Carroll Community College

The Roles of an Advisor

TEACHING - This is probably the area in which you can make the biggest contribution. You should serve as a resource person, suggesting new and varied ideas for programs and activities. You can help to create that vital link between the principles and skills learned in the classroom and the 'real world' applications of those principles and skills. You can assist in diagnosing group problems and suggest possible solutions. Teaching leadership skills is of great importance. Finally, you should insist upon the highest standard of programming and personal performance worthy of the college.

CONSULTING - You should expect to be consulted on a regular basis concerning the organization's activities.  You should offer ideas and suggestions freely, but be careful not to dominate the planning process.  If you're not being consulted, insist on it, but not to the extent that you have to okay every little detail.

CONTINUITY - The turnover of officers and members is constant, particularly at a community college, so you play a critical role in providing continuity. So that you don't have to be the only source of the club's 'memory', see to it that the officers and committee chairs keep written records of projects, activities and meetings.  These may be stored in a space provided in the Student Government office so that they are accessible to future leaders. Additionally, you should be actively involved in the recruitment of new members each semester and encourage qualified students to seek office in the organization. Because you know your group members in a more informal setting, you have a unique opportunity to identify students who are having difficulties, either academically or personally. By approaching the student privately, you can determine whether or not you have the skills necessary to help the student.  If not, make the appropriate referral. (Academic Services, Student Affairs, Counseling, etc.)

INTERPRETER OF POLICY - You represent the college to the organization, so you will often be required to interpret the college's policies and regulations. You may also be asked to interpret SGO policies and procedures. The Student Organization handbook should assist you in that task, but questions may also be referred to the SGO Board.

SUPERVISOR - Clubs and organizations are required to have faculty/staff supervision at all of their events and activities. As the group's advisor, you will be the one to most often fulfill the supervisory role. If you are unable to attend, the students are responsible for finding another faculty or staff member. In this role, you must keep the best interests of both the college and the organization in mind. Inappropriate or embarrassing activities should be headed off in the planning process, but if such incidents crop up despite appropriate planning, you should move quickly to deal with them.

Expectations

WHAT THE ADVISOR MAY EXPECT OF OFFICERS

• Keep the advisor informed as to all organizational activities, meeting times, locations, and agendas.
• Meet regularly with the advisor and discuss all plans and problems.
• Develop and use good records and sound financial procedures.
• Provide minutes of meetings as well as any other materials that are sent to members.
• Make no commitments for the advisor without his/her consent.
• An organization must not assume an advisor will continue to serve as an advisor for the succeeding year unless the advisor has agreed to this.
• Forward all correspondence directed to the advisor's attention to him/her.

WHAT THE ORGANIZATION MAY EXPECT OF ADVISORS

• Attend meetings of the organization on a regular basis. While an advisor will not always be able to attend every meeting, they should at least make an effort to find out what took place.
• Be in attendance for the duration of organizational events.
• To believe in the organization and to manifest the enthusiasm necessary to help the organization work toward its potential.
• To understand the organization, to be aware of its purposes and assist in formulating goals.
• To assist them with developing procedures and methods for maintaining an effective organization.
• To assist them in matters of college procedures.
• To assist them in improving leadership skills.
• To represent them in staff or faculty meetings when necessary and to serve as liaison with the college.
• To guide the organization in planning activities and programs.
• To encourage and support them during periods of trial.
• To help evaluate group projects, performances, and progress as well as individual weaknesses and strengths.
• To serve when necessary as a mediator or unbiased observer.
• To discuss the financial status of the organization along with identifying problems, potential solutions and identifying financial strengths and means of maintaining such.
• To serve as a resource, provide ideas as needed and be available to meet with officers of the organization and/or members when they request help.
• To participate in the meetings/programs of the organization to the greatest extent possible, be familiar with the constitution and bylaws of the respective organization and be prepared to render assistance with their interpretation.
• To be familiar with college procedures and policies.

