Advisor Resources

 

THE RSO ADVISOR MANUAL

Welcome

Chapter 1: Introduction

• 1. Role of the Advisor
• 2. The Goal of Advisor Lunches

Chapter 2: Event Planning

• 1. Planning Events
  • a. On Campus Events
  • b. Off Campus Events
• 2. Transportation

Chapter 3: Advisor Styles and Challenges

• 1. Advising Styles
• 2. Challenges
  • a. Leadership
  • b. Membership
  • c. Organizational

Chapter 4: Fiscal Management

• 1. Budget
• 2. Purchases
• 3. Miscellaneous

Chapter 5: The Extra Mile

• 1. Leadership & Civic Responsibility
• 2. Sustainability
• 3. Service
• 4. Reflections

Appendix 1:  Student Skill Sets Checklist
Appendix 2:  Student Leader Meetings
Appendix 3:  Program Planner
Appendix 4:  Pre-Event Logistic Checklist
Appendix 5:  Program Evaluation
Appendix 6:  Advisor Evaluation

Welcome

Dear Juniata College Advisor,

Thank you for volunteering to advise a Juniata College Registered Student Organization (RSO).
Students engaged in student life are more successful in college. Engagement enhances students’
classroom experience; builds leadership skills; and helps students connect with their peers,
faculty, administrators, and our community. Engagement happens on multiple levels:

• 1. Students who attend events
  
• 2. Students who attend events and attend RSO meetings
  
• 3. Student leaders who run meetings and assist with planning
  
• 4. Student leaders who teach, mentor, and advise other students within their organization

Each level of engagement is essential for both student leadership development and successful
programming. With that said, we do want our students to progress from Level 1, students who
simply attend events, to Level 4, students teaching students. It is with your leadership,
mentorship, and interest that we can truly teach and engage our students.

The student/advisor relationship plays a large role in student engagement. Students turn to their
advisors for ideas, support, knowledge, and advice. To further develop the student/advisor
relationship, the Office of Student Activities has worked to create the Juniata College RSO
Advisor Manual. Andrew Murdock ’11 and Michelle Yockelson ’11 gathered ideas and tools
from other colleges and universities as a way to offer our advisors the best resource possible. It
is with their hard work and dedication to student activities that we present you with your copy of
the Juniata College RSO Advisor Manual.

The Office of Student Activities supports and assists students with enhancing their academic
experience through student engagement; leadership and personal development; cultural,
educational, and social programming; and becoming active, civic-minded community members
and citizens. With your help, we can reach our goals and our campus organizations can thrive
from year to year. Thank you!

Sincerely,

Staci Weber
Director of Student Activities

Chapter 1: Introduction

Role of the Advisor

WAYS AN ADVISOR CAN HELP THEIR RSO:

PROVIDE SUPPORT

• Encourage and model effective communication and interpersonal skills.
• Be a sounding board for new ideas; stimulate creativity and motivation.
• Advise students when planning events and budgeting.
• Develop relationships with the student leaders.
• Support RSO members by attending club events and meetings.
• Empower and challenge student leaders to grow, learn, and develop.
• Help your RSO set yearly goals.

SERVE AS A RESOURCE

• Know college policies (refer to the online Office of Student Activities’ handbook).
• Provide support in interactions with the administration.
• Understand the finances of student government and your organization.
• Help your students network with both Juniata and community members.

PROVIDE CONTINUITY

• Understand the history of the RSO and be aware of past successes and shortcomings.
• Help create a timeline for events, programs, elections, etc.
• Encourage leaders to keep accurate records to aid in continuity and officer transitions.

MEDIATE CONFLICTS

• Be familiar with group dynamics to ease conflict.
• Provide broad perspective on issues and problems.
• Help solve interpersonal disputes.
• Facilitate and mediate discussions when appropriate.
  

