This resource...

...is a guide for officers to see supports and general guidelines for their various positions. This is a live page that is growing and being added to regularly. We understand that every organization is unique, just like the individuals that make up that organization. Every organization is required to have 4 student officers (President, Vice President, Financial Officer, Membership Officer for undergraduate organizations or General Officer for graduate organizations) and a full-time GVSU Faculty/Staff Advisor to be considered active. If you have any questions about the content, please stop by the Office of Student Life or reach out to [email protected]. 

President

Vice President

Financial Officer

Membership Officer

General Officer

Faculty/Staff Advisor

The President is viewed by the Office of Student Life as the main contact for a student organization and the individual that knows the most about the organization's operations. Basic responsibilities in the constitution template are:

• Preside at all meetings of the organization
• Create an agenda and plan for the organization
• Other duties as assigned

Typically we see the President having responsibilities within the financials, conflict resolution, and event planning. 

The Vice President is viewed by the Office of Student Life as the risk manager for a student organization and the individual that holds members accountable in the organzation to midigate risks. Basic responsibilities in the constitution template are:

• Address any duties deemed necessary by the organization and/or the President
• Perform the duties of the President in their absence.
• Other duties as assigned

Typically we see the Vice President having responsibilities within the registering of the organization, conflict resolution, and event planning. 

The Financial Officer is viewed by the Office of Student Life as the main contact for a student organization financials and the individual that knows the most about the organization's funding needs. Basic responsibilities in the constitution template are:

• Continually update all financial records including both on and off-campus accounts
• Submit GVSU Student Senate Appropriations funding requests (campus programming, travel, etc.) and attend assigned funding meetings as required. 
• Other duties as assigned

Typically we see the Financial Officer having responsibilities within the financials, fundraising, and event planning. 

The Membership Officer is viewed by the Office of Student Life as the main contact for organization records and the individual that knows the most about the members within the organization. Basic responsibilities in the constitution template are:

• Manage and update LakerLink rosters with active members, retire old members, etc.
• Responsible for recording the minutes and attendance for each meeting.
• Other duties as assigned

Typically we see the Membership Officer having responsibilities within the conflict resolution, event planning, and management.

The General Officer is viewed by the Office of Student Life as the main contact for organization records and the individual that knows the most about the members within the organization. Basic responsibilities in the constitution template are:

• Manage and update LakerLink rosters with active members, retire old members, etc.
• Responsible for recording the minutes and attendance for each meeting.
• Other duties as assigned

Typically we see the General Officers as the Membership Officer in graduate organizations, but can also be numerous other officers within organizations (i.e. event planning officer, travel officer, historian, fundraising officer, etc.). 

The Advisor is viewed by the Office of Student Life as the main GVSU supporter of the organization and the individual that is available to organization members to provide quick, efficient feedback.

Expectations:

Student organization advisors are required to review the following terms and conditions regarding their involvement with student organizations. This agreement establishes the understanding that the faculty or staff member involved is aware of the policies and procedures associated with their involvement in student organizations at Grand Valley State University.

Philosophy and Purpose:

Student involvement in campus organizations provides an opportunity for students to develop leadership and organizational development skills. This involvement also complements their educational objectives with important co-curricular activities by exercising basic freedoms and learning about human behavior. In support of these objectives, it is important that persons with experience in organizations be available to assist students in their organizational endeavors. While the range of activities or student organizations is diverse, the assistance advisors can give organizations by being responsive to students' questions on procedural matters, university policies, financial matters, and so on, can help advance the basic reasons for recognizing student organizations at Grand Valley.

Overall Advisor Responsibilities:

An Advisor is responsible for familiarizing themselves and the organization's members with all university procedures and policies pertaining to the organization's activity. This includes, but is not limited to, the following publications: The GVSU Student Code, RSO Handbook, Event Services Policies and Procedures, Office of Student Life Policies and Procedures, Fraternity and Sorority Manual, and the Club Sport's Policies and Procedures.

Responsibilities of an Advisor to the University:

An advisor will understand and support the following responsibilities:

• The advisor to a student organization must be familiar with University policies and regulations, and the organization's policies and regulations that they advise.
• All off-campus accounts must have two signatures on their checks. It is suggested that the advisor audit off-campus accounts on a regular basis and before new executive boards begin their duties.
• The role of an advisor to a student organization is one of consultation and resource. Therefore, with the assumption and completion of the duties and obligations outlined herein, an advisor shall not be held accountable for the individual conduct of the organization's members and their activities.
• The advisor must be listed on the roster for their respective organization on LakerLink, and are encouraged to participate in any trainings offered by the Office of Student Life.
• Because scholastic success is important to the university's mission, the advisor may wish to work closely with the students concerning their academic progress.
• Organizations such as club sports, fraternities, and sororities have special needs and considerations. Advisors should become familiar with these additional policies.
• During Student Senate funded travel-related activities, participants are required to complete the Travel Release Statement. Advisors should make sure all participants review the risk of the off-campus activity and complete the release statement. Forms are available on LakerLink.

Responsibilities to Advisors to Registered Student Organizations:

An advisor will understand and support the following responsibilities:

• Maintain regular contact with officers and members.
• Serve as a resource person at executive and regular meetings. Attend functions of the organization as necessary.
• Assist with the formulation and/or revision of the organization's constitution and bylaws.
• Encourage and assist the organization to plan active and significant programs, work with the officers and promote efficient and effective administration of the organization.
• Assist the treasurer in maintaining accurate accounting procedures and in formulating an annual budget, as well as individual account budgets.
• If it is necessary for an advisor to resign his or her position as advisor, he or she shall notify in writing the organization and the Office of Student Life.