Advisor ResourcesCongratulations on your position as a student organization advisor at the University of Pittsburgh! We are sure that you will find this role to be a rewarding and exciting addition to your professional position. Recognizing that our advisors come from a variety of backgrounds with various levels of experience, we have put together a set of resources that will help you to be successful. Feel free to contact the Student Organization Resource Center (SORC) at any time with questions or concerns regarding the responsibilities and expectations of student organization advisors.

Best of luck this year!

SORC

Role

As an advisor to a student organization at the University of Pittsburgh, you will provide support, guidance, and build rewarding relationships with members of your group. Given the myriad of purposes, activities, and objectives of student groups, the role of advisors will vary among organizations. You may assume one or more of the following roles:

EducatorAs an advisor, your role of educator will often come through modeling behavior. Remember: do things right and do the right thing. You are guiding students to become responsible leaders by serving as a positive role model and resource person. If the organization needs to learn how to run a meeting, balance a budget, or plan an event, you may also find yourself teaching students about group processes and functions.

MentorMany group members come to see their advisor as a mentor for their personal and professional development, especially if they are seeking an education and career in your field. Students may be looking for someone to review their resume, connect them to professionals in their field, or be a sounding board to discuss their futures. Mentoring relationships can be very rewarding for both you and your students, and last for many years to come.

MotivatorYou may have to motivate your group members to carry out their plans and achieve their goals. Some students will respond well to recognition and reward, while others work from intrinsic motivation and strive to feel competent or make a difference. Take some time to think about (or even directly ask) the type of motivation that your students best respond to, and find ways to incorporate it into your advising style.

Conflict mediatorInevitably, students are going to join the organization with different agendas, goals, and ideas about how things should function. Conflict can occur among and between leaders, members, and other organizations. It may be necessary to meet with students and have them discuss issues openly with one another. Ask them how they can work together, point out the organization’s mission, and ask how their conduct is helping the group achieve its mission.

Policy interpreterAll SORC-certified student organizations are governed by a constitution, and operate under a set of policies, procedures and rules. Students may be unaware of or misinterpret the organization’s policies, causing them to act inappropriately. The more you know about the guidelines under which your group functions, the better advising you can provide on how policies should translate to action.

Team builderAs the group elects new officers and new members join the organization, you may need to take initiative to provide intentional, team building opportunities. Team building is important because it fosters positive relationships among group members, which helps the organization function as a unit and work through conflict. You can conduct a workshop to engage students in this process, working with the group officers to develop and implement it.

Reflective agentOne of the most important components to learning outside of the classroom is providing time for students to reflect on how and what they are doing. Ask your officers about how they think they are performing, their strengths, and their weaknesses. Discuss their thoughts on their performance, and provide honest feedback and constructive criticism. If students evaluate themselves higher or lower than you expect,

provide concrete examples of actions they took that contradict their self-perceptions. Ask how they can improve areas of weakness and how you can help them.

ExpectationsWhile the nature of the advisor / student organization relationship will vary based on the needs of groups, it is expected that you will take responsibility for keeping informed about the activities of your organization, making yourself accessible to the group, and for building relationships with the officers and members. While advisors are responsible for overseeing the organization and providing guidance for decision-making, you are not responsible for the actions or policies of student organizations.

The best way to begin building relationships and establishing specific advisor / organization expectations is to get to know the students you are advising and learn what they expect of you. Some questions to ask:

How often does the group meet? What are the organization’s normal processes and procedures? What are the organization’s major plans for the semester? What issues / problems (if any) does the organization anticipate this year? How much involvement does the group desire or expect of the advisor? What is the responsibility of the organization to the advisor? What is the preferred method of communication for everyone? Is feedback from the advisor expected? When and how would the group like feedback? Should the advisor intervene if things get off track, in the event of a heated discussion, etc.? How can the advisor be more helpful to the group?

Advising Do’s & Don’ts

While it is impossible to predict every scenario and how you might react to it, there are general behaviors that help and hinder group functioning. We have identified a set of Do’s and Don’ts to implement and avoid as an advisor.

Do: Meet with your group’s leaders at least once per semester Discuss the nature of your involvement with the organization’s leaders Collaborate on a set of expectations and form a mutually agreed upon contract with the group Develop working relationships with the officers and members of your group Assist in group conflict resolution Allow students to make decisions, take charge of planning, and carry out events on their own Make yourself knowledgeable about SORC policies and procedures to serve as a resource person Expect to encounter student problems unrelated to the organization. Be familiar with resources

offered by the University of Pittsburgh, and refer students to appropriate offices if necessary. Empower your organization to be successful Support the academic success of students Read and understand the following university policies:

o Events Involving MinorsRefer to the Guidelines for Events Involving Minors for specific policies that organizations must adhere to when planning events where minors will be present.

o Campus Securityo Student Organization Travel

Review the Advisor’s Role in student organization travel and vehicle rental.

Don’t: Run the organization meetings, step in to solve problems, assume decision making power Sign something without reading and discussing it with the officers of your group Assume responsibility for the group’s decisions, outcomes, failures, or successes Assume that the group does not need your guidance and support Impose your personal values or beliefs on the group Miss meetings or events that you’ve committed to Expect the group’s goals, values, and personalities to remain the same year to year

Group DevelopmentTo maximize your effectiveness as an organization advisor, it is helpful to have an understanding of group formation and development.

Bruce W. Tuckman’s Stages of Group Development:

1. Forming

What it means: The group is slowly coming together. This phase is characterized by shyness, uncertainty, and difference among members.

How it applies to your organization:

A new semester (especially in the Fall), is a time that students are looking for new ways to get involved. New members may look to experienced student leaders and the advisor for guidance and direction. Roles and responsibilities within the group are unclear, but extraverted members may quickly assume a leadership role.