WAYS ADVISORS CAN CONNECT WITH THEIR RSO’S STUDENT LEADERSHIP AND MEMBERS:

• Meet regularly with your RSO student leaders.
• Attend RSO meetings.
• Contribute at meetings by encouraging discussion and challenging students to think
  inclusively and creatively.
• Teach ethical fiscal management and execution.
• Serve as a resource for improving group dynamics and leadership development.
• Assist in training members face-to-face and through workshops or retreats.
• Maintain history of organization.
• Assist in developing long-term and short-term goals.
• Assist with risk management decisions.
• Promote event planning and evaluation/assessment.
• Define a "successful" event through focusing on the planning process and how the
  student leaders worked together rather than looking at traditional measures such as
  attendance figures and/or ticket sales. The focus should be on the process, not just the
  outcome.
• Model and teach professionalism.
• Be a student advocate.
• Celebrate accomplishments of the RSO.
• Help students through rough spells.
• Help students maintain perspective.
• Challenge students to grow.
• Support students.
• Listen.
• Cultivate leadership skills.
• Empower students.

Modified from “Advisor Resources,” Austin Community College, Student Life Office.

Chapter 2: Event Planning

Planning Events

1. Develop program goals.
   1. What does the club wish to accomplish with this event?
   2. Does this fit within the mission of the organization?
2. Brainstorm ideas.
   1. Solicit ideas from the members and the board.
   2. Think big.
3. Create a timeline and to-do lists.
   1. Make a list of things to do along with completion dates.
   2. Delegate responsibilities to both members and RSO leadership.
4. Establish a budget.
   1. What materials need to be purchased to complete this project?
   2. Do we have the budget? Do we need additional funding?
5. Reserve your location through Event Scheduler on the ARCH.
   1. Solidify the program’s date, time, and location at least 10 days in advance.
6. Contracted services.
   1. Contact potential performers or other outside vendors.
   2. Be professional and negotiate the price.
   3. Remember to take all contracts to the Office of Student Activities.
7. Publicize.
   1. Design, print, and hang posters and flyers throughout campus.
   2. Advertise on the Daily Announcements and Facebook.
   3. Come up with other creative advertising ideas.
8. Confirm.
   1. Confirm all aspects of the event.
9. Brainstorm potential problems and how to troubleshoot them.
10. Have a great event!
11. Wrap up.
    1. Pay bills and turn in receipts in a timely manner.
    2. Reflect on the event.
       1. i. What went well?
       2. ii. What would you improve upon for next year?
       3. iii. What did you learn?
12. Send “Thank you” notes

ON CAMPUS EVENTS:

• Community Service Events: Please keep the Office of Community Service informed at 814-641-3365.
• Movies: One must obtain the copyright to the movie due to the Copyright Act, Public Law 94-553, Title 17 of the United States Code, Section 106, to show a movie outside the classroom. The Copyright Act reads, “the copyright owner has the exclusive right to perform the copyrighted work publicly,” which means unless we purchase the copyright to the movie, we may not view or adverstise the film.
• Baker Refectory: Baker must be scheduled through the Event Scheduler and have the approval of both the Director of Food Services and the Director of Student Activities.
  • Using this space after hours costs $100.00.
• Field Space and Gym Space in Kennedy: Practice space needs to be reserved through the Director of Student Activities in collaboration with the Assistant Athletic Director and Office of Conferences and Events.
• Mat Room: Please work with Doug Smith.

OFF CAMPUS EVENTS:

Planning off campus events should follow the same general outline previously mentioned with the addition that the trip’s group leader should complete the travel forms found on the Office of Student Activities webpage under Forms, Travel Permit. The “Juniata College Travel Policy” has two parts:

• An on-line information form.
• A participation form each participant should complete and submit (hard copy) to the Office of Student Activities before departure.

