Office of Student Affairs & Enrollment Services
910 Madison Avenue, Suite 520
Memphis, TN 38163
901-448-5568
Student Activities and Involvement

 The Offices of Student Life and Student Affairs and Enrollment Services are
committed to providing student organizations with guidance related to
policies, operational procedures, and various opportunities to develop
leadership skills.
 Faculty and Staff advisors are the primary contact at UTHSC for student
organizations. The Office of Student Life serves as a liaison, with the
SGAEC, in support of student organizations.
 Staff within the Office of Student Life, and the Vice Chancellor for
Academic, Faculty and Student Affairs advise and work closely with the
Student Government Association Executive Council (SGAEC).
Becoming An Approved Organization

Any association of students wishing official recognition as a student organization
must submit an application for approval by the SGAEC (Student Government
Association Executive Council). See CenterScope, at www.uthsc.edu/centerscope.
 The SGAEC may recommend recognition to the Office of Student Life.
 The Office of Student Life will advise, in writing, the student organization
seeking recognition within seven (7) business days, whether or not the
recommendation is approved.
 A non-affirmative decision may be appealed to the Vice Chancellor for
Academic, Faculty and Student Affairs.
 The Vice Chancellor for Academic, Faculty and Student Affairs will review the
appeal and advise the Office of Student Life of his/her decision.
Student Organization Recognition
 Formation
A. Procedure
B. Constitution
C. Purpose
D. Size & Continuity
E. Membership & Records
F. Officers
G. Advisor Identification
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Advisor Roles
What is an advisor?

A UTHSC student organization advisor is a dedicated faculty or staff member who is requested or
appointed to provide guidance and support to officers and members of a student organization. The
advisor will serve as a representative of the organization in an official capacity, as well as an advocate
for members.
Why serve as an advisor?
Advising student organizations provides students with an opportunity to engage with expert
healthcare professionals on campus and engage in mentorship to develop their leadership skills. It
also furthers one’s commitment to service and the holistic development of students.
 Role model
 Sounding board
 Guidance related to policies
 Provide continuity
 Connect with campus resources
 Mentor
(Adapted from the University of Florida, October 2, 2014;
https://www.studentinvolvement.ufl.edu/Portals/1/Student%20Organizations/Student%20Org%20Resources/Student%20Org%20Handbook%
202013-2014.pdf)
Time Commitment

The amount of time required to serve as a student organization advisor varies based on the
needs of that organization. The average advisor can spend two to three hours a month with an
organization. If your organization is more active, advisors can spend two to four hours per
week.
Advisor activities can include:
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Ensuring election of new officers
Regular contact with officers and members
Review of checking account procedures and expenditures
Attending meetings
Programming and activity review and approval
Liaison with the campus and surrounding community
Attending various events sponsored by the student organization you advise
Meeting with president(s), or officers of the student organization to discuss event programming,
organizational development and reflection
Approving fundraising activities
(Adapted from the University of Florida, October 2, 2014;
https://www.studentinvolvement.ufl.edu/Portals/1/Student%20Organizations/Student%20Org%20Resources/Student%20Org%20Han
dbook%202013-2014.pdf)
Faculty/Staff Advisor Form

Faculty/Staff Student Organization Advisors must sign and date
Responsibilities of Faculty/Staff Advisors to Student Organizations Form.
the
 Before the organization can receive official recognition at UTHSC, the form
must be submitted to the Office of Student Life.
 In some organizations, the advisor duties may be shared by multiple advisors.
Only the advisor of record is required to complete and submit the form.
However, it is recommended that each advisor completes and submits the form.
 Questions as to the duties of faculty advisors should be directed to College level
Deans, College Student Affairs Dean/Staff, or the Associate Vice Chancellor for
Student Affairs. In addition, please review the student organization information
in CenterScope, and on the Student Life website.
Inappropriate vs. Appropriate Advising
Actions

