Student Organization
Advisor Training
Dustin Lewis
Associate Director for Student Involvement
lewisd6@xavier.edu x4888
The Role of Student Government
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Facilitating the Club Activation Process for new clubs
Checking in with new clubs throughout their conditional status
Granting Recognition to Clubs
Funding student organizations through annual budget allocations
The Role of Student Involvement
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Advising Student Government on activation and funding processes
Managing student organization-related policies and procedures
Final signatory authority on all student organization spending
Facilitating trainings and workshops for student organizations
Coordinating Club Day, Spring Involvement Fair and WoW
Intervening with student organizations in violation of policies or in
need of extra assistance
Administering Mid Year and Year End Reports to student groups
Managing the annual club reactivation/renewal process
Granting Recognition to Limited Affiliation Groups
Managing the Xavier University OrgSync Community
The Role of the Advisor
Mentor
• Encourage full participation of all members of the group
• Encourage a healthy balance between academics and organization
involvement
• Establish direct relationships with the officers, the organization and
its members
Active Participant
• Aid in the development of the organization’s mission
• Regular, consistent attendance in the organization’s events and
meetings
• Regular, consistent meetings with the organization’s leadership
Financial Consultant
• Aid with budgeting; ensure the ethical behavior of handling funds
• Assist with the annual budget in accordance with financial policies
• Serve as a secondary signature authority on organization spending
• Provide signature authority on contracts and financial agreements
The Role of the Advisor
Supervisor
• Preside over controversial or potential risk-producing situations and
events
• Liaison between organization and student offices in cases of risk
management (ie. Student Involvement, Risk Management, XUPD)
• Assist in the management and reduction of risk
• Serve as a chaperone or resources for obtaining chaperones for
trips and off-campus activities
Student Organization Classifications & Categories
Classifications
Student organizations are classified based on several criteria
• Their function for the student body
• Their accountability to a department or office
• Their recognition granted by the SGA or another university dept.
• Their relationship with a university staff or faculty advisor
• Their access to various university resources (funding, space, etc)
• Their level of risk posed from their activities
Clubs
University-Affiliated Organizations (UAOs)
Subordinate Bodies
Club Sports
Student Working Groups
Limited Affiliation Groups
Student Organization Classifications & Categories
Categories
Categories are used to group clubs with similar natures or purposes
Academic
Cultural
Honors
Music / Performing Arts
Service / Social Justice
General Interest
Spiritual
Student Organization Funding
SGA Budget Allocation Process
University-Affiliated Organizations & Subordinate Bodies must
submit their requests for next year by February 1, 2016.
Club budget allocation requests are due February 26, 2016
Rollover & Recapture Process
Unspent SGA allocation dollars are recaptured and reinvested by
SGA into student organizations and other services on campus
Online Budget Review
Treasurers are tasked with the role of managing funds and with
tracking expenses and revenue. Advisors have the ability to
monitor transactions using OrgSync Checkbooks feature and
also by serving as a secondary signature authority on financial
forms.
Online Budget Review – OrgSync Checkbooks
Log onto www.OrgSync.com
In the group’s portal, select the “Treasury” tab and “Manage Checkbooks”
Current
Balance
(Updated Daily
from Banner)
Online Budget Review – OrgSync Checkbooks
Log onto www.OrgSync.com
Account Numbers
Expenses
In Red
Revenue
In Black
Student Organization Funding
New Financial Forms
Accounts Payable and Purchasing are moving all university spending
into Xavier Buy (SciQuest). An exception has been granted to all
student organizations due to the extensive amount of web training
necessary to use Xavier Buy. Student organizations will continue to
be able to submit paper forms.
Check Request
Used to pay vendors OR to reimburse a student for more than $300.
Vendor payments are tracked for IRS reporting. Students are
reimbursed via check over $300 due to limited daily cash available
in the Bursar’s Office.
• Check Requests must have an invoice and W-9 IRS form
attached in order to process payment.
• Hourly employment (Disc Jockey, Graphic Design, etc) must
be tracked due to ACA standards of employment. No
exceptions are granted, per HR and Student Employment.
