Susquehanna UniversitySusquehanna University - Student Life

Office of Campus Activities

 

Leadership Library - Organizational Structure and Procedures

Much of the content of the following pages is based on the University of Michigan Student Organizational Development Center's "Resources for Leadership and Organizational Development", copyright 1988. Many thanks to our colleagues for sharing their publication materials.


Starting a New Organization

Before you begin the process of forming a new student organization, we urge you to stop by the Campus Center Office to research the already existing ones. Susquehanna University has approximately 100 SGA-registered student organizations. These groups have been formed to meet a variety of personal, social, political, recreational and religious interests. You may find that there is a group on campus doing just the sort of thing you wanted to do. There are many benefits from joining an existing organization. It is often more effective to combine forces than duplicate efforts and/or services thereby creating competition for resources - financial or people. Most organizations are eager for new members; they want talent, ideas, enthusiasm, and commitment. If there is a group of people currently meeting with basically the same interests as yours, it makes the most sense to join them and become allies rather than forming your own cliques.

If, however, you are unable to identify an existing organization that will satisfy you, then by all means, start your own. There are many others out there with interests similar to yours looking for a group to join!

There are specific guidelines to be followed in order to become SGA registered. But, before you begin the registration process, there are several other issues to consider in order to effectively organize your new student group.

PURPOSE:

  • How are you going to define your organization?
  • What are your proposed goals?
  • What are you hoping to accomplish?
  • How do you fit in on campus?
  • What role do you want to play?
  • Will you have an advisor?
  • How will you pick one?
  • Is there a department you can or will be affiliated with?

MEMBERSHIP:

  • Are there other people you already know who would want to join?
  • How are you going to identify others?
  • How are you going to convince them to join?
  • What will this group have to offer? Can they find this elsewhere?
  • What kind of commitment will they have to make?
  • What makes this group unique?

STRUCTURE:

  • Will this be a formal, long-term group or are you forming to work on a particular, one- time only issue and/or activity?
  • Will there be officers? How will they be selected and for how long?
  • Will you be drafting a Constitution? By-laws?
  • How often will you meet? When and where?

It is important that you be able to answer these questions because potential members will be wondering about these issues. Be prepared! Consulting with a Student Life staff member can be very helpful. Also, be sure to pick up any useful handouts, manuals, etc., from the Campus Center office.

WHAT CONSTITUTES A STUDENT ORGANIZATION?

The Student Government Association (SGA) defines a student organization as one with a minimum of five (5) members plus officers. The student organization must submit the following to the SGA:

  1. a constitution
  2. a list of members (a minimum of five plus officers)
  3. the officers for the organization
  4. a letter from the advisor stating his/her support

Proposals to become a student organization may be presented at an SGA meeting (check the SU Weekly Calendar for meeting times and locations). After hearing the proposal, SGA will vote on recognition at its next meeting. Organizations which are recognized by the SGA must have membership open to all interested Susquehanna students.

PRIVILEGES OF REGISTRATION

SGA has the responsibility for registering student organizations. Once registered with SGA, a student organization has access to a wide variety of resources and services:

  • A mailbox in the Campus Activities Office to receive mail
  • Meeting space as scheduled through the University Scheduler (x4225)
  • Funding for projects and activities through the SGA's Budget and Finance Committee
  • Tables in the lower level of the Campus Center as scheduled through the University Scheduler (x4225)

Contact the Campus Center office for specific information and to obtain the appropriate forms.

The previous lists are by no means complete. Please come by the Campus Center office for more information and assistance on what is available to registered organizations.

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Constitution and By-Laws

The Constitution of an organization contains the fundamental principles which govern its operation. The By-Laws establish the specific rules of guidance by which the group is to function. All but the most informal groups should have their basic structure and methods of operation in writing.

Why have a Constitution?

By definition an organization is a "body of persons organized for some specific purpose, as a club, union, or society." The process of writing a constitution will serve to clarify your purpose, delineate your basic structure and provide the cornerstone for building an effective group. It will also allow members and potential members to have a better understanding of what the organization is all about and how it functions. If you keep in mind the value of having a written document that clearly describes the basic framework of your organization, the drafting of the Constitution will be a much easier and more rewarding experience.

