Owl Network Advisor Guides

Welcome

Advisor Roles & Expectations

What is my role as Advisor?

Your first task is to read and understand the entirety of the OWL Network Advisor Guide and OWL Network Handbook.  Questions?  Contact the Student Leadership Manager (SLM)

Advisors play an important role in both the short- and long-term success of student organizations.  Advisors bring experience, expertise, and perspective to student organizations and they also, in many cases, provide a sense of both organization and institutional history.  An effective advisor is a major asset for a student organization.

In return for their time, effort and talent, advisors are rewarded by having the opportunity to share in the challenges, successes, accomplishments, and camaraderie that are the hallmark of most student organizations.  In addition, advising a student organization is a great way for faculty and staff to keep in touch with today’s college students – what is important to them, how they feel about different issues, and what impacts their lives as college students.  Advisors are contributing to a vibrant student life on campus that is a part of OCC’s goal of student success.  Finally, an Advisor is a rock star faculty or staff member who provides guidance, support, and oversight to the student group!  Here are some of your key roles and responsibilities:

Mentorship and Guidance:

• Offer advice on the group’s goals, activities and planning.
  
  
• Help students develop leadership and organizational skills.

Institutional Liaison: 

• Act as a bridge between the organization and the college.

Oversight and Accountability:

• Monitor the group’s activities to ensure they align with the college’s policies and procedures.
  
  
• Sign off on forms and travel requests.

Support and Encouragement:

• Attend meetings and events as much as possible
  
  
• Be a resource for problem-solving and conflict resolution.

Continuity:

• Help maintain consistency as student leadership changes over time.

As RSO Advisor, you can earn up to $1200 per academic year

RSO’s having more than one advisor will split the stipend based on mutual agreement of the Advisor and Co-Advisor.

RSC Advisors will be awarded a partial stipend for meeting with the Student Leadership Manager and completing required paperwork. 

Advisor Agreement & Stipend

All Registered Student Organization (RSO) Advisors are required to complete the Advisor Agreement Form.

This form exists as an agreement between the Advisor and the group and also between the Advisor and the Office of Student Engagement.

Along with the Advisor Agreement, the Advisor Stipend Agreement must be completed.  This form recognizes the Advisor’s understanding of the awarded compensation based on completed tasks at the end of each semester. 

These forms are annually renewed by existing Advisors each fall as part of the formal reactivation process; however, the forms should be submitted any time a group in the OWL Network changes Advisors.

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Stipend Contract Posting

Campus/Department|Office of Student Engagement- Student Organization Advisor Stipend 

Poating Date | TBD 

Purpose/Description | To actively support and promote the activities of each student organization in a manner that enhances the college's image and reputation, while meeting the responsibilities of an advisor. This commitment specifically applies to student organizations supervised by the Office of Student Engagement.

Responsibilities:

1. Oversee and facilitate the leadership of all chapter officers in promoting the student organization. 
2. Help officers plan the yearly calendar and activities per college policies and procedures.
3. Work with the Student Engagement or designee to complete the training and annual reporting requirements. 
4. At the end of each academic year, complete and submit an annual report and an assessment of executive officers, as required by the Office of Institutional Effectiveness. A copy of this report will also be sent to the Vice Chancellor of Student Services.
5. Upon successful completion of the advisor role, a stipend will be payable following the submission and approval of the annual report and assessment of executive officers.

Necessary Skills

1. Knowledge of the Advisor Handbook in supporting student organizations. 
2. Ability to work well with students and promote meaningful personal development and campus engagement opportunities.
3. The ability to operate within the established and approved 511 fundraising accounts for the specified student organization. 

Compensation | Up to $1200 Fall/Winter (Depending on the number of advisors per student organization) 

Semester/Beginning-Ending Dates | Fall/Winter 

Last Day to Apply |  TBD

Send written letter of interest to |Kim Hurns, Vice Chancellor for Student Services

Distribution |All Full-Time Faculty, Adjuncts, Staff, Deans, Human Resources Department, and Vice Chancellor for Student Services

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Advisor Replacement

Occasionally, an Advisor of an OWL Network group does not meet the expectations of the body or no longer wishes to be an Advisor.  If a group determines that their Advisor is no longer effective, the President of the organization/club should contact the Student Leadership Manager (SLM) to discuss issues involving the Advisor. If an organization/club and its Advisor are unable to resolve the issue(s), The Office of Student Engagement stipulates that they can vote to remove the Advisor.  The President will work with the Student Leadership Manager (SLM) in identifying a replacement Advisor. If the Advisor wishes to step down from their role, please contact the Student Leadership Manager (SLM) and the group’s president.

Advisor Tips

Establishinghing a Relationship | An effective Advisor for a student organization provides guidance, support, and encouragement while respecting student autonomy and fostering a positive environment. They are knowledgeable about campus resources, college policies, and build strong relationships with students based on trust and respect. Advisors also actively participate in organizational activities, celebrate successes, and offer constructive criticism. 

Knowledge and Resources | Advisors should be familiar with campus resources, college policies, and regulations, including those related to the organization's constitution and by-laws. They can also connect students with appropriate support services if needed.

