Thank You Advisors!
Thank you for serving as an advisor to a recognized student organization! Your commitment and dedication to student success is a contributing factor to the growth and sustainability of our Spartan community. Student organizations continue to be one of the focal points of our campus life and provide excellent co-curricular opportunities for our students. Advising a student organization is a rewarding experience that offers wonderful insight into our SJSU student population.
To assist you in your advising role, we have created this portion of our website to provide you with resources and pertinent information for student organization success.
Advisor Functions & Responsibilities
- Be accessible to the student organization for questions, support, and guidance.
- Be familiar with university policies and procedures regarding student organizations.
- Provide signatures on documents to assist in the space and room reservations, finance/funding requests (Some cases may require the advisor’s attendance at the event).
- Participate in Trainings per CSU Executive Order 1068.
- Be listed with email contact information in the Student Organization Online Directory.
- Communicate university information to the organization, including reminders regarding the official student organization recognition process.
Per CSU Executive Order 1068, all recognized student organizations of the University must maintain an advisor that is either full-time faculty or professional staff member. Employees of Auxiliary Organizations may not advise student organizations, per California Code of Regulations, Title 5, Article 2, Section 42500.
Appointment of the advisor role is a mutual selection between the student organization and prospective advisor. However, the final selection decision rests with the student organization. If a student organization is unable to secure an advisor, the University may suggest potential volunteers that the student organization may contact and choose from.
The student organization advisor is mainly responsible for providing advising and guidance for the organization. They should intervene to prevent the violation of SJSU policy, Student Code of Conduct, or Student Organization Code of Conduct. If you are aware of any violation to the aforementioned policies, please contact Student Involvement at firstname.lastname@example.org.
In addition, advisors are responsible for the health and well-being of our students. If you think a student might be in danger of hurting herself or himself or another person, immediately contact SJSU Counseling and Psychological Services at 408-924-5910 or call 911.
To provide additional support and training, all on-campus advisors must attend a yearly training. Trainings for Fall 2017 will occur the following times:
- Thursday, September 21, 2017 from 2:30-4:00pm - Student Union - Meeting Room 4A
- Tuesday, September 26, 2017 from 9:30-11:00am - Student Union - Meeting Room 4A
- Monday, October 2, 2017 from 4:00-5:30pm - Student Union - Meeting Room 1A
- Friday, October 13, 2017 from 1:00-2:30pm - Student Union - Meeting Room 1A
- Tuesday, October 17, 2017 from 3:30-5:00pm - Student Union - Meeting Room 1A
Agreeing to serve as an advisor should not be taken lightly. Advisors should stay well-informed of their student organization’s actions and decisions and stay visibly involved in their role.
As an advisor, you may need to educate your group about legal issues such as:
- Student organizations must comply with state, federal, and local laws. There is no immunity because they are students or because they are part of the University.
- Student organizations must comply with all university policies including the Student Code of Conduct, Student Involvement Policy and Student Organization Code of Conduct .
- Student organizations may seem challenged by some of the laws or policies that they must follow. As an advisor, you can assist them in adjusting their events so that they are in compliance with the necessary guidelines
While some legal situations may be unavoidable, most can be anticipated and averted if the students and advisor think ahead and remember some basic risk management tips:
- Maintain industry standards. When using various types of equipment, stay within the standards as recommended by the manufacturer. Examples include power limits on extension cords and passenger limits in vehicles.
- Risky events - Some events have a level of risk included in them, such as tugs of war, eating competitions, ski trips, or carnival-type events requiring physical exertion. Engage in pointed conversations with leaders as they raise these types of activities as possible events. Make sure they understand the risks inherent in such events and what additional planning steps are necessary when planning risky endeavors.
General Liability and Property Damage Insurance, or Special Event Liability Insurance is required for all events determined to be outside of normal meeting room use. SJSU Event Services will provide information on insurance requirements. Proof of insurance is due to the appropriate office at least 30 days prior to the event date. For more information, visit Event Services.
From time to time, Student Involvement staff hosts advisor forums and trainings. These meetings serve as opportunities for advisors to share their experiences, ask questions, and address concerns regarding student organizations. They also typically feature a guest speaker, who presents on topics such as risk management, campus facility construction, or student life topics.