Table of Contents

• Introductory Letter
• The student organization advisor
• Responsibilities to the student organization
• Roles and Responsibilities
• Responsibilities to individuals in the group
• Responsibilities to the College
• Responsibility of the organization to the advisor
• What you need to know
• What members of student organizations need to know…
• Programming
• Services Available to Registered Student Organizations
• Advisor Checklist
• Important telephone numbers

[back to top]

Dear Student Organization Leader and Advisor,

The student organization advisor is an integral part of every campus organization. As a member of the faculty or staff of the College, their primary function is to actively advise, counsel, and serve as a resource person for students in your organization. By asking questions that allow students to search through the possible alternatives and by making appropriate comments and suggestions, the advisor can assist the students in achieving a level of critical thinking and action that will strengthen the organization and help it to fulfill its objectives.

Each organization registered with the Gates Center for Leadership and Personal Growth varies in what they require from their advisor. The nature and style of that role is left to the organization leaders and their advisor. Student organization leadership changes from year to year, therefore, an advisor’s role cannot be static, but must change and evolve as the needs of the student organization changes and evolves.

Please feel free to call the office of Gates Center for Leadership and Personal Growth should you have any questions regarding the role of an advisor.  The Gates Center for Leadership and Personal Growth is located in Stuart Commons across from the Gus and Margie Hart Dining Hall.  Our mailbox number is A2, and we can be reached by telephone at 847-735-5210.

We hope that through this on-line handbook and through an on-going effort to provide support, student leaders and advisors can be key resources to their organizations. This guide is designed to serve as a quick resource for you in your advising duties rather than an all-inclusive reference.

Thank you for your support of student organizations at Lake Forest College.

Sincerely,

Christopher A. Waugh
Assistant Dean for the Gates Center for Leadership and Personal Growth
Director of the Mohr Student Center


[back to top]

The student organization advisor

All student organizations must have an advisor who is a full-time member of the College faculty, administration, or staff. If the advisor resigns, it is the organization’s responsibility to find a new advisor by the beginning of the next regular semester (fall or spring).

Advisors assist an organization in many ways:

1. Maintenance – Advisory activities that maintain the existence of the student organization by providing continuity with past history and traditions, consulting on College policy, serving as a role model, arbitrating group conflicts, and keeping files on past organizational functions.
   
2. Group growth – Advisory activities that improve the operation and effectiveness of the group and help it progress toward its goals. Such activities might include teaching the techniques of good leadership and fellowship, coaching the officers in the principles of good organizational and administrative practice, developing self-discipline and responsibility among members, teaching the elements of effective group operation, developing plans and procedures for action, keeping the group focused on its goals, and stimulating (or even initiating) activities and programs.
   
3. Program content – Advisory activities that question the educational rationale for the organization’s existence and lead its members into activities that will contribute to their intellectual development while enriching campus life. Such activities might include introducing new program ideas, helping group members practice skills and concepts learned in the classroom, pointing out new perspectives and directions, and supplying expert knowledge and insights.
   
   The advisor can offer ideas for projects and events, being careful not to dominate the program planning process. Advisors should make sure that the group has made appropriate room reservations and has discussed the event with the necessary people.
   
4. Networking opportunities – The advisor can help provide opportunities for members of the organization to interact with different people in the field or in that area of interest, helping them to develop new contacts. Opportunities to network might include guest speaking, field trips or site visits, or attending conferences related to their area of interest.

Responsibilities to the student organization

1. The advisor assists the group in developing realistic goals for the academic year, which contribute to the educational and personal development of the students involved. You must take an active role, rendering advice and counsel as circumstances dictate. You will perform your greatest service by providing opportunities for the students to exercise initiative and judgment, and to enjoy a proper measure of autonomy in self-directed social, educational, recreational, cultural, and spiritual activities. You should remember that it is the task of the active members to operate the organization. Removing this responsibility from the members would deprive them of an important educational experience.
   
