Student Organization Advisor Summit September 20, 2007

Student Organization Advisor Student Organization Advisor SummitSummit

September 20, 2007September 20, 2007


The Five ValuesThe Five Values Respect All PersonsRespect All Persons Be Vision- and Purpose-MindedBe Vision- and Purpose-Minded Demonstrate Active CareDemonstrate Active Care Demonstrate Good StewardshipDemonstrate Good Stewardship Intentionally InfluenceIntentionally Influence


Role of the AdvisorRole of the Advisor To interpret Baylor University regulations To interpret Baylor University regulations

and policies and to provide leadership for the and policies and to provide leadership for the adherence to those rules by the organization. adherence to those rules by the organization.

To review and approve requests for To review and approve requests for organization events, activities, publicity, and organization events, activities, publicity, and t-shirts. t-shirts.

To act as a consultant in the areas of setting To act as a consultant in the areas of setting goals, problem-solving, policy making, and goals, problem-solving, policy making, and upholding guidelines and purposes. This upholding guidelines and purposes. This includes attendance at organization and includes attendance at organization and officer meetings as deemed necessary.officer meetings as deemed necessary.


Role of the Advisor (continued)Role of the Advisor (continued) To attend, as the University representative, To attend, as the University representative,

all off-campus and overnight activities, all off-campus and overnight activities, assuming leadership in emergencies. In assuming leadership in emergencies. In cases where an event is not for the entire cases where an event is not for the entire membership (such as small service projects, membership (such as small service projects, delegations to meetings, etc.), the advisors delegations to meetings, etc.), the advisors are to use discretion about whether or not are to use discretion about whether or not advisor attendance is required. The advisors advisor attendance is required. The advisors are to provide positive leadership at the are to provide positive leadership at the official activity, and if the event is overnight, official activity, and if the event is overnight, at the approved overnight facility. at the approved overnight facility.

Student Organization Advisor Student Organization Advisor SummitSummit Role of the Advisor (continued)Role of the Advisor (continued)

Special note regarding Mixers:Special note regarding Mixers: At least one advisor from At least one advisor from each of the participating organizations must be present at each of the participating organizations must be present at mixers bringing together multiple organizations.mixers bringing together multiple organizations.

Special note regarding Float Build Sites and Special note regarding Float Build Sites and SING/Pigskin Rehearsal locations:SING/Pigskin Rehearsal locations: Advisors are not Advisors are not expected to be present during float construction or rehearsals expected to be present during float construction or rehearsals for SING/Pigskin at off-campus locations, though they are for SING/Pigskin at off-campus locations, though they are encouraged to occasionally go to the location to check encouraged to occasionally go to the location to check progress and provide encouragement to the organization progress and provide encouragement to the organization membership.membership.

Special Note regarding substitute advisors:Special Note regarding substitute advisors: If a primary If a primary advisor is unavailable to attend an off-campus or overnight advisor is unavailable to attend an off-campus or overnight event, substitute advisors may attend in his/her place. event, substitute advisors may attend in his/her place. Substitute advisors may be current Baylor faculty or staff, Substitute advisors may be current Baylor faculty or staff, alumni or current Baylor graduate students. Substitute alumni or current Baylor graduate students. Substitute advisors must appear on the organization’s online roster and advisors must appear on the organization’s online roster and the Department of Student Activities must be notified of the the Department of Student Activities must be notified of the substitution for the affected event(s).substitution for the affected event(s).


Role of the Advisor (continued)Role of the Advisor (continued) To notify the Department of Student To notify the Department of Student

Activities if the student organization fails Activities if the student organization fails to assume any of the responsibilities as to assume any of the responsibilities as outlined in the policy and procedure outlined in the policy and procedure manual.manual.

Student Organization Advisor Student Organization Advisor SummitSummit Organizational Considerations For Organizational Considerations For

AdvisorsAdvisors The leaders of the organization must consult The leaders of the organization must consult

advisors well in advance of all activities and advisors well in advance of all activities and obtain their approval before plans are finalized. obtain their approval before plans are finalized. Advisors may refuse to approve any activity.Advisors may refuse to approve any activity.