What should be covered by a Constitution?

The following is an outline of the standard information to be included in a Constitution. The objective is to draft a document that covers these topics in a simple, clear and concise manner.

Article I The name of the organization
Article II Statement of purpose
Article III Membership
Article IV Elections
Article V Officers
Article VI Organization Structure
Article VII Meetings
Article VIII Finance
Article IX Faculty/Staff Advisor
Article X Amendments
Article XI Ratification of Constitution

**Please note that the above is a very basic outline to serve as a guideline. A more detailed outline is availble in the Campus Center office.

Why have By-Laws?

The Constitution covers the fundamental principles but does not prescribe specific procedures for operating your organization. By-Laws set forth in detail the procedures your group must follow to conduct business in an orderly manner. They provide further definition to the Articles of the Constitution and can be changed more easily as the needs of the organization change.

What should be included in the By-Laws?

By-Laws must not contradict provisions in the Constitution. They generally contain specific information on the following topics:

  • Membership (selection requirements, resignations, expulsion, rights and duties)
  • Dues (amount and collection procedures, any special fees, when payable)
  • Duties of Officers (powers, responsibilities, specific job descriptions, procedures for filling unexpired terms of office, removal from office)
  • Executive Board (structure, composition, powers)
  • Committees (standing, special, how formed, chairpersons, meetings, powers, duties)
  • Order of Business (standard agenda for conducting meetings)
  • Parliamentary Authority (provisions for rules of order, generally Roberts Rules of Order - Newly Revised)
  • Amendment Procedures (means of proposals, notice required, voting requirements)
  • Other specific policies and procedures unique to your organization necessary for its operation

Once we've got them - what do we do with them?

Remember the reasons for having a Constitution and By-Laws. They articulate the purpose of your organization and spell out the procedures to be followed for its orderly functioning. Constitutions usually require a 2/3 vote of the membership for adoption. By-Laws only require a simple majority for passage. Once you have developed your Constitution and By- Laws review them often. The needs of your group will change over time and it is important that the Constitution and By-Laws are kept up to date to reflect the current state of affairs.

Make sure every new member of the organization has a copy of them. This will help to unify your members by informing them about the opportunities that exist for participation and the procedures they should follow to be an active, contributing member. A thorough study of the Constitution and By-Laws should be a part of officer training and transition.

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Minutes and Record Keeping

Being a secretary for your organization is not a job to take lightly. The following criteria are important when considering who will best fill this role:

  • Is this person reliable; does s/he keep appointments?
  • Is this person well organized; does s/he complete tasks in a timely way?
  • Is this person a good listener; is s/he able to be objective, not to make his/her own interpretations, and hear both sides of an issue?
  • Is this person on top of what is going on; is s/he able to appropriately weed out the trivial information and record the important facts for the record?

As you can see, the role of a secretary is more than "just taking minutes." He or she is, in effect, the historian. What s/he records will be referred to by current members as a reminder of finished and unfinished business, what needs follow-up, and what actions were taken. It will also be kept for future members to read to gain an understanding of where the organization has been and why. Many organizations make it the secretary's responsibility to notify the membership about upcoming meetings - time, date, location - as well as any important items to be discussed.

The secretary should be present at all meetings. If s/he is unable to attend, a substitute person, preferably with the characteristics defined earlier, needs to be appointed. It is also helpful for the secretary to prepare him/herself before each meeting. S/he should be sure to read the minutes of previous meetings, paying attention to style and format and review the agenda and any attached documents. If the organization has agreed upon a standard format for minutes, s/he can use a standardized form and fill in discussions, etc. as they occur.

If your organization has a structure that includes committees, be they ad hoc or standing, there always needs to be a secretary present to accurately record what transpired. It is not necessary to take down everything unless someone requests that their remarks be entered for the record. It is necessary, however, to take complete notes. Motions and resolutions do need to be taken verbatim and should be read back during the meeting to make sure they have been accurately recorded.

