Mortar Board advisors
Advising a Mortar Board chapter is a unique experience that allows advisors to work with the best and the brightest seniors on your campus to fulfill the ideals of leadership, scholarship and service.
Helpful resources and guides
- Officer & Advisor Handbook - It is useful to read the entire guide to gain an understanding of all officer roles.
- Membership Selection Handbook - This thorough guide contains all pertinent information regarding membership recruitment, selection, initiation and more. It is the most valuable resource regarding membership selection.
- Mortar Board publications, including our e-newsletters and the Mortar Board Forum, which will keep you up to date with national news and provide resources for you and your chapter.
Advising Mortar Board members
In most cases, Mortar Board members spend one year as a member then graduate. The constant turnover of membership means that while newly-selected members may bring experience to the organization, they likely have little knowledge of the functions of Mortar Board. Therefore, advisors can provide consistency from one year to the next. Keys to success are active interest and participation. Additionally, experience, knowledge of the institution, familiarity with the community and commitment to education are great qualities found in advisors.
Expectations
Advisors are encouraged to meet with the chapter and/or chapter officers as regularly as possible so they may become acquainted with the members and be familiar with the chapter’s goals in order to give helpful ideas and to assist in evaluating. Advisors are not expected to direct the chapter's program or work, or complete officer reports for unprepared officers. Advisors are, however, encouraged to provide suggestions and advice, and assistance when needed.
Specific responsibilities
- Attend as many meetings as possible (at least one advisor should be present at each executive board and chapter meeting)
- Attend all new member selection meeting and any meetings prior to selection at which new member selection is discussed
- Contact the National Office via email, fax, or letter to attest that the selection followed Mortar Board procedures
- Assist in a thorough orientation for new members by providing information and support and ensuring that all pertinent information is communicated
- Encourage use of parliamentary procedures and meetings that are run in an orderly, efficient manner
- Assist in chapter programming
- Review the chapter budget
- Communicate campus policies and procedures and assist in cutting through the “red tape” when necessary
- Serve as a sounding board for chapter officers and members
- Be a resource for members especially in regard to college/university policies, regulations and services
- Aid in preserving the continuity of the chapter through minutes, files and traditions
- Be generally available to assist the organization
- Keep current with Mortar Board news by reading the Mortar Board Forum magazine and Mortar Board e-newsletters
- Maintain contact with the National Office and the section coordinator
- Complete an Advisor Annual Chapter Report and submit by the deadline each spring (only one advisor from each chapter is required to complete this report)
- Aid chapters in identifying future advisors
- Confer as an advisory board periodically in order to provide the best continuity for the chapters
- Make sure that your Mortar Board chapter is current with its registration as a student organization with your student activities or dean of students’ office. Advisors provide continuity and there are few better ways to provide continuity than by being a registered student organization in good standing with the respective campus
- Remind the chapter of deadlines for reports and other paperwork that are due to the National Office
- Help facilitate officer transitions
- Assist the chapter in finding funding sources on their campus, through avenues such as student government
- Encourage the chapter to use its campus (student activities, student government, etc.) and national resources (National Office, section coordinators, etc.)
Building a team of multiple advisors
Chapters are required to have at least one advisor. However, Mortar Board recommends that each chapter utilize three advisors, including or in addition to one administrative liaison (a campus faculty or staff member). This team structure guarantees a shared responsibility among the advisors as well as the chapter members and officers. If you have questions about the current advising structure on your campus, feel free to contact the National Office.
Attending the annual conference
Advisors are encouraged to learn more about Mortar Board and meet other advisors by attending the society's annual national conference, held the last week of July each year.
Membership selection
The advisor plays a critical role in the membership selection process by helping to secure grade point averages of prospective members and by ensuring the confidentiality of such information. Confidentiality is an important aspect of the membership selection process and includes not only grade point averages but also all discussions held on candidate qualifications. For thorough membership assistance, please download the Membership Selection Handbook or view all available online resources.
Orientation
The best way to assure a successful chapter is to spend time and energy on a good orientation process. If selected candidates are fully informed of Mortar Board’s goals and purposes (both nationally and locally) before active commitment, they will be better prepared to fulfill those obligations.
Transition
While a great deal of emphasis is placed on a thorough orientation for the new members, it is also critical to have the retiring chapter officers fully orient their successors. The advisor’s responsibility is to cooperate in planning an annual officer transition. Transition instructions are included in the Membership Selection Handbook.
Overseeing chapter report forms
The chapter president is often charged with ensuring that all responsible officers submit the necessary reports in a timely manner. However, an advisor may choose to periodically review requirements and assist with reminders.
Click here to find a list of all reports, including when they are due and which officer is responsible for submitting them.
Excellence in Advising Award
Each year, outstanding advisors are honored at the national conference for exemplifying the ideals of Mortar Board. These extraordinary advisors are nominated by their chapters for providing excellent service, guidance and support to a collegiate chapter. The award was established for the 1997-1998 academic year. A complete list of previous recipients is available online.