The organization must keep the Advisor informed The organization must keep the Advisor informed of all organization business. A calendar of events of all organization business. A calendar of events for the entire semester should be given to the for the entire semester should be given to the advisors; also, two weeks before an event, a advisors; also, two weeks before an event, a personal invitation should be extended to the personal invitation should be extended to the advisors. It is understood that advisors are advisors. It is understood that advisors are welcome to attend any meeting (committee or welcome to attend any meeting (committee or executive meetings included) at any time.executive meetings included) at any time.

Student Organization Advisor Student Organization Advisor SummitSummit Organizational Considerations For Organizational Considerations For

Advisors Advisors (continued)(continued) The organization must pay babysitting fees The organization must pay babysitting fees

for advisors who need this service in order for advisors who need this service in order for them to attend an activity for the for them to attend an activity for the organization; food, travel, and lodging must organization; food, travel, and lodging must also be paid for advisors and spouses when also be paid for advisors and spouses when attending out-of-town events and off-campus attending out-of-town events and off-campus functions with their organization.functions with their organization.

Students are expected to recognize the Students are expected to recognize the major responsibilities of an advisor and major responsibilities of an advisor and coordinate all activities of the organization coordinate all activities of the organization with the advisors.with the advisors.


Advisor ResourcesAdvisor Resources The Advisor Yellow PagesThe Advisor Yellow Pages The Student Organization Policy & The Student Organization Policy &

Procedure Guide 2007-08Procedure Guide 2007-08 CD-ROMCD-ROM Service Reflection JournalService Reflection Journal Student Activities Website Student Activities Website

(www.baylor.edu/student_activities)(www.baylor.edu/student_activities) Student Activities StaffStudent Activities Staff

Student Organization Advisor Student Organization Advisor SummitSummit The Advisor Yellow PagesThe Advisor Yellow Pages

The Role of the AdvisorThe Role of the Advisor Group DevelopmentGroup Development Legal Issues Facing Student Organizations Legal Issues Facing Student Organizations

and Advisorsand Advisors Off-Campus ResourcesOff-Campus Resources On-Campus ResourcesOn-Campus Resources Advisor Approval ProceduresAdvisor Approval Procedures Using the Online RosterUsing the Online Roster

Troubleshooting the Online Roster SystemTroubleshooting the Online Roster System Transitioning New LeadersTransitioning New Leaders


CD-ROMCD-ROM The Yellow Pages 2007-08 (student The Yellow Pages 2007-08 (student

version)version) Student Organization Policy & Procedure Student Organization Policy & Procedure

Guide 2007-08Guide 2007-08 Award Applications and MaterialsAward Applications and Materials

Outstanding New OrganizationOutstanding New Organization Student Organization of the YearStudent Organization of the Year

Student Life Fund Information & Sample Student Life Fund Information & Sample BillBill


CD-ROM (continued)CD-ROM (continued) Homecoming MaterialsHomecoming Materials

Apparel FlyerApparel Flyer NewsletterNewsletter Queen & Her Court FormsQueen & Her Court Forms Homecoming Parade Special Entries FormsHomecoming Parade Special Entries Forms Bear Pantry InformationBear Pantry Information Student Organization Reunion Tents Student Organization Reunion Tents Student Organization ScheduleStudent Organization Schedule


CD-ROM (continued)CD-ROM (continued) Frequently Used FormsFrequently Used Forms

T-Shirt Approval FormT-Shirt Approval Form Sales/Solicitation Request FormSales/Solicitation Request Form Speaker Approval FormSpeaker Approval Form Risk Management Special Event FormRisk Management Special Event Form Travel/Event FormTravel/Event Form Driver FormDriver Form


Important Policy Updates!Important Policy Updates! Inviting Political Candidates to CampusInviting Political Candidates to Campus

Organizations MUST coordinate their events Organizations MUST coordinate their events with James Odom and/or Jana Hixson in Public with James Odom and/or Jana Hixson in Public Affairs (254-710-1421)Affairs (254-710-1421)

