part-time faculty and professional staff to serve as advisors. HSU provides an online training/orientation presentation for student organization advisors.

Who Can Be an Advisor?

Advisors must be .5 time base or above and employees of HSU.

Housing employees and federal programs employees are permitted to serve as advisors.

Employees of University Auxiliary Organizations and student assistants are not permitted to serve as student clubs and organizations advisors as regulated by California State University Executive Order 1068.   

Club Privilege and Responsibility

Recognition as a University Club is a privilege, not a right. This privilege carries with it certain responsibilities. Club members are obligated to conduct themselves in a manner that is a credit to themselves, their fellow club members, advisors, and the University. Failure to uphold these responsibilities may result in the temporary or permanent loss of recognition and accompanying privileges. Lesser sanctions, such as community service and reimbursement for damages, may also be imposed

 

Roles and Responsibilities of Advisors

An Advisor shall strive to:

  • Support student leaders

  • Advocate for your students’ organization

  • Assist with organizational continuity and officer transition

  • Inspire leadership development

  • Encourage student leaders to critically examine their organizations structure and activities to ensure compliance with university regulations and to avoid any liability

 The Responsibility of an Advisor:

  • Be familiar with University policies and ensure club members understand them

    • Agree to follow all CSU and campus policies

  • Complete required online orientation and follow up quiz

    • This will include a “Club Financial Management” training to help advise and support members with the proper use of Student Club and Organization accounts. 

  • Read, sign and submit required  forms:

    • HSU Volunteer ID

    • Acknowledgment of Jeanne Clery Act Guidelines

  • Serve as the final signing authority for any club transactions 

    • Be knowledgeable about and monitor the use of club funds

  • Make time to be available to sign/approve appropriate forms 

    • Reimbursement requests

    • Event requests 

    • Miscellaneous other forms

  • Be present! Attend and keep up to date on club programs, dances, activities, or meetings when at all possible. 

  • Provide organizational knowledge and support. Provide consistency to clubs during their annual leadership transitions

The Benefits of Serving as an Advisor:

Endless opportunities to:

  • Connect with HSU students in positive and meaningful ways

  • Influence and impact career and life choices 

  • Network with other advisors for the greater good of the campus

  • Expand circle of contacts at HSU

The Key to being a Successful Advisor:

Communication!

  • Make sure you are notified of:

    • ALL club events or activities

    • Change in Leadership roles or contact information

    • Any club travel plans

    • Requests for travel or event grants

  • Don’t postpone contacting the Clubs & Activities Office, if:

    • You need clarification of campus policy or procedure

    • You feel uneasy about a club situation or member

    • You need any help with the organization

    • You no longer wish to serve as an advisor

    • ESPECIALLY – if your club has had a SUCCESS!

Selecting Your Advisor

Student organizations may choose their own advisors from any department or college across the campus.

Tips for students:

  1. Sit down and talk as a club about your expectations of an advisor.

  2. Before making a selection, consider finding someone who will have the time to devote to your club, and who will take the role willingly and seriously.

  3. If possible, choose someone who shares some of the same interests of your organization.

  4. If your organization is academic, try and find an advisor that works in that field.

  5. When approaching your potential advisor for the first time, make certain they have a clear understanding of your organization’s purpose as well as what will be required of them in their role, duties and time commitment as advisor.

  6. If your club will be conducting any type of financial transactions, make sure your club advisor is willing and has room in their schedule to be available to authorize and sign payment requests.

Club/Organization Responsibilities to the Advisors

  1. Provide the advisor with the schedule of meetings and events.

  2. Send the advisor a copy of all minutes.

  3. Remind advisor that they need to approve Event Requests via OrgSync for all events and activities.

  4. Talk about specific expectations in terms of notification of and involvement in organizational activities.

  5. Agree on method for obtaining approval and signatures for all financial transactions, if applicable.