There are several ways to take meeting minutes and each organization needs to choose the most appropriate method for them. A practical option is to record a summary of debates, agreements and disagreements with a succinct explanation of the character of each. The second method is to take action minutes when decisions are reached and responsibilities are assigned. In either of these cases, make note of the following:

  • The names of the people proposing any action, stating an option or making a motion
  • Take down word-for-word any motions, resolutions, amendments, decisions or conclusions
  • Who seconded the motion
  • Whether or not a motion was withdrawn
  • What assignments were made and to whom

It is often helpful for both minute taking and for those attending the meeting if either the chair or the secretary summarize decisions that are reached. The summarizer should be most careful in clarifying those points of greatest controversy.

It is the secretary's responsibility to signal the president/chair and ask questions regarding the subject being discussed if s/he becomes lost or unsure. A secretary should not wait until the meeting has been adjourned to get clarification; individuals can lose their perspective, issues can become less important, and one's memory can alter what actually occurred.

Immediately after the meeting, the secretary must go over the notes while everything is still fresh. S/he should check their notes for the following information:

  • Type of meeting (executive, standing committee, etc.)
  • Date, time and place
  • List of attendees and those absent
  • Time of call to order
  • Approval and/or amendments to previous meeting minutes
  • Record of reports from standing and special committees
  • General matters
  • Record of proposals, resolutions, motions, seconding, any final disposition, and a summary of the discussion; also record of vote
  • Time of adjournment
  • Nomination of submission and transcriber's name

Once the minutes have been transcribed into draft form, they should be submitted to the chair for review and/or correction. Finally, once they are returned, they need to be prepared in a formal form, preferably agreed upon beforehand, for final approval at the next meeting. These minutes should be sent out to all members within 3 or 4 days of the meeting. This allows members time to read the minutes for accuracy before the next meeting and while the previous meeting is still fresh in their minds.

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Running Effective Meetings

Do you dread attending meetings because they are dull, unproductive, disorganized and too long? With proper planning and preparation, any meeting can be effective and enjoyable.

Meetings have several functions. They give members a chance to discuss and evaluate goals and objectives, keep updated on current events, provide a chance to communicate and keep the group cohesive. But, most of all, meetings allow groups to pull resources together for decision making. If the facilitator starts with a careful plan and finishes with a thorough follow-up, the meeting will "run itself." The following are some tips to help make your next meeting successful, production, and even fun.

BEFORE THE MEETING

Define the purpose of the meeting. If you can't come up with a purpose, don't have a meeting!

Develop an agenda with the officers and advisor. Below is a sample agenda:

  • Call to Order
  • Approval of Agenda
  • Correction and Approval of Minutes
  • Announcements
  • Treasurer's Report
  • Committee Reports
  • Unfinished Business
  • New Business
  • Special Issues
  • Adjournment

Distribute the agenda and circulate background material, lengthy documents or articles, prior to the meeting so members will be prepared and feel involved and up-to-date.

Choose an appropriate meeting time. Set a time limit and stick to it, if possible. Remember, members have other commitments. They will be more likely to attend meetings if you make them productive, predictable and as short as possible.

If possible, arrange the room so that members face each other, i.e., a circle or semi-circle. For large groups, try U-shaped rows. A leader has better control when s/he is centrally located.

Choose a location suitable to your group's size. Small rooms with too many people get stuffy and create tension. A larger room is more comfortable and encourages individual expression.

Use visual aids for interest e.g., posters, diagrams, etc. Post a large agenda up front for members to refer to.

Vary meeting places if possible to accommodate different members. Be sure everyone knows where and when the next meeting will be held.