MembershipMembership Only full-time Baylor students are allowed to be Only full-time Baylor students are allowed to be

members of student organizationsmembers of student organizations T-Shirt ApprovalsT-Shirt Approvals

All t-shirt designs must be approved by the All t-shirt designs must be approved by the Department of Student Activities, and when Department of Student Activities, and when appropriate, the Office for Collegiate Licensingappropriate, the Office for Collegiate Licensing


Important Policy Updates! (continued)Important Policy Updates! (continued) T-Shirt Approvals (continued)T-Shirt Approvals (continued)

Use of trademarks and/or copyrighted content Use of trademarks and/or copyrighted content is permitted only when written permission is permitted only when written permission from owner(s) of intellectual property can be from owner(s) of intellectual property can be demonstrateddemonstrated

**SPECIAL NOTE** Organizations accepting **SPECIAL NOTE** Organizations accepting gifts from t-shirt or other product vendors in gifts from t-shirt or other product vendors in exchange for utilizing the vendor’s services exchange for utilizing the vendor’s services could be construed as bribery and is therefore could be construed as bribery and is therefore illegal! Beware of vendors offering free gifts illegal! Beware of vendors offering free gifts to you or your students!to you or your students!


Important Policy Updates! (continued)Important Policy Updates! (continued) Advisors or approved substitute advisors must Advisors or approved substitute advisors must

be present for the duration of all off-campus be present for the duration of all off-campus eventsevents Substitute AdvisorsSubstitute Advisors

Pledging OrganizationsPledging Organizations **NEW POLICY** Beginning Spring 2008 (next **NEW POLICY** Beginning Spring 2008 (next

semester), pledging organizations will be required semester), pledging organizations will be required to submit a permanent copy of pledge programs – to submit a permanent copy of pledge programs – each semester, organizations will be required to each semester, organizations will be required to submit any changes to the permanent program and submit any changes to the permanent program and a current/up-to-date calendar of pledge program a current/up-to-date calendar of pledge program activities and/or eventsactivities and/or events


Important Policy Updates! (continued)Important Policy Updates! (continued) **TRAVEL POLICY** Effective **TRAVEL POLICY** Effective

immediately, the approved travel radius immediately, the approved travel radius for personal vehicle usage is 100 miles for personal vehicle usage is 100 miles (previously 50 miles) from the Baylor (previously 50 miles) from the Baylor University Waco campus.University Waco campus.

Student Organization Advisor Student Organization Advisor SummitSummit Travel PolicyTravel Policy

Trips beyond 100 miles (see “Student Trips beyond 100 miles (see “Student Organization Travel” in Policy Guide) are Organization Travel” in Policy Guide) are prohibited unless all members and guests of the prohibited unless all members and guests of the organization travel on commercial organization travel on commercial transportation including chartered buses with transportation including chartered buses with bonded drivers or rented vans with University bonded drivers or rented vans with University approved drivers (i.e., faculty, staff, or students). approved drivers (i.e., faculty, staff, or students). Some exceptions may be granted at the Some exceptions may be granted at the discretion of the Director for Student Activities.discretion of the Director for Student Activities.

For ground transportation, organizations may For ground transportation, organizations may use the following chart to determine the use the following chart to determine the appropriate form of transportation for their appropriate form of transportation for their events/activities:events/activities:

Student Organization Advisor Student Organization Advisor SummitSummitMiles from Baylor

University Campus

1-49 Miles 50-100 Miles 101+ Miles

Number of Organization and/or Guest Participants

1-25 ParticipantsPersonal

vehiclesPersonal vehicles

Commercial and/or chartered vans

26-50 ParticipantsPersonal

vehiclesPersonal vehicles


51+ ParticipantsPersonal

vehiclesCommercial and/or

chartered vans


or bus


Baylor University travel policy Baylor University travel policy supersedes organizational travel supersedes organizational travel policy (including national and/or policy (including national and/or regional affiliate policies) except regional affiliate policies) except when an organization’s policy is when an organization’s policy is more restrictive than the Baylor more restrictive than the Baylor University policy indicated above.University policy indicated above.

