CLUB ADVISOR RESPONSIBILITIES
Advising a student group can be a very rewarding experience, and as you will soon discover, the role of the club advisor can be very important to the development of a club and its members. The following information has been compiled to assist you in your role as a Notre Dame club advisor.
Please select one of the following
- Responsibilities of Club Advisors
- Suggested Advanced Responsibilities
- Some Things To Keep In Mind When Working With Students
- The Advisor's Role Month-By-Month
- Additional Resources
RESPONSIBILITIES OF CLUB ADVISORS
As a club advisor, you play an integral role in the development of student leaders. As a University administrator working in an advisory capacity, you have various responsibilities. We have broken these down into the following three areas:
- Responsibilities to the Organization
- Responsibilities to the Student Leaders
- Responsibilities to the University
RESPONSIBILITIES TO
THE ORGANIZATION
- Be familiar with the organization's constitution (Constitutions are filed electronically in the Student Activities Office. To request an updated copy, e-mail sao@nd.edu).
- Learn about pertinent University policies and procedures, and advise officers on adhering to them.
- Agree to be a University representative to the student group (meet with University administrators, if needed; work to ensure University policies and procedures are explained to the club).
- Attend club meetings and/or executive meetings, as needed.
- Be aware about all plans and activities of the group, including programming, trips, expenditures, etc.
- Be present at the events or activities sponsored by the group, especially off-campus events.
- Authorize all financial reimbursements made to club members by signing receipts clubs submit to you (please be sure to review all items which have been purchased to ensure they are not violations of University policies).
- Sign the Student Organization Registration Form and all subsequent Change of Officer Forms to verify that the students listed on the forms are the actual officers.
- Provide insight and assistance with the orientation of newly elected student leaders. Click here for a model officer transition program.
RESPONSIBILITIES TO STUDENT
LEADERS
- Be available to the members of the club. At times, they will need advice, guidance, or just an ear to bounce off their ideas.
- Meet with club officers on a consistent basis to gain an understanding of the club's progress toward its goals, and learn how you can foster leadership development. If you don't know how to help, just ask the club leadership--they'll tell you!
- Encourage members to play an active role in the governance of the organization
- Encourage all members to be part of the planning process and supportive of group decisions.
RESPONSIBILITIES TO THE
UNIVERSITY
- Consider yourself as a person who works with students, not one who controls or directs the group's events and/or operation. Please remember...this is a student organization.
- Meet with Student Activities staff members, as needed. Your contact is Mary Kate Havlik (phone: 1-7308).
- Contact the Treasurer's Office (631-7417) with any questions you may have.
- Become familiar with University policies and procedures.
SUGGESTED
ADVANCED RESPONSIBILITIES
- Attend club officer meetings to provide advice and guidance during discussions.
- Attend club meetings to meet other members of the club.
- Attend the Club Advisor Reception offered by the Student Activities Office in the fall semester. Meet other advisors and learn about the ins and outs of policies and procedures.
- Learn about Club Registration, offered by the Student Activities Office in February and April.
- Provide reflection sessions for club officers and/or members. Encourage students to reflect on what they have learned from being a part of a student organization.
- Meet with the club treasurer and educate them on accounting procedures with the University. Encourage students to plan in advance so they do not rely on reimbursements. For more information on financial procedures, click here.
- Attend the club's allocation interview with the Club Coordination Council. Provide historical information and feedback, when necessary.
- Coordinate club assessment tools to provide constructive feedback to the student leadership.
- Meet with related offices which may be able to assist with the club's development.
- Attend the Club Awards Banquet--meet other club advisors and student leaders.
- Please do not direct the activities of the club. Allow students to make their own decisions and learn from their experiences.
- Failing is part of the learning process. Mistakes and poor decisions will happen. While it may be your first reaction to intervene and fix all of the mistakes you see, this is not the role of the advisor. Take advantage of failures, and use them as teachable moments with students.
- On the other hand, while it may be easy to sit back and say "everything is a learning experience, I won't interfere with what they say or do," it is your responsibility to ensure that students understand what the consequences could be for decision they make. In other words, be proactive when a potentially controversial/policy-related situation/decision arises.
- Please do not control the finances of the club. Part of the educational experience students learn in leadership positions is how to formulate a budget and maintain records of expenditures. Your primary role regarding finances will be to monitor the expenses, provide feedback on the budget, and approving reimbursements for expenditures.
- Club members must have original, itemized receipts in order to get reimbursed. Please keep in mind that the university will not reimburse clubs for alcohol or alcohol-related paraphernalia (alcoholic beverages, shot glasses, beer mugs, etc.).
The following outline should give you an idea of what to expect through the year.
- August
- Read the club constitution (e-mail sao@nd.edu to request an updated copy, if needed) to review its operating procedures.
- Student Activities will contact you about club officer verification and invite you to the Club Advisor Reception.
- Activities Night is held in the Joyce Center late August or early September. Come and see your club and help with membership recruitment!
- September
- Establish a regular meeting time with the club leadership.
- Begin attending club/officer meetings, as needed.
- October
- Around midterms, keep an eye out for officers with academic eligibility concerns.
- November
- Begin discussing the club's plans for the spring semester.
- December
- Begin to identify future leadership of club. Talk to the president about elections and officer transition.
- Meet with club officers to evaluate the past semester.
- January
- Follow up with any academic ineligibilities (if necessary).
- Review spring semester activities with club officers.
- Be on the lookout for an e-mail regarding nominating club leaders for the Club Coordination Council.
- February
- Club officers will be visiting you to review the registration packet and obtain your signature.
- Club Registration (Session I) will be held the last week of February.
- March
- Club officer elections are typically held in February/March/April. Attend elections to ensure a fair, democratic process.
- Around midterms, keep an eye out for officers with academic struggles.
- April
- Assist with officer transition.
- Club officers will be visiting you to review the April registration packet and obtain your signature.
- Club will participate in the second half of Club Registration (held at the end of April). At this time, each club will receive its student activity fee allocation for the following year, as well as its concession stand and Activities Night table confirmation.
- May
- Begin planning for the following academic year.
- Review the club's financial standing to ensure they have not overspent. (Click here to request an account balance from the Student Union Treasurer's Office).
- June
- Self-evaluate your effectiveness with the club over the past academic year. What were your strengths? What areas could use some improvement?
- After you evaluate, relax...you deserve it!
- July
- Relax...But don't get too comfortable...the fall semester will be here before you know it!
For advisors wishing to gain more insight into their specialized role with a club, you are encouraged to meet with club officers and complete the Role of the Club Advisor activity (now available on-line!).
The Student Activities Office appreciates the time you take to volunteer your services to develop student learning. If we can do anything to assist you in your duties, please don't hesitate to contact Mary Kate Havlik via phone (631-7308) or e-mail.