Budget & Allocation Guidelines

● The advisor should be able to attend the group’s events and must chaperone the student organization to off-campus conferences/events. ● The advisor must be able to verify activities by signing any documentation required by

LIU Promise. ● The advisor must positively promote the organization and should not speak negatively about the group.

How to Work With Your Advisor

● It is best to meet with your advisor at least one (1) day before your meetings to go over the proposed agenda and topics for discussion. ● Be open to suggestions and criticism from your advisor, they are here to challenge and support you. Their knowledge, background, and experience will be helpful in developing solutions and implementing organizational procedures. ● Consult with your advisor well in advance of all activities. The advisor has the right to refuse to endorse activities of the organization. ● If an advisor cannot attend your meetings, meet with them after the meeting to brief them on what transpired. Advisors can be a great resource; take advantage of their experience and insight. ● Work with your advisor to plan your events, identify space and secure room reservations, plan spending, and complete financial processes.

The Organization’s Responsibilities to the Advisor

Keep in mind the advisor is voluntarily associated with the organization. It is the organization’s responsibility to inform the advisor of the activities of the organization.

● Notify the advisor of all meetings and events. ● Consult them before making any changes in the structure of the organization, or the policies of the organization, and before undertaking major projects. ● Understand that although the advisor has no vote that they do have speaking privileges. ● Remember the responsibility for the success or failure of the organization and its endeavors rests ultimately with the group, not the advisor. ● Talk over any problems or concerns with the advisor. ● Acknowledge the advisor donates their time and energy and express appreciation. ● Be clear and open about your expectations for your advisor’s role. ● At the end of each semester, evaluate your advisor and give appropriate feedback.

Resignation or Absence of Advisor

An advisor may resign at any time, but whenever possible and appropriate, the resigning advisor should give assistance to the organization in locating a new advisor. During the time that the organization is without an advisor, LIU Promise will assist the organization in identifying a new advisor. The advisor should turn over all organizational records, charters, etc., to LIU

Promise. Notify LIU Promise in writing immediately if there is a change in advisors. Organizations that intentionally do not have an advisor will be immediately suspended and lose recognition with LIU Promise.

SECTION 3: EVENTS

Event Planning

Student Organizations must adhere to the following guidelines:

● Conduct all events in the fall and spring academic semesters. It is a violation to host programs/events when classes are not in session (i.e. Columbus Day, Thanksgiving

Break, Winter Recess, President’s Day, Spring Break, etc.) without written permission from the Promise office requested at least thirty (30) days in advance of the proposed program. ● Schedule all meetings and events in advance by completing and submitting the Event

Registration Form (ERF) on Presence. Student organizations should submit the ERF at least twenty-eight (28) days or four weeks or a month prior to the event. This must be done for all Campus Traditions, Social/Educational Programs, and Co-Sponsored events. All event registration forms will be reviewed for approval every Friday from 3:00pm-5:00pm by the student engagement team. If your form goes over a week (7 days) without being approved please reach out to your Promise Liaison . ● Schedule all meetings and events in advance by completing a Room Request

Form online at the Hub and submitting the Room Request Form to your Advisor. It is recommended that requests are submitted to your Advisor at least twenty-one (21) days prior to the event/meeting to ensure adequate time to receive space approval and market your event. Please be aware that every event is unique and this is a broad guideline. In some instances, an event will require more approval and materials, so plan accordingly and allow for flexible timelines. ● A Purchase Request Form must be completed and submitted at least twenty-one

(21) days or three weeks prior to the event for any purchases to be made for an event

○ Each purchase request must have a corresponding approved event registration form. Do not submit this form if your event has not been approved! ○ Each purchase request must include exact figures on requested spending. Organizations must submit screenshots of prices, invoices, or any other documentation of the price. All purchases must be tax exempt where possible. ○ Purchases will come directly out of organizations budget using the budget code. Students should never purchase using their own money. .