Policies and Procedures Manual

Chapter 3: Student Affairs

03:06:10   Student Organization Advisor Guidelines
       

Related Policies: Tennessee Board of Regents (TBR) 3:01:01:00 Student Organizations; 1:03:02:50 Access and Use of Campus Property and Facilities; NeSCC Policy 03:09:00 Student Use of Campus Property and Facilities

  1. A sanctioned student organization advisor should have a working knowledge of the Northeast State Community College (NeSCC) policies and procedures and TBR Policy No. 3:01:01:00 on Student Organizations. As part of the advisor’s duties, he or she should have a clear understanding of the roles of the Department of Student Life and the Office of Leadership Programs at Northeast State in coordinating the student organization’s programming and activities.
  2. In carrying out the role of a sanctioned student organization advisor, he or she should have an interest in the student organization for which he or she is an advisor. The advisor should also have an interest in the growth and development of the organization within the structure of the College and within the international and national structure of the organization. The advisor’s interest should be as a result of previous or current membership in the specified organization, or as a result of a professional relationship with or interest in the specified organization’s subject matter or pursuit or through a desire to take part in the growth and development of a specified organization.
  3. Advisors of sanctioned student organizations should always be the equivalent of permanent full-time employees of the College receiving permission from their supervisors (Executive Level) to serve; permanent part-time employees may serve as advisors if approved by their supervisors (Executive Level). 
  4. Sanctioned student organization programs, events, trips, and similar activities must always be supervised by a sanctioned student organization advisor.  No student organization program, event, trip, or similar activity should be supervised by less than the equivalent of a permanent employee.  Student organization officers who are students should never be placed in the position of supervising a program, event, trip, or similar activity without a sanctioned student organization advisor present and held accountable.
  5. Sanctioned student organization advisors are ultimately responsible for the supervision of the student organization and its members.
  6. A sanctioned student organization advisor should be committed to serving the needs of an organization and its members by, but not limited to the following:
    1. Attending all formal functions staged or held by the organization;
    2. Developing a rapport with the membership of the organization, especially the officers;
    3. Keeping abreast of current developments in the particular areas served by the organization;
    4. Developing a working relationship with national, state, and/or regional officers of the organization (if applicable); and
    5. Working with College officials to inform the organization of TBR and Northeast State policies, procedures, and decisions that affect the functioning of the organization.
  7. A sanctioned student organization advisor should acquire a working knowledge of TBR policies and guidelines as they relate to fundraising, fund accounting, and fund disbursement as outlined in TBR and Northeast State business policies and guidelines. The advisor should then assist with the financial duties associated with the organization by counseling and assisting officers, by reviewing financial statements and accounts, and by assisting with Northeast State procedures designed to safeguard funds.
  8. A sanctioned student organization advisor should have a reasonable knowledge of current applicable standards in the area of student organizations in higher education and liability issues. An advisor should consult with the Director of Leadership Programs, the Dean of Student Development, the Vice President for Student Affairs, and designated legal officials concerning applicable standards, which include, but are not limited to:
    1. Responsible use, administration, and monitoring of organization social media accounts; and
    2. Access to all student organization passwords, usernames, and login information.
  9. A sanctioned student organization advisor should attempt to assist in the planning of all social and formal functions, whether on or off- campus; the advisor shall routinely appear at planned social functions. Advisors should, in aiding the organization in planning events, maintain consistency with all Northeast State and TBR policies and guidelines such as, but not limited to, TBR Policy No. 1:03:02:50 on Access and Use of Campus Property and Facilities and NeSCC’s policy on Student Use of Campus Property and Facilities (03:09:00).
  10. A sanctioned student organization advisor should encourage the development of initiative and leadership within the specified organization, should assist the officials of the College in identifying potential officers and leaders within the organization, and should serve as a resource person for the organization in leadership areas. 
  11. Adjunct faculty and/or part-time temporary employees should not serve as advisors for any sanctioned student organization. However, adjunct faculty and/or part-time temporary employees may volunteer to help with student organizations outside of their employment contracts or other required NeSCC work hours.  The NeSCC Volunteer Form and any other applicable forms would need to be signed to ensure the adjunct faculty and/or part-time temporary employees are aware that this participation is a volunteer activity and not part of their instructional or employee contract hours.


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Divisional Review Responsibilities Checklist: Student Affairs

Revision History: April 2014, October 2014