Club Advisor Agreement
Thank you for serving as a Club & Organization Advisor!

An Advisor is an integral part of every organization. Without an Advisor, a student organization has no authority to meet or even exist. Advisors volunteer to work with student groups because they are interested in helping to develop student leaders. The Advisor’s primary responsibility is to advise and to serve as a resource person to campus organizations. These responsibilities are summarized below.

**Please note this form must be filled out by EACH individual Advisor as a part of the Club & Organization Reactivation.


I. The Advisor shall be present whenever the club/organization:

Conducts any activity which is considered an official organization function or which is held under the name of the organization, and to which members are extended written or verbal invitations.
Travels off-campus

II. An Advisor Shall:

Be familiar with the policies and regulations governing student organizations and student conduct contained in the Student Handbook and the Club Advisors Procedures Manual.
Assist with the formulation and revision of the organization’s constitution and bylaws.
Advise the organization in planning activities and events and developing a budget.
Supervise activities and events of the organization.
NOT use personal vehicles for transporting students.
See that activities and events are cleared in advance through the Office of Student Activities, in accordance with established procedures.
Oversee the finances of the organization and help ensure adherence to sound fiscal policies. Advisors must handle all deposits and funds for the club.
Consult with the Office of Student Activities when questions and problems regarding the organization arise.
*Note that students are not allowed to collect or handle funds on behalf of the club.

III. As an advisor for a Student Activities Club & Organization, I understand:

1. If I have to purchase club supplies out of pocket, I will not exceed $150 and I will turn in a Special Funds Invoice to Student Activities with an itemized receipt within 2 weeks of the purchase. SFI should not be approved by departmental supervisors. Funds can only be approved by the Office of Student Activities.

2. If any club expenditure exceeds $150 (not including food for club meetings), I must submit a Program Planning Worksheet and it must be approved prior to the expenditure.

3. I will not use my personal credit card to reserve any lodging for a club-sponsored off-campus travel on behalf of Wake Technical Community College.  

4. I will submit an Intent to Travel form at least 6 weeks prior to the date of travel and attach all required documents. If attending a conference, I will submit at least 6 weeks prior to the registration payment due date.  

5. I will review my Constitution or Bi-Laws with student leaders and submit a new one to the Office of Student Activities every 5 years at the end of the spring semester.

6. It is the responsibility of the Advisor and the Treasurer to review the budget each month for accuracy.  

7. I will submit all Club & Organization Forms at least 2-4 weeks in advance in order to allow time for review by the Office of Student Activities.

8. If my schedule allows, I will attend all Advisor Training workshops and ask questions when needed. If I cannot attend training, I will review all training documents and videos to ensure I receive all necessary information.  

9. I will not sign contracts on behalf of Wake Technical Community College.

I understand that Advisors should never, under any circumstances:
Use their personal vehicles for transporting students
Allow students to collect or handle funds on behalf of the club
Sign contracts on behalf of Wake Technical Community College



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