On-Campus Student Organization Advisors
Every Recognized Student Organization in the California State University system is required to have a University Advisor who is a full time or part time faculty or staff member (CSU Executive Order No. 1068 [pdf]).
Advisors cannot be an employee of an SJSU auxiliary department (e.g.: Associated Students, Chartwells/Spartan Eats, Tower Foundation, Research Foundation, and Student Union). Advisors must be verified by Student Involvement. Advisors are an important campus resource and help with an organization's continuity from year to year.
Club officers are responsible for finding an Advisor and informing Student Involvement within two (2) weeks when an Advisor is selected or replaced. Appointment of the Advisor role is a mutual selection decision between the student organization and prospective advisor. However, the final decision rests with the student organization. Student Involvement reserves the right to remove a student organization’s Advisor(s) if s/he is in violation of campus policies, direction, federal, state, or local laws.
Role of On-Campus Student Organization Advisors
The role of an on-campus advisor can, and should, include:
- Helping students develop meaningful programs consistent with the organizations’ purpose and goals that support the University’s mission.
- Provide continuity for the organization from a year to year basis, providing additional context, reference points, and past documentation
- Encourage students to develop initiative, responsibility, accountability, and positive group interactions, and assist to mediate conflicts and problems within the group as they arise.
- Be familiar with the organization's Constitution and assist with interpretation as necessary
- Help members apply principles and skills learned in the classroom
- Coach individuals in their duties as officers
- Promote organizational sustainability, including keeping detailed records, logs of communication, and transition documents between leadership teams
- Attempt to attend club meetings and events, and check in with organization leadership regularly.
- Refrain from managing the organization or completing the tasks assigned to the organization. The management of the organization is each member’s responsibility.
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.
Responsibilities of On-Campus Student Organization Advisors
- Report any and all concerns of discrimination or harassment to campus Title IX officers and abide by all mandated reporting guidelines within CSU Executive Orders 1095, 1097, and 1098.
- Assist the organization in interpreting and complying with state, federal, and local laws.
- Be aware of safety and industry standards when managing tools and equipment, and talking through the challenges and considerations that arise with hosting potentially risky events.
- Be knowledgeable about the expectations of Student Organizations at SJSU as outlined in the Student Organization Handbook and Student Organization Code of Conduct (see Handbook & Policies).
- Be aware of the general financial condition of the organization and encourage the keeping of good and detailed financial records.
- If a new Advisor, acknowledge your willingness to serve through email to firstname.lastname@example.org.
- Assist student leaders in completing any on-campus forms requiring the input or direction of an Advisor, such as the Social Event Packet or Event Services facility requests.
- Inform Student Involvement when there is a change in the Advisor's status, through email@example.com.
- On-Campus Student Organization Advisors should be regularly on-campus while serving in the role, and should not be on any type of long-term leave or sabbatical.
To provide additional support and training, Student Involvement offers resources, trainings, and orientation sessions for continuing or new On-Campus Student Organization Advisors.
If you are interested in learning more about offerings for On-Campus Student Organization Advisors, please contact us at firstname.lastname@example.org.
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.
Liability of On-Campus Student Organization Advisors
Advisors of Recognized Student Organizations are insured in most cases acting within the scope of his/her office of employment, and covered by University liability as long as University policies and procedures have been adhered to. The University expects advisors to inform club officers and members of relevant state laws and university policies and to assume reasonable responsibility to enforce the policies and laws.