STUDENT ORGANIZATION
ADVISOR GUIDE

Welcome Student Organization Advisors!

Whether you are a new advisor or have been helping an organization for years, we look forward to working with you. This advisor guide includes general resources for you in your advisor role as well as important information about student organizations at VCU. This guide can help frame what your advisor role includes, as well as provide a well-rounded introduction to policies and procedures.

Advisors play an important role for a student organization. You can help facilitate the co-curricular experience for students and enhance their overall experience at VCU. While it does take time to be an advisor, we hope that it is a meaningful and rewarding experience for you! The Underground: Student Organization Resources Center offers a wide variety of resources and services to aid in the development of student organizations and student leaders, but we are also here to support advisors.

Included in this Guide

The Handbook for Student Organizations at Virginia Commonwealth University
Advising a Student Organization
Registration of Student Organizations
Policies and Procedures
Advisors as Campus Security Authorities
Intro to Funding for Student Organizations
Reserving Space and Event Planning
Publicity and Communication
Signature Programs
Organizational Development and Leadership
Contact the Student Organization Team

The Handbook for Student Organizations at VCU

The purpose of the Handbook for Student Organizations at Virginia Commonwealth University is to describe the program for student organizations at VCU, including applicable policies and procedures.

The Division of Student Affairs outlines policies and procedures for all student organizations in this handbook. Noncompliance with this handbook or applicable university policy may result in disciplinary action under the Student Code of Conduct. The Division of Student Affairs may also take administrative action against a student org and its officers or members as set forth in this handbook.

Certain student organizations, such as sports clubs, SGA, and fraternities and sororities, are subject to the additional policies or procedures established by other units or departments sponsoring these organizations.

VCU supports an environment free from retaliation. Retaliation against any student or employee who brings forth a good-faith concern, asks a clarifying question, or participates in an investigation is prohibited. All applicable dates referenced in this handbook will be available on RamsConnect.

Advising a Student Organization

Advising a student organization is a great way to interact with students outside of the classroom. It is an opportunity to make a difference in the lives of our students and in the community.

Through advising you can help students develop new skills and interests, become a leader, and enhance their co-curricular experience. Not only will you be able to share your personal experiences, but you will be able to watch them grow through their own involvement. Being a student organization advisor can be extremely rewarding both personally and professionally.

Student organizations can benefit greatly from having a permanent advisor. Organizations have regular turnover and oftentimes the advisor is the only constant from year to year. Your role will be to help the organization move forward with new officers instead of them taking two steps back. An advisor is also there to help the organization through challenges, whether it is with understanding policies, membership retention, or organizational conflict. Advisors are also there to provide support and encouragement, to help with goal setting, and to provide feedback to help the organization succeed.

Advising Styles

If you want to join a student organization, then this is the place for you! Our centers provide event advising to student organizations as well as co-curricular opportunities for student involvement. We strive to assist students in developing an appreciation for diversity, responsibility, critical thinking and sensible skills to become lifelong learners, productive citizens and community leaders.

Educator

As an advisor, you will spend time teaching and coaching the student organization to help them achieve their goals. Whether it be educating the students about how to recruit new members or walking them through a challenging moment, you will be providing them with valuable information to succeed as an organization. In this role, you will also be providing the organization with support and guidance in running meetings, managing a budget, and planning events. While you may have an immense amount of knowledge in certain areas, it is important to remember to empower the students to take action instead of doing it for them. One of the biggest challenges as an educator is being ok with letting the students fail. While not stepping in to fix something may not seem natural, it sometimes provides the biggest learning outcome when you take the time to help them reflect on what could have been done differently and how they will make a change in the future.
Mediator

Student organizations are bound to run into some form of conflict between members. An advisor can serve as an impartial mediator in these situations to help the students talk through the issue and hopefully come to a resolution. During these conversations, it is important to remind the students that they should be focusing on what is in the best interest for their organization. They should talk through how they can work together to achieve their goals and the purpose of the organization. If one student appears to be causing problems for other students and the organization, it would be best to have a private conversation with the student to see what is wrong and how the issue can be resolved.
Mentor

