Dear YSU Organizational Advisor:
Greetings and thank you for agreeing to serve as an organizational Advisor! We greatly appreciate your commitment of service to our students and organizations. Your guidance and leadership are critical to the success of these future leaders. It is our hope to provide you with basic information and tools in order to support you with this responsibility. This guide includes resources for you as an advisor and resources for student organization(s) that you should be aware of as well.
Your dedicated service to these organization will reap many benefits for our students:
Statistics shows that students who get involved in their campus community have a higher rate of success in college and after college.
Therefore, we encourage you to review this information carefully. The enclosed information should be most helpful to you as you gently guide your YSU student organization(s) to a successful completion of their mission for this school year. Through you and your service, our students will come to know what makes the college experience one of the most exciting growth periods in their lives.
Again, thank you in advance for your service as an Advisor to one or more of our student organizations. If we can be of any assistance or provide any support to you, please do not hesitate to contact us in the Office of Student Activities.
Sincerely,
Student Activities
Youngstown State University
Role of the Advisor
Advisor Expectations and Responsibilities
Registering a New Student Organization
Advising 101: What All Advisors Need to Know
Officer Transition
Organization Retreat
Important Dates
Crisis Information
Department Contact Information
Other Important Campus Contacts
Advanced Advising
Each advisor perceives their relation to a student organization differently. Some Advisors play very active roles, attending meetings, working with student officers, and assisting in program planning and development. Others maintain a more distant relationship to the organization. It is hoped that each Advisor will maintain some regular contact with their organization. An
Advisor accepts responsibility for keeping informed about activities of the organization and for advising officers of the organization on the appropriateness and general merits of policies and activities. However, Advisors are not responsible for the actions or policies of student organizations; students are solely responsible. Advisors should be both accessible and interested and should provide whatever counsel a group or its members might seek.
Given the myriad of purposes, activities, and objectives of various student groups, the role of the Advisor will vary in some degree between groups. The purpose of this section is to outline basic roles of an Advisor. As groups vary in their expectations and needs, it is important that you, as an Advisor, develop an understanding with the organization you are to represent as to the nature of your involvement. The Advisor and group should agree on a set of expectations of one another from the onset and should write this list down as a contract between the group and the Advisor.
Following are some of the roles you may assume as an advisor:
Mentor
Many students will come to see their advisor as a mentor and the success of these relationships can last many years and be rewarding for both the student and the advisor. If the student is seeking an education and a career in your field, you may be asked to assist in their professional development. To be effective in this capacity, you will need a knowledge of their academic program and profession, a genuine interest in the personal and professional development of new professionals, and a willingness to connect students to a network of professionals. You may be approached to review resumes, to connect students with community resources, or to be a sounding board for their ideas of what they want to accomplish in the field.
At times, students will seek out someone to assist with their personal development. In this capacity, a mentor will have a basic understanding of student needs and perspectives, a desire to challenge students intellectually and emotionally while providing support to meet the challenge, and the ability to listen to students’ verbal and nonverbal communication. Students may want to talk to you about family or relationship issues, conflicts they are having with other students, or to have conversations about their ideas and thoughts on different subjects.
Team Builder
When new officers are elected or new members join the organization, you may need to take the initiative in turning the students from individuals with separate goals and expectations into a team. Team building is important because it enhances the relationships of the students between one another and the advisor. Positive relationships help the organization succeed and to work through conflicts and difficult times.
To accomplish the goal of creating an effective team, it is necessary to conduct a workshop (if you and the students have the time, a full-scale retreat encompassing team building, and goal setting could be planned) to engage students in this process. As the advisor, you may consider working with the student officers to develop a plan and to have the students implement it. Training students in effective techniques for team building will keep students invested in the organization and give them the opportunity to learn what it takes to build a team.
Conflict Mediator
Inevitably, students are going to join the organization with different agendas, goals, and ideas about how things should function and the direction they should be taking. When working with students who have come into conflict, it may be necessary to meet with them and have them discuss their issues with each other. In many cases, it may be necessary to remind them that they both want what is in the best interest of the organization. Ask them how they think they can work together, point out the organization’s mission, and ask how their conduct is helping the group achieve its mission.
Sometimes, one student may be causing problems with other students. In many cases this student may not realize that their actions are causing a problem. In this case, speaking with the student individually could be helpful. Chances are that no one has met with the student previously and discussed how their attitudes are impacting other people and how those attitudes or actions can be changed to make everyone feel better. In many cases, the student will appreciate honest feedback.
Reflective Agent
One of the most essential components to learning in “out of classroom” activities is providing time for students to reflect on how and what they are doing. As an advisor, you will want your officers to talk to you about how they think they are performing, their strengths, and their weaknesses. Give them the opportunity to discuss their thoughts on their performance. Then be honest with them. Let them know when you agree with their self-perceptions and in a tactful manner let them know when you disagree.
Remember, any criticism you provide students should be constructive and you will want to provide concrete examples of actions the student took that seem to contradict their self-perceptions. When students discuss their weaknesses, ask them how they can improve those areas and how you can help them. Students usually have the answer to what they need; they just don’t like to ask for help. Remember to have students reflect on their successes and failures.
