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Resources for Studnet Leaders and Advisers - Advisor’s Corner

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How often is a student organization required to file an update form?

Every time there is a change in leadership in the organization, for example when new officers are elected or when the advisor changes, or every fall semester, whichever comes first.

Where is the club update form?

Student Government, Inc., in the Wade Center (150 Memorial Union) and the Vice President for Student Organizations in 161 Memorial Union can furnish you with a copy of the club update form.

What are the benefits of University recognition for an organization?

  1. Use of The University of Maine’s name as part of group’s designation (ex. UMaine Fishing Club).
  2. Listing of the organization’s name in the Student Organizations database.
  3. Apply for student organization office space in the Wade Center for Student Leadership (space is limited).
  4. Utilize the University mail service and to maintain a mailbox in the Wade Center for Student Leadership (See the Assistant Director of Campus Activities for Student Organizations and Greek Life in 160 Memorial Union for more information).
  5. Use of the University facilities, equipment, and services, as available and according to prescribed policies and procedures.
  6. Apply for funding from the applicable student government under the policies and procedures set forth in that student government’s constitution and bylaws.
  7. Request professional advising and other services from the Office Campus Activities, Student Organizations, and Greek Life.
  8. Collect reasonable dues, fees for service, sponsor fund-raising events, and solicit funds according to University policy.
  9. Receive awards or honors presented to college organizations
    and members.
  10. Be listed in University/student publications.
  11. Participate in University/student activities.
  12. Distribute literature and organizational materials according to established University policies and procedures.
  13. Request assistance from the Department of Public Affairs to promote organizational activities.
  14. Post materials on designated University bulletin boards within the parameters of existing guidelines.

I’m an Advisor…but what does that mean?

The function of an advisor is to serve as a resource person. Both the extent and nature of this person’s work will vary depending on the kind of organization. Every student organization must have an advisor in order to be officially recognized. Advisor’s responsibilities specifically include:

  • Meet at least once a semester with the executive board or officer group and inform them of institutional matters;
  • Attend full organization meetings periodically, but not less than once a semester;
  • Advise delegations regarding trips to conferences, business meetings, and so on;
  • Respond to concerns from the members about officer elections, transition, and the group’s development;
  • Provide background history and institutional insight as appropriate;
  • Hold at least one goal-setting or assessment meeting for the executive board, officer group, or membership at least once annually;
  • Monitor and advise risk management decisions and practices;
  • Become familiar with events and activities sponsored by the group to assure adherence to state and university policies;
  • Help the group achieve its goals by sharing expertise, insight, ideas and making recommendations when appropriate;
  • Help members to develop self-responsibility and self-discipline.

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