DAY TRIPS:

Planning day trips should follow the same procedure as general events, in addition to:

• Arrange transportation
• Arrange for meals
• Complete the Juniata College Travel Permit
• Prepare the students on what the day will include, appropriate dress code and behavior, and additional information
• Collect all necessary contact information for the trip (site name, address, and contact and participants’ contact information)

RETREATS:

Planning retreats should follow the same procedure as general events, in addition to:

• Arrange transportation
• Arrange for meals
• Complete the Juniata College Travel Permit
• Arrange for housing
• Outline goals, anticipated learning outcomes, and mission of retreat
• Prepare activities

CONFERENCES:

Conferences should follow the same procedure as general events, in addition to:

• Plan curriculum/conference program
• Arrange for meals
• Arrange or assist with arranging guest and speaker’s accommodations and travel
• Send out invitations for the conference
• Note: If large overnight groups will be coming to campus, please make sure to work closely with Conferences and Events.

Transportation

ARRANGING FOR TRANSPORTATION:

• Juniata students and staff with a valid driver’s license may arrange to become van certified (contact Wanda Lightner in Facilities at 814-641-3389 or lightnw@juniata.edu).
• Book Juniata College vehicles in advance through Wanda. Only students and staff who are Juniata College van certified may drive Juniata College vehicles.
• If Juniata does not have vehicles available, other transportation options include charter busses and/or Enterprise Rent-a-car. Reservations should be made under 'Juniata Colleges’ name in order to be protected under Juniata College’s insurance policy. Note: You must meet the age requirements to rent a car from Enterprise.
• The College’s insurance policy does not cover the use of private vehicles for college sponsored/sanctioned travel.

CAMPUS VEHICLE PRICES (SUBJECT TO CHANGE):

	Cost per Hour	OR	Daily Limit	+	Cost per 100 Miles
Mini Bus	$16.00	OR	$65.00	+	$17.00
12 Pass Van	$11.00	OR	$45.00	+	$14.00
8 Pass Van	$10.00	OR	$40.00	+	$12.00
Car	$9.00	OR	$35.00	+	$10.00

Chapter 3: Advising Styles and Challenges

Advising Styles

FINDING A STYLE THAT WILL WORK FOR YOUR RSO:

Autocratic

• Characterized by a single person controlling the group

Participative

• Allows a variety of input, though the leader makes the final decision

Laissez-Faire

• “Hands off” approach

Director

• High concern for accomplishing completed goals
• Concerned most with quality of the process in which the RSO arrives at their goals
• Provides specific instructions and supervises tasks

Teacher/Director

• High concern for process and end result

Advisor/Teacher

• Low concern for the product
• High concern for the process

Consultant

• Low concern for both product and process
• Has title yet little involvement other than signing paperwork

FACTORS INFLUENCING ADVISING STYLE:

Institutional expectations of advisor:

• Are programs expected?
• Who is ultimately responsible: student or advisor?
• Is tenure or promotion a factor?
• Are these programs campus traditions or important for student recruitment?

Student expectations of advisor:

• Who makes the decisions?
• Who does the work?
• Who is in control?
• Who comes up with the ideas?
• Who oversees the financer?

Level of students’ development:

• How advanced are students’ leadership and programming skills?
• What commitment level do students have to the group?
• Are the students actively engaged and eager to learn?

To find a style that best meets the needs of the club, sit down with the RSO’s student leadership and discuss the clubs expectations and desired responsibilities of the advisor. The advisor should also state his or her expectations of the students. The activity and worksheets at the beginning of this manual can help you find an effective style unique to you and your RSO.

 

CHALLENGES

LEADERSHIP CHALLENGES:

The questions listed in this section are to help Advisors assess the root of the groups’ problems and assist in finding a proper solution. With the specific problem in mind, review the following questions to identify any connections or causes.

QUESTIONS:

Was there a transition period during which the outgoing officers trained the new leaders and provided them with supervised experience? Have the leaders received training regarding leadership skills, job descriptions, group goals, and group history?

