SECTION 2
– ADVISOR INFORMATION
A. Advisor Responsibility Statement
This statement outlines
the University's expectations of the role and responsibilities of University
advisors for Registered Student Organizations. This statement also clarifies
acts for which the University will provide indemnification for University
advisors.
The University advisor's
primary role is to provide overall guidance and assistance to the Registered
Student Organization. Advisors should encourage and advise the organization in
carrying on an active and significant program, and work with the officers to
promote the effective administration of the organization. This guidance will
include assistance in compliance with the University's policies and procedures
that govern the use of University facilities and the University's name and
logos. Advisors should assist with the formulation and revision of the
organizations' constitutions and by-laws. Advisors should alert the Registered
Student Organizations to the risks of injury and liability in connection with
their activities and warn the club or its officers when they suspect that
something is not right in the way the club is operating. They should meet with
the club or its officers at least twice each semester.
The University recognizes
that the extent of involvement of University advisors with their Registered
Student Organizations varies widely. This statement sets down minimum
expectations, but the University appreciates that many advisors provide advice
and assistance far beyond the minimum. For example, many advisors assist in
scheduling organization meetings, attend executive committee and regular
organization meetings, and attend the functions of the organization. They also
assist the organization in formulating an annual budget, as well as budgets for
individual activities, and in setting up reliable controls over income and
expenditures. They also may assist the treasurer in maintaining accurate
accounting and inquire to see if controls are operating.
The University advisor
generally will be indemnified by the University against claims and liabilities
to which the advisor is subject because of fulfilling the role described above.
The indemnification will apply according to the University rules and procedures
governing the indemnification of University employees; performing the required
and suggested functions described earlier will usually be seen as acts taken
within the scope of a University advisor's employment. Indemnification means
that the University will, in case of a lawsuit, provide a legal defense to the
advisor and any money damages if the advisor is found by the court or
administrative agency to be at fault. (The University does not indemnify the
Registered Student Organization itself.)
The University recommends
that the University advisor NOT accept certain responsibilities for the
Registered Student Organization. The University advisor should not:
- Purchase alcohol for the Registered Student Organization or
its members;
- Sign contracts for the Registered Student Organization;
- Sign or co-sign checks or other means of committing Registered
Student Organization funds;
- Make travel plans for the Registered Student Organization or
directly supervise trips taken by the club's members;
- Pledge his/her financial backing for the debts of the
Registered Student Organization; for example, by using his/her credit card to
guarantee hotel reservations;
- Run the organization, by reserving the right to approve or
control its decision and activity;
- Serve as the Registered Student Organization's treasurer,
bookkeeper, accountant or auditor.
Finally, it is not the
advisor's responsibility to assure the success of the Registered Student
Organization. The University generally will not indemnify the University
advisor for these activities because they will be seen as acts taken outside
the scope of the advisor's University employment. Examples of some other
situations where the University will usually NOT indemnify a University advisor are listed below:
- Alcohol related activity if the University advisor provided
the alcohol and/or was aware of it being consumed at a Registered Student
Organization activity;
- Violation of motor vehicle laws; i.e., speeding, driving while
intoxicated;
- Assaults;
- Defamation;
- Misappropriation of Registered Student Organization funds by
the University advisor;
- Injuries to members or guests of Registered Student
Organizations while riding in advisor's automobile;
- Injuries to members or guests of Registered Student
Organizations on property of advisor (e.g., student falls and breaks leg
because of a hole in the yard during game at home of advisor)
It is important that the
University advisor have a clear understanding with the Registered Student
Organization regarding what tasks and responsibilities the advisor will
undertake and what the advisor will not take responsibility for. The advisor
should be careful to take on only those responsibilities, which he/she is
willing to do well.
University advisors for
Registered Student Organizations must be employees of Central Michigan
University. If an organization
would like to select a non-CMU employee as their advisor, the President of the
organization must submit a letter of intent to the Office of Student Life
requesting an exception. If an
exception is made to allow someone not a University employee to serve as
University advisor for a Registered Student Organization, the University will
provide no indemnification for that advisor.
If it is necessary for an
advisor to resign his or her position as advisor, he or she should notify the
organization as well as the Office of Student Life in writing.
B. FAQ
For Advisors
1.
What is my liability as an advisor when taking student
trips? Back to Question List
An Advisor's liability is minimal
if the Advisor's involvement is limited to providing guidance and assistance to
an RSO. Advisors can and should also alert an RSO to risks of injury and
liability in connection with its activities. Advisors should NOT make
travel plans for an RSO or directly supervise trips taken by RSO members.
2.
Can an Advisor rent a car for Registered Student
Organizations? Back to Question List
No, an RSO is not considered a part
of CMU. Therefore, an Advisor should never use a CMU Credit Card to rent
a car for an RSO. Furthermore, an Advisor should not use a personal credit card
to rent a car for an RSO. In the event of an incident or mishap an
Advisor could be held personally liable for the actions or wrongdoing of an
RSO. An RSO member should make car rental arrangements on behalf of the
RSO.
3.
