Club & Organization
Advisor’s Manual
Dave Eng
Director of Student Activities and the Student Center
St. Thomas Aquinas College
125 Route 340 Sparkill, NY 10976-1041
Ph: (845) 398-4084
Fx: (845) 398-4151
Gv: (845) 402-0364
deng@stac.edu
Romano Student Alumni Center
http://goo.gl/maps/IOcWw
A Note to All Advisors:
Thank you for agreeing to serve as a student club/organization advisor. Although
accepting such a position entails additional responsibilities and demands on your
time, advising a student club/organization brings justifying returns and satisfaction,
as you will have an opportunity to work with students outside of the classroom and
outside of the office environment.
This handbook outlines some of the principles and specific responsibilities of
advisement as well as the nature of the relationship between the group and
yourself. It also serves as an important supplement to the “Club and Organization
Manual”, a guide outlining the policies and procedures pertaining to organizations
and activities. Each club receives a copy of the “Club and Organization Manual”
and is responsible for reading and adhering to its contents.
In addition to the many faculty and staff members who act as advisors, I am also
available to assist you in your advisory role. The Student Activities Office
(STACtivities) provides clubs, organizations, classes, and advisors with guidance and
assistance in all matters pertaining to activities, programs and social events. Should
you ever have any questions or concerns, please feel free to contact me at any
time. I would be more than happy to assist you.
Good Luck and enjoy!
Dave Eng
Director of Student Activities and the Student Center
St. Thomas Aquinas College
Ph: (845) 402-0364
deng@stac.edu
RESPONSIBILITES OF AN ADVISOR
Advising a student organization does not require an individual to take charge or run
the organization. It is important that an advisor recognize the autonomy of the
group and view themselves as a guide or resource person. In recognizing the
autonomy of the group, an advisor should also keep in mind that they have a large
impact on the student group.
The relationship of an advisor to a group will vary over time with each organization.
An advisor is responsible to:
(1) the organization
(2) the officers of the organization
(3) individual group members
(4) the College; and
(5) attend events sponsored by your respective club/organization
Responsibility to the Organization
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To help the club/organization enhance campus life by creating a positive
impact on the college community inside and outside of the classroom.
To promote the club/organization’s sponsorship of events which function in
different areas of the six wellness dimensions: emotional, intellectual,
physical, social, occupational and spiritual.
To attend events sponsored by the group. If the advisor is unable to attend, it
is the responsibility of the advisor to find other staff person familiar with
advisement or to work in conjunction with the organization to locate a
replacement
To be familiar with the policies of the College; also to assist members in
becoming acquainted with these policies.
To be familiar with the organization’s constitution and history, including major
changes in the group’s goals and purpose.
To be well informed about all plans and activities of the group, through
frequent consultation with the organization’s officers.
To encourage and assist the organization in planning activities.
To discourage domination of the organization by an individual or faction
within the group.
To attend organization meetings whenever possible.
To encourage the group to evaluate their program(s) immediately following
an event.
Responsibility to Officers of the Organization
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To assist the officers in formulating long-ranging goals and in planning and
initiating short-term projects.
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To serve as a resource person and assist the officers with the college
procedural matters.
To suggest ways by which group meetings can be improved.
To represent the group and its interest in faculty/staff meetings.
To assist officers and members in evaluating group projects and
performances.
Make suggestions that will enable the officers to develop and improve
leadership skills.
To be available when emergencies and problems arise.
Responsibility to the Individual
To encourage and support the educational and personal development of
organization members outside the classroom.
To assist students in maintaining a balanced lifestyle, through the idea of
wellness, balancing formal classroom educational opportunities and
educational opportunities outside the classroom.
To recognize the value of individual contribution of group members.
To encourage group members to get involved in the planning and
facilitation process of club events.
To encourage students to accept responsibility for planning events and help
them to recognize the importance of their role in relation the organization as
a whole.
Responsibility to the College
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To share accountability for the actions of the club/organization members, as
far as actively participating in the activities and planning of the
club/organization. This would not include actions which the
club/organization specifically hid from you.
To guide the organization in accordance with the purpose and educational
objectives of the College.