• Are prior records available?
• Do the leaders know how to delegate and effectively practice it within the group?
• Are the leaders aware of the group’s “informal leaders” and how they can be utilized?
• Does the leader run the group’s meetings as a facilitator or dominator?
• Are the leaders more interested in developing social networks or the goals of the RSO?
• Does the leader’s style fit the organization’s style?
• Are the leaders inappropriately distant from the membership? Does an “Us-Them” relationship exist?
• Do the leaders make decisions apart from the membership?
• Do other members complain about the leader(s)? What do they complain about?
• Are the leaders grooming others for leadership positions? If so, how are future leaders selected and mentored?
• How are leaders selected?
• Are the leadership positions respected?
• Have the leaders established personal, academic, and co-curricular priorities?
• Are other aspects of the leader’s life in order?
• Have expectations of the leadership been discussed?
• Does the leader accurately perceive and acknowledge problems that confront him/her?
• What methods of feedback or evaluation are available to the leader(s)? Who provides the feedback?
• Do the leaders identify more with the advisor than with the group?
• Does the advisor meet regularly with the leaders to discuss the group’s health as well as its task performance?
• Is the advisor willing and able to confront the leader about perceived problems regarding leadership style?
• How receptive is the leader to constructive criticism?
• What resources dealing with leadership are available to the leader and advisor?

 

MEMBERSHIP CHALLENGES:

Use these questions as a guide to assess problems in membership. Concerns may lie with the relationship between members and executive board, membership attendance, or low member morale; these questions can help fix the problem.

QUESTIONS:

• Does the group have goals?
• Have the members been given the opportunity to determine the group’s goals, methods of achieving these goals, and expectation and norms of membership?
• Are group goals understood and accepted by all membership?
• Are members involved in the group? Are they appointed, elected, or did they join because of mutual interests? Do they have meaningful responsibilities?
• What patterns of interaction exist among group members and leaders?
• How are group decisions made?
• What is the functioning style of the group? Are all members involved? Do they have specific duties? How are duties and tasks assigned?
• How are agendas created? Are members involved in their creation?
• Is there a balance between long and short-term goals?
• Is the group progressing towards their goals? If not, what roadblocks exist?
• What reward structure exists for members?
• Is group work and membership enjoyable?
• Has the group been given the opportunity to interact informally, in and outside of the meeting?
• Are specific topics disruptive to the group process and why?
• Is the seating arrangement conducive to group interaction?
• Who dominates the group and why?
• If there are hidden agendas, can they be incorporated into the group process?
• What type of climate exists in the group? Is risk-taking allowed? Can people experiment?
• Are group members testing the boundaries of what they can do or do they themselves or others limit them?
• How does the group deal with frustration?
• What do group members expect of the leadership and advisor?
• Do members accurately perceive and acknowledge group problems?
• What method of feedback or evaluation is available to the group? Who provides the feedback?
• How receptive is the group to discussion of problems?
• How are members and leaders held accountable?
• Does everyone in the group know each other by name?
• Are the meetings fun and productive?

 

ORGANIZATIONAL CHALLENGES:

These questions will help solve issues of organization within the club.

QUESTIONS:

• Does the group have a constitution, charter, mission statement, or plan of work? Is the group familiar with these documents?
• Does the group have a valid understanding of its authority, responsibility, and tradition?
• Has the group had the opportunity to reassess its purpose and goals?
• Are prior year’s records (financial reports, program evaluations, minutes, etc.) available to those who need them?
• Have detailed job descriptions been developed for officers and chairpersons?
• Is there sufficient support to perform necessary clerical and managerial functions?
• Is there a method for ensuring accountability?
• Are the organization’s policies and procedures documented and followed?
• Does the group have a budget and regular financial statements?
• Are policies regarding fund appropriations and disbursement adhered to by all group members?
• Are legal and institutional requirements known and adhered to by all group leaders and members?
• Are agendas prepared and distributed in advance of group meetings?
• Are minutes of meetings prepared in a timely fashion and available to all constituents?
• Are all members familiar with parliamentary procedure or other guidelines under which meetings are conducted?
• Do members and leaders know the best way to communicate with each other?
  