Educator
As an advisor, your role of educator will often come through the role modeling of behavior, guiding the student in reflection of their actions, and being there to answer questions. One of the most difficult actions to take as an advisor is to do nothing, but sometimes this can be the most important action of all. Allow the students to make their decisions even if they do not agree with your ideas. Sometimes, students will succeed; other times, they may fail. The key is to return to the role of the reflective agent and give the students a safe place to reflect on their experiences.
Motivator
As an advisor, you may have to motivate students to excel and to carry out their plans and achieve their goals. Some students are easily discouraged and at the first sign of difficulty they may want to quit. You will need to be their “cheerleader” to keep them excited about all of the potential successes they will experience. You can motivate students through the recognition of their efforts, appealing to their desire to create change, and to connecting their experiences here at the University to the experiences they will have in the community.
Policy Interpreter
Student organizations operate under policies, procedures, and rules. At times, students may not be aware of these policies and they will do things in an inappropriate manner. The more you know about these policies the better advising you can give to the students on their plans.
As an advisor you will assume numerous roles and all possible roles are not mentioned here. A key idea to remember is that you are an advisor not the leader. You provide guidance, insight, and perspective to students as they work on projects, but you should not be doing the work. Students will learn if they are engaged. Be careful of being challenged into doing the work for a student project. The students make the decisions, and they are accountable for those decisions, and for the successes and failures of their groups.
Source: ACPA Advisors Manual. (2009).
Each advisor and organization leadership should openly discuss what kind of role the advisor should play with the organization. Some organizations have a pool of advisors to assist them with different aspects of the organization (financial, scholarship, programming, etc.) Some advisors have a high level of involvement with every aspect of the organization, others have a very limited role. It is up to the organization and the advisor to set the parameters of involvement. With those thoughts in mind, the following list is a guideline to the “dos” of student organization advising:
Student Activities | Advisor Responsibilities webpage
Source: Adapted from the ACPA Advisors Manual. (2009).
It is important to acknowledge the responsibilities of the student organization to the advisor so that expectations of both parties are identified and clear. The responsibilities of the student organization to the advisor should include the following suggestions, but are not limited to:
Source: ACPA Advisors Manual. (2009).
An advisor contract can help identify the expectations and roles of an advisor so that both, the student group and the advisor, are on the same page when it comes to the Student Organization-Advisor relationship.
Below is a sample advisor contract you may use with your students:
Sample Advisor Contract
The members of ______(organization)____ request ______(name)_______ to serve as Advisor of the organization for a period not to exceed _____(how long)_____ beginning with __(semester)_______.
Duties, responsibilities, and expectations of the position are as follows:
(List responsibilities and expectations of the Advisor and organization)
Duties and responsibilities may be reconsidered at the request of the Advisor, president, or majority vote of the membership in a regular meeting.
President’s/Chairperson's:
Signature: _______________________
Date: ________________
I have met with the president of the above-named organization and discussed the duties and responsibilities of Advisor as listed above. I agree to serve as Advisor and will fulfill these duties and responsibilities to the best of my abilities.
Advisor:
Signature: ______________________
Date: ________________
This contract is effective for ___(period)___ and may be renewed each year thereafter upon the agreement of both parties.
Source: ACPA Advisors Manual. (2009).
It’s very easy to start a new student organization on campus. Students may form a registered student organization for just about any purpose. Once they have officially completed the necessary paperwork with the Student Activities Office, there are many privileges and services available to your registered student organization.
PLEASE NOTE THAT ONLY REGISTERED STUDENTS CAN LOG-IN TO SIMPLICITY IN ORDER TO REGISTER A STUDENT ORGANIZATION. ADVISORS WILL NOT BE ABLE TO ACCESS THE SYSTEM THROUGH, HOWEVER, ONCE AN ORGANIZATION IS UP-AND-GOING THEN ADVISORS WILL BE SENT A LINK IN ORDER TO ACCESS AND VIEW THE GROUP.
What you’ll students basically need:
For more information on how to register a new student organization, refer to Section B of the YSU Student Organization Policies. Go to the YSU Student Organization Policies webpage
Additional information on how to navigate Simplicity. Open SMGS Advisor Guide pdf
If students are re-registering a Club Sport, they must first check in with the Coordinator of Club Sports Campus, Campus Recreation (330) 941-2239.
All student organizations wishing to remain affiliated with the University for the current academic year will need to re-register during the month of May. Re-registration must be completed on-line through the YSU Portal.
Students can use the following webpage on instructions to re-register an organization. Go to the Student Activities | Re-Registration webpage.
If your officers change mid-semester:
Before the change of the guard, make sure the current officers give the new officers “Admin Access” on Simplicity so that the new officers are able to make changes and update organization information on Simplicity.
As the new officer, change the positions to your roster in Symplicity by updating each member’s record. Once the changes have been made, please contact the Coordinator of Student Involvement, mcqueen@ysu.edu, (330) 941-2329. If you are not an Admin of the group and need your status updated call (330) 941-3575 to request the change.