To communicate regularly with membership to maintain relations between
the organization and the rest of the STAC community.
To encourage maintenance of accurate financial records and consultation
with the Student Activities Office when assistance is required.
To assist in the implementation of club and organization policies developed
by the Student Activities Office.
To inform the Student Activities Office of any improper activities or serious
problems concerning the organization.
Responsibility at Events
The advisor must attend all off campus events sponsored by the group. There must
be a Faculty or Staff Advisor present and accessible at all times during an off
campus event. Although the respective advisor of a club/organization must only
attend events sponsored by that club/organization, all events and activities should
be communicated with enthusiasm to the students.
TECHNIQUES OF ADVISING AN ORGANIZATION
The faculty/staff advisor cannot merely read the following paragraphs and be
guaranteed immediate results. They are however, guidelines which may enable
one to more effectively fulfill the role of advisor.
In general, an advisor’s contact with the club/organization takes place in two
settings: discussions with student officers and attendance at meetings and events.
Discussions with club members should be based on genuine concern for the
creative and personal development of all members of the organization.
Informal meetings with officers are often conducive to open and worthwhile
discussion. Informal settings, such as social events give the advisor the perfect
opportunity to “catch up” with organization members and their activities. An
advisor may also find it necessary to attend formal club meetings and arrange oneon-one meetings with club officers.
In a formal organizational setting, some clubs reserve a few minutes at the end of
their meeting for the advisor to speak. The advisor may or may not wish to make
suggestions to the group, but words of praise, remarks of evaluation or inspirational
comments can benefit the group. The advisor may feel more comfortable
participating when club members have learned to recognize and accept the
advisor’s role as a coworker, a person whose opinions are respected for their value
“without reference to source.”
As an advisor, you will be asked many questions. If an officer asks ‘what should we
do?” or “what do you think?” the question should be rephrased and handed back
to the student. The advisor is there to assist the officer, not to solve the problem. It is
important to remember, the advisor is not the leader of the group however, and
there will be occasions when advisor input or participation will be necessary.
If an organization is planning a questionable activity, the advisor should point out
factors bearing on the ideas presented by the officer, without imposing his/her own
bias. If an officer or club member’s idea is inappropriate, the advisor should
encourage the student to consider other alternatives. The difficulties inherent to the
plan can be pointed out. The advisor may also request the group obtain the
opinion of the individuals or organization affected by the action.
The advisor should keep in mind the Student Activities Office is available; has the
prime responsibility for setting and interpreting policies regarding student activities;
and has the final authority to approve or sanction an organization’s activities. When
an advisor has questions about the advisability of an organization’s plans, he/she
should feel free to refer the group to the Student Activities Office for consideration.
RESPONSIBILITIES OF STUDENT ORGANIZATIONS
The policies and procedures relating to student organizations are administrated
through the Student Activities Office. Advisors and organization officers are
responsible for understanding and following the policies and procedures set forth in
the current club and organization manual. Interpretation of policies and procedures
can be obtained from the Student Activities Office.
An Organization’s Responsibility to its Advisor
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To recognize the advisor as an integral of the organization and keep him/her
fully informed regarding activities and events.
To notify the advisor regarding the place and time of each meeting.
To consult with the advisor regarding any concerns that arises within the
organization.
The president should meet regularly with the advisor to discuss the affairs of
the organization.
Obligations of a Club or Organization
In addition to pursuing its goals and fulfilling the needs of its membership, every
organization shares the following responsibilities:
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To respect the rights and traditions of other organizations.
To aim to improve student activities and student life at St. Thomas Aquinas
College.
To abide by the policies set forth by the Student Government Association
and the Student Activities Office.
To file a constitution or charter with the Student Government Association and
the Student Activities Office.
To maintain a membership of at least five (5) registered undergraduate
students enrolled on this campus, which includes officers. (Exempt from this
provision are nationally chartered honor societies subject to the approval of
the Director of Student Activities) Note: If a group does not meet the
minimum requirements of five (5) undergraduate members, the organization
can be granted provisional status for one (1) semester. This allows the group
to utilize meeting facilities and sponsor events on campus with the approval
of the Student Activities Office. If group membership still does not meet the
requirement after one (1) semester, the organization’s provisional status will
expire and the group may not be recognized as a St. Thomas Aquinas
College organization.
