ORGANIZATIONAL EFFECTIVENESS
Leader's Calendar
Checklist / Timeline
Program Budget Worksheet
Cosponsorship Agreement
Role of an Advisor

Student Organization Handbook Index Page

Calendar of Leadership Responsibilities

Being a leader of a student organization is no easy task.  This sheet is designed and intended to provide you with information, ideas, and guidance regarding your position as a leader. 

The following are suggested student organization leader responsibilities by semester.  Each organization has different needs and a more complete list should be developed by each group.

New Officers

• Review organizational files, financial records and information with outgoing officers.
• Have a meeting with your advisor and other new officers to talk about what direction you would like the organization to move in.  Discuss successes and failures from the current year.
• Refer to your Program Advisor for help on running an organization and being an effective leader.
• Plan now for participating in and organizing early fall events.  Set dates, make plans and delegate tasks.
• Hold a goal setting session for next year with the entire group.
• Get a summer and fall address and phone list of all members.  It is very difficult to get started in the fall when you do not now how to get a hold of people.

Summer

• Write letters to the officers and members to keep them updated.  This is also a good way to build motivation and excitement for the fall.
• Organize your files and discard any unneeded materials.
• Prepare and organize for early fall events.

Fall

• Pick up and complete organization registration materials from the Office of Student Involvement and Leadership , in Campus Center 103.
• Get organized to participate in the Student Involvement Fair.  Visit OSIL to get more information
• Check to make sure your meeting rooms are reserved for the semester.  Check in at the Conference and Event Services Office, Campus Center room 108.
• Conduct a general meeting/open house to invite membership
• Plan activities to help your members get acquainted with each other.  "Icebreakers" are always helpful at the first few meetings.  Visit Student Involvement and Leadership to get suggestions for icebreaker activities.
• Put together materials for each member including: your group's constitution: a membership list of goals and objectives; and a calendar of meeting times and locations, also any set dates for projects or special events.
• Schedule regular executive board meetings with the other officers and the advisor.
• Check on the status of your college account available from Student Involvement and Leadership or the SGA Treasurer.  Will you need to plan fundraising activities for the coming year?
• If you have not done this already in the Spring, set goals and objectives for the year.

Spring

• Review your goals and objectives.  Are you on track?
• Schedule meeting times and locations.
• Prepare for officer elections/selection early in the semester. (New Officers are typically elected/selected in the middle of spring semester)
• Establish an officer training calendar that will have the old officers training the new officers.
• Write an annual report summarizing the group's activities, successes and failures.  Make recommendations for following years.  This is very useful for the new leadership and it provides historical information for the files.

Download (Word format)
Sample Programming Checklist
Sample Programming Timeline
Sample Event Evaluation
Program Budget Worksheet
Co-sponsorship Agreement

Role of an Advisor: A Worksheet

Officers of the organization should meet with the advisor to discuss the roles and responsibilities of both parties.  Clarifying expectations early will assist the group in its effectiveness through the year's activities.  This "Statement of Understanding" is a suggested format for establishing expectations between both students and advisors.  It outlines basic expectations, rights and responsibilities that should be discussed between both parties.  In addition, Section III leaves room to add, change or delete any specific areas that are of interest to both parties.

Again, this Statement is merely a suggested format to help you begin an ongoing discussion of expectations and roles.

STATEMENT OF UNDERSTANDING

This agreement is divided into three sections.  Sections I and II outline the general rights and responsibilities of the Advisor and the student organizations.  Section III should include specific rights and responsibilities that are to be negotiated and mutually agreed upon by both parties.

The most important aspect of the advising relationship is that of mutual agreement about the role of the advisor.  This agreement cannot be assumed, it must be discussed and negotiated.

SECTION I – General Rights and Responsibilities of the Advisor

The advisor should have or obtain knowledge about college policies and procedures that impact student organizations.
The advisor should attend meetings and functions of the group as mutually established.  Specific details to be established under Section II.
The Advisor is expected to assist in the negotiation of any contractual agreements such as hiring of performers, speakers, or services. 
The Advisor should encourage members to take advantage of opportunities to enhance their leadership skills.
The Advisor should assist in the areas of budget development, major expenditures, and record keeping.
The Advisor should treat students as mature individuals who possess dignity, worth, and self-direction.
The Advisor is expected to understand the purpose and objectives of the student organization.
The Advisor has a right to a private life.
The Advisor has the right to disagree with student decisions.

SECTION II – General Rights and Responsibilities of Members of the Organization

Members are expected to understand the purpose of the student organization and pursue activities, which fulfill its purpose.  It is understood that the objectives of the organization will be compatible with the objectives of the College and not in violation of College, local, state and federal regulations and statutes.
Members are expected to attend meetings and functions.  Details can be included in Section III.
The officers are expected to inform and involve members and advisors prior to making any financial commitments.  The Advisor and members of the organization may wish to define what expenditures the Advisor should review.
Members are expected to take advantage of opportunities to enhance their leadership skills i.e. conferences, P/T sessions, leadership retreats, etc.
Members are expected to provide both positive and negative feedback and confront behavior in other members at the Advisor, which they deem to be detrimental to that individual and/or the organization.
Members are expected to treat the advisor as an individual who possesses dignity, worth and self-direction.
Members have the right to be listened to by other members and the Advisor.
Members have the right to choose their levels of involvement in student groups.
Members have the right to voice their disagreements with the decisions of the Advisor.

SECTION III – DISCUSSION ITEMS

Meetings:
Will the advisor attend all meetings of the group?  Will the advisor meet separately with the officers to discuss issues between regular group meetings?  Will the advisor be consulted about agenda items or meeting planning?  Should the advisor evaluate the meeting with the President?

Planning:
Do officers and members expect the advisor to assist with planning?  Should the advisor be expected to know campus policies and procedures?  Will the advisor be expected to help the group find resources for its planning?  What is the role of the advisor in determining the purposes of the group or objectives for the year?

Programs:
Is the advisor expected to help with the programming?  Is the advisor expected to attend all programs and events?

Problems:
Is the advisor expected to help resolve problems in the group?  Is the advisor expected to mediate personality conflicts?

Training:
Is the advisor expected to train officers in their roles?  Do officers expect the advisor to provide feedback regarding their leadership?  If yes, how should this be done?

Administrative:
Is the advisor expected to maintain financial records for the group?  Is the advisor expected to provide administrative support for the group i.e. getting things types or mailed, handling contacts or negotiating contracts, making reservations, etc.

RIGHTS AND RESPONSIBILITIES OF MEMBERS:

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RIGHTS AND RESPONSIBILITIES OF ADVISOR:
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This agreement is binding until ____________________ or until a new agreement is developed.

Signed,



Organization Advisor       Date



Organization representative      Date

Last Modified: August 25, 2006