Advisor Responsibilities

• An event may be determined to be high risk if it presents an increased potential for injury for participants (an athletic program is an example).  
• Due to this risk, any individual participating in a high risk event must complete and sign a Liability Release Form prior to participation.  
• Liability release forms are available through Student Leadership and Involvement Center, and the sponsor must submit the completed releases to Student Leadership and Involvement Center immediately following the program.  
• The campus Advisor is expected to be present at all high risk events. 

Recognized Student Organizations (RSOs) may be required to carry event insurance if deemed necessary by the university Risk Management department. If the university determines that a proposed activity is too great a risk, the activity will not be approved.  

If a RSO chooses to sponsor such an event off-campus, the organization does so without university approval, and individuals who participate accept full responsibility (including liability) for their actions.

Liability Waivers  

Some activities (like off-campus events, travel, physical activities, and events with minors) participants will be required to complete an activity liability waiver. SLIC staff will notify your organization when participants need to complete an activity liability waiver. Liability waivers need to be fully completed and returned to SLIC (South Union 2011) within 2 days (48 hours) after the event has concluded. Failure to complete and/or return liability waivers to SLIC is a violation of RSO policies. 

Liability waivers must be completed in ink (physically signed with pen) unless noted otherwise from SLIC. 

Click Here to download a copy of the campus Activity Liability Waiver 

High Risk Programs/Special Supervisory Requirements 

A risk assessment shall be completed, with the help of Student Leadership and Involvement Center, for all events that may be considered high risk. Student organizations may be required to carry event insurance that is deemed necessary by the University Risk Management Department.  

The presence of the On-Campus RSO Advisor is required at all high-risk events which include: 

• Student Sponsored Dances 
• Programs involving Alcohol Service 
• High Risk Programs 
  • A program may be determined to be high risk if it presents an increased potential for injury for participants (e.g. athletic activities). If the University determines that the activity is too great a risk, the activity will not be approved. In the event a student organization chooses to sponsor such an activity off-campus, the organization does so without University approval and individuals who sponsor or participate accept full responsibility for their actions. 
• Special Programs 
  • This includes programs held beyond regular operating hours without other direct supervision or programs involving a large number of participants. This may include programs held in the University Theatre, programs held on weekends, or programs held after 5:00 PM. 
• All RSOs must follow the updated Risk Management policy: 
  • RSOs who are planning major events/programs/dances must provide a certificate of insurance with an additional insured endorsement naming the University and/or the Foundation as an additional insured from their national organization or they will be required to purchase insurance from the University. 

Student Leadership and Involvement Center will have a contact person for Special Events Insurance Coverage. The Special Events contact person must be contacted regarding insurance at least two weeks prior to the event. Full payment of insurance premium is required before a certificate can be issued. Prior to meeting with the Special Events contact person, the RSO must meet with SLIC Staff. 

RSO events that do not meet the minimum requirements will not be approved.

The university encourages the activities of RSOs and is supportive of the roles of RSO Advisors. It is the responsibility of the RSO Advisor to act reasonably while performing their role. A RSO Advisor should not inhibit the RSO from having fun, but should use reasonable care as they advise. Advisors should consider themselves as an educator representing both the RSO and the university.

Faculty/Staff who serve as On-Campus RSO Advisors for Recognized Student Organizations are not directly responsible for the activities, events, or meetings being held by the student club/organization. By serving as the On-Campus RSO advisor, for the student club/organization, RSO advisors are also accepting risk of being included in third party complaints against the club/organization and for their own actions. In cooperation of University policy, SLIC will comply with policies for any investigation that should arise in consultation with the offices of Title IX and Student Rights and Responsibilities.

RSOs at Cal State East Bay have the responsibility to utilize their On-Campus RSO Advisors and always maintain open lines of communication. As a RSO, the members have a responsibility to: 

• Keep the Advisor informed regarding the operation and needs of the RSO 
• Provide the Advisor with copies of minutes of meetings 
• Consult with the Advisor about programs, events and activities 
• Update the Advisor on the financial condition of the RSO 
• Inform the Advisor immediately if situations arise that may cause problems for the RSO or any member 
• Provide opportunities for interaction between the Advisor and RSO members of the RSO 
• Give the Advisor an opportunity to express an opinion on issues which affect the welfare of the RSO and the university 
• Recognize that an Advisor should not be committed to any type of obligation unless they agree to the commitment 

In turn, students expect their RSO Advisor to be aware of and implement their responsibilities as outlined in this guide and use the resources of SLIC to clarify and carry out responsibilities.

The role of the advisor is to assist RSOs in achieving their goals and objectives by being a liaison. The university expects Advisors to advise RSO members and officers of relevant state laws and University policies and to take reasonable action to enforce them. Therefore, the Advisor should be knowledgeable of University policies and procedures, including those explained in the RSO Handbook.

Examples of advisors violating policy include but are not limited to: 

• Mishandling RSO finances 
• Storing funds in a department account or personal account 
• Manipulating elections process and selection of officers 
• Not following the RSO campus and/or national/headquarters constitution/bylaws 
• Not allowing executive officers to lead in their roles 
• Making decisions on behalf of the RSO without the executive officers