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To have a faculty or staff advisor and keep the individual informed of all club
endeavors and activities. The organization must notify the advisor regarding
the place and time of each meeting and consult him/her with any concerns
that arise within the organization. The president should also meet regularly
with the advisor to discuss the affairs of the group.
To submit a list a members and officers to the Student Government
Association (SGA) and Director of Student Activities at the beginning of the
fall and spring semesters.
To maintain accurate records of the club’s financial activity.
OFFICERS/MEMBERS
Officers are defined as all presidents, vice presidents, secretaries, treasurers and
others defined by a student organization’s charter or constitution. This includes all
editorial or managerial positions for student media.
The following policies must be adhered to:
(1) A cumulative GPA of a 2.25 or better must be maintained by a student
holding an office and a 2.0 for general members. Those officers who fall
below these requirements, but who are above 2.0 GPA, will be on probation
until the end of the term. In order to determine eligibility, all GPAs will be
checked at the beginning of each semester.
(2) No student is permitted to hold office his/her first semester of attendance at
St. Thomas Aquinas College with the exceptions of transfer students and the
Freshman Class Board.
(3) Students who are elected or appointed to an office must be full-time
students. The Student Activities Office must approve any and all exceptions.
(4) Students who do no have a minimum GPA of a 2.0 will not be allowed to sit
on any college committee.
STUDENT DEVELOPMENT
The Student Activities Office, located in the Romano Student Alumni Center, is
designed to serve all recognized student organizations. Student Activities staff
members are available to assist student groups in the development, presentation
and evaluation of programs. The following resources are available for use by all
recognized student groups:
Communication:
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E-Mail: established at the request of the student organization’s leadership
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Mailboxes (located in Club Room in the lower level of the Romano Student
Alumni Center)
Information:
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Monthly Activities Calendar (located in Aquinas Hall)
Club and Organization Manual (a guide to club policies and procedures)
Club and Organization Directory (a listing of all clubs, current
officers/members and advisors) http://clubs.stactivities.com
College Publications:
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St. Thomas Aquinas College Student Handbook
Thoma - College Newspaper
Thomist – College Yearbook
Student Activities and Organization Manual
Advisor’s Manual
Miscellaneous:
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Cash Boxes
Financial Transaction Forms (i.e. Check Request)
Forms (i.e. for event registration, roster update, etc…)
Photocopying (for 40 copies or less)
Posting Approval
Full Color Printing (subject to approval)
Contracts
The Standard Performance Contract, available in the Student Activities Office, will
be used for all agreements with outside agencies or performers, such as, bands,
DJ’s, and speakers.
If you plan to use any contract, other than the St. Thomas Aquinas College’s
Standard Performance Contract, the Director of Student Activities must first review
said contract prior to any agreement being made (written or oral). Because of this
it must be received well in advance of your event fourteen (14) days.
If the Standard Performance Contract is used, it is the organization’s responsibility to
have all copies signed by the performer. After all copies have been signed and
returned to the Student Activities Office, the contract will be signed by the Director
of Student Activities.
The organization keeps one copy of the contract and another is given to the
performer. The original and one other copy are kept by the Student Activities
Office.
In addition all outside entities contracted by the College must provide a completed
and signed W-9 Form (Request for Tax Payer Identification Number) in order to be
paid for services rendered.
A Federal W-9 form can be downloaded online here: http://1.usa.gov/14gtFpg
A check for the performer will always be ready on the day it is required, provided
the contract is signed by the performer at least fourteen (14) days before the
scheduled date of performance.
CONTRACTS ARE ALWAYS PAID BY COLLEGE CHECK, NEVER BY CASH.
A signed contract must be executed and a check will be generated. Do NOT,
under any circumstances, pay a performer with your own money. You will be
laughed at and you will NOT be reimbursed!
