Clubs Handbook

Everything that you need to know to organize and run your club.

Student Organization Advisors

Who Can Be an Advisor?

All student organizations must have an on-campus faculty or staff advisor in order to obtain official recognition. Advisors must be .5 time base or above and employees of HSU. Auxiliary staff and student assistants are not eligible to serve as advisors.

Roles and Responsibilities of Advisors

The Advisor:

  1. Serves as an advisor, mentor and guide.
  2. Must complete the online orientation and quiz.
  3. Must complete and submit the Volunteer Form.
  4. Is aware of the policies and procedures for student organizations contained in this handbook and knows university policy affecting such groups; also ensures that the student leader for the organization are informed of these policies.
  5. Is aware of their student organization activities and program and provides signature authority where appropriate on event approval and other pertinent forms.
  6. Encourages leadership development.
  7. Assists with organizational continuity and officer transition.
  8. Encourages student leaders to critically examine the organizations structure and activities to ensure compliance with university regulations and to avoid any liability
  9. May terminate their commitment at any time by contacting the Clubs & Activities Coordinator. Whenever possible the retiring advisor should give assistance to the student organization in locating a suitable replacement.
  10. May be required to attend programs, dances, activities, or meetings sponsored by the student organization they advise.

Resources for Advisors

The Clubs & Activities Office, handbook and website should be utilized as a resource for advisors.

Selecting Your Advisor

Student organizations may choose their own advisors from any department or college across the campus.

Tips for students:

  1. Sit down and talk as a club about your expectations of an advisor.
  2. Before making a selection, consider finding someone who will have the time to devote to your club, and who will take the role willingly and seriously.
  3. If possible, choose someone who shares some of the same interests of your organization.
  4. If your organization is academic, try and find an advisor that works in that field.
  5. When approaching your potential advisor for the first time, make certain they have a clear understanding of your organization’s purpose as well as what will be required of them in their role, duties and time commitment as advisor.

Responsibilities of the Organization to Advisors

  1. Provide the advisor with the schedule of meetings and events.
  2. Send the advisor a copy of all minutes.
  3. Obtain the advisor’s approval and signature on Event Approval Forms for all events and activities.
  4. Talk about specific expectations in terms of notification of and involvement in organizational activities.