Other Updates to Track on Simplicity:
Official Constitution of the Youngstown State University Running Club
The Leadership Summit is traditionally held at the start of the fall semester, while the Leadership Retreat is the Friday before Spring semester begins. These workshops are centered on educating student organization leaders on leadership skills, important policies, and how to properly reserve and host events on campus; while also affording an opportunity for networking, ultimately preparing for success in the upcoming year.
All registered student organizations are encouraged to be represented and send at least two officers (more are always welcome) to attend these leadership workshops in accordance with YSU Student Organization Policies (Section B, Number 8) and Student Government Association Financial Path (Title III, Section 301, I). Though only one per year is required to be eligible for financial appropriations from SGA, different session options are offered at each program to continually educate seasoned officers as well as newly elected officers alike. In order to stay up to date with policies and activities, organizations should plan to be present at both leadership programs.
Sponsored by the Student Government Association, the Division of Student Experience and the Student Activities Office, the Annual Student Awards Banquet recognizes current students, staff members and groups/organizations for academic excellence and overall achievement during the academic year. Awards are categorized into Individual, Organization, and Advisor Awards.
Individual Awards:
Organization Awards:
Advisor Awards:
Refer to the Annual Student Awards Banquet for additional information on and how to apply for these awards and other individual awards. Go to the Annual Student Awards Banquet webpage.
Over the course of time, your student organization will most likely plan a program of some kind. Programs can range from social to educational, for a cause or simply for fun. When planning a program, there are many factors to consider:
The who, what, when, where, why, and how factors:
Who is involved with the Program
Who will be involved with planning and implementing the program (hall council members, RAs, students, etc.)? Are committees appropriate and who will be on them? Who needs to approve the program?
What--Description of the Program
What will the program accomplish? Is it necessary? What is your target population (immediate community, local community, city, etc.)? How many people do you estimate attending?
What are the costs involved with the Program
Consider food, supplies, advertising, tickets, prizes, transportation off campus, etc. Should the program be cosponsored with another group – Hall government, RHA, RA staff, other halls, Women’s Center, MSA, Health and Wellness, etc.?
When will the Program happen
Does the date conflict with major exams, holidays, or other important events around campus?
Where will the Program be held
Locations include spaces in and around our building, our quad area and campus, off-campus sites.
How will people know about the Program
What needs to be done to advertise the program—posters, e-mail, personal contact? When does the advertising need to go out? Who will be in charge of coordinating ads?
Why?
What is the purpose of our program? What are our goals? Why are we doing this? How does this program support the vision and scope of our group?
Have you considered the following?
Gender bias and gender-neutral language; religious backgrounds, rituals and traditions; diverse racial and/or ethnic populations; needs of students with disabilities; economic limitations faced by some residents; heterosexual bias and diverse sexual orientations.
When programming, it is important to be mindful of the differences of the people in the community. Individuals striving to create, and maintain, inclusive communities must ask the following question: “Whose perspectives, experiences, viewpoints, and voices are included?” Below, you will find general questions to assist your community building efforts:
Have you considered gender bias and gender-neutral language in your programming?
Did you assume that only men in your community will be interested in participating in intramural football?
Did you assume that only women will be interested in doing a crafts project
Western society assumes that boys are supposed to act one way and girls another. Do not do the same.
Have you considered religious backgrounds, rituals and traditions in your programming?
If you have food at your event, will students of diverse religious traditions be restricted from eating it (some Jewish or Islamic traditions, and non-eating of pork)?
Will you have food at an event when certain students are fasting due to religious commitments and beliefs?
In the month of December, will you have a Christmas party (while not acknowledging the other religious celebrations during the month)?
The U.S., along with its practices and traditions, has been heavily influenced with Christianity. Be aware of how these beliefs have been engrained in your actions and ways of thinking, especially around the beliefs of other people.
Have you considered diverse racial and/or ethnic populations in your programming?
Will your event attract people of different races and/or ethnic groups?
Will your event culturally affirm, or demean, people of diverse racial and/or ethnic groups?
Does your advertisement indicate, whether in pictures or words, that this event will be appreciated by people of different races or ethnic groups?
Do not program as if the people in attendance will be of one particular race or ethnic group.
Have you considered the needs of students with disabilities in your programming?
Is the activity location accessible by wheelchair?
If you are having a speaker, will there be an American Sign Language ‘Interpreter’?
If you are passing out handouts, are fonts large enough for individuals with seeing impairments?
Do not assume that all students are (temporarily) able-bodied.
Have you considered the economic limitations faced by some residents in your programming?
Does it cost money to attend ALL activities planned?
Are scholarships available for students who cannot afford to attend the planned event?
Do not assume that all students can afford to attend your program.
Have you considered the heterosexual bias and diverse sexual orientations of residents in your programming?
Does your advertising and dialogue before and at the program assume that all participants are heterosexual? For example, at a Valentine’s Day Dance, have you said that same sex couples will be welcome?
Do not assume that all students are straight.
Using an event report not only helps to organize the details of events/programs but also serves as a source for future leadership teams to reflect on and use to successfully plan out future events/programs.
