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Each ASUM-recognized student group must have a faculty or classified staff advisor. Teaching assistants cannot serve as advisors.

The role and level of involvement of the faculty/staff advisor will vary from group to group, but advisors do have responsibilities and, at a minimum, are expected to:

1. Have their name and university contact information listed as the group advisor on the groups Griz Hub and respond to inquiries as necessary.
2. Advise and participate in the conduct of formal meetings and elections to ensure proper procedures are followed.
3. Advise the group on the expenditure of ASUM allocated funds, if requested. It is expected that student members themselves will handle and be accountable for all of the group's business and finances.
4. Assist the group in preparation of the Annual Spring Budgeting Allocation request, if requested.
5. Assist the group with the completion of the ASUM Recognition Application, if requested, and keep a copy of the completed form on file.
6. Be fully familiar with the nature of the group's activities, the risks associated with those activities, and the precautions needed to ensure the safety of members and others involved with group activities.

Similar to Club Leadership, Advisors must be fully familiar with ASUM and University policies, including:  

• Student Conduct Code
• Drug and Alcohol Policies 
• Discrimination, Harassment, Sexual Misconduct, Stalking, and Retaliation Policies
• Hazing Policy 
• Emergency Procedures 
• ASUM Fiscal Policy
• Campus Security Authority (CSA) requirements

Additionally, Advisors must be prepared to enforce these policies with regard to group activities.

Advisor's Role

As a Student Group Advisor, you have the opportunity to enhance Ñý¼§Ö±²¥' educational experience by sharing your expertise and enthusiasm. The role of the advisor is to provide advice, counsel, and serve as a mentor and role model.

ASUM-recognized student groups are student defined and student driven.

Advisors are encouraged to help student group leaders brainstorm and develop ideas for club events or discussions while ensuring that the Ñý¼§Ö±²¥' voices are loudest.

Advisors are mentors—not decision-makers. They should support student growth, not control the group’s direction.

Advisors are to assist student groups in ways that are relevant to the purpose of the group.

Student groups are meant to provide experiential learning, allowing the opportunity for development that club members cannot access inside the classroom.

It is inappropriate for advisors to address personal or academic matters that are irrelevant to the activities or business of the group in a club setting.

Groups should complement learning, culture, interest, and support rather than subsidize academics or class time.

Advisors may assist in fundraising and provide suggestions on student group accounts; however, Ñý¼§Ö±²¥ will maintain the final say on spending.

All ASUM Allocated Funds are from student fee dollars, and many groups work very hard conducting fundraisers throughout the year for their specific spending.

It is inappropriate for advisors to spend group funds, make purchases on behalf of student groups, or  influence groups into spending on behalf of a program or a department.

Departmental, Procard, or other Purchases made through a department without communication to ASUM and verification from the President and/or Treasurer in advance of the purchase will not be reimbursed. 

In summation, 

Advisors May:

• Help with forms and budgets (upon request)
• Give feedback on event planning
• Help enforce policies when needed

Advisors May Not:

• Make purchases or use group funds without student pre-approval
• Book travel or alcohol on behalf of the group without ASUM approval

Should an Advisor find the need to resign their position due to over commitment, leave of absence or sabbatical, or a change in position / availability, ASUM should be notified immediately. Additionally, if student members are dissatisfied with their participation or lack thereof, the group retains the right to seek a new advisor. 

In the event of either an advisor being replaced or resigning from the position, please email the ASUM Office Manager.

All groups must follow the below travel requirements regardless of funding received by ASUM for the trip.

ASUM Allocated funds cannot be used for travel UNLESS funds are through the Travel Allocation Process; Student Generated Funds are allowed for travel.

1. 1. Contact the ASUM Office Manager at least two weeks before travel
   2. Complete Required Forms (R.A.T., CSA, Travel Safety Plan, etc.)
   3. Confirm Funding Availability
   4. Designate a Prime Traveler and submit required info
   5. Arrange and Confirm Reservations
   6. After Your Trip, Submit Receipts and Forms (T.E.R., Check Request Form, etc.) 

Read below for more detailed information on travel rates, options, and requirements.

Travel Guidelines

When an individual member, or several members, of a group want to make travel arrangements by making use of their group's own funds or ASUM Travel Allocation funds, several steps need to be taken. 

Please plan ahead!

All student groups that are planning to travel MUST contact the ASUM Office Manager at least two weeks prior to travel in order to prepare the necessary paperwork. Groups will be assisted in completion of their Request and Authorization to Travel (R.A.T.) Form AND select at least one CSA in attendance of the trip in order to receive reimbursement.

