STUDENT CLUBS

Club Advisor Information

Campus clubs and organizations are required to have an advisor in order to become an active, college-sponsored club. Advisors must be a faculty, manager, administrator or full‐time staff member. Advisors' primary role is to serve as a resource to the club.

The success of the club program at Saddleback is greatly due to the interest and efforts of advisors. We are grateful that you have considered becoming a partner with Student Development to bring co-curricular opportunities to students across our campus.

Advisor Agreement Form

The Role of Club Advisors:

The advisor should never be considered just a signature in order to receive recognition. Club advisors are employees of the college who, out of interest and dedication give their time and talents to the co-curricular programs. Students must realize that advisors are not compensated for their participation. It is important that club members make every effort to have meetings and events at times that the advisor can attend without adding undue hardship for the advisor.

The student members of the club and the advisor should have a conversation early on to determine the role and expectations of the advisor and the advisor's expectations of the students.

Advisor Responsibilities:

Advisors need to be familiar with the club's and Associated Student Government's constitution and bylaws, College and District policies, local and state laws and rules that govern the student clubs and ensure that these are followed by the club(s) they are advising.

Advisors should be available to meet with club officers and/or members:

• when they request help.
• when planning an event to make sure that the club is prepared to hold each event that they plan.

Advisors are responsible for reviewing and approving all financial transactions.

Advisors can assist students in the development of skills such as time management, problem solving, delegations, communication and leadership.

Advisors can share the history of the organization and explain why past decisions were made to new officers.

If a club has more than one advisor, it is important that both of them are working together and aware of what the other is doing at all times. If the advisors are not working together, the club may become divided and ineffective.

Event-related Responsibilities:

Advisors are required to attend and supervise the functions and special events of their clubs in their entirety; "first in/last out."

Advisors must be present for all events Monday through Thursday after 5:00p.m, Friday after 12:00p.m., all weekend hours and events held off-campus at any time.

Advisors should allow the club's members maximum freedom and responsibility in planning and operation of all events; however, it is the duty of the advisor to see that all responsibilities are met and the events are carefully planned.

The advisor is responsible to see that first aid is given and that medical aid is secured in case of an emergency during a club meeting, event or during travel.

It is the responsibility of advisors to prohibit the use of intoxicants by students during any event sponsored by the college.

Students failing to cooperate should be reported to the Vice President of Student Services, Dr. Juan Avalos(x4567).

If the advisor is unable to attend an event he/she must identify a substitute.

Establishing the Role of the Advisor:

It is very important to establish, early on, the expectations that the club has of the advisor (and the advisor of the club).Below is a list of possible expectations that can be used as a starting point for the discussion between the student members and the advisor.

It is important to determine what the advisor will and will not do from the beginning. If the advisor will not be taking on certain tasks, it is important to clarify who will assume the responsibility for the task.

Will the advisor:

• attend general meetings
• attend executive board meetings
• Be present for meetings in which voting will occur
• explain college policy when relevant to the discussion
• depend on the club members to carry out college policies through their leadership
• Explain college policy to the membership at a general meeting once a year
• Meet regularly with the President of the club
• Help with preparation of the agenda before each meeting
• Remain quiet during general meetings unless called upon
• Speak up during discussion when s/he believes the group is likely to make a poor decision
• Exert his/her influence with officers between meetings
• Take an active part in formulating the goals of the group
• Initiate ideas for discussion when s/he believes they will assist the group
• Attend group meetings as much as possible
• Periodically check the financial records of the organization's account
• Check the secretary's minutes before they are finalized
• Check all official correspondence before it is sent out
• Be custodian of all group paraphernalia, records, etc. during the summer and between officer transitions
• Keep important files and general information in his/her office
• Inform the group of infractions of their bylaws, codes, standing rules and constitution
• Keep the group aware of its stated objectives when planning events
• Mediate interpersonal conflicts that arise
• Be responsible for planning leadership skills workshops
• State what his/her responsibilities are, or as s/he sees them, at the beginning of the school year.
• Let the group work out their problems including mistakes
• Conduct an evaluation of each activity by those students responsible for planning it
• Take the initiative in creating teamwork and cooperation
• Let the group thrive on its merits, do not interfere unless requested to do so
• Represent the group in any conflicts with members of the college staff
• Be familiar with college facilities, services and procedures associated with event planning
• Recommend programs, speakers, etc.
• Take an active part in the orderly transition of responsibilities between old and new officers at the end of the semester or year
• Cancel any activities when s/he believes they have been inadequately planned after consulting with the club

Establishing Advisor's Expectations of the Club

Will the club:

• have written goals and objectives
• work to submit all paperwork in an organized and timely manner
• give advance notice of all meetings and events semester calendar
• have awareness and adhere to all college policies
• have full attendance at meetings and events
• have financial maturity and responsibility
• have open and honest communication

Advisor responsibilities in regards to travel:

Advisors must accompany the club members during off-campus activities (i.e., conferences, seminars, workshops, retreats, etc.) to ensure the safety and welfare of club members.

Advisors of clubs who wish to have off-campus events or to travel must meet with the Student Development office (Student Development will not make such arrangements with student members).

Support for Club Advisors:

Advisors are invited and welcome to contact:
Student Development Office (x4616)
Inter‐Club Council Advisor (Erin Long, x4290)
Clubs Assistant (Natalie Hart, x4442)
Director of Student Affairs (Audra DiPadova, x4213

Contact us for assistance with any questions and/or problems, or to discuss club status that may be of interest or importance to the college.

The Inter-Club Council Advisor provides support to the Inter-Club Council and is available as a resource to club officers and advisors by providing guidance for planning events and activities.

The Clubs Assistant is available to assist students by explaining policies, procedures and directing them in filling out the appropriate paperwork.

The Student Development Office is located in Student Services Center room 210.