2. Agenda
• Introductions
• Registration & Funding
• Legal & Risk Management Policies
• The Role of an Advisor
• Resources Overview
• Ohio Union Website
• Questions & Evaluation
Presentation Available at: www.slideshare.net/A_Burden/advisor-training-
1213
3. By a show of hands…
• How many of you are first-time advisors?
4. University
Senate
Council on
Student Affairs
Registered Student
Organizations
5. Philosophy on Student Organizations
OSU definition of a student organization:
A Student Organization is an association of Ohio State
students created for any educational purpose that supports
the vision and goals of the University set forth in the Academic
Plan and the Diversity Action Plan.
• Student Organizations serve as a medium for academic
discourse, personal growth, leadership development,
intercultural understanding, community service, and lasting
friendships.
6. Minimum Criteria
• Must have five OSU student members
• 90% of organization membership must be currently enrolled
OSU students
• Three separate student leaders serve as primary officers -
President, Secondary Leader, Treasurer
– None of whom may be listed as primary officers of more than three
different organizations
• Student officers must maintain a minimum term GPA (2.0 for
undergraduates, 3.0 for graduate students, 2.0 for professional
students) and be enrolled in classes
7. Minimum Criteria
• OSU Faculty or A&P staff advisor (who may not advise more than
three student organizations unless required by job description)
– Graduate and professional students and civil service employees are not
eligible to serve as Primary Advisors
• Must submit annual goals, demographic information, roster of
members and officers, and constitution containing all required
sections
8. Role of the President
• Complete and manage registration for organization
• Coordinate meetings and events
• Primary contact for, and corresponds on behalf of, student
organization
• Communicate with organization members and advisor
• Provide vision, goals, and leadership for the organization
• Recruit and groom future leaders
• Ensure teambuilding and morale
9. All Student Organizations
• Two Registration Windows
– Spring Window: February 15 – April 30 (June 1 this year only)
– Autumn Window: August 1 – October 15
• Organizations self select which Window to register in and
complete their requirements before the end of their
Window
– Select your Window based on elections/transitions timing
• Brand new organizations may only start registration
during a Window
10. Registration & Management
• Annual Registration Requirements
– Training (Pres, Treas, Adv*)
– Online Registration (Pres)
• General Information
• Leaders and Roster
• Constitution
• Goals
– Online Advisor Approvals (Adv)
• Registration
• Goals Approval
* Advisor Training is good for a 2-year cycle
11. Statuses
• Pending: Brand new organizations or organizations in
the process of completing registration requirements.
• Inactive: Organizations that have not completed all
registration requirements by their registration Window
deadline. Inactive organizations are ineligible to use the
free resources for student organizations.
12. Statuses
• Active - New/Re-Established I or II: Organizations
that have been registered for less than two (2) continuous
years or organizations with less than 15 members; all
registration requirements completed by their Window’s
deadline.
• Active - Established: Organizations that have been
registered for at least two (2) continuous years; at least 15
members of the organization; all registration
requirements completed by their Window’s deadline.
13. Role of the Treasurer
• Meet regularly with the advisor to discuss finances
• Request all funds for the organization
• Save receipts and complete all forms
• Manage organization budget and bank account
• Steward of student money
• Set the example of financial wellness
14. Competitive Sport Clubs
• Sport Clubs register as student organizations with the
Ohio Union (as well as registration with the RPAC Sport
Club Office)
• Sport Clubs have the same registration requirements and
benefits as other student organizations, except…
– No Ohio Union Treasurer Training required
– No access to Operating or Programming Funds
• Aspiring Sport Clubs must first register as an Active
student organization for two quarters, then apply for
Sport Club status from RPAC
15. Funding Basics
• Only the student Treasurer has access to apply for funding
online. Funding must be applied for, it’s not automatically
allocated.
• Your organization must have the following to receive funding:
– Active status
– No Outstanding Debt
– Organization Bank Account
– EIN
• When reviewing a funding request, consult the list of fundable
and non-fundable expenses in the CSA Guidelines
16. Student Activity Fee
• All students pay into the activity fee each
semester.