DURING THE MEETING

  • Greet members and make them feel welcome, even late ones when appropriate.
  • If possible, serve light refreshments. They are good ice breakers and make your members feel special and comfortable.
  • Start on time. End on time.
  • Review the agenda and set priorities for the meeting.
  • Stick to the agenda.
  • Encourage group discussion to get all points of view and ideas. You will have better quality decisions as well as highly motivated members. They will feel that attending meetings is worth their while.
  • Encourage feedback. Ideas, activities and commitment to the organization improve when members see their impact in the decision-making process.
  • Keep conversation focused on the topic. Feel free to ask for only constructive and non-repetitive comments. Tactfully end discussions when they are getting nowhere or becoming destructive or unproductive.
  • Keep minutes of the meeting for future reference in case a question or problem arises.
  • Leader, be a role model by listening, showing interest, appreciation and confidence in members. Admit mistakes.
  • Summarize agreements reached and end the meeting on a unifying or positive note. For example, have members volunteer thoughts of things they feel are good or successful, reciting a group's creed, or a good of the order.
  • Set a date, time and place for the next meeting.

AFTER THE MEETING

  • Write up and distribute minutes within 3 or 4 days. Quick action reinforces importance of meeting and reduces error of memory.
  • Discuss any problems during the meeting with other officers; come up with ways improvements can be made.
  • Follow up on delegation decisions. See that all members understand and carry out their responsibilities.
  • Give recognition and appreciation to excellent and timely progress.
  • Put unfinished business on the agenda for the next meeting.
  • Conduct a periodic evaluation of the meetings. Weak areas can be analyzed and improved for more productive meetings. Below is a sample meeting evaluation checklist.

MEETING EVALUATION CHECKLIST

Check one: Poor Okay Good Great

  • The meeting was well planned.
    • Members were notified in advance
    • There was a pre-arranged agenda
    • Officers and committees were ready to report
    • The meeting room was pre-arranged
  • The Meeting was well organized.
    • The meeting started on time
    • Guests were introduced and welcomed
    • Agendas were available for all members
    • The purposes for the meeting were made clear
    • There was a transition from the last meeting
    • One topic was discussed at a time
    • One person had the floor at a time
    • Discussion was relevant
    • The chairperson summarized the main points of the discussion
    • The meeting moved along at a workable pace
    • Committee assignments were complete and clear
    • Plans for the next meeting were announced
    • All that was planned for the meeting was covered
  • Participation in the meeting.
    • Members participated in discussion and voting
    • The chairperson made good use of questions
    • The pros and cons of all issues were considered
    • Members gave suggestions to committees
    • Responsibilities were evenly distributed
    • Members participated in planning the agenda for the next meeting
  • The value of the meeting.
    • Progress was made towards goals
    • Something was learned
  • Attitude of the meeting.
    • Attendance was good
    • Everyone was present on time
    • The members knew one another
    • There was a "warm-up" period before the meeting
    • There was some humor during the meeting
    • Members and officers helped one another when needed
    • There was an atmosphere of free expression

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Parlimentary Procedures

FIVE BASIC PRINCIPLES OF PARLIMENTARY PROCEDURE

  • Only one subject may claim the attention of the assembly at one time.
  • Each proposition presented for consideration is entitled to full and free debate.
  • Every member has rights equal to every other member.
  • The will of the majority must be carried out, and the rights of the minority must be preserved.
  • The personality and desires of each member should be merged into the larger unit of the organization.

DEVELOPING AN AGENDA OR ORDER OF BUSINESS

It is customary for every group to adopt a standar order of business for meetings.

When no rule has been adopted, the following is the order.

  • Call to order
  • Reading and approval of minutes
  • Reports from officers and standing committes
  • Unfinished business
  • New business
  • Program
  • Adjournment

MOTIONS

The proper way for an individual to propose that the group take a certain action is by "making a motion". The following is the process for handling a motion:

  1. A member rises and addresses the presiding officer for recognition
  2. The member is recognized
  3. The member proposes a motion
  4. Another member must second the motion
  5. The presiding officer states the motion to the assembly
  6. The assembly can now discuss or debate the motion. Only one person at a time may speak. They must first be recognized by the presiding officer.
  7. The presiding officer takes the vote on the motion. Voting can be done by voice, show of hands, or balloting.
  8. The presiding officer announces the result of the vote.
  9. The floor is now open and another motion can be proposed.

