1.Make them clear for your yourself 2.Know where you need expectations 3.Understand why 4.Meet & discuss 5.Make it mutual 6.Write them down 7.Get.

Adviser WorkshopStudent Organizations and Anchor Link

Office of Student Organizations & Anchor Link

STAFF Courtney Salters, Director {Sarratt 207} Lori Murphy, Program Coordinator {Sarratt 315} Whitney Ezell, Program Coordinator {Sarratt 339} Clay McCullough, Graduate Student Staff {Sarratt 333} Lauren Marve, Graduate Student Staff {Sarratt 333}

Agenda Role of the Adviser

University Policies

Finances

Best Practices

Questions

Role of the Adviser for Student Organizations

The Role of the Adviser - Basics

Review and approve the group’s constitution/bylaws

Check monthly accounting reports on eDog

Approve any transactions made by the organization

Ensure alignment with University policies, risk management, and appropriate financial practices

The Role of the Adviser - Guidelines

▪ Discuss expectations with the organization leaders

▪ Provide continuity from year to year in the face of officer transitions

▪ Motivate the group in setting annual organizational goals and follow up on these goals

1. Make them clear for your yourself

2. Know where you need expectations

3. Understand why4. Meet & discuss5. Make it mutual6. Write them down7. Get agreement &

commitment

The Role of the Adviser - Relationship

Importance of building rapport with the executive board

Support student efforts

Embrace the process

University Policies for Student Organizations

University Policies Registration Events Protection of Minors Travel Contracts

University Policies - Registration

Student orgs must reapply for registration annually to become a Registered Student Organization (RSO):

• Registration opens March 9th for the 2015-16 academic year

• Deadline for registration is April 10th

• Need current membership roster and constitution and/or bylaws

University Policies - Events

Reserving Space

• Online reservation system to check availability

• Anchor Link

Check the calendar

Register eventReservations & Events

University Policies - Events

Special Events

• All must be registered in Anchor Link

Alcohol Minors Outdoor Movies Ticketmaster

• Require follow-up meeting or conversation

University Policies - Events

Alcohol may not be used as an award/trophy for any event or program of the University

Notices, posters, flyers, banners, etc., may not use logos or trademarks of alcoholic beverages, or mention to alcoholic beverages or their availability at an event

“B.Y.O.B.,” as shorthand for “Bring Your Own Beverage,” may be used on postings, etc., for events that have been registered B.Y.O.B. during the event registration process

University Policies – Minors

• Events involving minors must abide by

the Protection of Minors Policy

• Students are asked about interaction with

minors during registration process

• Notification of the need for training based on

questions answered in the registration process and/or events submitted

for approval

University Policies – Minors

• 2 levels of compliance• Protections of Minors 101

• Criminal Background Check

Is the event considered a public event?

Will the parents of the minors be in attendance?

Will the event be on or off campus?

Will the event be supervised by a third

party?

• What level of compliance is needed?

University Policies – Travel

• Trips in Rental Vehicles

Require Travel Form

Require Driver Authorization Training Module

• Trips in Personal Vehicles

Require Travel Form

• Making Reservations

Depends on sponsoring department

• Liability Concerns

Students agree to hold the University harmless, as participation is voluntary

University Policies – Contracts

• Contracts

In most cases, Vanderbilt provides their own contract for services

Must be processed and signed by the Dean of Students or Disbursement Services

Contact Annetta Pickett: [email protected]; 322-2471

Finances for Student Organizations

Finances

Accounting

Paying for Purchases

Funding Options

Finances - Accounting

• University Account

Center numberUsed for deposits and expenses

Electronic Access to the accountForm on Student Org and Anchor Link pageAdviser and treasurer should review monthly

for accuracy

Finances – Paying for Purchases 4 Forms of Payment

• Procurement Card (P-card): a credit card issued by Vanderbilt for the purpose of paying for expenses related to Vanderbilt departments and student organizations

• Check Request: a form used to pay outside vendors, reimburse an individual expense, or reimburse non-travel related expenses

• 1180: a form typically used only by Langford Auditorium for payment; can also be used for co-sponsorship

• Student Travel Form: used for authorizing travel as well as reimbursing travel related expenses

Finances – Paying for Purchases

Pcard Check out Information

• Some Dean of Students (DoS) and academic departments have access to their own p-cards

• If you do not have access to a p-card, your student organization can check out a p-card from DoS

• Student should COPY their adviser on the email

• Email [email protected] at least 24 hours prior to the need for the card

• Include the following info in the email• Student Checking out P-Card:• Phone #: • Email: • Organization: • Organization’s Center Number:• Reason for Purchase: • Estimated Cost: • Requested Date to Check out P-Card:

• The card should be picked up by the student leader in Sarratt 339

Finances – Paying for Purchases

• Tax Exemption

An RSO is considered to be a part of Vanderbilt and is therefore tax exempt

To make a purchase you must have the Tax Exempt Certificate with you at the time of the purchase whether you are using your own money or the p-card

