Montana State University

Advisor Resources

Our office appreciates student organization advisors! Your role and support is integral to the success of student groups. We are building our resources for advisors, please email Mandy St. Aubyn at amanda.staubyn@montana.edu if you have suggestions for resources or trainings.

We have combined the Advisor Manual with the general Student Organization Manual. Please find this HERE.

Advisor Commitment

Your commitment to serve as an advisor to a registered student organization at Montana State University is appreciated.  The advisor plays an integral role in helping student leaders create an environment within their organizations that is productive, safe, enjoyable, and educational.  You also play a vital role in assuring that the experiences of a student organization is meaningful to students, and you are essential to providing assistance in managing institutional risk and liability. 

As an advisor you agree:

  1. You are a full or part-time faculty or staff member at Montana State University and that you will notify the student organization you are advising immediately if your employment status changes.
  2. To assist your student organization in developing realistic goals for the academic year. This will contribute to the educational and personal development of the students involved.
  3. To be familiar with the student organization’s constitution and all other governing documents, so that you may advise effectively.
  4. To attend executive office, general meetings, and organization events when possible.
  5. Assist the organization in keeping their financial and organizational records current, and be aware of the expenditure of student time, abilities, duties, and finances within the program.
  6. To assist in the orientation of new members and with the leadership transition process each year.
  7. To answer policy-related questions, guide the group and its officers to follow established policies and protocols, and explain the consequences for choosing to operate outside their parameters.
  8. Encouraging opportunities within the organization that will contribute to the students’ development and education.
  9. To read email updates from the Office of Activities and Engagement regarding your role as an advisor.
  10. Be well informed of all plans and activities of the organization, and attend formal activities, as available.
  11. Assist the organization in managing risk and liability, on- and off-campus.
  12. To serve as a Campus Security Authority (CSA) per the requirements in the Clery Act.  As a CSA, you will annually complete and submit a campus safety and crime reporting log to the University Police Department. 
  13. Have taken the online Title IX Training, which is required of all MSU employees.
  14. Be informed of the policies and procedures in the Registered Student Organization AND Advisor Manual found HERE.

Advisor Resources:

Advisor Agreement Worksheet: This worksheet can be a means of communicating expectations of the organization-advisor relationship.

The Attributes of a Good Advisor:

Aware:  Knows what is happening with the group at all times, including all group meetings, travel and events.
Dedicated:  Always willing to assist the organization when necessary.  Enjoys being associated with the group and is involved.
Visible:  Attends meetings, social functions and other special events of the group when possible.
Informed:  Familiar with the rules, policies and regulations of the University and the bylaws of the organization constitution.  Is prepared to assist with interpretations. 
Supportive:  Provides encouragement and praise to group members.
Open-Minded:  Willing to consider new ideas and approaches even if not in complete agreement.
Respected:  Earned through being trustworthy and honest as well as demonstrating a genuine interest in the welfare of the group.

How advisors support student organizations:
It may be helpful to think of the role as an Advisor in terms of three major areas:
1. Organizational Maintenance
These sometimes “routine” activities but are essential to the ultimate success of an organization and may include:

  • Ensuring organizational continuity by periodically reviewing the constitution, minutes, files, and/or traditions with students.
  • Serving as a resource for students, especially regarding University policies, regulations, and procedures.
  • Coaching the officers in the principles of good organizational and administrative practice.
  • Helping and encouraging officers to fully register their group each academic year.

2. Organizational Growth
One of the most rewarding aspects of working with student organizations is assisting an organization in setting its vision for the future. Your experience and guidance can prove invaluable by:

  • Keeping the group focused on its development and goals.
  • Remembering and assisting groups as they develop and mature.
  • Pointing out new opportunities, perspectives and directions to the group.
  • Developing self-discipline and responsibility among group members.

3. Motivation
Many students need nothing more than encouragement from someone who has an active interest in what they are doing. Advisors can motivate students in ways that ensure that they are learning and having fun. Advisors can encourage and support an organization by:

  • Attending organizational meetings, retreats, and events whenever possible.
  • Remaining as available as possible to assist the organization.
  • Supplying expert knowledge and insight through experience.
  • Providing problem-solving suggestions serving as a role model for creative decision-making and flexibility, because problems can create stressful circumstances for students.
  • The Office of Activities and Engagement encourages advisors to support all areas of student organization engagement especially through direct interaction. This practice may vary from organization to organization, based on the group’s needs and goals.
  • Each year, the student leadership of the organization and the advisor should meet to determine the role and expectations of the advisor and the advisor’s expectations of the students.

WHAT SHOULD I NOT DO AS AN ADVISOR?
Do
· Allow others to fail
· Allow others to succeed
· Know your limits
· Be visible
· Be consistent with your actions
· Trust yourself with the group
· Direct the group where to find the answers
· Teach the art of leadership
Don’t
· Control the group
· Manipulate the group
· Take ownership for the group
· Be afraid to try new ideas
· Know it all
· Take everything so seriously
· Be the leader or give the answer

Transition…When/If an Advisor Leaves

If for whatever reason, you decide to leave your role as the organization’s Advisor, we recommend the following:

  • Inform both leaders of the student organizations and Office of Activities and Engagement of the date on which your role as Advisor officially ends. Please try to give the organization leaders as much advance notice as possible.
  • Remind the members of the organization that: If an Advisor resigns, the organization must find a new Advisor. Be mindful, that requests for financial support will not be allowed until a new Advisor is chosen.

 

Clery Responsibilities of Advisors

Part of your role as a student organization advisor is to serve as a Campus Security Authority (CSA).

What does that mean?

  • In accordance with the federal law known as the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statics Act, our institution is required to disclose statistics concerning the occurrence of certain criminal offenses. 
  • Club advisors are considered CSA’s due to their involvement with student activities.
  • CLICK HERE to learn about the reportable offenses and more about the policy.  You will also learn more in the online training.

What do you need to do?

  • Complete a mandatory online CSA training (annually).  If you have been identified as a CSA in another role within the university, you do not need to do this twice.  See instructions below.
  • Submit information to the MSU Office of Activities & Engagement (considered a Senior CSA) when these crimes are reported to you by a student.  OAE will send out reminders and forms to fill out via email.

MANDATORY ONLINE TRAINING INSTRUCTIONS:
You can access the training at:   https://powerdms.com/ui/Login.aspx?companyid=dstaf 
Username: your email address
Password: Msu12345 (case sensitive) – please change your password after you logon.

  1. Please do not use Internet Explorer to take this course. Download Google Chrome for this course
  2. You can complete this training one module at a time (~20 min. each) and take notes for the final exam. This can be done over several days, working within your busy schedules.
  3. Be sure to select the “Finish Course” button at the end of each course. 
  4. The certificate will not be awarded to the user until that button is clicked. 
  5. Certificates can be accessed and printed from the “History” menu.  It is not necessary you print off, but may if you wish.

If you have any questions or difficulties with the online training, contact Tara Moore, MSU Emergency Management Coordinator at tmoore@montana.edu or 994-5724.

If you have any questions or concerns regarding your roles and responsibilities as a club advisor please contact the Office of Activities & Engagement at 994-6902, email studentorgs@montana.edu or reply to this email.

 

Crime Statistic Reporting Form

Online Training FAQ's