Signature
Student Events Buck-I-Serv
Governments 7% 4%
9%
OUAB
Student 52%
Organizations
13%
Discount
Tickets
15%
17. Operating Funds
• Organizations may apply for up to $200 each year in
operating funds
• Examples: supplies, dues to national orgs, promotional
items such as t-shirts or flyers, travel expenses
• Operating funds can be applied for anytime after July 1
each year
• Operating funds are awarded in advance on a first-come
basis
• May 1 audit deadline, which includes receipts and return of
unspent funds, to be completed by the Treasurer
18. Programming Funds
• New & Re-Established status organizations may apply for
up to $2,000 per year
• Established status organizations may apply for up to
$3,000 per year
• Applications for Programming Funds are due several
months prior to the date of the event
• The applications are reviewed by the CSA Allocations
Committee according to viewpoint neutral criteria
• Programming Funds are reimbursed after submitting
receipts for fundable expenses after the event
19. Fundraising and Sponsorship
• Some good ideas are local restaurant nights, clean-ups,
concessions, selling items, soliciting local businesses,
partnering with campus departments, or writing
organization alumni.
• On campus credit card sales are not permitted.
• Barnes & Noble book buy-backs only
• Sponsorship restrictions
– Coca-Cola competitors
– Huntington Bank (right of first refusal for banks)
• No restrictions on membership dues
20. Summary
• Renew your Training every other year (in person or
online)
• Complete Annual Online Advisor Approvals
– Registration
– Goals
– Operating Funds
– Programming Funds
• You should receive email prompts for all approvals
• Co-advisors both have login access as long as training is
completed
22. Liability Issues
• Student organizations are not official legal entities of
the University.
• When you agree to be an advisor, as the University
representative, you assume a small degree of risk.
• Minimize risk by being familiar with University policies,
staying informed of organization activities and using
good judgment.
23. Liability Issues
• Many advisors have hypothetical questions about whether or
not they could be sued for damages by the victim of an
accident at an student organization event or by a vendor with
whom the organization has breached a contract.
• There is no way to predict whether or not you could be sued,
but even though OSU Legal Affairs could not defend students
in such a situation, the University could, and likely would,
defend you as the advisor.
• As long as you are acting within the scope of your employment
and are not grossly negligent in your duty to advise the
organization, the University will indemnify you.
24. Liability Issues
• While it is not necessary, some advisors have felt more
comfortable with liability issues by having a letter on file, signed
by their supervisor, chair, or dean, that explains the University’s
indemnification of advisors
• The text of such a letter can be found on the Ohio Union’s
Advisor Resources webpage.
25. Jeanne Clery Disclosure of Campus Security
Policy & Campus Crime Statistics Act
• Under federal law, campuses must compile and publish
campus crime statistics
• If any person reveals to you that they have been the
victim of or witness to any incident that might involve a
crime, please immediately contact the University Police at
292-2121.
• Reporting a crime to the police does not mean that
charges must be filed.
26. Family Educational Rights and Privacy Act
(FERPA)
• In most cases, neither a student’s education records nor the
personal information contained in those records may be
disclosed without prior consent of the student.
• If your organization needs a student to disclose his/her
education records, you must get consent from the student prior
to obtaining the information. That consent should be in writing,
indicating the specific records to be released, the specific
purpose, the date, and the party to whom the disclosure may
be made.
• Ohio Union staff can help verify student grade information for
the purpose of officer selection.
27. Risk Management
• What is Risk Management?
– Assessing, minimizing, and preventing accidental loss
through the use of safety measures
• Varying levels and types of risk with student
organizations
– Liability
– Safety
– Reputation
– Financial
– Emergency
28. Using Trademarks
• All items with OSU logos or images must be approved by
the Trademark and Licensing Office
• The words Ohio State or OSU also need approved if used
outside of your organization’s name
• If OSU or Ohio State is part of your name
– Ohio State or OSU must appear at the end of the organization
name rather than the front
– Must have Active – Established level of registration status
29. Showing a Movie
• If you want to show a movie, whether educational or
social, you may need to buy a licensed copy of the film if
it is a “public performance.”
