Club Advisor(s) Information
Advisors play a critical role in the effectiveness of a club. The primary role of the Advisor is to serve as a resource for the organization. Advisors counsel and advise student organizations by asking the "tough" questions, assisting students in their thinking process, and challenging the organization to go beyond the status quo.
What’s Expected from Club Advisors
- Advisor(s) will help clubs complete and submit the following documents:
- Complete club registration form.
- Sign Club Account Authorization and Payment Request forms
- Complete Room/Event Reservation Forms for room reservation
- At least two (2) weeks in advance.
- Complete a Student Field Trip Packet.
- At least four to five weeks in advance
- Advisor(s) must accompany the organization during on-campus and off-campus activities (i.e., conferences, seminars, workshops, retreats, etc.), to ensure that all reasonable steps are taken to ensure the safety and welfare of organization members. If the advisor is unable to attend he/she must identify a substitute. The substitute must be approved by the Director of Student Life.
- Give particular attention to the financial activities of the group in order to prevent the group from incurring organizational debts and from inappropriate spending of organization funds.
Type of Requests
Event/Space Reservations: Club board members and advisor(s) must submit a Room/Event Reservation Form for permissible use of college facilities on a space-available basis. Be sure to submit your request at least four (4) weeks in advance to ensure your accommodations are arranged.
Club Room/Event Reservation Form
Work Order Request
Advisor(s) must submit work orders for events or activities organized on campus. Work orders include reserving tables, chairs, extra trash bins, microphones, laptops etc. Advisor(s) will just need their Delta College username and password to submit a work order. Be sure to submit your request at least four (4) weeks in advance to ensure your reservation will be completed. All work order requests must be submitted via FMX App.
- General Service Worker
- Custodial Services
- HVAC
Work Order Request
IT Request
All IT work requests must be submitted via the IT Help Desk App. Be sure to submit your request at least four (4) weeks in advance to ensure your accommodations are arranged.
IT Help Desk
Keys Request
Advisors can request keys and Omni codes for reserved rooms by emailing keys@deltacollege.edu. Advisor(s) must include the reservation number in the key request. Students can pick up the key(s) at the request of the club advisor. Be sure to submit your request at least one (1) weeks in advance to ensure your accommodations are arranged.
Equipment and Change Order Request
Advisor(s) must submit an equipment and change order form to the Cashier’s Office (Horton Admin. Building), if cash handling is necessary for an event. Be sure to submit your request at least one (1) week in advance to ensure your accommodations are arranged.
Travel Request
Advisor(s) must submit travel request form to the Office of Student Life. Be sure to submit your request at least six (6) weeks in advance to ensure your accommodations are arranged.
Actual and necessary travel expenses shall be reimbursed in accordance with the following rules:
- All reimbursement requests shall be properly itemized, accompanied by the necessary receipts.
- No expenses other than those necessary for conducting District business shall be claimed (see AP6755).
Tips for Advisor(s)
All clubs shall operate under the supervision of a District faculty member or administrator (see BP 5430). Classified staff may serve as co-advisors with a faculty member or administrator.
It is important to establish certain expectations of the student club. These expectations should be discussed with your club at the beginning of the year. Some expectations may include:
- Written goals and objectives
- Advance notification of all meetings and events - semester calendar
- Awareness and adherence to all District policies
- Club members attendance at meetings and events
- Financial maturity and responsibility
- Open communication; honesty
- Commitment to the organization