Event:
Date Time:
Location:
Coordinator(s):
Area of Focus:
Attendance (total):
Attendance (Specifically Targeted Students):
Cost (total):
Cost (from Budget):
Cost (to students):
Partners: Faculty ___ Student Gov’t. ___ Student Leadership ___ Housing ___ Other____
Description of Event:
________________________________________
________________________________________
________________________________________
________________________________________
SWOT Analysis: (What are the Strengths and Weaknesses of the event? What are the Opportunities you had and what were the Threats to your success?)
Strengths:
Weaknesses:
Opportunities:
Threats:
How does this program enhance the academic environment of the College?
(Keep in mind: faculty involvement, intellectual peer dialogues, academic support services, and academic wellness)
How does this program enhance the general social environment of the College?
(Keep in mind: community expectations, community development, peer to peer connections, etc.)
How is this program inclusive of all members of the College?
(Keep in mind: issues related to gender, religion, race/ethnicity, ability, class, and sexuality)
How do you feel this event went? What would you do differently?
How did you utilize Partners in the event process?
Would you recommend this event to next year’s Chair? Why?
Other comments?
Source: ACPA Advisors Manual. (2009).
Questions to answer before requesting a space:
There are several ways to reserve a space on campus depending on the location of the space.
To reserve a room for an event, use the following form to submit a request: Event Request Form
Please note that this form is for you to make a request. There is no guarantee that the room you are requesting will be available at the time you have requested it. If you are planning on an event within the next 7 days, please call Christina Texter at the Office of University Events at 330-941-2962 before you submit your request.
For a more comprehensive contact list on Room Reservations, go to the Room Reservations webpage.
Refer to the YSU Student Organization Policies for more information on Use of University Spaces and Kilcawley Center Facilities, Section F, Clause 17–18. Go to the YSU Student Organization Policies webpage.
To schedule off-campus events, refer to the YSU Student Organization Policies for more information on Use of University Spaces and Kilcawley Center Facilities, Section F, Clause 20. Go to the YSU Student Organization Policies webpage.
Events that are communicated, publicized or advertised as associated with a registered student organization (including descriptions on social media such as Facebook or Twitter) are considered to be sponsored by the organization and are subject to the following requirements. Any registered organization hosting a social event or party must provide the following information to the Office of Student Activities and to the University Police at least two (2) weeks prior to the proposed function.
Fill out the Campus Party Detail Sheet when planning an Off-Campus event. Go to the Off Campus Party Detail Sheet webform.
Student organizations are viewed as legally distinct from YSU. As such, student organizations and their officers are responsible for organization finances and financial records. It is important for each student organization to establish financial controls to limit the risk of mismanagement of organization funds. Financial decisions and priorities for expenditures should relate consistently with the organizational mission and goals. The organization constitution and bylaws should communicate clear responsibilities for the Treasurer which outline the duties and expectations of managing organization finances.
To properly manage organization funds, determine a budget for organization operations, track expenses and membership dues, and maintain the financial viability of the organization, registered student organizations maintain bank accounts outside of university financial systems. Organizations must apply for an Employer Identification Number (EIN) to set up a bank account. The EIN is sometimes referred to as a Tax ID Number, or Federal ID Number.
Organizations should not apply for an EIN until the organization has been approved as a Registered Student Organization (RSO) on campus. A bank account is not required to start an organization. An account should only be opened once an application has been approved by the Student Activities Office and the organization feels it needs one to operate.
Organization/Officer Financial Responsibility:
Officers shall keep the faculty/staff advisor(s) informed of the organization’s activities, operations, programs, membership, and bank accounts. Advisors are prohibited from having signature authority on student organization bank accounts.
Refer to the YSU Student Organization Policies for more information on banking information, Section F. Go to the YSU Student Organization Policies webpage.
EIN Application Process
New organizations need to apply for an EIN# to set up a Bank Account.
***Please Note - Do not apply for an EIN# until your organization has been approved as a Registered Student Organization (RSO) on campus. A bank account is not required to start an organization. It should only be opened once it has been approved by the Student Activities Office.
IRS for a replacement 147C letter – EIN:
Your bank will require the organization to have a copy of the EIN letter has been required to be kept in the file. If they do not have it, they may ask you to obtain a replacement copy for the account to remain active.
How can we get a copy of our EIN?
The easiest way to get a copy of an EIN verification letter is to call the IRS. Follow the below process to obtain a tax ID verification letter from the IRS: Call the IRS support at 800-829-4933. Provide the name of your business and other verification details like address and phone number to the support executive.
Go to the Copy of EIN Letter From IRS: Everything You Need to Know webpage.
Call the IRS And Request A Replacement Confirmation Letter
Getting a replacement confirmation letter for your Tax ID Number is as simple as calling up the IRS. Dial (800) 829-4933 if you're in the U.S. and (267) 941-1099 if you're abroad. Ask the IRS for a replacement 147C letter – that's what the letter is called. If you remember your EIN number, you can have the form faxed directly to you. If you don't remember your number, you'll have to wait for the letter to be sent by mail because the IRS will not give you the number over the phone.
