Handbook For Advisors

A resource manual for advisors with additional applicable

information

Role of the Advisor

• Advise – to offer advise to, counsel; to recommend, suggest; to inform, notify; to take counsel, consult.

• Responsibility to the group• Responsibilities to Students• Responsibilities to the University of Wisconsin

Madison• Rule in Departmental Co-Sponsorship

Responsibility to the Group

• Setting realistic goals and objectives, while ensuring opportunities for personal and academic growth.

• Help groups justify its use of time, abilities, energies and funds.

• Be well informed of the plans and activities of the group.

• Discourage domination individuals or cliques.

• Familiarity with the group’s history.

• Promote interest through evaluation

• Help the group maintain its paperwork with the SOO

• Understand University policies

• Consult with the organization’s affairs.

• Certify financial documents when needed.

• Provide constructive feedback concerning the group’s operation.

Responsibilities to Students

• Seek to assist students in maintaining a balance between inside- and outside-the-classroom activities.

• Encourage each individual to participate in and plan group events.

• Encourage students to accept responsibility for specific parts of programs and help them recognize the importance of their roles in relation to the group.

• Be concerned about developing the leadership skills of members, particularly the executive board, by discussing and helping to analyze group interactions and decision-making.

• Be aware of the goals and directions of the organization and help the members evaluate their progress toward those goals.

Responsibilities to the University

• Work with students to help them plan programs that are beneficial to students and consistent with the educational objectives of the university.

• Work with the student leaders to assist them in setting and achieving goals that will benefit the organization.

• Become familiar with the policies and procedures pertinent to RSOs and strive to see that they are followed.

• Become familiar with the responsibilities of departments who choose to sponsor student organizations on campus and/or co-sponsor programs or activities. The responsibilities are:

• o Departmental Sponsorship of Registered Student Organization Events or Activies

• o Minimum Requirements

• Departments who choose to sponsor all or some of an organization’s activities should establish guidelines so all parties are familiar with their responsibilities.

• *If the organization or activity is supported by departments such as University Housing, WUD/Hoofers, Rec Sports the policies of those organizations must be followed. Additionally SSFC has special financial guidelines.

• Groups sponsored by a University department must be directly supervised and a dean/director/chair must be aware of the appointment of a supervisor.

• It is suggested that supervisors consult with risk management to make sure the activity falls under the University’s mission for liability purposes.

• Be aware of the special funding requirements for co-sponsored events.

Departmental Sponsorship

Advisor Traits

• Depending on the needs of the organization and the advisor, any one or all of these advisor traits may be appropriate for an advisor.

• Teacher or Educator • Resource Person• Coordinator And Expediter• Partner And Friend• Counselor• Accountable Administration Official

Groups Dynamics

• Tuckman’s Model of Group Development

• Forming

• Storming

• Norming

• Performing

• Rewarding

A Short Overview of Student Devlopment• 1. Developing competence

• 2. Managing Emotions

• 3. Becoming Autonomous

• 4. Developing mature interpersonal relationships

• 5. Establishing Identity

• 6. Developing purpose

• 7. Developing integrity

•1. Students are engaged in making choices.•2. Students interact with diverse individuals and ideals.•3. Students are involved in direct and varied experiences.•4. Students are involved in solving complex social and intellectual problems.•5. Students are involved in receiving feedback and making objective self-evaluations.

Section 2: Legal Liability

• Managing risk

• Event Planning

• Insurance

• Money copyright

• Hazing

• Alcoholic Beverages

• Persons with Disabilities

Risk Management

• Negligence• The general standard in this situation is that

you must behave like a "reasonable person," that is, behave the way a reasonable person would in a similar situation. The standard does not call for extraordinary insight or some other quality that an average person normally would not apply to similar circumstances.

Event Planning

• Industry standards– National Intramural-Recreational Sports

Association, Red Cross

• Transportation/Fleet Vehicles

• Waivers

Insurance

• Risk Management Office’s special events insurance• art shows• concerts• exhibits• dances• festivals• political rallies• cattle shows• recreational events• sporting events• parades• conventions• any other event that may pose a liability threat (our office can advise

you on this)

Coyrights

• Use of media (music, videos, photos)

• Use of logos

• Recording

Hazing

• Any action taken or situation created, intentionally, to produce mental or physical discomfort, embarrassment, harassment, or ridicule.

• Force

• Reckless endangerment• (a) Class A misdemeanor if the act results in or is likely to result in bodily harm to another.

