Advising the Undergraduate Student Organization: This Worked for Us!1

Timing the change. The best scenario for an official change in advisorship of the undergraduate student organization is a time that coincides with a naturally occurring change in the organization's year. For example, choosing to change advisors at the beginning of the school year, or at the beginning of the terms for new officers, allows the change in advisorship to be massaged into an existing emotional change for the organization.

Hosting a casual gathering. The new advisor will want to spend time with the officer team. Hosting the group in the advisor's home is a warm gesture. During the meeting the discussion starters will focus on, "What has been working well?", "What would you like to change?" and "What activities would you like to keep/implement?" During this gathering be sure to bring calendars so all dates are recorded. The new advisor needs to plan now for attending every event of the organization!

Gathering guiding documentation. Begin gathering all documentation necessary to increase the advisor's knowledge regarding the organization. For example, has the organization been officially registered with the university as an organization? Is there a Program of Activities? Does a Memorandum of Understanding exist between the organization and the department? Are there guidelines from the university that must be followed? Is there a constitution for the organization? If so, has it been followed? If a constitution does not exist, existing organizations such as the National FFA Organization have a template that can be used as a starting point. In either the constitution for the organization or in the Program of Activities, the advisor will find a list of duties. Duties might include, but are not limited to: attending meetings and events, working with the officer team, explaining university policies, serving as a resource, signing documents as the university representative, initiating ideas for discussion, overseeing the finances and budget cost centers including following the state and university legalities associated with fundraising, instilling teamwork, and setting a positive example (Dee, 1999). In addition, advisors are the "voice of consciousness" on all decisions of the organization.

Writing a budget. A budget will indicate the activities in which the organization participates and the cash flow generated or expensed for those activities. What is the financial status of the organization? Most universities require that student organization records be audited by the guiding university organization. If this is not the case, an advisor needs to immediately implement an auditing system on an annual basis.

Is a ledger book being used to record receipts and expenses? Is there a receipt book with carbons for receiving dues? Are the bank statements holepunched and filed? If the files are not being kept electronically, the new advisor may want to suggest that files be computerized.

Are the finances for the organization administered through the department or is there an independent checking and savings account at a local bank? Guarantee that university policy is being followed in either situation. Is the advisor's name on the checking account? If so, the old and new advisor will need to go to the bank together to change the signatures on the official bank documentation. A dual-signatured system for check-writing between the treasurer and the advisor is an important consideration. Keep the records archived for seven years or according to your university policies.