Be Prepared to Answer Questions About Your Business
The IRS can't just give out EIN information to anyone. They can only send a 147C letter to an authorized individual like a corporate officer or partner. In order to confirm that you're authorized to get the form, you're going to need to answer some questions including telling the IRS your title in the business.
Changing the Responsible Party for an EIN
When an EIN is created, a responsible party (an individual who ultimately owns or controls the entity or who exercises ultimate effective control over the entity) must be affiliated with that EIN. This individual should be updated with the IRS as elections and transitions take place. In order to change the responsible party affiliated with an EIN, complete and send in Form 8822-B (Change of Address or Responsible Party).
Tax Status
Though student organizations function as Non-Profit Organizations (NPOs), obtaining an EIN from the IRS does not automatically grant the organization state or federal tax exemptions. There is a separate process to obtain federal recognition that would exempt an organization from federal and state tax, allow a group to make purchases without a sales tax, and make the organization eligible to receive tax deductible contributions. Many organizations do not qualify for this 501(c)(3) status, which also requires a complicated annual filing process with the IRS.
Student Organization Bank Accounts
Registered student organizations are permitted to open a bank account at the institution of their choice. YSU Student Activities has a strong working relationship with PNC Bank which enables our staff to provide additional support to student organizations that choose to hold accounts at PNC.
PNC Bank
100 E. Federal Street
Suite #175
Youngstown, OH 44503
Phone: (330) 742-4426
Signature Authority
Student organizations are required to have two officers hold signature authority on bank accounts; typically, the Treasurer and President. Advisors are not permitted to have signature authority on bank accounts. The Office of Student Activities will provide an updated roster for verification of officer role.
When an officer with signature authority is no longer associated with the student organization, due to graduation or any other reason, organizations must communicate with the bank and have their personal information removed from any accounts, and change online banking passwords. As part of the annual process of organization re-registration, officers should transition bank account access to the newly elected officers within ten days of officer election.
Organization Address
Student Organizations should use the Office of Student Activities address as the permanent address for their organization:
Youngstown State University
Student Activities Office
One University Plaza
Youngstown, OH 44555
Bank Account Management Best Practices
It is advisable that all banking transactions are handled through checks and deposit slips so there is a written record of all transactions so as to minimize any risk of misappropriation or misuse of student organization funds.
Whenever possible, handle payment of expenses directly with a check (or through purchasing and payment procedures of the university for any financial support provided by a departmental sponsor).
In the event that you do need to withdraw cash from your account, fill out a withdrawal ticket for the account, document on your copy of the withdrawal ticket what the cash is to be used for, and attach receipts paid for with cash to clearly show what the cash was used for. The use of an ATM to withdraw cash to purchase supplies should also be discouraged since mis-management of organization funds may occur more easily. Subsequent officers may also find it difficult to understand organization expenses without paid invoices, itemized receipts and other appropriate paperwork.
Set clear internal guidelines for use of an organization debit card. If your organization chooses to get a debit card, do not use it for cash withdrawals. Having the name of the Primary Student Officer/President on the organization’s Debit Card and only allowing one card for your organization allows for better accountability of the expenditure of your organization’s funds. The Financial Officer/Treasurer should not be the primary purchasing officer or have access to an ATM or check card. If so, another person needs to reconcile the bank statements to ensure an appropriate system of checks and balances for financial transactions and reconciliation.
Debit cards can be used for any legitimate organizational purposes including purchasing on-line merchandise or to provide a deposit for a service. It is important for those using the ATM/Debit card to turn in itemized receipts and other appropriate paperwork for proof of items/services purchased.
Develop and communicate a process for member reimbursement. Inform all members in advance that they are expected to provide original receipts when seeking reimbursement.
The Treasurer should complete a monthly reconciliation of the organization bank account, comparing all expenditure and deposit records against the organization bank statement. In some cases, this is an online process with your bank. Document and resolve all differences.
The Financial Officer/Treasurer should make no less than one formal report each semester to the other officers and members of the organization. The report should include a detailed written report of actual expenses and income, substantiated by original receipts. The report should be reviewed and approved by the organization’s members and advisor(s), and accessible to university officials as requested.
Organization Budget Best Practices
Advisor Responsiblities
University Funding Support
Student organizations may be eligible for funding support for events and travel through an affiliated college or academic program or other university department. Student organization advisors should serve as a liaison with the appropriate department chair or dean to determine the process for applying for funding. Organizations are encouraged to plan as far in advance as possible to increase the likelihood of receiving funding support and to allow sufficient time for university fiscal processes.
SGA Financial Appropriations
The Student Government Association manages a financial appropriations process for registered student organizations which awards funding for organization events and travel. Organizations are required to meet a set of criteria to be eligible for funding, including attendance at the Student Leadership Summit and/or Retreat and the SGA Financial Appropriations session at these events. Student organizations can apply for SGA funding by first reading the Financial Path and following the instructions laid out by the Financial Affairs Committee.
