UNIVERSITY ADVISORS to STUDENT ORGANIZATIONS All Registered Student Organizations, including Competitive Sport Clubs, are required to have a University advisor from among the full-time faculty or professional staff.
Purpose
The general purpose of the University Advisor to a sport club is to encourage continuity in functioning and to assist the club in operating in a manner that is consistent with the purpose of the University.
The specific duties of the advisor shall be determined and agreed upon by the individual advisor and the organization's leadership. As a general rule, advisors should be familiar with the club’s program and the demands of the sport, and should counsel the organization in the exercise of responsibility. Advisors do not normally have the authority to dictate or control the policies or operation of the organization.
Selection
Selection of a University advisor is normally the prerogative of the student organization. The termination of the advisory relationship may be made by either the organization or the advisor. In a limited number of activities, such as student media, student government, and student programming organizations, advisors are appointed in accordance with stated University or organizational requirements. In addition, approval of advisors for Sport/Recreational Registered Student Organizations may be restricted to those individuals with special expertise and/or experience in the particular activity.
Liability
In carrying out their responsibilities, University Advisors shall be protected from liability in accordance with the University's policy on Indemnification of Directors, Officers, and Employees.
Responsibilities of University Advisors
The role of an advisor varies within each organization, but also during the year as the group matures or as new leadership emerges. There are three main areas of responsibility with which the advisor will be involved:
Obligation to the Organization
Be familiar with the organization's constitution, by-laws, and objectives.
Consider yourself as a person who works with students, not one who controls or directs the group's events and/or operation.
Assist in seeing that the objectives justify the expenditure of students' efforts, abilities, energy, and finances.
Provide an appreciation of the history of the group and continuity to the organization.
Provide continuity during leadership transitions by:
Assisting with orientation of newly elected student leaders;
Keeping copies of minutes from past meetings and other files for the group;
Keeping records of group mission, constitution, and leadership job descriptions;
Obligation to the Individual Student Members
Help students recognize their individual roles in relation to the goals of the group.
Encourage each student to accept the responsibility for the group and alert students to the valuable skills and experiences that will be learned.
Encourage students to recognize, value, and demonstrate diversity.
Obligation to the University of Delaware
Serve as a liaison between the administration and the student group.
Become familiar with the general policies and procedures regarding all Registered Student Organizations on campus.
Serve as a custodian of group properties and any legal documents.
ADVISEMENT
Relationships with students vary according to personalities and leadership style. Few relationships find immediate working success or satisfaction, but when roles are established and expectations are openly discussed; the relationship can be a fulfilling and satisfying experience. Listed below are expectations and guidelines to help the advisor-student relationship become most effective.
Expectations Student Leaders may have of their Advisor
Be well informed about all plans and activities of the group.
Attend at least some of the regularly scheduled meetings &/or executive meetings &/or practices.
Be present at some of the home competitions sponsored by the group.
Be an active group member by providing ideas and constructive feedback.
Serve as a group supporter - do not direct the group or the group’s activities unless deemed necessary by the student leaders.
Encourage each member to be part of the planning process and supportive of the decision of the group.
Make suggestions to leaders that will upgrade and improve leadership skills.
Facilitate and encourage teambuilding activities throughout the year.
Provide networking opportunities whenever possible.
Be aware of the financial accountability and responsibility requirements for students who manage the budgetary areas of the group.
Keep in close contact with the treasurer and address budgetary concerns in a timely manner.
Challenge students by introducing new perspectives.
Stress the importance of balancing schoolwork with student involvement.
Model good communication skills by keeping in close contact with group leaders
Help the group work within University policy and procedures.
Offer evaluation of the group's progress, performance, and projects to leaders and members.
Aid in evaluation and revision of the constitution/mission statement.
What an Advisor may expect of the Student Leaders
Consult with the advisor on all group activities, meeting times, locations, and agenda items.
Provide minutes of all meetings to the advisor.
Meet regularly with the advisor and use him as a sounding board for discussing group plans and current or potential problems.
Ask the advisor for reports and input during regular meetings.
When in doubt, consult the advisor - an advisor can be an invaluable resource to the group and can usually provide background information drawn from her previous experiences.
Take into consideration that the advisor has other responsibilities (i.e. job, family, home, etc.) and he cannot always give the club his undivided attention.
Know that the advisor will not solve all of your problems for you. A student leader must take responsibility for the minor problems any club may encounter. Use the advisor as a resource and for suggestions, but do not expect them to handle all of the club’s issues.
Let the advisor know that she is appreciated.
Be Aware of the Student Leader's Influence
The student leader's influence should always be seen to be greater than that of the advisor.
The student leader can be a major "make or break" factor in the success of the group.
Advisors should discourage excessive influence by one dominant personality; this could lead to resentment among group members.
The Advisor's Influence
Discuss issues with the leaders and members of the group with a genuine and sincere interest in their development.
Present information to the leaders and members without imposing personal bias.
If a group plan or idea may be deemed inappropriate, the advisor should try to point out alternatives and encourage students to consider different aspects and choices.
Encourage both informal and formal meetings to be open and worthwhile in discussion.
Assist the leader, do not try to solve his or her problems.
Encourage the leader to delegate authority and offer leadership opportunities to other members of the group.
Praise good work in public, but criticize a poor performance in private.
The “Advisor's Corner”
Some groups reserve a special time for the advisor to speak to the group, such as at the close of a meeting, to improve communications and relations.
