Student Organization Advisor Training

Section 1

Advisor Basics

All student organizations are required to have a Faculty/Staff Advisor. Full-time WVU Faculty and Staff members can serve as Advisors. *WVU Medicine Employees without HSC appointments cannot serve as advisors.

Advisors for student organizations have three main functions:

To help with the growth and development of students.
To add to the continuity of the group as members graduate.
To assist in the area of program content and purpose.

Advisors have responsibilities to individual members, the organization, and the institution.

Rewards of Advising

Facilitate student involvement and growth through leadership and campus-wide opportunities.
Enhance the university's ability to attract and retain students.
Help students participate in worthwhile causes and learn to collaborate with their peers to accomplish change.
Facilitate student meetings with campus professionals on issues that could enhance the quality of student life.
Assist students in creating a meaningful experience outside of the classroom.
Network with colleagues who also serve as advisors.
Recognition for a job well done by the University and your students!

Advisor Expectations

Review the Student Organization & Advisor Handbook and the Student Organization Classification System Policy .
Advisors should be consulted on all matters involving activities, budgeting, & policy.
Stay up to date on University policies and procedures related to student organizations and keep members informed of any changes. Violations of University policies are adjudicated according to WVU Student Conduct Code.
Be prepared to assist with operations when necessary.
Know the purpose and mission of the student organization.
Ensure the organization completes Registration every academic year.
Be present!

When to Contact SEL

If you have any constitution or bylaw changes, etc.
If you have questions of advisor liability, hosting events on campus, and the group's rights and responsibilities.
Send any organization accomplishments, honors, and awards. Don't forget to nominate them for awards!
If you choose to terminate your role as an advisor. Notification of advisor changes must be submitted in writing to SEL@mail.wvu.edu within two weeks of such change. Please help facilitate the transition. *Any organization who finds itself without an advisor for longer than the grace period will be suspended until a new advisor is selected.

Responsibility to Individual Members

Help find balance between academic and co-curricular activities.
Mentor students in a unique way. Encourage participation in and planning of group events. Provide valuable interpersonal and leadership skills through involvement.
Encourage students to accept responsibility for roles within the group. Help students understand the importance of leadership roles. Each student should feel invested in and accountable for the organization.

Responsibility to the Organization

Assist in developing realistic goals for the academic year.
Render advice and counsel as circumstances allow and offer ideas for projects and events.
Recommend that group members and officers understand policies. What the policies are, where they are listed, why they exist, and channels to be followed for changes, revisions, or exceptions.
Encourage collaboration and shared governance within the organization.
Educate about program complexity and discuss necessary steps for a successful program.
Assist the group in evaluation — give constructive criticism when necessary and offer words of praise for work well done.

Responsibility to the Institution

Work with the group, but not direct its activities. Guide the organization to operate within institutional policies so that violations do not occur. Work with the organization's officers to establish and maintain internal group standards and regulations for conduct.
Help during an emergency. Although this type of intervention is rarely necessary, the advisor's good judgment can be the saving grace in the event of mishaps, internal conflict, or personal crisis.

Advising Tips — From Advisors

"It is okay to not know the answer! But never let that keep you from finding it and guiding your officers to the right place. You should learn as much from them as they are from you."

"Expect the unexpected."

"Do not commit to an organization if you cannot give the leadership team at least an hour a month to meet and advise."

"Avoid controlling your organization, really make an effort to step back. It can be hard sometimes when the students really trust you and look for your advice but taking a step back creates a wonderful opportunity for the students to grow as leaders."

"Do your best to stay connected as the club may not stay well connected with you as an advisor."

"When in doubt, ask!"

Section 2

Advisor Risk Management & Liability

Full-time Faculty/Staff whose scope of duties envelopes the advisor role will have actions covered by WVU's General Liability Policy with BRIM (WV Board of Risk and Insurance Management). General Liability covers situations where your negligence causes bodily injury or property damage to a third party. Coverage is incident specific — any incident is subject to the terms and conditions as outlined in the BRIM policy. Contact WVU's Risk Management team for questions.
Faculty/Staff members acting in this role are representing the University and are asked to be mindful of the exposures/risks associated with various activities/events.
It would be wise to run vendor rental agreements through General Counsel/ Risk Management.