 

Chapter 4:  Fiscal Management

BUDGET

THE ALLOCATIONS BOARD:

The Allocations Board is comprised of ten voting members (one RSO treasurer from each Common Interest Sector or CIS), a facilitator (Student Government Treasurer), and an Advisor (Student Government’s Advisor/Director of Student Activities).  Neither the Student Government Treasurer nor the Advisor has a vote on the board; however, in the case of a tie, the Student Government Treasurer may step in.  The A-board has two main responsibilities:

• Meet bi-weekly to review allocation requests. 
• Meet with their respective treasurers during the spring semester to work on submitting a budget for the following academic year. 

If you or your treasurer have questions about your RSO’s budget, please contact your CIS representative, the Student Government treasurer, or the Director of Student Activities.

Ideally, RSOs request funds from Student Government in one lump sum during the spring semester for the following academic year.  To request money, RSOs must submit a budget (the appropriate budget form is on the Student Government webpage) to Student Government (through their CIS representative).  The form requires a detailed account of the club’s budget including fundraisers and event costs.  Your CIS representative will review the request and will work with your RSO treasurer to allocate money appropriately.

Outside the spring budget process, RSOs can petition the Allocations Board for additional money.  RSO treasurers need to complete and submit the Financial Petition Form (found on the Student Government webpage) and submit it to the Student Government treasurer.  The A-board meets bi-weekly throughout the academic year to review these requests.

RSOs may not donate their allocated student government money to another non-profit organization.  If students would like to donate to a non-profit organization, they must fundraise the money.  Similarly, RSOs should not spend money on alcohol, RSO t-shirts, and/or other mementos for the members.

FUNDRAISING:

RSOs may fundraise for either their own organization or a non-profit organization.  Before RSOs may fundraise, they must complete a Fundraising Form (found on the OSA webpage) and receive approval from the Director of Student Activities.  It is encouraged that RSOs do not start planning their fundraiser until they receive permission from the Director.

The College has a “small games of chance” policy that allows raffles and other 50/50 games.  Poker is not permitted as a fundraiser.

RSO ACCOUNT:

All RSOs have a Juniata College account.  During the first week of school, the Office of Student Activities will conduct a Treasurer’s Training where treasurers will learn/receive:

• RSO binder with account number, copy code, and current budget.
• Training on how to make purchases and deposits.
• Paperwork to receive a Juniata College P-card.
• The opportunity to nominate him/herself for the Allocations Board.

Completed financial forms go to Account Services.  Forms must include the RSO’s account number, the treasurer’s signature, and the advisor’s signature. 

The RSO account number is an 11-digit number:  21-XXXXX-OOOO.  Where XXXXX is a 5-digit number specific to your RSO and the OOOO is a 4-digit object code, which defines the course of action.  Withdrawals use the object code 6199 and deposits use 4829.  

Treasurers should practice ethical spending and keep a full and accurate account of all fiscal activity.  As the advisor, please work with your treasurer to ensure fiscal responsibility.

PRUCHASES

PURCHASING CARDS (P-Card):

P-Cards are the ideal way for RSOs to make transactions.  To receive a P-Card, RSO treasurers will receive their necessary paperwork at the Treasurer’s Training or may contact Barb Reck.  With the P-Card, RSOs can make purchases as they would with a credit card (no pin number is necessary).  After using the P-card, the treasurer must turn in his or her original receipts (with the advisor and treasurer's signatures and the RSO listed on the back) to the Office of Student Activities within 7 days.  

If the advisor uses his or her departmental P-Card, not the RSO P-Card, the advisor should keep the receipt in his or her records.  The advisor can reconcile the charges from his or her P-Card to the RSO, but should not turn in those receipts to the Office of Student Activities. 

CASH ADVANCE:

This option should be used when paying entertainers or companies a pre-arranged price. Complete the Accounts Payable Form (Office of Student Activities webpage under Forms) and return it along with a contract and W-9 form or invoice to Erica Morgan, Accounts Payable by noon on Tuesdays.  Unless specified otherwise, checks will be mailed once cut.