1. PRE-TRAVEL R.A.T. AND SAFETY FORMS
   Regardless of funds expected from the ASUM Travel account or Club Generated Funds, all ASUM Groups participating in UM related travel are required to complete the R.A.T. form with ASUM Office Manager before travel.
   The R.A.T. form is a worksheet for documenting known travel expenses and secures authorization to travel on behalf of the university.
   The Prime Traveler (student in charge of the trip) will need to provide the necessary information, assist in filling out, and sign the Request and Authorization to Travel (RAT) form, the Clery Trip form, and the Travel Safety Plan prior to the trip.
   If forms are not completed and signed by the Prime Traveler in advance of the trip, ASUM is under no obligation to process reimbursement for out-of-pocket expenses.
2. FUNDING
   Make sure your group has sufficient funds in your ASUM account, or that funds will be forthcoming from other university departments, to cover all expenses and reimbursements.
   • Groups can only use their own funds for travel -- No ASUM funds can be used unless awarded by the ASUM Senate as a Travel Allocation.
   • Departmental travel will only be covered if arrangements have been made between the department and ASUM prior to travel -- It is the student's job to ensure that this funding has been confirmed.
     
3. PRIME TRAVELER 
   Designate a primary traveler (PT) if more than one member will be traveling. This should be the person who will be reimbursed for any out-of-pocket expenses during the trip. This person needs to provide the ASUM Office Manager with the following information:
   
   • PT Name, 790, Mailing Address, & Phone Number
   • Destination & Dates of the Trip
   • Name, student ID number, and emergency contact of each traveler (use Travel Safety Form)
   • Mode of Travel
   • Detailed List of Expenses
   • How Much is to be Reimbursed
   • The student identified as Prime Traveler must complete online CSA Training prior to any travel.
     
     1. The Office Manager will verify with the Clery Compliance Officer that the CSA Training was completed.
     2. If CSA Training is incomplete prior to travel, ASUM is prohibited from reimbursing any part of the trip, regardless of funding source. 
     3. If CSA Training is incomplete prior to travel, the club may be subject to sanctions outlined in Section 23 of ASUM Fiscal Policy. 
        
4. RESERVATIONS
   Travelers are responsible for making their own travel arrangements. The Office Manager is able to pay for a variety of expenses with a UM-issued credit card (ProCard), and arrange for reimbursements.
   Group members need to make arrangements in advance (i.e. reserve flights, make reservations for lodging, have previously researched websites, etc.) then provide the Office Manager the reservation information so payment can be made with the ProCard.
   Motel or hotel reservations, conference registrations, rental cars, etc. can all be paid for or reserved in advance by the ASUM Office Manager. Once these payments have been made, however, it is incumbent upon the traveler(s) to confirm payments and reservations.
   Groups should seek lodging that does not exceed the  when traveling out of state, or the state per diem rate when traveling within Montana.
5. LODGING
   Per UM Policy, all lodging needs to be paid for on the ProCard in advance of Travel.
   UM ProCard can only be utilized for hotel / motel.
   ASUM does not allow groups to book with third parties (i.e. Airbnb, VRBO, Expedia, hotels.com, etc.)
   Exceptions can only be granted in advance with notice.
   Lodging can only be requested from ASUM at the rate of $30 / student / night. 
   If costs exceed that amount, the club must provide fundraised funds to cover the remaining costs.
6. PERSONAL CAR
   If a traveler is driving a personal car and wants to be reimbursed for gas, they may be paid by the ASUM mileage reimbursement rate of .20 per mile.
   Be aware that neither Ñý¼§Ö±²¥ nor any private vehicles are covered by university insurance.
   A Personal Vehicle Use Authorization Form will also be required per trip involving personal cars; ALL vehicles traveling must be listed on the form per trip to be eligible for reimbursement. 
7. REGISTRATION FEES
   Registration fees for conferences, etc. may be paid in advance via ProCard by the ASUM Office Manager on behalf of group members provided that the funds are available in group indexes at the time of registration.
8. OUT-OF-POCKET REIMBURSEMENT
   Out-of-pocket incidentals, such as taxis, parking, tolls and shuttles, may be reimbursed as long as original itemized receipts are provided and an adequate estimate was included in the R.A.T. form.
   Reimbursement of out-of-pocket expenses, including prepayment of major expenses that have not been charged to the Office Manager's ProCard, cannot be made until the trip is completed.
9. RENTAL CARS
   The Ñý¼§Ö±²¥ contracts with Enterprise for reduced rates for those traveling on university business, including student groups who have signed the R.A.T. Please plan on booking any rental cars through the Office Manager.
   Student group funds cannot be used to pay for supplemental insurance. Individuals may do so at their own expense.
   WARNING: Should you choose to travel in a rented vehicle without ASUM pre-approval or signed R.A.T. on file and you are involved in an accident, THE INDIVIDUAL WHO SIGNS FOR THE CAR RENTAL WILL BE PERSONALLY FINANCIALLY LIABLE FOR ALL DAMAGES AND LIABILITY COSTS. UM’s auto/rental insurance will not cover your vehicle rental risk unless every ASUM pre-travel requirement is completed.
10. RECEIPTS AND REPORTS
    Post-Travel, the Prime Traveler will bring any/all receipts or other documents required to the ASUM Office Manager. 
    • If the club is not receiving funding: the Prime Traveler will verify that no funds are expected to be returned to club members.
    • If the club is receiving funding: the Prime Traveler will also complete the Travel Expense Report (T.E.R.) and Check Request Form.
      Checks can take up to 3 weeks to process and are only mailed from the state on Thursdays.
    • The T.E.R. must be completed within 90 days or the club waives any and all funding per state and university policy.
      • Travel Guidelines/Procedures – UM Business Services
11. International Travel
    International travel requires additional steps and collaboration with the UM Global Engagement Office. Please plan on meeting with the Office Manager an extra week in advance if planning International Travel. Additional steps include but not limited to:
    • Registering international travel
    • Additional safety planning
    • Risk forms from all individuals attending
    • Purchasing international insurance. 

