Student Organization Advisors

Student Organization Advisor Role & Responsibilities

Student organization advisors play an important role in supporting student leaders who plan and conduct activities involving minors. Advisors help promote compliance with university policies and procedures, support safe program planning and operations, provide continuity from year to year, and serve as a resource as student organizations navigate the requirements of University Policy 8.8.

Advisors are also responsible for helping ensure that concerns and incidents are reported through appropriate University channels, In addition, advisors must be present during activities involving minors where student organizations are assuming custodial responsibility for participants. This includes situations in which parents, guardians, teachers, Scout leaders, or other designated chaperones are not present or may not remain present for the full duration of the activity.

Advisors are expected to:

Help student leaders understand applicable university policies and procedures.
Encourage timely planning and completion of required approvals.
Support student organizations in identifying and addressing youth protection risks.
Promote safe program practices and appropriate participant supervision.
Help ensure concerns and incidents are reported through appropriate university channels.
Provide active oversight over activities involving minors when parents, guardians, teachers, Scout leaders, or other designated chaperones are not in attendance.

Supporting Compliance with University Policy 8.8

Student organization advisors are not responsible for managing the day-to-day program operations. However, advisors should help student leaders understand and fulfill their responsibilities under University Policy 8.8.

Advisors can support compliance by:

Encouraging early consultation with CYS.
Helping student leaders understand registration and approval requirements.
Confirming that individuals serving in Program Director and Authorized Person roles understand their obligations.
Encouraging timely completion of required training and screening requirements.
Discussing supervision, emergency planning, transportation, and participant safety considerations during the planning process.
Helping student leaders identify appropriate university resources when questions or concerns arise.

Resources for Advisors

Resource	Summary
University Policy 8.8, Protection of Minors and Abuse Reporting	Defines Cornell's requirements for programs and activities involving minors, including reporting obligations and program responsibilities.
Youth Program Determination Tools	Helps organizations determine whether an activity meets the definition of a youth program and what requirements may apply.
Youth Program Planning & Approval Checklist	Guides student organizations through planning considerations and required approvals before a program begins.
Youth Program Operational Readiness Checklist	Helps program leaders assess operational preparedness, participant safety measures, and key program logistics.
Youth Protection Requirements Checklist	Provides a summary of required screenings, training, supervision, and other youth protection requirements.
Post-Program & Continuous Improvement Checklist	Supports program evaluation, documentation, and continuous improvement after a program concludes.
Registration	Information about youth program registration requirements and the approval process.
Background Checks	Explains screening requirements and identifies who may need to complete a background check.
Training	Provides information about required and recommended youth protection training.
Supervision	Outlines supervision requirements and best practices for activities involving minors.
Incident Reporting	Explains how to respond to, document, and report participant injuries, behavioral concerns, emergencies, safety incidents, and other situations that may arise during a youth program.
Reporting Abuse and Misconduct	Explains reporting obligations and procedures for suspected child abuse, neglect, sexual misconduct, boundary violations, or other prohibited conduct involving minors.
Contact CYS	Contact CYS for guidance, consultation, assistance with compliance requirements, or questions related to activities involving minors.

Frequently Asked Questions

Questions	Answers
Am I responsible for registering a youth program?	No. Student leaders and designated program personnel are responsible for completing registration and other program requirements. Advisors are expected to support students in understanding requirements, planning ahead, and engaging with CYS as needed.
Do I need to attend every activity involving minors?	Not necessarily. However, advisors must be present during activities involving minors when the student organization assumes custodial responsibility for participants because parents, guardians, teachers, Scout leaders, or other designated chaperones are not present or will not remain present for the duration of the activity.
Do advisors need to complete training or background checks?	Possibly. Requirements depend on the advisor's role, responsibilities, and level of interaction with minors. Advisors should consult CYS to determine whether any training or screening requirements apply.
What should I do if I become aware of a safety concern or possible policy violation?	Follow applicable University reporting procedures and contact CYS for guidance. Concerns involving the safety or well-being of minors should be reported promptly through appropriate University channels.
When should I encourage student leaders to contact CYS?	As early as possible in the planning process. Early consultation helps identify applicable requirements, prevent delays, and ensure sufficient time for registration, training, screening, and approvals.
What if I'm not sure whether an activity falls under Policy 8.8?	If there is any uncertainty about whether an activity involving minors is subject to Policy 8.8, contact CYS. We can help determine whether registration, training, supervision, or other requirements apply.
Can a student organization proceed if all requirements have not been met?	No. Activities involving minors may not proceed until all required approvals have been obtained and applicable Policy 8.8 requirements have been completed.