• Visit Motion Picture Association of America website for
more information:
http://www.mpaa.org/contentprotection/public-performance-law
• Visit www.swank.com to browse movie titles to purchase.
30. Transportation
• Waivers are not required to drive other students to events
or student organization related activities
• Organizations may rent cars, passenger vans, buses, and
trucks through Transportation & Parking:
http://tp.osu.edu/vehrental/
• Reservations must be made at least three business days in
advance
31. Working with Food
• If you are not selling food, the general rule is “eater beware”
• If you are selling food, the campus policy states:
– Food items sold by student organizations should either be commercially
prepackaged by a licensed vendor and handled in compliance with
relevant health codes, or;
– Grown, raised, or produced by members of a registered student
organization as part of their academic program.
• Download a copy of Food Safety Guidelines from the Ohio
Union Resources webpage
32. Risk Management
• Hazing
– Ohio Revised Code Definition: “ ‘Hazing’ means doing any
act or coercing another, including the victim, to do any act
of initiation into any student or other organization that
causes or creates a substantial risk of causing mental or
physical harm to any person.”
– Civil Liability: http://codes.ohio.gov/orc/2307.44
– Can report to OSU Police, Student Conduct, Ohio Union
• Alcohol
– Follow State of Ohio Law
– www.partysmart.osu.edu
– Cannot use alcohol to promote events
33. Risk Management
• Games of Chance/Raffles
• Controversial speakers, campus-wide events
• Legal referrals
• Insurance
• Tax filing
• Cash handling
• Traveling abroad
• Code of Student Conduct
– http://studentlife.osu.edu/pdfs/csc_12-31-07.pdf
– Off Campus Rules
35. Role of the Advisor
• Listener •Mentor
• Historian •Teacher
• Policy Interpreter •Motivator
• Risk Manager •Financial Advisor
• Conflict Mediator •Copy Editor
36. Required Duties
• Complete an Advisor Training session once every two years.
• Review and approve the organization’s online registration
information.
• Review and approve organization’s Goals
• Review and approve/reject CSA funding requests.
• Sign off on reservations of University space and equipment, as
requested by the University department granting the
reservation.
• Be listed as a signatory on the organization’s checking
account.
37. “Other Duties As Assigned”
• Primary resource offering suggestions
• Provide continuity and historical perspective
• Explain and review policies with the organization
• Meet with the Exec Board/President
• Assist the Treasurer with budgeting, account management
• Attend meeting and events
• Assist with retreats, officer elections and transitions, goal setting
• Be custodian of group paraphernalia, records, documents
38. Advisor Success Tips
• Establish mutual expectations
• Find balance and prioritize responsibilities
• Stay in the loop
– Cc on emails
– Subscribe to organizational listservs
• Advisor vs. Supervisor
• Be a mentor
• Be visible and approachable
• Have fun
39. Forming
• Coming together stage
– Officer transitions
– Goal Setting
– Recruitment
– Retreats
– Teambuilding
– Budgeting
• What do advisors do?
– Offer balance of Challenge & Support
– Answer questions, provide context
40. Storming
• Differences of opinion stage
• Building & testing trust
• Conflicts and indecision
• What do advisors do?
– Promote understanding leadership styles
– Encourage open debate and discussion
41. Norming
• Group culture emerges
• Projects and organizational work gets done
• What do advisors do?
– Keep ‘em motivated!
– Check in on progress
42. Performing
• Execution of goals or events
• Reflection, Feedback & Assessment
• Elections
• What do advisors do?
– Identify potential future leaders
– Provide recognition opportunities
43. The Millennial Generation
• Students born between 1982-2001 are often referred to as the
Millennial generation
• Some characteristics of “Millennials”
– Confident
– “Special”
– Achievement-Oriented
– Team-Oriented
– Structured
– More diverse
– Pressured to succeed
– More socially conscious
– Parent and family involvement
Generational Learning Styles by Julie Coates. Published by LERN Books, 2007.