WHAT THE COLLEGE EXPECTS OF ADVISORS

• An advisor will not accept an invitation to serve as an advisor (or to continue to serve) if she/he is not prepared to fulfill the expectations of such.
• Will assume an advisors role voluntarily, however, even though serving as a volunteer, she/he is expected to uphold the best interest of the college and club.
• Is a currently employed member of the college faculty or staff and must retain status to continue to serve as an official advisor.
• Will do all that is possible to assure that the organization will take reasonable precaution in its activities in order that policies and bylaws are not violated nor the welfare of members endangered.
• Will participate in the organization to the fullest extent without actually making decisions or setting policies for the organization.
• Should have access and maintain college financial records of their respective organization.  Periodically these records should be reviewed.
• Assist to organize elections of officers and membership to assure that students are representing the organization fairly.
• To follow up on activities sponsored by organization assuring that all borrowed and loaned equipment is returned.
• To be visible at organization's activities and to provide advisement when necessary.
• To work in conjunction with the Office of Student Life and to enforce all policies and procedures established

Working with the group

Advisors also play an important role in advising the total organization. However, this is often influenced by the personality of the advisor and by the organization she/he advises. Some advisors prefer to work with the officers and to maintain a low profile during meetings of the organization. It is usually undesirable for the advisor to dominate discussions in organizational meetings, however there are times when it is desirable for the advisor to question, recommend or present opposing views. It is advantageous for an advisor to be a participating and active member of the group. More often than not, the group will communicate the level of involvement it hopes its advisor will retain.

Sometimes the organization may be planning a questionable activity. The following techniques have been suggested for the advisor to deal with these situations.

• Other ideas should be suggested for the one that is questionable.
• The difficulties inherent in the plan should be pointed out.
• The advisor may request that the group obtain the opinion of individuals or groups affected by the action.
• Many situations can be clarified through discussion with the Director of Co-Curricular and First Year Programs.
• There is a tendency for an organization to follow tradition and plan the same programs year after year. In some cases this is desirable but if the advisor feels there is a need to change the program, she/he should feel free to advise the group to consider other alternatives. One system that can be productive in some situations is brainstorming, which allows for participation and generation of ideas that are often inhibited by a fear of criticism or rejection. The advisor may also recommend that other resource people be contacted for ideas including the Director of Co-Curricular and First Year Programs.
• While it is desirable for the advisor to make recommendations as need arises, she/he should help the officers become aware of resources.  They should also be urged to evaluate the program and become aware of the need for change.
• In many instances, the advisor is given an opportunity to make some closing remarks at the end of meetings. They may include evaluative statements, commendations, inspirational statements, or just general comments. Not all advisors would want to do this, but it helps to provide recognition.  It is desirable that the advisor be accepted as a co-worker and as a person whose opinions are respected.

Advisor evaluation

It is important for the group advisor to periodically become involved in the evaluation of his or her effectiveness. The evaluation is most helpful when the advisor does a self-evaluation and the group members also evaluate the advisor. These evaluations should be written and then discussed with the group. Open, two-way communication is critical.

The following are some areas to consider in the evaluation process. The advisor and the group may add additional items.

1. Is the advisor following the agreed-upon role?  Is there a need to renegotiate the role?
2. Is the advisor available to the group members?
3. At meetings is the advisor appropriately involved?
4. Is the advisor helpful to individual officers and members?
5. Does the advisor offer constructive criticism and appropriate suggestions?
6. Does the advisor have, and share with the group, information concerning institutional policies and procedures?
7. Does the advisor assist leaders in learning and using group development tools? (Sub-grouping, role-playing, Force Field Analysis, group building, goal planning, etc.)
8. How many group members can the advisor name?
9. Does the advisor ever see or talk with group members outside of meeting times?
10. Does the advisor have information concerning your advisement area readily available?
11. Meeting Atmosphere:
    1. Was the room arranged in a conducive manner?
    2. Did the group make newcomers feel welcome?
    3. In what areas and/or how do the group members participate in the meeting?
    4. What group techniques does the student chair use most effectively?

Near the completion of each academic year, the Office of Student Life will ask each advisor to complete a mini-evaluation form to see how the club & organization program is developing.

Please be prepared to answer the following questions:

• How many times did your organization meet this year?
• Which activities were implemented?
• How many active members are in your organizations?
• What have you, as the advisor, done to foster student development?