Officers & Advisors

Student organization officers and advisors work together to support successful, sustainable organizations. Officers provide student leadership and manage the organization's day-to-day activities, while advisors provide guidance, continuity and connections to university resources.

Use this page to understand common officer and advisor responsibilities, plan for leadership transitions and keep your organization's leadership information current.

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Officer Responsibilities

Each organization determines its leadership structure through its constitution and bylaws. Officer duties should be clearly defined so members understand who is responsible for organization operations, communication, finances and decision-making.

President

• Provides overall direction for the organization.
• Coordinates the work of other officers.
• Serves as a spokesperson and representative for the organization.
• Schedules and leads officer and organization meetings.
• Helps officers and members work together toward organization goals.

Vice President

• Supports the president and assumes presidential responsibilities when needed.
• Coordinates committees, projects and committee chairs.
• Helps delegate responsibilities and monitor progress toward organization goals.

Secretary

• Records and distributes meeting minutes and other important information.
• Maintains organization records and correspondence.
• Helps maintain accurate membership and organization information.
• Preserves records needed for future officers and leadership transitions.

Treasurer

• Develops and monitors the organization's budget.
• Provides regular financial updates to organization members.
• Maintains accurate records of income, expenses, deposits and reimbursements.
• Helps ensure organization funds are managed responsibly.

Committee Chairs

• Coordinate the work of assigned committees.
• Delegate responsibilities among committee members.
• Report committee progress to organization leadership and members.
• Help accomplish specific projects or organization goals.

Organizations may establish additional officer positions based on their needs. Responsibilities for those positions should be clearly described in the organization's governing documents.

Finance & Funding Resources

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Advisor Role

Registered student organizations are required to maintain a full-time Texas Tech faculty or staff advisor. Advisors are available to officers and members for consultation regarding the affairs of the organization and provide an important connection between student leaders and the university.

An advisor's role may include:

• Helping the organization understand and follow university policies and its constitution and bylaws.
• Providing feedback and an outside perspective on organization decisions.
• Supporting program planning and decision-making.
• Helping student leaders work through organizational challenges.
• Providing continuity as student officers and members change.
• Connecting the organization with university offices and resources.
• Attending organization meetings and functions when appropriate.
• Supporting responsible financial practices and reviewing expenditures when required.

The advisor provides guidance and support, but students remain responsible for leading the organization and making organization decisions.

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Working With Your Advisor

A productive officer-advisor relationship depends on communication and clearly established expectations. Officers and advisors should discuss how they will work together at the beginning of each leadership term.

Student leaders should:

• Discuss expectations for the advisor's role.
• Notify the advisor of meetings, programs and significant organization activities.
• Share meeting minutes and important organization updates.
• Meet with the advisor regularly to discuss organization business.
• Consult with the advisor before major projects or significant changes to the organization.
• Keep the advisor informed about challenges that could affect the organization or its members.

Advisors should be included as a resource throughout the year rather than contacted only when a problem occurs.

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Advisor Requirements

The primary advisor for a registered student organization generally must be a full-time Texas Tech University faculty or staff member. Certain organizations may have an advisor assigned by a university department.

New or replacement faculty or staff advisors must be reported through the organization's TechConnect roster within 10 university business days. Organizations must also complete applicable advisor documentation required by Student Involvement.

Failure to maintain an eligible advisor or update advisor information may affect an organization's registration or university privileges.

Established faculty or staff members who reduce their employment below full-time status but maintain an office on campus may be permitted to continue serving as a primary advisor with approval from Student Involvement.

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Additional Advisors & Coaches

Organizations may have additional advisors, alumni advisors, coaches or instructors when permitted by their constitution and bylaws.

Individuals serving in these roles who are not affiliated with Texas Tech should be included in the organization's registration information when applicable. Non-university advisors, coaches and instructors may also be subject to university volunteer requirements, including required documentation and background checks.

Organizations using volunteers should review current university requirements before an individual begins serving in an organization role.

University Volunteer Requirements

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Leadership Changes & Transitions

Student organizations must keep their leadership information current in TechConnect. Changes to the president, treasurer, other officers or faculty and staff advisor should be reflected on the organization's roster within 10 university working days.

Outgoing officers should also plan for a complete leadership transition. Important organization information should not disappear when an officer graduates or leaves a position.

A leadership transition should include:

• Organization constitution and bylaws
• Meeting minutes and important records
• Current membership and officer information
• Financial records, budgets and outstanding obligations
• Annual registration and compliance requirements
• Upcoming events, projects and deadlines
• Access to organization accounts and TechConnect
• Important university and community contacts

Organizations are encouraged to maintain an updated leadership manual or other central record that can be transferred from one executive board to the next.

Leadership Resources

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Questions About Officers or Advisors?

Student Involvement can assist with officer and advisor changes, TechConnect rosters, advisor requirements and organization leadership resources.

Student Involvement
Student Union Building, Room 011
1 (806) 742-5433
studentorgs@ttu.edu