Can an Advisor make travel arrangements for Registered
Student Organizations? Back to Question List
No, an Advisor should not make
travel arrangements for a RSO. Instead an Advisor should limit his/her
involvement to providing overall guidance, information
and resources. An RSO member should make travel arrangements on behalf of
the RSO.
4.
Can
an Advisor drive students to a conference? Back to Question List
No, CMU generally will not
indemnify an Advisor for this activity because it is seen as an act taken
outside the scope of the Advisor's University employment. In the event an
Advisor drives RSO members to a conference and RSO member injuries or damages
occur, CMU will usually not indemnify that Advisor. If an Advisor drives
RSO members to a conference in the Advisor's own vehicle and RSO member
injuries or damages occur, CMU will provide no indemnification for that
Advisor.
5.
Am I responsible for any misbehavior or problems caused
by the group? Back to Question List
Assuming you have not accepted
certain responsibilities for the RSO, including signing contracts; signing or
co-signing checks; making travel plans; pledging financial backing; providing
direct supervision; providing financial services (as an accountant or auditor),
etc. – No.
6.
Can I have students at my home for meetings, etc? Am I
liable if anything happens at my home? Back to Question List
Meetings at the home of the Advisor
are seen as acts taken outside the scope of the advisor's University
employment. CMU will NOT indemnify an Advisor if injuries to RSO members
or guests occur on the property of the Advisor.
7.
What is the Advisor role with off campus banking? Back to Question List
Advisors are encouraged to be very
involved in the banking operations of the RSO. Advisors should be on the bank account for consistency
purposes (you will probably be involved in the group longer than the officers). You should not have the ability to sign
checks. You should never sign
checks for the organization. You
could be putting yourself at risk.
You should review the monthly statements with the organizations
treasurer and president and be aware of how money is being spent. You should also make sure the account
is set up so there must be 2 signatures on every check (The President & the
Treasurer).
8.
What should my role as advisor be with the RSO? Back to Question List
Your role with the RSO should be
that of resource and advisor. You
do not run the organization. This
is a Registered Student Organization and not a Registered Advisor
Organization. Picture the RSO as a
commercial airline and you are the air traffic controller for that
airplane. You can answer the
pilot's questions, point out inclement weather and suggest alternate routes,
but ultimately it is up to the pilot and crew to determine where the plane
goes. If the plane has a rough
flight you can have follow up discussions with the crew to show them how they
might make a better flight next time. How involved you will be with the RSO
will depend upon conversations you will have with the President and executive
board of the RSO and can vary from group to group.
9.
As an Advisor can I sign a contract for the RSO? Back to Question List
No, you do not have contract
signing authority. Contact the
Office of Student Life for guidance in this area.
10.
How much time does it take to be an advisor? Back to Question List
It is up to you as to how much time
you wish to spend as an advisor.
We have some advisors who attend all executive board meetings, general
assembly meetings, and events of the RSO.
We have other advisors who are only consulted when the group needs some
help. The most efficient group is
that whose advisor has a working relationship with the members of the group,
and is well aware of the plans and activities of the organization.
11.
What are my duties/responsibilities as an advisor? Back to Question List
Duties and responsibilities of the
advisor should be discussed with the officers of the RSO each year. It may be helpful to put these
expectations in writing. Duties
can vary from group to group.
Remember you do not run the organization that is what the students
do. You provide advice,
assistance, guidance, and are someone who will listen.
12.
How many meetings of my group am I required to attend? Back to Question List
This is to be worked out between
you and the RSO. The university
does not mandate any number of meetings.
To be an effective advisor you may wish to attend some meetings.
13.
What's the best way to support/assist the group? Back to Question List
The best way to support/assist a
group is to be available for the students and show an interest in what the
organization is doing. The key to being a good advisor is being available
for students in your organization.
14.
Do I have to renew my advisor position on a
regular basis? Back to Question List
No. You do not have to renew
your advisor position. When you first become the advisor of a group you
must confirm you are the advisor, but after that there is no renewal
process.
15.
How do I resign my position as an Advisor? Back to Question List
Contact the Office of Student Life
(studentlife@cmich.edu). An email from you will be
sufficient.
16.
What are possible options for a RSO to receive funding
from CMU? Back to Question List
Options for RSO funding include:
SBAC (Student Budget Allocation Committee), Vending Machine Funds (See
Department Chairs), and RSO Fundraisers.
17.
Where can I go or whom do I call for resources to
assist my group? Back to Question List
1. Office of Student Life
2. Leadership Institute
18.
Shouldn't I be able to change information on the Reggie
system? Back to Question List
No. Once again this is a Student Organization run by
students. It is their
responsibility to keep the information in Reggie up to date.
19.
Is it my responsibility to keep my group registered on
the Reggie system? Back to Question List
No. You can remind your students to keep the RSO information in
Reggie updated, but it is ultimately their responsibility to do so.
20.
Who should I call when I have a question about being an
advisor or the RSO? Back to Question List
Contact the Office of Student Life
at studentlife@cmich.edu
or 989.774.3016 and we would be happy to assist you.