Relationships between advisors and students can turn into a mentor/mentee relationship as you work together through the student organization. The role of a mentor is most common when the students are seeking to enter the field that the advisor works in or if they share a mutual passion for a specific topic. Students may ask their advisor for help outside of the student organization. This may be in the form of asking for help with their resume, connecting to a professional network and other resources, or help seeking out internships and jobs after graduation.
Team Builder

Most student organizations have new officers each year and members that come and go. It is important that they are constantly working on creating a team environment. As an advisor, you can help encourage and build this environment. This can be done through helping plan a yearly retreat where they set goals and expectations for the organization. It is also important that they continue the team building process throughout the year. If the organization hits a bump in the road, suggest that they add a team building activity to their meeting time or have them plan a group outing so they can spend time together.
Motivator

There are going to be times when the organization is struggling to stay positive and not get discouraged with difficulties as a group. It is helpful for you to step in at these times of challenge and encourage them. When things are going well, recognize their individual and group efforts and achievements to keep them motivated.
Policy Supporter

Student organization members and leaders may not always be aware of the policies and procedures for student organizations. As the advisor, the more you know about these policies and procedures, the more you can help the organization be sure they are following them. While you may not know them all by memory, if something does not sound right you can reference the Student Organization Handbook or contact a member of the student organization team.
Time Commitment

The time commitment of being an advisor to a student organization can vary depending on your level of involvement and the needs of the organization. It can range from mostly email communication to attending every meeting and event. Your time commitment is something that should be discussed with the student organization officers at the beginning of each year.

Tips for Making the Most of
Your Role as an Advisor

Regardless of your advising style, here are some tips when working with student organizations:

Learn organization member and officer names and get to know them.

Understand student organization and University policies.

Establish clear expectations about your role as the advisor.

Communicate with members even if you are not at meetings.

Find the right balance of your involvement with the organization and establish meeting times as needed.

Remember that is is ok to say no.

Although it can be challenging, it is ok to let the organization fail sometimes. Use these opportunities to encourage student learning and growth.

Annual
Re-registration

We are committed to supporting student organizations with a smooth transition from year to year. While it is among the student leader's responsibilities to ensure their organization completes annual re-registration, the student organization team is available for virtual or in-person meetings to help walk through the steps of maintaining active status, including re-registration through RamsConnect. Annual re-registration should be submitted by the incoming President. Annual re-registration typically starts in May and must be completed within one month.

complete annual re-registration

Benefits of Being a Student Organization

Student organizations must register with The Student Organizations team to take advantage of the benefits we provide. The following are resources available to your organization:

150 prints/copies per month
Organization mailboxes
Banner paper, paint, and art supplies
Helium tank (must provide their own balloons, ribbon)
RamsConnect group
Opportunity to apply for SGA funding
Room reservations on campus

IMPORTANT REMINDER

It is crucial that organization leaders keep a current and accurate roster on RamsConnect. The Student Organization Team uses roster information to communicate with officers and student organizations. If the roster is not accurate, officers will not receive any emails regarding upcoming deadlines, events, training, and opportunities.*****

RamsConnect

Each registered student organization has a page on RamsConnect that can be used for managing rosters, communication, posting events and photos, submitting required forms, and much more!

As an advisor, we highly recommend that you have your org's officers add you as an officer to their group page. This helps to ensure you have the right access and get important notifications.

To create an account and log in, go to: https://vcu.campusgroups.com/

Policies and Procedures

Membership

The members of a student organization must be currently enrolled students at VCU. All registered student organizations must maintain a minimum of eight (8) members.
Officer Positions and Eligibility

Each organization is required to have a President, Vice President, and Treasurer and they must maintain certain academic requirements in order to hold an office. Undergraduate students must be enrolled and registered for a minimum of six (6) credit hours and graduate students must be enrolled and registered for a minimum of three (3) credit hours. Officers must maintain a minimum cumulative GPA of 2.50 for undergraduates officers must be in good standing with their academic department for graduate students*.
Hazing

Hazing is prohibited by law in the Commonwealth of Virginia and by Virginia Commonwealth University. Hazing is an activity which is physically or mentally abusive, potentially dangerous, humiliating or demeaning, or which interferes with academic achievement and the human rights of the individual.

