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Event Planning
● The advisor should suggest recruitment strategies, give direction to the group, and introduce new program ideas. ● The advisor should discourage the domination of the organization by an individual or group. ● The advisor should be aware of the liability issues (i.e. hazing, alcohol, etc.) and advise the organization to make reasonable and prudent decisions regarding these issues in planning activities. ● The advisor should help in training new officers and help them develop their leadership skills. ● The advisor should be prepared to deal with major problems or emergencies within the organization. ● The advisor should monitor group functioning and encourage members to fully participate, to assume appropriate responsibility for group activities and co-curricular commitments. ● The advisor should be available to meet with officers of the organization on a regular basis for advice and consultation. ● 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 Experience | Shark Nation. 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 the Engagement Team. ● A Purchase Request Form can be made must be completed and submitted at least