When discussing the motion, preference should be given to:

  1. The person who proposed the motion
  2. A member who has not yet spoken to the motion
  3. A member who seldom speaks to one who frequently addresses the assembly
  4. The presiding officer should try to alternate between those favoring and those opposing the motion.

Discussion must be confined to the question that is "before the house".

AMENDING A MOTION

The purpose of the motion to ammend is to modify that has already been presented in such a mannor that it will be more satisfactory to the members.

Methods of amending:

  • By addition or insertion-- to add something to the motion which it did not contain.
  • By elimination or by striking out-- to subtract or eliminate something from a motion that was origionally part of it.
  • By substitution-- this method is a combination of the first two methods, since in amending by substitution something is stricken, and something is inserted in its place. The substitution portion may consist of a word, a phrase, a clause, or an entirely new motion.

The most important principle to understand in connection with any form of the motion to amend is that an amendment "MAY BE HOSTILE, BUT IT MUST BE GERMAINE".

  • By hostile is meant opposed to the spirit and aim of the motion to which it is applied.
  • By germaine is meant having direct bearing upon the subject of the motion, that is, relevant or relating to it.

An amendment may be opposed to the actual intent of the origional motion and, in fact, nullify it, but if it relates to the same subject matter, it is germane.

TYPES OF AMENDMENTS

  • Amendment of the First Rank -- an amendment to a motion
  • Amendment of the Second Rank -- and amendment to the amendment. (The amendment to the amendment must modify and relate directly to the amendment and NOT to the mainmotion, otherwise it is OUT OF ORDER).

No amendment beyond that of the Second Rank is possible. It is never in order to propose more than one amendment of each rank at one time. If one desires to amend two separate and unrelated parts of a motion, this must be done by two amendments of the first rank, and one must be voted upon before the other is proposed. It is possible, however, to have a motion, one amendment to the motion (amendment of the first rank), and one amendment to the amendment (amendment of the second rank) before the assembly at once. Until the amendment of the second rank has been voted upon, no other amendment of the first rank can be proposed.

ORDER OF VOTING ON AMENDMENTS

  • Amendments are voted upon in inverse order; that is, the one of second rank is disposed of first.
  • Discussion is held and the vote taken upon the amendment to the amendment (amendment of the second rank).
  • Discussion is called for and the vote is taken upon the amendment to the motion (amendment of first rank).
  • When the vote on this has been taken, discussion upon the origional or main motion as amended is opened and when completed a vote is taken upon it.

Parlimentary Procedures at a Glance

TO DO THIS: YOU SAY THIS: MAY YOU INTERRUPT THE SPEAKER? MUST YOU BE SECONDED? IS THE MOTION DEBATABLE? IS THE MOTION AMMENDABLE WHAT VOTE IS REQUIRED?
Adjourn the meeting "I move that we adjourn" No Yes No No Majority
Recess the Meeting "I move that we recess until..." No Yes No Yes Majority
Complain about noise, room temp, etc. "point of privlege" Yes No No No None, Chair Decides
End Debate "I move the previous question" No Yes No No 2/3 Vote Required
Postpone consideration of something "I move we postpone this matter until..." No Yes Yes Yes Majority
Have something studied further "I move we refer this matter to a committee" No Yes Yes Yes Majority
Amend a motion "I move that this motion be amended by..." No Yes Yes Yes Majority
Introduce Business (a primary motion) "I move that..." No Yes Yes Yes Majority
Object to procedure or to a personal affront "Point of order" Yes No No No None, Chair Decides
Request Information "Point of Info." Yes, if urgent No No No None
Ask for a vote by actual count to verify a voice vote "I call for a division of the house" No No No No None, Unless someone objects
Object to considering some undiplomatic or improper matter "I object to consideration of this question" Yes No No No 2/3 Vote Required
Take up a matter previously tabled "I move we take from the table..." No Yes No No Majority
Reconsider something already disposed of "I move we now (or later) reconsider our action reletive to..." Yes Yes Yes, if origional motion is debatable No Majority
Consider something out of its scheduled order "I move we suspend the rules and consider..." No Yes No No 2/3 Vote Required
Vote on a ruling by the chair "I appeal the chair's decision" Yes Yes Yes No Majority
  • The first 8 motions or points are listed in established order of precedence. When any one of them is pending, you may not introduce another that is listed below it, but you introduce another that is above it. The next 8 motions, points, and proposals have no established order of precedence. Any of them may be introduced at any time-- except when the meeting is considering one of the top three matters (motion to adjourn, motion to recess, point of privilege).
  • In the case of noise, temperature complaints, any resulting motion is debatable.
  • When a division of the house is called for, they must be called for before another motion is started. If someone objects, the majority vote is required.