Branding and Tattooing: The University prohibits branding and tattooing in University facilities and on University grounds. The University does not encourage the practices of branding and tattooing.
Discrimination

Virginia Commonwealth University will maintain a strong commitment to outstanding achievement, educational excellence and high principle. Activities of the university are designed to promote the continuing policy of providing equal opportunity for employment and education and access to all programs and services without regard to race, color, religion, national origin, age, gender, political affiliation, veterans' status, sexual orientation or disability. Notwithstanding these provisions, a religious or political student organization may determine that ordering the organization's internal affairs, selecting the organization's leader and members, defining the organization's doctrines, and resolving the organizations disputes are in furtherance of the organization's religious or political mission and that only persons committed to that mission should conduct such activities. If such a determination is reached, the organization may limit the selection of members or customary rights and privileges of membership in the organization. Such determination shall be certified in the registration form.
Logo and Name

A student organization may not use the University's name or an abbreviation of the University's name, in the name of the student organization in such a manner to suggest the organization is sponsored by the University. Student organizations may use ""of VCU"" or ""at VCU"" following the name of the student organization, so that the location of the organization is reflected in the name. Please remind your student organization members of this policy, especially when they are creating marketing for an event. This policy also applies to all social media pages.

VCU Cooking Club is NOT allowed. Cooking Club at VCU is CORRECT.
Trademarks and Licensing
Student organizations are permitted to use the VCU logo and other trademarked items, but it must be done properly. To ensure the organization is within the guidelines, anything bearing VCU's key trademarks will need to be purchased from a licensed vendor. To confirm which vendors are licensed to produce any of VCU's key trademarks, here is the link to view all current licensed vendors: http://www.identity.vcu.edu/. For additional questions or concerns, please email identity@vcu.edu or call (804) 828-1463.

Key VCU trademarks include:
- Virginia Commonwealth University
- VCU
- VCU Rams
- Rams
- Medical College of Virginia
- MCV
- VCU Health System
- Havoc
For additional questions or concerns, please email identity@vcu.edu or call (804) 828-1463.

Student organization advisors are identified as Campus Security Authorities (CSAs)

Generally, CSAs are individuals who have significant responsibility for student and campus activities. CSAs serve an important role in complying with the Clery Act, which was enacted to help create a safer university community. Timely reporting of crimes by CSAs allows the university the opportunity to review whether or not a campus community timely warning/crime alert should be issued and assists the university in maintaining accurate Clery-reportable crime data.

Thank you for all that you do to contribute to VCU's safety efforts!

Immediately report all crimes to the VCU Police Department once they are reported to you

Crimes may occur on or off campus, but on VCU-affiliated property, or on public property (property owned by a public entity, including on-campus property and property that immediately borders and is accessible from the campus). When in doubt, please err on the side of over-reporting. To report a crime, please contact the VCU Police Department at (804) 828-1234 (emergency) or (804) 828-1196 (non-emergency) for guidance.

Complete mandatory, annual CSA training

The annual training notification is disseminated to all identified CSAs in mid-October each calendar year, following the publication of the university's Annual Security and Fire Safety Report (ASR) in the fall semester. Please be on the lookout for an email notification regarding the VCU annual CSA training release in October.

Funding for Student Organizations

The Student Organization team is here to support you as you navigate the funding process. Find more information below about submitting funding requests to SGA or GSA, submitting purchase requests, managing budget allocations, travel, and more.

SGA Independent Financial Board (VCU SGA Appropriations)

The mission of the VCU Student Government Association Independent Financial Board is to disburse the student activity fee in a fair and consistent manner to eligible student organizations. These student organizations should enhance the quality of the student experience at VCU.

The SGA Independent Financial Board will consider funding requests from only student organizations that are registered with the Division of Student Affairs.