Student Organization Funding
Student Cash Reimbursement
Students can be reimbursed for purchases up to $300 in cash from
the Bursar. Advisors cannot be reimbursed using this form. All
employee reimbursement will now happen through Xavier Buy.
Student Cash Advance
Students can withdraw up to $300 of cash at a time. Cash may be
used to purchase goods but students must return receipts along
with unspent cash to the Bursar.
• Vendors cannot be paid in cash for any type of service or
contractual performance. This includes payment via giftcard.
• Services, including students performing a service such as DJ or
graphic designer, cannot be paid in cash or giftcard.
Student Cash Return
This form is returned to the Bursar along with any remaining cash
and receipts for proof of purchase.
Student Organization Funding
New Student Organization Financial Forms
Advisor
Signature
Required
Student Organization Funding
New Student Organization Financial Forms
Mandatory Online Training
Treasurers are now required to
complete a mandatory, online
training to learn how to access
their student organization
funds.
The link is now active at
https://orgsync.com/32078/forms/154471
Advisor
Signature
Required
Advisors are welcome to
complete the training as well.
It involves online tutorials and
instructional video modules for
each form.
Student Organization Funding
Additional Funding: Student Organization Resource Fund (SORF)
The SORF Board allocates supplemental funding to Clubs, UniversityAffiliated Organizations and Subordinate Bodies from the Student
Activity Fee. Eligible submissions are considered for requests related to
events, trips or equipment.
SORF Requests are due on Friday afternoons prior to the hearing. The
Board holds hearings every other Tuesday at 4pm to review requests.
Additional Funding: Friedlander Family Fund
The Friedlander Family Fund was created to reduce financial barriers for
students who, based on financial aid and need, would be limited from
experiences such as retreats, campus programs, events or conferences
with participation costs/fees.
Friedlander Family Fund requests are reviewed weekly.
Student Domestic Travel Itinerary
Student organizations are only required to complete this form if
• Domestic event or activity that occurs beyond 20 miles from campus or
• Event or activity includes an overnight stay
Chaperone Requirement
The need for a chaperone is determined for each trip based upon a review
of the risk associated with that experience, using the Student Domestic
Travel Risk Matrix. Some factors used to determine the need for a
chaperone within the Matrix, include:
• Distance from campus
• Duration of travel (time away from campus)
• Number of participants
• Purpose of travel
• Type of activities taking place, such as structured or unstructured
In most cases, any overnight trips or day trips with high risk activities will
require a chaperone that in most cases will be a full time employee of
Xavier University.
Student Domestic Travel Itinerary
Chaperone Expectations
The role of the chaperone is to educate and coach students on making
good choices while traveling which subsequently can reduce risk to the
university and liability to students and chaperones.
The following are a list of expectations for chaperones:
• Complete training as a Clery Campus Security Authority (CSA)
• Arrange to travel with the group from point of origin to final destination
and to stay with the group for overnight trips for the entire travel period
• Abide by all applicable University policies and procedures – students are
not permitted to drink alcohol while traveling on a student organization
trip. See the Alcohol & Other Drugs Policy for further clarification.
• Assist students with logistical planning to reduce risk and enforce safety
precautions
• Provide supervision and monitor student behavior on the trip
• Act as a resource for alternative ideas or solutions in any travel-related
issues or concerns.
• Chaperones should never share accommodations alone with a student
Events Requiring Reservation or Approval
Outdoor Space Reservations
Outdoor Space Reservation Form and Policy are available online through
OrgSync or on the Student Involvement webpage. Student organizations
must request, in advance, to reserve an available space.
Fundraising Permits
Student Organizations are required to register all fundraising activities
from selling items internally to members, to letter-writing campaigns, to
sales and vending, to working an event in an effort to generate revenue.
Outdoor Posting Reservations
Use of outdoor locations for posting of signs or chalking promotions
require a reservation. This form is available on OrgSync.
Fenwick Place Atrium Reservations
Student organizations are able to formally reserve Fenwick Place Atrium
(outside the caf) to table information or sell items. This form is online.
Events Requiring Special Approval
Hosting Events with Alcohol
Events where alcohol is to be served require permission, per the Alcohol
& Other Drugs Policy. Request forms must be submitted several weeks in
advance of the program.
