| | | The Advisor needs to read the preceding section of this Manual as well as this section.
The National Senate of the Society has stated that the person chosen as Advisor of a chapter should meet the following qualifications;
- be a full-time faculty or staff member;
- be a strong believer in the value of higher education;
- be a dependable person of high moral character and possess integrity and good judgement;
- get along well with people and be liked and respected by students, colleagues, and superiors;
- be an energetic person with strong leadership capabilities, since he or she is expected to take an active, not passive, role in the advising of the chapter;
- be willing and able to cooperate with the college administration, with the student leadership of the chapter, and with the Gamma Beta Phi national and state organization;
- be ready to participate in official meetings of Gamma Beta Phi and to abide by the Constitution;
- not be so burdened with other duties that his or her work as Advisor would be neglected.
The office of Advisor is an important and enviable one. As can be seen from the list of qualifications, to be asked to serve in this capacity is definitely a tribute. The rewards of an Advisor are primarily intangible but, nonetheless, extremely desirable.
- He or she associates with the best students on campus in endeavors that are important and worthwhile.
- He or she has the reward of seeing the members grow in their ability and willingness to shoulder responsibility and in their commitment to scholarship, service, and character.
- He or she has the satisfaction of contributing to the well-being of his or her institution and society.
- He or she can be assured that his or her own commitment, dedication, and leadership and personal relations abilities will improve.
- He or she will make lasting friendships with some of the members and with other Advisors.
- He or she will get to know many people in places of authority on his or her campus and they, in turn, will become aware of the Advisor's abilities.
- He or she has the satisfaction of knowing that through his or her efforts The Gamma Beta Phi Society is strengthened and its ideals fostered and disseminated.
It is National Senate policy to show its appreciation for the many hours of work necessary to be a good Advisor by means of an honorarium of $3.70 per (excluding the charter year). The Advisor may choose to share the honorarium with the Associate Advisor(s) or give it to the chapter. If the honorarium is more than $600.00, an IRS Form 1099 will be issued at the end of the calendar year.
As stated in the qualifications, the role of Advisor is an active one. The Advisor is the administrative head of the chapter and bears the ultimate responsibility for its' success or failure. Experience has shown that a chapter lacking an interested and dedicated Advisor does not long endure. Only the Advisor can provide the continuity and continued leadership that a chapter must have; the chapter officers generally must give way to other officers just about the time they become truly proficient in their jobs.
The Advisor must allow and encourage the officers and members to take as much initiative and to assume as much responsibility as they are willing to. The Advisor is not to try to run the whole show, but he or she must not let the chapter bog down. The amount of leadership the Advisor must give will vary somewhat from year to year depending on the abilities and dedication of the chapter officers. Perhaps the key word to remember is partnership. Ideally, the Advisor would only suggest and advise and play a very minor role; but practically he or she must be very much involved. The Advisor must insure that things do get done and see to it, in cooperation with the chapter President, that the chapter does not suffer if someone fails to carry out responsibilities.
It is not the intention of Gamma Beta Phi to burden the Advisor with excessive duties, but any student organization that is to be a credit to an institution of higher learning must have a responsible leader to stimulate interest in it and to direct its activities. One or two Associate Advisors can be a big help to the chapter should the Advisor need to relinquish the position for some reason.
- Meeting regularly and frequently with the Executive Committee. This is the place where his or her leadership will be most valuable. In particular, he or she should arrange a planning meeting at the very beginning of the school year.
- Aiding the officers and membership in planning programs, projects, ceremonies, membership drives, and all other chapter activities.
- Taking part in as many of the chapter activities as possible, including attending the regular meetings, participating in service and fund-raising projects, and taking part in ceremonies and membership drives.
- Acting as liaison between the membership and the faculty and administration when, by so doing, communication and cooperation would be enhanced.
- Making every effort to attend both the State Convention and the National Convention as one of the chapter's voting delegates. (See page,"Reimbursement Policy"). The Advisor's attendance is considered of extreme importance, since here he or she meets the national officers and other advisors and gets new ideas, increased dedication, and a deeper understanding of the nature, purposes, and procedures of the Society. It has been found that students often won't attend unless the Advisor is going.
- Aiding the President in the completion of the Chapter Report and its timely submission and scrutinizing and signing the Annual Financial Report and IRS Statement.
- Tactfully arbitrating any disputes that the Chapter Executive Committee cannot handle, and insuring that the chapter President is performing the duties of that office.
- Being sure the State President and National Headquarters are kept informed of the activities of the chapter and that all activities of the chapter are being well publicized.
- Meeting at the end of the year with the old and new officers and seeing that the transfer of information and material is completed. The Advisor should keep all financial records that the new Treasurer does not need, and a copy of the minutes as well.
- Checking that all chapter materials from Headquarters are distribute properly and not wasted, and that all forms, reports and payments are sent to Headquarters on time. The Advisor should also make sure that the Secretary and Treasurer are keeping proper records, and that new members get all their membership materials.
- Keeping the objectives and ideals of the Society before the officers and members, offering encouragement and praise at every opportunity, and setting an example for the officers and members by the effort devoted to the Society.
It is hoped that the Advisor and his or her chapter will have a long-term relationship, but it is realized that unforeseen circumstances may arise that cause the Advisor to be unable to continue. In such a case the Advisor should give as much notice as possible to the membership, the State President and Executive Director, and the appropriate administrator of the institution. The Advisor should see to it that all materials and information in his or her keeping are passed on to the replacement.
One of the worst things that can happen to a chapter is for an Advisor to continue in that post when he or she is unable to put forth the effort needed to quit the chapter. If such is the case, the Advisor should resign.
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