A student visiting with an advisor during ClubFest.

Thank you, advisors

Iowa State University provides students with many opportunities to get involved on campus and in the local community. This page is intended to be a resource for advisors of recognized student or campus organizations at Iowa State University. It includes helpful information for advisors about university policies, procedures, and operations to ensure a successful year for your group.

Iowa State's philosophy on advisors

The advisor plays a vital part in the functioning of recognized student and campus organizations at Iowa State University. Frequently, advisors may be asked to:

  • Oversee group activities and events
  • Provide mentoring, direction, and support
  • Communicate Iowa State policies and procedures
  • Assist in the planning and evaluation of programs and events
  • Serve as a cheerleader while recognizing members for outstanding academic achievement and/or programming

Requirements of advisors

Recognized organizations at Iowa State University must have an advisor who is at least a half-time permanent faculty or professional and scientific (P&S) staff member.

  • Graduate assistants may serve as co-advisors. However, they will not have any authorized signature authority.
  • Organizations may also have more than one faculty or P&S staff advisor.
  • For higher risk organizations (as defined by the university), the primary advisor must have demonstrated expertise in the student organization’s mission, objective, or activity, and must be frequently present during the activity to provide proper oversight and supervision.
  • If the advisor OR the organization feels that the relationship is no longer functioning well, Student Engagement can provide assistance in working through any conflict or the advisor-group relationship can be concluded. Ultimately, however, it is up to each advisor as to how vested and engaged they would like to be within the organization.

How to become an advisor

There are three ways that a faculty or P&S staff member may become an advisor at Iowa State University: by assignment, by requesting assignment, or by being requested to serve by a campus or student organization.

  • Assignment: The individual may be assigned to advise a recognized student organization as part of their official job responsibilities.
  • Request assignment: The individual may request an advisory position for a departmental organization by discussing the opportunity with their immediate supervisor.
  • Be requested by a recognized student or campus organization: The individual may approach or be approached by an officer of a group and asked to serve as their advisor.

Advisor's responsibilities in recognized student organizations

There are a number of responsibilities that advisors assume when working with recognized student organizations on campus. Although this is not an exhaustive list, below are key duties advisors should be prepared to perform. Responsibilities are broken up into categories of general, financial, risk management, and legal responsibilities. 

  • Communicate policy—Understand university expectations and direct members to appropriate sections of departmental websites and also to items contained in the Iowa State Policy Library.
  • Encourage compliance—Understand and abide by the Student Organization Recognition Policy (SORP) and applicable Iowa State policies as well as local, state, and federal laws.
  • Uphold officer requirements—Intervene when contacted by Student Engagement with concerns regarding officer misconduct or poor academic performance (e.g. the officer falls below a 2.0 cumulative grade point average).
  • Encourage completion of appropriate training—Examples may include: President/Treasurer/Advisor training, Safe Food 101, Large Passenger Van Training, etc.  

  • The Campus Organizations Accounting office will update the permissions of each advisor which allows access to information in Workday regarding the financial activity of the organization. This allows the advisor to assist the treasurer and the student organization in financial matters.
  • The advisor must approve all payments. The university's expectation is that the advisor will be aware of the financial status of the organization and not intentionally authorize expenditures that will result in a deficit for the account.
  • The advisor should encourage budget planning and require or assist organizations in using sound financial management practices as recommended by Campus Organizations Accounting.
  • The advisor should determine authorized approvals prior to approving the organization’s expenses.
  • The advisor should provide guidance for the organization’s fundraising endeavors.
  • Advisors and officers of student organizations do not have legal contract signature authority binding Iowa State University. Please contact the Student Engagement office to request contracts to be drafted or signed.
  • The Campus Organizations Accounting office (1580J Memorial Union, 294-1633) is available to assist advisors with questions regarding an organization's account.
  • Advisors are strongly urged to deny requests if the expenditure is unclear, the account is/would be overdrawn, or the purchase seems improper or against university policy. Visit Campus Organizations Accounting for more details regarding finances.

  • Domestic travel— Advisors are not directly responsible for attending all off-campus trips and activities, but have a responsibility to verify that the travel is in compliance with the Student Organization Travel policy, the Fleet Safety and Vehicle Use/Rental policy, and procedures related to use of university vehicles. Organizations and advisors should be mindful that the use of university vehicles needs to be for Iowa State business that is consistent with the mission of the student organization.
  • Event authorization—Advisors should participate in the review and approval process for requests to hold events on or off campus. Advisors are expected to be knowledgeable about the organization’s event planning and attend the organization’s Event Authorization Committee meeting as invited (or send a proxy advisor).
  • Higher risk activities—At least one advisor of student organizations that engage in higher risk activities (as deemed by the university) must have demonstrated expertise in the student organization’s mission, objective, or activity and that advisor must be frequently present during the activity to provide proper oversight and supervision.
  • International travel—Advisors should participate in planning and preparation responsibilities for an organization’s international travel. Advisors must submit a completed non-credit program form to the Education Abroad Committee and Office of Risk Management a minimum of six months prior to travel for review and consideration for approval. Advisors should accompany and supervise international travel or arrange for authorized advisor proxy.
  • Oversee activities and group events—Advisors help student organizations operate within safe or established parameters through careful planning and execution of activities. Advisors monitor group actions and approve based upon level of appropriateness prior to hosting any on or off campus public events.
  • Risk producing situations—Advisors should recognize that autonomy in decision-making is highly desired by student leaders but that it may need to be curtailed in risk producing situations or in controversial matters. In these instances, the advisor may need to assume a more active role in guiding the organization.
  • Supervision—The advisor should demonstrate a heightened sense of responsibility whenever a student organization is traveling abroad, using university vehicles, hosting activities where youth are present, engaging in higher risk activities, or submitting documentation during the event authorization process.

  • Contract signature authority—Advisors and officers of student organizations do not have legal contract signature authority binding Iowa State University. All contracts should be forwarded to the Associate Director of the Memorial Union for Student Engagement for review.
  • Crime reporting—All Iowa State employees are required to report crimes. Additionally, all advisors are campus security authorities under the Clery Act and must report incidents to ISU Police. Advisors may be asked to file an incident report if a crime occurs. 
  • Student conduct—Advisors assist in ensuring the student organization follows all Iowa State policies concerning inappropriate behavior, including, but not limited to harassment, hazing, and discrimination. Refer to Student Code of Conduct.
  • Liability—Approved advisors to Iowa State student organizations are provided personal liability protection by the Iowa Tort Claims Act, Iowa Code Chapter 669, while acting in the scope of their advising responsibilities. The State of Iowa will defend, indemnify, and hold Iowa State student organization advisors harmless against the tort claim caused by an act or omission of the advisor unless the act or omission of the advisor involves intentional or criminal misconduct, a knowing violation of the law, a transaction from which the advisor derives an improper personal benefit, or the advisor does not cooperate with an investigation of the incident or transaction that leads to a claim involving the advisor.
  • Approved advisors are expected to be knowledgeable about federal, state, and local laws and university policies and to dissuade organizational officers from activities that seem hazardous or may violate university policies or laws.

Questions regarding risk should be directed to the Office of Risk Management. Legal questions should be directed to Brett Lohoefener.