2. The advisor is aware of all plans and activities of the group and informs the group of institutional policies that may affect these plans. You should see that the group and its officers know College policies, why they exist, and the channels to be followed for changes, revisions, or exceptions to policies.
   
3. The advisor provides continuity within the group and should be familiar with the group’s history and constitution. Membership turnover in student organizations is high and the only link with the immediate past is the advisor. You can steer group members clear of mistakes and help them avoid “reinventing of the wheel.” Serving as the group’s memory and continuity link, the advisor helps new officers build on history and develop long-term plans for the future of the organization.
   
4. The advisor assists the group in evaluating programs, as well as doing an evaluation of the organization’s activities at the end of the academic year. You must be willing to give constructive criticism when necessary and offer words of praise for work well done.

Roles and Responsibilities

Some roles and responsibilities include:

• Assist the group in negotiating group members’ roles.
• Encourage feedback on how you are doing.
• Be aware of any and all regulations that affect the group. Assist group in adhering to them.
• Encourage the group to keep records and evaluations in files. Help the group to develop procedures for passing on this information.
• Stay well informed of the plans and activities of the group by attending meetings and activities and consulting frequently with the officers.
• Be well aware of the goals and directions of the group and help the organization evaluate its process toward reaching these goals.
• Assist the group with:
  • Discussion methods
  • Goal setting
  • Role negotiating
  • Small sub groups
  • Group representatives
• Provide continuity within the group by being familiar with the group’s history, as well as their constitution and by-laws.
• Ensure the group’s compliance with Lake Forest College policies and procedures.
• Be aware of the financial status of the group and encourage the keeping of accurate records.
• Assist in training new officers and developing member leadership skills.

Responsibilities to individuals in the group

1. The advisor helps the students find a balance between their academics and their co-curricular activities.
   
2. The advisor encourages each individual to participate in, and plan, group events.

Responsibilities to the College

The advisor works with, but does not direct, the activities of the group. Although the advisor’s role is not regulatory or disciplinary, the advisor has a responsibility to both the institution and the organization to keep their best interests in mind. At times, the advisor may need to remind the organization of institutional policies so that violations do not occur. The advisor may also work with the organization’s officers to establish and maintain internal group standards and regulations for conduct.

Responsibility of the organization to the advisor

The organization-advisor relationship is not a one-way street, with the advisor doing all of the giving and the organization doing all of the taking. The organization has some definite responsibilities to its advisor. Here are some tips to guide you in your advisory capacity:

1. Establish a clear understanding between yourself and the organization as to your role and function. Set up a time to discuss this at length. Talk about the purpose of the group and its needs. Determine what you as the advisor have to offer and then agree on the nature of the relationship. Review the relationship periodically, and encourage the organization to let you know how you may advise the group better.
   
2. It is the responsibility of the organization to communicate its needs to their advisor.
   
3. Establish lines of communications. Find the best way to keep the flow of information moving smoothly between yourself and group members. Check your schedule for times you can meet with the organization. Tell the organization what information you, as an advisor, would like to receive on a regular basis (e.g. meeting notices, minutes, event announcements, critical issues, etc.) and check to see that it is sent.
   
4. The President / Committee Chair should meet regularly with you to discuss organizational matters and to relay and update information.
   
5. The President / Committee Chair should consult you before any changes in the structure or policies of the organization or committee are made, and before major projects are undertaken.
   
6. It is a good idea for you to let the organization know what type of talents you can offer. Recognize that as the advisor you are a resource person with a wealth of expertise. Offer opinions, advice, and creative ideas.
   
7. As the advisor, you are an integral part of the organization, but not a member. Your job is to coach and guide the organization in its function, not to perform tasks for the group.
   
8. Understand that although you have no vote, you should have speaking privileges.
   
9. As the advisor, you often have other responsibilities that do not always permit giving undivided attention to the organization. Organizations can extend an invitation, but need not be offended if you must decline.
   