General Liability by Org Type

Departmental Student Organizations are fully funded & sponsored by WVU; therefore, WVU's general liability insurance policy coverage does extend to activities authorized by WVU.
Regarding Independent and Sponsored Student Organizations, because of their separated funding/requirements, WVU's General Liability coverage does not automatically extend. There may be exceptions to this on a case-by-case basis, but in general, it is critical advisors help these groups understand that they are responsible for their own general liability and auto insurance coverage. Those who desire coverage may obtain it through: an annual general liability policy from an insurance agent or broker; from the national organization that serves the needs of its member organizations; or an event-specific policy for a short period of time (e.g. car wash, festival, etc.).

Section 3

Annual Registration Requirements

Existing Organizations — Registration is due annually by September 15

Register on WVUEngage & upload the organization's Constitution.
Have four (4) primary Officers and a Faculty/Staff Advisor.
Have at least five (5) active members.
Complete all required student trainings (3): Registration Workshop, Financial Module, & Title IX Module. Advisors must complete the training and agreement form.

New Organizations Only — Must be approved by March 31

Participate in a New Organization Meeting with SEL.
Present to the Student Government Association for approval.

Section 4

Constitution Requirements

Constitutions must align with University requirements. A sample constitution is available on the SEL website.

Voting membership limited to WVU students
Non-discrimination statement
Adherence to WVU Conduct Code
2.5 officer GPA minimum *Grade checks should be completed by the designated officer/advisor prior to elections or appointments.
Financial requirements **Varies based on organization type and affiliation. See sample constitution for details.

Section 4

General Policies

All information can be found in the Student Organization & Advisor Handbook and the Student Organization Classification System Policy.

All student organizations will adhere to the WVU Conduct Code .
All space and supply/service requests must be submitted to the proper WVUEngage form at least 48 business hours in advance. No space requests after the last day of classes will be approved.
Limited to 5 Brick Area reservations per semester.
Missing 3 Mountainlair reservations will result in the loss of Mountainlair privileges for the rest of that semester.
Bake Sales are permitted & require additional approval. *Not permitted in the Mountainlair.
Chalking is prohibited on campus.

Section 6

Benefits of Being Recognized

The ability to reserve campus spaces (classrooms, Mountainlair, brick area, banner space, etc.).
Utilize the WVU trademark and branding. If you are not an official organization you cannot use the WVU name or trademark images.
Receive Student Government Association (SGA) Grants .
Utilize the Student Organization Resource Center (SORC).
Participate in Student Organization Fairs.
Participate in ongoing Student Organization Trainings.
Receive the weekly SEL Newsletter and more!

Section 5

WVUEngage

WVUEngage is WVU's student involvement management system. It's been developed to enrich the student involvement experience. Find a list of all recognized student organizations on campus. Each student organization has a profile to promote events, manage the organization roster, and communicate with members. Stay Informed, Involved, and Connected to the WVU Community.

Encourage your students to take advantage of these features for streamlined operations and increased promotion.

Roster management — crucial for SEL records & communication.
Communicate with members.
Host organization elections.
Post organization events.
Create & manage organization-specific or University-wide forms.
Post news of accomplishments and exciting information.
Add a photo gallery to make the profile stand out.

⚠️ Important Tip
To appear as the advisor on the roster you must change your privacy settings on your WVUEngage account!

If you do not get the newsletter, please check which email is listed in WVUEngage and update it. You must be listed as the Advisor on all WVUEngage rosters for the groups you advise.

Section 6

SEL Resources for Student Organizations

Student Organization Resource Center (SORC)

The SORC, MTL 162, is open to all registered student organizations!

Requests for resources & services must be submitted on WVUEngage — SORC Request Form .
All student organizations must request space reservations through WVUEngage — Campus Space Request Form .

SORC Hours
Monday & Friday: 8:15am – 4:45pm
Tuesday – Thursday: 8:15am – 7:00pm

SGA Grant Process

All recognized student organizations are eligible. *Excluding departmental & Club Sports organizations.
Organizations can apply for multiple grants per year but cannot exceed the allotted amount per organization.
Grant Applications must be submitted at least 4 weeks in advance.
Open the first full week of the fall semester. Applications will close upon funds being exhausted.
Advisors should be aware of any grant applications being submitted.
The Bureau of Finance provides oversight of SGA's budget.

Receiving a Grant: SGA does not hand the organization a check or reimburse. All expenses must be able to be paid for by credit card.