Fundraising
Registered student organizations are entitled to raise funds to support the activities and goals of their organization. Fundraising for an organization on campus may involve scheduling a space/facility, sales of food items, sales of non-food items, sponsoring social events, and raffles.
Bake Sales:
Raffles:
For more information, visit the Fundraising webpage.
Restaurant Fundraisers:
Many local restaurants offer organizations the opportunity to partner on a restaurant takeover, allowing organizations to earn a portion of the total sales during a designated time frame. Some restaurants require the benefiting organization to be officially designated as a 501(c)3. Since most student organizations are not classified in this manner by the IRS, organizations may request to have YSU apply on their behalf for the fundraiser. Checks for these fundraisers are made payable to Youngstown State University; the university then processes a check payable to the student organization for an equivalent amount. Organizations wishing to participate in such a fundraiser should contact the Coordinator for Student Involvement to begin the request process.
University Logos:
When using University Logos, including Pete the Penguin, make sure to reach out to Athletic Marketing and Promotions (330) 941-7226 to ensure any and all logo use is in regulation with university policy.
Posting Marketing Materials on Campus:
Where to Post
Individuals or groups may post notices, posters, and materials on designated bulletin boards located in Kilcawley Center, Residence and Dining Halls, Courtyard Apartments, and Andrews Student Recreation and Wellness Center identified below:
Requirements
Removal of Materials and No-Post Zones
Postings may be removed after an event has occurred or after 14 days of being posted. If a removal date is not included on the posting, it may be taken down. Events posted on University Event Board are for Campus departments or registered student organizations only. All others will be removed.
Notices may not be posted on trees, walls, windows, doors, partitions, lockers, mailboxes, woodwork, elevators, restrooms, labs or other structural features inside or outside the buildings. Notices posted outside authorized areas will be removed.
Division of Student Affairs staff or designee will monitor and remove expired materials and materials that violate this policy.
Refer to the YSU Student Organization Policies for more information on the Use of the University Name on marketing materials and general Marketing information, and Use of University Spaces and Kilcawley Center Facilities, Section F, Clause 16 and 21–22. Go to the YSU Student Organization Policies webpage.
Painting the Rock:
When painting the rock, it is important to be aware that there are no regulations put in place to prevent other student organizations or groups from painting over your design. Therefore, keep in mind that other student organizations and groups can paint over your design any time after you have completed your design. There have been instances where one student organization’s design was painted over by another in less than hour after it was completed. Also, any inappropriate designs could be subjected to a violation of the code of conduct.
Additional information on Travel Guidelines and Forms are available on the EOHS Risk Management Programs Page under Travel with Students.
Student organization and non-academic groups are approved by the Associate Vice President for Student Experience (or designee). A designated trip leader must complete the following forms below and obtain appropriate levels of approval before domestic travel. International travel requires approval a minimum of thirty (30) days prior to travel.
Forms that will need submitted include:
The Student Government Association can appropriate funds to registered student organizations for travel. Apply for funding.
For more information on travel guidelines, refer to Travel Services.
<back to content>
Organizations shall comply with all University regulations as well as state and federal laws. Furthermore, alcohol policies are enforced by the Student Code of Conduct as well as the Student Organization Policies.
In accordance with the Student Code of Conduct:
A student or student group/organization may be charged with violating any student conduct standard. In cases where a violation is committed by a member of a student group/organization, the entire group/organization may be held responsible in addition to the student when those members of the group/organization not directly involved participate in the activity by encouraging, witnessing, or condoning the act in any manner. The following behavior is subject to disciplinary action under “The Student Code of Conduct”:
Alcohol:
For more information on this policy, refer to the Student Code of Conduct, Section D, Article III, Clause 2. Go to the Student Code of Conduct webpage.
The YSU Student Organization Policies outlines the alcohol policy specific to student organizations in Section F, clause 12–14: Go to the YSU Student Organization Policies webpage.
Organizations shall comply with all University regulations as well as state and federal laws. Furthermore, hazing policies are enforced by the Student Code of Conduct.
In accordance with the Student Code of Conduct:
Hazing:
Hazing means doing any act or coercing another, including the victim, to do any act of initiation into any student or other organization or any act to continue or reinstate membership in or affiliation with any student or other organization that causes or creates a substantial risk of causing mental or physical harm to any person, including coercing another to consume alcohol or a drug of abuse, as defined in section 3719.011 of the Revised Code.
For more information on this policy, refer to the Student Code of Conduct, Section D, Article III, Clause 11. Go to the Student Code of Conduct webpage.
Youngstown State University unconditionally opposes any situation created intentionally to produce mental or physical discomfort, embarrassment, harassment or ridicule. Freedom from humiliation and danger of hazing is guaranteed to every student on this campus. Any violation of this guarantee should be reported immediately to the Student Activities Office.
Report a Suspected Incident of Hazing
Outside chalk signs on sidewalks are permitted only in areas accessible to rainfall, thereby eliminating the necessity of university personnel to wash off the writing. Writing on the sides of buildings and references to alcohol or profane or inappropriate postings are not permitted.