• (b) Class H felony if the act results in great bodily harm to another.

• (c) Class G felony if the act results in the death of another.

Alcohol

• The best risk management technique regarding alcohol is that it should not be available at student events.

• Student Organization Handbook Code of Conduct #10• City of Madison/State of WI Law• UW-Madison Facilities Use Policy P-8 ILE• Smart Event Management

– Do not use common containers

– Do not serve homemade beverages

– Non-alcoholic options

– Available food

• Holding events in licensed facilities

Accessibility

• Hold meetings in accessible buildings

• ASM accessibility grants

• McBurney Center

Section 3: Most Common Policies affecting Student Organizations

• Facilities use • Picketing, Rallies, Parades, Demonstrations• Sound Amplifying Equipment• Alcohol• Acceptance of Corporate Sponsorships• Use of Bascom Hill• Use of Library Mall• Food Sale Policy• Acknowledging Non-University Revenue Support

Facilities Use

• Registered organizations may reserve rooms for free except for a few specific non-instructional spaces.

• For events including community members, departmental co-sponsorship is required.

• For events in the Union, follow Union guidelines regarding food and AV equipment. ASM lends AV equipment to RSO’s on a first-come first-served basis.

Picketing/Rallying/Parades/Demonstrations

• Order must be preserved. Entrances, exits, or normal use of the buildings may not be hindered. Noise levels may not intentionally interfere with university sponsored or university authorized activities. No group may enter a private office of a university employee unless invited. No signs supported by standards or sticks are permitted in University facilities.

• Student groups may not use sound-amplifying equipment on university lands without permission. To get permission, begin with Central Reservations.

• Permission may be granted to use the equipment only during the hours of Noon - 1:30 pm and 5-7 pm every day, and only when the equipment is 50 feet away from and directed away from any classroom building, residence hall, library, or building being used as a study hall.

Corporate Sponsorship

• Unacceptable advertising or implied endorsement by an organization or the University of a product, opinion or candidate, demeaning references to protected groups or the endorsement of tobacco or alcohol is impermissible.

• It must be clear that a corporation is only co-sponsoring an event and not holding it.

• Bucky logos are able to be used with the express permission of the Licensing and Trademark office.

Bascom Hill

• Can be reserved through Central Reservations.

• Signs, balloons, and banners are permitted so long as they do not endorse a political candidate.

Library Mall

• May be reserved through Central Reservations.

• No reservation is needed if the event does not require tables, chairs or displays.

• Fundraising is not allowed except for charitable purposes.

Food Sales

• Bake sales are not permitted.

• Food sales are permissible under certain circumstances and with permission in public spaces and with special permission.

Non-University Revenue

• Is allowed so long as the sponsoring organization’s logo is not larger than the organizations.

• It must be clear that the organization is sponsoring the event.

Section 4: General Student Organization Information

• Requirements and Registration

• Discipline / Accountability

• Information and referral

Eligiblity

• Be a not-for-profit, formalized group• Be composed primarily of UW-Madison students• Be controlled and directed by UW-Madison students• Be related to student life on campus• Abide by Federal, State, City & University nondiscrimination laws

& policies• Identify a student as a primary contact person for the organization;

the primary contact must provide the Student Organization Office with information required on the application form including contact information (address and phone number).

• Identify a student contact person who is authorized to represent the RSO in their financial matters

• Abide by financial and all other regulations specified in the Student Organization Handbook

The Process

• Fill out the online application.• Submit a constitution and bylaws or operating

procedures. • Attend an orientation session.• Greek Organizations must fill out a Greek Contact

Inventory Form.

Discipline and Accountability

• The Committee on Student Organizations– ASM Shared Governance Committee whose members

represent the student body, ASM, Chancellor’s Office, Dean of Student’s Office, Faculty, and the Student Organization Office

Mission• To carry out the disciplinary process established and published

in the Student Organization Handbook• Review disciplinary process and procedures• Set policy releveant to RSO's• Serve as a bridge between ASM and RSO's• Create programs which will better connect and serve RSO's

Advise the SOO

Section 5: Resources and Opportunities

• Recruitment Opportunities

• Training Opportunities for Students

• Recognition Opportunities for Students and Student Groups

Recruitment Opportunities

• Student Organization Fairs (Fall/Spring)

• Kick-off booklet

• Get Connected Interest Inventory

Training for Students and Groups

• Student Leadership Program

• Adventure Learning Program

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Recognition

• Leadership Certificate

• Leadership and Involvement Record

• Fall and Spring Awards