Baylor University
Student Activities
Student Organizations

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Advisor Approval Procedures

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Baylor > Student Activities > Student Organizations > Advisors > Forms and Information > Advisor Approval Procedures
The Department of Student Activities asks that advisors assist student organizations in developing appropriate and high quality events, activities, t-shirts and other products, and membership rosters. In order to facilitate the approval process, there are some systems you need to be familiar with: the Online Roster System, the Online Event Registration process, and the T-Shirt/Product Approval process.

[ONLINE ROSTER SYSTEM]

Advisors are required to approve membership rosters in order to ensure accuracy in membership tracking, but also to assist organizations as they grow their respective memberships. As an advisor, you will receive e-mail notifications whenever your organization's designated Roster Manager updates the membership. Whether the Roster Manager is performing a re-enroll function to update returning members or adding new members to the roster, the role of an advisor is to affirm the membership. As the advisor, you have the right to question and/or deny members that you feel may not advance the organization or uphold the character and ideals of the group.

Login to the Online Roster System

[ONLINE EVENT REGISTRATION PROCESS]

Advisors are required to approve all organization events and activities. In order to make this process as efficient and effective as possible, the Department of Student Activities has developed the Online Event Registration process. Student organization representatives submit their events and activities using an online form. Upon submitting the form, the advisor(s) will receive an e-mail notification. In the content of the e-mail, Advisors will find a link to the Online Event Registration form completed by the students. The Advisor's role is to review the proposed event for policy and procedure compliance, and choose to accept, deny or suggest changes to the event. Once the advisor has approved an event, the Department of Student Activities reviews the event and may accept, deny or suggest changes.

In the event that an email is not received, an advisor may approve an event according to these instructions:
Online Event Approval Instructions for Advisors

Login to the Online Event Registration System

[T-SHIRT / PRODUCT APPROVAL PROCESS]

Advisors are required to approve t-shirt and product designs prior to printing. Student organizations must complete the appropriate form and attach the design. Once approved by the advisor, the t-shirt/product request is sent to the Department of Student Activities. For items that do not use the Baylor name, trademarks or copyrighted materials, the Department of Student Activities may approve the design. For items that do use the Baylor name, trademarks or copyrighted materials, the design will be sent to the Office of Collegiate Licensing for final approval based on the recommendation by the Department of Student Activities.

**Special note: please be sure that the event corresponding to the proposed t-shirt or product is registered through the Online Event Registration process prior to approving the design.

STUDENT ACTIVITIES. CONNECT YOURSELF.