10. Remember that the responsibility for the success or failure of a group project rests ultimately with the group, not the advisor.

What you need to know

1. Knowledge about College policies and procedures that impact student organizations.
   
2. Attend student organization meetings and functions as agreed upon by advisor and group.
   
3. Assist in the negotiation of contractual agreements entered into by the student organization.
   
4. Encourage student organization members to take advantage of opportunities to enhance their group skills.
   
5. Provide assistance in the areas of budget development, major expenditures and financial record keeping.
   
6. Provide positive and negative feedback and confront behavior in members that she/he deems to be detrimental to the individual and/or other members of the organizations.
   
7. Treat students as mature individuals who possess dignity, worth, and self-direction.
   
8. Understand the purpose and objectives of the student organization.
   
9. The advisor has a right to a private life.
   
10. The advisor has a right to disagree with student organization decisions.

What members of student organizations need to know:

1. Understand the purpose of the student organization and pursue activities that fulfill its purpose. It is understood that the objectives of the organization will be compatible with the objectives of the College and not in violation of College, local, state, and federal regulations and statutes.
   
2. Attend meetings and functions.
   
3. Inform and involve members and the advisor prior to making any financial commitments. The advisor and the members of the organization may wish to define what expenditures should be reviewed by the advisor.
   
4. Take advantage of opportunities to enhance their skills (i.e. participate in the program or training or leadership workshops).
   
5. Provide positive and negative feedback and confront behavior in members or the advisor that they deem to be detrimental to that individual and/or organization.
   
6. The advisor is a professional at the College. Members need to treat the advisor as an individual who possesses dignity, worth, and self-direction.
   
7. Members have the right to be heard by other members and the advisor.
   
8. Members have the right to choose their level of involvement in student organizations.
   
9. Members have the right to voice their disagreements with the decisions of the advisor and appeal those decisions to a predetermined higher authority.

Programming

Following is a basic outline of the steps to be taken in progressing from the idea stage to the implementation stage. While the exact details will differ among programs, these are the essential building blocks:

1. Develop the idea – what exactly are the students trying to accomplish? Have them address the basic “WHO-WHAT-WHERE-WHEN-WHY-HOW” questions before they get too far ahead of themselves. There are a lot of things to consider and they should really look before they leap.
   
2. Gather support – Is this one person’s idea or has the whole organization endorsed it? It will be much easier if everyone is invested. If this is a program that might be too complex for the size of the group, encourage them to seek assistance from other student organizations.
   
3. Determine costs – make sure the students sit down to consider the expenses related to the program. Sometimes there are hidden costs that pop up unexpectedly; advance planning and thought will prevent that from happening. Once your group has been through the idea formulation stage, they’ll begin taking the steps to make the event happen. As they do, there are some important forms that may come into play:
4. Social event planning form – this form must be filled out for events involving alcohol and for events that will require Security Staff or Facilities Management. Students can get this form at Leadership and Community Involvement.
   
5. Room Reservation Form –needed to reserve a room on campus. Contact the Gates Center for all your non-residence hall room reservations.

The Gates Center for Leadership and Personal Growth x: 5210
Pierson Rooms (Stuart Commons)
Senior 25 Lounge (Stuart Commons)
Commons Coffeehouse (Stuart Commons)
Lily Reid Holt Memorial Chapel
Wood Lounge (Reid Hall)
McCormick Auditorium (Johnson B)
Commons Tables (Stuart Commons)
Faculty Lounge (Stuart Commons)
Calvin Durand Lounge (Stuart Commons)
Donnelley & Lee Library Rooms
Durand Art Gallery
Sonnenschein
Albright Room
Halas Hall
Athletic Spaces/Fields
Adjacent Parking Area
Academic Rooms
Meyer Auditorium (Hotchkiss Hall)
Glen Rowan House

Media Services Assistant – x: 5058
Any Audio/Visual Equipment

1. Funding – MAKE SURE THE ORGANIZATION HAS FUNDING FOR THE PROGRAM.  All groups have a budget allocation from Student Government.
   