Appropriate Actions
 Serving as a resource to the organization
 Sharing specific knowledge and expertise in the development/implementation of
programs
 Interpreting university policies and procedures for student organizations
 Providing historical continuity for the organization
 Providing constructive feedback to officers and members
Inappropriate Actions
 Taking veto power over group decisions
 Using organization funds for personal purchases
 Making decisions for the membership without their input
 Failure to adhere to University policy, procedures and guidelines
(Adapted from the University of Florida, October 2, 2014;
https://www.studentinvolvement.ufl.edu/Portals/1/Student%20Organizations/Student%20Org%20Resources/Student%20Org%20Handbook%
202013-2014.pdf)
Risk Management/Liability

In order to minimize student risks, Advisors should:
 Anticipate risks from any decisions or situations and discuss
with the officers or members and university administration as
needed.
 Be aware of university policies and regulations, as they impact
student organizations.
 Utilize best judgment and appropriate techniques at all times.
*Please see the Accountability of Advisors from Dr. Cheryl
Scheid*
Risk Management/Liability

 “Service is part of UTHSC’s mission and advising a recognized
student organization is considered to be within the scope of a
faculty member’s employment. As long as the faculty member
is acting in good faith and not accepting compensation other
than his or her regular salary, such service would be covered by
Tenn. Code ANN 9-8-307 (h) which provides state employees
with immunity from acts or omissions within the scope of their
employment. (For a more detailed explanation of protections
against liability for individual employees, see
http://bot.tennessee.edu/counsel-liability.html).”
*Please see the Accountability of Advisors from Dr. Cheryl
Scheid, Vice Chancellor of Academic, Faculty, & Student
Affairs*
Students Rights And Responsibilities
(Student Organizations)

Student Organizations are governed by the
(Conduct Code) Student Rights and
Responsibilities.
Violations, guidelines, and due process
procedures are located in CenterScope.
Prohibited behaviors – See Centerscope
Organization Policies & Procedures
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Solicitation on University Property
Solicitation in Non-public Areas of the University
Solicitation in Public Areas
Solicitation of Funds by Student Organizations (CenterScope)
Third Party Sponsorship
Non-Affiliated Speakers (Interim Policy)
Student Drug & Alcohol Policy
Use of UTHSC Logo & Trademarks
Campus Booking Contacts
Students Rights And Responsibilities (CenterScope)
Facilities Usage
(On Campus Meetings and Activities)

To schedule on-campus facilities, please contact the following individuals:
GEB/Link Auditorium- Carol Mason or Julie Sutch
Madison Plaza- Pamela Houston
SAC- Alfred Lyn Ivy or Louis Patterson
Pharmacy Bldg- Kenyetta Freeman
On-Campus Out Door Events (Health Sciences Park) – J. Lee Taylor
Nashville, Chattanooga, Knoxville Campus – Contact onsite facilities administration
UTHSC Logo & Graphic Standards – Sheila Champlin (If your organization plans to use the UTHSC Logo, or
licensed trademark, or add your organization's/college name to the logo, you must receive approval from the
UTHSC Office of Communications and Marketing. We recommend seeking approval 60 days in advance of the
sale/printing of your items.)
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Note: Off campus activities and facilities should be approved by the advisor and coordinated within the
College or Department.
Discussion & Frequently
Asked Questions

See Advisor Training Handbook for list of FAQ
Resources
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 CenterScope – www.uthsc.edu/centerscope
 Association of College Unions International http://www.acui.org/programs/professional/program.aspx?id=24751
 National Association for Campus Activities https://www.naca.org/SOI/pages/default.aspx
 Association for the Promotion of Campus Activities - http://www.apca.com/
 American Student Government Association http://asgaonline.com/ME2/Default.asp
 UTHSC Office of Student Life – www.uthsc.edu/studentlife/
 UTHSC Office of Academic, Faculty and Student Affairs Policies https://academic.uthsc.edu/policy.php
Student Organization
Advisor Training
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Thank You