44. Conflict Resolution Tips
• Establish rapport, a non-threatening environment
• Build trust through empathy & understand
perspective
• Identify and agree on a problem
• Focus on behavior, not people or personalities
• Be objective, forward looking and positive
• Look for mutually agreeable solutions, shared interest,
and multiple options
• Create attainable commitments, evaluate, and praise
success
45. Suicide Prevention
• Suicide is the second leading cause of death among college
students.
• The OSU Campus Suicide Prevention Program offers free
one-hour trainings to help you recognize the warning signs
for suicide and teach you how to intervene to get the
student help.
• To schedule training contact Wendy Winger at
wwinger@ehe.osu.edu.
48. Center for Student
Leadership & Service
A student’s point of connection
for the full spectrum of involvement
at Ohio State.
Students can connect with leadership
and service initiatives, engage with
student organizations, advance learning,
and create lasting memories.
50. Center for Student
Leadership & Service
• Existing and New Initiatives
– Leadership Awards
– Pay It Forward
– Annual Conference on Leadership and Civic Engagement
– Skill building workshops
– Leadership Classes & Leadership Studies Minor
51. Center for Student
Leadership & Service
• Workshops, Presentations, Guest Speakers
– Over 30 different topics
– Facilitation from Student Leadership Advocates (sla.osu.edu)
• Request support for your next organization retreat
– Finding locations
– Consultation/planning on activities and agendas
– Games, equipment, low ropes course activities
– Coca Cola Retreat Package Funding
52. Resource Room
• Some resources have an associated cost. Items without cost are
free. Each student organization receives a yearly $250 Line
of Credit to spend on resources. You don’t have to pay it
back!
• A Line of Credit resets on the final day of your organization’s
registration Window. You will spend your Line of Credit from
the previous year through the end of your registration
Window
• New organizations will receive a $25 Line of Credit for their
first 60 days of Pending status
• All members listed on an organization’s roster can use the
organization’s Line of Credit.
53. Resource Room
• Only three primary officers may reserve and check out
equipment.
• When your Line of Credit runs out, or if your status is Inactive,
you can purchase items at their cost from the Resource Room.
• Individuals can purchase items from the Resource Room.
54. Offices, Lockers, and Mailboxes
• Student organizations have access
to office spaces, storage lockers,
and mailboxes.
• Offices, lockers, and mailboxes
applications for the 2013-14 year
will be available in March.
55. Leadership Library & Meeting Space
• Student organizations can borrow equipment or books
from the Leadership Library and reserve one of nine free
meeting rooms within the Center.
56. Coke Beverage Donation
• Donations are for events, rather than for meetings.
• The event must be on or near campus.
• The request form must be filled out online at least 2
weeks prior to the event for which the beverages are
needed.
• Several pick-up locations, including the Ohio Union
• Not able to serve or distribute non-Coca-Cola products
on campus property, nor use university funds to purchase
non-Coca-Cola products for events or programs on or off
campus.
57. Meeting & Event Space
• Ohio Union Meeting & Event Space
– Over 30 options
– Most spaces are free with Pending or Active status
– Limited to 3 free rooms per day per student organization
• Tabling in the Union
• Ohio Union Catering – Student Organization Catering 101
Menu
• Additional campus locations – Selected classroom
buildings across campus
• Outdoor Space Reservations – BEN website request
59. Marketing Resources
• Graphic Designers
• Photography
• Videography
• Vendors or promotional items
• Ohio Union digital Bulletin Boards
• Ohio Union website calendar
60. Technology Resources
• Website hosted on University server
• Organizational Email Listservs
• Organizational Email Accounts
• Carmen page
61. Student Organization Insider
• The Student Organization Insider is a weekly email
newsletter sent to all listed officers and advisors
• You are automatically signed up to receive it when you
are listed as an officer of a student organization. Other
members can sign up to the listserv on the Ohio Union
website
• Submit announcements for your events by Tuesdays at
5pm to csls@osu.edu
74. Wrap-Up
For future reference
- Email with links and PPT slides
- Handouts
Before you leave
- Sign the Sign-in Sheet
- Turn in Evaluation