   IMPORTANT: Organizations may request money from the GA “Speaker Fund” and other special funding line items.  Call the GA Treasurer for more information (847) 735-5212. If you have any budgetary questions, be sure to call The Gates Center at (847) 735-5210.
   
2. Location – Student organizations need to reserve rooms on campus for events. The room(s) must be reserved through The Gates Center.
   
3. Publicize – Encourage the students to think long and hard about the best way to get word out about the event (MyForester announcements, 1 banner in cafeteria, flyers on campus, (5 max in Commons per event), etc. Make sure EVERY member in the organization helps out.
   
4. Security – If the event requires security to be present, the students will need to make the necessary arrangements. The students MUST complete a Special Event Planning form (available at the LCI Office in the Stuart Commons).
   
5. Additional arrangements – Be sure to ask additional questions of the students, such as…
   
   
   1. Are you serving food?
      
   2. Will you need any audio/visual equipment?
      
   3. Will there be a stage?
      
   These are just a few of the other considerations to be taken into account as they prepare for the event. Most providers of services require a two-week notification in order to be ready to give you what you need.
   
6. On–site logistics – advisors should be present at organization events – to provide both support and backup. It helps to have a conversation with the students prior to the event where you can ask the following questions: Are you prepared for what will happen on the day of the actual event? Do you have help in making sure things go smoothly?
   
   Encourage them to think through what needs to happen in order for everything to go according to schedule.
   
7. Enjoy – One of the greatest things about being an advisor is seeing the students succeed. So have a good time!!

Services Available to Registered Student Organizations

There are a number of campus services available to registered student organizations at Lake Forest College. The list following, while not exhaustive, gives an overview of what is offered. To request any one of these various services, you should contact the person/phone number listed for each service.

Fall Involvement Fair – During the Fall semester, the Gates Center sponsors the Fall Involvement fair. This event is to promote campus activities to students, faculty, and staff. Organizations are invited to sponsor a table at the event to recruit new members.

Advisor Roundtables – Will be held each semester, these informal discussions allow advisors to discuss organizational issues with their peers and with members of Gates Center for Leadership and Personal Growth.

Spring Involvement Fair – During the Spring semester, the Gates Center sponsors the Spring Involvement Fair. This event is to promote campus activities to students, faculty, and staff. Organizations are invited to sponsor a table at the event to recruit new members.

Gates Center for Leadership and Personal Growth – The Gates Center will assist with individual issues and will present workshops to student organizations on an as-needed basis.

Display Cases / Weekly-Monthly Calendars –There are bulletin boards and posting areas throughout the campus where you can display ads for coming events involving your organization. The Lake Forest monthly calendars [Marketing & Communications at (847) 735- 6010] are distributed around campus, providing information on College events to students, faculty and staff. In addition to the monthly campus calendar, events are also posted on MyForester and in a weekly calendar displayed on the cafeteria tables. The Gates Center publishes a weekly calendar, the Campus Capsule, listing meetings and other events happening around the campus during the week.

Visual Communications (Copy Center) – (847) 735-5082

Web Space Availability – (847) 735-5210

General Assembly Funding (including the “GA Speaker Fund”) – (847) 735-5212

College Van Rental – (847) 735-5040

[back to top]

Advisor Checklist

This form is helpful in facilitating a discussion between the advisor and the leaders of the group about the role the advisor will take.  The advisor should be very clear about the things she/he will do. The things she/he will not do, and his or her expectation from the group as well.  Review this list at least once a year with your officers and with yourself on your role as an advisor.  The advisor and the officers of the organization should rank the following items (from 1-5, 1 being essential duty of the advisor and 5 being absolutely not an advisor’s duty) individually, then meet to compare answers and discuss the differences.  For items that are determined not to be the responsibility of the advisor, it is important to establish whose responsibility it will be.

Important Telephone Numbers