Effective Committees

For many the word "committee" has a negetive connotation. It conjures up images of:

  • People sitting around not knowing what to do. (A waste of time; unclear goals; lack of focus).
  • One or two individuals or aclique dominating the discussion and doing whatever they want (poor leadership; hidden agenda; motivation by self-interest).
  • The work never getting done or when it finally does and the committee reaches a conclusion nothing comes of it. (Lack of follow-through on assignments; inconsistant commitment; no action taken; leadership unresponsive to the committee).
If the above seems all too familiar then this section will help you turn your committee into a productive group.

Let's look at the positive aspects of committees. Most are formed to resolve a problem or plan a program or event. They do the majority of the organization's work, thereby relieving the bust leadership of many details and activities. Their smaller size makes it easier to convene at a convienent time and to handle complex or controversial subjects. Their structure is usually more informal than the organization's and provides more opportunity for the individual members to fully participate. Because most committees have "hand-picked" members chosen for their skills and interests, the members are likely to be sincerely interested in their task and have had access to a wide range of contacts and resources to accomplish their goals. They are able to capitalize on the previous experiences and training of a more representative sample of the organization. Finally, committees can provide a superb training ground for emergin leaders.

SELECTING COMMITTEE MEMBERS

In order to come up with the best possible solution, it is important that the committee consist of a representative group of people. Choose committee members to represent different points of view and concerns. Try to have a mix of new and old people. This allows for new ideas and input at the same time providing leadership. Some things to consider:

  • Who has interest in the purpose of this committee?
  • Who has the knowledge and skills and/or access to information and resources needed by this committee?
  • Are there people who will be compatible and work well together?
  • Are there members that could become more committed and involved in theorganization by being appointed to this committee?

ORGANIZING A COMMITTEE

When forming a new committee it is important to carefully consider both its structure and membership. As the organization's leader, be very clear about the committee's purpose, l imitations, and jurisdiction. To ensure that the members have accurately understood the committee's intentions, ask them to define their purpose using their own words. Next, have them determine how much time and committment each can give. Select a meeting time and length and stick to it.

For a committee to function successfully, it is important that all members feel that they can openly and honestly express themselves. If this atmosphere is not created, the committee will not be operating at capacity and its problem solving will be inadequate. To create a positive enironment and f acilitate production interaction among members, it is often helpful to spend time identifying everyone's concerns.

Ask the member for their perceptions of the group's problems and needs. Then as a group, form a plan of action that adheres to your goals and objectives. A helpful problem-solving process is to:

  • See the difficulty
  • Recognize and then define the problem at hand
  • Consider all possible solutions
  • Gather all the information being sure to get help from additional people and resources when appropriate.
  • Select and prove the solution

Groups also need to have general operating procedures. Defining roles and selecting a good chairperson helps to guarantee that you will be sucessful and reduces ambiguity. Be sure to include guidelines on how the committee will function and provisions for change if the origional procedures prove to be dysfunctional or inappropriate. When setting these guidelines, keep the following in mind:

  • How will meetings be run, i.e., norms, procedures?
  • What will be the decision-making process, i.e., majority vote, consensus?
  • Will members work as a group or as individuals?
  • How can you ensure that members fully participate and discuss the issues at hand or raise their concerns, i.e. formal proposals, open meetings, discussion time?
  • When differences arise (and they will!) how will they be solved?
  • How will assignments be made and who will do the delegating?
  • What will be the process for follow-up on obligations?
  • How will changes be made if you find that you're not producing results, i.e., evaluation processes?