Relationship Building | Building strong relationships with students requires being approachable, responsive, and empathetic. Listening and showing genuine care helps them feel supported and understood.

Active Participation | Advisors should attend meetings, events, and social gatherings to stay informed and involved in the organization's activities. They can also help in planning and executing events. 

Student Autonomy |It's important to allow students to take ownership of their organization and make decisions independently. Advisors can provide guidance and support without micromanaging. 

Positive Environment | Fostering a positive and supportive environment encourages student involvement and engagement. This includes recognizing achievements, providing constructive feedback, and celebrating successes. 

Leadership Development | Advisors can play a role in developing student leaders by providing training, mentorship, and opportunities for growth. They can also help students set goals and develop plans to achieve them. 

Conflict Resolution | Advisors should be prepared to help resolve conflicts within the organization, using mediation or other conflict resolution techniques. 

Succession Planning | Advisors can play a crucial role in ensuring a smooth transition when new officers take over, helping to pass on knowledge and resources. 

Motivate Members & Create Leaders

Motivating our org/club members can sometimes be a challenge.  Look for ways to encourage student leadership, provide opportunities for responsibility, empower them with real projects, and offer support and mentorship. Focus on fostering communication, critical thinking, and problem-solving skills through interactive and collaborative activities. Lead by example and create a supportive environment where students feel safe taking risks and learning from mistakes. 

Provide Opportunities for Responsibility:

Real Projects
Assign students meaningful tasks and projects where they can take on leadership roles and learn by doing. 

Community Service
Offer community service opportunities where students can apply their leadership skills and make a difference. 

Encourage Mentorship
Pair students with mentors (teachers, peers, or community leaders) who can offer guidance and support. 

Empower and Support Students:

Create a Supportive Environment
Foster a safe and encouraging environment where students feel comfortable taking risks and learning from mistakes. 

Encourage Collaboration
Implement collaborative activities that allow students to work together, share ideas, and take on different roles. 

Communication
Help students develop strong communication skills, including active listening and clear articulation of ideas. Critical Thinking and Problem Solving
Encourage critical thinking and problem-solving through interactive activities like group discussions, case studies, and role-playing exercises. 

Boost Confidence
Provide opportunities for students to practice and gain confidence in their abilities through workshops, seminars, and training sessions. 

Lead by Example:

Model Leadership
Demonstrate the qualities of a good leader (communication, empathy, etc.) through your own actions. 

Show Trust 
Place trust in students' abilities and give them opportunities to lead. 

Encourage Calculated Risk-Taking 
Encourage students to take risks, make mistakes, and learn from them.

Enhance Communication and Collaboration:

Leadership Workshops
Organize workshops and training sessions focused on developing essential leadership skills. 

Interactive Activities
Utilize interactive and collaborative activities such as group discussions, case studies, role-playing, and simulations. 

Peer Mentorship
Encourage peer mentorship programs where students can learn from and support each other.

By implementing these strategies, we can effectively encourage and empower our students to develop their leadership potential. 

Maintaining an RSO or RSC in the OWL Network

Housekeeping Tasks for RSO's 

Remember… you are there to help guide them through this process.  The students should be doing the work!

1.  Create a Constitution & Bylaws | Within the first month as a new RSO, you will be required to write and turn in your group’s Constitution and Bylaws, so it’s important to take time during your first couple of meetings to do that as a team. Be certain to include the position of Student Government Liaison who will attend SG meetings regularly. 

Pro Tip:  Use our sample template or feel free to use templates from online sources!

2.  Complete the Media Release Form | This form is required for all students participating in an OWL Network group. 

Note: An OCC photographer/videographer may be on site to document events and activities. Photographs and video footage are the sole property of OCC. By registering for and/or attending said event, attendees' consent to OCC using their likenesses for historic, social, and promotional purposes without remuneration. If you do not wish to be photographed/videoed, please notify OCC staff upon arrival on-site.

3.  Schedule | Create a meeting schedule at the beginning of each semester, and submit to the Student Leadership Manager (SLM).  These will be due by the first day of classes for that semester.

4.  Plan Events | Each RSO must plan and execute at least one open activity or event during both the fall and winter semesters.  To request an event, fill out the Student Activities Request Form (link to Softdoc) at least 3 weeks prior to the event.  At the event, use the Meeting/Event Sign-in Sheet to keep track of attendees and send a copy within 48 hours to Student Leadership Manager (SLM).

5.  Host Meetings  | To remain in good standing, at least 1 meeting must occur each month.  Use the Meeting/Event Sign-in Sheet to record attendees and send a copy within 48 hours to Student Leadership Manager (SLM).