Important Note: No student or advisor is permitted to sign any contract. Contracts
may only be signed by the Director of Student Activities, Cabinet Member, Legal
Counsel, or other official and appointed Designee. Any student or advisor signing a
contract will be held liable for its conditions, payment, and legal ramifications. The
college cannot not be liable for a contract signed by a student or advisor.
Dissent and Picketing Policy
Since the purpose of any college is the search for the truth, dissent has a most
legitimate place in our community. Dissent, however, must not interfere with the
operation of the institution which provides its very legitimacy. Therefore, dissent or
demonstrations and rallies must adhere to the college protocol on this subject. The
demonstrations and rallies must always be non-violet and considerate of the rights
of all members of the St. Thomas Aquinas community. Picketing and distribution of
materials are permissible in the proper areas. Should any questions arise concerning
this policy, the Director of Student Activities should be consulted ahead of time.
Hazing
Any action or situation involving physical or mental abuse such as harassment,
intimidation, or any other initiation procedure subjecting a person to treatment
intended to put him/her in a humiliating or disconcerting position, the forced
consumption of liquor, drugs or other liquid or solid substances for the purpose of
initiation into or affiliation with any organization, or other conduct which recklessly or
intentionally endangers or threatens the health, safety or welfare of any person on
college owned or operated property or at college-sponsored activities is expressly
prohibited.
Posting
The following are policies regarding the posting of flyers which are currently in
effect. Please make yourself familiar with them as you are responsible for this
information. Be sure to also share this information with your membership. Posters and
other forms of advertising on the campus must conform to campus regulations
available in the Student Activities Office and must be approved prior to being
posted. The college reserves the right to refuse requests for postings of information
by college related organizations, private individuals, groups, off-campus and any
profit or nonprofit entity.
Preface
All posting must be in line with the mission, policies and procedures of St. Thomas Aquinas
College
1. All St. Thomas Aquinas College recognized and duly chartered student
clubs and/or organizations must have programs and events approved by
the Student Activities Office before distributing related publicity.
2. All posters, fliers, banners, etc. must be approved by the Student Activities
Office prior to being posted.
3. Postings are permitted on Student Activities bulletin boards only.
4. Postings/fliers are not permitted on windows, doors, glass, trees, outside
buildings, or painted walls. Materials posted in these areas will be
removed and discarded.
5. The Student Activities Office will approve limited copies for posting. One
flyer may be posted per bulletin board. Fliers and other advertisements will
be removed within 24 hours after the event has taken place (except
weekends.) Fliers and other postings may be posted for a maximum of
three weeks prior to the event.
6. All information on any posting must be expressed clearly.
7. If a flyer is written in a language other than English, the flyer must include
English translation.
8. Entry way doors reserved for emergency posting only; no other postings
are permitted.
9. There will be no postings of alcohol related or drug related events,
obscenities, slanderous material. This includes, but not limited to, materials
which show/promote nudity, violence, racism, sexism, or any materials
that are antithetical to the mission and goals of St. Thomas Aquinas
College.
10. There will be LIMITED posting of notices or fliers that support or endorse
candidates for political office or political statements. St. Thomas Aquinas
College is a private college and not a public forum and reserves the right
to limit and/or exclude such postings. Use of any bulletin board authorized
space in any building on campus does not constitute an endorsement or
guarantee of any product, service or information by the Student Activities
Office or St. Thomas Aquinas College.
11. Banners may be posted in the Romano Student Alumni Center and
McNelis Commons Dining Hall with prior approval from the Student
Activities Office. Banners may not exceed 36” x 48” due to space
limitations unless otherwise noted.
12. Decisions concerning contentious material may be referred to the Dean
of Student Development for final decision.
The college reserves the right to remove any materials at any time.
Students or student organizations in violation of any of the preceding regulations
are subject to disciplinary action or financial sanction. Outside organizations in
violation of these policies will not be permitted to post any information or use
college facilities. Furthermore the college reserves the right to pursue criminal
charges to the fullest extent of the law.
I have received a copy of the Student Activities Advisor’s Manual. I understand that
I am responsible for the information contained in the manual and that I must
adhere to its contents.
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Advisor’s Name
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Club/Organization
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Advisor’s Signature
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Date