The Federal Copyright Act (Title 17, United States code, Public Law 94-553, 90 Stat. 2541) governs how copyrighted materials, such as movies, may be utilized publicly. Neither the rental nor the purchase or lending of a videocassette or DVD carries with it the right to exhibit such a movie publicly outside the home, unless the site where the video is used is properly licensed for copyright compliant exhibition.
This legal copyright compliance requirement applies to colleges and universities regardless of whether admission is charged, whether the institution is commercial or non-profit or whether a federal, state or local agency is involved. No other group or person has the right to exhibit or license exhibitions of copyrighted movies. Furthermore, copyrighted movies borrowed from other sources such as public libraries, colleges, personal collections, etc. cannot be used legally for showing in colleges or universities or in any other site which is not properly licensed. We must go through a licensed and approved vendor to obtain the rights to show movies. You can work with the Union to determine the best course of action. The cost to obtain the rights to show a new released blockbuster can cost anywhere between $500 to upwards of $1000.
Swank Motion Pictures, Inc. is the company that we contract to purchase the rights from for each movie. Check out their website for a complete listing of movie titles..
Please contact the Assistant Director of Programming at 330-941-3556 to help you get an estimate and plan accordingly within our University Agreement.
One of the most important functions of an advisor is to assist in the transition from one set of organization officers to the next. As the stability of the organization, the advisor has seen changes, knows what works and can help maintain continuity. Investing time in a good officer transition early on will mean less time spent throughout the year nursing new officers through the quarter.
The key to a successful transition is making sure new officers know their jobs BEFORE they take office. Expectations should be clearly defined. There are a number of ways to conduct the officer transition. The following examples demonstrate two commonly used methods.
The Team Effort*
The team effort involves the outgoing-officer board, the advisor, and the incoming officer board. This method involves a retreat or series of meetings where outgoing officers work with incoming officers on:
The advisor’s role may be to:
The structure of a team effort retreat can take many forms. The advisor’s role in this process is to provide historical background when needed, help keep goals specific, attainable and measurable and provide advice on policies and procedures.
*A sample of a retreat schedule for this specific officer transition format can be found under the “Retreat” section
One-on-One Training, Advisor with Officers
While it is ideal to have the outgoing officer team assist in training the incoming officers, often it is left up to the advisor to educate the incoming officers. In that situation, there should be a joint meeting of the new officers, as described in the previous section. After that meeting, the advisor should meet individually with each officer; examine the notebook of
the previous officer (or create a new one).
Things to include in a new notebook:
Talk about what the officers hope to accomplish in the forthcoming year. Assess the officer’s role in the organization. What are the expectations of each position? What are the student’s expectations of the position and their goals?
Source: ACPA Advisors Manual. (2009).
WHY SHOULD YOUR ORGANIZATION HAVE A RETREAT/WORKSHOP?
Organization retreats and workshops enable student organizations to briefly get away from the distractions of school and work and to focus on the needs of the organization and the needs of the individual members of the organization. Planning for the future will enable an organization to operate more efficiently. By setting goals and planning together, members of an organization can operate more effectively as a team.
ESTABLISH THE PURPOSE FOR YOUR RETREAT
Team Building, Skills Training, Communications, Goal Setting, Problem Solving, Planning, Learning, Orientation, Socializing, Transition, Revitalization, Conflict Resolution
DETERMINING WHO THE RETREAT IS FOR
New Officers, Executive Board, All Organization Members, etc.
SELECTING A FACILITY
On Campus or Off Campus; convenience vs. isolation; Urban or Rural Getaway. When looking for an off-campus retreat location consider nearby summer camps. They often charge cheap rates in the off season. Be sure to check availability, accessibility, and accommodations. Don't forget about costs and contracts.
TRANSPORTATION
If your event is off campus, members should be provided with adequate and safe transportation.
FOOD AND DRINK
Before deciding on a menu consider cost, cooking facilities, preparation and clean up. Try cooking together it makes a great team building activity. On a tight budget? Consider potluck.
SELECTING THE BEST FORMAT
SELECTING THE FACILITATORS AND PRESENTERS
Organization Officers, Organization Members, Faculty Advisor, Other Faculty Members.
PLANNING THE RETREAT
Have members sign up to participate on committees. Remember people support what they help to create. Suggested committees: Transportation, Food/Drink, Lodging, Recreation, Programming, Clean-Up.
RESOURCES IN DEVELOPING YOUR WORKSHOPS AND EXERCISES
Structured experiences books, reference books, videotapes; Faculty Advisor; Faculty Members.
EVALUATING YOUR RETREAT
Evaluation Forms. Ask members what they thought of the experience. What would they change? What would they keep the same? Ask the presenters what they thought of the experience. What could have made it better?
Sample Retreat Schedule–Team Effort
Icebreakers and team-builders
Source: ACPA Advisors Manual. (2009).