Required Student Organization Trainings

All student organizations are required to have at least one officer complete the following trainings:

Registration Workshop — listed in the Events section of WVUEngage.
Finance Module — listed in the Forms section of WVUEngage.
Title IX Module — listed in the Forms section of WVUEngage.

Section 7

Student Organization Banking

To open a bank account the organization must request a Federal Tax ID Number also known as Employer Identification Number (EIN). irs.gov Form SS-4. Step-by-step instructions on the SEL website.
Annual tax filing requirements can be found in the Classification System Policy .

Tips for Bank Account Monitoring

Be knowledgeable of the organization's finances and financial procedures as well as the University's policies and procedures.
Review monthly banking statements with the Primary Student Officer/President and Financial Officer/Treasurer on a regular basis.
Challenge students to make budget and expenditure decisions that best reflect the mission and purpose of their organization.
Hold financial officers as well as the membership of the organization accountable for proactive and sound financial management.
Students only should be listed on the bank account.

Section 8

General Liability & Insurance

General Liability insurance policies typically cover you and your organization for claims involving bodily injuries and property damage resulting from your services or operations.

General Liability Insurance Coverage | Risk Management & Insurance

Departmental Student Organizations are fully funded & sponsored by WVU; therefore, WVU's general liability insurance policy coverage does extend to activities authorized by WVU.
Regarding Independent and Sponsored Student Organizations, because of their separated funding/requirements, WVU's General Liability coverage does not automatically extend. There may be exceptions to this on a case-by-case basis, but in general, it is critical advisors help these groups understand that they are responsible for their own general liability and auto insurance coverage. Those who desire this type of coverage may obtain it through: an annual general liability policy from an insurance agent or broker; from the national organization that serves the needs of its member organizations; or an event-specific policy for a short period of time (e.g. car wash, festival, etc.).

Rental Vehicles

Vehicles rented by a related WVU department for use by a student organization for authorized travel would be eligible for WVU's Enterprise business contract rate/terms. Details can be found on the WVU Travel website. Insurance coverage is included in the University's contract with Enterprise/National Car Rental while traveling in the United States. Travelers should not pay for additional insurance. Note: insurance coverage does not apply when a personal guest of the traveler is driving the vehicle or for any personal days of the trip.
When renting from providers other than Enterprise/National Car Rental, travelers should accept all insurance coverage when renting and using vehicles in all foreign countries.
All other rentals ( rented independently by a student organization) are not eligible for the WVU business contract with Enterprise/National Car Rental. The renter can choose between utilizing their own personal auto insurance or purchasing the additional insurance options offered by the rental agency.
Coverage will not extend if the rental vehicle is being driven by an unauthorized party and/or the incident occurred in the course of non-business related activity.

Requirements for Use of WVU Facilities
Please refer to BOG Finance & Administration Rule 5.5 — Use of University Facilities. For regular member meetings (considered low-risk), WVU does not require evidence of liability insurance. For all other activities at a WVU facility, entities must provide a certificate of liability insurance showing at least $1,000,000 combined single limits of bodily injury and property damage liability insurance coverage, with WVU named as Additional Insured. WVU participates with an event-specific insurance provider, TULIP , for those who need to obtain coverage.

Section 9

Reservation / Space Requests

All student organizations must follow this process for campus spaces!

Reservation requests must be submitted at least 2 business-days in advance. Weekend requests must be submitted by Wednesday. Monday requests must be submitted by Thursday.
To request a classroom, Brick Area, banner space, etc.: complete the Campus Space Request Form via WVUEngage. Note: Advisors cannot submit requests on behalf of student organizations (i.e. EMS, 25Live, etc.).
Mountainlair requests must be submitted through EMS. Missing 3 reservations in the Mountainlair will result in the loss of Mountainlair privileges for the rest of that semester.
Once the form is received the request will be submitted & processed — a confirmation email will be sent once the reservation is finalized.

Section 9

Title IX & Clery Act

Title IX — What Is It?

Title IX is a law that was passed in 1972 that protects against sex and gender discrimination in education.
All higher education institutions who receive federal funding are required to uphold Title IX.
Title IX applies to everyone in the university community — students, faculty, & staff — and protects incidents that occur on campus or in buildings owned/utilized by university clubs and associations.
Title IX only applies to incidents that occur within the U.S. and on campus, but there are other policies like Board of Governors Rule 1.6 that offer protections in areas where Title IX does not apply.