Any registered Student Organization that receives funding must re-register each year for the following academic year with the University. Failure to re-register forfeits the allocation and the Student Organization may not be eligible to request funding again until registration has been current for thirty (30) days.

If a student organization has or will receive funding from the Student Activity Fee via a different outlet, e.g. social fraternities and sororities, rec sports clubs, and graduate student groups applying via the Graduate Student Association, then that organization must indicate those funds on their request to the VCU SGA Appropriations Committee. The SGA Independent Financial Board reserves the right to deny or approve funds based on these disclosures or when an organization failure to disclose.

For more information on the SGA Independent Financial Board, you can view the bylaws here.
Bank Accounts

Student organizations may open an account with an off-campus bank or credit union. It is strongly recommended that all off-campus bank or credit union be established with two signatures for the withdrawal of funds from the account.

Please note: the process of opening an outside bank account is not regulated by the university, as the university does not involve itself in any legal responsibilities of the organization.

Any funding received from the Virginia Commonwealth University Student Government Association (VCU SGA) must stay in the on-campus account managed through RamsConnect. This account can only be accessed by the President and Treasurer of each organization once they have completed the finance training process.
Member Dues

Student organizations are allowed to collect membership dues. The money collected through dues should be held in an off-campus bank account created for the student organization.
RAMorgs

Presidents and Treasurers of student organizations will receive access to Finance Training as well as RAMorgs, the finance and purchase request system, as they are allocated funding from SGA.

Space Reservations and Event Planning

Event Services with the Commons is available to help your organization reserve space in the Student Commons, Larrick Student Center, and Hunton Student Center for meetings and events. They are also available to assist with vendor recommendations, audio/visual support, parking needs, as well as tips and advice on how to successfully plan and execute events. They can be reached at 804-828-9502 or at uscaevent@vcu.edu. They are located in Suite 104 of the University Student Commons.

Policies to Remember

1. Meetings and/or events not canceled and where the host organization or does not show up may be issued warnings that can result in loss of privileges.

2. Registered student organizations cannot use Student Government Association funding to pay for any fees associated with excessive cleaning or room reset fees.

3. According to the VCU SGA Appropriations bylaws, SGA funding cannot be used to cover any fee deemed to be the fault of a student organization that results from failure to pay an invoice in a timely manner or an additional charge imposed for failing to meet a payment deadline.

4. AV tech fees are to be paid by the student organization, and can be paid through SGA funding when requested in enough time. AV tech rates are $45 for the first 3 hours and $15 per each additional hour. Techs are scheduled a minimum one hour before event start and one hour after event start.
Reserving a Room

To reserve a room, go to https://www.pubapps.vcu.edu/campusems/. Your organization can also reserve information tables, and banner spaces.

Reservation requests for publicity and information tables/standard* meeting spaces must be made through Virtual EMS at least 3 business days prior to the requested date.

Reservations for non-standard* meeting and event space must be made through Virtual EMS at least 15 days prior to the requested date. A major event request must be submitted through Virtual EMS at least 90 calendar days in advance. See below for what constitutes a major event.

*Standard vs. non-standard meeting space:
Non-standard meeting space: a clear room; furniture needs to be added (i.e. Commonwealth Ballroom, Richmond Salons, Virginia Rooms)
Major Events

If your event includes and of the following, it is a major event and must follow the Reservation and Use of Space Policy:

Attendance (expected or historical) of more than 100 people
Tickets (paid or free)
Contracted services (catering, speakers, DJ's, etc.)
Police and/or security required
Alcohol is served
Event is a social, festival, carnival, dance, fashion show, pageant, auction, open mic, concert, or culture show
Event Services Resources

Please reference the Commons Event Services Guidelines for more information. All events must follow the Reservation and Use of Space Policy. If you have any questions regarding space reservations or set-up, contact the Event Services office in Room 104 of the University Student Commons or send an email to uscaevent@vcu.edu.

