Common Advising Scenarios

Contact Us

480-965-9665
SORC@asu.edu
ASU_SORC on Gmail chat

Your student organization is planning on attending an off-campus conference. The group wants to drive their personal vehicles to the event. Several of the members are under 21, and you as their advisor are not planning on attending the trip. The organization will be using the clubs membership dues to fund this trip. The trip will take a total of 3 days.
[ Show Text ]

  • Consider if the group can charter a bus as this is one of the safest options. ASU has contracts for group transportation with 5 different companies. Contact information can be found at the following website: http://uabf.asu.edu/buying_sunmart_bus. Student organizations and student groups are not permitted to purchase, lease, rent, or transport passengers in 12 or 15 passenger vans.
  • If they must use personal vehicles:
    • Do parents (to whom the vehicle may be registered) know the car is being used in this way?
    • Do parents or student have sufficient insurance, especially if several students will be passengers?
    • Have the personal vehicles been properly serviced?
    • What are the driving records of those driving?
  • If they decide to rent a vehicle, the drivers must attend defensive driver training within 3 years prior to vehicle rental, per University policy.
  • University does not provide student organizations with insurance. Individual students are encouraged to maintain their own adequate levels of medical and auto insurance. Any damages to persons or property would need to be covered by the personal insurance of the participants.
  • Have all participants complete a travel worksheet stating lodging information and driver details (copy of license, registration, and insurance information for all drivers). Attach a manifest of all participants. http://www.asu.edu/studentaffairs/mu/clubs/docs/Travel_Worksheet_for_Advisor.pdf
  • Have students map a route, check on weather conditions, identify closest hospital, etc. prior to travel.Have participants complete a Release, Indemnity, Assumption of Risk, and Consent to Medical Treatment form. http://www.asu.edu/studentaffars/mu/clubs/docs/Travel_Release_Form.pdf
  • Is there a designated student in charge of handling cash and safekeeping receipts?
  • Have participants sign a student code of conduct form. http://www.asu.edu/studentaffairs/studentlife/srr/index.htm#general. Inform participants they may be subject to disciplinary action as a result of actions of individual members of the organization undertaken while representing the organization.
  • For more risk management information, schedule an appointment with a SORC staff member - 480-965-9665. Also see SORC travel guidelines. http://www.asu.edu//studentaffairs/mu/clubs/docs/Travel_Guidelines.pdf

Students in an organization are creating t-shirts for an event. They want to create different shirts for the new members of the organization. Is this hazing? How do you resolve the issue?
[ Show Text ]

A basic definition of hazing is "Hazing is anything that separates the new members from the active members." Since the new members would be wearing different shirts, this is hazing. While this scenario may seem trivial, it can have dangerous effects. It can end up being a gateway activity that can lead to other problematic scenarios of separating the new members. A student organization should be one unified group. No t-shirt separation needed!

New members are required to attend new member meetings for an organization. Older members are not required to attend. Is this hazing? How do you prevent this situation from involving hazing?
[ Show Text ]

This is tough as new members need to learn the material older members have already learned. It may be ed hazing to just have new members at new member meetings. The way to work with this situation is to have mentor members (who are active members) attend with the new members or open the event to the entire chapter.

Members of your organization are going to the bars on Mill Avenue together. It is not an official organization event. Some members will be bringing their fake IDs and most members will be intoxicated at this event. How do you deal with this situation? How do you express to officers the role they have in upholding the organization's values at all times?
[ Show Text ]

Organization members need to remember they are members of their organizations 24/7. The same rules apply whether it is an official event or just members of the organization getting together. The key here is to challenge the officers to hold their members accountable. Great student organizations have leaders that are respected more importantly than being popular; leaders who hold their members accountable.

Your student organization wants to do a fundraiser for a charity. Your organization decides to sell raffle tickets for $1 each. The raffle winner will receive a $50 gift certificate to the Engrained restaurant in the MU. As the organization's advisor, do you have cause to be concerned about this activity?
[ Show Text ]

  • The Arizona Attorney General has determined that ASU, its departments, and student organizations, are NOT permitted to conduct raffles.
  • Per Arizona Attorney General, raffles fall under the category of "amusement gambling", which includes any act of risking or giving something of value for the opportunity to obtain a benefit from a game or contest of chance or skill or a future contingent event. AZ law prohibits all gambling unless the gambling falls within an express statutory exception.
  • Violating these laws may create liability for the University and for the individuals involved.
  • More information can be found at http://www.asu.edu/counsel/brief/raffles.html
  • Consider alternatives to conducting raffles, like holding a silent auction.

Your student organization wants to hold a screening of movie at the Ventana Ballroom in the MU. As the organization's advisor, do you have cause to be concerned about this activity?
[ Show Text ]

  • DVDs available for rental or purchase are for home viewing purposes only. They can only be viewed in private living spaces e.g. residence hall private room, apartment, or private home (This is the FBI warning that appears at the start of nearly all DVDs). Anytime a group shows a movie in any context, the group must purchase the public viewing rights (copyright) for that particular showing.
  • Copyright purchases for films currently cost between $300 and $600 per showing for popular titles from major movie distributors. Independent films could cost less but must be negotiated with the holder of the copyright for those particular films.
  • Swank Motion Pictures is a film distributing company that works with schools and handles most commercial grade film titles. For pricing and availability you may contact them at 1-800-876-5577.
  • If a movie title has been purchased by the ASU library with public performance rights AND there are no license conditions prohibiting such use AND if the intended use is educational and non-profit in nature, then the movie can be screened publicly. Popular movies in the ASU collection do not generally have public performance rights, and may not be borrowed for use outside the classroom except for private use.

Your organization has applied and received USG funding for purchase of 100 tickets to a Diamondbacks game. They have also received money from USG for marketing, food, and transportation to the event. What are some things of which they need to be aware?
[ Show Text ]

  • Contact the ASASU-USG Business Office for consultation. Many times USG can pay for expenses directly-avoiding a time consuming reimbursement. The ASASU Business Office is located in MU 310C.
  • USG funding does not necessarily mean the activity is officially-sanctioned and the University would accept liability arising from the activity. ASU does not provide student organizations with insurance. Individual students are encouraged to maintain their own adequate levels of insurance. Any damages to persons or property would need to be covered by the personal insurance of the participants.
  • Be familiar with the list of purchasing card (P-card) restricted purchases. http://www.asu.edu/purchasing/forms/restrictlist.pdf
  • USG funds cannot be used to purchase alcohol.See Federal and State Alcohol policy http://www.asu.edu/aad/manuals/ssm/ssm106-03
  • Have participants sign a student code of conduct form http://ww.asu.edu/studentaffairs/studentlife/srr/index.htm#general. Inform participants they may be subject to disciplinary action as a result of actions of individual members of the organization undertaken while representing the organization.