Responsibilities and Expectations
1. Become sufficiently knowledgeable of the purpose and activities of the club/organization.
2. Attend all official* student organization meetings (hold a minimum of 4 official meetings each semester), events-both on and off-campus, and traveling. Official club meetings and activities must be scheduled at times that are mutually agreed upon by the club advisor and the club members.
a.*Official meetings must have minutes/records of meetings. Minutes must include the date, time, attendance, and any business/activities conducted.
b.*Unofficial meetings do not include agendas/minutes and may include some social events. These meetings and activities are not sanctioned by the college, and thus, the college is not liable for the students or their actions.
3. Help students understand and apply collaboration and teamwork within the organization and work to ensure a cooperative relationship between the advisor and club members.
4. See that the continuity of the organization is preserved through a club constitution, minutes, financial records, and traditions. Ensure that past activities and documents are adequately understood by succeeding officers and members.
5. Become familiar with the organization’s finances and club accounts. Advisors are responsible for designating student club officers, in particular the ICC Representative role, ensuring that funds are properly collected, deposited and accounted for.
No off-campus accounts are permitted.
***This includes Venmo, PayPal, Cash App, etc. To find out your club account balance, contact the ICC Advisor.
6. Assist club members in completing necessary paperwork and submitting the completed forms by due dates set by the Student Life office, ICC/S.S board, and/or the District.
7. Review and approve all funding requests/proposals before they are submitted to the ICC or Student Senate and help students prepare for presenting their proposal to either board.
8. Designate a student for the Inter Club Council (ICC) representative role to attend the bi-monthly ICC meetings OR submit electronically biweekly club reports.
*If the club cannot regularly participate in the ICC meetings, to avoid falling into probationary status, clubs must submit *electronic club reports by 9am of the following ICC meeting.
*ICC Club Representatives that have scheduling conflicts such as work, class, or are sick, can submit their club report electronically. Clubs that don’t have any available representatives to attend the ICC in-person meeting but know they will be active during the semester and/or will request funds.
*It is crucial to maintain active communication with this role to ensure the student is fulfilling its duties of serving as a liaison between the club and ICC Board.
9. Advise students on the Butte College and Student Life office policies and procedures that they must follow as a club. Ensure that all reasonable steps are taken to protect the safety and welfare of all club members during club meetings and activities including advising the members of the possible consequences of irresponsible behavior.
10. When supervising an off-campus activity, advisors are to be familiar with campus policies and procedures regarding student travel. Procedures and forms are supplied in the Student Life Office (Campus Center 145).
*ANY off-campus activity, whether funds are involved or not, Advisors are responsible for the completion and submission for ALL travel forms.
11. I understand our club must be open to all Butte College students regardless of race, gender, sexual orientation, ethnic or social or national origin, class or property, generation, features, languages or dialect, religion or belief or personal philosophy, political opinion or persuasion, member of an indigenous group, birth, or abilities.
12. In agreeing to serve as an advisor for this club, I am committed to working with the club members by attempting to help them achieve their goals while upholding all State, District and College requirements. I also agree to contact the ICC Advisor if I have any problems or concerns.
I understand that my stipend is contingent on satisfying these agreements. Failure to meet the requirements listed in the Advisor Agreement will result in the loss of the advisor stipend.