Student Organization Advisor Student Organization Advisor SummitSummit Blackboard!Blackboard!

In coordination with the Student Activities In coordination with the Student Activities departments and Baylor’s Electronic Library, all departments and Baylor’s Electronic Library, all student organizations on campus with active rosters student organizations on campus with active rosters have a site available for that organization in have a site available for that organization in Blackboard. Blackboard.

A Blackboard organization (or community) is similar A Blackboard organization (or community) is similar to a Blackboard course, but designed for use by non-to a Blackboard course, but designed for use by non-academic community groups such as committees, academic community groups such as committees, work groups, clubs, and teams. Access to student work groups, clubs, and teams. Access to student organization sites is based on membership, in the organization sites is based on membership, in the same way Blackboard courses are enrollment-based. same way Blackboard courses are enrollment-based. Organizations you belong to are listed on your My Organizations you belong to are listed on your My Organizations module or on the Courses tab.Organizations module or on the Courses tab.

Student Organization Advisor Student Organization Advisor SummitSummit Blackboard! (continued)Blackboard! (continued)

Blackboard provides a collection of web-based Blackboard provides a collection of web-based tools, making it easy for group members to tools, making it easy for group members to participate in online activities: participate in online activities:

Document sharing (papers, agendas, minutes, reports, Document sharing (papers, agendas, minutes, reports, etc.) etc.)

Image, movie and audio file sharing Image, movie and audio file sharing Planning and administration (announcements, calendar) Planning and administration (announcements, calendar) Communication (mailing lists, discussion boards, real-Communication (mailing lists, discussion boards, real-

time chat and white board) time chat and white board) Groups (communications and document sharing Groups (communications and document sharing

between members) between members) On-line Surveys On-line Surveys Links to other on-line resources (web pages, databases) Links to other on-line resources (web pages, databases)


Service Hours Reporting!Service Hours Reporting! We need your help! Please regularly We need your help! Please regularly

encourage your students to submit reports encourage your students to submit reports of their service projects and events!of their service projects and events! 2006-07 reported only 56,413 hours completed 2006-07 reported only 56,413 hours completed

by our student organizations! But we believe by our student organizations! But we believe that our organizations are completing close to that our organizations are completing close to 100,000 hours each year! Help us quantify our 100,000 hours each year! Help us quantify our contribution to the Waco community!contribution to the Waco community!

Service to the CommunityService to the Community Service to BaylorService to Baylor Service to the OrganizationService to the Organization


Student Organization Leadership Student Organization Leadership Development (S.O.L.D.) Workshops!Development (S.O.L.D.) Workshops! Series of forums, lectures & presentations Series of forums, lectures & presentations

on important leadership and on important leadership and organizational issuesorganizational issues

Student Organization Advisor Student Organization Advisor SummitSummit Member Involvement & Retention- October 3 & 4Member Involvement & Retention- October 3 & 4 Event Planning- October 9Event Planning- October 9 Leadership Matters Series- October 22-26Leadership Matters Series- October 22-26

Values-Based LeadershipValues-Based Leadership Leadership Theory- Leadership Theory- Presented by Dr. Dub OliverPresented by Dr. Dub Oliver Vision-CastingVision-Casting Balance & Time Management Balance & Time Management Holistic LeadershipHolistic Leadership

Membership Matters Series- November 12-16Membership Matters Series- November 12-16 FollewershipFollewership Communication & Conflict ResolutionCommunication & Conflict Resolution RecruitmentRecruitment New Member Education New Member Education Building Unity & Spiritual DevelopmentBuilding Unity & Spiritual Development

Transitioning New Leaders- November 28 & 29Transitioning New Leaders- November 28 & 29

STUDENT ORGANIZATION STUDENT ORGANIZATION ADVISOR SUMMITADVISOR SUMMIT

Contact Information:Contact Information: Karin KlingerKarin Klinger

[email protected][email protected] 254-710-6936 (office)254-710-6936 (office)

Mike RakesMike Rakes [email protected] [email protected] 254-710-6938 (office)254-710-6938 (office)

Documents

Student Organization Advisor Summit September 20, 2007