The advisor, at this time, may or may not choose to make comments related to the meeting or plans of the group.
The "Advisor's Corner" provides an opportunity for closer contact with the students.
Advisors can also reach out by offering special office hours for students from their group or by offering a designated spot in their office for group members to drop off/pick up notes or other paperwork.
Advising a Group That Is Planning a Questionable Activity
Recommend other ideas or alternatives in place of the one that is being considered.
Do not hesitate to point out difficulties of the plan.
Suggest that the group gather the opinions of the individuals or agencies affected by the activity.
Refer leaders to the Sport Clubs Office for assistance.
THE SPORT CLUB as a REGISTERED STUDENT ORGANIZATION
Competitive Sport Clubs, although administered by DIARS (the Division of Intercollegiate Athletics and Recreation Services), are viewed as having similar purpose and mission, and are held to the same policies as the more generic Registered Student Organization, or RSO. Operation of a sport club, as a student-run organization, is very similar to that of an RSO, but sport clubs carry additional considerations and requirements due to the nature of competitive sports.
Freedom of Association
Students are free to organize and join associations to promote their common interest. The University believes it is appropriate to share its resources with associated groups in order to fulfill the University's overall educational function. Therefore, associated groups may apply to become an official registered student organization in order to access University resources.
Criteria for Registration
That the purpose and goals of the organization are defined and support the educational/developmental goals of the University.
That the organization agrees to adhere to all policies and regulations of the University of Delaware, the Division of Intercollegiate Athletics and Recreation Services, and all local, state, and federal laws. Once registered, it is the responsibility of the organization members to become acquainted with appropriate University policies and procedures in the Official Student Handbook, the Sport Clubs Policies and Procedures Manual, and other materials provided by the University.
That the organization be a viable, functioning organization, composed of full-time matriculated undergraduate students.
That the organization not discriminate either in its membership or program on the basis of race, creed, color, gender, age, religion, national origin, veteran or handicapped status, or sexual orientation.
That the organization submits a Student Organization Registration Profile stating the purpose of the organization.
That the organization submits a constitution and/or by-laws stating the structure and operational procedures.
That the group submits a completed registration form annually, containing signatures of the current officers, and the name and signature of the organization's University Advisor.
That Registered Student Organizations must assume responsibility for all debts and obligations to the University incurred by the group.
Renewal
At the end of every spring semester, an official Sport Club must re-register with the Sport Clubs Office. The organization needs to complete all required forms by the published deadline in order to be considered for the following year. A new Registration Profile and/or Constitution need only be re-submitted if the organization has changed its purpose and/or structure. No outstanding debts are to be owed to the University by the organization at the end of the fiscal year (June). Organizations will not be approved for re-registration until all bills are paid and deficits erased.
Membership Status
Membership status in a Sport Club is limited tofull-time matriculated undergraduate students at the University of Delaware. Registered Sport Clubs may have faculty, professional staff, part-time students, and graduate students as “associate members”, that is, they may be associated with the club in supportive roles (e.g. coach, advisor) but may not participate in the following activities.
The following responsibilities and activities are limited to the full-time matriculated undergraduate student members only (a matriculated student is defined as one who has been admitted to a degree program, is registered for the current semester, and who has paid the appropriate fees.):
Being placed on the team roster or participating in any of the sport activities, including practices
Holding any office in the organization
Voting in any organization elections of officers, programs, or policies
Registering the organization with the University
Representing the organization to the University
Reserving University facilities on behalf of the organization
Requesting University services for the organization
Graduate Students
Graduate students are free to organize and join associations to promote their common interests through the Graduate Studies Office. Graduate students may not be regular members or officers of undergraduate student organizations (sport clubs).
Affiliation with Other Organizations
Sport clubs may have affiliation with organizations (campus, local, national and/or regional) inside or outside the University of Delaware. Groups may also be subject to policies and requirements of a parent organization, their National Governing Body or NGB, provided that this relationship does not conflict with University policies, objectives, and activities.
Relationship to the University and Use of University Name
Sport Clubs, as student-run organizations, may not use the name of the University of Delaware as part of its own name except to describe its location (e.g. "Ice Hockey Club at the University of Delaware"). Exceptions to this policy may be made only for apparel, in which case, in order not to burden students with added expense, they may use the word “Delaware” as part of their name (e.g. “Delaware Ice Hockey”).
The organization may state that its membership is comprised of students of the University, but it shall not indicate or imply that it is acting on behalf of the University. Events or activities may not be advertised or promoted in a manner to suggest that they are sponsored or endorsed by the University.
Privileges
Registered Student Organizations/Sport Clubs are entitled to the following upon completing the registration process:
Recruit members on campus.
Schedule the use of University buildings, grounds, and equipment when they are available for a variety of programs such as meetings, social functions, membership recruitment, and campus programs.
Services and resources information available in the Sports Club Office (i.e., mailboxes, fax, computers, advisement, etc.)
Publicize their activities through all campus media resources, and the use of designated bulletin boards.
Utilize University services (Motor Vehicle Pool, Graphic Communications, Procurement, Dining Services, Campus Mail, etc.) Note: Charges are assessed for some of these services.
Participate in personal development workshops on such topics as Leadership, Team Building, Publicity, Financial Management, and Organizational Development.
Solicit funds (including the charging of admissions to programs) on campus for the support of organizational activities. (Sales and Solicitation form required.)
Sport Clubs Office
Department of Recreation Services
106/107 Carpenter Sports Building
831-2259
udel.edu/clubsports