If students use their own money, without the certificate, they will not be reimbursed for taxes

The certificate is on our website under Adviser Resources

Finances – Funding Options• ACFEE

A portion of the Activity Fee (paid by students) is allocated to RSOs through the Vanderbilt Student Government (VSG) AcFee Committee

RSOs are eligible to apply for AcFee funding each spring semester for the following academic year

All student organizations are split into six subcategories: Arts, Cultural, Programming, Religious, Service, and two subcommittees for Special Interests

ACFEE COMMITTEE

AcFee Chair14 VSG Members and

Students-at-Large DOS Staff

PROGRAMMING10 Orgs

2 CO-CHAIRS(1 VSG Member

1 Student-at-Large)

5 Students-at-Large1 Grad/Prof Student

1 Faculty and/or1 DOS Staff

SERVICE60 Orgs

2 CO-CHAIRS(1 VSG Member

1 Student-at-Large)

5 Students-at-Large1 Grad/Prof Student

1 Faculty and/or1 DOS Staff

CULTURAL35 Orgs

2 CO-CHAIRS(1 VSG Member

1 Student-at-Large)

5 Students-at-Large1 Grad/Prof Student

1 Faculty and/or1 DOS Staff

SPECIAL INTERESTII

40 Orgs

2 CO-CHAIRS(1 VSG Member

1 Student-at-Large)

5 Students-at-Large1 Grad/Prof Student

1 Faculty and/or1 DOS Staff

ARTS18 Orgs

2 CO-CHAIRS(1 VSG Member

1 Student-at-Large)

5 Students-at-Large1 Grad/Prof Student

1 Faculty and/or1 DOS Staff

AcFee Allocation Structure

RELIGIOUS15 Orgs

2 CO-CHAIRS(1 VSG Member

1 Student-at-Large)

5 Students-at-Large1 Grad/Prof Student

1 Faculty and/or1 DOS Staff

SPECIAL INTERESTI

40 Orgs

2 CO-CHAIRS(1 VSG Member

1 Student-at-Large)

5 Students-at-Large1 Grad/Prof Student

1 Faculty and/or1 DOS Staff

Finances – Funding Options

• ACFEE

• Groups are required to keep diligent records of event expenditures in order to apply for AcFee Includes tracking attendance through Anchor Link

• Timeline for Applications:

First Application Submission: 2/14/2015 Application Reviews Returned: 2/28/2015 Final Application Submission: 3/14/2015 Interviews: end of March Allocation Decisions: 4/15/2015

Finances – Funding Options

• Contingency Fund

Reasons to apply to the Contingency Fund: A significant new event for which funding was not

requested is being pursued

An organization was formed after the normal allocation period

Unforeseen expenses make significant events impossible without additional funding

Other funding shortfalls to be evaluated on a case-by-case basis

Finances – Funding Options

• Other Funding Options VSG Co-sponsorship: VSG has a limited amount of co-

sponsorship funding available to RSO’s for program initiatives

Graduate Student Council (GSC): offers a limited amount of funding for graduate student organizations ([email protected])

An organization may collect money through fundraisers, dues, ticket sales, or similar activities

Finances – Funding Options

• Co-sponsorship with other organizations

How to transfer funds

1180—available in 207 Sarratt or academic department

Journal Entry—electronic transfer can be set-up ([email protected])

Adviser Best Practices

“An adviser is someone who gives you what you don’t know

you need.”

Build Trust Be intentional about building relationships based

on mutual respect These take time, investment, and effort!

Get to know the students on a personal level

Share about yourself and be authentic

Carve out time and space for this: Go to lunch off-campus Attend an event or conference together Schedule one-on-one meetings

Create Space Create space for reflection, honesty, and

developmental conversations

PIT Style of Advising1. Personal Ask students about their personal lives

• Instead of asking “How are you?” ask “What is the best/most challenging thing happening in your life right now?”

2. Interpersonal Ask about the group dynamics

3. Task Focus on the task at hand last

Challenge & Support Do not be afraid to challenge your students & provide critical

feedback

Giving feedback Timely, specific, and honest Give people plenty of time to process Critical that trust is built in order to have effective feedback conversations

Two-way street: Ask for feedback from your students

Help them work through team/interpersonal issues Ex. Five Dysfunctions of a Team Assessment

Follow Up & Accountability Important to check in & follow up on

conversations

Hold your student leaders accountable for their actions (or lack of action)

Encourage peer accountability One of our students greatest challenges!

Invest Time in Learning Learn more about the organization

Attend exec board or general body meetings—even if they don’t want you to! Attend organizational events—even if you aren’t needed! Read through the constitution Ask for other organizational documents—ex. exec board manual,

organization applications Browse their Anchor Link & past events

Learn more about being an adviser Seek out university or other resources Ask for help!

Student Organizations & Anchor Link website

Adviser Important Topics

Email address:[email protected]