Cuesta College Student Life & Leadership: Club Handbook

Role of the Advisor

  1. Responsibilities for Advisors of Campus Organizations

    A club advisor can be recommended by the coordinator/ASCC Advisor. The advisor is responsible to the coordinator of Student Development and Activities for the following club advisory functions:

    1. Attend all meetings of the organization.
    2. Be responsible for adequate supervision and attend all social events.
    3. Be responsible for the dissemination of club literature.
    4. Monitor student conduct at social events or meetings. The use of alcohol and/or controlled substances by students at social events or meetings is strictly forbidden.
    5. Know the constitution and bylaws of the organization.
    6. Sign all calendar, activity, facility, Reprographics, and financial requests.
    7. Sign contracts and other binding documents only if the club has the funds to cover the cost.
    8. Follow all designated procedures for securing services necessary in carrying out an event, including custodial service.
    9. Supervise the finances of the organization.
    10. Be resourceful and guide students along the following lines:
      1. setting up plans for the year’s activities.
      2. helping members know, use, and understand established policies and procedures.
      3. helping members develop habits of responsibility, leadership, and service.
      4. keeping accurate records.
    11. Encourage active participation.
    12. See that members observe regulations governing organizations and activities.
    13. Provide guidance in developing student leadership within the club.
    14. Assist the club officers in developing specific objectives for the club and assist in the planning of experiences which will help meet those objectives.
    15. Make suggestions to the coordinator of Student Life & Leadership for the improvement of the club program.
    16. submit monthly club reports to ASCC clubs commissioner.
  2. Meetings of Clubs and Organizations

    All student organizations (clubs) must have a faculty or staff advisor before college recognition through the Student Senate may be given to the organization. Rules and regulations for clubs and organizations are included in the ASCC Club Handbook. Designated faculty/staff members that are approved as advisors to Cuesta College clubs and organizations must be present at all meetings of the club and/or organization in which business is transacted.*

    *Exceptions:

    Meetings of student groups may be held without the advisor’s supervision, provided that:

    1. No official action of the group is taken without written approval of the advisor.
    2. Facilities are arranged through a Student Activity Request form signed by the advisor who, in writing, will appoint a responsible student to accept responsibility for care of equipment, security of the room, etc., regardless of whether the meeting is held on or off campus.
  3. Responsibilities of Students to the Advisor and the Organization
    1. The students should realize that the advisor is an essential part of the organization and should be treated with the proper respect and friendliness.
    2. Students should keep the advisor informed of activities, events, etc.
    3. Students should plan their events with their advisor.
    4. Students should be aware of their advisor’s position and maintain the proper attitude toward him/her by realizing that he/she, too, has obligations and duties to fulfill.
    5. Club officers should attend training sessions and orientation programs when scheduled by the Student Life and Leadership Office.
    6. New advisors are difficult to acquire. Compliance with the above suggestions is a good way to ensure your organization’s future standing with the campus.
  4. Twenty Helpful Questions for Student Club/Organization Advisors

    There are many varied aspects connected with assuming the role of an advisor for any student organization. It is with this in mind that these twenty questions are offered. It is sincerely hoped that this self-study sheet will help any prospective advisor know how to meet her or his responsibilities to the club.

    These questions can be asked on an ongoing basis.

    1. Have I thought of my responsibilities as the advisor of a student organization?
    2. Do I know the purpose of the organization?
    3. Do I know how to find the constitution?
    4. Have I read the organization's constitution?
    5. Have I discussed my role as advisor with the organization’s leadership?
    6. Have I discussed my role as advisor with the Student Life and Leadership Office?
    7. Do I enhance the officers’ and members’ interest in the organization’s leadership?
    8. Do I know personally the members of the organization and do they know me?
    9. Do I meet with the organization leaders on a regular basis?
    10. Are the organization’s projects and activities evaluated yearly for their value to the organization?
    11. Have I discussed individually and collectively with the officers their objectives and goals for the organization and to others?
    12. Does my organization make use of the assistance and facilities available?
    13. Am I familiar with the policies pertaining to student organizations?
    14. Do I have many informal contacts with the students of the organization?
    15. Do the majority of members in the organization participate on committees, at meetings, or on projects?
    16. Is group participation distributed broadly or limited to only a few volunteers?
    17. Are meetings and activities announced effectively so that everyone can plan to be present?
    18. How much do I involve myself with the organization’s programs and projects?
    19. Do I maintain effective communication with the members and officers of the organization?
    20. Am I truly utilizing this reference guide to help the club know how to be successful?