Your role as the advisor:In this stage, consistency and continued support of the advisor is essential. Be prepared to answer questions regarding the group’s purpose and objectives.

2. Storming

What it means:Members are vying for leadership and position. This is often the most uncomfortable stage of the group’s life, as disagreements and competition are prevalent.

How it applies to your organization:Students may be struggling to find their place within the organization at this stage. As members attempt to establish themselves, cliques and power struggles may be evident. Decisions do not come easy, and there is plenty of uncertainty.

Your role as the advisor:Keeping the group focused on goals and objectives is important at this stage. Understand that conflict is normal, and this is a key point when you may serve as a mediator. Facilitating team building and communication workshops can help bring the group together and understand each other to work effectively.

3. Norming

What it means:The group’s identity is taking shape, as objectives and purpose are being examined. The big questions are, “What do we stand for?” and “Why are we here?” Norms and rules for behavior are being established. This stage can readily slip back into Storming.

How it applies to your organization:In this stage, students are engaged and having fun. As agreement and consensus form, members settle into roles and respond well to leadership. There is general respect for leaders, and power may be shared by members in committees or otherwise.

Your role as the advisor:Continue to build relationships among and between leaders and members. Have leaders establish goals, discuss each other’s work styles, and develop processes to accomplish tasks.

4. Performing

What it means:Roles have been established, goals and processes have been determined, and the group can begin working within a relatively stable structure.

How it applies to your organization:

Members are aware of their goals and objectives, and focused on achieving them. The group is autonomous, and able to function with little to no leader / advisor interference. Conflict may occur but is generally resolved positively.

Your role as the advisor:As the group moves in a positive direction towards accomplishing goals, the advisor will naturally be in the background for support and guidance. This is a very rewarding experience to see the organization carrying out tasks and taking ownership of their work.

5. Adjourning

What it means:This is a stage of completion and disengagement. Members will be proud of what they have accomplished and what they have experienced in the organization. This is a time to recognize what the group has done and prepare to move on.

How it applies to your organization:As the academic year ends, students will be making decisions on continuing membership, running for leadership positions, or looking for other opportunities the following year.

Your role as the advisor:This is an opportunity for you to work with members on their next steps. How can they be more involved next year? If they are graduating, what are the transferable skills they can take with them? It is important to work with outgoing officers to transition the new officers so they are prepared to enter their new roles. Don’t forget to celebrate all that the group has accomplished throughout the year.

Top 10 Ways to be a Great Advisor1. Be availableProvide your office hours and known commitments to your group. Determine how you would like to be in communication with your students (email, text, face-to-face meetings) and strive to respond within 24 hours. Remember that last minute and emergency situations happen, and your organization will appreciate a timely response.

2. Stay involvedKeep in regular contact with your group. Attend group meetings and events throughout the semester. Know what is happening now and what is coming up.

3. Be supportiveProvide guidance and advice that will empower your group to make decisions and take action. You have valuable insight to offer that will lend a new perspective to the organization. You do not have to make things happen for the group, but you can serve as a resource person and use your connections across campus to help them accomplish goals.

4. Let them make mistakes

Sometimes the hardest thing to do as an advisor is to do nothing. Learning and growth occur from making mistakes and learning from failures. Determine the line between a safe failure and complete meltdown. Remember: we let students walk toward the edge; we never let them fall over.

5. Ask questionsAsk about the organization’s mission and purpose. Ask how things have been done in the past. Ask what they would like to accomplish this year. Ask to read the group’s constitution. Ask how things are going. Ask how you can help. When they tell you they have thought of everything, keep asking questions.

6. Give feedbackDiscuss how and when your organization would like feedback. Should you speak up in meetings, or only jump in if things get off track? Determine the best way for you to communicate what the organization is doing well and what could use improvement. A rule of thumb: offer praise in public and criticism in private.

7. Know the rulesFamiliarize yourself with SORC policies and procedures to effectively advise your organization’s decision-making. A few key areas to review:

SORC contract requirements and deadlines SORC program planning checklist WPU Reservations Office policies SGB allocations process

8. Build relationshipsGet to know the members of your organization outside of their role. Ask about their classes, interests, and what their goals are for the future. Take an interest in their overall well-being, and remind them to take care of themselves. Developing a rapport and earning trust early on will help the organization’s operations to run smoothly all year.

9. Keep recordOrganization officers move in and out of the university every few years. Oftentimes, the group advisor serves as the historian, with longstanding knowledge of group operations. Keep important reference documents like the organization’s constitution, policies, procedures, event calendar, annual budget, and officer roles / expectations.

10. Take care of yourselfIt’s okay to say “no” sometimes. Your job is to empower and guide your organization to reach their goals, not to do everything for them. It’s important to find a balance between your professional commitments, personal life, and advisory role.

References

ACPA Commission for Student Involvement. Advisor Manual.

http://www.myacpa.org/sites/default/files/acpaadvisormanual.pdf.pdf

The Pennsylvania State University. Student Organization Advisors Manual.

http://studentaffairs.psu.edu/hub/studentorgs/pdf/advisormanual.pdf

Saint Louis University. Role of the Advisor.

http://www.slu.edu/Documents/student_development/learning_communities/SLU%20CSO%20Advisor%20Role.pdf

Saint Louis University. CSO Advising Tips.

http://www.slu.edu/Documents/student_development/learning_communities/SLU%20CSO%20Advisor%20Tips.pdf

University of Michigan. Top Ten Tips for Effective Advisors...from other advisors.

https://campusinvolvement.umich.edu/content/top-ten-tips-effective-advisorsfrom-other-advisors