The University of North Carolina at Greensboro (hereinafter “University”) recognizes and supports the experiences and research showing student participation in registered student groups contributes in significant ways to semester and year-to-year retention, long-term postsecondary education persistence, and satisfaction with the collegiate experience. Registered student groups (RSG) are most successful when advised professionally by involved faculty and staff employees who can support students, assist in the resolution of challenges, and celebrate the successes of the group and the individual students.
This policy formalizes the support from the University for all employed faculty and staff who act as advisors for RSG, including the coverage of advising responsibilities as part of the employee’s regular work for the University.
Registered student groups (RSG) are organizations which have applied for university recognition through Campus Activities and Programs, have met all requirements and conditions, and have completed all mandatory training events or activities.
This policy applies to all faculty and staff employed at the University who are asked to advise a registered student group, including EHRA, SHRA, SHRA Exempt, and EHRA Faculty. Any person not employed in a full-time status by the University (including graduate assistants, teaching assistants, undergraduate students, or volunteers) is not covered by this policy.
3.1Support for Advising of Registered Student Groups
The University supports participation of students in registered student groups as a means to enhance the learning experience, develop skills and abilities, and enhance retention and persistence of students. It is in the best interest of the University to have professional advising for registered student groups, conducted by full-time employees who have the appropriate training and support from the University.
For an employee to be covered by this policy as an advisor for a RSG, each advisor must meet all annual requirements established by the Vice Chancellor for Student Affairs (or designee) for approval and training.
Approval: Each covered employee must obtain written support from their supervisor, department head, or immediate manager each academic year. Covered employees should retain documentation, in the form of a letter or e-mail, indicating support from the supervisor.
Training: Training will typically include online and in-person activities each year. Training will focus on the legal, ethical, and developmental expectations and requirements for advising a registered student group.
Employees are not eligible for additional compensation or benefits for acting as an advisor for a RSG. Employees may discuss and negotiate individual accommodations with their supervisor. The supervisor has final determination for all accommodations. Employees not fully exempt under FLSA regulations must arrange with their supervisor, in advance, approved work schedule and schedule adjustments based on advising of RSG. Supervisors have final determination in all hours worked. Campus Activities and Programs, the Office of the Vice Chancellor for Student Affairs, and similar offices will not be involved.
All employees who are asked to be an advisor must obtain written support from their supervisor / department head and complete required training. The employee will be considered as having advising of the RSG included as part of their employment at the University. This inclusion will support employees acting professionally in the scope of their job duties.
- Including advising as part of employment will enable the employee to be covered by the North Carolina State Tort Claims Act and Defense of State Employees Act. Both Acts may provide coverage for employees who are acting within the scope of their job responsibilities.
- Insurance Coverage: Similar to the preceding point, employees who have individual personal liability (umbrella coverage), professional liability (generally through associations or professional organizations), or malpractice insurance (which can, in some cases, cover all parts of employment) may have coverage, enhanced coverage, or full coverage from those insurances if advising becomes part of the employee’s employment at UNCG. Individual employees should consult the appropriate vendor or agent for the respective insurance or policies.
The inclusion of advising in the job duties is not a contract or guarantee of coverage. Employees who are intentionally or grossly negligent, act criminally or fraudulently, or fail to meet the requirements of the Defense of State Employees Act may not be covered against personal liability by the University or the State of North Carolina.
This policy is specific to registered student groups. It does not apply to employees who advised un-registered groups.
Any violation of this policy by a University employee may be considered “misconduct” under EHRA policies (faculty and EHRA non-faculty) or “unacceptable personal conduct” under SHRA policies as applicable to the employee, including any appeal rights stated therein. Violations of law may also be referred for criminal or civil prosecution.
Concerns about individual situations, registered student groups, or similar concerns should be directed to the Office of the Vice Chancellor for Student Affairs, 140 Mossman Administration Building, 336.334.5099
This policy shall be reviewed by the Office of the Vice Chancellor for Student Affairs every five years, or more frequently as changes in advising practices, legal coverage, or related issues occur.
This University policy is administered by the Office of the Vice Chancellor for Student Affairs, with support from The Office of General Counsel.