Leadership Summit: usually held before school starts for the fall semester
Homecoming: October
Leadership Retreat: held during the spring semester
Organizational Fairs: held first Tuesday or Wednesday during the first week of Fall and Spring semester
Awards Banquet: Application due in March
FOR IMMEDIATE CONCERNS
YSU Police – (330) 941-3527
Off Campus – 911
CRISIS INFORMATION:
Crisis Text Line – Text "Start" to 741741 to get help now
National Suicide Prevention Number – 1-800-273-8255
Help Network of Northeast Ohio – 330-747-2696
Student Counseling After Hours – 330-941-3737
(follow prompts to speak with a professional)
CAMPUS RESOURCES:
Student Outreach & Support – (330) 941-4721
Student Counseling Services – (330) 941-3737
Disability Services – (330) 941-1372
Title IX – (330) 941-4629
Student Conduct – (330) 941-4704
Student Health Services (Wick Primary Care) – (330) 747-4660
Center for Student Progress – (330) 941-3538
Student Escort Services – (330) 941-1515
REFERRAL FORM:
Report a Person of Concern to the YSU CARE Team/Office of
Student Outreach & Support | Person of Concern Form
Help-A-Guin
If you believe a student is missing, or needs immediate assistance, please contact YSU Police at (330) 941-3527
Additional information can be found on Important Resources for YSU Faculty and Staff webpage.
YSU Catering by Chartwells
(330) 941-1979
https://ysu.catertrax.com
To place an order with Chartwells, please follow the video guide located on Chartwells’ website.
Delivery Services
Anna Pascarella, Manager Delivery Services
(330) 941-2771
apascarella@ysu.edu
https://ysu.edu/delivery-services
Printing Services at Kilcawley
(330) 941-3111
printingservices@ysu.edu
Printing Services @ Kilcawley Center
Graphic Services
(330) 941-3560
graphics@ysu.edu
Graphic Services webpage
Kilcawley Center is one of several university departments within YSU’s Division of Student Experience. In addition to Kilcawley Center, contacts for our sister departments (Housing & Residence Life, Student Activities, Campus Recreation, the Student Health Clinic, Student Conduct, Student Diversity Programs, and Campus Dining Services) are listed, along with auxiliary services and other offices located in our building.
Kilcawley Center Staff Office
(330) 941-3571
Refer to Our Staff for additional contact information of Kilcawley and sister departments. Kilcawley Center | Our Staff webpage.
Using the YSU and Pete the Penguin Logo:
Athletic Marketing and Promotions
(330) 941-7226
Messages on the Marquees:
Marketing and Communications
(330) 941-3291
Teambuilding Activities and Low ropes Course:
Campus Recreation
(330) 941-1964
Chartwells Dining Services:
Catering Director
(330) 941-1979
Parking:
Parking Services
(330) 941-3546
Security for Off-Campus Parties:
YSU Police Department
(330) 941-3527
Organization Bank Accounts:
YSU Associated School Employees Credit Union
(330) 941-3204
Situational advising allows you to change your advising style to match the development needs of the individual or organization you advise. Your advising style is the way you advise when you work with someone. It is how you conduct yourself, over time, when you are trying to influence the performance of others.
ADVISING STYLES
You will need to vary these based on your assessment of the students/groups readiness level. Many times, advisors may struggle with students because they believe that they need a higher level of interaction or direction when the student is actually able to accept more of a delegating style and vice versa.
Directing: The advisor provides specific instructions and closely supervises task accomplishments. Use this style with students/groups that are at a low level of readiness.
Coaching: The advisor continues to direct and closely supervise task accomplishment, but also explains decisions, solicits suggestions, and supports progress. Use this style with groups that have a few leaders that are at a higher readiness level who will need your support with the rest of the group to get things accomplished.
Supporting: The advisor facilitates and supports the efforts toward task accomplishments and shares responsibilities for decision making with the students. Use this style with students/groups that are just starting to understand the concepts that will lead to success – the group is just starting to “get it.”
Delegating: The advisor empowers the students to conduct their own decision making, problem solving, and delegating. Use this style with students/groups that are at a high level of readiness.
ADVISING SKILLS
Flexibility: You must be able to move from one style to another in order to meet the needs of the different types of students and multiple circumstances
you will encounter.
Diagnosis: You have to learn how to diagnose the needs of the students you advise. Determining what is needed as opposed to what is wanted is sometimes a difficult task. It is also important to note that what is needed is not always the thing that will get the most positive response - it is what will lead the student through a problem, set the standard for the future, or help to teach the student a valuable life lesson.
Contracting: You have to learn how to come to some agreements with students. It can be helpful to work together to reach an agreement as to which advising style they seek from you. This is a valuable lesson for assisting students with understanding the rules of engagement and interaction that will be carried forth as they mature.
Source: ACPA Advisors Manual. (2009).
Inevitably, problems will surface throughout the student organization and as an advisor, you will need to be aware of these problems and how to solve them. The following is a list of common problems that occur in student organizations and suggestions on how to come to a solution. Keep in mind that group dynamics play a major role and that each student organization will operate differently. Ultimately, use the skills you have as an advisor and the knowledge you have from the relationship you have with your student organization to help guide you.
Source: Adapted from the ACPA Advisors Manual. (2009).
Source: ACPA Advisors Manual. (2009).
Portal