AN EFFECTIVE COMMITTEE WILL:

  • Understand its purpose and effectively work towards its goals
  • Have open communication among members; participants will feel comfortable articulating their
  • feelings, attitudes, and ideas without redress
  • Listen to both the majority and minority points of view and then make decisions that are acceptable to all the members, increasing committment
  • Not be dominated by its leader or any group members
  • Strike a balance between group productivity and the satisfaction of individual needs
  • Establish and use a review process for identifiny its problems and suggesting important appropriate solutions
  • Provide an opportunity for members, many times from differing factions, to work cooperatively, give opinions, collaborate on solutions, test the feasability of potential solutions, and share the responsibility of working together as a unit.

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An Organization and Its Advisor

You might be wondering why a student organization would want a faculty or staff advisor. After all, you were elected because you are a competent and capable leader, right? Right! But...

  • Do you sometimes have trouble with administrative red tape?
  • Do you sometimes wish your group had more support from relatd academic or service departments?
  • Could your organization benefit from some "connections" with university policy-makers?
  • And even though you are doing a super job now, will your group have to start again from scratch next year?
A faculty or staff advisor could help alleviate these and other problems, WITHOUT TAKING OVER the leadership of your organization.

THE ROLE OF AN ADVISOR IS TO:

  • Serve as a "sounding board" off of which you can bounce new ideas.
  • Support your group
  • Intervene in conflicts between group members and/or officers.
  • Be knowledgeable of policies that may impact on your organizations decisions, programs, etc.
  • Run "interference" with University Departments
  • Provide continuity ans stability as student leadership changes
  • Provide an "outside" view or perspective
  • Provide your group with connections
  • Help deal with organizational crisis.
  • Give honest feedback to group members

SOUND GOOD? Better still is the fact that the organization/advisor relationship benefits the advisor too. Being involved with a student organization offers the faculty or staff member:

  • A unique opportunity to get to know and work with students outside the classroom or office.
  • The reward of watching the group develop to its fullest potential.
  • The reward of watching students develop their individual skills and talents.
  • The chance to informally share his/her knowledge and expertise on relevant topics.
  • An opportunity to feel satisfaction and accomplishment through making a special contribution to a particular group of students.

THE RESPONSIBILITIES OF GROUP MEMBERS TO THEIR ADVISOR ARE:

  • Discuss your expectations of the advisor's role with your advisor - from the begining.
  • Notify the advisor of all meetings
  • Send the advisor a copy of all minutes
  • The President/Committee Chair should meet regularly with the advisor to discuss organizational matters and to relay and update information.
  • Consult him/her before any changes in the structure or policies of the organization (committee) are made, and before major projects are undertaken
  • Understand that although the advisor has no vote, he/she should have speaking priviledges
  • Remember that the responsibility for the success or failure of a group project rests ultimately with the group, not the advisor.
  • Periodically, evaluate your advisors and give appropriate feedback to let them know how they may improve in order to advise you better.

Now that you know how much your organization and its potential advisor can gain from one another, you probably want to know how to find this advisor. There are at least two things your organization should do first: develop a clear statement of group goals and a clear statement of expectations of the advisor, both in terms of role and time committment. It would also be helpful to outline what the advisor could fairly expect of the group. With this information in hand, you will be able to approach potential advisors and discuss with them their interest and ability for advising your group. The most suitable advisor is one who shares a common interest with your organization.

Poll your group members for the names of professors or staff members who they have found helpful and interested in student life. Approach potential advisors confidently and positively. Remember to be clear about the purpose and activities of your organization, your expectations of the advisor, and all benefits the advisor will enjoy.

Once your advisor begins to serve, keep him/her well informed, clarify expectations and roles when needed, and draw on his/her expertise. Occasional thank yous and acknowledgements are a good idea - if you have organization t-shirts for example, make sure your advisor has one too! Enjoy what can be an extremely rewarding and mutually beneficial relationship.

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