If all required pre-approval travel forms and permissions are not completed before the date of your travel, the student group waive rights to reimbursement, regardless of funding source, and waives any and all liability coverage that might be extended as part of traveling on a UM sponsored trip.

Additionally, due to the severity of risk, groups that travel without pre-approval are subject to sanction by the ASUM Senate.

ASUM has and enforces policies and expectations regarding the use and possession of alcohol, tobacco, and illicit drugs. These policies apply to all faculty, staff, and Ñý¼§Ö±²¥: 1) on university property; 2) at university-sponsored events; or 3) at events sponsored by university-recognized organizations.

The university recognizes its responsibility to provide educational and prevention programs, and also recognizes the importance of individual and group responsibility for compliance. The Ñý¼§Ö±²¥ does not assume responsibility for individual acts and group activities.

The Drug-Free Workplace Act of 1988 prohibits "the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance" in the workplace. Personnel actions consistent with university policy and all applicable state and federal laws will be taken against any violator of this Act.

The Drug-Free Schools and Communities Act Amendments of 1989 prohibit, at a minimum, "the unlawful possession, use or distribution of illicit drugs and alcohol by Ñý¼§Ö±²¥ and employees" on school and campus property or as part of any school or campus activity. Standards that are more rigid than those required by this Act may be imposed. Personnel and Student Conduct Code action will be taken against any violator of this Act.

View UM Policies Website

• Drug/Alcohol Policies and Reports

Alcohol

Groups must receive permission in advance for consumption of alcoholic beverages during ASUM-recognized student group sponsored activities and events. Consumption of alcohol during student group activities and/or events without advance permission is prohibited by the university Alcohol Policy.

ASUM Indexes may not be used for the purchase of alcohol. This includes ASUM Allocations & Student Generated Funds. Groups must adhere to UM Drug and Alcohol Policies and the Student Conduct Code when sponsoring activities and events. Violation of these policies may result in loss of group recognition or more severe sanctions imposed by either or both ASUM and The Ñý¼§Ö±²¥. 

Groups with gift accounts (accounts reimbursed by the UM Foundation,) can use those funds to purchase alcohol by utilizing GrizMart and billing through a non-ASUM Index.

Only Student Group funds through the UM Foundation can be used to pay licensed vendors or authorized servers if approval is secured prior to the event. A non-ASUM Index must be used to pay for any alcohol.

To recap:

1. Groups must receive advance permission for events where alcohol is present.
2. ASUM-recognized groups can only hire licensed vendors or authorized servers with funds from a pre-established gift account to be reimbursed from the club's UM Foundation account.
3. Billing must happen through a non-ASUM Index.
4. Attendees of the event who are of age may then use their own money to purchase a drink.

Contact the ASUM Office Manager at least three weeks in advance to make the necessary arrangements for each event that involves the availability of alcohol. The Entertainment/Alcohol Request must be completed in advance of meetings regarding alcohol.

Drugs

The Ñý¼§Ö±²¥ remains a drug free campus. Please see above policies regarding the use of drugs on campus.

Violations

Violations of university alcohol regulations are also violations of The Ñý¼§Ö±²¥ Student Conduct Code. Violators are subject to disciplinary action pursuant to the Code. The university, including ASUM, may deny privileges to a student organization or impose other sanctions for alcohol or drug related violations.