What This Means for You

Faculty, staff, graduate instructors, adjuncts, advisors, and RAs at WVU are all Responsible Employees — persons who are required to report allegations of harassment, discrimination, and abuse.
"Responsible Employees" are those employees in a leadership or supervisory position, or who have significant responsibility for the welfare of students or employees. Specifically, this term includes: Title IX Coordinator; Deputy Title IX Coordinators; University Police Officers; Senior Administrators in Residence Life, Student Life, and Athletics; University Senior Administrators, including Senior Administrators within each College or School; Resident Assistants; Faculty; and Athletic Team Coaches and their Staff.
Responsible employees are designated as mandatory reporters — they must report any allegations of discrimination, harassment, or abuse.
It is good general practice to be clear and direct about your requirements to report allegations.
It can be beneficial to give students the Anonymous Title IX hotline number when discussing your role as a responsible employee.

How to File a Complaint
Go to the Office of Compliance & Prevention Education's website and click "File a Complaint." If there are questions or the filer would like assistance, call 304-293-5600.

📞 Anonymous Title IX Hotline — 24/7
Call or text: 1-304-906-9930
"Anonymous employees" are not required to report allegations of harassment, abuse, or discrimination. They can speak with individuals about the supportive services available and answer questions about the investigation process without any fear of generating an official complaint to the university.

Title IX Training Requests
The Office of Compliance & Prevention Education offers Title IX trainings for students, faculty, and staff. These trainings can be provided to any student organizations, classrooms, and departments on topics like Title IX regulations and the roles of responsible employees upon request. For more information or to request training on Title IX or Board of Governor's Rule 1.6, email compliance@mail.wvu.edu.

Clery Act — Campus Security Authority (CSA)

Similar to Title IX obligations, advisors also have obligations under the Clery Act as a Campus Security Authority (CSA). As a CSA, it is the responsibility of the advisor to report all Clery Crimes brought to their attention that occur on Clery Geography.

Clery Crimes Include

Criminal offenses — murder/non-negligent manslaughter, manslaughter by negligence, rape, fondling, statutory rape, incest, robbery, aggravated assault, burglary, motor vehicle theft, arson.
VAWA offenses — dating violence, domestic violence, stalking.
Arrests and Referrals for disciplinary action — liquor law violations, drug law violations, illegal weapons possession.
Hate crimes — criminal offenses including larceny-theft, simple assault, intimidation, destruction/damage/vandalism of property motivated by race, gender, gender identity, religion, sexual orientation, ethnicity, national origin, or disability.

Clery Geography

On-campus property — any building or property owned or controlled by WVU within the same reasonably contiguous geographic area.
On-campus student housing facilities.
Non-campus property — any building or property owned or controlled by WVU that is frequently used by students and is not within the reasonably contiguous geographic area, or any property owned or controlled by a recognized student organization.
Public property — property located either within, immediately adjacent to, or accessible from campus, including thoroughfares, streets, sidewalks, and parking facilities.

Options to Report
Reporting a crime to University Police should be the first option (Morgantown: 304-293-3136; Beckley: 304-292-2677; Keyser: 304-788-6931). If a victim does not want police involved, submit the crime via the CSA Reporting Form — victim information can remain anonymous. You may also report to OSSR (304-293-8111), Title IX (304-293-5600), or Employee Relations (304-293-5700).

Section 10

BOG Rule 1.7: Rule on Child Protection

WVU is committed to providing protection of children on University premises or involved in University sponsored programs at all geographical locations. Programs hosting Minors (anyone under the age of 18) must:

Register event/activities/programs online.
Ensure everyone with "direct care" of the youth completes two required trainings prior to working with youth. Child Abuse Prevention and Harassment & Discrimination (Title IX). Trainings can be in-person, virtual, or online module.
Ensure everyone with "direct care" of youth completes a Background Check prior to working with youth.
Maintain records: Youth Participant Roster with Parent/Guardian Sign-in/Sign-out. Faculty, Staff, Student, and Volunteer Sign-in and Sign-out. Visitor Log.

More Information
For more information please visit the Youth Protection website.
Email: youthprotection@mail.wvu.edu

Next Steps

Next Steps!

Complete the Advisor Training Confirmation & Agreement Form for this training to count towards your organization(s) Annual Registration.

Complete the Advisor Training Confirmation & Agreement Form