Publicity and Communications Resources

There are many ways student organizations can promote events.
Below are a few recommendations of how to publicize:

RamsConnect Events

Create an event page and upload a flyer to the virtual bulletin
TelegRAM

Email announcement to Faculty, Staff and Students. Submit email announcement to: www.vcu.edu/telegRAM/.
University Calendar

Place your program on the online University Calendar by submitting a request at: http://www.pubinfo.vcu.edu/calendar/
Axis-TV

Create a PowerPoint slide and email in JPG form to contactusca@vcu.edu
Banners

You must make a reservation through EMS to have it hung. This can be done on Virtual EMS at https://www.pubapps.vcu.edu/campusems/. All banners must be 8' x 3'. Inside banners: may be paper or vinyl. Outside banners: MUST be vinyl with grommets in each corner. MUST be vinyl with grommets in each corner
Social Media

Create accounts on the social media platforms of your choice, and think creatively about how to engage students in your organization.

Signature Programs

The Student Organization Team sponsors several signature programs throughout the year to highlight student organizations and recognize student leaders. Below are some of the signature programs that are held for student organizations and student leaders:

Student Organizations & Volunteer Opportunities Fair (SOVO Fair)

The SOVO Fair is our huge bi-annual event at VCU where students can connect with the more than 400 student organizations at VCU. Join us on the first Friday of each semester to engage with student organizations throughout the school year. This exciting Weeks of Welcome event that promotes student engagement at VCU and in the Richmond community. Student organizations, campus partners, and community organizations host tables at the SOVO Fair so students can learn more about getting involved. Your student organization will have the opportunity to register for a table to participate in RamsConnect.

VCU Student Leadership Awards

VCU fully embraces the leadership and service of its students undergraduate, graduate, and professional. As such, VCU established the Student Leadership Awards to recognize students for their contributions to student organizations, community service, and co-curricular excellence. Each year we invite students, staff, and faculty to nominate individuals and organizations that have made impacts and great strides in continuing to make VCU a great place to live, learn and grow. You will have an opportunity to nominate a deserving student for any of the individual awards, or nominate your student organization for one of several registered student organization awards. For more information, please visit the Student Leadership Awards page here.

Organizational Development and Leadership

Serving as an advisor is a great way to support both organizational and individual leadership development. Find resources below to help student leaders transform through their involvement.

Questions to Ask the Organization

Advisors should initiate a conversation with the student organization officers to discuss your role and to set expectations about how you can contribute to organizational development and support officers in their personal leadership development. Below are some questions that can be used to start the conversation.

What is the organization looking for in an advisor?
How often/when does the group meet? Am I expected to attend meetings?
What type of events does the organization host and how often?
What are some of the biggest challenges you have as a student organization?
Do you want me to be an active participant in meetings or an observer?
Do you want me to step in when there is conflict within the organization? Are there certain areas the organization needs assistance with (e.g. finance membership, recruitment, officer transition, publicity, etc.)?
Constitution and Bylaws

A group's constitution and bylaws are important documents that govern its purpose and future actions. Be sure to anticipate the future to ensure that your constitution does not limit the organization's options for growth and change.

The constitution of an organization contains the fundamental operating principles that govern its operation. The bylaws establish specific rules of guidance by which the group is to function. All registered student organizations should have their basic structure and methods of operation in writing. The constitution is the essence of the overall purpose of the organization and is not changed unless the purpose changes. Bylaws set forth in detail the procedures a group must follow to conduct business in an orderly manner. They provide further definitions to the articles of the constitution and can be changed more easily as the needs of the organization change.
Officer Transition

The officer transition process is a key step to a successful upcoming year. Taking time to have an officer transition meeting or retreat allows the outgoing officers to share information and knowledge with the incoming officers. Some of the important things to do during this time is to share job descriptions, organization constitution, policies, and other important documents. The new officers should also create a calendar with meetings and events for the upcoming year.
Developmental Opportunities

The Underground: Student Organization Resources Center provides regular opportunities to enhance the leadership skills of all student organization members. Please read the monthly email for upcoming sessions and conferences. The information will also be listed on The Underground: Student Organization Resources Center RamsConnect page.

The Student Organization Team

Armando Somoza

Graduate Assistant for Student Organizations

Rachael Tully

Lisa Cooper

Associate Director for Student Engagement