6.  Volunteer | Participate in and document at least 6 hours of service to the community each academic year.

7.  Complete Year-End Report | Orgs must complete a typewritten end-of-the-year report must be submitted to the Student Leadership Manager (SLM) by the second Friday each May. This report must include: 

• • A brief summary of the current year's events/activities
  • Current officer roster with officer contact information
  • Revised bylaws (if applicable)
  • A fall and winter forecast of potential events/activities
  • Documentation of 6 hours of service to the community

Remember…

•  Officers must stay in good academic and behavioral standing.
•  Membership is open to currently enrolled students.
•  Membership in an OCC RSO shall be open to any enrolled student of OCC, as stated in OCC’s Prohibition of Discrimination statement.
  • Alumni RSO membership is limited to one year after graduation/transfer.
•  RSO’s must abide by the OCC Student Code of Conduct.

Housekeeping Tasks for RSC’s 

Complete the Media Release Form | This form is required for all students participating in an OWL Network group. 

Note: An OCC photographer/videographer may be on site to document events and activities. Photographs and video footage are the sole property of OCC. By registering for and/or attending said event, attendees' consent to OCC using their likenesses for historic, social, and promotional purposes without remuneration. If you do not wish to be photographed/videoed, please notify OCC staff upon arrival on-site.

Host at least 1 meeting/gathering per month | To request an event or hold a meeting, fill out the Student Activities Request Form at least 2 weeks in advance.  

Remember…

• Officers must stay in good academic and behavioral standing.
• Membership is open to currently enrolled students.
• Membership in an OCC RSC shall be open to any enrolled student of OCC, as stated in OCC’s Prohibition of Discrimination statement.
  • Alumni RSC membership is limited to one year after graduation/transfer.
• RSC’s must abide by the OCC Student Code of Conduct.

OWL Network groups that choose to be designated as a Registered Student Club are not able to fundraise and are not able to travel outside of field trips. 
Funding requests should be routed to Student Government. (link to form) - what form?

Travel Policie & Procedures

*Student Travel (inside OCC can't be accessed) procedures are those that are published at the time of travel per the office of Financial Services.

Chaperone Expectations

• The role of the chaperone is to educate and coach students on making decisions while traveling which subsequently can reduce risk to the student and liability to college and chaperones.
• Arrange to travel with the student group from the point of origin to the final destination and to stay with the group (overnight, if necessary) for the entirely of the travel period.
• Abide by all applicable college policies and procedures
• Provide supervision and monitor student behavior

Understand that a chaperone should never share accommodations with a student.

Field Trips

• If you’re heading off campus for an event or field trip, members must turn in a Activity/Trip Waiver of Liability Form prior to going. E-mail your form to the Student Leadership Manager

Organization Operations & Management: for RSO's Only

Financial wellness for RSO involves managing finances effectively to achieve their goals, ensuring long-term sustainability, and promoting the financial well-being of their members. This includes budgeting, fundraising, responsible spending, and financial planning. All RSO monies are to be deposited at the AH Business Office and housed in a College 511 Account.  No monies should be held by any member/officer or it’s Advisor.  

Purchases/Reimbursements:

• If the RSO’s College 511 Account has adequate funds, purchases may be made for things like events, social gatherings, and meetings.  RSO Request for Purchase/Reimbursement form should be used for this purpose.

Inactive Organizations:

• If RSO is inactive for two years, monies remaining in their College 511 Account will go to the legacy account and will be forfeit.

Requests for Funding:

• Funding requests should be routed to Student Government. (link to form) What Form?

Fundraising:  
Want to raise some money for your RSO?  Start here!

Be sure you have a College 511 Account before any fundraising takes place.  You can find out by contacting the Student Leadership Manager.

Fill out the Student Activities Request Form

Completed form is to be submitted to Student Leadership Manager

Once your fundraiser is approved, be sure to advertise! Visit the Event Planning section in OWL Network Advisor Guide.

OCC is a cashless college.  Encourage customers to use the College PayPal account for purchases (see below).  In the event that taking cash is unavoidable, the Advisor is to deposit the funds to the College 511 Account within 24 hours of the end of the event at the Auburn Hills Campus Business Office.  Please contact the SLM if you have questions.

Things to remember…

• • Sell only food which comes individually pre-packaged from the store; do not sell unwrapped or re-wrapped food.
    
    
  • All raffles must adhere to the guidelines of the Michigan Gaming Commission; contact the Foundation for guidance.
    
    
• Raffle FAQs
• Raffle Guide

Download PayPal Image

Use the college’s PayPal account when collecting funds digitally. Remember to have the purchaser put the RSO name in the “optional notes” field so your College 511 Account receives the money!  

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Resource Guide

Forms for RSO's

• Student Activities Request Form
  
  
• Application for New RSO 
  
  
• Meeting/Event Sign-in Sheet
  
  
• Community Service Form
  
  
• Meeting Schedule Form
  
  
• Officer Roster and Membership Form
  
  
• RSO Request for Purchase/Reimbursement
  
  
• Travel Liability Waiver
  
  
• SG Funding Request Form 
  
  
• RSO Year End Report

Sample Templates

• Constitution Sample Template
  
  
• Parliamentary Law Chart
  
  
• Meeting Minutes Sample Template
  
  
• Meeting Agenda Sample Template
  
  
• Budget Sample Template

Forms for RSC's

• Student Activities Request Form
  
  
• Meeting Schedule Form
  
  
• Officer Roster and Membership Form