Primary concerns for receiving approval include:
• The consumption of alcohol may not be the focal point of the activity;
the event must clearly have other primary entertainment or
educational functions
• The majority of attendees must be over the age of 21
• The advisor must be present for the duration of the event
• The advisor must take responsibility for ensuring policy enforcement
• Security is required
• Events must take place between 12pm-1am
• Non-alcoholic beverages and food must be provided, free of charge
• On campus events (outside of Ryan’s Pub) must use Xavier Catering –
Chartwells is the only other entity on campus with a liquor license
Events Requiring Special Approval
Political Activities on Campus
Due to the University’s designation within the IRS, the university is
limited in its ability to participate in political campaigns. Student
organizations have the opportunity to participate in certain kinds of
lobbying and political campaign-related activities. The University cannot
be seen as endorsing any political candidate or party.
Begin all planning for political activities by contacting the Office of
Student Involvement, who will consult with Government Relations.
Campus Public Speakers & Events
When hosting a public speaker or event, student organizations must have
approval before advertising and hosting a speaker or lecturer. This form
is available on OrgSync and requires approval from Student Involvement,
Student Affairs and the Provost.
Controversial events will not be denied on the basis of controversy but
will be considered on how the university may best prepare a response.
Intervention with Student Organizations
Loss of Privileges and Recognition
Student Involvement has the authority to intervene with student
organizations in order to promote or limit their operations as necessary.
Intervention may include a loss of privilege(s) and/or recognition.
Relevant interventions may include
• Mandated trainings
• Revocation of reserved spaces
• Suspension of activities and/or operations
• Cancellation of programming
• Probationary periods for the organization
• Revocation of recognition
The decision to intervene may be the result of violation of university
policies, failure to re-register/re-activate, failure to adhere to a student
organization responsibility as outlined.
Advisor Resources
The 2015-2016 Advisor Manual is now available online
Advisor Roles & Expectations
Being an Effective Advisor
Maintaining a Current Student Organization
Event Policies for Student Organizations
Appendix
Student Org Privileges & Responsibilities
Loss of Privileges & Responsibilities
Fundraising & Financial Forms
Advisor Checklist by Month
Advisor Resources
Advisor Checklist by Month
Additional Student Organization Resources
Club Connections
Monthly newsletter from Student Involvement to student organization
Presidents, Vice Presidents, Treasurers and Advisors.
Student Organization Resource Room
• Multifunction Device – copy, fax, scan
• Banner-making supplies – paint, butcher paper, markers
• Student organization mailboxes
• Check Out Items
• Coolers
• Cashboxes
• Grilling supplies
• Button-maker
• Nintendo Wii systems
• Digital Camera
• Utility Cart
• Outdoor Sandwich promotion boards
• 10x10 Outdoor Event Tents
Additional Student Organization Resources
FedEx Office Online Printing
Xavier has an existing relationship with FedEx Office and student
organizations can order print jobs online with a 30% discount on all
orders. Instructions and login information can be found online at
www.Xavier.edu/clubs under “Copy & Print Options”
Student Organization Academy
The 2nd annual Student Organization Academy is scheduled for
Saturday, September 12 in the Cintas Center. This half-day conference
is a required training for student organizations. Each group has been
asked to provide two members – preferably their president and
treasurer. Academy presenters include various faculty and staff.
Student Organization Workshops
In-person workshops will take place September 2-4 to help coach
student organizations with a short training of how to get started for the
year. These workshops are facilitated by Crystal Guffey.
On the Horizon
What’s Next for Student Organization Resources & Policies
• Updated 2015-2016 Student Organization President Manual
• Revised Outdoor Xavier Yard Map
• Launch of Student Organization Risk Management Matrix
• Launch of OrgSync Store feature – online payment collection
• Revised Event Planning Security Guide (with new Chief of Police)
• New T-shirt & Apparel Policy (Xavier brand use and standards)
• New After Party Policy
• Launch of a Volunteer/Guest Advisor Policy
• New/consolidated waivers from Risk Management
• Identification of potential new UAOs
• Intervention with at-risk organizations
• Exploration of a council system for similar organizations