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STUDENT CLUB ADVISOR TRAINING

A comprehensive guide for student club advisors, including introductions, advisor role, fundraising, purchasing, travel procedures, and important dates. Learn about key contacts, your role as an advisor, funding processes, and club requirements. Stay informed and up-to-date with club resources and procedures.

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STUDENT CLUB ADVISOR TRAINING

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  1. STUDENT CLUB ADVISOR TRAINING

  2. AGENDA • Introductions • Important Contacts • The advisor role • Fundraising • Purchases • Travel Procedures & Forms • Student Club Resources and Webpage • Important Dates

  3. INTRODUCTIONS • Name • Department • Club(s) you advise • How long you have been a club advisor

  4. IMPORTANTCONTACTS Laura Nguyagwa Student Life & Health Coordinator (BPC) Jese Ledbetter Student Life & Career Development Coordinator (EPC) Sue Schmitz Director, Student Life & Career Development Sheila Sylvander Student Affairs Division Coordinator Cheryl Benkofske Assistant Director, Student Life & Career Development Stephen Harper Career Experience Coordinator

  5. YOUR ROLE AS AN ADVISOR • Mentor • Encourage full participation- meet regularly • Oversee selection and training of club leaders • Establish relationships with club leaders/members • Help students with functions of the club • Ensure events/activities conform to HTC’s policies • Oversee the club budget • Provide signature authority for paperwork • Oversee campus travel and paperwork

  6. YOUR ROLE AS AN ADVISOR • Students of Concern https://cm.maxient.com/reportingform.php?HennepinTC&layout_id=0

  7. YOUR ROLE AS AN ADVISOR • Mandatory Reporter • Club Advisors are also "Mandatory Reporters” and are required to report sexual misconduct, relationship violence, stalking, or retaliation to the College. • Reports go through Student Life and Career development to the Vice President of Student Affairs

  8. FUNDRAISING John Macauley, Director of Advancement Services

  9. CATERING/PURCHASING PROCEDURES • Food/Catering Purchasing Procedures • A Purchase order must be generated before ordering • Contact food service director at the appropriate campus • Allow a minimum of 48 hours • More information onthe website • Submit club purchase requisitions to Sheila • Use Purchase Requisition and RAISE forms on club/organization Resources website

  10. STUDENT TRAVEL PROCEDURE • Complete paperwork at the beginning of each semester • Required student paperwork available on website • Paperwork must be complete with required signatures • Last minute requests will not be honored

  11. LOCATING RESOURCES • GO LIVE!

  12. CLUB REQUIREMENTS • Involvement in Campus activities • One public service project each year • Attend Student Senate meetings or send a report to the Student Senate Secretary to be shared at meetings • Regular meetings during the year • Keep record of minutes • Submit required paperwork for travel at the beginning of each semester • Follow all College and Club policies and procedures

  13. Funding and financial requests It is the advisors responsibility to know the policies and procedures in the Guidebook and help students through the different processes. Reach out if you have questions! Club funding/fundraising Event Planning Purchasing/Student Travel Procedures

  14. STAY CURRENT! • Is your Club website and social media up-to-date?

  15. MINUTES AND AGENDAS • Why take minutes? • Clear record of what was decided at meetings • Clarification and understanding among members • Needed as documentation for travel • Minutes should include: • Date, time • Who attended • What was decided

  16. TIPS FROM CLUB ADVISORS • Open Purchase Orders • Be specific (catering, US Bank, etc.) • Club leaders should be to attending Student Senate meetings • Others?

  17. MEETINGS TO KNOW ABOUT • Student Senate Meetings • EPC – 1st & 3rd Wednesdays of the Month (except for breaks) in E101 • BPC – 2nd & 4th Wednesdays of the Month (except for breaks) in H195 • Student Life Board Meetings • Dates available on Student Life Board Page

  18. MARK YOUR CALENDARS! Aug 27 (EP) Aug 29 (BP) Sept. 30 Annual Recognition & Club Advisor Expectations March 27 Club leader lists due-SAL Awards April 1 Fiscal Year 2021 Club Funding Requests May 1 Advisor End of year report Due Welcome week involvement fair: 4-6pm

  19. QUESTIONS? BPC Contact: Laura.Nguyagwa@hennepintech.edu EPC Contact: Jese.Ledbetter@hennepintech.edu

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