Please remember all contracts must go through the Director of Student Activities.  Students are not allowed to sign contracts on behalf of the college.

REIMBURSING FOR PERSONAL MONIES:

If a member of your RSO spends his or her own money and needs to be reimbursed by the RSO, complete the Cash Reimbursement Form (OSA webpage).  If the reimbursement is over $100.00, the treasurer should complete an Accounts Payable Form (OSA webpage).  After completing the paperwork, take the form and copies of the receipts to Peggy Lockhoff.  For reimbursements over $100.00, the student will receive a check rather than cash.

PURCHASE ORDERS (P.O.):

Purchase Orders should be used when companies do not take a P-Card or a check.  For a P.O., complete the Purchase Requisition Form (OSA webpage) and submit it to Barb Reck.  Barb will provide you with a P.O. Number, which you can then give the company.  The P.O. Number will allow the company to directly charge your account.

CASH ADVANCE:

Cash advances provide RSOs cash without dipping into members’ personal monies.  Use the Cash advance when a P-Card is not accepted.  For under $100.00, RSOs should use the Cash Advance Form (OSA webpage).  The completed Cash Advance Form goes to Peggy Lockhoff in exchange for cash.  Within one week of receiving the cash, bring the receipt(s), the unspent money, and the Cash Advance Clear Form (OSA webpage) to Peggy to be re-deposited.  For over $100.00, complete an Accounts Payable Form rather than a Cash Advance.  In this case, the person submitting the form will receive a check rather than cash.

DEPOSITS:

To make a deposit, complete the Deposit Form (OSA webpage) and submit it to Peggy Lockoff.  The money will be available immediately.

MISCELLANEOUS

THE BOOKSTORE:

The college bookstore gives RSOs a 20% discount.  As always, RSOs are tax-exempt.  To take advantage of this discount the items must be charged to your RSO account.

Using the Copiers:

Every RSO has a copy code, which work on most campus photocopiers.  Accounting will automatically withdraw photocopy charges; no paperwork is involved.  Incorrect copy costs are hard to track, so please notify Bev Simpson immediately if an error has occurred.  Copy codes are written on the inside cover of the RSO treasurer’s binder.

THE PRINT SHOP:

The Print Shop prints color copies, posters, signs, etc. For a full list of their services, please visit at http://www.juniata.edu/services/printshop/prices.html. Any member of your group can submit a work order to the print shop by visiting http://services.juniata.edu/printshop/.  The work order will ask for your RSO’s account number and charge your organization accordingly.

 

Chapter 5:  The Extra Mile

LEADERSHIP AND CIVIC RESPONSIBILITY

Juniata's mission is to provide an engaging, personalized experience empowering students to develop the skills, knowledge and values that lead to a fulfilling life of service and ethical leadership in a global community.

As a liberal arts school, Juniata College is devoted to actively engaging students on campus and in the community.  Each student has the potential to become a leader.  It is the role of the advisor to help build solid leaders.  Through formal and informal conversations and programming, advisors should challenge and support students to think beyond themselves and for the betterment of their RSO and their community.  RSO advisors should try to build and empower student leaders to become effective change agents and work collaboratively across cultural, institutional, and geographic lines.

SUSTAINABILITY

As a progressively green campus, Juniata tries to reduce the college’s impact on the environment.  Juniata recognizes the value of thoughtful, sustainable practices and the importance of campus and community involvement.  Many RSOs focus on sustainability and conservation; however, advisors should encourage every RSO to make sustainable choices.

SERVICE

Community service and service learning help students learn about themselves and others.  Advisors should encourage RSOs to support the community through donating time and/or money.  By raising awareness to a given cause, we support our mission to “lead a fulfilling life of service.”

REFLECTIONS

After an event, Advisors should take time to lead students in conversations to discuss the activity.  Reflections can follow a simple three-step model:

• The What?  What did you do today?
• The So What?  Why does what you did today matter?
• The Now What?  Knowing what you did today and why it matters, how can you use this new experience to better yourself and others?